MINUTES OF
HENNEPIN COUNTY LIBRARY BOARD MEETING
OCTOBER 28, 2009


The Hennepin County Library Board met Wed., Oct. 28, 2009 at Ridgedale Library.
Present: Brandi Brown, John Gibbs, Holly Guncheon, Sandy Johnson, Jill Joseph, Claudia Kelly, Kathleen Lamb, John Pacheco, David Pratt, Cynthia Steinke and Therese VanBlarcom
Hennepin County Staff: Bill Berg, Sharon Charles, Tonya DePriest, Judith Friedrich, Michael McConnell, Gail Mueller Schultz, Dave Nuckols, Nancy Palmer, Margie Schuster, Char Sohlberg, Lois Langer Thompson, Ali Turner, and Ardis Wiley
Public: Justine Baumann, Andrea Tauer, and Stu Wilson

CALL TO ORDER
President Therese VanBlarcom called the Hennepin County Library Board meeting of Oct. 28, 2009 to order at 5:04 p.m., and welcomed attendees.

APPROVAL OF AGENDA
Claudia Kelly made a motion to approve the agenda which was seconded by Sandy Johnson. Motion passed.

CONSENT ITEMS
Cynthia Steinke made a motion to approve the consent agenda which was seconded by Sandy Johnson. Motion passed.

PUBLIC COMMENT
No public comment.

PRESIDENT'S REPORT
  • Ms. VanBlarcom asked members to participate in a discussion about the current Library Board committee structure. Is the committee structure working? Does it fulfill your needs in relation to your work as a member of the Hennepin County Library Board? Should the current structure continue; any suggestions for change? Discussion followed and included comments on meeting locations; meeting attendance, quorums and compliance with open meeting law; resources for incoming board members; individual responsibility to attend meetings and read information; the need to find a balance between the level of information provided to committees and the full board; recognition of some overlap among committees resulting in joint meetings; support for a structure that allows members to float between committees; committee structure benefits to Library Director and staff. Following the discussion, it was suggested the structure remain as is and an evaluation done in the future. Ms. VanBlarcom thanked attendees for their participation and asked staff to update the current structure diagram to reflect Library Board Policy review under the Program/Policy committee description for approval at the Executive Committee meeting Nov. 9, 2009.
  • All Library Board member per diem forms for 2009 are to be submitted to the Director's Office by Dec. 15, 2009.
DIRECTOR'S REPORT
  • Ms. Thompson reported the proposed donation to the University of Minnesota Digital Content Library collection (lantern slides), mentioned at the September board meeting, will wait until the Library Board's Collection Development and Management policy is reviewed (early 2010). Mr. Pacheco suggested as part of the policy review, the library consider trading collections.
  • The 2010 Operating Budget Request presentation was summarized and questions from Commissioners were reviewed. Ms. Lamb attended the presentation and noted there are ongoing discussions about capital projects related to the current economy. The Capital Budget Task Force discussion is scheduled Thurs., Oct 29 from 1-4 p.m. in the Board Room, A-2400, Government Center. Library issues include an increase in the Best Seller Express fee from $3 to $4 for cost recovery; proposal to add portable storage devices for sale at libraries as CDs are the only format currently offered also for cost recovery; and the fee structure associated with library meeting rooms.
  • A new administrative structure for the library that focuses on core services and priorities was summarized.
  • Follow-up community conversations on Friends groups occurred and will continue; community support for libraries continues.
  • The Walker Library Advisory Team meeting resulted in continued support for an Uptown location; team will meet again this evening.
  • Two HC Projects Open Houses were held Oct. 12 and 13; Webber Park Library was included.
  • Adult Volunteer and Friends recognition events have been well attended. Six of seven Commissioners have or will participate; thanks to Claudia Kelly and Therese VanBlarcom who also participated. Two events remain Fri., Nov. 6 from 1:30-3:30 at Southdale Library and Sat., Nov. 7 from 10-11 a.m. at Central Library.
  • The County and Library Board luncheon hosted by The Library Foundation of Hennepin County was a success.
  • County departments are participating in the H1N1 county-wide plan and provide daily absentee rates; library customers are encouraged to wash their hands frequently and signage will be available to remind customers of healthy practices.
  • Northeast Library will close Oct. 29 with a renovation kick-off for the community from 6-8 p.m. (program at 6:30), all are welcome.
  • HCL received an Inaugural Minnesota History Award for an exhibit at Central Library, "Minnovation: 150 Years of Ingenuity" created by a library staff exhibit team. The team will be recognized at the Nov. 18 Library Board meeting.
BOARD MEMBER REPORTS
David Pratt attended the "How Can I Afford to Retire" program which was well-done; both sessions drew more than 100 people.

COMMITTEE REPORTS
  • Budget & Finance Committee Chair Jill Joseph reported on the Oct. 12 committee meeting where feedback was provided to the Library Director on the 2010 Operating Budget Request presentation. Commissioner budget request amendments are scheduled Nov. 30 and Dec. 2 from 1-4 p.m. in the Board Room, A-2400, Government Center. The next committee meeting is scheduled Mon., Dec. 7 from 4:30-5:30 p.m. at Central Library in the Doty Board Room.
  • Program/Policy Committee Chair Cynthia Steinke asked for comments on Library Board Policy 16: Reserving and Using Public Gathering Places as presented by the committee. Discussion followed and included comments on the prohibited sale of products and services, distinctions between rental and free spaces, the cost of providing meeting rooms as a service to the public and the need to have this information in order to evaluate the scope for future budgetary considerations, the relationship between providing this service and the Library's mission statement, non-profit and for-profit groups, defining "commercial" aspects, and suggested detailed ramifications in the event of misuse. President VanBlarcom encouraged board members to review resources cited in the draft policy for additional information. Ms. Steinke thanked board members for their feedback. The next Program/Policy Committee meeting is scheduled Fri., Nov. 6 at 1 p.m. at HCL Administrative Offices, Director's Conference Room, Ridgedale Library.
  • Committee quorum requirements were discussed and Ms. VanBlarcom noted the Bylaws state "‚Ķeach committee shall fix its own rules of procedure‚Ķ" Staff will clarify and report back to Ms. VanBlarcom who will share the outcome with committee chairs.
  • Executive Committee Chair Therese VanBlarcom reported on the Oct. 12 committee meeting where 2010 program topics, Executive Committee meeting dates in 2010 were set, the discussion of the committee structure began with the committee and continued with the full board this evening, a form for inviting Library Board members to library events was developed, this meeting's agenda was developed and 2010 Library Board meeting dates/locations were drafted for full board approval.
  • A draft list of 2010 Library Board meeting dates/locations was discussed and included comments on attendance, suggestions regarding meeting locations and a concern about not scheduling a December meeting because of the lag time between the mid-November meeting and the January meeting. Mr. Pacheco made a motion to postpone action on the list as presented until the Nov. 18, 2009 Library Board meeting which was seconded by Sandy Johnson. Motion passed. Ms. VanBlarcom indicated this issue would be reviewed by the Executive Committee on Nov. 9, 2009.
UNFINISHED BUSINESS
No unfinished business.

NEW BUSINESS
No new business.

ADJOURNMENT
There being no further business, Kathleen Lamb made a motion to adjourn the Library Board meeting at 6:56 p.m. which was seconded by Jill Joseph. The motion passed. The next Library Board meeting is Nov. 18, 2009 at Ridgedale Library.

____________________________________
John Pacheco, Secretary
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