LIBRARY BOARD WAYS & MEANS COMMITTEE
MEETING MINUTES

November 12, 1997

Library Board members present: P. Baskin (chair), J. Cole, M. Jackson, D. Mueller, C. Walsh, L. Wyly.

Library staff and other staff: C. Brown, L. Engberg, D. Cramer, T. Bonner, C. Ahrens, M. White (OBF).

MINUTES
Motion by Jack Cole to approve the October 8, 1997 meeting minutes; seconded by Carol Walsh; motion passed.

UNFINISHED BUSINESS

C. BROWN EVALUATION
Marilyn Jackson invited all Board members to attend the meeting scheduled with Jeff Spartz for input on Charles Brown's annual performance evaluation.

1998 BUDGET
David Cramer reported that the County Board approval date for the 1998 budget has been changed to December 10 at 10:00 a.m. Hope to have a good idea of budget plans at the December 3 Library Board meeting.

LIBRARY BOARD FINE POLICY

L. Engberg reviewed the revised policy draft that was mailed to Board members. P. Baskin asked about the three week loan period and not charging for closed days. L. Engberg reported that the majority of MELSA libraries charge fines the same as HCL with no fines for closed days or holidays. D. Cramer estimated the revenue from fines not charged for closed days may be approximately $100,000 annually. P. Baskin & M. Jackson encouraged staff to look at changing the procedure and to begin charging for closed days.
*** Request was made that HCL do an in-depth analysis of fines lost due to not charging for closed days, and a formal response be made to the Library Board.

D. Mueller inquired about the fine rates--why aren't all items listed at 75% of replacement value. L. Engberg explained the reason.

Revenue Recapture Program: D. Cramer reported that HCL is looking into this state program to use for collection of fines.

Library Board consensus is that they would like HCL to charge for closed days; however, Jack Cole is opposed to changing the current fines policy.

*** M. Jackson moved to table the fines policy pending further investigation by staff; D. Mueller seconded; motion passed [J. Cole abstained from voting].

*** Request from Library Board:

1) $ HCL would make if fines were charged for every day
2) request to incorporate the fines and fees as a list into the policy.

REVENUE GENERATION TEAM
C. Brown reported that the Library Board received the memo he sent to staff regarding the new Team. Southdale is currently proceeding with plans to open a coffee shop, hope to have operational by Labor Day 1998. C. Brown will be working on a team charge; hopes work of the new team will be completed by next spring.

COUNTY BOARD BREAKFAST

M. Jackson requested feedback on the breakfast held with the Library Foundation.
    --It was good to surround the Commissioners with library supporters.
    --J. Cole reported that he spoke with Mark Andrew after the breakfast and the Commissioner remarked it was a very positive event.
    --P. Baskin missed being able to relate one-on-one with Commissioners, she prefers a smaller group.
    --T. Bonner reported a positive response from Foundation Board attendees.

*** C. Brown noted there were two options for future planning:
1) Keep a joint breakfast with more Library Board participation on the planning;
2) Back to two separate breakfast meetings (Library Board and Foundation Board). The Library Foundation will soon begin planning for 1998 and requested a decision soon.

TEAM REPORTS

20-YEAR CAPITAL PLAN
C. Walsh reported on the last meeting and plans for future meetings. T. Bonner will assist with preparation of the final document.

"GETTING THE WORD OUT"
T. Bonner reported on the meeting held prior to the Library Board meeting. "Strategy" from draft sheet and work plans were reviewed. Plans are to meet before each Library Board and Ways & Means Committee meetings.

NEW BUSINESS

REVENUE GENERATION POLICY

M. Jackson presented a review of Revenue Generation Team I and the final report. Issues were: fees, ALA Bill of Rights, LJ article, and the Hennepin County Attorney's opinion.

What can library charge for:

--express delivery
--higher level of service
--consumable supplies
--services that otherwise would not be available.

*** M. Jackson and L. Engberg will work on preparing a draft policy.

1998 MEETING SCHEDULE
Request was made to change the November 11 (Veteran's Day) Ways & Means Committee meeting to November 18; other date changes were made due to ALA commitments. Schedule will be reviewed and approved at the December 3 Board meeting.

OTHER
M. Jackson read a letter of apology, a response from MLA regarding the letter the Library Board sent about the annual conference held on Rosh Hashanah.

D. Mueller inquired about the capital project updates list sent to Library Board.

M. Jackson invited Library Board to stop after the training on December 10, 5:00 p.m., at the Sunshine Factory.

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