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Minutes of Regular Meeting

June 11, 2003

 

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:06 p.m. by Trustee Don Simmons, Board Secretary. In attendance were Trustees Janet Elmiger, Campbell Geeslin, Timothy James, Nancy Smith, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Head of Internal Operations, Kurt Hadeler and Manager of Children’s Services, Rosemary Rasmussen. Absent with notice were Trustees Connors, Furth, Martinez, and Oliva .

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of May 20, 2003 were approved on a MOTION by Trustee Geeslin, seconded by Trustee Elmiger with correction requested by Trustee James to the minutes that Trustee James voted in the negative on Agenda Item #8a, Variance Request for Board Approval, and copy of same would be appended to the minutes.

City Revenue & Expenditure Budget Reports

The Board reviewed City Revenue & Expenditure Budget Reports for month ending 5/31/03. Library Director Miranda thanked Mr. Hadeler for managing changes in his department which resulted in budget savings. Mr. Hadeler reported that further changes will begin at the start of the upcoming fiscal year when we begin to outsource some cataloging with our primary book vendor. Trustee James asked how many full-time vacancies there were, and how many can be filled next year; and Library Director Miranda responded that the Library had 44 positions and 8 vacancies, 3 of which are funded in the upcoming budget.

Bills 2002/03 Budget: #22 & #23

The payment of bill vouchers #22 and #23 were approved on a MOTION by Trustee Elmiger, seconded by Trustee Geeslin.

Report of Library Administration

The Board reviewed administrative reports, and Trustee Simmons asked for report on Security service. Assistant Director Thorsen reported that the Library again has temporary security officers in the afternoon and evenings. Rosemary Rasmussen reported that planning for Happy Dog opening is underway, and thanked her wonderful staff for their work and creativity for what promises to be an exciting event. Library Director Miranda reported that Librarian & Public Relations Coordinator, Cassie Guthrie, is expecting mid-June. She noted with thanks all Ms. Guthrie’s hard work in organizing and planning how her responsibilities would be handled while she was out on maternity leave. Mrs. Miranda reported that Kurt Hadeler and wife Kelley will also soon be welcoming a new arrival. Library Director Miranda extended best wishes to all.

Library Director Miranda was pleased to report that the capital project for the Library’s 3rd Floor should be on the Common Council agenda for its July 7th meeting. She noted that in that case contracts would probably be signed in August, and work on the 3rd floor would begin in September. Mrs. Miranda reviewed the 1st floor plans for the new AV area and stated that she was pleased with the design and the progress.

Trustee Reports and Business

WLS

The Board reviewed "Some Preliminary Thoughts on the Value of WLS becoming a Tax District" by Mitch Freedman and Mary Berman, dated 6/3/03.

Advocacy 

No report.

Friends

Trustee Elmiger noted the Friends do not meet for the summer. Mrs. Miranda reported the Friends had moved (in anticipation of 3rd floor construction) to a new book sorting space on the first floor of the Library.

Foundation

Library Director Miranda reported the Foundation Board of Directors met on May 28, 2003 and approved the program goals and budget for its fiscal year beginning July 1, 2003. She reported that plans are underway for utilizing the Board more actively in prospecting and stewardship.

Community Outreach & Volunteer Recognition

No report.

Board Vacancies

There are still two vacancies and Trustee Furth expressed optimism that the Common Council would act to fill them soon.

Long Range Plan Committee

Trustee Smith reported the committee met, reviewed the Library’s previous long range plan, began to draft new goals and hopes to have a rough draft to present to the Board at its meeting of July 9, 2003.

Library Fund Budget FY2003-04 - Adopted

The Board reviewed the Library Fund Budget FY2003-04, Adopted.

Library Hours - Open or Close on July 5th?

The Board approved the closing of the Library on July 5, 2003 on a MOTION by Trustee Elmiger, seconded by Trustee Geeslin. Assistant Director Thorsen noted the staff will be delighted, and thanked the Board their behalf.

Gallery Director Contract Renewal

The Board approved the Gallery Director contract for 2003-04 as presented on MOTION by Trustee Geeslin, seconded by Trustee Elmiger.

Other

Library Director Miranda reported that she was asked by Ann Edwards if any board member would like to be would like to be involved in choosing art for the Sculpture Garden as board liaison. None of the Board members present expressed interest. Trustee Smith suggested that Mrs. Miranda ask Trustee Oliva and the Board agreed.

Mrs. Miranda asked for guidance, and the Board expressed its appreciation at having department managers attend the Board meetings and agreed that it was helpful and appropriate for them to add to the discussion in their areas of expertise, as needed and requested.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:40 p.m. on a MOTION by Trustee Geeslin, seconded by Trustee Elmiger.

Janet Elmiger, Secretary Pro-Tem

Library Board of Trustees