President Andrew Slade called the meeting of the Duluth Public Library Board to order at 4:30 p.m. on Tuesday, November 25, 2008.

Present: L. Benson Johnson, J. Brissett, D. Casperson, D. D'Allaird, V. Katz, P. Markert, A. Slade, P. Spooner, M. Watson, J. Sheriff
Excused: R. Zurn
Absent:

Approval of Minutes from Library Board meeting
The Library Board minutes of the October 28, 2008, meeting were approved as distributed.

Communications

• Revised Library Board roster
• Director's Report, Library news from September and October [Board expressed appreciation]
• Proposed Bylaws revisions for Duluth Library Board
• City organization chart (partial) [General discussion]
• Gates grant information
• Library closings bookmark
• SAM signup handout

Reports
A. Friends of the Duluth Public Library - P. Markert
Friends are collaborating with UMD and others on the Northeast Minnesota Book Awards (NEMBA), including $540 in financial support. Friends also co-sponsored a Duluth poet laureate event on November 1 and will support an upcoming exhibit, "Lewis and Clark and the Indian Country: The Native American Perspective," at UMD. They are advertising for a new board member with proficiency in public relations.

B. Directors' Report - J. Sheriff, R. Zurn

• Manager, Library Services: The City is proceeding with filling this position. Board comments were sent to Human Resources, along with questions about the next steps in the application, testing and hiring process. Application process is being designed, with advertising expected to occur in early December.
• New City Ordinance about terms of boards and commissions: Slade and Sheriff met on Thursday, November 6 to review changes in the Board's bylaws necessitated by this ordinance. Some other small revisions are also proposed. A draft of possible changes is included in your packet.
• Impact of 32-hour week contract provision: Due to shortfalls, City Administration reluctantly found it necessary to impose reduced workweeks for basic unit employees. For the Library, this means that four closed days (November 10 and 17, December 26 and 31) are necessary. These days were set by Administration and apply citywide. Library employees will work no more than 32 hours per week during those four weeks, rather than their regular 37.5. Employees are allowed to use vacation time to make up hours in each of the four weeks because reducing vacation accruals also saves the City money. Minimal crews worked 11/10 and 11/17 to empty book drops and do checkin. A similar plan is in place for the December dates. Closing 12/26, combined with our normal Christmas closings, necessitated also closing the Library on Saturday, December 27.
• Board report format: Zurn and Sheriff, with the assistance of Nancy Eaton and other staff, have revived the practice of distributing a broader monthly Director's Report that includes all the news of the Library - personnel, training, programs, etc. This report is in your packet.
• SAM: Installation and training took place November 4-6, with the system going live at 1:00 p.m. on Thursday, November 6.
• Department of Community Resources: The new City department that was previously referred to as the Department of Public Life has been renamed. Your packet includes two pages from the City's seven page organizational chart.
• E-rate discounts: Zurn and Sheriff discussed the potential of an application for e-rate discounts with Karla Culhane, head of City MIS, and the City's telecommunications consultant. According to the state library, if Duluth received discounts to cover the City's T-1 lines, a 4-year technology plan would have to be submitted and accepted. Also, the Library would be required by Federal law to filter internet access. No application will be made for discounts on the T-1 lines at this time. The City may proceed with an application to cover phone lines only.
• Gates hardware grants: The Bill & Melinda Gates Foundation is beginning another round of applications for computer hardware. The Library will participate in this process. An information sheet is included in your packet.
• Strategic planning: The City will be doing strategic planning in 2009. In addition, the Arrowhead Library System has hired a consultant to help the system and each ALS library with strategic planning. Duluth's process will begin in May 2010, with a report in December 2010.

Old Business
Bylaws revision: Proposed changes were discussed. Discussion will be reflected in revision to be sent to Board at least 10 days before next meeting. Vote will take place on January 27, 2009.

Coffee shop: Board discussed startup costs, economic issues, pluses and minuses of public/private collaboration, space considerations, and other factors. There was hesitancy to pursue, especially at the time. If pursued, a small cart seems to be only viable option at this time. Casperson raised question about what impact light rail might have on coffee shops near the library if Depot is remodeled related to such services.

New Business
Watson asked if Board has ever sent thank you letters to staff who retire. Board has not but agreed to do it in future. Watson volunteered to send card on Board's behalf to 2008 retiree Karen Richgruber.

Casperson reported that potential Duluth federally-funded stimulus projects were discussed on a radio program, and he asked for information. Explanation: A project list is in development stage to be submitted to the United States Conference of Mayors for promotion purposes. Preliminary list includes a library "winter garden," the design of which would enclose the Plaza area. The list is not final. Zurn requested that the renovation/replacement of the library's heating and cooling system be placed on the list. The Board supports this recommendation. There will be an update at the January Board meeting.

The meeting adjourned at 5:45 p.m.

The next meeting will be on Tuesday, January 27 at 4:30 p.m. in the Library's Conference Room.

2/25/09