President Andrew Slade called the meeting of the Duluth Public Library Board to order at 4:30 p.m. on Tuesday, September 22, 2009, and reviewed the agenda.

Present: E. Bogue, J. Brissett, L. Benson Johnson, D. D'Alliard, V. Katz, P. Markert, A. Slade, M. Watson, C. Powers,
Excused: None
Absent: P. Spooner

Approval of Minutes
The Library Board minutes of the August 25, 2009, meeting were approved.

Communications

• Manager's Report: Library News from August/September 2009
• BookPage for October 2009
• Handouts: "Free Computer Classes" and "Getting the Most from Your Library Card"
  

Communications were reviewed and discussed. Powers read a patron letter expressing thanks for reference service provided by Mike Grossman and Roseann Agriesti.

Reports
A. Friends of the Duluth Public Library - Markert
The current balance in the Friends' checking account is $38,000, of which $25,000 will be transferred to the library. The library intends to use the money to supplement the materials budget, which is facing a potential cut of $60,000. The Friends have expressed a willingness to help out with matching funds for the Gates Foundation grant if necessary. Also, the Friends will send a thank-you to the Bookworm Garden Club, which is doing a wonderful job of keeping up the gardens off the Plaza.

B. Arrowhead Library System - Brissett
Brissett reported that she was unable to attend the August ALS board meeting due to a family emergency. She plans to be at the October meeting.

C. Manager's Report - Powers
The Manager's Report, which was distributed with board packets, was reviewed, and the Board Briefing was discussed.

D. Board Briefing - Powers

• Computer System Update/New Servers: We are in the process of ordering two new servers for the library, in order to make it possible to load the latest Polaris release. We need to upgrade to release 3.5 by the end of the year (we are currently on 3.2) in order to fix a bug in the online catalog before January 1, 2010. Dave Lull is heading up the project, working with MIS to coordinate the purchase of the servers and the software update.
• Flu Preparedness: So far no one on our staff has contracted the flu, but with H1N1 being reported at local schools and colleges we are preparing for a potential outbreak. We are purchasing large, touch-free dispensers for hand sanitizer to place in the public areas of the library, and we are also buying a supply for staff use at the public desks. Employees are being advised to be vaccinated against the seasonal flu when the city holds its flu shot clinics next month, and to stay home if they come down with flu-like symptoms. Library management staff is planning for how to staff public desks in the event a large number of staff become sick at once.
• Legislative Audit: Jo Vos, who is studying library systems and funding for the Minnesota Legislative Auditor's Office, was a guest at a Public Library Directors' Forum on September 11. She will also be attending a meeting of library directors from the Arrowhead System next week. She is gathering input from people in the library community throughout the state in order to prepare a report for the state legislature when it reconvenes early next year. Some of the topics that were brought up include the funding and structure of regional library systems in Minnesota, the role of the multi-type systems, and reimbursement for libraries serving patrons from outside their city.
• Budget Update: The City Administration presented a balanced budget to the City Council on August 31, and on September 14 the City Council set the maximum tax levy for 2010. The good news is no layoffs are being proposed, and $63,000 earmarked for hiring shelvers was left in the library's budget. The bad news is the library's unfilled positions were removed, and the materials budget was cut by $60,000 (approximately 15 percent). Staffing cuts are being proposed for other departments and divisions, including police, fire and street maintenance. A complete copy of the budget presentation is available on the city website at www.duluthmn.gov. Over the next three months, the City Council will look more deeply into each department's budget before taking final action in December, so at this time the budget is still a work in progress.
• Maintenance of Effort: Because the City of Duluth experienced a large reduction in Local Government Aid this year, the City is eligible to have its Maintenance of Effort requirement recertified at a lower level. This process will likely begin soon, but it should not result in any further cuts to the current level of service. In essence, having Maintenance of Effort recertified will allow the administration to bring the Maintenance of Effort requirement into line with what it plans to spend on library services in 2009. Staying in compliance with Maintenance of Effort allows our library to continue its membership in the Arrowhead Library System.

Old Business
Update on 2010 Budget: Background in "Budget Update" above was discussed. Board members expressed an interest in contacting the City Council to express support for the library. Powers will let the board know when her budget presentation is scheduled.

Combined Library Board/Foundation/Friends Meeting: Slade is working on scheduling this meeting for Tuesday, December 8 at 4 p.m. Powers will schedule the Green Room for the gathering. There was some discussion about providing nametags and/or refreshments. The consensus was that a speaker is not necessary, but that local elected officials may be invited as participants.

New Business
Maintenance of Effort: Powers gave a brief explanation Maintenance of Effort (MOE), which is a state law mandating a minimum level of financial support for public libraries. The penalty for a city not meeting MOE is that its library cannot be a member of a regional library system. The City of Duluth can ask for its 2009 MOE level to be recertified due to its reduction of Local Government Aid. A recertification for 2010 can be requested at the beginning of next year.

Daily Overdue Fines vs. Delinquency Fees: Powers brought up the idea of discontinuing the practice of charging daily overdue fines, and instead charging a fee for items that are long overdue. This would give patrons a break if they are only a few days late, and it also would save staff time spent clearing and ringing up small fines. No studies have been done on the impact to library revenues or potential staff time saved; Powers wanted to get input to see whether the board thinks the idea is worth a closer look. The consensus was that some type of grace period would be worth looking into. One concern expressed is that during a time when the materials budget is being cut, it's important to keep items circulating frequently in order to meet demand.

The meeting adjourned at 5:45 p.m.
The next meeting will be on Tuesday, October 27, 2009, at 4:30 p.m. in the Library's Conference Room.

11/20/09