PRESENT: DelValle, Eldridge, Levenson, McCann, Muske, Pennington, Pierce, and Pridham

NOT PRESENT: Lorusso, Mazzaglia, and Ward

1. Meeting called to order at 7:05
2. Acceptance of minutes of Nov. 15, 2000 meeting. MOTION: Pierce, seconded Muske.
3. Financial Report:

1. McCann passed out a report of the investment and checking accounts from the beginning of the fiscal year to Dec. 31 (see attached). She discussed the fines and fees as well as the gift accounts. Though the current gift fund balance is $15,000, approximately $9,000 has been allocated for more computers.
2. Eldridge commented on the success of the holiday party. Pridham acknowledged the hard work of staff member Kate Giordano. Thank you notes from staff were passed around the room.
3. Pennington discussed the current $4.95 monthly service fee charged to the Trustee’s checking account. A bank representative suggested converting the account to an interest bearing money market account, thereby bypassing the surcharge. Six checks can be written monthly with an interest bearing money market account, allowing 3 annual warnings if more than six checks are written. The conversion to a money market account would be an easy process. MOTION: "To convert the present nonprofit checking account to an interest bearing money market account." Eldridge, seconded Levenson, passed.

IV. Director’s Report

• Pridham outlined 2001-2003 projects (see attached). The projects were divided into three categories, current building, technology and new library. Weeded library materials are currently being stored in the Wentworth school until a book sale is held. Pridham mentioned investigating the legalities of selling weeded items on eBay. Express checkout stations for patrons were discussed, and ways such stations could alleviate staff ergonomic issues. Pridham used the Vancouver Ironwood branch as an example. The branch optimizes technology and customer service. The branch circulates 750,000 items with 80-90% being express checkout. He described express checkout as an addition to service and not a threat to staff. Such machines cost $25,000 last year, and dropped to approx. $18,000 this year. These stations can be moved to the new building. Other projects optimizing the current building include adding other media (such as DVDs, CDs and E-books), adding display shelves, directional banners, improving the restrooms, replacing the entryway, ergonomic book drops (also movable to new building) and installing safety buzzers. A budget of $50,000 to improve current building is possible.

• Projects utilizing technology to enhance service include a web based III Millenium system. This system is included in the projected 2002-2003 budget. Another project includes adding databases, such as the obituary database, and the community organization database, to the city web site. Pridham discussed the need for legal opinion concerning the web site and copyright issues. Other ways to increase customer service and utilize technology include offering instructional computer and Internet courses to the public, making more public access computers available, and ordering and processing materials for the library and school systems in one central location. Pridham also discussed the prospect of Gates foundation grants. In light of the new technology, the new library building program and the library organization structure should be revisited. Policies and procedures need to be rewritten using the Intranet for approval by the Trustees. Pridham discussed the library’s two major challenges. The first challenge is to optimize the use of the current building, while the second is the movement forward on a new building. He felt the Trustees would be most helpful in the movement forward.

V. New Business

• Bohenko joined the meeting and discussed current and future library challenges, such as fundraising and library siting. He described the site criteria created by the NLBC and city staff as excellent. Such criteria included distance from downtown, parking and expandability. The NLBC did not disregard any sites, including property not owned by the city. The JFK building was deemed as the top site, especially with the development of a city adult recreation center at Spinnaker Point. City Council has approved $500,000 to add a gym to the recreation center. If the land use agencies approve a gymnasium at Spinnaker Point, the adult recreation center can be centralized. The City Council could then approve the JFK site for the library. He suggested that the library board should play an active role in this process, encouraging the city council to move forward. Bohenko described the JFK site as an excellent opportunity, a synergy with the school system and the senior housing in the area.

• Bohenko suggested that Pridham explore professional fundraiser companies. A discussion concerning the NLBC’s role in the new building ensued. Bohenko felt that the NLBC’s work is complete after deciding upon a site and presenting it to City Council. The Trustees could then take a more active role and join forces with a reorganized NLBC. Members discussed possible opposition to the demolition of the JFK building as well as the public’s involvement at this juncture. Bohenko responded that the JFK is not a unique building, and warned of a "false start" in regards to public involvement at this time. He suggested waiting until/if the Spinnaker Point’s land use for a gym is approved before working with neighborhoods. He recommended contacting fundraisers at this point in time. Muske discussed the concept of contract management where a construction manager and architect follow succinct specifications. A discussion concerning the process of utilizing a construction manager ensued among members. Muske also discussed coordinating library and the school system library technology for an improved integrated system. DelValle volunteered to speak to high school contacts as the committee representative. Muske named Joan Christie and Ed Stokel as useful contacts.

VI. Old Business

• Eldridge moved on to old business. She recommended an outreach get-together among Trustees and Friends of the Library to discover the Friends mission, direction and goals. A get together would discern if the Trustees and Friends share any common interests and goals for the future. The discussion turned to the current Friend group’s apparent lack of interest in a new library. The current Friends appear to be more oriented towards programming than advocates of a new library. It was agreed to meet with Friends halfway through the March meeting to discover the direction Friends want to take, their level of future involvement, and discover if the missions of the Friends and trustees align.

• Discussion turned to fundraising. Levenson pointed out that fundraising is a complex process and potential conflicts could arise if it is not well managed. He warned that professional fundraisers could be expensive. He described the fundraisers’ method of developing a formula after speaking to members of the public. He explained that professional fundraisers are in actuality coaches, who develop the "story" but do not partake in the "ask". Pridham mentioned contacting Bill Lyman, since the York Public Library ran a successful fundraising campaign.

• Bohenko suggested the Trustees formally express interest in the JFK before the City Council. Eldridge volunteered to visit the Mayor within the next month. Muske suggested holding a formal ceremony where the NLBC hands the baton of responsibilities over to the Trustees.

• McCann discussed the 2001 library holiday schedule. She requested the library close the Saturday before Labor Day, to close at 5:30 p.m. the Wednesday before Thanksgiving, and at 5:30 p.m. New Year’s Eve. MOTION: "To approve the 2001 library holiday schedule change as outline by McCann." Pierce, seconded DelValle. The motion was amended to also cover closing at 8pm the day of the July 4^th fireworks display. Passed.

• Eldridge, Pridham, and Pierce planned to visit Mayor Sirrell to express interest in the JFK site.

The next meeting was set for Wednesday, February 21^st. It was agreed to assemble with the Friends at the March 21^st meeting.

MOTION: "To adjourn meeting.Eldridge, seconded Levenson. The meeting adjourned at 8:25 p.m.

ATTACHMENTS

Financial Report

Suggested action and committees

Outline for Trustees of Projects for 2001-2003