Minutes of the February 27, 2013 Meeting

 Main Library

 12:00 noon

Attending: Peter Blake, Brenda Drew, Larry Olanrewaju, David Lydiard, Kirsta Millar, Daisy Weaver, Danita Green and Gail Zwirner.        

Absent: Ben Lambert .

From the Library:  Harriet Coalter, Helen Ogden and Carolyn Turner

Friends:  Leighton Powell

Also Present: Laura Drewry – City Attorney

Call to Order:  The meeting was called to order by Chair, Mr. Peter Blake.

Consent Agenda:  Mr. Blake called for approval of the minutes from the January 23, 2013 meeting along with the current agenda and pending donation list.  With no discussion, the consent agenda was unanimously approved.

Public Comment Period:  None were present

Reports:

Friends of the Library: Ms. Powell stated that the Friends have been very busy. She reported the following:

1. They are moving forward in the design of a website. They will have a launch in conjunction with First Friday in April.  Ms. Drew asked if there would be a link on the Library’s web-page to the Friends (yes); it is important for all library information to be coordinated. 
2. The Friends had a book-giveaway on the First Friday in February (hundreds of books were given away). They are looking for children’s tables and chairs to use during their book sale.
3. A knitting theme book sale was held on Saturday, February 22.  $225.00 was raised.
4. Book Drive will be held on Saturday March 2, and the Spring Book Sale will take place the 1^st weekend in April (5&6).
5. They will discuss whether to do a float in the Christmas Parade for 2013 at their March 6 meeting.    

Library Foundation:   Ms. Bridge reported the following:

1. The Foundation Board has $63,000 in cash plus $15,000.  The transfer of $19,540.25 from the library as approved by the Library Board in January has been made.
2. She distributed a list of the Endowments that exist at the Foundation, showing the purpose of each endowment.  It was suggested that contributions to these endowments might be encouraged by the Foundation.
3. The full Board will meet in March.
4. The Executive Committee is working on nominations for vacant board positions.  They are open for names of potential candidates.

School Board:  none 

Administration: Ms. Coalter reported the following:

1. East End Library will open the temporary location at 3001 Nine Mile Road on Tuesday, March 5.
2. The FY14 Budget will be funded at the same level as this year. There will be a $16,000 reduction in the library materials budget.
3. Chesterfield County/Bon Air Library:  The Board held a lengthy discussion of the Chesterfield Bon-Air Library agreement. Ms. Coalter reported that Stephen Harms, DCAO of Human Services, asked that she discuss the Chesterfield library issue with the Library Board to get their opinion, and as a result, Mr. Blake, chairman of the Library Board, placed the issue on the agenda for the Board meeting.

Discussion by the Library Board members led to the following conclusions:

1. The Library Board understands the original purpose of the agreement was to provide a cost-effective way to meet the library building needs of both Chesterfield and Richmond.
2. The Library Board does want Richmond residents to be able to use all area libraries (Chesterfield, Henrico, Pamunkey Regional).
3. The Board also understands that a large number of residents of the western edge of Southside Richmond (Stratford Hills, Stony Point) use the Bon Air Library as their most convenient library, and the Board wants Richmond’s residents to be able to continue to use the Bon Air Library as well as other libraries.  Richmond, however, also has Chesterfield and Henrico and other area residents using Richmond libraries.
4. The Library Board believes the City has met its obligation from the 1989 agreement. 
5. It makes sense to end the payment. 
6. Turn it over to the “professionals” to work out how to move forward.  The library isn’t the owner of this issue, it’s the city administration.

Board Committee Reports:

Chairman:  Mr. Blake along with Ms. Coalter will give a presentation at the Government Operations Committee Meeting on February 28, 2013. Ms. Coalter presented the powerpoint for the Committee meeting for the Board’s review.

Finance:  Mr. Olanrewaju reviewed the budget for year-to-date expenditures.  The Committee is reviewing potential expenditures from Special Funds, and will bring recommendations to the Board in March.

Facilities:  Ms. Drew had no additional report other than what was in the Director’s written report about East End Library and the elevators at Main. The Facilities Committee will meet either on March 12, 13 or 14.    

Ms. Zwirner voiced a question about the Emergency Operations Center MOU and the enhancements to the patio on the 2^nd street side of the building that were part of the initial discussion with Emergency Services.  She asked that information be provided to the Board on the cost of installing the railing at library expense.

Government Relations Committee: At the January meeting, the Board approved a sample letter drafted  by Ms. Weaver to congratulate Mayor and City Council members on their election or re-election.  The Board also suggested that a letter be sent to School Board members as well.  Mr.  Blake has completed the letters for Mayor Jones and members of the Richmond School Board.  Letters to the City Council members will be sent when we have more information on the Mayor’s proposed FY14 budget.

Succession Planning Committee: Mr. Lydiard stated that they are in the process of planning their next meeting.

Unfinished Business: None.

New Business:  None

Adjournment:   With no further business to come before the Board, the meeting was adjourned at 1:15 p.m.  The next meeting will be held on Wednesday, March 27, 2013, 12:00 noon at the Westover Hills Library.

_______________________________

Mr. Peter Blake, Chairman

Approved 03/27/2013