Library Board Meeting Date: September 10, 2025
To: Library Board Members
From: Natalie Draper, Library Director
Title
Library Board Work Plan Update.
Body
Action Requested:
The Library Board receives an updated work plan for 2025.
Summary Report:
The Library Board serves an important advisory role to the library and library policy is set by the board. To facilitate deeper engagement with board members and staff on special projects, policies, use of funds, advocacy efforts, and strategic planning without adding additional meetings to an already busy schedule, the board adopted a new meeting schedule at the beginning of this year. This adopted change is detailed below this paragraph. We will check-in periodically on this plan.
• The full board meets in Council Chambers on odd months: January; March; May; July; September; November.
o This allows us to meet statutory requirement to approve the annual report in March for April deadline
• Standing and ad hoc subcommittees would meet as needed on even months in Library Bunday Room: February; April; June; August; October; December.
o Standing subcommittees are Policy Review; Strategic Plan; Advocacy; Finance
o Library staff and Director will be present at all subcommittee meetings
• Board members would remain available on odd months for participation in subcommittees with the goal of 2-3 board members serving on committees, including a voting youth member and as many non-voting youth members as are available.
o Subcommittee members may select a representative to report back on related agenda items at the following meeting of the full board.
Proposed schedule of 2025 meetings:
All meetings are subject to change.
January 8th: Full board meeting. Board establishes work plan, elects officers, other business as needed.
February 12th: Data/strategic planning sub-committee meets to review Minnesota Public Library Annual Report (MPLAR) data; updates to strategic plan. Typically Library Legislative Day is in late February. Board members may be asked to join calls with representatives.
March 12th: Full board meeting. Annual data presentation to full board required in March; board approves MPLAR in advance of April 1st deadline.
April 9th: Subcommittee meeting.
May 14th: Full board meeting.
*Asian American, Native Hawaiian, Pacific Islander Celebration is in May. Board members encouraged to attend.
June 11th: Advocacy subcommittee meets to discuss IMLS medal nomination process.
July 9th: Full board meeting. Rice County budget request and presentation; city budget update; gift funds report.
August 13th: Policy sub-committee meets.
Data Privacy, Gifts, and Gift Fund policy are priorities for 2025 review. Other policies may be added if needed. August subcommittee changed to Advocacy to discuss potential budget cuts.
September 10th: Full board meeting. New youth members welcomed.
*Hispanic Heritage celebration is in September. Board members encouraged to attend.
October 28th: Mandatory all board and commission training. Subcommittee may meet if needed. Board should prioritize attendance at training. This training has been canceled. There will be no subcommittee in October due to conference schdule.
November 12th: full board meeting.
December: subcommittee meets if needed, board members encouraged to join library, Friends for winter walk open house.
Special projects, trainings, or events may alter sub-committee schedule.
Description of standing committees:
Data/Strategic Planning:
Responsible for reviewing annual report data before full board approval, presenting report to full board at March meeting; review and update strategic plan as needed
Advocacy:
Assists Library staff in preparing award nominations and seeking letters of support for grant applications; identifying opportunities to advocate for library; supporting Library at budget presentation; may also participate in Legislative Week meetings with state representatives
Policy:
Works with staff policy committee to identify polices in need of revision and reviews draft policies; with Director, presents drafts to full board for approval
Budget/Gift funds:
Review gift fund report compiled by staff; support staff efforts to seek grant funding (as needed); discusses upcoming budgetary needs; reviews budget request to county, city; capital campaign (as needed)
Library Board members may serve on any subcommittees they wish. 2-3 Board members should serve on each subcommittee for it to be effective. No more than 3 voting members including voting youth member may serve on a subcommittee. Ex-officio board members (FFNPL representatives) and all youth members are welcome to participate in any sub-committee they wish. Library staff will set the agenda and be present for all sub-committee meetings.
Alternative Options:
N/A
Financial Impacts:
N/A
Tentative Timelines:
N/A