And stream the meeting of the Life World's YouTube channel.

Recorded is also made uh available after the meeting at the CDF's website.

We also have a uh public comment period.

Uh is there anyone from the public that wishes to come to the switches meeting.

Uh roll cost of these on the case.

Present.

Or Cody.

Yes.

Yeah.

Um should I have a portion to approve that uh status presented?

So it's my mom and so I could end any discussion.

All in favor say aye.

I close.

Okay.

Uh number five, reports beginning with college.

Um we were really happy with our holiday shopping option results.

Our goal was twelve thousand and we reached uh fourteen thousand, over fourteen thousand, I think, because it looked like it still was going up a little bit.

Thank you to everybody in this room that embedded and donated.

I really appreciate it.

Um, our Give MN was down a little bit this year, but we didn't really do a poll full push on it because the platform fees are so high.

Um, with sponsors, we're up to twenty-five nine, um, which is a good position to be.

It's the highest that we've ever won.

We did have a range goal of thirty, but um, you know, we might not get there.

But uh, we have twenty-one sponsors that are committed.

Uh, our budget was approved on our last meeting, and uh the disbursement for twenty twenty-six will be a hundred and twenty-four change.

And you are cordially invited to our annual fundraiser January twenty-fourth, Saturday here at the library after closes.

Does anybody have any questions?

Oh, friends.

Um Saturday after Thanksgiving, we had an everything half-free sale in the bookstore, which um, even though there was a snowstorm that day, um, raised thirteen hundred dollars, um, which is equivalent to one entire week's worth of uh normal sales.

Um, I would like to thank all of the volunteers and shoppers who made an excuse success.

The bookstore will be presenting a their big their annual big check at our annual meeting for this year's proceeds.

And the amount that the bookstore gives is separate from the amount that the rest of Friends gives.

Um, so the rest of Friends with the online sales and the auditorium sales memberships.

Um, the money is used separately.

Um so speaking of the auditorium sales, we had a gift quality book and game sale um the following weekend, and we made a net profit of really thousand five hundred dollars.

Which thank you ranks as the second highest profit ever for any auditorium sale.

We have occasionally broken 10,000.

But that was when we'd have four days during Rochester Fest, and Rochester Fest was down here.

And anyway, this sale was only two days, and we made $9,500.

That amount almost covers our pledged contributions towards the use of programming for the year.

They have the lighting, which you can see, but the lighting for their dance parties, they have disco bottles and stuff.

And then speaker fees and costume rental fees for many of their programs.

So we were glad that we were able to range that amount.

And I would like to extend thank you for all of our wonderful friends members and volunteers, library staff, and even some of you who donated baked goods.

The baked goods part, uh big sale portion of the sale is $1,300.

So out of that $9,500, $1,300 was just in.

Rochester Commercial Banks Association every year for like 30 years now has given us a thousand dollar grant.

And they did that much earlier this year, and I just haven't gotten around to acknowledging them.

Any questions for friends?

So there was no meeting this month, okay.

Does anybody need an explanation as to what kind of details are those meetings?

They're on the towards Casco on Northern Valley Heights Drive.

Yeah, there is okay.

Yeah.

It's a it's on the core where you across from the school and so I need folks to turn on the sub box, I'm sorry, yeah.

It's like right now.

I think we have a volunteer.

So they mean I mean every other month.

I think they mean every other month.

Five o'clock.

I think it's either five or five thirty.

Um is A.

Yeah.

So okay, just exactly like here.

Uh uh executive committee update.

Um, it's pretty much resulted in the agenda that you have.

Um, I should call it that a uh strategic planning uh discussion that we're going to have with Joy Rock today will also occur in the next uh maybe the January.

Uh this number on it's it's an input session in a January do strategic planning session.

So she won't explain the leftist two.

But um board member recognition.

Uh we just wanted to know in your service for the past three years and uh presentation with this symbolic of the future.

Goodbye, you guys don't figure it out for the series of time or my reservoir.

Okay.

And we also have a uh book plate for members of the board house or took us your mature.

Yeah, so part of our board recognition every year uh there is a book plate that is a uh item every year that you need it.

So um we will have you if you would like to select the book that you have um sticker goes and you can go from the selection of new materials that are not out on the floor yet.

You can follow Carrie after the meeting up to technical services.

It's kind of oh I know you choose a speech of your box and um pick from the from the small selection that is is upstairs.

Um a pretty good selection, she says.

So it's the city.

Um it is not new.

I don't think in the last couple of years.

I think we've just put them in and not had uh board members select.

So just like just yay.

Uh consent uh for items six A through sixty can be voted on and log.

Uh can I have a motion to include these items as presented?

A second box.

All in favor saying I I move motion carrying it.

Uh seven reports of the new tech proposal.

Yes.

So um as you're aware, the um invoices told for $50,000.

We do bring to the library board for approval.

Um I want to point out that normally we would be getting two bids on on items that are range between 25,000 and 175,000.

In this particular instance, we are recommending and have gotten um advice from our um city attorney.

Um we would like to use sole sourcing and stick with the vendor that we are currently using biblioteca.

There are multiple reasons for that.

Um there are several components that work with um with the biblioteca that they can provide and they can meet these requirements.

It would be challenging to have other vendors meet these requirements, um, including uh compliance with our tech approval process, um, in integration with our credit card vendor that we use, and then also the Quran is up to them process electronic payments, which is worth this would be to take a motion.

I move to approve the $64,623 for the replacement of the existing seven self-checkout stations.

So I could have any discussion explain why there's a credit card component to the checkout.

Oh, to pay for lost materials.

So we do not charge fines on overdue.

We don't have overdue fees, but if somebody damages an item, or if they um completely lose the item, it's uh keep in their house for six months and then find it.

Yeah.

Uh then they then folks do need to pay.

Um, and we do not process credit cards at the service desk.

We take caching check at the service desk, but um folks need to either use my account online or pay at our self-check machines.

Because it sounds like the real reason for this is the credit card issue, right?

So what if we just did a used the credit card option for the self-checkout machines?

Would that have significantly changed that?

I wish Andy were here to weigh in on this, but um and perhaps those are the two folks that were managing this project, but um potentially um the current ones have a swing, correct?

Correct.

And I think we would want the capability to even uh even if we were able to accept payments at the desk.

There are many folks who would not ever want to go approach a person at a desk and would like to pay right then and there to unblock their card.

Um, yes, there is an ability to go into the my account feature online, but I think there isn't a natural um in the in the customer journey and the customer experience of being able to pay at a self-service PS that you're using to check materials out.

Say younger people are more likely to feel that way than older people in my experience, but yes, I think it was true to reason.

So we currently have checkout self-checkout.

And then what is the main reason why we're purchasing this 64,000 hours?

So we do need to replace our self-check machines because they are due for replacement.

Um, or their parts are no longer available or what would you know, just that just seems like I need a better explanation that we can do for replacement.

So my understanding is they are not compatible with the Windows um platform.

But again, that would be stable.

Okay.

Yes.

Okay.

Windows 11 compatibility.

Thank you.

Oh, there are service.

Yes, there is service, yes.

If this is the vendor that we currently are utilizing.

I want to say five items isn't.

And these are the funding for these are come from our um the IT revolving funds.

So these are these are planned expenses for replacement.

Well my concern is are they even fully depreciated?

Because we've only had those for five years.

I mean, equipment depreciation is usually seven years to ten years.

So I I don't know.

I understand though that the uh the compatibility issue, which should have been interesting to claim that they were purchased in the first place.

I can guarantee you it's that $64,000.

It's that $64,000, I can guarantee that.

But I think that's I mean it's it's again not just paying the fees.

Having working self checks is incredibly important.

And not having um ones that are compatible with Windows 11, which we everything's moved to Windows 11, is necessary.

Um things down this incompatibility as a present issue.

Or is it a futuristic copy?

Present.

Present in which way.

Well this until we have the 19th percent of these questions.

We feel what's on the first talking urgently um so I was trying to find the information from when library staff talked about this.

And so one of the things, one of the issues is the city works with a particular credit card vendor.

Um the OTAN has a workaround that allows for integration with this vendor.

Um many of the smaller companies have a challenging time working with the city's IT TAP process credit card process, which has rigorous security standards.

And one of the reasons I think we would request not to not to table this is because by approving it tonight, we can take advantage of a 20% discount on these items.

So if we don't do it, it would be adding hosts as numbers.

20% off thank you.

I'm sorry to be this guy.

You said they have a workaround that works with the credit card system.

So I hear that that means it doesn't actually directly integrate with it either.

But it doesn't integrate with anyone.

Umly on take a figure it out.

So it does work with them.

They're the only ones that took the time to figure out.

Well, yeah, so the issue though is if it actually doesn't actually fully comply with the credit card system.

One of my questions should be where we use the credit card system, which I understand is not your question to answer.

But it does company question, right?

Yes.

Why is the city buying something that no library system at all works with?

Credit card processing system is and I think really there are very few um vendors in this space.

I mean, biblioteching is by and far the uh arguable largest provider of of self checks and this type of machinery, so I mean I just I don't know much about self-checkout systems, but I suppose my question would be how does this fit into the larger infrastructure of the library?

Like if we were to choose a different vendor, does that mean lots of other costs associated with transitioning, re-training, new software?

So it's not just the hardware cost, there's a bunch of soft costs and software costs that might be associated with transition at this point.

Correct.

Okay.

This has been we've been in biblioteca for probably since we had self-checks.

I mean, or the company before biblioteca and biblioteca 12 are one of the many companies that biblioteca 12 are.

Do we have an idea what uh a different bid would have been?

I mean, what's the delta between just no for the credit card members?

I do not know that.

That would be how often we're arguing about 500 bucks or a thousand bucks, right?

Um, so one other question I have with us that I hope I don't get too far around the way.

How are we we protecting our social scammers and all those credit card swing machines?

Oh you know, people placing device seems like don't know we've got liability.

That would also be a good um Steve question.

Um at what point does the 20% X2 have a three January 1st?

January 1st.

Um I think it's before December 31st.

Okay, it's before our next word making it.

Yeah.

Okay.

And the 20% of 64,000 is 12, 800 bucks, which would push that number up to 76,800.

So I used to be in medical device sales and sold capital equipment.

That was software, not hardware, right?

And every quarter we had end of the quarter special.

Get 20% off, get the 30% off, because they're trying to hit their sales balls.

So do we know what their historical pattern is for discounting?

Do they have quarterly discounts like this?

Where okay, we might miss that window this month, but next quarter, when it comes in the quarter and they have to hit their number, they end up having a discount then.

And if that's the case, then we would maybe do a little more research and answer some of the questions that we've got here.

But they would that they would not have to defer to say an attorney as opposed to 26k at least to be it to be on through bid process that is good for 30 or 60 days, no matter what just with surprise machine says it's valid until the 20th.

Okay.

So we ask them what they extend that we just understand what's the answer to some basic values.

Well, it's more just to be what the term sheet says, right?

Like that doesn't mean that's what they're gonna do.

Well, because I have suspicious would have been a slightly sure because I don't know enough about this and stable as far as the regulations for these bids, and you need like three proposals in Illinois.

If they give you those, they're good for 60 days, no matter what they say supplies, right?

Well, and I'm not the city attorney, I'm not the right race attorney, but you're closer to them.

And then just because you're sitting closer to the compose the question, you know, what is the policy within Ryan's sister for getting multiple bids?

I mean, yes, they're our current vendor, and so we have a purpose for them that technically are we supposed to be getting multiple multiple bids.

We can use soul sourcing when there is a uh extending use circumstance.

So we did um I apologize because I was out sick when Perna and Steve and Andy all met with our city attorney and covered all of this information with the city attorney who was comfortable with us uh but it also knowing that it would be taken to the board work decision, so I imagine when biblioteca was originally selected, it was part of some competitive bidding process.

And I imagine that when they were selected because they were some combination of login and most compatible, do we know how this pricing compares to the pricing at the time that bidding process occurred?

Or like is this comparable?

Is this inflation adjusted?

Or are they now going back to gouges now that we're coming into the system?

You see what I'm saying?

I do see what you're saying.

Sourcing we use less than if you know we had 20 video projectors and we're going to buy five more, but then we're going to want to buy the same ones.

It's easier for staff, etc.

If we're replacing all of them, correct.

Exactly.

So they all need to be replaced because they're all of them have the they're operating on Windows 10.

Not 11.

Um they all have the same.

Or is it just because Microsoft is saying, hey, we're not going to support time.

Security problem.

Just babies itself is DRI can speak to this.

Yes, so uh Windows 10 uh was no longer supported by Microsoft or this year, which means more security updates.

So these machines are actually a liability on the network.

And so IT's been working across the city to remove any items that are still running Windows 10.

Um prime example of one of our encoders in this room uh was a Windows in.

We only had an option to upgrade without a different option because it would have been a guaranteed 6,000 plus dollars we have to spend to replace it.

So this is also being driven by IT, cybersecurity on the network.

And I do have an update from Thank you, Amy for researching what we paid in 2020 for the seven self-check machines for the Ilioteca was 115,000.

Oh, that's also uh I'm sorry, just to say, I mean, it sounds like the pricing is actually less expensive than it was in 2020 in the competitive bidding process.

You know, I think the most important point from my perspective is I think as a board, our role is to make strategic decisions and to exercise fiscal oversight.

I think I'm not an expert in these questions, that's why we have the team to make these determinations.

This is a planned expense.

It's in line with what was planned.

The pricing seems comparable to a competitive bidding process.

The team's recommendations that we continue with the spender for a host of operational and financial reasons.

I think unless we have very serious like fiscal concerns, I'm not sure we need to get into the weeds on this.

But we could have a security patch that really gets the city in trouble.

Oh favorite.

Oops, that's actually three of three of the sensations of motion carrying.

I think call it COVID.

Steve walked in just at the right time.

Okay, CDL mechanisms for recalling the question.

Okay, moving on the library.

So CNN call before this one to talk about the program and uh just uh a branch that was put into our our lab this recently.

This one just be easier.

Um board president, members of the board, members of the community.

Um the library at home program is provided the City of Rochester residents were restricted to their home temporarily or permanently because of illness, disability, or related issues.

The program is run in three phases here at the library, and first volunteers and staff connect with participants.

Many of this is done via phone to find materials that the participants are looking for.

Then staff check out and prepare the materials for delivery once a month, and then those items are delivered by volunteers with a dedicated group of volunteers who once a month they spend four to six and a half hours on a single day driver around the city bringing library home banks like these, filled with materials to our neighbors.

So for many of these neighbors, aside from the doctor, we're the only person that they connect with during the month.

And the social interaction and materials we provide have a huge impact on their wellness.

We know this because they tell us and thank us constantly.

In 2025, our dedicated team of volunteers so far have delivered over 2,000 materials, and each month set averages to around 32 people and around 200 and over 200 items.

So previously the library had its own volunteer policy, but recently the city approved a citywide volunteer policy that prohibits volunteers from doing official city business in personal or city vehicles.

So you're hearing from us today because our items are currently delivered by library volunteers using their personal vehicle.

So we're looking for options for shifting.

So today I'm going to share some options we've been considering and asking for input on the direction the board would like us to pursue.

So first, I just want to mention that subsetting the program is an option.

Well, this is an option, there are ways that we can continue to provide this service even as we navigate the changes to delivery.

And that ending the service would be a huge negative impact on a lot of our residents.

We could maintain the same program, but shift to delivery by library staff.

So with the current drive time and average staff wages, we'd expect this to cost up to $8,000 of staff time.

This amount can be reduced by utilizing more part-time staff hours, but it doesn't include extra wear on the library vehicles or the impact or free to seeing other library programs and services so that staff can do the delivery portion.

Another option that many libraries use is a books by mail approach.

So for this approach, the main ongoing cost would be postage.

There'd be additional costs due to staff changing the process and training and learning the new process as well as new supplies like the banks that are mail appropriates.

Another option is to ask the friends if they're willing and if they have capacity to take over the delivery portion.

So this could be the same as our current model once a month or a variation.

The library volunteers would continue to pull the materials, library staff would continue to do the checkout and preparation.

And then we can have either the friends or the patron managing delivery.

So Dakota County Library describes their program this way.

With home library service, you may request to have most library items delivered to your home via a friend or family member.

And then if you can't provide it for you, the library will work to assign a volunteer delivering your materials.

So for us, that opportunity would have to be a friends program because library volunteers in this new role couldn't do that.

The final things I'm looking at are more features that we could consider individually or as a hybrid.

We could still curate the materials but not provide any delivery.

Only help coordinate the friend family pickup, which would reduce access to many of the people who use our service.

Specifically to those with low vision or blindness.

Again, this wouldn't serve all of our constituents because there are many reasons that you need library at home.

So really we're looking for some direction from you.

So I'm asking what questions or initial thoughts you'd be willing to share.

A little more similar to information that we had over the foundation is providing more money than we had anticipated.

And so one option would be adding that into our group of priorities to do a pilot for the meal at home or for paying for maybe some of that part those part-time hours for doing that delivery.

The question is that how is is that sustainable?

Um we struggle with um we still have that.

So I think we are looking for that strategic input on what the board um feels as far as separating those programs out.

Um again, that would take additional conversation about how volunteers would um participate.

But we just want to honor the policy, but also um figure out a way that we can do this.

So I have a question.

Um about the possibility of partnering with some other nonprofit in town if a lot of these people are homebound, they're receiving other services.

Yes, exactly, and or you know, the county the county delivers meals.

There's a lot of programs to provide services right now.

So I think that could be an opportunity where the cost is minimized, we still provide the service, and it actually reduces number trips if they're being meeting their homes.

I feel like I must be missing something because my understanding is this is currently handled by library volunteers and doing this work.

Yes.

What keeps them from becoming friends volunteers the moment they are doing the delivery?

So currently they are set up and apply through the volunteer, apply through the library and we manage them.

So it would be a matter of figuring out that memorandum of understanding agreement.

So the current volunteers, we could ask them to become the friends volunteers and ask the friends to manage them.

Um that it that could be part of the separation of the program.

And again, this is where some of that capacity is also explained.

We want to know, I mean, strategically again, if there is a uh philosophical opposition to doing this and separating these out, if it becomes a friends program, it would mean that staff would not fill in currently when we have volunteers that don't show up.

Staff have been filling in because it's an official library program.

I might be the only one here that's used library by mail because I have a child that qualifies for the blind program to the state of Minnesota.

Um that's really convenient.

But so far, the program you talked about is the one to stay, right?

The people will qualify because they low sight unnecessarily.

So in my previous place of employment, when we did the application, we kind of screened people who were asking for the mail program.

And if they really needed, like if our program really wasn't right for them, City Services for the Blind was the right program, we would refer them that way.

So this is really kind of filling that spot that where state sources for the blind really isn't the right program, but maybe they still have some low vision, or they might have a little bit of both because we provide some sort of resource that state services can't.

Yeah, you were using it because we need a large context.

We have carrying for kids because uh I'm a huge fan of state services blind programming.

Right, but it won't qualify for somebody that like is homebound student physical disability, but it doesn't have macular degeneration.

Right.

It's all personal contact as important with them.

It is.

And then if we start revealing powers raising a pre spirit of those.

So if if uh if a volunteer if volunteers and we all know you have to survey volunteers are doing whether they're not big bottom, also become the rounds.

There would be a process for them to become friends, just as there was a process for them to become.

But it's not for us, I mean it wouldn't take that much time or it.

No, but they're it again it's uh it's that separation case.

So we wouldn't be part of that aside from, I mean, I encourage you all to become friends of the projects for the library.

Yeah, it would be that um currently we don't allow people to send family members or friends to talk about.

But in the library when you're getting the materials ready, the staff, not the volunteers, the staff who are getting the material to resent right.

Yeah, the staffs are doing the like checkout and putting it in the bag or the lot of volunteers come to the library with a list and will do all the polling from the Mrs.

Justin.

Yeah, you just say it in the car.

But if they have them to all their friends have to get in the car.

Volunteering and no longer be volunteering in the library.

And then do different solutions.

So that currently currently they don't do both.

We have different people doing both sides.

So technically.

So this points into that gray area of what does this policy really tell us to do and how do we put it if one is a volunteer and one that has gone through whatever process it is to become a friends?

What is both, right?

So does your initiatives.

So what is both, right?

What is one is a volunteer?

That all that is another side so currently we're not doing that, but that is a potential option.

And we need somebody to drive out to the Northwest with his books.

I could, because I am also a friend.

But we wouldn't wouldn't be able to ask you to do that.

So my question is assuming that the studio is shifted to the schools just to ensure this liability.

So in addition to time for the friends, what liability are they assuming?

Like that would be another question that they they need to say that they're comfortable with.

Okay.

I have a picture of his library card on my phone.

So these people do not have people that so the way the current program is run.

We have that monthly delivery, and having somebody come in and say, oh, somebody there's stuff from the delivery that's ready.

Can I just get it now?

It's um I haven't been here long enough to know the full history, but it is a disruption to the process.

So it's not easy to just like walk over to the shelf and say, here's your husband's items, you have his card.

It's a completely separate process.

When I had asked previously about because we've been talking about library at home and sunsetting this program all year.

When I had asked previously about combining it with meals on wheels, I've been previously told that it might be a privacy issue related to what people are checking out.

That bag is just showing us as a bank.

If we were to seal those shift, is there any reason that we could not send materials with an homeside agency if we can get what took or to do it?

That's certainly one that's certainly an option that we can explore.

I do have that on my list for presentation.

Yeah, but well, that seems like a very good thing again.

It seems like the first thing would be to speak with the friends and see if they're even willing to intervene.

Because if they're not, then we have other issues to that would be the first step in my own like only concern with mail is if we're telling about people who are truly homebound, then how do they get it back to get it?

So the packages, you turn the card over and you see it back in your mailbox and your side is your address, and the other side is the library's address in the.

But you still get asked to just emails.

So it's it's sometimes they make it.

But we're paying for both mailing it out and the return.

Yeah, no, I figured we're paying for both ways, but it's just uh no one come near now to get it necessarily.

We've we are struggling with this.

Um I think philosophically, I um are struggling with separating the program out, knowing that the policy is being changed because of liability.

Um and putting that onto the friends without having that coverage.

I mean, they know that they already do things where they are.

They don't have that liability protection, right?

Um we're really we're we're struggling in this space.

Now we could potentially pilot again, doing it by mail or pilot paying for some part-time staff.

Um it's it's challenging and frustrating because we have relied so heavily on our volunteers and now have we have not had the resources to do this without volunteers for I don't know how many years we had this program.

So you have contacted some uh agency like uh also wheels, for example.

I would imagine some of these people used to do that.

Um they're very energetic people.

Um driver.

That's why I say he used to do it.

So I just do it until I got an extra storage.

Um explore the community agency cooperative I I wanted more to buy in and players.

My other question is like how we ask other libraries how they handle this.

I mean, maybe they have programs that work.

So a lot of those things a lot of what I presented is based on other libraries I've been talking to and looking at sites.

Um is it's so sorry.

So we had a conversation with the friends about this proposal.

Very informal.

They knew I was dumbing up here.

But no.

I would like to hear from them also.

We need to have some continued discussion that will walk this line, so just to reference you know, right?

They're uh because uh this is significant line to do that.

What do you always show some of these of something like bring us back in January?

You said you were looking for guidance or direction, right?

Propose that if they talk to the friends and see if Val and Co.

is willing to do this at all, and then maybe reach out to services like United Way nail funds.

I'm pretty sure that United Wave runs cancel here.

And possibly Family Service Rochester, because I believe they also do community outreach in homes.

Well, why don't we almost not go to social services to call the home social work and it would be multiple multi even if we had to go into some type of small contractor with um cover case or volunteers may have drop all competition government center?

So these are all the views that we have shooting.

So what I can I uh do uh so what I'm hearing is um continue to investigate what those partnerships might look like.

Look at the reality.

If the friends say no, that's done.

If partners say no, that's done, but if they say yes or something different, look at what that could look like.

Um in the meantime, gain some more information about um about mail since we do have to have this to end um our we would have to s pause.

We would have to either pause the program or have staff do it in the meantime.

And that's that immediate change to staff would be an impact on other things.

Um we'll through Thursday.

I think our we have delivery tomorrow.

And then we won't have to have worry about another delivery until Jan the third week in January.

Um so that does give us a little bit of time to give you some more information.

Um knowing that January we can't do what we're doing now.

When does the city policy start?

Last Friday.

Cool.

Thank you.

Last Friday.

We're gonna do a delivery tomorrow, which I'm gonna do this.

Okay, and also as well as you can.

So we we um we are able to kind of do the last delivery because we are looking at the next options.

So we are okay for tomorrow.

We are not okay after tomorrow.

Next delivery deliveries happen on Thursdays, so the day after our next board meeting, we would need to have a solution to this problem.

We will have some options.

Yeah, or don't you know it's in January?

I think it's important to I just cannot reiterate enough.

It's not having that um those resources.

Like it it we work really hard with the resources that we have, and we've been very fortunate to have volunteers who have done this work, but it it's not um this change in this policy affects our our ability to to provide.

So welcome question.

Since this doesn't impact us to end, we get new money from until after tomorrow.

We get the new money from the foundation that was above and beyond what we budgeted for in January.

Could we float staff using that new money in January so that we have like more than one day to solve this problem, but not leave people without human contacted posts for a month in beginning of 2026?

Winter's just terrible time to leave people alone with nothing to do.

And what is the the cost if if Stanford to cover this?

For the entire year, it could be just for uh for a month.

So it'd be 8,000 divided by 12.

So it would be covered.

Yeah.

With that.

So I will that we use portion of the foundation funds to cover staff.

It's needed to secure deliveries in the month of January.

Any further discussion.

All in favor say hi.

Hi, hi.

Any opposed.

And I'll have more information to see you next month.

Okay.

Thank you.

Uh 7C.

Okay.

This is my last meeting as the uh president and uh we have a new slave starting in January.

Uh state for president.

Adam for vice president and Connie for Secretary.

Can I have a motion to approve this?

I move that.

And is there a second second?

So we move to second and any discussion to my people.

All in favor say aye.

I oppose motion carrying.

Okay.

Uh let's see strategic planning conversation.

So I will want to turn it over to Julie Row, who has been leading us through these uh facilitated conversations.

I have a couple questions what how long do I anticipate this to be?

I just need to do because I have another meeting I believe at six o'clock more.

Yeah, we we will be not okay that I short it.

I've been mon like I've been monitoring time.

We're gonna be okay.

Yeah, longly.

Thank you.

Uh okay uh just wanna have the bottom test.

All right, all right.

Let's before we go to do the strategic planning.

Um the uh 7e, the 2025 library board by allowing them update uh approving the updates, uh changes on the committee structure, and that involves moving the um the uh Admiralty.

The advocacy down from ad hoc to uh standing standing.

And the uh personnel personnel from standing to ad hoc.

Ad hoc of the executive committee.

I spend most of the major more time with the executive committee than uh the other thing which I I think I brought it up, but I I forgot to bring it up when we discussed uh executive uh committee session was the policy committee.

Um so we we assign people to the policy committee and whether or not there are any policies that need to date it or not.

We've already kind of committed some bad homework to that committee.

We've assigned people to there and sometimes they're just you know symbolically doing one of the phones until something comes along, and it's usually not the entire proceed.

So I'm wondering if we should also move the policy committee from standing to ad hoc.

And when something comes up that needs to be updated, rewritten or whatever that will be the the president was going to sign some people to this and all the committee and deal with it and be done with that.

That's always reasonable.

I usually accept the policy changes regarding committees.

That was at the end of it.

Yes.

But that was a second token.

In a healthy organization, all of our policies should be being regularly reviewed.

So that should be the policy committee's job is to uh you know, every quarter they should be looking at whatever that next group of policies are, I think to leave it at hog.

You uh run the rest of not uh uh dealing with stuff.

I mean when I was on the policy just a couple years ago, I think, but pretty much every quarter cadet so we just call your I think that is structurally unhealthy to do that.

I'd like to amend my motion.

I like to remove the policy committee from being an ad hoc can leave the other two because we need a new motion.

Okay.

Can I do vote on the amendment?

No, we just remove it.

Remove it.

You just withdraw your.

I won't draw that.

So do we do okay to guess my screws?

The reason I wrote this up was a pipeline here that something comes up and finally finally do something about it.

But I guess uh things have been going on.

Okay, so uh can we have a motion to approve the updates of the library bylaws to reflect changes in the committee structure that includes moving the advocacy committee from ad hoc standing.

And we really already showed a committee from standing to kind of clear up preview of the executive community.

So I moved.

Okay, well, pick one Amy.

So move a second and any other discussion.

All in favor, say hi.

I would like any one of these, please.

Half of these people don't work here.

Yes.

Well, Steve will be if you have interest in any one or more committees.

Please let me know so that when I sit down with Karen to start to assign them, you can try keeping yourself there when you're interested in.

I just want the things to be right, because we won't be working anymore.

All right, uh, let's move on to strategic line.

I think we're not always wonderful.

Hi, welcome.

Um my name is Julie Brock.

I uh working at the library months to uh deliver a strategic plan that will cover 2026 through 2029, 2026.

As we know, we all have a finalized plan until about halfway through.

So some of the actions that you will see will be uh retrofitted in for 2026.

So uh a little bit about me.

Um I actually am a trained high school English teacher.

Um where I started um my career.

I spent seven years in workforce development, three in nonprofit leadership, um half second and um higher ed with Steve, and um have now uh got full time with my uh company.

And what my company does, I help organizations create strategic plans that are actionable, measurable, and uh mission aligned so that when we start to when you will see the strategic plan, not only will you see the strategies, you'll see measurements that go with them, and then staff will start to build the actions that are time bound uh and also uh goal-oriented.

So just so that you understand the process that I take to do this.

I've had the uh pleasure of serving many organizations in our region and developing plans.

So I'm excited to do this work.

Where we are today is an engagement process.

And so this is different than the strategic plan.

So we have the library master plan, right?

So they did all of their work every 16 to 18 months.

They came back with their recommendations.

Now what I'm doing is I'm bringing those recommendations to staff, community partners, board, and friends and foundation to get your input.

Okay, so great.

We have this big old plan, but really what really excites us about it, and where do we need to prioritize?

So I think you are my last session.

So to give feedback on the actual strategies that we need to take in the next two a year.

Any questions in the process?

Wonderful.

Okay, so uh agenda review.

Uh it's it's a little bit um different because I just pulled so that I can make sure that I can shut up.

Okay, so um agenda review, really.

We're gonna get into the engagement conversations right now so that we can develop to shared understanding.

I'll debrief and give you the next at the next step any questions on the agenda or outcome.

Okay, so this is our first interactive.

I want to invite you to look at your tables there.

Um, you do have pins, two markers hosted, so be utilizing those today.

We have three big post-its around the auditorium.

The first one that we'll be using is um we'll be using the operations leadership identity and facilities.

And so you'll want to grab a post-it, uh, you want to grab something to write with you, if you've already left me because our brains uh need to move every I used to go 120 minutes, and at the end of the day, it's more than that.

Please, please have a fidget.

Have a good piece of candy, whatever you need to do.

And if you find a fidget you love, take it with you.

Um, so our library master plan dropped into four different buckets, right?

So we've got operations leadership, identity, and facilities.

And then what I've taken from uh Kara's presentation is just some of the high-level bullets that we know that came with the recommendations from the from the master plan.

So under operations, we have review and revise the org structure, retooling collections, management, um, strategy, uh, and then reviewing and improving technology and road remoth uh reviewing and improving programming.

Okay, under leadership, fostering a culture of innovation, and aligning with city and county goals.

One of the things that we really want to think about is with leadership and with growth, right?

Not only is our city growing, but also our county.

So as we continue to um more bodies hanging out and potentially using the library, what does that mean?

Well, we want to make sure that our city and county that we're aligned with our goals so that we are top of mind when funding comes around, right?

So uh we want to so when we think about leadership, it's about making sure that we are bringing our city and county friends along with us as well as our friends and foundation, and see in terms of expand how this is a full library ecosystem, right?

Identity, raising the library's profile in the community and raising the library's profile with city and county leadership, and that is specifically called out for exactly what I was just talking about, right?

We want to make sure that leadership is a partner and they're shoulder to shoulder with us and they're they're excited and learning with us what we learn when we start to think about facilities.

And that would be those three pilots that uh we're going into our free parking satellite locations, and then the holes pick up with partner locations.

Um, and then also adjusting the bookmobile service if you remember from the master plan uh presentation, those two satellites are within uh mainline kind of covering all of Rochester, and that would free up that bookmobile or some other delivery system that used to serve the rest of the county.

Um, and then renovating downtown library with user center focus and really thinking about accessibility right off the bat.

So the first thing that I want you to do is one idea per post-it, and I want you to think about what part of the library master plan story that we've heard really resonates most with you.

And you don't have to have one per bucket, but I do want you to write, like write your idea and then label it O L I R S, and then hand it to me, or if you feel like you need to move through, is really we should go over any constipate or post-its over where they align.

Questions on what I'm asking you to do.

How specific do you want these answers to be?

That is a great question.

Um I think the I think if you get deep in the keys, that's okay.

And I think if you're in 30,000 feet, that's okay.

Like, because it's really about excitement.

I'm I'm listening for the motivation behind which you write.

Great question.

So what I want is one idea per post-it, and it answers what part of the master plan resonates the most with you.

What is exciting to you?

What is enthusiastic about what is what do you want?

Because you're watching this for our just like hey, these are the high-level things that came out.

And then so you might look at that leadership and go, um, okay, that aligning with city and county goals, that's okay, but really what I'm excited about is strengthening and bolstering our relationship with county leadership or with county services.

Or when you don't look at the whole speaker at the partner locations, really what's really resonating with me is how we can utilize that in a way that will serve the entire city, county, whatever.

How many?

One per post-it, as many post-its as you can do.

And the next slide.

Other questions.

All right, there's again I want to look around.

We have to, I mean, I'm I think that we spent all this time creating that, but that's what we're excited about is what's there.

And so then I'm thinking, okay, I'm looking at like identity.

Um community.

So are you looking for us to say, let's do this, let's do this, let's do this.

Sure.

Okay.

I have no idea what to talk about.

She just gave me chocolate.

Now there's unlimited NDC of six.

Um is my wife's shoes.

Thank you guys.

Yeah.

Okay, so it's just the same.

Yeah, I can't do the dark chocolate ones in it.

So I'm just I don't even know.

So we can't say no these carbon things.

Well, there's yes, yes.

So dark trust was just I mean, it's probably supposed to be covered.

Dark channels are both migrant triggers for a lot of you guys.

Oh, it's not a good way.

What is that thing called that the time for a library system is doing this live everywhere all the time?

Is there a word for that?

Like it's a floating collection or whatever you could pick it up in your back.

Oh, is there a phrase for that?

Is it floating collect?

No, like you have the collection like those loops between locations.

Thank you.

Oh, yeah.

I'm basically um I was strong.

Okay, so if you freeze shirts and put your boots on hot, it's cold in my office.

I think it's your boots.

I think it's my books too.

Which ones do they go to use for me?

And we also need to do this.

I do know it's also true.

I thought because you're like, no, this is this is good though.

Actually, I appreciate transferring that's going to have His two out of any kind of because we're gonna have a second kitchen.

So as we're looking at your uh features that are even just as you look at your placement of post-its, you're you're uh aligning stone is an infinity of the other groups.

So I just think that that's a fascinating thing to point out.

Uh yeah.

But what is interesting is that most of your what you have on there, um, being close to the people, satellites, satellites, kind of need the side of that.

Everyone's excited about the satellites.

Oh, yes, we are leaving them or button across the board, so that's really exciting.

Um, and then identity is coming in in a close second, and I this is what I was saying is that the data that I've been processing so far is a lot about this idea of identity.

Um what the library is to different people.

I think that that's really gonna be a fascinating road.

Um what I will say is that anytime we think about identity, and this is more specific, that's gonna come with costs.

So we thought hold about um if we are going to do things like March and um engaging with different audiences that that's gonna come with some cost varying to it.

So just bring that to you now so you can start across operations.

We're really looking at that, um, like improving the programming, improving and then technology.

We're excited about that, and then having the right jobs do the right things, and that's really exciting.

Um, and then uh last one of the leadership is really I love that what I've seen here is that whole string of the ecosystem.

How are we making sure that the friends and the foundation and the library and the board were working in alignment with what we want to see going forward?

So as you were filling into your posts, was there anything that came up here like this is a star?

Love this idea and want this book.

I think I've been most excited about the whole time is the idea that we start the satellites together and watch them migrate to be their own unique thing because different parts of our city need different stuff.

And then theoretically, some of the stuff that lives here downtown where it's hard to reach will migrate to the part of the city where the people need it.

Right.

Yeah, and like allowing that work exactly to happen, and then having the um nimbleness within identity to be able to tell that story.

What else?

Like looking at all the facility stuff, it's all about increasing access to people who um have limited or no access right now, and so I just I think it's exciting to give people opportunities who are currently accessing this site to be able to do so.

I mean, even like the free parking thing, I think it's a huge barrier for so many people that prevents people from coming downtown.

Um I think that'll make a big difference.

Yeah.

And I think it's like exciting to start to gather some of this data in real time and being able to really see what's happening, what is you know, and getting really intentional about asking people what they want, how they want it, and those satellites, and then also is this making a difference for you?

Okay, so if I sure um, yeah, I think I keep just saying this, but in terms of raising the profile or the identity on the community.

If we can over eventually get people to understand that these satellites slash branches provide access to almost everything that's almost built in the without ever having the company.

And that is we have some good librarians here that can do that.

And uh that's not out there right now.

You roll on it and come out there.

Like we're building like down the branch, and they look around and they say a lot of books that are wow, and that's the other story, but it's not the end of a story we maybe kept that out there.

If I don't see the happening, yeah.

No.

So that's just actually I think it's crucial.

Yeah.

And it's in sorry, go ahead, Tracy.

No, you're gonna make a second.

No, I just just to grab that is that yeah, and and this is what when we are starting to think about when we start to do this strategic planning.

If if Adina says we need to start to move on satellites, we need to start moving on satellites, it means that we need to start thinking about how we're gonna bring awareness to the entire community about where they're gonna be, what they're gonna see, how they're gonna see that.

And what they're gonna get out of it and what they're gonna get out of it prior to that building opening.

Or that part of the USRO.

No, we'll don't worry about it.

It'll be it'll all be here tomorrow.

Yeah, so I I think that you know we have we've had continual growth in our library in terms of the use of this one library downtown.

And I think it's gonna the overall library use is gonna explode when we have satellites because there are so many people that are not accessing the library because it's not convenient, and I want to go.

I mean, I I live five miles from here, and I'm a community member to come downtown, park downtown, haul my ass through the parking room, that that comes, and no, go park in a parking lot, or log in the door, get all the stuff I want, you know, it's gonna be awesome.

I think we're gonna say it's skyrocket.

The thing that I've run into throughout being part of the board, I'm a member of two book clubs, I'm on my school's PTA.

The number of people that I talk to on a daily basis who don't come to the library is outrageous.

And they don't know where to find information to do it.

So I think one of the things we could really have to think about is how we communicate where we communicate with the people in the community, because for example, I'm wearing my dinosaur shoe yesterday.

People didn't even know words was a thing.

Right?

They're excited about it when they see it walking around, but they don't know how to hear from us.

And I know we have a newsletter, but nobody's signing up for it.

That's the algorithm.

Yeah.

So yeah, you know, maybe we'll do the bad.

I don't want to know.

Yeah.

And this this I think is what when we start to think about identity, that's what I like that's what we're seeing right now in the data that I haven't even like fully processed is that we're gonna have to really think about channels and what that consistency of messaging.

So make sure that we have it.

Wonderful.

Okay, so we're gonna now I'm gonna split you, Karen.

I'm actually gonna bring you, Teresa, Steve, and Ryan.

You guys are gonna be a group over here.

Are you gonna bring a pen and a um uh post it and post it, and then other four year work with that post it back there before you fully move.

Here we go.

Okay, next slide.

So one of the things that we want to do is we really want to start to think about what are the stories we can share that will move others to support this plan, right?

What what are the stories that the community needs to hear?

The satellites are tough, right?

Um convenience, uh, whatever those stories are, right?

We have uh librarians who care about you.

This is a place for you, this is a third place of belonging, whatever those messages are.

But what we also want to think about is who needs to hear these messages and how.

Okay, because city leadership needs to hear something else.

You know, their ROI is not going to be the same as our book lovers.

Okay.

So as you are producing all these wonderful stories to share, man, the youth programming, the DS parties, the disco bar is just so cool.

What is the currency of each of these groups?

What do they need to hear about that story?

Does that make sense?

So you on one side, all the stories.

And then you can draw lines, you can like like you know and tell me on the other side.

This is what this audience would need to hear from that story.

This is what this audience would need to hear from that story.

And the whole purpose is to make sure that we're moving together to support this library master plan and the shape teaching plan that comes from it.

Tristan.

I well looking at your little, you should put the thing up again.

Yep.

I think before we start trying to connect, we need to add that who else.

Because there's a whole whole bunch of audiences that are listed right there.

And so before we connect anything, we need to find identify who are all these audiences, and then we can start connecting.

And you can put those on the posts.

Like this is a who else post and another audience.

Yeah.

These were just like examples that get used to understanding.

Yeah.

But I think that's the big task is because you can't connect and make messaging until you know the audiences are.

Yes.

Well, you please write that on a post-it.

I'm going to go put it on identity.

So identify the who else audiences and then put the I on top and I'll put that over there.

Okay.

I also think though that we're guessing a lot of those trees.

Do you know what city leadership really wants to hear?

Um, how do we find out everybody?

So with a lot of news.

Okay.

What I don't think we have all the right people at the table that should be disturbed.

Well, right.

Yes.

And what you are identifying would be an action step in the strategic plan.

Right.

Is that if we decide that identity is number one in that bolstering our relationship with county and city leadership is a is the first thing that we're going to do in Q1.

And the action underneath that is Karen is going and interviewing those leaders to ask what matters to them.

You see what I'm saying?

So but to not entertain it at all because we don't have enough information.

Then we are missing the opportunity to frame the stories that we already know we have in meaningful ways.

Are there?

That was okay.

Okay.

Karen, you're over here with this group.

Oh, yes, okay.

Yes, yes.

Yes.

Well, I think we know first we need like a system of facts and stories here.

Well, what do I have to say?

Trust me, I don't remember what it's doing on the city council.

Because that would last way too long and give you some like flashbacks or computations.

But like most rounds, for instance.

Genealogy genealogy stories and how they use library resources to get those resources.

How do they use bankage?

Right.

Um it's just always, you know, as an example where it started to follow.

Because I think that would be helpful.

I think some people just like this is a big building for us, right?

What else is a big building proportional story?

But that's not everybody's cup of tea, but everybody needs a discussion.

Oh, there are things for us.

I mean that's the question where I'm right there.

Still tell me I don't know how to write.

I think that that library source could even so many things.

You were talking about library volunteers, but later you could explain to me if you get core directed volunteers who do some of that work, maybe some things that work.

That's what I said.

But um like why do I volunteer at the library, right?

So you pay if you're retired because we're here from retired people all the time, then retirement stuff because I don't need to engage them.

I suggest that how do we give those high school students for looking for volunteer hours for their college hours for pictures?

So that's lost.

Um the stories I think also from staff.

What I'd install newsletters every month.

I would always highlight a staff number as well, so that you know people can learn about their teammates, but also so that people in the community can realize that you know most of our staff are fairly multi-dimensional people.

Sounds like one of the work we always want somebody who was a venture.

Yeah, that's what we're doing.

So act acts, the stories of access, you know.

How can we provide access to people with disabilities?

Marginalized sources.

There's gotta be stories for those audiences.

Yeah, we'll also um cut-ups of people that are currently score on the leadership or systems over warming the cognition of graduate orcs.

The other ones just want to know how they're you know how to find their strategic plans, right?

Right.

I mean I would disagree with we don't know what they want because we do look at what they said they were gonna do before they go to look at their strategic plans.

Umbody is people's strategic plans, and so if you do it look like you've engaged all the focus actually.

Oh, we go grab others' library users too.

Or this is everybody's library's libraries that we talk to or what you can do is like talking about like another thing.

Oh, it's my wonderful librarians.

Well, I think they're reaching out to grab history schools too.

But I but the story is you know, preschoolers need to learn how to socialize with each other, but also do you need technology?

This is a place where they can do that.

Schools there are more school screen circles, so that's a huge population.

Right on this last I then decide what is the one thing that you're gonna share out like that if you're like this is the one, this is one as well.

But it's also the experimental thing, which we can do that great.

So we're holding our library for everybody.

So preschools.

All right, Bruce.

What's the one that you want to share out?

Um just bring one of the place for preschoolers to learn to socialize, socialize with the community, and um and have kindergarten support kindergarten readiness.

Nice.

Go, yeah.

Um it's just because go read it, Karen.

Um that's more focal.

We were like, if we're aiming at city and county leadership, we need to figure out how to educate them about the value of the library and probably share demographic numbers with them about how set things that they care.

Yeah.

Right.

Yeah, we sort of know that we exist for a purpose.

Perfect.

Awesome.

Wonderful.

And I love that we have kind of a community good, community focused, but also community partner focused.

So we have a city leadership focused.

Okay, so this is where we're at.

So continuing the engagement sessions, I will see all the information.

Thank you so much, Teresa.

It's great.

Um, I'll select you on.

And then we'll go for select my book for what?

Yeah, we'll see.

So um, and then uh Connie just so you also know that if there are gaps in information.

You don't have enough information from certain demographics or from certain groups of folks, then that's what will then uh uh direct our flow design sessions and or another methodology, whatever we need to do, so that we make sure that we do have the information from all the groups that and stakeholders that we need, and then that strategic plan will come back and be finalized and approved by you in April and then in May.

Any questions on where we are in this?

Okay, so if no, no, just check out I don't need to hear from everyone, but uh a few of you, what's inspiring to you about the future of RPL?

I'm excited about the community finding out about all the amazing things that this library offers.

Yes, I think it's one of the city's best camp secrets for the most part is what I'll say that people spoke to my church, and after she spoke, you're like, it does this, it does that.

Oh, no, I don't think it should be a secret.

Right.

Yeah, good.

You I don't know kind of because people didn't know more of the library.

Oh, I mean nobody's 1525.

Good.

Excellent.

One more.

So uh librarians need to be more visible.

Make more visible.

Excellent.

I know.

And it's just the expert level of expertise.

Sorry, it's great.

Right.

Right.

Well, I thank you so very much.

Uh you are done.

Um leave everything there, but like I said, if you did find uh fidget that you like, please take it with you.

If you found a couple candies that you want to take home, please do that as well.

Um and if anything comes up, uh there is a form because uh people all receive a form that so if anything like hits you in the middle of the night, there will be a form where you can enter that information in.

I'll be processing this over the next week, and then the report will come back up to our poster in the hallway of a librarian.

I don't know where age in the information looks okay.

Sure.

I'm trying.

Folks that want to slide there.