Minutes Library Board 8 28 08Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of August 28, 2008
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m. on Thursday, August 28, 2008.
Present: President Diann Guns; Vice President Beverly Kolz, Secretary
Kristen Smith; Trustee Paula Connors; Trustee David Hammer;
Trustee Elizabeth Leeper; Library Director Susan Henricks; and
Recorder Denette Kellogg.
City Staff.• Assistant City Attorney Crenna Brumwell
1. Board President Diann Guns called the meeting to order 4:02 p.m. and the
agenda was adopted. The Board welcomed new Board member David
Hammer.
"Moved to adopt the meeting agenda of August 28, 2008. "
Motion: Connors
Second: Kolz
Vote: Aye - 6; Nay - 0
2. Approval of Library Board of Trustees' Minutes of July 24, 2008.
"Moved to approve the Board minutes of July 24, 2008 with two
revisions to page S, paragraph 3, change the name "Ritz" to "Rifts'; and,
to the last paragraph, clarification of the second sentence to read, "The
offer from the Dubuque Cultural Preservation Committee (DCPC) is so far
below market value and the Board had agreed at its June meeting not to
accept any bids lower than the market value. "'
Motion: Smith
Second: Connors
Vote: Aye - 5; Abstain - i; Nay - 0
(Hammer abstained as he was not at meeting.)
3. Board President's Report:
A. Communication with the Dubuque City Council. Guns reported on the
summary report of the Board to the City Council from the July 24, 2008
Board meeting.
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• "Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Kolz
Second: Connors
Vote: Aye - 6; Nay - 0
B. Presentation from Assistant City Attorney Regarding Iowa's Open Meeting
Law -Henricks introduced Assistant City Attorney Crenna Brumwell to the
Library Board. Brumwell provided information to the Library Board
about the law and guidelines for the Library Board's open meetings it
conducts. Information about electronic correspondence and
communication between the Library Board was also reviewed. Emergent
electronic meetings can be conducted but a 24-hour notice should be
provided whenever possible. Meetings must always be available for the
public to have notice and to attend. Brumwell reviewed the Iowa League
of Cities booklet that provides guidance on the Iowa Open Meetings Law,
Code of Iowa Chapter 21. Henricks reported that the booklet.would be
provided to each Board member for guidance. Brumwell reported on the
penalties involved with violating the law in regard to the Iowa Open
meetings Law. The Board thanked Brumwell for the information session.
• Brumwell offered her services at any time for additional guidance.
Guns exited the meeting at 4:20 p.m. to sign a Library Board contract
with the Assistant City Attorney.
Vice President Kolz chaired the meeting.
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary of the following items to the Library Board with the
following additional comments:
1) Library Financial Report -Henricks reported that this was
the first month the fiscal year 2009 with eight percent of the
fiscal year lapsed and eight percent of the budget expended.
Revenue through July was at 7.44 percent of the project
revenue received.
2) Library Use Statistics -Henricks reported that July 2008
represents an all-time record for items checked out of the
Library. This reflects a 39 percent increased over FY1996,
the first year the Library began providing open Internet
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• access to the public. Henricks reported that the increase in
items checked out during this same period of time
demonstrates that the Library remains relevant in Dubuque
and meets the needs of its citizens.
3) Library Personnel Update -Henricks reported that Danielle
Day as been selected as the Youth Services Manager with
the expected start date of September 22, 2008.
4} Library Renovation Project -Henricks reported on meeting
with OPN Architects, Durrant Architects and Steve Brown
from City Engineering to discuss options to cut back on
items that could be funded in future CIP requests. Henricks
provided correspondence dated August 28, 2008 from the
City Manager in regard to the project that included
resolutions to authorize the public bidding procedure, budget
impact, project schedule and the City Manager's
recommendation to the City Council for preliminary approval
of the items listed in the correspondence. Henricks reviewed
the statement of probable costs and the project costs
worksheet with the Board and provided an updated on the
. current campaign information in respect to this funding
source for the project. The Board discussed challenges of
collecting pledges outstanding and reviewed the process that
takes place in regard to this process. The estimated timeline
for the project is:
Initiate Public Bidding Process September 2, 2008
Publish Notice to Bidders,
Advertise for Bids September 5, 2008
Publish Public Hearing Notice
on Plans & Specs September 5, 2008
Public Hearing on Plans
& Specifications September 15, 2008
Pre-Bid Construction Conference September 25, 2008
Receipt of Bid Proposals (Bid Letting) October 7, 2008
Award Construction Contract October 20, 2008
Project Completion Date December 21, 2009
The Board reviewed the most current campaign information.
Henricks reported that the Library plans on staying open
during the construction process.
• 5) Curtis Collection -Henricks updated the Library Board on the
Curtis collection reprint project approved nearly one year
• ago. Henricks also reported on the reproduction of the rare
Library print titled, "Early Settlers of Dubuque - 1835-1865"
that should be easily marketable to anyone with Dubuque
roots.
6) Articles in the Dubuque Telegraph Herald - Henricks
reviewed the list of articles from January through June 2008
which appeared in the Telegraph Herald as provided by
Librarian Betty Baule.
7) Staff Development Day Report -Henricks reviewed the
program and training provided to staff at the August 14,
2008 Staff Development Day. The summary of the
evaluations from Staff was also provided for the Board's
review.
B. Library Comment Cards -The Library Board reviewed the eight
comment cards received and concurred with the responses provided.
"Moved to receive and Fle the informational update
from the Library Director on the Library Financial Report, Library
• Use Statistics, and the two Library Comment Cards and Staff
responses received. "
Motion: Connors
Second: Leeper
Vote: Aye - 6; Nay - 0
Guns rejoined the meeting at 4:26 p.m. and resumed chair of the
meeting.
5. Items for Action:
A. Policy on Children Unattended by an Adult -Henricks reported that this
change to the policy addresses the age limit for children age eight
years old and below unattended by an adult.
B. Policy on Patron Behavior -Henricks reported that the change to this
policy addressed information about "Minors" in the Library.
C. Policy on Fines and Fees -Henricks reported that the revisions to this
policy includes the cost for scanning at 50 cents per scan.
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. D. Library Holiday Closings 2009 -Henricks provided the proposed
Holiday closings for 2009 that closely coincide with the City's closing
schedule. The 4th of July is on a Saturday in 2009 and discussion was
held in this regard.
"Moved to adopt the revisions to the Children
Unattended by An Adult, Patron Behavior and Fines and Fees
policies; and, to approve the Library Holiday Closings for 2009
with discretion of the Library Director to decide which day to
close for the 4th of July. "
Motion: Hammer
Second: Kolz
Vote: Aye - 6; Nay - 0
6. Communications/Public Comment:
• Hammer addressed the Board reporting his positive impression of
review of the Board's minutes of July 24, 2008 and over the past
year. He commended the Board members on their hard work and
efforts in respect to the issues reviewed at the July meeting,
• differences of opinions realized and the outcome attained.
• Henricks reviewed the schedule for the Iowa Library Association
Conference being held in Dubuque on October 15 -17, 2008. She
asked that Board members interested in attending to please send
their registrations to her attention.
• Henricks invited Board members to attend the Engaged Library
Trustee's Session Training on November 13, 2008 from 5:30 to 7:00
p.m. in the Library's ICN Room.
7. Library Board Adjournment -The Board adjourned at 4:47 p.m.
"Motion to adjourn. "
Motion: Ko/z
Second: Leeper
Vote: Aye - 6; Nay - 0
Kristen Smith, Board Secretary
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