Minutes Library Board 9 25 08•
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of September 25, 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, September 25, 2008.
Present.• Vice President Beverly Kolz, Secretary Kristen Smith; Trustee
Paula Connors; Trustee David Hammer; Trustee Elizabeth
Leeper; Library Director Susan Henricks.
Excused.• President Diann Guns
1. Vice President Beverly Kolz called the meeting to order 4:02 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of September 25, 2008. "
Motion: Connors
Second.• Leeper
• Vote: Aye - S; Nay - 0
2. Approval of Library Board of Trustees' Minutes of September 25, 2008.
"Moved to approve the Board minutes of Thursday, September ZS,
2008. "
Motion: Smith
Second.• Connors
Vote: Aye - 5; Nay - 0
3. Board President's Report:
A. Communication with the Dubuque City Council. Kolz reported on the
summary report of the Board to the City Council from the August 28, 2008
Board meeting.
"Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Connors
Second.• Leeper
• Vote: Aye - 5; Nay - 0
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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 the month
of August 2008 represented seventeen percent through the
second month of fiscal year 2009. Both year to date
operational expenditures and revenues collected are at
seventeen percent.
Henricks reported that the FY-2010 budget process has
begun with deadlines for the proposed budget due in
October 2008. Replacement funding for the original John
Deere laptops and staffing levels needed to maintain 64
hours of service to patrons in the renovated facility will be
the primary focus of the requested improvement packages.
Included in the Board packets and in accordance with the
• loan agreement with the Dubuque Museum of Art (DMA), a
current certificate of insurance proof for the artworks
currently on loan to the museum dated September li, 2008
has been provided by the insurance holder.
2) Library Use Statistics -Henricks reported that Circulation has
increased three percent over the same time last year and
can be attributed to an increase in use by Dubuque
residents. Both circulation of Adult and Children's print
materials has increased three percent, which is significant as
it had been level or showing a decrease. Henricks reported
that Internet computer use is down which she attributed to
the increased use of lap top computers that patrons can
check out and use anywhere within the Library. The
Internet Room is not an ideal environment for computer use
as it lacks adequate ventilation and the workstations are
very close to one another. Lap top use has quadrupled this
year to date. Number of visitors to the Library show a one
percent increase over last year. Of note was that last year's
statistics for gate count were skewed by the fact of
comparison to the previous year when the City Council met
in the Library.
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3) Library Personnel Update -Henricks reported that Don
Friedman has joined the Maintenance staff as part-time
custodian. Friedman will cover Sunday hours and Monday
evening hours when there is no Maintenance coverage, and
fill in during vacation and sick times. His salary was made
possible through the reallocation of overtime in the
Maintenance budget.
Henricks reported that newly hired Youth Services Manager,
Danielle Day, began work September 22, 2008.
4) Library Renovation Project -Henricks reported on the pre-
bid conference that took place this morning with over 29
contractors present to review prints, tour the building, and
ask the architect specific questions about the project. Bids
for the first phase of the project are due by 2:00 p.m. on
October 7, 2008 and bid opening will take place shortly
after. Once the cost is known, Henricks reported that she
would be able to review any possible bid alternates that can
be done and be able to prepare CIP requests for the project
. that will need to be postponed.
Henricks reported that she is working with Trustee Guns in
planning for the offsite location of the Library's antiques and
some of the artwork so that it remains secure during the
period of construction. Most of the Library's artwork will be
stored in the Special Collection room of the Library, as this
room will not change during the renovation. Henricks
reported on the some of the specific guidelines for awarding
a bid to a contractor.
Henricks reported that the project team of architects, project
manager, and City Engineer have reminded contractors that
the Library plans to remain open for the project and the
importance of cleanup.
5) Iowa Library Association Conference -Henricks reminded
Board members to contact her if they are interested in
attending any or all of the Iowa Library Association (ILA)
annual conference scheduled for October 15 through
October 17, 2008. Henricks reported that usually activities
are planned at the Library in conjunction with the
conference. When planning for the conference one year
• ago, it was thought the renovation project would be taking
u
place and activities were not planned this time. Henricks
provided a summary of sessions that the Board members
may be interested in attending.
B. Library Comment Cards -The Library Board reviewed the two
comment cards received and concurred with the responses provided.
"Moved to receive and fi/e the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Library Personnel Update, Library Renovation Report,
Iowa Library Association (ILA) Conference and the two Library
Comment Cards and Staff responses received. "
Motion: Connors
Second.• Leeper
Vote: Aye - 5; Nay - 0
5. Items for Action:
- Request for Loan of Library's Grant Wood Paintings, "Appraisal" and
"Victorian Survival." The Board discussed the request from James H.
• Maroney, Jr., 1033 Bullock Road, Leicester, Vermont to borrow the
artworks for an exhibit sometime in 2010. The Board discussed the
need to table the item until additional Board members are present.
"Moved to table the agenda item for a consideration at a
future Board meeting. "
Motion: Smith
Second.• Leeper
Vote: Aye - 5; Nay - 0
6. Communications/Public Comment - Henricks provided additional information
about the State Library's Iowa Communication Network session called
"Trustee Training: The Engaged Library" scheduled for Thursday, November
13, 2008 from 5:30 to 7:00 p.m. Henricks asked that Board members
respond to her if they would like to attend this session.
7. Library Board Adjournment -The Board adjourned at 4:28 p.m.
"Motion to adjourn. "
Motion: Leeper
Second.• Connors
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Vote: Aye - 5; Nay - 0
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Kristen Smith, Board Secretary
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