Minutes Library Bd 9 26 02 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, September 26th, 2002
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, September 26th, 2002.
Present:
Excused:
Staff Present:
President Kevin Lynch; Vice President Tom Tully; Board Secretary
Mary Strom; Trustee 3ack Felderman; Trustee Kdsten Smith;
Director Susan Henricks; and Recorder Denette Kellogg.
Trustee Sue Undsay; Trustee Michael Shubatt
Ubrary Coordinator Deborah Fliegel
1. Lynch called the meeting to order at 4:02 p.m.
'Moved to adopt the meeting agenda of September 26, 200.
Mot/on: Tully
Second: Strom
Vote: Aye - 5; Nay - 0
2. Library Board of Trustees' Board minutes:
"Moved to adopt the minutes of the Library Board of Trustee's
meet/'ng he/d August 22, 2002."
Mot/on: Tully
Second: Smith
Vote: Aye -5' Nay- 0
3. Board Correspondence - Lynch reported on the one comment card received in
regard to a complaint from a patron not allowed to have her toddler son and
infant accompany her into the Adult Services Public Internet room due to
continued disruption caused to other patrons. The Board agreed that the
Library's policy be kept in force in regard to the Adult Services Internet room
for patrons 13 years of age and older, and for continued discreUon to be used
by the Librarian-in-Charge to allow infants or toddlers to accompany their
parent or guardian to come accompany them in the room. The Board asked
that signage be posted in regard to age restrictions in the room and copies of
the policy be made available to give to patrons as needed.
4. President's Report: Faces & Voices Diversity Conference, "One Book, One
L~rary Board of Trustees
Minutes of September 26, 2002
Dubuque"- Fliegel gave a report on partidpating in the biennial conference,
scheduled for November 1-18, by serving on a committee that has planned to
invite the Dubuque public to read the same book, "To Kill a Mockingbird" and
hold book discussion groups at vadous locations from November 4 through
November 12, 2002. Fliegel invited the Ubrary Board to join in on the reading
and provided the book to each of the Board members and requested that they
read the book and pass it on. Fliegel reported on the availability of the book
and the discounted price for the book available at the Library Circulation Desk
and River Lights Book Store. The Board thanked Fliegel and the committee and
agreed to partidpate in the "One Book, One Dubuque" event.
5, Committee Reports:
A. RelaUons Committee - Felderman:
1)
Centennial Events Report - Felderman reported that the October 20m
rededication ceremony plans are moving forward with planned honored
guest Mayor Duggan to cut the dbben, scheduled entertainment by
barber shop singers and the Senior High School Brass Quintet and the
Victorian Lady, and refreshments. Henricks reported that the Carnegie
entrance doors refinishing and restoration has been completed and a
good fall cleaning of the interior and exterior of the building to be
completed. Felderman reported that the Geisert Centennial print would
be provided for showing that day. Henricks reported that the Fdends of
the Library has approved funding of the October 20th event.
~.) Personnel/Staffing Report:
a)
Staff Transitions Report - Felderman reported that Connor
Anderson has been hired for the position open in the Technical
Services Activity. Felderman reported that Library Assistant Klm
Treanor is currently on Family Medical Leave Act (FMLA), which
expires October 15, 2002. Henricks reported that Treanor is
considering a resignation and reviewed a verbal offer provided by
the City in regard to disability insurance and medical insurance
coverage.
"Moved to approve an offer letter to employee Kim
Treanor, as provided by and reviewed by City Sta~ with a
deadline of seven days for a response from I~liss Treanor. "
Not/on: Felderrnan
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Library Board of Trustees
Minutes of September 26, 2002
b)
Second: Tully
Vote: Aye - 5; Nay- 0
Felderman reported on an American Association of Retired People
(AARP) being interviewed for a part-time position in Maintenance.
Henricks reported that the AARP worker would be scheduled to
begin after a job audit is completed by that activity. Henricks
reported that along with a time management plan, a preventative
maintenance plan would also be put in place for this activity.
Felderman reported on a request from Henricks to change the
working title of the Coordinators of Library Activities to
"Manager." Henricks reported that the title would more
accurately reflect their posiUons and that City Personnel has
reviewed also reviewed the change. Henricks reported that the
official salary classification, Librarian IT, would remain
unchanged.
"Moved to approve changing the working tit/es of
"Coordinators" to "Managers# effective immediate/},."
klotion: Felderman
Second: Strom
Vote: Aye - 5; Nay- 0
Americorp Worker - Felderman reported on the on-going budget
request not being funded in the amount of $2,000 to fund a full-
time Americorp Worker to provide elementary school open
houses, interactive evening story times, and other outreach
programs. The Board asked that more detailed information be
provided to the City I~lanager and City Council in regard to this
request as it provides a full-time employee at a very Iow funding
amount. Henficks reported that 1/2 time Americorp Worker is
now being requested.
"Moved to approve funding for FY03 in the amount of
approximately $1,000 from the Library's gift fund for a part-time
Americorp Worker, with the understanding the COhO'hued funding
be requested as part of the Library's operational budget, as gift
funds cannot provide ongoing subsidy of this request."
Motion: Felderman
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Library Board of Trustees
Minutes of S~pt~mber 26, 2002
Second: Strom
Vote: Age - 5; Nay-
The Board asked that a letter be drafted and sent to the City
Manager requesting reconsideration of funding this position
this budget year. Felderman requested that the detailed
information in regard to the position duties be provided to the
City Manager as well.
Honorarium - Felderman reported on Architect Steve Ulsted's program
about the Library's Architecture held on Saturday, September 21~t.
Hendcks reported on the architectural drawings received from Ulsted.
"Moved to approve an honorarium of a large size
Geisert centennial print for Steve Ulsted."
Mot/on: Fe/derman
Second: Strom
Vote: Aye - ~' Nay - 0
Henricks reported that on behalf of the Ubrary Board and Staff, the print
would be presented to Mr. Ulsted.
Marketing Update - Felderman reported as part of the Ubrary's
centennial celebration the Library's Geisert print being highlighted on the
cover of ]ulien's .lournal October edition along with articles written by
the Library Director about the Library's history. Felderman reported that
that Banned Books Week activities were shown by FOX news, the
Director conducted a presentation for the Masons, and the Library's
@yourlibraryTM campaign officially launches on October 6, 2002.
Henricks provided the various slogans to appear throughout the year in
the Telegraph Herald for the @yourlibraryTM campaign.
s)
Friends of the Ubrary - Felderman reported that the Friends of the
Ubrary would be holding their annual book sale on October 4 and 5.
Felderman also reported that Friends have developed a new promotional
videotape that is being broadcast on City channel 8 as well as public
access television sponsored by MediaCom on channels 15/16.
B. Operations Committee - Strom:
1) Revenue & Expenditure Finandal Reports FY03 - Strom reported on the
graph provided showing a breakdown of the percentage spent for the
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Libby Board of Trustees
Minutes of September 26, 2002
various expenditure lines. Henricks reported that 16.6% of the budget
year has elapsed with 18% of the budget spent. Henricks reported that
the budget expenditures for prepaid contracts and maintenance
agreements would are expended at the beginning of each year. Strom
reported on the FY02 carryover amounts that have been expended in
FY03. The Board asked that a brief explanation of each expenditure
category provided be provided and if possible, the portion of the budget
that each category represents. The Board discussed the procedures for
when the Library receives a donation.
2)
FY03 Budget Preparation - Tully noted the Planning Committee's review
of this agenda item as well. Strom reviewed the proposed list of Capital
Tmprovements Package submissions (CIP). Henricks reported that the
CIPs are due to City Staff September 27, 2002. The Board reported that
the need for all projects to be submitted even if planned as part of the
renovation project, as the project may not move forward and the
projects still must be completed.
"Ploved to approve the ClP proposed list as submitted."
I~ob'on: Strom
Second: Smith
Vote: Aye - 5; Nay- 0
3)
Facility Projects Update - Hendcks reported that the key replacement
project is on hold, as the vendor is upgrading the system for the same
price and is waiting on delivery of the key system from the
manufacturer.
4)
Technology Projects Update - Strom reported on the continued problems
with the kiosk. Henficks reported contacting the State Library, who is
partially funding this project, who requested that the vendor not be paid
until the kiosk is up and running adequately.
s)
Library Foundation Report - Smith gave a summary report of the
Foundation's meeting as follows; the Foundation is scheduled to begin its
annual fundraising in late October, the FoundaUon approved funding of
the laser color pdnter.
C. Planning Committee:
1) Feasibility Study Committee for Building Project - Tully reported that
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Libra~ Board of Trustees
Minutes of S~pt~mber 26, 2002
Brian Kane and Rick Dickinson have agreed to join the committee with
Library Board members Kristen Smith and Michael Shubatt. Tully
reported that the initial meeting would be scheduled to take place within
the next two weeks.
2) Preparation for FY03 Budget - Tully reported that the Committee is
reviewing possible themes for the upcoming budget presentation.
6. Director's Report:
Statistical/Service Reports for August 2002 - Hendcks reported a concern
that all reference inquiries are not being reported and noted that all public
service staff have been asked to keep track of directional and reference type
questions for the monthly statistics. Hendcks reported that the automated
circulation renewal system is fully operational. The Board asked for a report
at the next Board meeting on postage cost savings of the system.
Henricks provided an evaluation report from staff of the inservice held on
August 15, 2002. Henricks reported on the positive feedback from staff
from the day's training activities.
Library Program and Calendar Update - Hendcks provided a summary report
of the upcoming library calendar. Henricks reported on the high attendance
level visiting the current Mozena Exhibit.
7. Communications/Public Comment - Henricks reported that insurance and loan
agreement documents requested from the Dubuque Museum of Art have been
received. Henricks reported on a request from the Davenport Museum of Art
requesting to borrow the artwork, "Victorian Survival" that is on loan to the
Dubuque Museum of Art. The Board requested that the request be added to
the next Board agenda.
8. "Not/on to adjourn.'
/Vlob'on: Fe/derman
~econd: Tu//y
Vote: Aye - ~; Nay-
The Board adjourned at 5:44 p.m.
Mary Strom, Board Secretary
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