Minutes Library Bd 10 24 02 Carnegie-Stout Public Library
Board of Trustee's
Meeting Minutes of Thursday, October 24th, 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, October 24, 2002.
Present:
Excused:
President Kevin Lynch; Board Secretary Mary Strom; Trustee Sue
Lindsay; Trustee Michael Shubatt; Trustee Kristen Smith; Director
Susan Henricks; and Recorder Denette Kellogg.
Vice President Tom Tully; Trustee Jack Felderman
Pub/lc Present: Clarke College Students - Sarah Bald(e, Usa Kapka
:~. Lynch called the meeting to order at 4:02 p.m.
"lVloved to adopt the meetJ'ng agenda of October 24, 2002.
Nob'on: Strom
Second: L/ndsay
Vote: Aye - ~' Nay- 0
2. Library Board of Trustees' Board minutes:
"l~loved to adopt the minutes of the Ubrary Board of Trustee's
meeD'ng held September 26 and worksession held October $7, 2002 with
the fo#owing changes to September 26, 2002 minutes; agenda item 5.B.4)
Techno/o_qy Proiects Update to reflect that Henricks reported on this
update."
Mot/on: Strom
Second: Sm/th
Vote: Aye -~' Nay- 0
3. Board Correspondence - Lynch reported on the one comment card received in
regard to a complaint about the automatic light switches in the restrooms.
Strom reported that the Operations Committee has approved replacing the
automatic light switches back to the regular switches.
4. President's Report: Lynch reported on a well attended Centennial Celebration
Reded/cation event on Saturday, Sunday, October 20, 2002 are shared the
program flyer from that day. Strom commended Library Staff for their hard
Library Board of Trustees
Minutes of October 24, 2002
work and efforts with the decorations for the event, and the various Children's
events, including book characters, planned for that day. Lynch, on behalf of
the Library Board, thanked Library Staff and Library Volunteers for their hard
work and efforts this past year in making the numerous centennial events a
success.
5. Committee Reports:
A. Relations Committee - Lindsay:
Friends of the Library Report - Lindsay reported that the Friend's annual
book sale was a success.' Henricks reported that at their last meeting
the Friends approved funding for various project and a more detailed
report would be made available at next month's meeting.
Personnel/Staffing Report: Staff Transitions Report - Henricks reported
that employee Klm Treanor would be returning to work November
The Board discussed the need for a full medical release to be received
from Hiss Treanor prior to her returning to work. Henricks reported on
the status of the Temporary Library Assistant who is temporarily "filling
in" in the Children's Activity.
Departmental Review - Lindsay reported on the need for a department
review which includes a job audit for each Library position and review of
possible re-organization of positions.
"f~oved to the approve of the development of a Library
Department Review Committee with the fo/lowing members;
Library D/rector Susan Henricks; Library Activity Planagers Ann
Straley, Jean Gullikson and Deb F#ege/, City Planning Services
~lanager Laura Carstens, City Administrative Services Nanager
Pauline Joyce, City Assistant City I~lanager Cindy Ste/nhauser, and
Library Board Trustee Kr/sten Smith."
Notion: Lindsay
Second: Strom
Vote: Aye -5' Nay - 0
Henricks reported that the department review is scheduled to take
approximately six months and would begin in February or March 2003.
4) Centennial Report - Lindsay reported in addition to the President's report
information, the Library was awarded a Dubuque Hain Street Historic
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Library Board of Trustees
Minutes of October 24, 2002
Preservation Award. Lindsay reported that the awards ceremony was
held in the 2nd floor rotunda area of the Library and many of the
attendees commented that this area is a perfect venue for these types of
events and should be utilized more often.
B. Operations Committee - Shubatt:
1)
Revenue & Expenditure Financial Reports FY03 - Shubatt reported on
the expenditure graph provided highlighting that 25% of the budget year
has been expended while in comparison 25% of the budget year has
also been spent. Shubatt reported on the review by the Committee of
the revenue generating areas of the budget. Henficks provided a
summary of two State of Iowa programs called Access Plus and Open
Access. Henricks reported that the Access Plus program is interlibrary
loan between the C-SPL and another Library. This allows libraries to
borrow materials from other libraries throughout Iowa and the United
States for their patrons. The Library is reimbursed a percentage from
the State for these transactions. Henricks reported that the Open Access
Program is provided for non-resident patrons who have cards from
participating libraries in Iowa to check out materials from C-SPL, and the
Library is reimbursed a percentage of these transactions from the State
as well. Henricks reported that the funding for these programs is not
guaranteed reimbursement from the State. Each year the Legislature
reviews funding these programs as part of its budget process. Shubatt
reported on the Committee's review of reserve fees as well, which allows
a patron to reserve library materials for a small fee. Henficks reported
that senior citizens are not charged for this service. Shubatt reported on
the Committee's request for the Planning Committee to review policies
having to do with revenue for the Library.
2) FY04 Budget Preparation:
a) Improvement Packages (IP) - Shubatt reported on that review of the
improvement packages. Henficlcs reported on the one additional
request for a vacuum and a wet/dry vacuum.
"Moved to approve the subm/ss/on of the FY04
proposed seventeen Improvement Packages as subm/tted. "
Mot/on: Shubatt
Second: Sm/th
Vote: Aye -~; Nay- 0
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Library Board of Trustees
Minutes of October 24, 2002
b)
Haintenance Level Budget - Shubatt reviewed the Ubrary's proposed
maintenance level budget along with the equipment replacement
requests. Shubatt reported that the City sets the budget increase
allowed for each budget year. Henricks reported that requests are
reviewed and must include justification for the increase. Shubatt
reported on that review of the improvement packages, Henricks
reported on the one additional request for a vacuum and a wet/dry
vacuum.
"i~loved to approve the subrn/ss/on of the FYO4
proposed hCa/ntenance Leve/ as submitted,"
~lotion: Shubatt
Second: Strom
Vote: Aye -5; Nay - 0
3) Facility Projects Update:
a)
Lavatory Lighting Update - Shubatt noted that this agenda item was
covered under the agenda items of comment cards reporting that the
Committee approved Hendcks replacing the automatic light switches
with that standard flip type switch.
b)
Book Valuation Project - Henricks reported on the need for a book
valuatioh project of the Library's old, rare and/or special collection
type books with a plan for the Library to keep books of use by the
Library, have them appraised for appropriate insurance and stored in
the Special collection for preservation, sell books of value as
approved by the Library Board, and donate books of no use to the
Library to the Friends of the Library or to other institutions. Henricks
reported that Ed Vandermillen has agreed to pre-review the books for
a possible cost of hiring a professional book collector to audit the
collection of these materials. The Board concurred with Henricks
moving forward with the audit cost estimate.
4) Library Foundation Report - Smith reported that the Foundation
fundraising kickoff breakfast was held October 22, 2002. The Board
discussed participating in the campaign by making phone calls for the
campaign. The Board agreed that participating in the campaign would
be left to each individual Board member, and to help continue positive
relations between the Library Board and the Foundation. The Board
asked that Henricks plan to schedule the quarterly to semi-annual joint
meetings between the Library Board and Foundation Board.
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Library Board of Truste~
Minut~ of October 24, 200:2
C. Planning Committee - Smith:
Feasibility Study Committee for Building Project - Smith reported that
the Feasibility Committee met October 14, 2002 and discussed the
feasibility study and the need to open up the study to include the
possibility of a branch. The Committee reviewed the list of firms who
conduct feasibility studies and capital campaigns. The Committee agreed
that the City Council and City Manager continue to be informed regard to
the project and feasibility study, Shubatt reported on the Committee
comment in regard to having project information on what we want and
why it is necessary, readily available. Smith reported that Tully would be
worldng to schedule meetings with City Council members to keep them
informed of the project. Smith reported on the Committee reviewing
funding sources for the study, and the Committee agreed to recommend
to the Library Board that it approve using the Holitore Trust, when
received, to fund the study. Smith reported that the Committee
suggested using the L-'ZP funds and reimbursing the CIP with the Nolitore
Trust funds when received.
'~Moved to approve us/nc3 the building renovabbn CIP
funds to inl~'ally fund the ?easibtli~y Study and reimbursing the
CIP fund with the Molitore Trust gift funds when received."
I~lob'on; -~rn/~h
Second: Shubatt
Vote: Aye -~; Nay- 0
The Board concurred that Hendcks work with City Staff in facilitating the
funding.
2) Preparation for FY04 Budget - Smith reported that the Committee
reviewed the budget information as also submitted to the Operations
Committee and approved by the Board in a prior agenda item, The
Committee is reviewing possible themes for the budget presentation.
6. Director's Report:
A, Statistical/Service Reports for October 2002 - Hendcks provided a summary
report to the Board that included a 72% increase in Internet use compared
to last year. Henricks reported that as pax of the budget process highlights
of the Ubrary's goals and accomplishments are also provided, and as part of
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Library Board of Trustees
Minutes of October 24, 2002
this report Hendcks reported that FY02 was the highest circulation year in
Library history. Henricks reported that the gate count for FY02 averages out
to reflect 738 people each day visited the Library.
Ubrary Calendar/Marketing Update - Henricks provided a schedule of the
Library's upcoming events including the Christmas tree lighting ceremony
scheduled for November 30m. Henricks reported on positive attendance at
the new Adult programming now being offered by the Library. Henricks
reported on the @yourlibraryTM campaign slogans now appearing in the
Telegraph Herald in the classified ad section and invited the Board to view
the ads. Strom suggested that the Library's web site be included in ads for
the Ubrary.
Communications/Public Comment - Henricks reported an incident of staff
member finding a pile of books on Tslam with a crumpled note and a good
amount of fine powder spread on the books. This staff member put the white
powder and note into a zip lock bag and gave it to her supervisor. The
supervisor gave the bag to her supervisor who sniffed it, who gave it to the
Library Director the next morning. The Library Director, treating the substance
as a possible unknown dangerous substance, called the Fire Department for
assistance on what to do with the substance. The Fire Department referred
Henricks to the Police Department. The Police Department responded later that
evening and reported that that the substance was probably a mixture of spices.
Henricks reported contacting the Police Chief in regard to what the Ubrary Staff
should have done and as to the uncertainty by the Fire and Police Departments
as to what should be done in the future should this type of incident occur again.
8. "~lotion to adjourn.
MOtion: Fe/derman
Second: Tully
Vote: Aye - ~; Nay - 0
The Board adjourned at 5:20 p.m.
Mary Stron~ Board secretary
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