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Minutes CS Pub Library 7 26 01 Carnegie-Stout Public Library Board of Trustee's Meeting Minutes of Thursday, 3uly 26, 2001 The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the Library Board Room at 4:00 p.m., Thursday, ,luly 26th, 200:1. Present: President Kristen Smith; Vice President Kevin Lynch; Board Secretary Mary Strom; Sue Lindsay; Trustee Sue Lindsay; Trustee Tom Tully; Library Director Thomas _l. Moran, and Recorder Denette Kellogg. Absent: Trustee .lack Felderman~ Trustee Michael Shubatt 1. Smith called the meeting to order at 4:02 p.m. "Moved to adopt the meeting agenda of Ju/y 26, 2001 with the addition of agenda /terns under/tern 6. Director's Report as fo/lows: H. Pos/t/on Changes; £ Transit/on Process." Mot/on: Lynch Second: Lindsay Vote: Aye - 5; Nay - 0 2. Welcome and Introductions of New Board Members - Smith welcomed, on behalf of the Board, newly appointed Board members Tully (present) and ShubatL (not present) to the Library Board. 3. Library Board of Trustees' Board minutes: "Moved to adopt the minutes of the Library Board of Trustee's meeting hem June 28~, 2001." Mot/on: Lynch Second: Lindsay Vote: Aye - ~; Nay- 0 4. President's Report- A. Nominations for Board Officers by Nominating Committee and Election of Board Officers - Smith reported on recommendations from the Nominating Committee. Library Board of Trustees Minutes of July 26, 2001 "Moved to elect the fo/lowing s/ate of Library Board of Trustee Officers: Kev/n Lynch for Board Pres/dent, Kr/sten Sm/th for Board V/ce-President, and Mary Strom for Board Secretary." Notion: Lindsay Second: Strom Vote: Aye - 5,- Nay- 0 Lynch thanked the Board and reported on the following Committee assignments: Operations Committee - Committee Chair Trustee Smith, Trustee Lindsay and Trustee Lynch; Relations Committee - Committee Chair Trustee Felderman, Trustee Tully and Trustee Lynch; Planning Committee - Committee Chair Strom, Trustee Schubatt and Trustee Lynch. Ubrary Foundation Report - Smith reported that the Foundation Board met on July 5th. Smith reported that Centennial "Appraisal in the Schools" small group is moving forward with planning for themed activities highlighting the Library's centennial celebration in the schools. The FoundaUon agreed to utilize Foundation funds as needed for the centennial project. Smith reported that preliminary planning for the annual Foundation fund drive has begun and would concentrate on specific areas of fund raising. Smith agreed to continue to serve on the Foundation Board as the Library's representative. The Board thanked the Foundation for its active role in the Library's Centennial celebration and for its funding of critically needed projects. The Board suggested that a "grand opening" ribbon cutting ceremony and reception take place after the Public Intemet project is completed thanking the Library Foundation for its ongoing support. Moran reported that the project is scheduled to be completed in the next month. Schedule of Board Members Terms - Smith reported that as requested by the Board, a letter of concern over five Board member's terms expiring at the same time was sent to the Mayor. Horan reported that to remedy the problem, that two people could extend their terms to create better spacing of terms. Smith charged the Relations Committee to research the possible solutions and report back to the Library Board. 6. Director's Report: A. Revenue & Expenditure Financial Report Summary FY01 - Moran provided a detailed fiscal year end revenue and expenditure operating report and gift -2- Library Board of Trustees Minutes of July 26, 2001 fund status report. Moran reported that the Library's maintenance level budget is projected to come in under budget at approximately 99% budget spent. Moran reported that the Library's revenue is projected to come in higher than projected. Moran reported that the 13th month report due out in August would be the final FY0! fiscal report. Report on FY-03 Budget Preparation - Moran reported that preliminary budget preparation continues with Coordinators. Moran reported on specific line items that would be increasing particularly in the equipment maintenance areas. Moran reported on the ICN room equipment repair that would become an expense, previously provided by the ICN. Tom asked for any suggested projects for Improvement Packages and Capital Improvement projects. Statistical/Service Reports for June 2001 and Fiscal Year End - Moran reported a 2% increase in Circulation, and a 28% increase in Public Internet usage. Moran reported that the gate count is down and that this issue continues to be in question as the Circulation is up. Moran reported that Staff would continue to test the gate count periodically to investigate the possibility of a gate count inaccuracy; Moran reported that 3M is also monitoring the gate count problem. Moran reported that the new phone system installation is temporarily on hold and that installation would move forward alter the budget request to cover specific items is reviewed by Merrill Crawford, Cable Manager. Library Program and Calendar Update - Moran reported on the following programs: · the first of the "Great Decision Series" programs began yesterday and was well attended. The second program is scheduled for Wednesday, August 8th. Tully provided a review of past programs hosted by the University of Dubuque. · sign-up for collaborative program offered by Children's and Young Adult called, "book buddies" where older children team up with young children to be read to and help promote literacy amongst one another. · Children's and Young Adult summer reading programs are culminating with a pool party and pizza party. · the Library is scheduled to host a Spanish American Book Club that will be held the third Monday of each month. Trustee Lindsay helped to organize the book club, which will be facilitated initially by Dr. Lana Santamada, Professor of Spanish at the University of Dubuque. -3- Library Board of Trustees Minutes of July 26, 2001 Moran reported that the Library would be closed ThursdaY, August 9th for Staff Development Day. Moran reported that the focus of day's training would be on customer service with Pryor Resources providing a professional facilitator. Marketing Update - Moran reported on the increased media exposure due to various marketing efforts. Moran provided a statistical report of the number of articles appearing in the Telegraph Herald January 2001 through June 2001. Moran reported that weekly radio interviews and print media continue to be successful areas of marketing Ubrary services to the public. Partnership Grant Request - Moran reported that planning for acquiring a kiosk through grant funds is underway as part of a Capital Improvement Project (CIP). Moran suggested, the Board agreed, that installation of the kiosk be completed prior to the acquisition of a van. Enrich Iowa FY2002 - Moran provided the Enrich Iowa summary provided by the State Library. Moran reported that the three library funding areas of Enrich Iowa, Open Access and Access Plus have been combined. Moran reported that the Library will receive approximately 3% less than last year with a total of $42,148 for all three funding areas. Smith signed the contracts with the State Library of Iowa regarding the acceptance of these funds. Library Position Changes - Moran announced the retirement of Circulation Supervisor Mary Wilson, whose last day is August 10, 2001. Moran reported that Wilson's husband has accepted a position with Mothers Against Drunk Driving (MADD) in Missouri. Moran reported on meeting with Activity Coordinators regarding the Circulation Supervisor position and the need for cross training between Adult Services and Circulation. "ploved to £#1 the Circulation Supervisor temporarily at the Library Aide love/." Plot/on: Smith Second: Tully Vote: Aye - 5; IVay- 0 The Board requested that Moran work with City Hall Personnel to fill the position as needed. I. Library Transition Process - Moran announced his acceptance of the new position of Assistant Library Director, Austin Public Library, Austin, Texas -4- Library Board of Trustees Minutes of July 26, 2001 and that his last day is expected to be mid-September with a final date to be set. The Board reviewed the possibility of hiring a consultant to aid in the Director's search. The Board charged the Relations Committee with researching the "Director Search" options and with bringing a recommendation to the Board at its August Board meeting. The Board also charged the Relations Committee with bringing a recommendation as to who should serve as Acting Director during the interim after Moran leaves and prior to a new Director filling the position. 7. Communications/Public Comment: Lynch, on behalf of the Library Board, thanked Smith for her service and dedication as Board President this past year. 8. "IV/ob'on to adjourn. Plo&'on: Smith Second: Lindsay Vote: Aye - 5; IVay - 0 The Board adjourned at 5:26 p.m. Mary Strom Board Secretary -5-