Minutes_Library Board of Trustees 3 22 12ORIGINAL
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of March 22, 2012
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met in the
Lacy Board Room at 4:00 p.m. on Thursday, March 22, 2012.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Trustee Diann Guns; Trustee Jenny Weiss; Library Director
Susan Henricks; Recorder Denette Kellogg; and Secretary
Jennifer Long
Absent: Trustee David Hammer
1. President Paula Connors called the meeting to order at 4:02 p.m. and the
agenda was adopted.
2012."
"Moved to adopt the meeting agenda of Thursday, March 22,
Motion: Anderson - Bricker
Second: Willis
Vote: Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, February 23,
2012.
2012."
"Moved to approve the Board minutes of Thursday, February 23,
Motion: Miller
Second: Guns
Vote: Aye - 6; Nay — 0
3. Board President's Report:
A. Exterior Signage — Connors reported that she received information on
options for changing the signs on Bluff Street and Locust Street from
Lange Sign. The options presented were:
• Option One, which was the option agreed upon by the Board, is the
same sign with paint that more closely matches the building and no
cost.
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• Option Two is the same sign but with narrower columns and a cost
of $2,200.00 per sign.
• Option Three is a sign with a solid limestone base and a cost of
$7,400.00 per sign.
• Option Four has two legs made of limestone facings and a cost of
$5,400.00 per sign.
Willis asked who is responsible for paying for these changes and Henricks
responded that, according to the Historic Preservation Commission, this
should be Lange Sign. Connors stated she felt uncomfortable asking
Lange Sign to pay for the changes when they installed the signs the Board
requested, even though they had failed to secure the proper permits.
Guns suggested sending a correspondence to the Historic Preservation
Commission expressing the Library's regret that the situation came to this,
but the Library would like to repaint the columns and then take the
Historic Preservation Commission's recommendation and the Library's to
the City Council for a decision. Henricks reported she was asked to
respond to the City Council by March 23, 2012, in order for the sign
review to be placed on the City Council agenda and the information into
the packets the City Council will receive prior to their meeting.
"Moved to have Henricks write a letter to the City Council for their
upcoming meeting packet explaining the signage situation, the Board's
decision to paint the signs and copying the Historic Preservation
Commission on the letter."
Motion: Guns
Second: Weiss
Vote: Aye - 6; Nay — 0
B. Communication with Dubuque City Council:
"Moved to table the Communication with Dubuque City Council."
Motion: Weiss
Second: Willis
Vote: Aye - 6; Nay — 0
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
additional comments:
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1) Library Financial Report — Henricks reported that sixty -seven
percent of the fiscal year has lapsed and sixty -eight percent
of the budget is expended. Revenue collected is at seventy -
one percent of projections. Henricks also reported that
utilities are over budget and that she has had discussion
with the Budget Director in the past concerning this.
Henricks confirmed that the FY13 budget request was
approved at the City Council meeting on March 7, 2012.
2) Library Use Statistics — Henricks reported that checkouts are
up eleven percent over last year; however, the gate count
was down one percent. Reference questions are up thirty-
six percent year -to -date, mostly attributed to the many
questions at the Recommendations Desk. Henricks also
reported that this year has seen a ninety percent increase in
Internet use over last year, due to the popularity of the
laptop computers which saw an eighty -seven percent
increase.
3) Materials Budget for Digital Content — Henricks provided a
summary of the process used to decide on the materials
budget for FY 2012, and reported that $13,402 was
reallocated from print materials for downloadable material
and $16,000 for DVD format. Henricks stated that a
materials budget review will be done again as the Library
enters FY 2013 to identify funds which can be used toward
DVD and digital media.
Anderson - Bricker questioned how the Library balances
entertainment versus educational longevity use when
purchasing material. Henricks stated that the librarians
consider various factors including fill rate, number of
reserves, non - fiction versus fiction, community based
planning and the Library's strategic plan when purchasing
materials. Henricks reported that the Library and most local
universities and colleges in the community have a reciprocal
borrowing program and library patrons have access to these
other institution's collections and can check out these
materials utilizing their Carnegie -Stout Public Library card.
Henricks also noted that the Library is able to provide
materials that are less in demand through Interlibrary Loan.
B. Library Comment Cards - The Library Board reviewed the comment
card received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Materials Budget for Digital Content and Library Comment Card."
Motion: Guns
Second: Weiss
Vote: Aye — 6; Nay — 0
5. Items for Action /Discussion:
A. Meeting Room Policy — The Board reviewed the revisions to the
Meeting Room Policy and Weiss questioned if the Library should have
a no red wine policy due to the risk of staining and the damage that
can be caused to the books and artwork. Henricks responded that
during any event at the Library, even after- hours, there is a
maintenance staff member present to address any issues with spills
and get them taken care of immediately. Guns questioned the spirits
item on the policy and also why if alcohol is approved, it must be
given to anyone requesting it, even if they are not part of the event.
Henricks stated that the rationale came from the City Legal
Department. Henricks stated spirits could be allowed; however, there
are additional legal requirements to do so. The reason alcohol must
be given to anyone requesting it is because the alcohol is being given
away free. It is also required that anyone serving alcohol at an event
at the Library have Social Host Liability Insurance of one million
dollars which is obtainable through a homeowner's or renter's
insurance policy.
"Moved to approve the Meeting Room Policy."
Motion: Guns
Second: Weiss
Vote: Aye — 6; Nay — 0
B. Fine Arts Policy — The Board reviewed the changes to the Fine Arts
Policy and its addendums. The Board requested clarification on the
sections of Selection and Future Acquisitions.
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"Moved to table the Fine Arts Policy until the next Board meeting."
Motion: Anderson - Bricker
Second: Miller
Vote: Aye — 6; Nay — 0
C. Internet Policy — The Board reviewed the revisions to the Internet
Policy and Weiss asked how the line is drawn between sexually
explicit and pornography and noted how subjective this can be. The
Board decided to use the Miriam Webster Dictionary definition of
pornography as "the depiction of erotic behavior (as in pictures or in
writing) intended to cause sexual excitement." The Board also
decided to change the ending of Section 1, number 1 to read
"Exposing unwilling patrons or staff to pornography — defined as the
depiction of erotic behavior intended to cause sexual excitement --
can be interpreted as sexual harassment. Users will not send, receive,
or display text or graphics which may reasonably be construed as
pornography. The library staff will be the arbiter of what may be
construed as unacceptable content and reserves the right to ban
patrons from using Internet computers who violate this policy."
"Moved to approve the Internet Policy with the changes to define
the word pornography and make library staff the arbiter of what may
be construed as unacceptable content."
Motion: Guns
Second: Willis
Vote: Aye — 6; Nay — 0
D. Inventory Security System — Henricks provided a detailed presentation
reviewing the Library's materials security system. The Board
concurred with Henricks suggestions.
"Moved to approve the security systems plan, as presented by
Henricks, with ongoing review and report back to the Board in five
months."
Motion: Guns
Second: Weiss
Vote: Aye — 6; Nay — 0
6. Communications /Public Comment:
• Henricks reported on the upcoming Volunteer Dinner and the desire to
recognize one of the Volunteers, who recently moved to Galena, with a
library card for a year and the Board concurred.
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• Henricks informed the Board that the Library Art Sub - committee is
reviewing the Library's artwork and is in the process of hanging pieces
in the Library. Since the Renovation, there is more natural sunlight
coming into the building and Sub - committee Member Mark Wahlert
stated that it would be dangerous to hang artwork in some areas until
some Ultra Violet (UV) glass or filters were purchased. To start,
artwork will be hung in areas that do not require such glass or filters.
• Henricks also handed out a flier on the Library's Money Smart Program
and informed the Board of the upcoming programs on financial literacy
that will be held at the Library during Money Smart Week.
7. Library Board Adjournment - The Board adjourned at 5:47 p.m.
"Motion to adjourn."
Motion: Guns
Second: Weiss
Vote: Aye — 6; Nay — 0
Frederick K. Miller, Board Secretary
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