Minutes Library 8 23 01 Carnegie-Stout Public Library
Board of Trustee's
Meeting Minutes of Thursday, August 23rd, 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, August 23rd, 2001.
Present:
President Kevin Lynch; Vice President Kristen Smith; Board
Secretary Mary Strom; Trustee Jack Felderman; Trustee Sue
Lindsay, Trustee Tom Tully; Trustee Michael Shubatt; Ubrary
Director Thomas 3. Moran, and Recorder Denette Kellogg.
Smith called the meeting to order at 4:01 p.m.
"Noved to adopt the meeting agenda of August 2~rd, 2001."
Mot/on: Strom ~z ..
Second: Felderman ~ c~
Vote: Aye - 7; Nay - 0
2. Library Board of Trustees' Board minutes:
"Moved to adopt the minutes of the L/bran/ Board of Trustee's
meeting held July 25®, 2001 with the fo#owing changes; reflect that Trustee
L/ndsay and Tu/ly were present; page 3, agenda item 6.D. to reflect that Dr.
Lana Santamar/a is a former Professor of Spanish at the University of
Dubuque."
Motion: Strom
Second: Sm/th
Vote: Aye - 7; Nay - 0
3. Board Correspondence - Lynch reported receiving an official letter of
resignation from Library Director Tom Moran dated August 23, 200! and shared
the letter with the Library Board. The Board shared its appreciation for Moran's
service to the Library and to the community during his tenure. Lynch reviewed
with the Board three comment cards received.
4. President's Report: Lynch welcomed new Library Trustees Tully and Shubatt to
the Library Board. Lynch reported on the various challenges and new directions
of the upcoming year, highlighting the hiring of a new director, planning for the
Library Board of Trustees
Minutes of August 23, 2001
Library's renovation, review of the Library's Internet policy, and planning for the
Library's centennial celebration.
Library Foundation Report - Lynch asked that Smith, the Library Board's
representative as Foundation Board member, provide the report. Smith
reported that Centennial "Appraisal in the Schools" small group, led by
Foundation President Janet Marxen and Foundation Board Officer Donna
Bauerly, met and continues to move forward with implementation of
student's designing themed projects highlighting the Library's centennial
celebration in the schools. Smith reported that the Library provided 50
prints that are being framed for each school as part of promoting the
project. Smith reported that the culmination of this event includes
showcasing and displaying student's projects at the Dubuque Fest in May
2002. Smith reported that the Foundation Board is scheduled to meet
following today's Library Board meeting.
B. Review of Board and Committee Schedules - Lynch reviewed the proposed
FY02 Board and Committee meeting schedules.
"Noved to adopt the tentative FY02 Board and Committee
meeting schedu/es."
Not/on: Felderman
Second: Sm/th
Vote: Aye - 7; Nay - 0
5. Committee Reports:
A. Relations Committee - Felderman:
1) Recommendation for Acting Director Appointment - Felderman reported
on the Committee's interview of candidates for the Acting Director
position and on the list of Acting Director job duty responsibilities.
"Noved to appoint Children's Coordinator Jean Gullikson and
Technica/ Services Coordinator Deb Fliege/ as Co-Acting D/rectors
during the interim period of the current D/rector/earing and the new
D/rector being hired, and to approve the job duty responsibi/it/es as
proposed."
Not/on: ?elderman
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Library Board of Trastees
Minutes of August 23, 2001
Second: Sm/th
Vote: Aye - 7; Nay- 0
Felderman reported that each Co-Acting Director would have specific job
responsibilities as well as joint responsibilities as listed on the Acting
Director .]ob Responsibilities form provided. The Board suggested that
part-time/on-call personnel be utilized as needed in the Children's and
Technical Services area to cover some of the Coordinator duties
performed by Gullikson and Fliegel.
2) Recommendation for "Director Search" Process -
a) Felderman reported on the Search Committee's development of a
listing of recruitment resources. Strom suggested that the Iowa
Workforce Development Center be added to recruitment resources
and Smith suggested that the recruitment resource LIBJOBS be
posted on the listserv e-mail alert.
"Moved to approve the Recruitment Resources//sting
with the two suggested additions as indicated."
Mot/on: Felderman
Second: Strom
Vote: Aye - Z; Nay - 0
b) Felderman reported on the Search Committee's development of
interview questions compiled from past interview lists and new
suggestions. Felderman reported that the Committee would refine
the list as the interview process moves forward. Strom suggested
that question 17 be deleted and Shubatt suggested the wording of
questions 36 and 37 be reviewed by the Search Committee to include
a question on "how to motivate".
"Moved to approve the interview questions as submitted
with the deletion of quest/on 17, and approve of the Search
Committee to refine the list as needed."
Motion: Felderman
Second: Lindsay
Vote: Aye - Z; Nay- 0
3) Schedule of Art Subcommittee and Centennial Subcommittee Meetings:
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Minutes of August 23, 2001
a)
Felderman reported that a letter signed by Centennial Subcommittee
Chair Lynch was sent to Centennial Subcommittee members briefing
them on the purpose of the Committee and providing them with the
guidelines as set forth by the Library Board. Felderman reported on
the list of Subcommittee members and that he has contacted City
Staff inviting a representative to serve on the Centennial
Subcommittee. Lynch reported that he would work with Library
Administration to set-up the initial meeting in September 2001.
b)
Felderman reported that the Art Subcommittee is tentatively set to
meet prior to the Relations Committee meeting on Thursday, October
18, 2001. Felderman reported on the list of Subcommittee members
and the Subcommittee guidelines as set forth by the Board.
B. Operations Committee - Smith:
1)
Revenue & Expenditure Financial Reports Summary ,luly 2001 - Smith
reported no exceptions to the report. Moran reported on specific line
item expenditures have been prepaid. Moran reported that both prepaid
lines of Telephone and Data Processing exceed the budgeted amounts
due to unexpected increase in software and processing costs. Moran
reported that should the prepaid amounts be less at the end of the fiscal
year, a refund would be received. Moran reported that prepayment of
expenditures in the Periodicals line and DP Maintenance line would be
reflected in the August report. Moran reported on the Library
Acquisitions report and the Fines and Fees annual report.
2)
Budget Planning FY2003 - Smith reported that the ongoing review of
FY2003 budget submission by the Committee and the Board would
receive an update at each meeting as budget planning progresses.
a)
Improvement Packages (IP) Review - Smith reported on the IP
requests. Moran reported that the funding request for e-books would
allow reading of books through Library computers. Moran reported
that the phone jacks for local and "800" numbers would allow patrons
to utilize their own laptop computers to plug-in for online access.
Moran reported that the Public Internet Terminal project funded by
the Library Foundation is scheduled to be completed by mid-
September. Strom suggested that requests for additional public
Internet terminals be submitted. Moran reported on the current
project funded by the Library Foundation that would increase the
number of terminals by four. Smith reported that once completed, a
reception and ribbon cutting ceremony would be held to thank the
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Minutes of August 23,200I
Library Foundation for the funding of this project and for all its past
support to the Library.
b)
Capital Improvement Projects (CIP) Review - Moran provided a
summary of the CIP, which needs to be resubmitted each year, and
reported that no new CIP would be submitted for FY03. Moran
reported that all project costs must be reviewed each year prior to
submission and that in particular, the renovation project estimates
would have to be re-estimated and the project name, Reference
Resource Center, should be renamed to reflect the larger planned
renovation project. Moran provided a cost estimate to the Library
Computer System Upgrade CIP to add a consultant firm to manage
the Request for Proposal (RFP) for the project. Moran reported that
this might not be needed should the Library Board decide to go with
the current vendor. Moran reported the State Library would be
providing the kiosk to the Library through a grant with the Library
being responsible for the kiosk installation and maintenance charges
upfront with the installation charges being reimbursed to C-SPL from
the State Library. Moran suggested that the kiosk CIP project be
completed in phases with the kiosk to be installed first with a book
drop to be completed in a later phase. Moran reported that
consideration for providing the book drop include hours for staff to
empty the book drop and the purchase of a van for use to and from
emptying the book drop. Felderman suggested that the Board
continue to review possibilities for additional parking for Library
patrons.
C. Planning Committee - Strom:
1) Space Planning/Building Renovation Update - Strom reported that OPN
Architects would be providing a preliminary planning report at the Library
Board Space Planning Worksession scheduled for 4:00 p.m., August 30th
in the Library Board room.
2) Personnel Manual Chapters Review-
a) Chapter XV - Conventions, Seminars, Workshops & Training
Programs - Strom reviewed the proposed changes to the chapter as
recommended by the Committee with the Library Board and noted
that the changes in both chapters correlate with the City Personnel
Manual.
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Library Board of Trustees
Minutes of August 23, 2001
"Moved to approve the revisions as submitted for
Personnel Manual, Chapter XV- Conventions, Seminars,
Workshops & Training Programs as submitted."
Mot/on: Shubatt
Second: Smith
Vote: Aye - 7; Nay - 0
b) Chapter XVI - Travel Expenses - Strom reviewed the proposed
changes to the chapter as recommended by the Committee with the
Library Board.
"Noved to approve the revisions as submitted for
Personne/ Manua/, Chapter )(VI- Trave/ Expenses as
submitted."
3)
4)
Motion: Strom
Second; Felderman
Vote: Aye - 7; Nay - 0
Proposed Schedule of Review for Long Range Plan - Strom reported that
the Committee plans to review the Long Range Plan at Committee
meetings, bringing back a final report with revisions to the Board as
needed and when completed. Strom reported that the Committee
suggests that there is a strong need for staff to complete the public
relation's tasks including input from the public regarding Library service
through surveys. Moran reported on the Improvement Package (IP)
request requesting for staff to provide public relations duties, lvloran
reported that long range plans of other Iowa libraries are available to the
Library Board for review.
African American History Exhibit - Strom reported on the Committee's
recommendation to approve a request from the City's Human Rights
Department to exhibit an African American Historical exhibit in the
Library's second floor rotunda area November through December 2002.
Moran reported that the size of the exhibit is 10' x 6' x 3'.
"Moved to approve the request from the O'ty's Human
Rights Department for the Library to host an African American
Historica/ exhibit in the Library's second floor rotunda area
November through December 2002,"
Plo tio n : Stro m
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Minutes o£August 23, 2001
Second: Smith
Vote: Aye - 7; Nay- 0
6. Director's Report:
Statistical/Service Reports for July 2001 - Moran reported that in
comparison to July 2000 the circulation and the gate count increased.
Moran reported that increase in Internet usage could be attributed to the
increase in terminals and by allowing patrons to utilize the computers
without a time limit. Moran reviewed the annual volunteer report and
reported that volunteer hours have been affected by a large group of
Gannon Center volunteers who are no longer able to volunteer at the Library
each week. Moran reported that both the Young Adult and Children's
summer reading programs were successful and well attended. Moran
reported on August 9, 2001 Staff Inservice on customer service and
provided a report of the program evaluations completed by attendees.
Library Program and Calendar Update - Moran provided a program calendar
for September and October 2001 and reported on the following programs:
· the Spanish American Literature Reading Club organized by Board
Member Lindsay holds its first discussion meeting on Monday,
September 17, 2001.
· the "Lollipops and Music for Our Preschoolers" program, funded by
the Friends of the Library, begins in September. Moran shared
promotional magnets listing the schedule of the programs in the
concert series.
· Michael Luick Thrams, Author of "Out of Hitler's Reach," about
European refugees during W~NII who lived at the Scattergood Hostel
near West Branch, Iowa is scheduled to do a program at the Library
Friday, September 28th at 7:00 p.m.
Moran reported on a request from the Dubuque Youth Symphony to hold
program in the Library's 2nd fioor rotunda on October 14, 2001,
"hOoved to approve the request for the Dubuque Youth
Symphony to hold a fundraising event in the Library on
October 14, 2001, with non-profit room rental fees to be
app/ied in accordance with the Room Rental Policy."
Notion: ?e/derman
Second: Sm/th
Vote: Aye - 7: Nay - 0
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Mhautes of August 23, 2001
C. Personnel Update - Moran reported filling the Circulation Supervisor position
with Adult Services Library Aide lVlichelle Hellmer, and Ann Straley has
become Coordinator of both the Adult Services and Circulation Services
activities. Moran reported that he met with Circulation Staff on August 22,
2001 to provide information on the transition process and reported on the
revised job description of the Circulation Supervisor.
7. Communications/Public Comment: Moran reported that his last day is scheduled
for Friday, September 21, 2001.
8. "/~ot/on to adjourn."
Mot/on: Felderrnan
Second: Sm/th
Vote: Aye - .7,. Nay - 0
The Board adjourned at 5:46 p.m.
Hary Strom, Board Secretary
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