Loading...
Minutes Library 11 16 00Carnegie-Stout Public Library Board of Trustee’s Meeting Minutes of Thursday, November 16, 2000 The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the th Library Board Room at 4:00 p.m., Thursday, November 16, 2000. Present: President Kristen Smith; Vice-President Kevin Lynch; Board Secretary Mary Strom; Trustee Steve Augspurger; Trustee Jack Felderman; Trustee Sue Lindsay; Trustee Edmund Vandermillen; Library Director Thomas J. Moran, and Recorder Denette Kellogg. Public Present: Sandra Parrett, President - Friends of the Library 1. Smith called the meeting to order at 4:01 p.m. “Moved to adopt the meeting agenda of November 6, 2000.” Motion: Felderman Second: Lynch Vote: Aye – 7; Nay – 0 2. Library Board of Trustees’ Board minutes – “Moved to adopt the minutes of the Library Board of Trustee’s meeting held th October 26, 2000 with the following change; page 3, paragraph 1 replace the phrase “administrative policy” to “administrative directive” as provided in the first and third sentences of the paragraph.” Motion: Felderman Second: Augspurger Vote: Aye – 7; Nay – 0 Lindsay noted the importance of the presentation given on Internet filtering at the October 26, 2000 Board meeting. The Board agreed to utilize all of the information it receives regarding Internet filtering when the Library’s Internet Policy comes under review by the Board. 3. Board Correspondence - Smith reviewed four patron comment cards with staff responses. The Board discussed the patron suggestion of the addition of exterior lighting and reported that several requests from patrons asking for additional exterior lighting have been received this past year. Felderman reported that the Library’s Long Range Plan includes a goal of additional exterior lighting. The Board agreed on the importance of providing additional exterior lighting. Library Board of Trustees Minutes of November 16, 2000 “Moved to direct Library Director Tom Moran to investigate and provide possible solutions for providing additional exterior lighting in “dark” areas located on the exterior of the Library building.” Motion: Felderman Second: Strom Vote: Aye – 7; Nay – 0 4. President’s Report: A. Library Foundation Report – Smith reported on the October Board meeting. Smith reported that the annual fundraising campaign is going well, with an individual phone drive on November 9 and this part of the campaign near completion. Smith reported that Foundation Board agreed using the Library’s Grant Wood prints that are available as part of the Library’s centennial essay contest project with a Dubuque Community Schools. Smith reported that a member of the Foundation would meet with the Art-Sub- Committee to share its plan for the project. B. Other: 1) Trustee Materials – Smith distributed an updated Board and Committee listing. 2) Patron Complaint – Smith reported on a letter received from a niece of a patron in regard to the lack of Library personnel to help provide assistance to handicapped patrons who are unable to carry their Library materials to and from their vehicles. Smith reviewed the response letter signed by Smith, on behalf of the Board, that was sent to the patron’s niece. Smith reported that the letter contained much of the same information as a previous letter sent to the patron’s daughter. Moran reported that Library Staff provides assistance of this type to patrons whenever possible but that if a patron could call ahead they could be told when additional staff would be available so they could come in at these times. The Board reported its satisfaction with the motion made at the October 26, 2000 meeting to develop an administrative directive to provide information to staff on helping patrons when possible, and asking patrons to come at a time when additional staff would be available to help. Felderman suggested that the Library Board establish a process for responding to correspondence received by the public. The Board discussed the following process regarding correspondence addressed to the Board; correspondence addressed to the Board will be reviewed by - 2 - Library Board of Trustees Minutes of November 16, 2000 the Board President, who will review the correspondence with the Library Director and contact other Board members if warranted for additional input. Board members will receive copies of all letters addressed to the Board and letters signed by the Board President on behalf of the Library Board. The Board President responds to all letters received by the Board. The Library Board will review correspondence as needed at regularly scheduled Board meetings. Moran said that the Public Relations Policy could be reviewed by the Board for compliance with this procedure. 5. Committee Reports: A. Relations Committee – Felderman: 1) Friends of the Library Report – Parrett reported that its annual membership drive has begun and distributed membership applications to the Board members. Parrett reported on the Friends project funding of $2,500 for blinds for the Children’s area, and $3,000 for audio-visual shelving in the Adult area. Parrett reported that the Friends continue ongoing support of the “Books to Go” program. The Board thanked the Friends for their help and support of these very important projects. Parrett reported that the Friends Board is losing two Board officers. 2) Schedule Art Sub-Committee Meeting – Moran reported on the schedule for contacting a local artist regarding an art show at the Library in the spring. Relations Committee members agreed to hold an Art Sub- th Committee meeting on Thursday, December 7 at 3:00 p.m. Vandermillen reported on names for the Library to contact who might loan art works to the Library for the art show. 3) County Libraries Trustees meeting – Felderman reported that the County Library task force would like to meet with at least two members th of each Board on the evening of December 5 at 7:00 p.m. at the County library in Farley. Smith and Strom agreed to attend the meeting. Moran reported that the meeting would provide a forum for which the Trustees can discuss recommendations from the County Library Study and provide ideas on how to make the non-resident services and fees more uniform. 4) Children’s Activity Proposal to Foundation – Felderman reviewed the memo reviewing the request for Author/Illustrator programs dated October 18, 2000. Felderman reported a positive recommendation for both programs and requested that in addition to the daytime programs that evening programs also be provided. - 3 - Library Board of Trustees Minutes of November 16, 2000 “Moved to approve the two author/illustrator programs as outlined in the memorandum dated October 18, 2000, as projects for Library Foundation review for Funding with the provision of providing an additional family type program in the evening, should the author/illustrator be available.” Motion: Felderman Second: Vandermillen Vote: Aye – 7; Nay – 0 C. Operations Committee – Lynch: 1) Expenditure and Financial Reports October 2000 (FY01) – Lynch reported that the expenditures are in line with the budget. Lynch reported that the Enrich Iowa funds in the amount of $17,255 have been received and restricted for projects as approved by the Board. Tom distributed the Gift Fund report received from City Finance. Lynch reported that the Open Access funds have been received and will be reflected in November’s revenue report. Smith asked if additional monies would be requested. Moran reported that the State has a lump sum of money which is divided out to Libraries based on the number of open access transactions from the previous fiscal year. Moran reported that the Library budgeted $23,000 and received approximately $24,588, which is a portion of what was requested, but is C-SPL’s portion of the monies available. Moran reported that the State Library hopes to provide additional funding opportunities in project areas. 2) FY Improvement Level Budget Requests – Lynch reviewed the detailed requests with the Board. Moran announced that the meeting to review the Library’s budget with the City Manager and City Staff is scheduled for 3:30 p.m., Tuesday, November 21, 2000 and invited the Board members to attend. Moran reported that in addition to the Maintenance Level budget, Improvement Level budget, and the CIP budget, a justification of items requested over the 2.5% standard increase would be provided. 3) Self-Check Replacement Proposal – Moran reported on his ongoing contact with the vendor, Vernon Library Supplies, with regard to the Board recommendations as approved at the October Board meeting. Moran reviewed his letter to 3M Library Systems dated November 7, 2000 requesting 3M product support. Lindsay asked if a timeline for response should be developed regarding this matter with Vernon Library - 4 - Library Board of Trustees Minutes of November 16, 2000 Supplies. Moran reported that he will contact City Attorney Barry Lindahl for guidance on this matter. 4) Technology Update – Lynch reported that the Library is scheduled to be connected to the City’s fiber optic ring in early December. Moran reported that currently, the City does not have an intra-communication e-mail system within the City. Moran reported that the connection will also allow for access to the Geographical Information System (GIS) which will be available to Library patrons. Lynch requested that the Ad- hoc Technology Committee schedule a meeting. C. Planning Committee – Augspurger: 1) Listening/Viewing Stations Policy – Augspurger presented the revisions to the Listening/Viewing Stations Policy. Augspurger reported that previously there was one policy for each, the Listening Stations and Viewing Stations, and the revisions allow for creating one uniform policy. Felderman suggested, the Board concurred, to reword rule number 2., to clarify use of the Adult Services equipment by Children and revise rule number 3., permitting two users at both the Adult and Children’s listening/viewing stations at one time. “Moved to adopt the proposed revisions to the Listening/Viewing Stations Policy.” Motion: Augspurger Second: Lynch Vote: Aye – 7; Nay – 0 2) Review of Personnel Manual Chapters 11 & Chapter 12 – Augspurger reviewed the proposed changes to Chapter 11, Vacation and Chapter 12 Casual Day. Augspurger reported that the changes bring these chapters in line with the City’s policy manual. “Moved to adopt the proposed revisions to the Personnel Manual, Chapter XI - Vacation, and Chapter XII - Casual Day.” Motion: Augspurger Second: Lynch Vote: Aye – 7; Nay – 0 Smith reported that once the Board reviews each of the Personnel Manual chapters, the Board will review the manual as a whole for approval. - 5 - Library Board of Trustees Minutes of November 16, 2000 3) Review Method and Schedule for Architect Selection – Augspurger reviewed the proposed Architect Selection process for the FY2002-2003 building renovation as outlined in Moran’s memo dated November 3, 2000. Augspurger reported that the Board would interview 3-5 architects and make a final selection. “Moved to approve the Architect Selection process for the FY2002-2002 building renovation as outlined in Library Director Tom Moran’s memo to the Planning Committee dated November 3, 2000 as a working plan.” Motion: Augspurger Second: Lindsay Vote: Aye – 7; Nay – 0 Smith asked that a status report on the plan be provided to the Board at its monthly meetings. 6. Director’s Report: A. Statistical/Service report for October 2000 – Moran reported an increase in Circulation and Reference inquiries; with a decrease in gate count. B. Schedule of Board and Staff Christmas Social – Moran announced that the Board and Staff Christmas Social is scheduled for December 14 at 3:00 p.m., prior to the Board meeting. C. Library Programs – Moran reported on Library programs scheduled for November and December and on efforts to build attendance for these programs. The Board suggested various marketing strategies including offering an e-mail alerting service for patrons interested in upcoming Library programs. Moran reported that he would investigate the possibility of offering this service to patrons. Lynch suggested that the Board review the need for a Marketing Sub-Committee. The Board suggested that should the improvement package for a volunteer coordinator be approved, that this person could assist in public relations. nd D. Other – Moran said that the 2 Rotunda/Gallery has been closed temporarily in the evenings and on weekends until the air conditioning has been fixed in the computer room. Moran reported that the closings would not have an effect on scheduled meetings. 7. “Motion to adjourn.” - 6 - Motion: Felderman Second: Strom Vote: Aye – 7; Nay – 0 The Board adjourned at 5:16 p.m. Mary Strom, Board Secretary