Minutes_Library Board of Trustees 10 20 14 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of October 20, 2014
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Lacy Board Room at 4:00 p.m. on Monday, October 20, 2014.
Present: President Mike Willis; Secretary Dan Boice; Trustee Paula
Connors; Trustee Jon Trotter; Trustee Patty Poggemiller;
Director Susan Henricks, and Recorder Denette Kellogg
Excused: Vice President Jenny Weiss and Trustee John Anderson-Bricker
1. President Mike Willis called the meeting to order at 4:01 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Monday, October 20,
2014."
Motion: Poggemiller
Second: Boice
Vote: Aye -5; Nay— 0
2. Approval of Library Board of Trustees' Minutes of Thursday, September 25, 2014.
"Moved to approve the Board minutes of Thursday, September 25
2014."
Motion: Connors
Second: Poggemiller
Vote: Aye - 5; Nay — 0
3. Board President's Report: Communication with Dubuque City Council for
September 2014.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, September 25, 2014."
Motion: Connors
Second: Poggemiller
Vote: Aye - 5; Nay— 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary on the following topics to the Library Board with
additional comments:
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1) Library Financial Report Fiscal Year 2015 (FY15) — Henricks
reported that September marked the end of the first quarter of
FY15 representing passage of 25 percent of the budget period.
Expenditures were at 22 percent and revenue collected was at 24
percent of projections. The Capital Improvement Project (CIP)
budget hearing was held on October 20, 2014, at 9:00 a.m. and
the Maintenance Budget hearing is scheduled for November 5,
2014, at 3:00 p.m. The improvement packages (IP) will also be
reviewed at the Maintenance Budget hearing and represent
projects or initiatives that are above and beyond the standard
operating budget.
The CIP requests this year include:
• New main entrance doors, which were not included in the
renovation budget
• A backup generator for use during extended power
outages
• A switch to increase the speed of the library's network and
internet access
The IP requests this year include:
• Epoxy coating for the chiller to extend its life
• E-book funding
• Computers not already on the equipment replacement
schedule
• Funding for Sunday hours during the three summer
months that the Library is closed
• Restoring the first floor marble and polishing and sealing
the second floor marble
• Author visits for adult programming
Willis questioned how there are some computers not on the
replacement schedule; Henricks responded that the library has
some equipment that was acquired through grants.
2) Library Use Statistics — Henricks reported that check-out of
materials decreased in September compared to September 2013;
however, downloadable media circulation has increased. Freegal,
the digital music collection, has realized the most significant
change represented by a 180 percent increase in use compared
to the same time last year. E-books and a-audio material
increased 20 percent compared to the same time last year and
now accounts for 7 percent of all check-outs. Many other Iowa
libraries have experienced this change in use.
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Willis questioned the Adult database use statistics and the
discrepancy in usage from FY14 and this year; Henricks
responded that she is reviewing this. Henricks told the Board
about the Passport to Reading Program, which will bring the first
grade students from the four downtown schools designated as "in
need of assistance" (Lincoln, Audubon, Prescott and Fulton) to
the Library where the children will receive a passport, which they
will take to different stations in the Youth Services department to
be stamped as they complete the station's activity. They will meet
the librarians, learn where resources are in the library, learn the
early literacy computer, see different activities available at the
library, and get a library card. At the end each child will get a
book to help build their personal home library, and return to
school. To promote more active reading after their visit to the
library, each schools' first-grade class will have a competition to
read the most books for the remainder of the school year. The
class that reads the most throughout the school year will win a
pizza party.
B. Library Comment Cards - The Library Board reviewed the comment
cards received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
and the Library Comment Cards. "
Motion: Connors
Second. Trotter
Vote: Aye —5; Nay— 0
5. Action Items:
A. Strategic Plan — Willis reported on the correspondence received from
Trustee John Anderson-Bricker in response to the outline draft of the
strategic plan. The Board reviewed the goals beginning with goal one,
expanding service to underserved populations. Connors stated that it
would be a good experiment to start with a small rented space on the
west side to see how it is utilized. Funding from a bequest can be
used to support this service and, if it is popular, then consideration will
be given to initiate a library levy in 2017. Poggemiller stated she is
not in favor of a bookmobile, but is in favor of a west side presence.
Willis stated that if the decision is to move forward with a west side
branch, the Library will need to be able to answer questions and justify
CSPL being so close to the county library. Poggemiller stated she is in
favor of putting a store front location in the area near the Hy-Vee on
the Arterial where the book vending machine is, as it would be
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convenient for people. Willis stated he sees this as serving the people
where they are instead of forcing them to come to the downtown
library. Trotter stated that he believes people who live and work on
the west side do not visit downtown often because it is not convenient.
Henricks stated that the library has a good connection with public
transportation, as the Jule stops at the library year round and the
trolley stops during the summer. Henricks will do a feasibility study on
the possibility of validating parking for library patrons. The Board felt
that the goals should be developed by the Planning Committee and
then handed over to Henricks and staff for input.
"Moved to refer these goals to the Planning Committee for further
development."
Motion: Connors
Second. Boice
Vote: Aye —5; Nay— 0
B. Library Hours — Henricks provided an update on the staffing shortages
at the library. The City Manager approved hiring to fill the positions
vacated by employees terminated recently associated with the Library's
internal audit; however, the hiring freeze applies to staff members who
left for other reasons. Henricks reported that as of November 1, 2014,
the library will be short 109 hours in public service positions per week,
which should go down to 89 hours, with the hire of one 20 hour per
week person. Henricks has been working in the Adult Services Activity
to help ease the shortages and may soon assist in the Circulation
Activity. The City Manager will be reviewing the hiring freeze in
general around mid-November. The Board directed Henricks to
prepare a recommendation of hour reduction to the Board.
7. Library Board Adjournment - The Board adjourned at 5:28 p.m.
"Motion to adjourn."
Motion: Connors
Second.• Boice
Vote: Aye — 7; Nay— 0
Dan Boice, Board Secretary
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