Minutes_Library Board of Trustee 11 19 14 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of November 19, 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 Wednesday, November 19, 2014.
Present: President Mike Willis; Trustee John Anderson-Bricker; Trustee
Paula Connors; Trustee Jon Trotter; Trustee Patty Poggemiller;
Director Susan Henricks, and Recorder Denette Kellogg
Excused., Secretary Dan Boice and Vice President Jenny Weiss
1. President Mike Willis called the meeting to order at 4:06 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Wednesday, November 19,
2014. "
Motion: Anderson-Bricker
Second: Connors
Vote: Aye —5, Nay— 0
2. Approval of Library Board of Trustees' Minutes of Monday, October 20, 2014.
"Moved to approve the Board minutes of Monday, October 20,
2014."
Motion: Connors
Second: Trotter
Vote: Aye — 5; Nay— 0
3. Board President's Report: Communication with Dubuque City Council for October
2014.
"Moved to receive and file the Communication with the Dubuque
City Council from Monday, October 20, 2014. "
Motion: Poggemiller
Second., Connors
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 November represented passage of 33.3 percent of
the fiscal year and expenditures were at 34 percent of
projections. Property insurance, which is input for the library into
the operating budget every year and is a line item the library has
no control over, was $10,475 over budget last fiscal year. This
fiscal year, this line is $4,000 over budget. In past years the
library has covered this line when it has gone over budget;
however, these funds come at the expense of materials and
programs and cannot be sustained.
Henricks informed the Board that Modern Piping reported they
would be in to replace the 1.5 inch piping to the air handling units
with 2.5 inch piping as specified. Henricks will update City
Engineering and the City Attorney.
2) Library Use Statistics — Henricks reported that check-out of print
material decreased in October compared to the same time last
fiscal year. The greatest decrease was realized in Open Access
(OA) borrowers who checked out 18 percent fewer items
compared to last year. Downloads of digital materials increased
21.5 percent. The decrease in circulation was primarily in the
Adult book collection.
3) RFID (Radio Frequency Identification) Update — Henricks reported
that most of the RFID tagging of the collection was completed
November 14 and the system should be live by Thanksgiving. A
flaw was realized in the check-out process and staff is working
with the vendor to resolve the issues. The problem will not
negatively impact patrons' experience as it does not affect the
self-check machines. Henricks informed the Board that the
system would only check out one item at a time, which is not
what was promised. Willis stated the issues need to be resolved
quickly, or the library should go with another vendor. Anderson-
Bricker questioned how much time is left before the library can
switch to another system and if the RFID tags will work with
another vendor. Henricks stated that she would have to look at
the contract with Bibliotheca but that the equipment will work
with any system as the tags are universal. Henricks also stated
that the new gates are installed and working well; however they
had to drill holes to accommodate the new gates, and if this
rough-in is not compatible with replacement gates the marble
flooring will be marred.
4) Portable Digital Media Lab Update — Henricks reported that
changes are taking place with the portable digital media lab, with
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the focus more on projects and outcomes. Youth in the Library's
programs will identify a project and build on it each month with
the goal of having an end project completed in April 2015. The
Loras College Honors Class that is leading this initiative will
participate in a symposium in April of 2015 and provide the venue
to highlight the completed projects. The Loras College Marketing
Club students are interested in promoting the portable digital
media lab. Efforts to build the lab continue and a grant was
submitted to fund four 3-D printers for this project.
5) Upcoming Events — Henricks reminded the Board of the Art @
Your Library° Holiday Show Opening Reception on Friday,
December 5 and the Christmas Tree Lighting Ceremony and
music program on Sunday, December 7. The holiday reception
for library staff and volunteers is on the same day as the next
Board meeting, Thursday, December 18 from 2:00 to 4:00 p.m.
with the Board meeting to follow.
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,
RFID Update, Portable Digital Media Lab Update, Upcoming Events,
and the Library Comment Cards."
Motion: Connors
Second: Trotter
Vote: Aye —5; Nay— 0
5. Action Items:
A. Art Subcommittee ReconNnendation to Receive the Sculpture "Family
Read"— The Board reviewed the Acceptance of Art Contract with artist
Gail Chavenelle. Chavenelle is donating the sculpture to the Library
with the acceptance of the contract.
"Moved to accept the recommendation from the Art Subcommittee
to approve the Acceptance of the Art Contract for the "Family Read"
Sculpture. "
Motion: Connors
Second: Anderson-Bricker
Vote: Aye —5; Nay— 0
B. Library Hours — Discussion took place in regard to Library hours and
recommended options for reduction of hours as presented by the
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Henricks report due to the hiring freeze the City is now under. One 20
hour employee was approved by the City Manager but this leaves the
Library still so short in staffing that operations cannot be sustained.
Anderson-Bricker questioned how long the hiring freeze will be in place
and Henricks responded that this is unknown. The Board reviewed the
options provided by Henricks of reduction of hours due to staffing
shortages. They agreed that closing one day per week is better than
impacting each day with a reduction of hours and that Friday appeared
to be the best day.
"Moved to empower the Library Director to dose the Library on
Fridays if the current vacancies are not approved to fill. "
Motion: Connors
Second: Poggemiller
Vote: Aye— 5; Nay— 0
Trotter exited the meeting at 4:50 p.m.
C. Strategic Plan — Draft —The Board reviewed the draft of the strategic
plan and asked that the Planning Committee meet to review the plan
in its final form for the Board's review.
Poggemiller exited the meeting at 4:58 p.m.
Anderson-Bricker exited the meeting at 5:00 p.m.
7. Library Board Adjournment - The Board adjourned at 5:14 p.m.
Dan Boice, Board Secretary
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