Minutes_Library Board of Trustees 7 1 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of July 1, 2015
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, July 1, 2015.
Present., President Mike Willis; Vice President Jenny Weiss; Board
Secretary Dan Boice; Trustee Angela Allred; Trustee Paula
Connors (entered at 4:04 p.m.); Trustee Patty Poggemiller;
Trustee Jon Trotter; Director Susan Henricks, and Recorder
Denette Kellogg.
1. President Mike Willis called the meeting to order at 4:03 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Wednesday, July 1, 2015,
with the addition of Action Item Review of Personnel Handbook "
Motion: Weiss
Second: Trotter
Vote: Aye — 6Nay— 0
2. Approval of Library Board of Trustees' Minutes of Thursday, May 28, 2015.
"Moved to approve the Board Minutes of Thursday, May 28, 2015 "
Motion: Poggemiller
Second: Weiss
Vote: Aye — 6, Nay— 0
Connors entered the meeting at 4:04 p.m.
3. Board President's Report:
A. Swearing in of Jenny Weiss for Board Trustee Appointment.
Trustee Jenny Weiss was sworn in for a second term of four years
expiring July 2019 by Willis.
On behalf of the Library Board and staff, Willis thanked Boice for his
service and presented him with a framed photograph of the library.
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B. Communication with Dubuque City Council for May 2015.
"Moved to receive and file the Communication with the Dubuque
City Councii from Thursday, May 28, 2015."
Motion: Boice
Second: Weiss
Vote: Aye - 7; 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:
1) Library Financial Report Fiscal Year 2015 (FY15) — Henricks
reported that May marked 92 percent of the fiscal year lapsing.
Overall budget expenditures were at 85 percent and revenue
collected was at 95 percent of projections.
2) Library Use Statistics — Henricks reported that business in May
was slow and the only growth area was in digital materials, which
increased 23 percent. Registration for new library cards showed
an increase of 9 percent over the same time last year. On June
8, over 1,000 children registered for the summer reading
program; nearly 900 of the sign-ups were done in person.
3) Updates from May 2015 Board Meeting — Henricks updated on the
following items from the May 2015 Board Meeting:
• Water remediation to the underground book drop chute
and the installation of a new materials box has been
completed.
• Replacement of the flooring at the entrance to the Youth
Services has been completed.
• Radio Frequency Identification (RFID) project has been
completed. Bibliotheca has not picked up their gates to
date, but have responded by email that they will get them.
The Board did not want responsibility for these gates in the
event of damage and requested Henricks notify Bibliotheca
of a pick-up-by date or storage fees will be charged to
Bibliotheca.
• A new agreement has been signed with Hirschl &Adler
Gallery in New York for the Heade painting.
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The Heating Ventilation and Air Conditioning (HVAC) is
being monitored during the hot and humid weather. The
piping to air handling unit (AHU) 5 has been changed to
21/2 inch and it is now performing well; however, since this
change, AHU 4 is challenged to keep up and not giving the
correct discharge air temperatures.
4) Multicultural Family Center and City Request — Henricks reported
that City Information Services staff have recommended that the
Multicultural Family Center (MFC) public computers fall under the
administration of the library. It has been proposed that the
computer licenses for the MFC computers be turned over to the
library who will then administer the services to the MFC patrons.
The MFC has thin client computers, which run off of a mainframe,
located at the City Annex. People cannot get full internet access
and the system is slow. The MFC is getting new equipment;
however it will be the same type of system. Henricks reported
that she has a meeting with Leisure Services (whose department
the MFC falls under), City Information Services (who provides the
computers and support to MFC), and the staff at the MFC.
The Board discussed how this endeavor would stretch the
Library's already stretched resources. The Board's consensus was
that this is not a good idea unless funding was provided to hire
the additional staff required. City staff have asked to attend the
July 23, 2015, board meeting to discuss the matter and answer
any questions from the Board.
5) Library Foundation Update — Henricks stated that the Library
Foundation is interested in meeting with the Library Board of
Trustees in a social setting to become better acquainted.
Connors will contact Library Foundation President Diann Guns to
find a time that works for both boards.
B. Library Comment Cards Received —The Board reviewed the comment
card received.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY15, Library
Use Statistics, Updates from the May 2015 Board Meeting, Multicultural
Family Center Report, Library Foundation Update, and Library
Comment Card. "
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Motion: Connors
Second. Weiss
Vote: Aye - 7; Nay- 0
5. Action Items:
A. Marketing Recommendation - Henricks updated the Board about the
possibility of reallocating funds from the materials budget to salaries in
order to hire a marketing person, which would require an
Improvement Package request in the following year to restore the
materials budget. Henricks expressed her strong support for hiring a
marketing person to promote library use, but not through funds from
the materials budget. Weiss felt that utilizing the trust funds to hire a
marketing person could be negatively viewed by the public after the
City recently requested that the Library use trust fund monies to fully
staff the library and the Board declined. Connors stated she would be
more comfortable utilizing trust fund money if the position was a
contracted position, which could be cancelled if necessary. Boice
questioned the purpose of the Mutchler Trust and Henricks responded
that expansion of library services is the purpose the Board gave this
fund. The Board agreed that marketing is necessary, and agreed to
hire a marketing consultant instead of an individual Library staff
member.
"Moved to approve the use of the Mutchler Trust Fund for
contracting a marketing consultant and for Henricks to draft a proposal
and scope of services needed for the next board meeting. "
Motion: Boice
Second: Connors
Vote: Aye - 7; Nay- 0
Poggemiller exited the meeting at 4:35 p.m.
B. Library Director's Evaluation - The Board reviewed the Library
Director's Evaluation.
"Moved to go into closed session in accordance with Iowa Code,
Chapter 21.5(1) to evaluate the professional competency of an
individual and that individual requests a closed session."
Motion: Boice
Second: Ailred
Willis called for a roll call vote.
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Connors —Aye
Boice -Aye
Weiss -Aye
Willis—Aye
Trotter—Aye
Allred—Aye
Motion passed with all 'Aye"votes.
The Library Board moved into closed session at 5:00 p.m.
The Library Board moved into open session at 5:10 p.m.
"Moved to go into open session of the Library Board. "
Motion: Weiss
Second: Connors
Willis called for a roll call vote.
Connors—Aye
Boice -Aye
Weiss -Aye
Willis —Aye
Trotter—Aye
Allred—Aye
Motion passed with all 'Aye"votes
C. Maker Space Proposal — The Board reviewed the six locations under
consideration for Maker Space. Henricks reported that the activity
supervisors met and is recommending Location 1, on first floor near
the north windows. The reason for this recommendation is that it is
highly visible, has potential for expansion, the stacks that would need
to be relocated could easily be moved to the second floor, and the
area has a built-in service desk large enough for two staff members,
one of which would be assigned to Maker Space. Willis did not think it
was a good location because the sitting area there is very popular, and
his opinion is that Location 5, the coffee bar area, is the best choice
since it is currently underutilized. Weiss reiterated that second floor is
a quiet area and Maker Space would cause disturbances. The Board
discussed locations 4, the current Youth Services work room, and 6,
the current Adult and Technical Services work room as good options.
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Boice exited the meeting at 5:28 p.m.
"Moved to direct Henricks to present location 6 and location 1 to
the architects for possible placement of the Maker Space Lab space
and get conceptual drawing and cost estimates for review at the next
board meeting."
Motion: Weiss
Second.- Connors
Vote: Aye —5; Nay— 0
D. Review of Personnel Manual — Henricks presented the Board with a
revision to the Personnel Manual the addresses nepotism. After
discussion the Board decided that no action was necessary at this
time.
7. Library Board Adjournment - The Board adjourned at 5:39 p.m.
"Motion to adjourn."
Motion: Weiss
Second: Connors
Vote: Aye —5; Nay— 0
LN-ILLI M�
Mike Willis, President Date
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