Minutes Library Bd 12 14 00 Carnegie-Stout Public Library
Board of Trustee's
Meeting Minutes of Thursday, December 14, 2000
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p,m,, Thursday, December 14h, 2000,
Present:
Absent;
President Kristen Smith; Vice-President Kevin Lynch; Board
Secretary Mary Strom; Trustee Steve Augspurger; Trustee .]ack
Felderman; Trustee Edmund Vandermillen; Library Director
Thomas .]. Moran, and Recorder Denette Kellogg.
Trustee Sue Lindsay
1. Smith called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of December 14, 2000."
Notion: Fe/derman
~econd: Augspurger
Vote: Aye - 6 Nay - 0
2. Library Board of Trustees' Board minutes -
"Noved to adopt the minutes of the Library Board of Trustee's meeting he/d
November 16th. "
Mot/on: Augspurger
Second: Lynch
Vote: Aye - 6 Nay - 0
The Board agreed that those Board members who have e-mail receive the
Board minutes via e-mail
Board Correspondence - Smith reviewed four patron comment cards with staff
responses. The Board discussed the issue of providing some Children's
programming in the evening and on weekends. Moran reported that providing
high quality additional programming is important and that for the last 3 years
an improvement package request for an outreach person in the Children's
Activity has been requested and been turned down. Moran reported that the
request has been submitted again for FY02 as reviewed by the Board. The
Board suggested the use of volunteers to help provide additional programming.
The Board requested that Library Director Tom Moran consult the patron who
requested additional programming for additional ideas. Strom reported that
persons who provide Children's programming must be trained appropriately,
Librar~ Board of Trustees
Minutes of December 14, 2000
have a job description, and have experience. Augspurger suggested that
should this be a needed service to the public, budget monies be requested to
provide staff to conduct the programming. The Board agreed to continue
requesting additional staff while investigating possible volunteer assistance to
provide additional programming. Lynch suggested that local daycare centers
have trained staff that might be available to conduct evening and weekend
programming for children.
"Moved to direct Library D/rector Tom Moran to further investigate
and come up with possible solutions, including the use of volunteers, to
address the issue of providing additional children's programming in the
evening and on weekends."
Notion: Fe/derman
Second: Vandermillen
Vote: Aye - 6; Nay - 0
Moran reported on a comment card received by a patronin regard to use of the
public Internet computers. Moran reported on the derogatory language used
toward staff and noted that the complaint was not signed. Tom reported that
he would provide additional information regarding this issue at the January
meeting.
4, President's Report:
Ubrary Foundation Report - Smith reported on the November Board meeting.
Smith reported that the annual fundraising campaign is going well, with funds
raised exceeding the previous year. Smith reported that the programming
request for two Children's programs in the spring was approved. Smith
reported on the Foundation's schedule for project requests to be submitted.
Committee Reports:
Relations Committee - Vandermilien:
1)
Friends of the Library Report - Moran reported that the December
meeting was cancelled due to weather. Moran reported that the Board
is in the process of reviewing who would fill the Board officer posiUons
that are vacant.
2) Art Sub-Committee Meeting Report - Vandermillen reported on the
December 7th meeting as follows:
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Minutes of Decembar 14, 2000
3)
4)
the Sub-Committee is planning for an upcoming art show of
local artist Dorothy Rossiter's works of art. Mrs. Rossiter has
agreed to a showing of her art works and will attend the
opening, scheduled for Sunday, Apdl 22, 2001, with the show
running approximately six weeks. Vandermillen reported that
a pdvate reception would be held on Apdl 22nd, with the public
opening date of Monday, April 23rd. Vandermillen reported
that the Sub-Committee members have vast knowledge and
experience in the art field and each is contributing greatly to
the planning of this event. Sub-Committee members are
canvassing the local community to loan art works to the
Library for the show, preparing a floor plan of the Library's 2nd
floor gallery area, and creating marketing themes for the
event. Felderman reported that the Dubuque Museum of Art
(DMA) has agreed to provide refreshments for the event and
staff to set-up the works of art for the show.
the Sub-Committee is formulating ideas for the Library's
commemoration of its 200th centennial anniversary and
discussed the Library Foundation's plan of working with the
school to promote a Grant Wood project contest.
Vandermillen reported that the Sub-Committee's next meeting is
scheduled for 3:00 p.m., January 18, 2000.
County Ubraries Trustees Meeting - Moran reported that Trustees Smith
and Strom attended the December 5m meeting with him at the Farley
County Library along with representatives from each County Library.
Moran reported that an agreement was reached amongst the libraries to
work towards the elimination of selling library cards over the counter by
]uly 2003 and in the meantime, to charge a standard fee for cards of
$52.00 for family and $26.00 for individual. Moran reported that these
fees are currently being charged by C-SPL. Smith and Strom reported
on the complexity of this issue and on the many different fee structures
currently used.
Ubrary Administration Assistant Job DescripUon - Felderman reported
on the request from the Board to raise the classification of the secretary
position. Felderman reported that he and Moran are scheduled to meet
with City Personnel Manager Randy Peck on December 19, 2000 to
discuss the job audit and revised job description that were completed
for the position review, The Board agreed that the responsibilities and
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Minutes of December 14, 2000
duties of this position require a higher classification than currently
assigned and reported its commitment to accomplishing this task.
B. Operations Committee - Lynch:
1)
Expenditure and Financial Reports November 2000 (FY01) - Moran
distributed the financial reports received from City Finance. Lynch
reported that the expenditures appear to be in line with the budget with
42% of the fiscal year elapsed and noted that the gift fund expenditures
are included in the Library's operational expenditure report. Moran
reported that his summary report provides an operational expenditure
report that does not include the gift fund expenditures.
2)
FY-2002 Budget Submission Report - Moran reported that he and Board
President Kristen Smith met with City Staff on November 21, 2000 to
review the Library's proposed budget. Moran reported that the City's
budget for FY-2002 is expected to be problematic as revenue
projections are coming in short of projected expenditures. Felderman
reported on the process for assessment of properties in relation to
property value.
3)
Repair/Replacement of Air Conditioning (A/C) Unit for Computer Room -
Lynch reported that the computer room A/C unit has been repaired but
that the Library should plan for replacement of the older unit in the
future and for the compressor unit, which is now located in the interior
of the building, to be located on the roof. Lynch reported that the
need for a new A/C should be assessed as part of the space renovation
project as the space the computer room now houses could change.
C. Planning Committee - Augspurger:
1)
Review of Personnel Manual Chapters 13 & Chapter 14 - Augspurger
reviewed the proposed changes to Chapter 13 - Spec/al Pa/d Leaves and
Chapter 14 - Leaves W/thout Pay. Felderman requested, the Board
concurred, that Chapter 14, Sections 3 and 4 having to do with military
leave, be reviewed under the current Federal and State guidelines for
accuracy and be worded in conjunction with the guidelines. The
Committee agreed to provide a review of these sections and bring both
chapters back to the Board for approval.
"Noved to table the agenda item, "Rev¢ew of Personnel I~anual
Chapters 13 and 14, "for further rev/ew by the Planning Committee of
Chapter .~ 4, sections 3 and 4, "'
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Minutes of December 14, 2000
Mot/on: Felderman
~econd; Augspurger
Vote: Aye - 6; Nay - 0
2)
Review of Potential Architects Ust for Ubrary Renovation Project -
Augspurger reviewed the list of potential architects to be solicited for
the Library renovation project as submitted by Moran and added to by
the Committee. Augspurger asked the Board for additional names to
be added to the list. Strom and Smith reported on recent library
renovaUons in the mid-west. Augspurger reported on problems with
code violaUons with one Iowa library recently renovated. One addiUonal
potential architect name was given and the Board concurred that the list
developed is complete and that the solicitation request for the
renovation project be sent out to the list along with an ad in the
Telegraph Herald.
6. Director's Report:
Statistical/Service report for November 2000 - Moran reported an increase
in Circulation, Internet Usage and Reference inquiries, with a decrease in
gate count and a slight decrease in meeUng room usage. Moran reported
on how the entrance/exit gate to the library works.
Automated Electrical Defibrillator (AED) - Moran reported on training to staff
provided by the Emergency Service Staff of the Dubuque Fire Department
on Cardiac Pulmonary ResuscitaUon (CPR) and on the use of the AED.
Moran reported that the eight staff members who have been trained would
be certified alter one final test is conducted with each individual. Moran
reported that the Library has been given an AED to be used by the certified
personnel in an emergency situation. Smith suggested that a press release
regarding the training/equipment be announced by the City.
Iowa Urban Public Library Association (IUPLA) Statistics FY00 - Moran
reported on C-SPL statistics in comparison to other libraries compares
favorably, and reported on specific areas of circulation and full time
equivalent per capita. Lynch commented on the library's receipts versus
expenditures. Moran reported that this information is also shared with the
City Manager.
Materials Availability Study 2000 - Moran reported on the study conducted
every three years. Moran reported that the valuable input retrieved from
the study is used by staff in the various areas of library operations.
Felderman commented on the number of positive comments received.
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Minutes of December 14, 2000
Smith suggested, the Board concurred, that patron comments from the
study could be used as part of the budget presentation. Strom reported a
change to the "High//ghts of Pr~or Year's Accompllshments"report.
7. Communications/Public Comment:
Self-Check Replacement Proposal - Augspurger asked about status of the
self-check machine replacement proposal. Moran reported that he and City
Attorney Barry Lindahl would meet to discuss first step, which would include
a letter from the City Attorney to Vernon Library Supplies expressing that
Vernon Library Supplies has breached its warranty of merchantability.
Moran reported that he would continue to update the Board on this very
important issue.
· Vandermillen reported on the new first lady's interest in support of libraries
and the positive impact this could have on libraries.
8. "Notion to adjourn."
Notion: Fe/derman
Second: Strom
Vote: Aye - 6; Nay - 0
The Board adjourned at 5:26 p.m.
Mary Strom, Board Se~'"tary ' -
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