Minutes_Library Board of Trustees 9 24 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of September 24, 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 Thursday, September 24, 2015.
Present.• President Jenny Weiss; Secretary Angela Allred; Trustee Paula
Connors; Trustee Pat Maddux; Trustee Jon Trotter; Director
Susan Henricks, and Recorder Denette Kellogg.
Absent.- Board Vice President Patty Poggemiller; Trustee Mike Willis
Public Present: Andrew and Emily McCready, Selser Schaefer Architects,
Dubuque, Iowa.
1. President Jenny Weiss called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of Thursday, September 24,
2015."
Motion: Connors
Second: Trotter
Vote: Aye —5; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of August 27, 2015.
"Moved to approve the Board Minutes of Thursday, August 27,
2015."
Motion: Connors
Second: Trotter
Vote: Aye —5; Nay— 0
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for August, 2015.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, August 27, 2015."
Motion; Connors
Second: Trotter
Vote: Aye —5; Nay— 0
4. Motion to Receive and File Informational Items:
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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 2016 (FY16) — Henricks
reported that the end of August marks 17% of the fiscal year
passing. Expenditures were at 15% and revenue collected is at
10% of projections. Henricks reported that both the Supplies &
Services and Utilities & Property Maintenance budget lines
appear high and reported that this is due to maintenance
agreements being encumbered and/or prepaid for the coming
year.
2) Library Use Statistics — Henricks reported that the number of
checkouts in August was down 1% compared to August of last
year. Checkouts of children's books increased 5% in August. A
new service has started called "book bundles," which are themed
books tied together and the entire bundle checked out. Families
have taken to this idea and continue to look for new themes.
Volunteers prepare the bundles for checkout so it has not been a
staff intensive project. Another area of growth is in downloadable
material, which is up 32 percent year-to-date.
The number of card holders shows a 9% increase compared
year-to-date, which translates to 73% of the population of
Dubuque.
Henricks reported that the number of visitors in the library shows
a significant decrease. After further investigation is was
discovered that the security gates (that has a built-in counter) was
not working for a period of time. The vendor corrected this but we
suspect data was lost and are trying to determine that now. The
gates will be manually tested in the coming weeks to determine if
they are fully functioning.
3) Credit History — Update — Henricks reported on the response from
City Personnel Manager Randy Peck about requiring a credit
history for new employees that was first discussed at the August
Board meeting. Peck reported to Henricks that this would be an
additional tool used in the hiring process. The Board would like
to review this requirement for Library employees prior to the
implementation of this policy. Henricks reported that Peck would
attend a future Board meeting as more information is available.
4) Personnel Update — Henricks reported on the Staff Development
Day scheduled for October 1, 2015 that will include a session on
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strengthening customer services skills, teambuilding and review
of the plan of service. Weiss reported she would be attending to
do a brief welcome to employees that day.
5) Marketing Update — Henricks provided the Board with the
Creative Brief received from the McCullough Creative, the firm
hired for the Library's marketing campaign. The next step is for
them to look at what the Library is currently doing, and provide a
marketing plan.
B. Library Comment Cards Received — The Board reviewed the comment
cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY16, Library
Use Statistics, Credit History Update, Personnel Update, Marketing
Update, and the Library Comment Card. "
Motion: Connors
Second: Allred
Vote: Aye —5; Nay— 0
5. Action Items:
A. City Ordinance Proposed Revision — Henricks reported on the City's
review of the City Ordinance pertaining to the Library and of the
Library Board of Trustees. The Board reviewed the proposed changes
and suggested modifications or deletions to sections 2-7-1, 2-7-4 (new
language to the ordinance), 2-7-7 and 2-7-10 (E). The Board directed
Henricks to contact the City Attorney's office to request the
modifications and report back.
"Moved to table the City Ordinance Proposed Revisions Review."
Motion; Trotter
Second: Maddox
Vote: Aye —5; Nay— 0
Andrew and Emily McCready, Selser Schaefer Architects entered the
meeting at 4:29 p.m.
B. Selser Schaefer Architects Presentation of Makerspace — Henricks
reported that Selser Schaefer Architects has developed the two
location options for the Makerspace per the Board's request. The first
location is on the first floor where the large print is located, and the
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second location is the Internet services area. Henricks reported that
the McCreadys met with Library Activity Supervisors to get additional
feedback in the development of these two areas for the Board's
review.
Andrew McCready provided a presentation detailing both locations with
layout and design plans, detailing the furniture and equipment
proposed in the locations, including equipment, storage and available
size and seating. On first floor some non-fiction stacks would be
moved, and on second floor the Internet computers would be moved
to where the new non-fiction short stacks are currently located.
The Board reviewed the various pros and cons of each location. Some
considerations discussed were cost, containment of noise, air quality
and temperature, the desire for the feeling of openness, size, seating,
storage and equipment.
"Moved to approve the Internet computer location for the
proposed Makerspace and requested Selser Schaefer Architects to
develop the detailed cost of this project for the Boards review."
Motion: Connors
Second: Trotter
Vote: Aye —3; Nay—Z (Allred.and Maddux)
6. Communications/Public Comment:
• Connors thanked the Board for their participation in helping to gather
names for the Library Foundation Capital Campaign.
• Henricks reminded the Board of the Art @ Your Library®opening reception
on Friday, October 2 from 5:00 p.m. to 10:00 p.m. The reception
coincides with the Fall Into Art Gallery Tour highlighting ten galleries in
the downtown area participating in the events.
7. Library Board Adjournment - The Board adjourned at 5:15 p.m.
"Motion to adjourn."
Motion: Connors
Second. Trotter
Vote: Aye — 6; Nay— 0
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