Minutes Library Board 1 17 08
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of January 17, 2008
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m. on Thursday, January 17, 2008.
Present.• President Alan Avery; Vice President Diann Guns, Secretary
Kristen Smith; Trustee Beverly Kolz; Trustee Sue Lindsay;
Trustee Michael Shubatt; Library Director Susan Henricks; and
Recorder Denette Kellogg.
Excused.• Trustee Becky Hauder
StaffPresent/Pub/ic Present.• On-Call Librarian Ann Straley
1. Board President Alan Avery called the meeting to order 4:08 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda ofJanuary 17, 2008. "
Motion: Lindsay
Second.• Ko/z
Vote: Aye - 6; Nay - 0
2. Approval of Library Board of Trustees' Minutes of December 10 and
December 13, 2007."
"Moved to approve the Board minutes of October 25, 2007. "
Motion: Guns
Second.• Ko/z
Vote: Aye - 6; Nay - 0
3. Board President's Report:
A. Communication with the Dubuque City Council. Avery reported on the
summary report of the Board to the City Council from the December
Board meeting.
"Moved to receive and fi/e the Communication with the
Dubuque City Counci/. "
Motion: Ko/z
Second.• Shubatt
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Vote: Aye -6; Nay - 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary of the following items to the Library Board with the
following additional comments: Henricks reported that an interview
session about the Library renovation was completed with the City
Cable Department and will begin showing on a regular basis on
Channel 8 on Thursday, January 25, 2008. Henricks reported that
Library Building Consultant Anders Dahlgren has completed his
evaluation of West Side Library service funded through a grant from
the State Library of Iowa. The Board agreed to review the report and
feedback at a future Board meeting.
1) Library Financial Report -Henricks reported that fifty
percent of the fiscal year has passed with fifty-one percent
of the budget expended. Revenue received through
December is at fifty-two percent of projections for FY-08.
Shubatt asked about the increases in recent utility
expenditures. Henricks reported that the expenditures are
greater during the winter months.
Henricks reported that the Library's FY-09 budget hearing
is scheduled for Tuesday, March 4, 2008.
2) Library Use Statistics - Henricks reported that overall
library use is stable, with a small increase reflected over
the first six months of the last fiscal year. Circulation for
December was down two percent and could be attributed
to the severe weather. Reference questions increased
sixteen percent, indicating that people were telephoning
and not stopping in the Library. In response to the
quarterly statistics for electronic databases _ indicating a
sharp decrease in use, Library Staff will monitor use
monthly and introduce new marketing efforts for use of
the databases.
Guns asked what types of materials are included. in the
classification of "Juvenile Other Materials" for Library
circulation. Henricks reported that this classification would
include audio materials, cassette packets, Leap Frog
educational items, and all other items not classified as a
book or a movie.
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3) Library Programs Update -Henricks reported on receipt of
some comments opposing a gaming tournament in the
Library. She reviewed her response with the Library Board
and provided recent results of studies about this topic and
general information in regard to gaming in libraries. One
study indicated that 67 percent of youth who participate in
a gaming program at the Library use other library services
and materials. It was agreed that the prizes could also
include gift certificates for book stores. Avery suggested
that promotion of the American Library Association's
information on this subject also be utilized for programs.
4) Library Articles Appearing in the Telegraph Herald -The
Board reviewed the list of Library news appearing in the
Telegraph Herald from July through December 2007.
B. Library Comment Cards -The Library Board reviewed the three
comment cards received and concurred with the response provided.
"Moved to receive and fi/e the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Library Programs Update, Artic%s Appearing in the
Te%graph Hera/d, Library P/arming Update, Interview for City
Channel 8, and Library Comment Cards "
Motion: Guns
Second.• Ko/z
Vote: Aye - 6; Nay - 0
5. Item for Action:
A. Request for Library to be Open After Hours -Henricks
Big Read events taking place at the Library. The
initiative of the National Endowment for the Arts (NE,
with the Institute of Museum and Library Services a
designed to revitalize the role of literature in America
Library received a $10,000 grant from the NEA ~
Services Manager Michelle Hellmer. A closing rece
after Library hours for Friday, February 29, 2008 frc
p.m.
reported on The
Big Read is an
-) in partnership
~d Arts Midwest
n culture. The
Britten by Adult
~tion is planned
m 5:30 to 7:30
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"Moved to approve opening after hours for a Library
Big Read c%sing reception from 5.•30 p.m, to 7.•30 p.m., Friday,
February 29, 2008. "
Motion: Smith
Second.• Guns
Vote: Aye -6; Nay - 0
Review and Adoption of Library Policies:
1) Confidentiality Policy -The Board reviewed the Library's
Confidentiality Policy as submitted.
2) Unattended Children Policy -The Board reviewed the Library's
Unattended Children Policy and suggested format changes.
3) Patron Behavior Policy -The Board reviewed the Patron Behavior
Policy. There is a suggested a change in the wording continuity in
respect to minors and a suggested format change.
"Moved to approve the review and adoption of the
Library's Confidentia/ity Po/icy, Unattended Chi/dren Po/icy, and
Patron Behavior Po/icy. "
Motion: Guns
Second.• Smith
Vote: Aye -6; Nay - 0
4) Circulation Policy - Henricks provided a summary review of the
specific suggested revisions to this policy with the Library Board.
Revisions included a change that introduces a further tier in Library
borrower types to include "temporary resident". The Board
reviewed the types of tiers, discussing the need for the additional
tier. The Board asked that the 50 cent fee for reserves not be
removed from the policy.
"Moved to approve the review and adoption of the
Library's Circu/ation Po/icy. "
Motion: Smith
Second.• Guns
Vote: Aye -6; Nay - 0
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5) Fines and Fees Policy -Henricks provided a summary of the
proposed revisions to the policy. The major change is with the
increase of Children's fines from ten cents to twenty cents. This is
the first Children's fine increase in twenty-five years.
"Moved to approve the review and adoption of the
Library's Fines and Fees Po/icy, "
Motion: Guns
Second.• Ko/z
Vote: Aye -6; Nay - 0
C. Library Renovation Project Update:
1) Adoption of the Campaign Gift Acceptance Policy - Henricks
reviewed the new policy that provides procedures for acceptance of
campaign gifts.
"Moved to approve the adoption of the Campaign Gift
Acceptance Po/icy. "
Motion: Shubaft
Second.- Ko/z
Vote: Aye -6; Nay - 0
2) Fundraising Campaign Update -Board Vice President and Volunteer
Campaign Manager Diann Guns provided a summary of the
campaign funds raised to date and the ongoing efforts to continue
to meet the campaign goal. The Board discussed the request to
the City Council to initiate the public bidding procedure for the
renovation project. The Board discussed its confidence in raising
the balance of the funds and hopes that the Council will approve to
move forward so that funds in construction cost inflation could be
saved. Henricks reported on the grant submitted to the Kresge
Foundation for $700,000 to be decided in March 2008. If, by
chance, the balance of the funds is not raised, the Council would
have the option to not award bids. Henricks reported that Durrant
Architects suggested that a 90-day price protection could be built in
the bid as well and the Board agreed to review this item at its next
meeting.
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The Board reported that they and previous Board members have
been working on getting this project moved forward for ten years,
and noted its commitment to help the project advance.
The Board agreed to proceed with the request to the City Council
and present the updated information to the City Council for review
and consideration to let the bids.
Henricks asked that the Board provide feedback to her on
correspondence received from the previous fundraising consultant.
6. Library Board Adjournment -The Board adjourned at 5:37 p.m.
"Motion to adjourn. "
Motion: Kolz
Second.• Lindsay
Vote: Aye - 6; Nay - 0
Kristen Smith, Board Secretary
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