Minutes Library Board 2 28 08• !
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of February 28, 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, February 28, 2008.
Present.• President Alan Avery; Vice President Diann Guns, Secretary
Kristen Smith; Trustee Beverly Kolz; Trustee Michael Shubatt;
Library Director Susan Henricks; and Recorder Denette Kellogg.
Excused.• Trustee Becky Hauder and Trustee Sue Lindsay
1. Board President Alan Avery called the meeting to order 4:04 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of February 28, 2008 to
include moving agenda item number, 5. Items for Action, before agenda
item number 4, and to add Discussion of City Counci/ Meeting held
February 18, 2008 to the Library Renovation Project Update. "
Motion: Guns
Second.• Ko/z
Vote: Aye - 5; Nay - 0
2. Approval of Library Board of Trustees' Minutes of January 17, 2008 and
February 11, 2008."
"Moved to approve the Board minutes of January 17, 2008 and
February 11, 2008. "
Motion: Guns
Second.• Kolz
Vote: Aye - S; 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 January 17,
2008 meeting.
"Moved to receive and fi/e the Communication with the
Dubuque City Counci/. "
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Motion: Ko/z
Second.• Shubatt
Vote: Aye 5; Nay - 0
4. Items for Action:
Library Renovation Project Update - Henricks provided the minutes
pertaining to the Library from the City Council meeting of February 18,
2008. The Board discussed them stating that while the minutes reflect
what was said, this appears to be in conflict with Iowa Code and the
City Ordinance section. The Board agreed that they can talk with City
Council members to raise awareness of the ordinance and code. The
Board cited City Ordinance Chapter 30.5 Board of Trustees -Powers
and Duties (8), 'To have exclusive control of the expenditures of all
taxes levied for library purposes as provided by law, and of the
expenditure of all monies available by gift or otherwise, for the
erection of library buildings and all other monies belonging to the
library fund." Also cited was the Code of Iowa, Section. 392.5 in
respect to control of Library assets, "A library board may accept and
control the expenditure of all gifts, devises, and bequests to the
library." Henricks reported on her inquiry with the State Library of
Iowa and its interpretation of the law.
The Board reviewed the Kresge Foundation Update from Henricks.
Guns reported on fundraising efforts and the need to look at
alternatives. The direct solicitation of the fundraising campaign is
scheduled to end March 31, 2008.
Guns proposed that the Board request a meeting with the City
Manager and present information on fundraising efforts for the project
and ask for his advice and input on this City project. Guns and
Shubatt agreed to request a meeting with the City Manager to provide
a report on the project and ask for his advice and recommendations in
regard to the project and report back to the Library Board. The Board
concurred with this action.
Smith said that fundraising for this project has been a unique
challenge, possibly the first of its kind, in that the Library is a City
building.
Henricks asked that a decision in regard to the project be made soon
as Library is facing some serious maintenance issues as well as
planning which needs to take place, regarding collection storage,
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programs,and events that have been put on hold pending the project
moving forward.
5. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided
feedback on the efforts of the professional fundraisers and provided a
written summary of the following items to the Library Board with the
following additional comments:
1) Library Financial Report -Henricks reported that fifty-eight
percent of the fiscal year has lapsed and fifty-eight percent
of the budget had been expended. Revenue received
through January is at seventy-two percent of projected
income for FY-08. Nearly $12,000 in State of Iowa program
funds were received which represents partial reimbursement
for reciprocal borrowers using the Library and the provision
of books to other libraries.
Henricks noted that the Library's budget hearing is
• scheduled for Tuesday, March 4, 2008 and encouraged
Board members to attend.
2) Library Use Statistics -Henricks reported that the decrease
in Library visits in January could be contributed to the severe
weather. However, library circulations for January were up a
total of 87 over the same time last year. Circulation of the
new downloadable movies is doing well and downloadable
audio was launched on February 20, 2008. Henricks
reported that she, would confirm the check out period for
these items.
3) Library Programs Update -Henricks reported that on behalf
of the Library Foundation, the Library was awarded a grant
for the City's 175th anniversary celebration to digitize the
book, The History of Dubuque, by Randy Lyon.
The Library Annual Volunteer Recognition Dinner is
scheduled for Thursday, May 1, 2008.
The Adult Services Department will continue with its second
Adult Summer Reading Program with the "green" theme of
Grow Your Mind ...Read Green, Think Green, Live Green.
4) Westside Service Update -Henricks reported on the plan for
the temporary drop off and pickup point during the
renovation at the Dubuque Kennedy Mall. In light of the
revised renovation timeline, discussion of the date this
service would begin took place. This service will have a
"soft" opening beginning on April 1 with a policy for this
service to be provided to the Board at its March 2008
meeting.
Henricks reported on the completion of the Library planning
study by Anders Dahlgren. Henricks is currently evaluating
the feasibility of ideas in the study and will report back to
the Board with any worthwhile findings for review. Henricks
reported that the Envision Committee is also planning to
meet to discuss the planning study report.
5) Facility Update -Henricks reported that several facility issues
planned to take place as part of the Library renovation have
become a priority with ongoing problems. Part of the main
front steps to the Library have had to be closed since
January as an area of concrete has disintegrated. Ongoing
problems with the main entrance doors continue with one
the door closed recently due to an opener becoming
inoperable. Staff is currently assisting patrons in need of
handicapped accessibility. In the past year the overhead
mechanism, weighing 85 pounds, fell and a library patron
held it until help arrived; the door jam mechanicals continue
to become loose and have to be retightened; and, the
automatic door openers have failed several times. The
emergency back-up lighting system has failed and a
temporary fix is in place. The elevator has had 6 emergency
calls for service in the past six months. These areas are
scheduled for replacement in the Library's renovation
project.
"Moved to receive and fi/e the informational
update from the Library Director on the Library Financial
Report, Library Use Statistics, Library Programs Update,
Westside Service Update, and Faci/ity Update. "
Motion: Guns
Second.• Ko/z
Vote: Aye - 5; Nay - 0
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B. Library Comment Cards -The Library Board reviewed the two
comment cards received and concurred with the responses provided.
"Moved to receive and fi/e the two Library Comment Cards
and Staff responses received. "
Motion: Guns
Second.• Ko/z
Vote: Aye - S; Nay - 0
6. Library Board Adjournment -The Board adjourned at 5:37 p.m.
"Motion to adjourn. "
Motion: Smith
Second.• Ko/z
Vote: Aye - S; Nay - 0
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Kristen Smith, Board Secretary
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