Minutes Library Board 5 22 08Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of May 22, 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, May 22, 2008.
Present.• President Diann Guns, Secretary Kristen Smith; Trustee Becky
Hander; Trustee Beverly Kolz; Trustee Paula Connors; and
Trustee Elizabeth Leeper; Library Director Susan Henricks; and
Recorder Denette Kellogg.
Excused.• Trustee Michael Shubatt
Pub/ic Present.• Roberta Klawitter Gaines (Charlotte, North Carolina), Mrs. Jane
Lyons (Dubuque, Iowa), and Mrs. Ruth Kielley (La Crosse,
Wisconsin)
1. Board President Guns called the meeting to order 4:04 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, May, 22, 2008
with the addition of the agenda item Acceptance of Gifted Artwork under
the Board Presidents Report. "
Motion: Ko/z
Second.• Hander
Vote: Aye - 6; Nay - 0
The Board welcomed Trustees Paula Connors and Elizabeth Leeper as newly
appointed Library Board members.
2. Approval of Library Board of Trustees' Minutes of May 1, 2008.
"Moved to approve the Board minutes of Thursday, May 1, 2008. "
Motion: Hander
Second.• Ko/z
Vote: Aye - 4; Abstain - 2 (Connors &Leeper); Nay - 0
3. Board President's Report:
A. Communication with the Dubuque City Council. Guns reported on the
summary report of the Board to the City Council from the May 1, 2008
Board meeting.
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"Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Hander
Second.• Smith
Vote: Aye - 6; Nay - 0
B. Acceptance of Gifted Artwork -Guns introduced Roberta Klawitter
Gaines, Mrs. Jane Lyons, and Mrs. Ruth Kielley Gaines reported that
her family was from Dubuque and her father was an avid Library
supporter. He made a donation to the Library renovation campaign
just prior to his recent death. The family would also like to donate a
piece of artwork in their deceased mother's name, Eileen Helen
Klawitter (born in 1923) to the Library's Dubuque artist collection. The
artwork called "The Steps," done by her mother's friend and Dubuque
artist Francis Firzloff in 1982, depicts the Madison Street steps at 17th
and North Main.
"Moved to accept the gifted artwork titled, The Steps; by
Dubuque artist Francis Firzlo>f from Roberta Klawitter Gaines in
memory of Eileen Ruby Hillis Klawitter. "
Motion: Hander
Second.' Smith
Vote: Aye - 6; Nay - 0
Henricks reported an appropriate recognition gift plate would be added
to the artwork, which will be displayed in the Library's gallery.
The Board thanked Gaines and her family for their donation and
ongoing support of the Library.
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:
1) Library Financial Report -Henricks reported that eighty-
three percent of the fiscal year has passed with eighty-two
percent of the budget expended. Revenue received through
April 2008 is at nearly ninety-five percent of projects for FY-
08.
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2) Library Use Statistics -Henricks reported that Library visits
were down six percent, most likely attributed to the
decrease in city meetings. Circulations of all library
materials have increased three percent. Although open
access loans increased, the greatest increase in circulation
comes from Dubuque residents. For the second month,
reference questions have increased significantly, up thirteen
percent. Use of the Library's databases is up for seven of
the subscriptions and down in seven others. The ProQuest
Historical Newspapers database and the Heritage Quest
genealogy database are the most popular and the most
expensive. Use of the Tutor.com database has increased,
most likely due to a promotional campaign with the schools
to promote this valuable database.
The Board discussed the Kennedy Mall service. Henricks
reported that the contract for Mall service had been received
and a meeting with Library Staff and the Kennedy Mall Staff
is scheduled for Thursday, June 5, 2008. Staff reviewed the
procedures and plan to slowly introduce the Mall services to
patrons to be in full service by June 16, 2008. Patrons
picking up items at the Mall are required to show a picture
I.D. and their Library card.
3) Library Marketing Update -Henricks reported on the online
advertising and television advertising of downloadable audio
and video the Library now offers. The Board was given an
opportunity to view the online advertising ad. The television
advertising will be shown on six different cable channels.
Henricks reported that monitoring of the statistics in regard
to increased usage due to the marketing would be done.
Henricks reported on the promotion of the car repair
database through advertisement on a billboard at the
Dubuque County Fairgrounds racetrack and in the
accompanying program for the races.
Advertising began this month in the classified section of
the Telegraph Herald with the @yourlibrary° campaign to
increase awareness of Library services. Each slogan is one
sentence long. Under Pets you might read, "Puppy Care
Books @yourlibrary°" and under Used Cars you might read
"Kelley Blue Book @yourlibrary®"
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Henricks reported on best-selling author Tess Gerritsen's
program scheduled for 7:00 p.m., Thursday, June 5, 2008
at the Library.
B. Envision Iowa 2010 Report -Henricks provided an update since the
Library Envision Committee meeting on April 24, 2008 to review the
planning summary for west side service. The study was completed by
Library Planning Consultant Anders Dahlgren and in addition to the
report from the Consultant, Henricks sent additional information via e-
mail to the Board. Henricks reported that, in response to Dahlgren's
recommendation to form a larger unit of service through a partnership
with other libraries, the proposal to form a District Library has been
developed. Henricks provided an updated of the estimated budget
information as provided in the five page excel document sent to the
Board outlining estimated revenue, estimated operational budget,
balance sheet, and escrow account information. Henricks reported
that the City Manager has also been provided the information and that
the County Library Board needs to review and approve any plan before
the plan would be returned to the C-SPL Board for consideration.
C. Library Comment Cards -The Library Board reviewed a thank you card
received.
"Moved to receive and file the informational update from
the Library Director on the Library Financial Report, Library Use
Statistics, Library Marketing Update and Library Comment Cards "
Motion: Kolz
Second.• Connors
Vote; Aye - 6; Nay - 0
5. Items for Action:
A. Fines and Fees Policy Revisions -Henricks reported that the City has
pooled all copier replacement funds in the City to a blanket bid for
copiers. This will save the City funds and provides for more options
such as scanning and color copies for the City Departments. Henricks
reported that as the machines are installed and scanning services are
offered to patrons, a fee structure for this service could be
implemented similar to copy service fees. The Board discussed fees
similar to a copy service fees for scanning when it is offered.
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"Moved to adopt the changes to the Fines and Fees Po/icy
and authorize the Library Director to determine the fee structure
for scanning services "
Motion: Leeper
Second.• Connors
Vote: Aye - 6; Nay - 0
B. Library Renovation Project Update:
1) Fundraising Campaign Update -Guns announced that the
Dubuque Racing Association (DRA) grant awards were
announced with both the Library Foundation and the
Friends of the Library receiving grants which the Library will
use to put toward the renovation. Henricks reported that
the Library Foundation was awarded a $20,000 grant from
the DRA for a new self-check machine. The Friends were
awarded a $10,000 grant from the DRA for furniture and
shelving in the Friends sale area.
Guns reported that Library Administration continues to
receive donations for the campaign and handle
administrative duties related to the campaign. Guns
reported that the Campaign Volunteer Recognition Event to
thank all campaign volunteers is scheduled from 5:30 to
7:30 p.m., Friday, June 6, 2008 in the Library rotunda.
2) Options for Sale of Assets -Henricks reviewed her written
report to the Board and reported that a museum in Texas
contacted her in regard to interest in the Curtis Collection.
The museum sent a representative to review and appraise
the collection for possible purchase. The representative
noted the good quality and condition of the collection. The
collection's value has been affected by the absence of the
original cases for the photogravures. The cases were
discarded by DMA staff.
Hauder exited the meeting at 5:15 p.m.
The Board agreed to consider all offers from interested
buyers of the Curtis Collection. The Board agreed that a
sixty day notice be provided to the DMA in regard to the
release of the photogravures currently on loan.
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The Board discussed the current status of the Heade
painting and agreed to continue to monitor this consignment
closely.
6. Library Board Adjournment -The Board adjourned at 5:46 p.m.
"Motion to adjourn. "
Motion: Smith
Second.• Connors
Vote: Aye - 6; Nay - 0
Kristen Smith, Board Secretary
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