Minutes_Library Board of Trustees 12 15 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of December 15, 2016
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, December 15, 2016.
Present.] President Jenny Weiss; vice President Patty Poggemiller; Trustee
Pat Maddux; Trustee Christy Monk; Trustee Jon Trotter (arrived
at 4:03 p.m.); Director Susan Henricks and Recorder Denette
Kellogg.
Excused: Michael Willis; Robert Armstrong
Public Presents John Kruse, Reporter, Dubuque Telegraph Herald
1. Board President Jenny Weiss called the meeting to order at 4:08 p.m.
"Moved to adopt the meeting agenda of Thursday, December 15,
2010."
Motions Poggemiller
Second. Maddux
Vote: Aye —5; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, November
17, 2010.
"Moved to approve the Board Minutes of Thursday, November 17,
2010,
Motions Poggemiller
Seconds Trotter
Vote: Aye 5; Nay— 0
3. Board President's Report:
A. Weiss reviewed the Communication with the Dubuque City Council for
November, 2016.
"Moved to receive and file the Communication with the Dubuque
City council from Thursday, November 17, 2010. "
Motion. Monk
Seconds Maddux
Vote: Aye -5; Nay— 0
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4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1) Library Financial Report FY 2017— The Board reviewed the
operational revenue and expenditure reports.
November marked 42% of the fiscal year lapsing. Expenditures
were at 40%. Revenue collected was at 49.5% of projections.
Henricks reported she is working on the Capital Improvement
Projects {CIPS) budget submissions. The lending library machine
has been shipped back to the vendor. The Library's boiler motor
failed three weeks ago and required a new part costing $5,500.
The Library's van sustained a hit and run as it was parked in its
parking lot space. The person responsible has been identified and
charged; however, it is unlikely that we will realize compensation
for the damages. Weiss suggested that the County Attorney move
forward restitution order for the defendant or move forward with
a small claim's suit against her.
2) Library Use Statistics — Henricks reported that inaccuracies were
identified in the archives of the monthly statistics. This will impact
totals year-to-date. A comprehensive review is taking place at
this time.
3) County Library Update — Henricks reported that on November 28
that she, Patty Poggemiller, and Mike Willis met with the director
of the County Library District and two members of that board of
trustees. They discussed ideas for partnering and collaboration,
specifically creating a pick-up location for C-SPL materials at the
Asbury branch of the County Library District for both Dubuque
residents and County Library card holders. The current restriction
not allowing County residents to place holds would be lifted. The
meeting concluded on a positive note with each library director
tasked with evaluating the costs of the idea to further evaluate the
feasibility. If both Boards agreed the collaboration is feasible, the
County suggested a trial period of six months. The Board
discussed the importance to select a plan that will have
successful longevity and not to have to stop a service shortly after
starting.
B. Library Comment Cards Received — The Board reviewed the comment card
received and concurred with the response.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report, Library Use
Statistics, County Library Update and Library Comment Card.
Motion: Poggemiller
Second: Monk
vote., Aye — 5; Nay— 0
5. Action Items:
A. Library Expenditures — Henricks provided an itemized report of FY-17
expenditures from November 10 to December 7, 2016.
"Moved to approve Library expenditures for November 10 to
December 7, 2016."
Motion: Trotter
Second: Maddux
Vote: Aye — 5; Nay— O
B. Open Access Program — Henricks provided an overview of the
reciprocal borrowing program (Open Access) from FY 2000 — FY 2016
as it pertains to Carnegie-Stout and the Dubuque County Library
District (DCLD). Detailed costs were also provided regarding projected
use if Carnegie-Stout partnered with the DCLD. Projections were
estimated at 41 ,000 titles annually checked out at Carnegie-Stout for
delivery to the Asbury branch of the DCLD.
Henricks reported that the County Library Director is in the process of
reviewing the information and preparing cost estimates for their
participation in a partnership. It was agreed that creating and
administering a survey for library users would better identify demand
for this service and provide help in evaluating next steps of the
proposed partnership. It was agreed to table the discussion until
additional information was available.
"Moved to approve table Open Access Program."
Motion: Poggemiller
Second: Trotter
Vote: Aye —5; Nay— O
C. Plaza Landscaping Capital Improvement Project {CIP) — Henricks
reported meeting with Landscape Architect Steve Ulstad for the
library's plaza CIP project. She provided a few different sketches of
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the proposed project along with the statement of probable cost
provided by the architect. Henricks reported that the original
renovation project did not include all the plants original specified.
Monk suggested bidding some alternates for the underground fuel tank
and associated costs. Henricks reported that this project could be
phased in over two years. The board discussed funds that were
dedicated for the renovation that could help cover this project, but the
City used these funds elsewhere.
"Moved to approve for submission the Plaza Landscaping CIP
project pending discussion with the City about the underground
fuel tank and accommodation made for bids for the tank."
Motion; Moak
Second. Poggemiller
Vote: Aye —5; Nay— O
6. communication/Public comment — Henricks reported that the Board's reception
for the donors of the Maker Space is scheduled from 5:30 to 7:30 p.m. on
Friday, January 20, 2017. On Saturday, January 21, 2017 the public grand
opening for the Maker Space will be highlighted with a "How-To-Festival"
activities from 10:00 a.m. to 2:00 p.m.
7. Library Board Adjournment — The Board adjourned at 4:56 p.m.
„Motion to adjourn.
Motion: Poggemiller
Second: Trotter
Vote: Aye - 5; Nay— 0
Michael Willis, Secretary of the Board Late
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