Minutes Library Bd 5 23 02 Carnegie-Stout Public Library
Board of Trustee's
Meeting Minutes of Thursday, May 23rd, 2002
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, May 23rd, 2002.
Present: President Kevin Lynch; Vice President Kristen Smith; Trustee ]ack
Felderman; Trustee Sue Lindsay; Trustee Tom Tully; Trustee
Michael Shubatt; Director Susan Henricks; and Recorder Denette
Kellogg.
Excused: Board Secretary Mary Strom
Public Present: Assistant Fire Marshall Jeff Zasada
1. Lynch called the meeting to order at 4:02 p.m.
"l~oved to adopt the meeting agenda of April 2~, 2002 with the
fo#owing change of moving Agenda Item 5.B. 3) Fire Inspection Update to
fo#ow Agenda Item 1."
Not/on: Felderman
Second: Lindsay
Vote: Aye - 4; Nay - 0
Trustee Shubatt arrived at 4:03 p.m.
Fire Inspection Update - Assistant Fire Marshall .left Zasada announced the
need for a higher level of security and safety requirements due to the higher
security measures requested by State and Federal authorities. Zasada reported
on his inspection of the Library's sprinkler system and additions required to
bring the system up to code. Zasada reported on the report recently completed
by Blackhawk Sprinklers that indicates concurrence with Zasada's report.
Zasada reported that the project could be phased in over a period of time.
Henricks and Zasada agreed to meet to begin the project as soon as possible.
Zasada requested that the Fire Department receive a letter indicating the
Library's report on moving forward with the additional sprinklers.
"Ploved to accept the report from Assistant Fire Marshal/Zasada and
B/ackhawk Sprinklers, charge Library Director Henr/cks to move for~vard w/th
the bid process for installation of the needed sprinklers as soon as possible
and provided a letter to the F/re Narsha// indicating the Library's p/an for
moving forward with the projecL "
Library Board of Trustees
Minutes of May 23, 2002
Notion: Felderman
Second: Sm/th
Vote: Aye - 5; Nay- 0
Henricks reported that she would schedule an appointment with both the
Assistant Fire Marshall and Blackhawk Sprinklers to confirm the locations of
needed sprinklers on a building blueprint diagram.
Zasada also reported on a safety inspection of the Library and on
recommendations to increase safety from the external book drop that drops
into the Library's room entered through the women's first floor restrooms.
Zasada recommends that a 1" high incline be installed to keep flammable
liquids from seeping under the door into the Library. Zasada also
recommended that the Library install a two-hour rated fire door on the
Circulation entrance into the external video and book drop area. Zasada noted
that the trash can located at the Library's front entrance may be moved to the
first pillar location on the west side of the main entrance.
"ploved to approve/~ssistant Fire Plarsha// Zasada's recommendations
as fo/lows/the instal/at/on of a one inch high incline on the ins/de of the
Bluff Street book drop entry door, approval replacement of the Circulation
entrance door to the external video and book drop area be rep/aced with a
two-hour rated fire door, and placement of the main entry trash can at the
first pillar located on the west side of the main entrance."
P/orion: Felderman
Second: Smith
Vote: Aye - 5; Nay - 0
Trustee Tully arrived at 4:17 p.m.
3. Library Board of Trustees' Board minutes:
"P loved to adopt the minutes of the Library Board of Trustee's
meeting held Apr# 25, 2002."
Plot/on: Felderman
Second: Smith
Vote: Aye - 5; Nay - 0
4. Board Correspondence - Lynch reported on the two comment cards received
and on the Certificate of Appreciation from the Dubuque Community School
District for the Library's ongoing participation in the School-To-Work Program.
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Library Board of Trustees
Minutes of May 23, 2002
Henricks reported on the Dubuque Racing Association (DRA) recent
announcement of approved funding by the DRA for both the Library Foundation
grant request for a DVD Collection and the Friends of the Library grant request
for public Internet scheduling software.
3. President's Report:
A) Board Officers Nomination Committee - Lynch requested that nominations
be submitted to the Relations Committee prior to its June 20, 2002 meeting.
B)
Business P.M. Report - Lynch reported on the many positive comments
received in regard to the successful Business P.M. hosted by the Library on
May 21, 2002. Lynch thanked Library Administration, Library Staff and
Library Volunteers, in particular Joan Tully, for their hard work and efforts in
leading to the successful event. Tully reported on the positive comments
received by attendees on the tours, information booths, the staff,
decorations, and overall organization of the event. Felderman reported on
positive comments received in regard to allowing the old historic doors to be
opened for the event.
"Moved to approve the proposed project listing for submission to the
Library Foundation as reviewed. #
Motion: Sm/th
Second: Felderman
Vote: Aye - 5 Nay - 0
5. Committee Reports:
A. Relations Committee - Tully:
1) Unattended Children's Policy - Tully reviewed the policy revision that
changes the age for unaccompanied children from five years of age to
eight years of age. Tully also reported the change for children left at the
Library after closing fifteen years old or less will not be left alone by
Library Staff after closing. Henricks provides a summary report of recent
instances of unaccompanied children and children at the Library after
closing. Shubatt recommended revised wording to paragraph three.
"Moved to adopt the recommended revisions including the
rewording provided by Trustee Shubatt to the Po/icy on Children
Unaccompanied by and Adult. "
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Library Board of Trustees
Minutes of May 23, 2002
2)
3)
Not/on: Fe/derman
Second; Shubatt
Vote: Aye - 57 Nay - 0
Building Project Update - Tully reported on the Committee's
recommendation for a building project feasibility study to be completed.
The Board reported the need for a joint Committee to be developed to
help lead the process. The Board agreed that the Library Foundation
should be included as Committee members and should be officially
invited to be members of the Committee. Henricks reported that the
Committee would develop a recommendation as to who should conduct
the study and complete the feasibility study process with the consultant.
"Moved to approve of the Library going forward with a building
project feasibility study and of the dave/opment of Joint Building
Project Feasibility Study Committee and request that the L/brary
Foundation be included as Committee members."
Notion: Sm/th
Second: Felderman
Vote: Aye - 6; Nay - 0
Lynch reported that she would present the invitation to Library
Foundation President Janet Marxen.
Update on Art Prints - Henricks reported working with Art Museum
Director Nelson Britt in completion of the Library's Centennial prints with
the selected printer,
Tully reported on a New York gallery's interest in purchasing the Library's
art work by Grant Wood, "Appraisal."
"hOoved to charge Library D/rector w/th contacting the
interested gallery regarding the purchase of the "Appraisal" as to the
do#ar value of their offer and report back to the Board w/th the
information."
Not/on; Felderman
Second; Lindsay
Vote: Aye - 6; Nay - 0
4) Personnel/Staffing:
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Library Board of Trustees
Minutes of May 23, 2002
"Moved to go into closed session to review or discuss records
which are required or authorized by state of federal law to be kept
con#dential or to be kept confidential as a condition for that
governmental body's possession or continued receipt of application
regula~'ons of the City of Dubuque and/or the Carnegie-Stout Public
Library. #
I~lotion: Lindsay
Second: Shubatt
Vote: Aye - 6/Nay- 0
The Board went into closed session at 4:53 p.m.
The Board re-adjourned into open session at 5:05 p.m.
"Ploved to authorized the Library Director to move forward
with the personnel recommendations as set forth in the closed
sess/on,"
I~lotion: Tully
Second: Shubatt
Vote: Aye - 6;/Vay- 0
B. Operations Committee - Smith:
l)
Revenue & Expenditure Financial Reports Summary April 2002 - Smith
reported no exceptions to the revenue and expenditure report and the
year-end projections are in line with the budget, Henricks reported that
the FY03 budget revenue funds are projected to drop 24%. Henricks
reported working on some cost saving measure in relation to open
access transaction and would report back to the Operations Committee
with a recommendation.
2)
Operational Projects Update - Smith reported that the Library new
Internet services through access over the ICN hosted by SILO (State
Library of Iowa) has been completed. Henricks reported that the cost of
the project and would run approximately $3,000, with the project being
a non-budgeted unanticipated expense.
Smith reported that the Kiosk CIP has been pushed back approximately
four weeks due to extra programming time being needed by the vendor.
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Library Board of Trustees
Minutes of May 23, 2002
Felderman asked the City Council be kept informed of the safety concern
in regard to the Library's material drop boxes.
Smith reported that the City Engineering Department has agreed to
absorb the approximate $7,000 needed sidewalk section replacements in
their budget.
Smith reported that Henricks is currently receiving bids for needed
window repair and replacement of Library windows.
3)
Safety and Security Report Smith reported on the need for
replacement of the Library's door lock and keys and reported that
Henricks is currently reviewing the levels of security needed and will
move forward with acquiring bids.
Henricks reported that would be investigating the need for a safety
intervention at the intersection between the Library parking lot and the
Library itself. Henricks reported on several near misses of vehicles
hitting patrons.
Henricks reported that to help provide additional ventilation in the public
Tnternet room, two fans have been installed. Henricks will continue to
review the ventilation needs in this room.
C. Planning Committee- Shubatt:
i) Report on Review of Long Range Plan - Shubatt reported that the
Committee continues its review of the Long Range Plan. Shubatt
reported on the Committee's recommendation for a revised job
evaluation or performance report. Henricks reported that she would
continue to develop a revised report to implement with staff including
a schedule for staff evaluations to be completed by supervisors.
6. Director's Report:
A. Statistical/Service Reports for April 2002 - Henricks provided a summary of
the statistical reports and noted no exceptions to the statistical reports, but
noted a concern with the gate count in relationship to the increasing
circulation statistics, increased Library programming and other increased
usage in the building. Henricks reported she would continue to monitor the
gate on a regular basis. Henricks provided a summary of the new statistical
report of the Library's on-line use statistics.
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Library Board of Trustees
Minutes of May 23, 2002
lVlarketing Update - Henricks provided a video of proposed public service
announcements about Library's that she is recommending be run over a
local television channel, Henricks reported that she would provide an
update to the Board as plans for the announcements move forward. The
Board noted its approval of the announcements.
Library Program and Calendar Update - Henricks reviewed the Library
calendar and reported on positive feedback from the Centennial Events with
special note of the Appraisal Events. The Board concurred that volunteers
Donna Bauerly, Joan Tully and Janet Marxen be provided a special thank
you for all of their hard work and efforts thus far in providing their volunteer
services in making the events a success. Henricks reported on the
upcoming unveiling of the Library's Centennial Print scheduled for June :[5,
2002.
8. "/Vlotion to adjourn."
Mot/on: Sm/th
Second: Felderman
Vote: Aye-~'Nay- 0
The Board adjourned at 5:50 p.m.
Mary Strom, Board Secretary
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