Minutes Library Board of Trustees 11 10 08;~
Carnegie-Stout Public Library ~`~ ~ ~~'
Board of Trustees' ~'~
Meeting Minutes of November 10, 2008
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 5:00 p.m. on Monday, November 10, 2008.
Present.• President Diann Guns; Vice President Beverly Kolz; Secretary
Kristen Smith; Trustee Paula Connors; Trustee David Hammer;
Trustee Mike Willis; Library Director Susan Henricks; and
Recorder Denette Kellogg.
Excused.• Trustee Elizabeth Leeper
1. Board President Diann Guns called the meeting to order 5:02 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Monday, November 10
2008. "
Motion: Ko/z
Second.- Connors
Vote: Aye - 6; Nay - 0
2. Review Price Set for the Heade Painting -Henricks reported on meeting with
City Manager Mike Van Milligen to discuss the Library Renovation Project. Bid
award contracts were being sent out this week to contractors. Henricks
provided an historical overview of the funds for the project, including the loan
from the Gift Trusts to the project and the sale of the Heade paintings
intended to first replenish the gift trusts loan with the balance going toward
the project. Henricks reported that early on in the project, the City did not
release any portion of their financial contribution and funds were needed to
pay for the design plans to be completed so the project could move forward.
The Board at that time agreed to loan some of the expendable gift trust
funds to the project with the clear understanding that the accounts would be
replenished.
Henricks reported on the recent Board's agreement with the City regarding
the City taking custody of, and managing the funds for, the renovation which
will be transferred by the Foundation. Donations will still be received by the
Library Foundation to protect the confidentiality of donors. The Board
expressed its commitment to replenish the Gift Trusts first with funds
received from the future sale of the Heade painting with the balance going to
the renovation project. This commitment was agreed upon by City Manager
Mike Van Milligen at the Library Board's July 24, 2008 meeting when he
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stated that, "the Heade painting would be sold and the Library Gift Trust
Funds would be replenished, using the balance of the sale toward completing
any components of the project that was delayed because of the bidding, and
whatever the result he would commit to fund the entire project until the
project is completed." Henricks reported that the painting would need to be
sold on or before June 30, 2010. The Board discussed the slowing economic
market and its effect on fine art prices.
The Board agreed to contact the broker for information on the current market
and his opinion, and verification of the price set for the remaining Heade
painting. The Board agreed that there is time to hold steady until the market
rebounds to get the best price possible. The Board also agreed on the need
to review the broker's agreement. The Board charged Henricks with
contacting the broker to get an update of information before moving forward
with any decision.
"Moved to tab/e the agenda item, Review Price Set for Heade
Painting. "
Motion: Hammer
Second.' Kolz
3. Review and Approval of Improvement Package (IP) Budget Requests for
Fiscal year 2010: Henricks provided a PowerPoint presentation of the IP
requests. Two of the requests are for five laptop computer replacements and
additional budget funds to purchase teen books. Henricks provided a report
on the focus of the IP requests totaling $312,000, which are for personnel,
when the renovation completed. Henricks reported the increased need for
staff is due to three reasons: an expected increase in use of the new facility,
the additional use of space on two floors, and that we are coming into the
renovation project while currently being under-staffed. Henricks provided
detailed information in comparison to other libraries in Iowa and nationwide
which compared the Library's staffing to other libraries with similar
populations and budgets. Currently, the Library accomplishes its service to
the public by borrowing staff from other activities. Connors asked what is not
getting done. Henricks provided a summary of the impacts including web
page redesign, collection development, and those services which affect
patrons the most by not providing the level of service needed. The request
for additional staffing will include opening the Library at 9:00 a.m. on
Thursday mornings. Henricks provided feedback received from other libraries
regarding an increase ~in business that can be expected after renovations.
Henricks reported that after renovation, based on state and national reports,
an estimate of a twenty-eight percent increase in visitors, and eleven percent
in circulation of materials is not an unreasonable estimate.
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The Board suggested providing more detail on the impact to the patron
should the items not be funded. Connors questioned how services would be
affected if a staff increase did not occur, and if funding was approved how
the projected increase for staff would be used.
Henricks reported that she is meeting with the City Manager and City Staff on
Thursday, November 13, 2008 to review the IP budget. She welcomed Board
members to attend and Connors volunteered to accompany Henricks to the
meeting.
"Moved to approve the Improvement Project requests for
FY10 and approve submission to City Manager for review. "
Motion: Connors
Second.• Hammer
Vote: Aye - 6; Nay - 0
4. Communications/Public Comment: No communications or public comment
were received.
5. Library Board Adjournment -The Board adjourned at 6:10 p.m.
"Motion to adjourn. "
Motion: Kolz
Second.• Connors
Vote: Aye - 6; Nay - D
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Kristen Smith, Board Secretary
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