Minutes Library Board of Trustees 11 20 08.~. _ ..~
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Carnegie-Stout Public Library `~`~'
Board of Trustees'
Meeting Minutes of November 20, 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, November 20, 2008.
Present.• President Diann Guns; Vice President Beverly Kolz, Secretary
Kristen Smith; Trustee Paula Connors; Trustee David Hammer;
Trustee Elizabeth Leeper; Trustee Mike Willis; Library Director
Susan Henricks; and Recorder Denette Kellogg
Pub/ic Present.• Fred Miller, 2462 Central Avenue, Dubuque, Iowa
1. President Diann Guns called the meeting to order 4:02 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of No vember 20, 2008. "
Motion: Kolz
Second.• Connors
Vote: Aye - 7; Nay - 0
2. Approval of Library Board of Trustees' Minutes of Thursday, October 23, 2008
and Monday, November 10, 2008.
"Moved to approve the Board minutes of Thursday, October 23,
2008. "
Motion; Ko/z
Second.• Connors
Vote: Aye - 7; Nay - 0
"Moved to table the Board minutes of Monday, November 10,
2008. "
Motion: Connors
Second.• Leeper
Vote: Aye - 7; Nay - 0
3. Board President's Report:
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A. Communication with the Dubuque City Council. Guns reported on the
summary report of the Board to the City Council from the October 23,
2008 Board meeting.
"Moved to receive and fi/e the Communication with the
Dubuque City Council. "
Motion: Connors
Second.• Kolz
Vote: Aye - 7; Nay - 0
B. Board Committee Member Assignments by Board President. Guns
reported on the three Committees of the Board as outlined in the
Board of Trustees By-Laws. Guns recommended the following
appointments:
Relations Committee -Trustees Paula Connors and Kristen
Smith.
Operations Committee -Trustees Beverly Kolz and Mike
Willis.
Planning Committee -Trustees David Hammer and Elizabeth
Leeper.
'Moved to concur with Board Presidents Board Committee
Member Assignments as recommended. "
Motion: Connors
Second.• Willis
Vote: Aye - 7; Nay - 0
Guns reported that at each Committee's first meeting the Chair of
the Committee be selected.
C. Request to Change Library Board Terms. Guns reported on the loss of
continuity on the Board with the terms of three members of the board
ending on July 1 of one year, and the terms of the remaining four
members ending on July 1 two years later. Henricks provided an
updated Boards and Commissions listing received from the City Clerk.
The Board discussed the critical need for the terms to be
staggered so that a group of terms is not ending all at once. This will
provide for greater continuity, especially during the time of the
building renovation.
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'Moved to authorize the Library Director to petition the
Mayor on behalf of the Library Board to request that terms of
Board members be adjusted so no more than two members' terms
end in the same year as discussed. "
Motion: Ko/z
Second.• Smith
Vote: Aye - 7; Nay - 0
D. Request to Provide a Letter to "Create the Next Chapter" Donors -
Guns reported on the update to "Create the Next Chapter" Donors sent
out earlier this year informing donors of the status of the renovation
project, related funding issues, and steps taken to get the project
moving forward. Guns requested that another update to the same
group of donors be provided updating them on which parts of the
original project have been funded and which parts will be delayed,
explain how the delayed portions of the project will be funded, and the
estimated timeline for construction and "ribbon cutting" of the
renovated facility. The letter would be followed by a press release
containing the information to the media outlets. Kolz suggested that
the letter be timed so that donors do not receive the letter during or
near a holiday.
'Moved to provide a letter to Create the Next Chapter
Donors updating them on the status of the renovation project and
estimated timeline for construction and the ribbon cutting of the
renovated facility. "
Motion: Hammer
Second.• Connors
Vote: Aye - 7; Nay - 0
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 the month
of October 2008 represented thirty-three percent of the
fiscal year lapsing. Expenditures through the fourth month
were at thirty-three percent and revenue generated year to
date was at 33.1 percent.
2) Library Use Statistics -Henricks reported that Library visits
were up year to date by four percent in October.
Circulations increased by six percent. Henricks reported that
DVD circulations remained strong, but the circulation of print
materials increased to six percent for adults and four percent
for children's materials. Use of laptop computers that can
be checked out and used in the Library has increased, year
to date 278 percent or 1,126 circulations compared to the
same time last year. Henricks reported that statistics for the
database use are being reviewed to reflect use verses
number of hits.
3) Library Renovation Project -Henricks reported on the
construction schedule for the project that was scheduled to
begin November 20, 2008. The renovation is scheduled to
be in five phases driven by the heating, ventilation and air
conditioning (HVAC) needs. In preparation for construction,
one lane of traffic on the block of Bluff Street (west side of
the Library) will be closed. The return book and audio-visual
drops located on Bluff Street have been moved to Locust
Street.
Henricks reported that she has been working on the detailed
plan for the packing and storing of approximately 50,000
materials on the first floor of the Library that will be stored
in the McGraw-Hill warehouse on Chavenelle Road. Henricks
reported that a number miscellaneous items, including
artwork and antiques, will be moved to Peosta Warehousing
Logistics in Peosta. Agreements for storage at both of these
facilities are being finalized with City Finance and City Legal
Departments.
Kolz asked about the process for storing the materials.
Henricks reported that once the materials are placed into
storage they will stay at that location, for approximately one
year, or through phase 4 of the project. During this time
patrons can request these materials free of charge through
the Library's interlibrary loan program. Henricks reported
that types of materials being placed into storage are non-
fiction items that are not highly circulated, or that have
multiple copies of one title. The collection that will remain
will be one that provides for a healthy comprehensive core
collection for patrons. Smith suggested that downloadable
books such as e-Books, could possibly fill the gaps in non-
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fiction. Henricks reported that even with a marketing effort
to promote downloadable books, they have not been very
popular to date and continued marketing efforts would be
made. Henricks reported that based on the schedule for
the renovated facility to be completed, budget funds for
new materials will be carried over to provide for a
impressive opening day collection.
B. Library Comment Cards. It was noted that no comment cards were
received this month.
"Moved to receive and fi/e the informational update from the
Library Director on the Library Financia/Report, Library Use
Statistics, and Library Renovation Report. "
Motion: Connors
Second.• Kolz
Vote: Aye - 7; Nay - 0
5. Items for Action:
A. Review of Guidelines for Disposal of Assets. Henricks provided revised
guidelines to include offering items to be disposed to non-profit
organizations outside the community for use or resale. Hammer
requested that clarification be made in the guidelines that items in the
Library's material collection are not included in these guidelines.
Henricks reported that the Library's Materials Selection Policy also
specifically addresses Library collection items.
"Moved to approve the revisions to the Guidelines for
Disposal of Assets with the fol%wing wording after Purpose:
Guidelines for the proper disposal of Library property, except for
items in the Library materials col%ction. "
Motion: Kolz
Second.• Connors
Vote: Aye - 7; Nay - 0
B. Review of Library Board By-Laws. Guns reported that the few
recommended changes to the By-Laws are in regard to Board
Committees meeting twice a year or as necessary and the need for a
quorum at Committee meetings to consist of two members.
"Moved to adopt the revisions to the Library Board By-
Laws as reviewed. "
Motion; Guns
Second.• Hammer
Vote: Aye - 7; Nay - 0
Leeper noted a date in the list of revision dates of the policy that
could be incorrect and Staff will insure that this information is listed
correctly on the revised policy.
C. Review of Library Trustee Policy. Henricks reported that this policy has
no recommended changes, but that it is recommended that it is good
practice to review policies every three years.
"Moved to approve the review of the Library Trustee Po/icy. "
Motion; Connors
Second.• Ko/z
Vote; Aye - 7; Nay - 0
D. Request to Close for Moving of Collection December 17, 2008.
Henricks reported on the efforts in recruiting volunteers for the plan to
pack up and move a minimum of 50,000 items and is requesting that
the Library close for one day, Wednesday December 17, 2008 to
accomplish this task. The items marked for storage will need to be
pulled from the shelves, scanned by barcode, boxed, palletized and
moved into semi-trailers for transport to the McGraw-Hill warehouse.
"Moved to approve c%sing the Library on Wednesday,
December 17, 2008 to pack and store materials in preparation for
construction to take place. "
Motion: Hammer
Second.• Ko/z
Vote: Aye - 7; Nay - 0
E. Review Price Set for Head Painting -Henricks reported on the detailed
requests for information sent to the agent, who is currently in Japan,
and she is waiting for a response. The Board discussed the current
agreement with the agent and the current economic climate for fine
arts. The Board emphasized its obligation in regard to getting the best
price possible for the item. Kolz suggested that the Library consider a
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membership to a resource such as AskArt.com to gain more
information about current auction prices and artist information.
The Board discussed the need for a resolution in regard to the
minimum price that would be accepted and the need for prior approval
of any sale from the Library Board and that this information be
communicated to the agent.
"Moved to charge the Library Director to communicate with
the agent, James Maroney, that due to a discrepancy in the verbal
communications and the contract, the Library Board requests prior
approva/ of any sale. "
Motion: Wil/is
Second.• Connors
Vote: Aye - 7; Nay - 0
6. Communications/Public Comment -Henricks reminded the Library Board of
the Board Holiday Reception scheduled from 3:30 to 4:30 p.m. on Thursday,
December 18, 2008 prior to the Board meeting. The Board signed a Holiday
greeting message that will be included in a Thank You book provided to
volunteers and staff at the reception.
Henricks provided the framed reprints of The EarlySefters of Dubuque for the
Board's review. The prints will be available framed or non-framed. Henricks
reported that the prints would be sold for $25.00 and the framed prints would
be sold for the cost of framing plus the $25.00 for the print. Henricks
reported that postcards announcing the sale of the rare item will be sent to
local businesses in the area and to the public to start the promotion.
Henricks reported on other items that the Library sells including its Grant
Wood note cards and prints.
7. Library Board Adjournment -The Board adjourned at 5:19 p.m.
"Motion to adjourn. "
Motion: Smith
Second.• Connors
Vote: Aye - 7; Nay - 0
Kristen Smith, Board Secretary
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