Minutes Library Board of Trustees 10 23 08Carnegie-Stout Public Library
Board of Trustees' ~`~"' ~'
Meeting Minutes of October 23, 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, October 23, 2008.
Present.• President Diann Guns; Vice President Beverly Kolz, Secretary
Kristen Smith; Trustee Paula Connors; Trustee David Hammer;
Trustee Mike Willis; Trustee Library Director Susan Henricks.
Excused.• Trustee Elizabeth Leeper
1. Board President Diann Guns called the meeting to order 4:02 p.m. and the
agenda was adopted. The Board welcomed newly appointed Library Trustee
Mike Willis.
"Moved to adopt the meeting agenda of October 23, 2008 with the
addition of action item on a request from City Manager, Mike Ilan Mil/igen,
in regard to a proposed agreement concerning campaign funds "
Motion: Connors
Second.• Smith
Vote: Aye - 6; Nay - 0
Guns introduced Willis to the Board and he provided information on his
background as a citizen of Dubuque and of his interest in the Library.
2. Approval of Library Board of Trustees' Minutes of September 25, 2008.
"Moved to approve the Board minutes of Thursday, September 25,
2008 with the format changes of removing the letter "e" in the word
Dianne on the first page, and adding the /etter "e" to Deere on the second
page of the minutes "
Motion: Kolz
Second.• Connors
Vote: Aye - 6; Nay - 0
3. Board President's Report:
- Communication with the Dubuque City Council. Guns reported on the
summary report of the Board to the City Council from the September 25,
2008 Board meeting.
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"Moved to receive and file the Communication with the
Dubuque City Council, "
Motion: Connors
Second.• Smith
Vote: Aye - 6; 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 September 2008 represented twenty-four percent of the
budget year lapsed through the third month of fiscal year
2009 with the same percentage expended year to date.
Year to date revenues collected are at twenty-six and one-
half percent.
2) Library Use Statistics -Henricks reported that visits to the
Library are up twelve percent year to date. This dramatic
jump in library use can be related to the economy. Libraries
throughout Iowa, and nationwide, are also experiencing
increased business.
Henricks reported that circulation of materials is up six
percent year to date and was up fourteen percent in
September compared to last year. Books checked out by
adults were up fourteen percent year to date.
Connors commented on the recent month's drop in volunteer
hours. Henricks reported that she would touch base with
the Volunteer Coordinator to provide feedback in regard to
the drop in hours.
3) Library Renovation Report -Henricks provided an update on
the glass floor in the mezzanine that was discovered during
the recent bidding process. This area will become a reading
room as part of the renovation. Henricks reported that the
original glass floor, once renovated, may not be compliant
with the American Disabilities Act (ADA). Henricks reported
that City Staff and the Architect are reviewing the
information and a final opinion should be provided soon.
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Guns expressed a desire for the historic glass floor to remain
as intact as possible.
B. Library Comment Cards -The Library Board reviewed the two
comment cards received and concurred with the responses provided.
"Moved to receive and fi/e the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Library Renovation Report, and the two Library Comment
Cards and Staff responses received. "
Motion: Ko/z
Second.• Connors
Vote: Aye - 6; Nay - 0
5. Items for Action:
A. Review of Request to Transfer Campaign Funds from City Manager -
Henricks reviewed the letter from City Manager Mike Van Milligen to
the City Council dated October 16, 2008. Henricks reported that one of
the recommendations in the letter includes authorization for the City
Manager to negotiate and execute an agreement with the Library
Board of Trustees and the Library Foundation Board of Directors to
turn over any and all funds designated for the renovation project as
they become available. This includes a restriction on the bids not
being awarded until the agreement is executed. Henricks reviewed the
proposed agreement received from the City Manager for the Board's
review.
Henricks reported on the need for the detail of donor contributions to
be kept confidential and anonymous, requiring that the funds still be
received through the Library Foundation and then transferred to
the City for Library renovation project expenditures. The Board
reviewed the agreement and agreed to add information about the
timeframe of turning over funds and funds having do to with the
Community Foundation Endowment.
"Motion to approve the agreement subject to the fo/%wing
amendments; Under Section 1 -adding the words "of said " as
fo/%ws, 'The Library and the Foundation sha/l deliver
to the City Finance Director all of said funds from any
source . , . 'and further, by de%ting the language in the last
sentence after the word 'Project" substituting those words with,
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'within thirty (30) days, exc/uding funds directly donated to the
endowment. "'
Motion: Hammer
Second.• Connors
Vote: Aye - 6; Nay - 0
B. Library Holiday Staff and Volunteer Gathering - The Board
discussed the annual Holiday gathering that the Board, Library
Foundation Board, Library Friends Board, Library volunteers and
staff attend. Hammer suggested inviting the City Council members
and the Board concurred. Henricks reported the traditional
gathering is usually one hour before the scheduled Board meeting.
"Move to approve a holidaygathering on Thursday,
December 18, 2008 from 3:30 p.m, to 4:30 p.m, of Library
Trustees, Foundation Board, Friends Board, Dubuque City Council,
Library Staff and vo/unteers on December 18, 2008; and, the
expenditures for the gathering up to $300.00 approved from the
Genera/ Gift Trust.
Motion: Connors
Second.• Kolz
Vote: Aye - 6; Nay - 0
6. Communications/Public Comment:
• The Board discussed the Board meeting schedule for November and
December. The Board agreed to hold their monthly meetings on
Thursday, November 20 and Thursday, December 18, 2008.
Henricks provided additional information about the State Library's Iowa
Communication Network session called "Trustee Training: The
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Engaged Library scheduled for Thursday, November 13, 2008 from
5:30 to 7:00 p.m. Henricks asked that Board members respond to her
if they would like to attend this session.
Guns reported that regular evaluation of Library Director is due and
that she would be getting the process moving forward. She reported
that Board Committee assignments would take place in an upcoming
meeting. Guns expressed a concern on Board terms ending all
together and the need for gradual expiration of terms also to be
addressed at an upcoming meeting.
7. Library Board Adjournment -The Board adjourned at 4:42 p.m.
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"Motion to adjourn. "
Motion: Ko/z
Second.• Connors
Vote: Aye - 6; Nay - 0
Kristen Smith, Board Secretary
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