Minutes_ Library Board 1 22 09~..
i l i
i i ,
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Eoard Room at 4:00 p.m. an Thursday, January 22, 2009.
Present.• President Diann Guns; Vice President Beverly Kolz, Secretary
Kristen Smith; Trustee Paula Cannors; Trustee Elizabeth Leeper;
Trustee Mike Willis; Library Director Susan Henricks (via
teleconference); and Recorder Denette Kellogg
Excused• Trustee David Hammer
1. President Diann Guns called the meeting to order 4:00 p.m. and the agenda
was adapted.
"Moved to adopt the meeting agenda of Thursday, January 22,
2009. "
Motion: Kolz
Second.• Cannors
Vote: Aye - 6; Nay - o
2. Approval of Library Board of Trustees' Minutes of Thursday, December 18,
2009.
"Moved to approve the Board minutes of Thursday, December 18,
200: "
Motion: Connars
.Secono:• Kolz
11ate.• 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 Thursday, December 18, 2008 Board meeting.
"Moved to receive and file the Communicafion with the Dubuque
City Council. "
Motion: Kalz
.Second.' Leeper
Vote; Aye - 6; Nay - 0
1
4. Motion to Receive and File Informational Items:
A. Library C~irector's Report Summary and Update: Henricks provided a
written summary of the fallowing items to the Library ward with the
following additional comments:
1) Library Financial Report -Henricks reported that the month
of December 200 represented fifty percent of the fiscal
year lapsing. Expenditures through the sixth month were at
forty-eight percent and revenue generated year to date was
at sixty percent.
2) Library Use Statistics -Henricks reported that Library
Circulation is up eight percent and library visits are up three
percent over the same time last year. Directional questions
asked by patrons increased nineteen percent largely due to
patrons inquiring the location of materials. Hours
contributed to the Library by volunteers increased thirty-nine
percent and this is largely due to volunteers who donated
time Cecember 17, 200, the day of moving over 40,000
items into storage.
Connors inquired about the problems with getting accurate
statistics reported for database use. Henricks reported that
she is working with the Technical Services Manager to
provide a realistic picture on database use and an updated
report will be available soon.
Kolz asked about the tracking of items returned at both the
materials drops located at Roosevelt Middle School and the
Kennedy Mall, including the reserves provided at the
Kennedy Mall. Henricks reported that returns to the
Roosevelt Middle School are very good at approximately 200
items per day. Use at the Kennedy mall is very law, but this
is still a new service and pramotion of this service will take
place when construction begins on the first flaar of the
Library. Henricks said she will continue to evaluate use as it
should begin to rise as construction moves forward.
Guns asked about the process of checking out items to
patrons at the Mall and is it working smoothly? Henricks
reported that the process is working, but is very labor
intensive as the checking in and out of the materials is done
2
at the Library. Henricks reported that as first floor
construction proceeds, use is expected to drop during this
time. This will result in Staff having ample time to address
an increase in use at the Mall.
Willis asked for clarification of DVD materials and video
materials. Henricks explained that video materials are
videos used in video cassette recorders and that this use is
on the decline, although still used by patrons, and that DVD
use is rising.
3) Library Renovation Report ®Henricks reported that
construction is moving forward with phase two beginning
early due to the move of same materials off®site. Phase one
is currently behind schedule due to lack of materials fram
vendors to contractors. The ceiling in the new board room
will be slightly laver due to duct wark.
Henricks reported on her concern regarding the intentian to
move key personnel from the project at both ®PN Architects
and Durrant Group. Henricks reported that she met with
bath companies and requested that these persannel remain
on the project in their current capacities and both firms
agreed.
Henricks reported that construction of a temporary wall on
first floor is taking place that will include two portals in the
wall so that visitors can laok in and see work in progress.
Another idea is to have artists or children paint murals on
these temporary walls. These activities involve the
community and will help people feel more closely linked to
the project.
Henricks provided an explanation of individuals handing out
flyers outside the Library today in regard to Tricon
Construction.
4) Personnel Update ®Henricks reported that Andrew Fuerste®
Henry has 1:Illed the vacant position of Librarian I in the Adult
Service Activity and began wark on January 12, 2009.
5) Articles in the Dubuque Telegraph Herald Newspaper
Henricks reported that this report pravides a listing of dates
and tapirs where the Library was mentioned in the
Telegraph Herald. The repart is provided by Librarian Batty
Baule twice a year.
B. Planning Committee Summary and Update -Henricks reported on the
meeting with the Dubuque County Library held January 6, 2009 that
she and Hammer attended. The meeting is the first of a Committee
formed fram both the C-SPL and the County Library Board to discuss
future service for County and west-end residents through a contract
for service from the County Library. The first meeting consisted of
orientation of the Boards to what their responsibilities are and
discussion of what benefits far both libraries would result should C-SPL
take over service. Discussion of outsourcing services for the County
library to C-SPL, location change for the County library and $95,000
revenue for C®SPL, and awest-end service presence for County
residents and Dubuque residents were also discussed.
The County library would benefit as services to patrons would increase
significantly, including database use by patrons for the same cost. As
C-SPL would be taking over the managing of the Library, the current
staff of the County library would need to reapply as City of Dubuque
employees. Henricks reported that Hammer was in support of the
collaboration as tang as it is a win-win for all Library patrons and was
supportive of moving on to the next step; Leeper concurred. The
County Library Board members also agreed.
Henricks reported that the next meeting is scheduled at 4:00 p.m. on
Tuesday, February 3, 2009 in the Library Board room.
Henricks reported that the Planning Committee would also be
scheduling a meeting next week to review the FY-10 budget.
C. Library Comment Cards -Connors asked about the comment card from
a patron about bullying in the computer area.
Henricks reported on meeting with Palice Captain Russ Stecklein,
Head of Community Oriented Policing, to discuss a proactive approach
in respect to ongoing behavior problems from neighborhood kids who
have been fighting, and throwing books. The Library has a zero
tolerance policy to deal with these problems. Should problems
continue to escalate, the. Baard agreed to meet with Captain Stecklein
to review an action plan.
The Library Board reviewed the four comment cards received and
concurred with the responses provided.
4
"Moved to receive and ale the informational update from the
Library ®irector on the Library Financial Report, Library Use
Statistics, Library Renovation Report, Personnel Update, Antic%s in
the Te%graph /herald Update, Planning Committee Summary and
Library Comment Cards "
Motion: Connors
Second• Willis
vote: Aye - 6; Nay - o
5. Items far Action:
A. Revisions to Library Materials Selection Policy -Henricks reported on
the revisions to the policy that provides far a simplified and
cansalidated policy far the acquisitions of Youth and Adult materials.
Henricks repented that she is currently applying far reaccreditatian with
the State Library and this requires documentation of this policy and
others. Henricks reported that the old palicy contained many
guidelines and these have been taken aut to become a separate
document far Staff to use. Willis asked if the general selection criteria
for fictian and non-fiction are the same. Henricks agreed that a
clarification needs to be made by separating these and would make
the change.
Kolz asked if other Libraries are removing more of the detailed
information out of policies versus guidelines. Henricks reported she
does believe this is the case with policies in general and will investigate
this type of movement for this policy and report back to the hoard.
"Moved to adopt the Materials Se%ction Policy with the
change of separating in Section VI•• General Se%cfion Criteria and
Considerations the Non-fiction and Fictian criteria "
Motion; Connors
Secono:• Willis
vats: Aye - 6; Nay - o
E. Agreement for Heads Painting - °The Board reviewed the letter dated
January 20, 2009 to the ward that was copied to the City Manager.
T'he hoard confirmed receipt of the letter and discussed the
information in regard to Henricks investigation of the current art
market and the recommendation to recall the Library's Heads painting
until the market rebounds. Willis reviewed the information
5
recommended by Vase Gallery of holding the painting 18-24 months
before putting it back on the market. Henricks recommended taking
the painting off the market for approximately 12 months as the City
has requested that the sale take place by June 30, 2010 so that the
gift trusts can be replenished and funds left over would go towards the
renovation costs. The Board noted its duty to sell the painting for the
most money possible and the need to follow Vose Gallery's
recommendation and reintroduce the painting for sale again after a
period of time has passed. Discussion took place regarding insurance
that would be required including the cost of shipping the piece and
coverage once the artwork arrives.
"Moved to bring the laeade painting off the market for a
period of time, until the market gets better to reintroduce the
artwork for sa/e, "
Motion; Connors
~'econa:~ Willis
i/ote: Aye - 7; Nay - 0
The Board asked Henricks to contact the Dubuque Museum of Art
Director to ask if the painting could be stored in the vault at the
museum far a short period of time.
6. Communications/Public Comment -Canners Hated a concern and a
perception from a patron that the new books are picked over and that there
are some in storage. Henricks reported that the Library currently has
approximately 500 new beaks with 350 of these checked out. Henricks
reported on the suggestion fram Connors to put a cart of popular alder books
far patrons to look at, but staff determined this would not wank. Henricks
has charged staff to have mare consistency with keeping the same number of
beaks added weekly. Leeper suggested that maybe extending the time new
beaks remain labeled "new" beaks be extended. Henricks reported she
would investigate this as well to insure that new books stay in this area far
six months.
Henricks reported that she is leaving for American Library Association
conference in Denver next week.
7. Library Board Adjournment -The Board adjourned at 5:05 p.m.
"Motion to adjourn. „
Motion; Kolz
6
.Secor~d.~ Connors
!/ote; ,4ye -6; Nay -
w~ , ~ u
ri~t~~a ~ it ~~,~,,~~~ ~ ~r try
7