Minutes Library Board of Trustees 2 26 09Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of February 26, 2009
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, February 26, 2009.
Present.• President Diann Guns; Vice President Beverly Kolz, Secretary
Kristen Smith; Trustee Paula Connors; David Hammer; Trustee
Mike Willis; Library Director Susan Henricks; and Recorder
Denette Kellogg
Excused.• Trustee Elizabeth Leeper
Pub/ic Present.• Fred Miller, 2462 Central Avenue, Dubuque, Iowa
1. President Diann Guns called the meeting to order 4:03 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, February 26,
2009. "
Motion: Connors
Second.• Kolz
Vote: Aye - 6; Nay - 0
2. Approval of Library Board of Trustees' Minutes of Thursday, January 22,
2009.
"Moved to approve the Board minutes of Thursday, January 2Z,
2009. "
Motion: Wi/lis
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 Thursday, January 22, 2009 Board meeting.
"Moved to receive and file the Communication with the Dubuque
City Council. "
Motion; Ko/z
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Second.• Connors
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 January 2009 represented fifty-eight percent of the fiscal
year lapsing. Expenditures through the seventh month were
at eight-two percent and revenue generated year to date
was at sixty percent. Henricks reported that revenues
projected for FY-09 are higher than expected at this time as
original predictions anticipated a decrease due to Library
construction, which began later than originally scheduled.
2) Library Use Statistics -Henricks reported that circulation of
materials are up nine percent over last fiscal year and the
circulation of laptop computers in the Library is up 146%
over the same time last year. Reference questions are up
seventeen percent over last fiscal year and database use has
rebounded after a decrease in use. The issuance of new
library cards is up nine percent over last fiscal year.
Of note, Henricks reported that the Library circulates about
three dozen video cassette (VCR) tapes every day to
patrons.
Henricks reported on submitting an application for
reaccreditation to the State Library for C-SPL, which, if
awarded, will be valid for three years. Henricks reviewed
the submission paperwork for accreditation with the Library
Board. To be accredited the Library must meet the 40
required measures and 16 out of 35 remaining measures.
Henricks reported that currently C-SPL meets all but three
measures, one of which is not applicable to our Library.
Henricks reported on the Library's new web site project that
will provide for a more updated and inviting look for its
visitors. The project is funded by the Library Foundation
and will be launched sometime in late March.
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Henricks provided the Board with an updated Guide to
Library Services brochure and Library bookmark.
3) Library Construction Update -Henricks reported that phase
two of construction on first floor began one month early.
Wall partitions have been built to cordon off the area on first
floor and a window portal has been installed so patrons can
view the construction progress. Phase one is approximately
six weeks behind schedule due to lack of delivery of heating,
ventilation and air conditioning (HVAC) equipment to
contractors.
Henricks reported that she is scheduled for atwo-week
vacation March 3 through March 13 and will return to work
on Saturday, March 14, 2009 and for the Board to contact
the Administrative Assistant with any questions during this
time as she will be checking in on a regular basis.
Henricks invited Board members to attend the Construction
Update meetings that occur every other Thursday in the
Library Board room with the next meeting scheduled for
Thursday, March 12, 2009 at 9:00 a.m. Both Kolz and Willis
expressed interest in attending the meeting.
Henricks reported on the separate capital improvement
project (CIP) funding for some minimal landscaping to the
exterior of the building. She provided a proposed landscape
design plan from OPN Architects and asked for feedback on
the plan. New library signage is also needed, but this is an
alternate bid within the Library renovation project. The
desire would be for new simple, but classic, signs.
4) Heade Painting Update -Henricks reported that the Library's
Heade painting has been recalled from the dealer as
requested by the Library Board. The Board had agreed at its
last meeting to recall the painting and keep the painting in
storage until the market rebounds. Henricks reported that
the painting will be fully insured during transportation and
storage. The Board agreed that, should an accredited
national museum request to exhibit the artwork during this
brief time, they would welcome review of these requests.
5) Library Budget Fiscal Year (FY) 2010 -Henricks reported
that the public hearing for the City's overall budget for
FY2010 is scheduled with the City Council on Monday, March
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9, 2009. The Board discussed the critical need for additional
staff in the renovated facility. Ten Improvement Package
(IP) requests providing for additional staff in the renovated
facility were included in the Library's budget request with
none of the requests being recommended by the City
Manager. The Board agreed that as the close of the
renovation project nears it will review and address options
for the renovated facility.
Henricks reported on the Internet access the library has
been provided by Mediacom at no charge. Due to Mediacom
recently implementing to a new security system, the Library
will not have the same level of Internet access. The Library
is working on securing service as alternatives are
investigated including the possibility of joining the City's
service. Henricks reported on the unique needs of the
Library in respect to Internet access. This will bring an
unexpected budget impact as the dollars for Internet service
have not been budgeted in FY-09 or requested in FY-10 as
the service had been free. Henricks reported she had been
in contact with the City Budget Director and no relief will be
provided for this expense, which means the Library's current
budgets will have to support this added expense.
6) Planning Committee Update -Henricks reported on the
meeting she and the Board's Planning Committee members,
Hammer and Leeper, attended with two members of the
Dubuque County Library on February 3, 2009 to continue
discussions of a contract for service by C-SPL for the County
Library. This meeting was the second meeting of a
Committee formed from both the C-SPL and the County
Library Boards to discuss future service for County and west-
end residents through a contract for service from the County
Library. Participants agreed the next step is to discuss its
long-range plan of service with the Asbury Library
Committee scheduled for March 18, 2009, and if in
concurrence, on to the City Council of Asbury.
7) Dubuque Racing Association (DRA) Grant Requests -
Henricks reported on submission of two grant requests to
the DRA. The Friends approved the request to submit a
matching grant to purchase furniture for the Teen area in
the renovated facility totaling $18,750, with $3,750 to be the
Friend's match. Henricks reported that the Library
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Foundation approved the request to submit a matching
grant for $26,250 ($6,250 to be the Foundation's match) to
purchase furniture for the reading area located in the
rotunda and on the glass floor. Both requests would fulfill
areas of need in the renovation project where cuts had been
previously been made due to lack of funding.
B. Library Comment Cards -The Board reviewed the three comment
cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director on the Library Financia/Report, Library Use
Statistics, Library Construction Update, Heade Painting Update,
Library Budget Fiscal Year 2010, P/arming Committee Update,
Dubuque Racing Association grant requests, and Library Comment
Cards "
Motion: Connors
Second.• Kolz
Vote: Aye - 6; Nay - 0
5. Review and Adoption of Library Internet Policy -Henricks reported that all
Library policies are on a schedule for review every three years. The Library is
required by law to have an Internet Policy in place. Hammer asked about
reference in the policy as to what is constitutionally protected materials.
Henricks reported that the only two things forbidden and legally not allowed
to be viewed are child pornography and showing pornography to a minor.
These standards are set by the community and only the County Attorney can
determine what community standards are. The Board recommended the
that the last bullet point under Section II, item eight be removed as this
information is already covered in Section II, item one. Willis asked if the
Library provides beginner computer classes to patrons and Henricks reported
that the Library does provides these computer classes, along with classes
learning how to use the Library databases.
'Moved to adopt the po/icy with the addition of remo ving the
last bu//et point under Section Il, item eight, 'Users wi//not
misrepresent themselves as other users and wi/l not attempt to
access unauthorized computer systems, ' as this information is
a/ready covered in Section II, item one. "
Motion: Kolz
Second.• Hammer
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Vote: Aye - 6; Nay - 0
6. Long Range Planning -Real Estate.
"Moved to go into c%sed session in accordance with Iowa
Code, Chapter 21. Sj • To discuss the purchase of particular real
estate where disc%sure cou/d be reasonab/y expected to increase
the price the government body wou/d have to pay for that
property. "
Motion: Connors
Second.• Kolz
Vote: Aye - 6; Nay - 0
The Library Board moved into closed session at 4:47 p.m.
The Library Board moved into open session at 4:54 p.m.
"Moved to go into open session of the Library Board. "
Motion: Ko/z
Second.• Connors
Vote: Aye - 6; Nay - 0
"Moved to refer the information about the rea/estate
received and discussed to City Staff for further consideration. "
Motion: Hammer
Second.• Ko/z
Vote: Aye - 6; Nay - 0
7. Communications/Public Comment -Fred Miller addressed the Board in regard
to the Heade painting to inquire if the painting is insured against theft and
fire. Guns reported that the painting is insured for its fully appraised value.
8. Library Board Adjournment -The Board adjourned at 4:56 p.m.
"Motion to adjourn. "
Motion: Kolz
Second.• Connors
Vote: Aye -6; Nay - 0
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Kristen Smith, Board Secretary