Minutes_Library Board of Trustees 3 26 09Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of March 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, March 26, 2009.
Present,• President Diann Guns; Secretary Kristen Smith; Trustee Paula
Connors; Trustee David Hammer (arrived at 4:05 p.m.); Trustee
Elizabeth Leeper; Trustee Mike Willis; Library Director Susan
Henricks; and Recorder Denette Kellogg
Excused.' Vice President Beverly Kolz
1. President Diann Guns called the meeting to order 4:00 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, March 26,
2009. "
Motion: Connors
Second.' Leeper
Vote: Aye - 5; Nay - 0
2. Approval of Library Board of Trustees' Minutes of Thursday, March 26, 2009.
"Moved to approve the Board minutes of Thursday, February 26,
2009. "
Motion; Connors
Second.' Smith
Vote; Aye - 5; 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, February 26, 2009 Board meeting.
"Moved to receive and fi/e the Communication with the Dubuque
City Counci/. "
Motion: Leeper
Second.' Connors
Vote: Aye - 5; Nay - 0
Trustee David Hammer arrived at 4:05 p.m.
1
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks reported on
long time Library volunteer and past board member Ed Vandermillen's
wife, Ann Vandermillen, passing.- Henricks reported that the couple
had contributed to the Library in many ways over the past years. The
Board expressed its sympathy and all agreed that a memorial of books
up to $100.00 be purchased from the General Gift Trust for the Library
in Ann's name. Henricks provided each Board member with an
updated Trustee's Manual that was written and published by the State
Library of Iowa. 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 February represented sixty-seven percent of the fiscal
year lapsing. Expenditures through the seventh month were
at sixty-five percent and revenue generated year to date
was at ninety percent.
2) Library Use Statistics -Henricks reported that Library
Circulation is up seven percent both year to date and during
the month of February compared to last February. Library
visits are up three percent, questions up fifteen percent and
lap top computer circulation is up eighty-seven percent
compared to last February.
Henricks reported Library statistics and revenue are both
higher than expected and. budgeted and that the robust use
of the Library is welcome and defies predictions of a drop in
Library use due to construction. The increases are also
attributed to the economic times.
3) County Library Meeting Update -Henricks reported that she
and Becky Heil, Director of the Dubuque County Library, met
with the Asbury Library Committee (ALC) members on March
18, 2009. The need for the County Library to find a new
location for their headquarters quickly is separate from our
proposed plan of the contract for library management of the
County Library. Presenting two plans to the Asbury City
Council could be confusing. Postponing the discussion of a
more permanent, larger facility also has the advantage of
providing an opportunity to collect data and this data can be
used in support of planning for a larger facility. If the
County Library moves to Asbury, the Carnegie-Stout Board
2
should discuss this to determine if pursuing a contract for
service is in Dubuque's best interests. Carnegie-Stout would
realize a significant decline in revenue from the Agency if the
County opens a branch in Asbury because that city would
contract directly with the County Library for service.
4) New Library Web Site Update -Henricks provided the Board
with a presentation of the Library's new web site and its
features. The web design was made possible by funding
from the Library Foundation and will replace the existing
web site that is the only one the Library has had. One
unique feature includes an update of items being returned to
the Library on an hourly basis so that patrons can view the
items as they are returned.
5) Library Construction Report -Henricks reported that Library
construction of Phase 1 and Phase 2 continues. The third
floor construction is behind schedule with the floor covering
and painting to be completed. Henricks reported on moving
forward with the second floor rotunda glass floor area, part
of Phase 2, as the Iowa Great Places grant for this phase
should be completed by June 30, 2009.
The work by the Library's front entrance is due to the
delivery of the mechanicals to the basement which must be
dropped in place under the concrete.
The package for the first of three furnishings bids, for
Library shelving, will go out soon and Henricks will keep Kolz
and Willis informed of dates and times of these bid
openings.
The Board discussed the Mayor's State of the City address
that included the City's sustainability efforts. Henricks
reported on the Library being the first City owned Leadership
in Energy and Environmental Design (LEED) building and
first existing Library building in the mid-west to be a LEED
building. The Library is hoping to achieve a LEED
certification at the third of four levels; the silver level.
Guns asked if the pledge payments for the Library
renovation have been received in a timely manner. Henricks
reported that, on the whole, payments have been timely
with a few being delayed.
The Board discussed in-kind donations and Guns agreed to
contact a local vendor to inquire about a furniture donation.
6) Policy Update -Henricks responded to a question at a
previous meeting regarding the reviewing of policies and
whether shorter policies are a trend supported by written
guidelines or instructions. Henricks reported querying other
libraries of similar size in Iowa and reported that they are
moving to shorter policies and supplementing them with
procedures or guidelines.
7) Marketing Update -Henricks reported on marketing efforts
of the Library. Henricks reported about an article covering
the value of the Library and its services and renovation
update coming in the May issue of Julien's Journal.
The Library Foundation has been successful in establishing a
fundraiser with nine car dealerships in town. For each new
or used car purchased by the end of June 2009, $100 will be
donated from each business to the Foundation. Buyers need
only present a bookmark to any of the dealers listed for the
Library Foundation to receive the donation.
B. Library Comment Cards -The Library Board reviewed the two
comment cards received and concurred with the responses provided.
"Moved to receive and file the informational update from the
Library Director on the Library Financia/Report, Library Use
Statistics, County Library meeting Update, New Library Web Site
Update, Library Construction Update, Po/icy Update, Marketing
Update, and Library Comment Cards "
Motion; Smith
Second.• Willis
Vote: Aye - 6; Nay - 0
5. Request for Loan of Heade Painting -Henricks reported on the request for
loan of its Heade painting to the Middlebury College Art Museum for a period
of one year. The Board discussed input received from art dealers reporting
that the painting should draw a higher price if it is withdrawn from the
market for at least one year. Henricks reported that the original hope was to
have the painting sold by June 30, 2010 to reimburse the Library's gift trusts
and the balance to go toward the Library renovation project. Abridge loan
could be used to cover the renovation cost until the painting is sold. The
4
Board discussed the benefits and its duty to get the highest price possible for
the painting and need for concurrence from the City Manager in this regard
as the funds expected for the renovation from the sale would be delayed.
"Moved to approve loan of the Library's Heade painting, with
adequate insurance in transit and on site at the Midd/ebury Co/%ge
Art Museum, inc/uding packing and shipping in transit of the
painting by Midd/ebury College Art Museum, contingent on the
City's approva/ to agree to some type ofbridge loan For the period
until the artwork is so/d.
Motion; Connors
Second.• Hammer
Vote; Aye - 6; Nay - 0
Willis asked that clarification to the Middlebury College be included so that
they are responsible for all costs in regard to package and shipping the
artwork back to C-SPL or to the next location after the loan.
6. Decision on Interior Finishes for Library Construction Project -Henricks
reviewed the decision needed in regard to finishes for the third floor. The
Board toured the third floor to review the stain and paint, colors as some
wood originally thought to be oak is actually pine. Additional detail in
painting of the third floor rotunda is being reviewed for accuracy.
The Board concurred that the original colors and finishes of the historic areas
be kept as close as possible to the original decor as previously specified.
7. Communications/Public Comment -The Board noted the editorial by Trustee
Hammer in the Telegraph Herald newspaper. Hammer reported that he has
not received the monthly publication from the Iowa Library Association.
Henricks reported she would check to make sure he is an ILA member.
8. Library Board Adjournment -The Board adjourned ate 5:05 p.m.
"Motion to adjourn. "
Motion; Smith
Second.' Connors
Vote; Aye - 6; Nay - 0
Kristen Smith, Board Secretary