Minutes_Library Board of Trustees 5 28 09
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of May 28, 2009
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:30 p.m. on Thursday, May 28, 2009.
Present.• 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
Excused.• Board President Diann Guns
1. Vice President Beverly Kolz called the meeting to order 4:30 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, May 28, 2009. "
Motion: Connors
Second.• Leeper
Vote: Aye - 6; Nay - 0
2. Approval of Library Board of Trustees' Minutes of Thursday, April 23, 2009.
"Moved to approve the Board minutes of Thursday, Apri/ 23, 2009. "
Motion: Connors
Second.• Wil/is
Vote: Aye - 6; Nay - 0
3. Board President's Report -Communication with the Dubuque City Council.
Kolz reported on the summary report of the Board to the City Council from
the Thursday, April 23, 2009 Board meeting.
"Moved to receive and file the Communication with the Dubuque
City Counci/. "
Motion: Smith
Second.• Wi//is
Vote: Aye - 6; Nay - 0
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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 April marks eighty-three percent of the fiscal year lapsed.
Expenditures through the tenth month were at seventy-nine
percent and revenue generated year to date was at one-
hundred and ten percent.
Henricks reported that Library's Heade painting is currently
on display at the Middlebury College Museum of Art,
Middlebury, Vermont and is fully insured by the college while
on loan. A similar painting to the Library's "Roses in a
Glass" was sold in auction on April 30, 2009 for $132,000,
indicating how depressed the market remains at this time.
The painting is to be sold to provide funds to the City for the
Library renovation project, but the depressed market has
forced the sale to be delayed in hopes of market recovery.
2) Library Use Statistics -Henricks reported that Library use is
up in nearly every measureable service. Circulation is up six
percent and Library visits are up three percent year to date.
Overall questions are up fifteen percent, new Library cards
issued are up five percent year to date, and 11 of the 14
informational databases show an increase in use. Use of lap
top computers by patrons continues to rise at one-hundred
sixteen percent year to date.
3) Library Programs Report -Henricks reported that the
Library's summer reading programs are underway with the
themes of "Get Creative" for Adults and the theme of
"Express Yourself' for Teens. Henricks shared a sample of
the "coupons" provided by local businesses to be given to
youth as they achieve various levels of the reading program.
The Youth Services staff obtained a record number of
business partners in support of the summer reading program
as well as receiving a $3,000 grant from the Mosaic Lodge
No. 125, Masonic Temple, Dubuque, Iowa. The Library was
also recently a recipient of a grant from the American Library
Association and the National Endowment for the Humanities
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that will provide for a small collection of books themed
"Picturing America."
Henricks reported over 350 people attended the Library's
program with award winning Author Lois Lowry on May 14,
2009. Another special Library program with author Louis
Ferrante is scheduled for June 23, 2009. Kolz reported
attending the Library program with author Lois Lowry and
provided very positive feedback.
4) Long-Range Plan Update -Henricks reviewed the updated
long-range plan which expires in 2010. The Library's focus
in the last several years has been the renovation and
Henricks will recommend extending the plan another two
years until new business levels off. This will also be a time
to review the focus of the plan as many new users are
expected.
5) Library Construction Report -Henricks reported that a
revised schedule was issued with a completion date for the
renovation set for April 6, 2010. The Board expressed
concern with the delays and concurred that the schedule be
adhered to, which now has added three and one-half
months to the original scheduled completion date.
The Iowa Communications Network (ICN) room cost has
come in unacceptably high at over $70,000, higher than the
$10,000 originally provided by the ICN. The ICN was used
fairly often, but the cost change is too great to justify as the
technology is old. Updated technology now provides for
web meetings and videoconferencing via computers. As the
project moves toward completion, contingency monies will
be reviewed for consideration of doing the ICN project at
that time along with other priorities. Henricks reported that
the project could also be requested as a future Capital
Improvement Project (CIP) should funds not be available
from renovation funds.
Henricks reported on an unexpected plumbing expense due
to a plumbing line being rerouted. Project Manager Rick
Golus is working with the contractor to come to an
agreement on charges. In addition to this expense the roof
expense, as discussed at last month's Board meeting, will
cost significantly more than first thought due to the inability
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of securing roofing materials to the hollow clay tiles. Both
OPN Architects and Durrant are reviewing this cost issue.
Henricks reported that the recent problems of additional
costs has prompted her to request that she be informed of
any additional expense that is $10,000 or more so that she
can inform the Library Board. The Board then can make its
decisions on where to spend the funds based on the
priorities of Library needs and the funds available.
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, Library Programs Report, Long-Range P/an Update,
Library Construction Update, and Library Comment Cards "
Motion: Leeper
Second.• Connors
Vote: Aye - 6; Nay - 0
5. Items for Action:
A. Review of Library Patron Behavior Policy -Henricks reviewed the
updated policy that provides for specific information addressing dogs in
the Library. Patrons bringing in dogs that are not service dogs has
become an issue. Willis suggested, the Board concurred, that the
second bullet information on page one be revised to delete the first
sentence, "Patrons shall be engaged in normal activities associated
with the use of the Library while in the building," and replace it with
the last sentence, "Loitering will be not tolerated." The Board
concurred with the recommended changes.
"Moved to adopt the Patron Behavior Po/icy as reviewed and
with revisions as recommended. "
Motion: Smith
Second.• Wil/is
Vote: Aye - 6; Nay - 0
B. Review of Library Fine Arts Policy -Henricks reviewed the policy that
was tabled at the last Board's meeting so that the Board could review
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the Art Sub-Committee Policy in conjunction with the Fine Arts Policy.
Henricks reported that the policy covers all Library owned art works.
Hammer mentioned his concern that the insurance policy proof
provided by the Dubuque Museum of Art (DMA) dated May 1, 2009
does not provide the same amount of coverage when items on loan
are in transit versus not in transit. Henricks reported that the
individual loan agreement with the DMA provides for this specific
coverage. Hammer requested verification of this information for
anytime the loaned artworks are in transit. Henricks reported that the
Library has full coverage on all of its artworks through the City of
Dubuque. This policy was recently reviewed with the insurance
company.
The Board reviewed Addendum 1 to the policy, Guidelines for Care of
the Fine Art Collection, in regard to a schedule for the Board to review
and update its appraisals. Henricks reported that Ed Ritts, DMA
Director, provided the recommendations of conducting an appraisal
every five years on items of considerable value and to increase the
value of the art eight percent each year on other works for insurance
purposes. Willis reported that this increase is impressive especially in
this market. The Board asked what the value of the artworks would
be without the Grant Woods. Henricks reported she would include the
detailed information at the next Board meeting and noted that a
complete art audit had been completed on all Library owned works of
art in 2007. The Board recommended that item 4. of the addendum
be revised to read, "Each year, the Board of Trustees will decide if an
inventory or appraisal of which, if any, of the Fine Arts Collection is
needed."
Henricks reported that the Board reviews loan requests and that
Addendum 3 to the Fine Arts Policy is the format that is used by the
borrower for this type of request.
"Moved to adopt the Library Fine Arts Po/icy as reviewed and
with revisions as recommended. "
Motion: Connors
Second.• Wi//is
Vote: Aye - 6; Nay - 0
Discussion was held in regard to the Library Board reviewing requests
for loan of artworks. Henricks reported that the current practice is
that the Board reviews loan requests and that Addendum 3 to the Fine
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Arts Policy is the format that is used by the borrower for this type of
request.
"Moved to amend the previous motion to inc/ude the revision
on page 2, section Loan/Circu/ation for Library-Owned Art,
paragraph 1 to read, Requests for borrowing Library-owned art
must be submitted in writing to the Director of the Library for
presentation to the Library Board of Trustees for approva/. (See
Addendum #3)' "
Motion: Leeper
Second.• Connors
Vote: Aye - 6; Nay - 0
C. Review of Library Art Sub-Committee Guidelines -Henricks reviewed
the minor changes to the guidelines which the Board reviewed and
discussed. Henricks reported that the Sub-Committee has not met
since working on the Library's successful, ArtCc~ YourLibrar~
programs in 2007. Members on the Sub-Committee at that time were
local artists Gail Chavenelle, Ioana Mamali and Cindy Byrne, past Board
Member Ed Vandermillen, Art Museum Director Ed Ritts, previous Art
Museum Director Geri Shafer, Library Board representative and Sub-
committee Chair Sue Lindsay, and as ex officio member, the Library
Director. Henricks stated that the Sub-committee membership in
accordance with the guidelines would be re-evaluated and most likely
to change when they meet again, which is expected to occur in late
Spring or Summer of 2010.
"Moved to approve the LibraryArt-Sub-Committee
Guidelines as reviewed. "
Motion: Connors
Second.• Smith
Vote: Aye - 6; Nay - 0
D. Review of Library Tag Line Submissions -Henricks reported on the
plan discussed at a previous Board meeting for a new Library logo
being developed. In line with the development of the new logo is a
new tag line. Henricks provided the Board with the top eight tag lines
submitted by Library Staff for Board review. Henricks reported that the
Board would be given a chance to review the proposed logo, once
designed, and that the tag line may need to also be reviewed again at
that time.
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'Moved to approve the tag /ine, "Check Out The Possibi/ities"
for use with anew /ibrary /ogo being designed. "
Motion; Connors
Second.• Leeper
Vote; Aye - 5; Nay -1 (Hammer)
Hammer reported that he does not agree with the tag line as it does
not seem appropriate for the Library.
E. Review of Library Director Evaluation Tool -Connors reported that the
Relations Committee met to develop a proposed evaluation tool and
procedure for the Library Director. Both she and Smith provided input
into the proposed evaluation process provided for the Board's review.
Connors reported a recommendation from Guns to have Connors
compile all of the evaluation results versus Library Administration who
had done some of this in previous years.
'Moved to approve the proposed Library Director eva/nation
process as reviewed. "
Motion; Connors
Second.• Leeper
Vote; Aye - 6; Nay - p
6. Communications/Public Comment:
• Henricks reminded the Board of the Library's annual volunteer
dinner scheduled for this evening and invited each of the Board
members to attend.
Henricks reported that the County Library has contacted her in
regard to training opportunities through the Dubuque Community
Foundation for a cost saving measure for both the C-SPL Board and
County Board to participate in the Board training together. The
Board asked that Henricks provide additional information about the
training before they make a decision.
7. Library Board Adjournment -The Board adjourned at 5:40 p.m.
"Motion to adjourn. "
Motion; Connors
Second.• Leeper
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Vote: Aye - 6; Nay - 0
Kristen mith, Board Secretary