Mintues_Library Board of Trustees 6 25 09Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of dune 25, 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, June 25, 2009.
Present: President Diann Guns, Vice President Beverly Kolz; Secretary
Kristen Smith; Trustee Paula Connors; Trustee Mike Willis;
Library Director Susan Henricks; and Recorder Denette Kellogg
Excused: Trustee David Hammer and Trustee Elizabeth Leeper
Staff Present: Danielle Day, Deb Fliegel, Michelle Hellmer (4:02 p.m.)
Public 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, June z5, 2009
with the addition of Renovation Review under action items. "
Motion: Connors
Second: Kolz
Vote: Aye - 5; Nay - 0
2. Approval of Library Board of Trustees' Minutes of May 28, 2009.
"Moved to approve the Board minutes of Thursday, May 28, 2009. "
Motion: Kolz
Second: Willis
Vote: Aye - S; 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, May 28, 2009 Board meeting.
"Moved to receive and file the Communication with the Dubuque
City Council. "
Motion: Ko/z
Second: Connors
Vote: Aye - S; 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 May marked ninety-three percent of the fiscal year as
lapsed. Expenditures through the eleventh month were at
eighty-five percent and revenue generated year to date was
at one-hundred and sixteen percent.
Henricks reported on an update to insurance for library-
owned works of art in reference to the Dubuque Museum of
Art's (DMA) coverage for items temporarily on loan to them.
Henricks had contacted Ed Ritts, DMA Director, in regard to
clarification of the information of what "in transit" means
and how library-owned works of art would be covered if
loaned to another museum.
Henricks reported the following response from Ritts, "Should
works owned by the Library be borrowed for an exhibition by
another museum entity, they (the borrowing Museum)
would fully insure the work for its insured value from the
time it left the DMA until the time of its return. The DMA
and the Library would be provided a copy of the borrowing
institution's certificate of insurance stating that the object is
totally covered for the entire period."
Ritts also stated, "The half million the DMA covers for "in-
transit" is for works owned by the Museum sent off to be
reframed, or to a conservator for cleaning, etc. Just as
above, if an object from the Museum's collection were being
borrowed for an exhibition, the borrowing agency would
provide full insurance at the work's appraised value, door to
door."
Henricks also reported that the appraised value of the
Library's artworks, not including the items on loan to the
DMA, totals $207,828. This total does not include Library's
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antique furniture. Henricks reported that these items are
covered under the City's insurance policy.
2) Library Use Statistics -Henricks reported that Library use
continues to be brisk despite having three floors of the
Library under construction. Monday, June 8 was the first
day of the Children's Summer Reading Program and over
600 children registered for the program. Over 1,800 people
visited the Library that day.
Circulation of all Library materials is up six percent.
Circulations of Adult material is up eight percent and further
analysis shows that fifty-seven percent of the materials
checked out from this collection is print and thirty-four
percent of the circulation is the DVD format.
Contributed hours for Library volunteers are up eight percent
year to date. The Library has been contacted by two Boy
Scout Eagle Scout candidates who would like to have the
Library be their service project.
Demand for volunteers will increase dramatically when Youth
Services moves from their current location on second floor to
their new location on first floor. The move will require
additional planning because existing shelving will be reused
requiring that they be emptied, disassembled and then
reassembled in the permanent space on first floor before
placing the collection on them.
3) Library Construction Report -Henricks reported that she,
along with representatives from OPN Architects, Durrant
Group, and City Engineering conducted awalk-through of
third floor to create a punch list after determination was
made that the area was substantially complete. The punch
list was included in the Board packets for the Board. Defects
and deficiencies were noted with a majority of the quality
issues associated with painting. Henricks reported on how
critical Project Manager Rick Golus, lead architect Bruce
Hamous, Library Staff and she would be to the overall
success of this project.
Henricks reported that she had submitted a grant to the
Iowa Great Places for approximately $16,700 which, if
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funded, will add windows to the southeast side of the
second floor.
4) Credit Debit Cards Report -Henricks reported on the
ongoing need to offer credit and debit payment options for
Library patrons. This change was also timed to be
introduced after the new web page had been launched.
Henricks reported meeting with a representative from
Dubuque Bank and Trust to discuss moving forward with this
service over the coming month. Willis asked about fees for
the service. Henricks reported that the plan is to have no
convenience fee to the patron with a very low service fee,
less than two percent, for the Library.
5) Legislative Update -Henricks provided a summary report of
the State Legislature passing House File 243 which provides
for gender balance on local boards, commissions,
committees, and councils (including library boards.) The
bill will take effect on January 1, 2012. It will be the
responsibility of the mayor and the city council to make sure
our library board is gender balanced.
Henricks reported that on July 1, 2009 a new Iowa law will
take effect that further restricts registered sex offenders
convicted of a crime against minors. The person cannot
work, or volunteer, in a public library (and several other
places.) This change will be addressed in revisions to the
Library's Volunteer and Patron Behavior policies.
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 Construction Update, Legislative Update and
Library Comment Cards "
Motion: Leeper
Second.• Connors
Vote: Aye - 6; Nay - 0
5. Items for Action:
A. Landscaping Design and Renovation Review:
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1) Landscaping Design Review -Henricks reported on a request from
the City for the Library to have three flag poles for state, local and
national flags versus the one national flag currently located outside
the front of the Library. The Library open space available is not
adequate to provide for three flag poles according to the architect.
The City asked that this be reconsidered. The architect did a
further detailed review regarding the placement of three flag poles
but reported after several drawings the green space is not
adequate to allow for three poles. Henricks agrees with the
architect since use of additional green space could mean removal
of trees which may have a negative impact on the Library's LEED
application. The Board discussed the issue in detail. Henricks
reported that the City would like the three flag poles as other city
buildings fly three flags. Willis suggested that possibly all three
flags could fly on one pole? The Board expressed its desire to fly
all three flags on one pole if this is workable. If not they will follow
the recommendation made by the architect.
"Moved to charge the Library Director to investigate with the
City the possibi/ity of flying the state, /oca/and nationa/flag on one
po% outside the Library bui/ding, and if this option is not availab/e,
to draft a letter to the City Manager providing documentation from
the Architect explaining the justification of not being ab/e to
provide three flag po%s on the outside of the Library bui/ding. "
Motion: Connors
Second.• Ko/z
Vote: Aye - 5; Nay - 0
2) Renovation Review -Henricks provided an update on the current
furniture bid package. Henricks reported that, based on the funds
available, furniture bids were prioritized into three packages. The
current package of furniture in public areas will be advertised
beginning Friday, )un 19, 2009. Henricks reported on the
architect's recommendation of a high quality commercial furniture
that has shown to be very durable and long lasting in a Library
setting. Henricks provided detailed information on specifications of
the furniture. Discussion took place on limiting the bid information
to a specific line as recommended by the architect due to their
concern about the disparity in furniture lines and quality. Henricks
reported that the requirements of the architects also provide for
local vendors to bid on the project.
Henricks reported that the purchase of furniture is not required to
be handled through the traditional bidding process such as it was
for the construction.
The Board reviewed options of specifying a particular make/model
versus allowing alternate bids for the furniture. The Board
discussed that the architect is trained in this area and the Board
concurred with the architect's recommendation. The Board
discussed the fact that other furniture lines will be used in other
areas of the project.
Henricks reported on the ongoing review of electronic video
conferencing either by ICN or video conferencing technology. The
Board had agreed at a previous meeting that they would review the
possibility of the ICN room near the end of the project to see if
contingency fees would be left for this item. Henricks provided the
alternate idea of video conferencing at a cost of approximately
$22,500, noting that $10,000 had been budgeted for the electronic
needs in the auditorium. Henricks reported that she is introducing
this information today as installation of the electronic equipment is
taking place soon and cost would be cheaper to do as part of that
package rather than later. The Board discussed the pros and cons
of approving the funds, and patron need for this video
conferencing, as well as the staffing and technology support the
system will require. The Board agreed that while video
conferencing would be beneficial due to a lack of locations in
Dubuque and the expense would be at a cost savings now, other
items of the project take a higher priority. The Board concurred to
not recommend this project now, but to possibly submit the idea as
an improvement project in the future or make a recommendation
to use contingency funds if available at the end of the renovation
project.
Henricks reported on the use of shading in colors in various areas
of the project. The Board concurred that the use of shading and
different tones within the same color would be nice in the painting
of the Rotunda area and requested a price quote.
B. Review of Library Volunteer Policy -Henricks reported that this revised
policy is in response to the changes made to the Iowa Code 692A.113
(3) (c) which prohibits those convicted of sex offenses against minors
to be employed by, or volunteer at, a public library. Henricks reported
that, in compliance with this change, language to this effect was
added to the policy in regard to conducting background checks on
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volunteer applicants. The Board reviewed the change in paragraph
two of the policy and Kolz suggested the following change of, "to
include compliance with" to the last sentence.
"Moved to approve the revisions to the volunteer policy with
the additional revision to the /ast sentence in paragraph two,
App/icants wi// be asked to give written permission for the Library
to conduct a criminal background check to inc/ude comp/lance with
Iowa Code 692A.113 (3) (c) which prohibits those convicted ofsex
offenses against minors to be employed by, or volunteer at, a
pub/ic library. "'
Motion: Connors
Second.• Willis
Vote: Aye - 5; Nay - 0
Henricks reported that this would not apply to existing volunteers.
C. Review of Patron Behavior Policy -Henricks reported that the
recommended revision to this policy is also in response to a recent
change to Iowa Code in regard to sex offenses taking effect July 1,
2009. Henricks reported that Iowa Code 692A.113 prohibits those
convicted of a sex offense against a minor from being present on real
property of a library without written permission of the administrator.
Henricks reported how libraries in Iowa are handling this in different
ways, either by not allowing offenders to enter the Library at all or by
written request to the Administrator seeking permission to enter the
property. Henricks reported on review of this policy by staff and it was
agreed to recommend the revision to policy allowing offenders to
request permission to the Library Director to enter the Library
property, with no permission given to enter the Children's or Teen
Departments of the Library. Henricks reported that this scenario
provides the Library with advance knowledge of who the offender is
which will increase staff awareness. Henricks reported that staff will
not be responsible to enforce the law, but will assist by calling the
police if someone is recognized as a person convicted of a sex offence
against minors and are in the Library without permission.
Henricks reported that the City Attorney reviewed the recommended
change to existing policy and stated that either preventing convicted
sex offenders from entering the Library or allowing them to enter with
written permission will not prevent a lawsuit if someone intent on
harming a child does so on the grounds, or in the building.
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Kolz asked after reading the law, could we give permission based on the
information provided about the code? Henricks reported that the law
provides a provision for libraries. Willis noted the lack of motivation for an
offender to self-identify themselves. Kolz noted that in allowing the
option of written permission to the administrator, it provides for an
offender who is trying to rehabilitate themselves.
The Board asked for feedback from the Library Staff who reported they
concurred with the recommended revisions and wording to the policy.
Library Staff present agreed on this policy to be the best based on the
element requiring self-identification.
"Moved to adopt the Patron Behavior Policy revisions as
recommended which adds the fol%wing paragraph at the end of
the policy, Iowa Code 692A.113 prohibits those convicted ofa sex
offense against a minor from being present on the rea/ property of
a pub/ic library. Under Iowa law, the Carnegie Stout Public Library
is considered an "exc/usion zone" which wi/l require written
permission to be on Library grounds (within 300 feet) or in the
building. Request by a person convicted of a sex offense against a
minor to visit the Library must be made in writing to the attention
of the Library Director. No permission wil/ be given to enter the
Chi/dren s or Teen Departments of the Library. The Police
Department will be notified ifany person believed to have been
convicted of a sex offense against a minor is on Library property
without written permission. "'
Motion: Connors
Second.• Ko/z
Vote: Aye - 4 (Connors, Guns, Kolz & Smith);
Nay -1 (Willis)
6. Communications/Public Comment:
Guns reported that in the Relations Committee met earlier today to
review and discuss the Library Director's evaluation results. The
Director's evaluation will be on next month's Board agenda and the
Relations Committee will provide a packet of information in regard
to the results of the evaluation for the Board's review.
• Fred Miller addressed the Board. He provided feedback and
agreement with not sacrificing green space for flag poles, and liked
the idea of flying three flags on one pole if possible. Miller asked in
reference to the furniture bids, about the life span of the furniture.
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Henricks reported that the furniture that would be bid out has an
.estimated life of 20-25 years. Miller reported that he is
experienced in video conferencing and suggested that
videoconferencing can be conducted from a computer work station
as well, but has a limited audience that can be viewed. He noted
that technology is moving along quickly and soon it will be easy for
everyone to video-conference and investing in equipment that may
be not used in the near future is wasteful.
7. Library Board Adjournment -The Board adjourned at 5:22 p.m.
"Motion to adjourn. "
Motion:
Second.•
Vote:
vV ~
Kristen Smith, Boa
Connors
Wil/is
Aye 5; Nay - 0
Secretary
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