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Minutes_Library Board of Trustees 7 23 09~rr~+~i+~~ ~~ut ub~i~ Libr ry` ~a rd ~f T"ru~~~~~" ~~~~~ I'~i~u~~ ul ,, a~9 The Paard of ~'ruslees of the Carnegie-Staut Public Library ~C-SPL) met in the Library ward Raam at :t}~ p,m, an Thursday, July 2, ~fiIt19. Presen~:• President aiann Gunk. Bice President Beverly Kalz; Secretary I~rlsten Smith; Trustee Paula Cannars; Trustee C~avid Hammer! Trustee Elizabeth Leeper; Trustee Mi4~e Ul/illis; Library Directar Susan Henries; and Recorder ~enette i~ellagg Pubfe Present• Fred l~liiler, 24b2 Central Avenue, C~ubu~~ue, Iowa 1. President ®iann Guns calCEed the meeting... to order 4.0 p.m. anal the agenda was adapted.., 'N1aVed to adapt the meetrn~ agenda of Thursday, duly ~`.3, .2~'~~': atian. k'al~ ~'ecan~• Cannars i/ate; /~ ye ~ s~, Nay ~ U ~. Approval of Library Saard of -trustees' Minutes of June ~, 0r~9. "1~?'a~ed to appra~°e the Baard minutes of Thursdays lone 2.~, ~~'U9 with the failar~uing changes.° Ta reflect that l~'ay ~8, ~gQ9 ward minutes mere reviewed and fa shau~ that Library .staff member Dab... ,~/i~g~l jarraea" the meetr'ng; ~7atr"an: Smith ~'ecand.• iCal I/ate.• Aye - .7,• Nay - 0 3, ward.... President`s Repart - Cammunication with the C~ubuque City Cauncil, Guns reported on the summary report of the hoard to the City Cau~ncil tram the Thursday, June 2S, 2aQ~9 ward meeting.. ~;Ma~ed to receive and Sle the Cammunicatian with the Dubuque Cray Cauncil: ,° Madan; Kalz ~'ecand: Leeper l/ate.• eye - .~, Nay -~ d 1 ~. Madan to Receive and file Informational Ttems: A. Library prectar`s Report Summary and Update: Henri'cks provided a written summary of the following items to the. Library Board with the fallowing additional comments. 1) Library financial Report ~ fienricks reported that the month of .dune marked the end of the 12th month of the fiscal year with expenditures currently under budget. at ninety-five percent.. about half of this amount came fram a savings in salaries and benei:lts that cannot be used..... to supplement other budget.. lines. A carryover of 40,f3!~g into the Library"s budget far FY 2glg will be requested. Revenue came in at nearly 126 percent of projections. Budgeted projections far FY X009 in revenue were laver than typical years as it vuas predicted that construction would have a negative impact an funds geruerated. Business actually increased accaunti'ng far the extra revenue raised. In the budget process, there is a period th'irteen~ month report of the budget year that is the final recancifiatian of the budget year. This repast is usually. available in early ,August of each year that provides fbr the final percentages far the fiscal year. Guns asked sheaf why the June 2009 Gift Trust report had! na investment earnings and.. asked far an explanation in regard to the expenditure of 20,0%x.32 fram the General Gift Trust being transferred to the renovation. Henricks reported that the thirteenkh man~th report of the fiscal year.. 2009 is expected to past the 'investment. earnings far the month of June. The transfdr of funds fram the General Gift Trask to the City Renavatian ~rcaject Capital Improvement Project (CIP) were the funds previously approved by the Board at their.. Aprii 16, 2009 meeting in regard to the woodwork in the auditorium and stenciling........ in the third Haar rotunda. 2~ Library.. Use Statistics _ Henricks reported that FY 20.69 closed with.... an increase in overall circulation..... of library materials of 610,26 items circulatianW Circulation of this number is remarkable and significant considering that the buiiding has been under construction with disruption to 2 visitars fur six months of the year. #~enricks reported that boaks remain the most popular format to borrow, representing sixty~~ight percent. of total circui~ation with the aV~ format the second mast papul!ar at thirty percent of fetal checkouts. Henricks reported that another large, and unpredicted, increase came frem "°reference inquiries"" which. were up ten percent for the year.. Internet use by amount of time spent per session was up. The Circulati'cn of laptop computers became. very popular with aninety-eight percent increase ever the same time last, year. patrons seem to enjoy the use of the laptops as they can take the laptop to any of the study areas in the Library. Henricks reported that in the past year the Library has been withdrawing inactive and expired borrowers at a rate of nearly 30g per month, resulting in about .~,tlg~ less borrowers from ~Y ~g(I8W ~Ithaugh this result. reflects the decrease in total borrowers, the 4~~,~11 total borrowers as of ,June 3Q, 2t~tlg reflect more ackive Ybrary users. ~) Library construction Deport v ~ienrics provided an update on the biweekGy construction meeting......... held this morning. the is working with the architect and construction ma~raager in regard to an updated construction schedule and some construction. issues including delays in general. It is hoped that the secand phase of first floor be substantially complete by August fig, gag and that finish work on the third floor will be finished soon. The hoard reported its desire for the project. to stay on schedule with a quality project in the end. Henri!cks reported that furniture bids received came in low enough to allow affordability o~f the needed workstations library-wide and possibly furnishings for the staff lounge. Henricks reported that the temporary walls in the second and third floor rotundas will be decorated by local children and local artwork during construction phase transitions. 4~ Marketing Update ~ Library News in the [~ubuque Telegraph Herald - I-lenricks reported on a detailed report, provided by L`ubrarian betty hauler of news appearing! in the Teleg~rapq-~ Herald about the Library Pram January+ through ~~une 2Qg9. S) Ar~eria~n Library Association (ALA.) Canf~rence Summary Henricks reported an attending the.... ALA"s ar~nu~al conference in ~hicaga. A summary of three of the ses~iar~s she attended, "°Lgbraries and Local Economic aevelapment,"' Customer Service from the hest, and ""Saqutians far Disengaging from Patrons" was provided to the ward. Henricks reported that fear ether Staff members attended the conference and attended sess'ians that applied to their specific service areas. ~. Library ~amment bards -The Library Beard reviewed the three comment cards received and concurred with the responses provided. "Moved to receive and file the informational update from the Library L?r`rector on the Library financial Report, Library Lase Statistic,. Library ~'onstruction iJpdate, Marketin,~ Update, ~4merican Library A~ssociat%n ('ALr~J Canfererace Summary and Library comment Cards. " Motion.• keeper Second:• Hammer l/ete.` Aye ®~,° Nay - ~' . Library airectar's Annuaq ~.evge -The ward reported its completion a~f the Library Director's annr~al review, "'Moved to receive and fi/e the Library ~+r"recter'~ arrn~ral review as submittea'. „ Mohan: Leeper Secono:~ Connors lr'oLe: ,4 ye - .7,• Nay -~ ~' The ward thanked ~Cannars and Smith far their hard work and efforts in preparing and implementing the evalu~atian teal that will.. else be used as a basis far future reviews. 6~. Items far Action: 4 . Items for ,Action: ,~. Qiscusson of New Library Logo - Henricks provided five logo concepts for the Board's review from designer genesis Gaule. ~ few Board members indicated their least preference for options number four and eve. The Board referred the. agenda item to the i~ela~tions Committee far further review and fdr recommendation to the Board. A, new logo will be developed to coincide with the Library construction completion and grand opening. B. Board Election of officers - Henricks reported that in July of each year, i'n accordance with the Trustee's.. Bylaws, the Board elects new officers, aiscussien was held of the usual informal progression of electing officers.. "'NAt~~ed t~ reapp~aint l.~i~r~r~ Gu,~s a~ B~a~rd Pre.sid~r~t, ~e~r~rly~ K~Jz as Berard i~i~e president, end Krist~rr Smith as Sward Secretary as Board Qc~rs fnr the carr7ing fiscal ~~ear. i~~atic~n.y O~arr~er S~ccrnd.~ Leep~r I/cte: Aye - ,~ Board members thanked the reappointed officers for their hard work and efforts for the past year. The Board members agreed on continuing the current Committee structure for the coming year as follows. (~pera~tions Committee: Beverly Kolz and dike i11is Relations Committee: Paula Connors and Kristen Smith Planning CommtkeeW B!avid Hammer and Elizabeth Leper Connors agreed to represent the Library Board on the. Library "Art. Sub-Committee. Hlenri'cks reported on the request from the City Clerk"s office to swear in the. newly reappointed Board members Guns, Kolz and Vlfllis at the Board meeting. Each reappointed member read aloud their oath of office. and were sworn in by the ~resid~ent and "dice President of the Board. The signed forms wilt be returned......... to the City Clark°s office. Menricks reported that, Guns and Kolz terms were extended once year introduce staggered terms and' will also provide Board members involved in the renovation to be an the Board until....... the completion of the project 7, Communications/Public Comment: +~ Henricks reported that ~ new 'Library Board photo would be taken at an upcoming Board meeting when all.. ward members are present. Guns reported on the letter to library supparkers will be going out explaining the need.. fdr additional library staff and haw they can help by contacting their City Council member as the City Council will be meetings soon to plan and set priorities and goals far the coming year. 8, Library Board Adjournment -The Board adjourned at 4:Z p.m. "'oti©~ ~a ~dj~urn. J~?afr'c~r~: Canr~ars ,S'ecc~nd:' Leepe~` ~'c~~~. Aye -.~,• nf~y - r . . ~' ~ri~~~rr rr~~th, ~~~rd rt~ry 6