Minutes Carneg Library 12 19 02 Carnegie-Stout Public Library
Board of Trustees' Meeting
Minutes of Thursday, December 19, 2002
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, December 19, 2002.
Present:
Staff Present:
President Kevin Lynch; Board Vice President Tom Tully; Board
Secretary Mary Strom; Trustee Jack Felderman; Trustee Sue
Lindsay; Trustee Michael Shubatt; Trustee Kristen Smith; Director
Susan Henricks; and Recorder Denette Kellogg.
Adult and Circulation Activity Manager Ann Straley
1. Lynch called the meeting to order at 4:02 p.m.
"filoved to adopt the meetin~z agenda of December 19, 2002 w/th the
add/don ora Director's Report Agenda [tern: Update on 28E Agreement."
~lotion : Tu/ly
Second: Felderman
Vote: Aye - Z; Nay- 0
2. Library Board of Trustees' Board minutes:
"~¢oved to adopt the minutes of the Library Board of Trustee's
meeting held November 21, 2002."
Motion: Felderman
Second: Sm/th
Vote: Aye -7' Nay- 0
President's Report - Lynch reported that the Dubuque Chamber of Commerce
Leadership class is scheduled to be held at the Library on December 20, 2002.
The class consists of a program for enrollees who are new to Dubuque,
including Library Director Henricks, with class type sessions that emphasize city
of Dubuque government, business and history.
Henricks reported on special Christmas themed thank you letters for Board
signature to be sent to the Library Foundation and Friends of the Library for all
of their hard work and efforts in support of the Library this past year. The
Board members signed each of the thank you letters. Henricks provided a
sample of the letter sent to staff on behalf of herself and the Library Board.
Library Board of Trustees
Minutes of December 19, 2002
4. Director's Report:
Statistical/Service Reports - Henricks provided a summary to the report
provided. Fiscal year to date shows that Library Circulation is continues to
rise -- up 4%, gate count is up 15%, Reference Questions up 4%, and
Public Internet usage is up 58%. Henricks reported that Circulation
continues to rise in the area of audiovisual materials. Hendcks noted the
increased amount of Circulation to non-residents, including interlibrary
loans. Hendcks reported that Telecirc II, the Library's automated renewal
and notification system, is having a positive impact helping to decrease the
mailing of notices, which also should reduced postage expended. Hendcks
reported on the resignation of Children's Library Assistant Klm Treanor and
the interviews to fill the position with Library On-Call Mary Runde hired in
the vacant position.
Library Calendar/Program Update - Henricks reported that over 410 patrons
attended the Library's celebration of National Children's Book Week at Five
Flags with Madcap Puppet Productions, "The Enchanted World." Hendcks
provided a review of the upcoming Children's and Adult programming
calendar for January 2003.
Marketing Update - Hendcks reported on the introduction of DVD's to the
Library's collection on Monday, December 16, 2002. The start-up DVD
collection was funded by the Ubrary Foundation through a grant from the
Dubuque Racing Association (DP, A). Henricks reported on the security cases
that are needed to house the DVDs while on the Library shelves. The
AIIdata car ad shared with the Board last month will appear in the Golden
View this month.
City/County 28E Agreement - Henricks reported that 28E agreement
between C-SPL, the County Library, Dyersville Public Library and Cascade
Public Ubrary has been reviewed by the City Attorney and this plan is
expected to reimburse the Library for non-resident use, with revenue
estimated at the minimum of $5,000. The 28E agreement would allow for
towns, which participate, to have its patrons utilize any of the public libraries
in the State of Iowa. Each town that the public library provides service for,
would pay for service based on a per-capita computation as agreed to by
the contract. The funds are then combined and divvyed up based on a
portion equally split and a portion based on circulation to non-residents.
Those counties not participating in the 28E agreement would not be
provided library service at any of the participating libraries. Henricks
reported that Iowa Code states that towns must tax for Library service.
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Library Board of Trustees
Minutes of December 19, 2002
The contract for service would begin July 1, 2003. Henricks reported that
this cooperation among the public libraries helps to keep the cost uniform
for all patrons within the agreement.
"Moved to approve the signing of the 28E agreement bet~veen
C-$PL, the County Library, Oyersvil/e Public Library and Cascade
Pub#c Library as reviewed and amended by the City Attorney, with
Board President Lynch and Library D/rector Henricks signing the
agreement on behalf of £-SPL "
Motion: Smith
Second: Fdderman
Vote: Aye -7; Nay- 0
Felderman reported that the Library's Circulation Policy would have to be
revised to reflect these changes.
5. Committee Reports:
A. Relations Committee - Felderman:
1)
Meeting with Employee Review - Smith reported attending this meeting
with the Relations Committee. Smith reported that Maintenance Worker
Dale Gansen met with the Committee to express his interest in different
work schedule. The Committee reported that these decisions are
management staff decisions, but agreed to hear Gansen's concerns, as
they are supportive of hearing staff concerns when requested. The
Committee agreed with the schedule as set forth by management and
agreed with Henricks that the schedule be reviewed alter a trial period
for effectiveness. The Board concurred with the Committee's comments
and suggestions.
Undsay reported on Circulation Supervisor Michelle Hellmer completing
her work to earn a Masters Degree in Library Science.
"Moved to extend the Library Board congratulations to
Circulation Supervisor Michelle He/liner in completing her work to
earn a Nasters Degree in library Sdence.
Motion: Sm/th
Second: Strom
Vote: Aye -7' Nay-
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Library Board of Trustees
Minutes of December 19, 2002
~.) Patron Request Review - Smith reported that no action was taken on
this item, as the patron was absent from the hearing review.
3)
USA PATRIOT Act (Uniting and Strengthening American by Providing
Appropriate Tools Required to Intercept and Obstruct Terrorism) -
Activity Manager Straley reporting on attending an ICN session with
Lindsay in regard to the USA PATRIOT Act. Straley provided a written
summary report including information on changes for libraries, library
preparedness locally, and library preparedness politically. Straley
reported that the Act amends fifteen current statutes. Straley reported
that the Act may give law enforcement the right to conduct increased
searches and may decrease patron confidentiality. Suggestions from the
session included the need for libraries to review and revise policies and
for Library staff to be adequately trained in Library policies and that all
management staff be trained on how to respond to changes from the
USA PATRIOT Act based on library policies. Lindsay reported the need
for the Library Board to prepare to review policy changes that may be
needed in response to the USA PATRIOT Act. Felderman noted his input
on the need for the Library to support its government and its people
during this time of terrorism, and noted that the group providing the ICN
session is against the USA PATRIOT Act and that the Library needs to
abide by its government's laws. Lindsay reported that the presentation
did not support taking action against any law, but provided information
on the need for libraries to be prepared for how these changes may
affect patron confidentiality and library policies. The Board agreed to
abide by laws and to also continue to review information on the USA
PATRIOT Act as it becomes available. The Board thanked Straley for
detailed report provided.
B. Operations Committee - Shubatt:
l)
Revenue & Expenditure Financial Reports FY04 - Shubatt provided a
summary report of the expenditure and revenue report. Shubatt
reported that the overtime expense line is over due to an employee out
in Children's and extra hours in Administration. Henricks reported that
Kellogg would begin a job audit in the next month, so that job tasks can
be evaluated to possibly move some lower-end tasks to other activities.
Personnel audits for all employees are expected to be scheduled for
completion by the end of ivlarch 2003. Strom suggested that many
maintenance tasks could be combined or cost-shared within the City
Departments. Henricks reported that she is investigating this possibility.
Shubatt and Henricks provided information on State program funding
received this year as follows: Open Access Program - this State program
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Library Board of Trustees
Minutes of December 19, 2002
reimburses public libraries for State of Iowa non-resident transactions.
The Ubrary received only .13 cents for each title loaned; if fully funded
by the State C-SPL would have received .50 cents for each transaction.
Total check received $11,092.56. Access Plus - this State program
reimburses public libraries for interlibrary loan transactions from other
libraries for our patrons. The Library received only .45 cents per
transaction and if fully funded by the State, C-SPL would have received
funding at $2.00 per transaction; the total received for this program
funding $682,97. Ubrary Infrastructure - this State program provides
funding from the Rebuild Iowa Infrastructure Fund (R.I.I.F). Henricks
reported that this funding is restricted for new technology or building
improvements, The Library received funding of $13,807.55.
Direct State Aide - this State program provides funding to enhance or
supplement the library's operational budget. The Library received
funding of $14, 952.
Hendcks provided a proposed list of projects that the state funds be
utilized. Shubatt reported that Committee's recommendation to approve
the allocation of Enrich Iowa funds for the projects as provided. The
Board agreed to not enter into a contract with a vendor to supply
maintenance uniforms, but to possibly provide a few uniforms a year to
maintenance staff that they would be required to maintain under the
industry standard. The possibility of purchasing uniforms from other
City Departments for use by the Maintenance Staff was also suggested
and the Board asked that Henricks continue to investigate options for
providing the uniforms. Shubatt requested that should this expense be
annually that it be added to the Library's annual budget.
"Noved to approve the a/location of Enrich Iowa funds
for the projects as recommended."
Notion: Shubatt
Second: Felderman
Vote: Aye -Z; Nay- 0
2) Facility Project Update
a) Building Projects: Shubatt reported that requests for bids for the
HVAC and Chiller will be going out for bid, with award of contracts
scheduled for the 3anuary Board meeting.
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Library Board of Trustees
Minutes of December 19, 2002
Shubatt reported that the Roof Replacement CIP is moving forward
with Henricks and Architect Steve UIstad moving forward with the
public bid process.
b)
Kiosk Project: Henricks reported that the kiosk has not begun its six
weeks of trouble-free operation/service, as recommended by the
Library Board at its November meeting. Shubatt recommended that if
the trouble free operational period does not begin by the end of the
2002 that the kiosk be returned to the vendor for a full refund, the
Board concurred with the recommendation. Lynch suggested that
the Technology Committee meet to review this project and its
ongoing problems if not resolved by January 1, 2003.
c)
Facilities Management - Shubatt reported that a new Maintenance
Staff schedule has begun as a result of job audit performed in that
activity,
3) FY04 Budget Update: Henricks reported on the positive December 2,
2002 budget meeting with the City Manager. The City Manager gave
positive feedback on the Library's budget proposal and on the Library's
team player attitude. Henricks reviewed the City Council's FY2004 policy
guidelines with the Board. The memo outlines five-year goals of the City
Council as well as top priorities for this year.
C. Planning Committee - Tully:
1)
Feasibility Study Committee for Building Project - Tully reported on the
Feasibility Committee meeting held December 2, 2002. Tully reported
that the Committee has scheduled interviews with feasibility consultant
candidates for January 7, 2003. Tully reported that information sessions
with City Council about the Library's renovation project and feasibility
study are currently being scheduled.
2)
Initial Review of Library Fines and Fees, and Circulation Policies - Tully
reported that the Committee began its review of the Library Fines and
Fees policy. Tully reported on the Committee's agreement on raising
Adult fines and the elimination of reserve fees. Tully reported that the
policy revisions would be brought before the Board for approval at the
January 2003 meeting.
3) Library Foundation Report - Smith gave an updated report of the
Foundation's fundraising campaign, which has raised $15,000 thus far.
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Library Board of Trustees
Minutes of Decembar 19, 2002
6. Board Correspondence - The Board reviewed the comment card and concurred
with the staff response.
7. Communications/Public Comment- None.
8. "Mot/on to adjourn."
Motion: Tully
Second: Felderman
Vote: Aye - Z; Nay - 0
The Board adjourned at 5:35 p.m.
Mary Strom, Board Secrel~y
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