Minutes Carneg Library 1 23 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, 3anuary 23, 2003
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, _lanuary 23, 2003.
Excused:
StaffPresent:
President Kevin Lynch; Vice President Tom Tully; Board Secretary
Mary Strom; Trustee ]ack Felderman; Trustee Michael Shubatt;
Trustee Kristen Smith; Director Susan Henficks; and Recorder
Denette Kellogg.
Trustee Sue Lindsay
Adult and Circulation Activity Manager Ann Straley
1. Lynch called the meeting to order at 4:02 p.m.
"Moved to adopt the meeb'ng agenda of January 22, 2003.
Motion: Tully
Second: Strom
Vote: Aye - 5; Nay- 0
2. Library Board of Trustees' Board minutes from the December meeting was
tabled until the February 2002 meeting.
"Moved to table the minutes of the L/brary Board of Trustee's
meeting held December 19, 2003. ~
Motion: Strom
Second: Tully
Vote: Aye -5, Nay- 0
3. Operations Committee - Shubatt:
Revenue & Expenditure Financial Reports FY03 - Shubatt reviewed the
budget reports provided to the Board and reported that the Library through
December 31, 2002 is at 53% of the budget expended, while 50% of the
budget year elapsed. Shubatt reported that the Committee continues to
monitor specific line items. Shubatt reviewed the Committee's discussion
in regard to the Library donating funds for a membership a non-profit
organization. Schubatt reported that he is not aware of a City policy in
regard to this for City Departments but that expenditure of public funds are
Library Board of Trustees
Minutes of January 23, 2003
restrictive. Henricks reported contacting the City Attorney and Finance
Director. The Finance Director agreed that the Library should not donate
funds to non-profit organizations. The Board reviewed the various
memberships received and agreed that some memberships are beneficial
for the Library to belong. The Board agreed that requests for memberships
to non-profit groups be reviewed on a case-by-case basis by the Operations
Committee for approval. Shubatt suggested that the Board's policy making
Committee, the Planning Committee, may want to review the need for a
policy for criteria for donating to non-profit organizations sometime in the
future.
B. Facility Project Update:
a)
Building Projects: Roof Replacement - Shubatt reported that
Henricks is working with City Staff and Architect Steve Ulstad
through the bid process leading up to the selection of a
contractor. Bids must be received by Nlarch 4, 2003 and will be
opened that day with the City Council awarding the contract at its
meeting March 17, 2003. Work could begin as early as Nlarch 18m
with the project scheduled for completion by mid-June.
b)
Technology Project: Henricks reported that the kiosk has begun
its six weeks of trouble free operation, criteria that the Board set
and approved at its December Board meeting. Shubatt reported
that the Committee requested that the usage statistics of the
machine begin to be kept so that the Board can review the
statistics.
c)
Heating, Ventilation, Air Conditioning System (HVAC) and Chiller
Bid Proposals: Shubatt reported on the review of the bids
received for the Chiller and the HVAC contracts through June 30,
2006. Shubatt noted that the lack of interest in bidding as a
result of limited number of vendors who work on systems of this
age. Shubatt noted the contracts included a contingency should
the HVAC system be replaced during the period contract. Shubatt
reported that the HVAC contract covers a 16-month period year
coverage to bring the two contracts in line with the same
schedule.
"Jfoved to award the contract bid for the Chiller to H -
H Incorporated of Iowa, Des Mo/nes, Iowa for the per/od
covering Ju/y 1, 2003 through June 30, 2006 in the annual
amounts of $4,760, $4884, and $5,052 respectively/and to
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Library Board of Trustees
Minutes of January 23, 2003
award the contract bid to TlVlI, Inc., Bettendo~ Zowa for the
per/od cover/ng February 1~, 2003 to June 30, 200,1/n the
annual amounts of $6,608 (16 month per/od), $,t,596, and
$4,956 respectively; with a prorated payment contract clause
for the contract to end should the HVAC and Chiller be
rep/aced during the contract per/ods."
~lotion: Shubatt
Second: Smith
Vote: Aye -~' Nay - 0
Shubatt exited the meeting at 4:17 p.m.
4. President's Report- Board Terms: Lynch reviewed the updated City of
Dubuque Boards and Commissions listing and reported that his and Lindsay's
Trustee Board terms expire July 1, 2003. Lynch notified the Board of his. intent
not to submit for another term and suggested that Board members begin to
invite applications to the Board. Lynch reported that he would continue to
serve on the Technology Sub-Committee. Smith reported on a correction to the
Dubuque Boards and Commissions listing.
5. Director's Report:
A. Statistical/Service Reports Summary- Henricks provided a summary report of
the Library Statistics. Henricks reported that Internet usage is up 18%
compared to FY02, the automated renewal/notification system, Telecirc II,
use continues to increase, reference questions are up in comparison to last
fiscal year, visits to Web page externally has increased, use of the online
catalog is up 30%, and library circulation continues to rise. Henricks
reported that the introduction of Telecirc II has resulted in reducing hold
notices that are mailed to patrons, from 431 to 80 in one month's Ume.
Henricks reported that ventilation in the Internet Room continues to be a
concern and that the Maintenance staff will be working with adjusting the
vents in that room to provide better ventilation in this room.
Felderman arrived at 4:29 p.ivl.
Materials Availability Survey Summary - Adult Services and Circulation
Activity Manager Ann Straley reviewed the Materials Availability Survey
Summary report provided. Straley reviewed the document delivery study
conducted the last few months which indicates that the Library has a long
wait time for patrons requesting specific materials, with a result of being
able to fill the patrons request within 30 days only 56% of the time. Straley
reported on ideas to help increase the availability by providing more of the
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Library Board of Trustees
Minutes of January 23, 2003
materials on reserve. Straley reported that the Telephone Request/Materials
Availability Survey also indicates that the when patrons are requesting a
subject or author we are at a higher fill rate, or able to fill that request, than
if the patron asks for a specific title. The In-Library Materials Use per Capita
survey only reviews in-house use of materials. Straley reported that 1,049
Materials Availability Surveys were distributed, with 754 returned, and the
overall results in comparison to the previous three surveys were higher.
The Board thanked Straley for her review of the detailed report.
6. Committee Reports:
A. Relations Committee- Felderman:
1)
Book Valuation Projects - Felderman reviewed the report from Ed
Vandermillen dated January 16, 2003 and progress made since
Vandermillen's initial report in 1997. Felderman reported on
Vandermillen's service to the Library on both the Board and Art Sub-
Committee and on his credentials in regard to evaluating old and rare
books and his volunteer time given thus far on this project. Henricks
reported that the end goal is to have the books the Library decides to
keep to be insured, identified, labeled, and secured under lock and key.
Henricks reported that the City has agreed to budget $2,500 for an
appraisal of the books and noted their deadline is May 1, 2003.
"To approve Edmund Vandermillen to conduct an
inventory, audit and evaluation of the Library's special collection
books as set forth in his January 16, 2003 report; to utilize the
budget funds for payment for audit/evaluation services provided
by Mr. Vandermil/en to be completed by Play 1, 2003; and, for
staff to take security measures to ensure security of the
temporary storage area during the time the materials are being
reviewed,"
Plot~on; Felderman
Second: Sm/th
Vote: Aye -~; Nay- 0
Southern Alleghenies Museum of Art - Felderman noted that this item
was tabled to review the Grand Excursion schedule and the
recommendation from the Dubuque Museum of Art.
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Library Board of Trustees
Minutes of January 23, 2003
3) International Internship Programs - Felderman reported that the
Committee reviewed a profile of an International Internship Program
participant, Ms. Nanako Hashini from .lapan who is being considered for
an internship in the computer information systems area of the Technical
Service Activity. Henricks reported that there is no cost to the Library
to have an intern from this internship program.
"To approve the Library to part/c/pate in the
International Internship Program w/th intern, Pis. Nanako Hash/n/
from Japan to be invited to intern in the Technical Services
Activity of the Library."
P/orion: Fe/derman
Second: Smith
Vote: Aye -~; Nay- O
Procedures for Employee Travel - Felderman reported on the
Committee's review of the City's policy on employee travel.
"To approve that the Library adhere to the City's policy
in regard to automobile insurance requirements, and to review
repayment by the Library on a case by case basis of deductible
insurance charges that may occur on to an employee's vehicle
when driving on approved Library business travel and through no
fault of their own; and to charge Library Staff to invest/gate with
City Staff the acquisi~'on of a library vehicle for ofticial library
use. ~
P/orlon: Felderman
Second: Tully
Vote: Aye -5' Nay- 0
8) Dubuque Racing Association (DRA) Grant Request - Henricks reviewed
the projects as reviewed by Activity Managers for grant submission to
the Library Foundation and Friends of the Library for the DRA grant
submission cycle for this upcoming funding year.
"To approve the three projects as follows/Kids Connect,
Connecting to the Community & West End Presence, and Check
It Out to be submitted to the Library Foundation and Friends of
the Library for review for grant subm/ss/on to the DRA. #
P/et/on: Fe/derman
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Library Board of Trustees
Minutes of January 23, 2003
Second: Tully
Vote: Aye -5' Nay - 0
6) Ubrary Closing - Felderman reviewed the plan for the upcoming
inventory of Library materials prior to the migration to "Horizon," the
upgrade to the library's automation system.
"To approve the closing of the Library for one day in
either Narch or April 2003 to conduct and complete a library
materials inventory."
Notion: Felderman
Second: Smith
Vote: Aye -5' Nay- 0
7)
Marketing/Public Relations Report- Felderman provided a summary
report of the markeUng efforts this past month and news appearing in
the Telegraph Herald over the past six months.
8)
Employee Communication Survey - Henricks reviewed the results of the
communication survey completed by staff. Henricks reported that the
survey results would help to plan how to better disseminate information
to staff and to also implement ideas from staff on how to better inform
them of information. Plans include activity meetings, staff suggestion
box, more direct information from supervisors to staff, a Director's
update to staff, and more information in general shared with staff via e-
mail and hard copy.
C. Planning Committee - Tully:
1) Feasibility Study Committee for Building Project - Tully reported on the
Committee's interviews with Feasibility Consultants and on the
Committee's recommendation for a selection of the consultant.
"To approve the Feasibility Committee's
recommendation to contract with Braren, Mu/der, German
Associates to conduct the Feasibility Study for the Library's
proposed renovation project,"
Notion: Tully
Second: Smith
Vote: Aye -5; Nay- 0
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Library Board of Trustees
M/nutes of January 23, 2003
Tully reported on strong support and positive enthusiastic feedback in
regard to the Ubrary's renovation project from the City Council members
at the information Building Renovation Update meetings held January 22,
2003. Some slight changes were suggested, including the possibility of
the City Council chambers being more restrictive and the possibility of
the City providing additional budget funds to provide the additional
changes. The Board commented on the positive aspects of having the
City Council meet at the Ubrary including easy access, safety and
security for Dubuque and area citizens.
2)
Initial Review of Library Fines and Fees and Circulation Policies - The
Board agreed unanimously to table this item until its February 2003
meeting.
Kellogg suggested that Board suggested revisions be given to the Library
Director or Planning Committee in advance of the February meeting so
that the policies can be reviewed and approved for implementation by
March 1, 2003.
3)
Library Foundation Report - Smith reported that the Foundation board is
meeting this evening. The Foundation's fundraising campaign has raised
$19,750 to date.
Board Correspondence - The Board reviewed the four comment cards and
concurred with staff responses and one patron thank you card to staff. The
Board reviewed complaints from patrons in regard to another patron's sanitary
condition. The Board concurred with the Director's response to the situation.
Communications/Public Comment. None.
"Plot~on to adjourn."
Mot/on: Tu//y
Second: Felderrnan
Vote: Aye - 5; Nay - 0
The Board adjourned at 5:37 p.m.
Mary Strom, Board Se¢~
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