Minutes_Library Board of Trustees 10 22 09~~~
Carnegie-Stout Public Library ~~/~
Board of Trustees' ~~
Meeting Minutes of October 22, 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, October 22, 2009.
Present: President Diann Guns (arrived 4:35 p.m.), Vice President Beverly
Kolz; Secretary Kristen Smith; Trustee Paula Connors; Trustee
Mike Willis; Library Director Susan Henricks (via conference
phone); and Recorder Denette Kellogg
Excused: Trustee David Hammer and Trustee Elizabeth Leeper
1. Vice President Beverly Kolz called the meeting to order at 4:30 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, October 22,
2009. "
Motion: Connors
Second: Willis
Vote: Aye - 4; Nay - 0
2. Approval of Library Board of Trustees' Minutes of Thursday, September 24,
2009.
"Moved to approve the Board minutes of Thursday, September 24,
2009"
Motion: Connors
Second: Willis
Vote: Aye - 4; Nay - 0
Guns entered the meeting at 4:35 p.m.
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, September 24, 2009 Board meeting.
"Moved to receive and file the Communication with the Dubuque
City Council. "
Motion: Kolz
Second: Connors
Vote: Aye - 5; Nay - 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Connors asked that
the Board consider moving the November Board meeting as she has a
standing meeting the third Thursday of each month. Guns asked that
Staff contact the Board members to see if the November meeting
could be rescheduled to best fit everyone's schedule.
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 September marked twenty-five percent of the fiscal year
as lapsed. Expenditures through the third month were at
twenty-six percent and revenue generated year to date was
at twenty-three percent of projections.
Henricks noted the expenditures from the Lacy Gift Trust.
The use of this trust is dictated by the terms provided by the
Lacy family which is that the money be used for books on
geography, art, travel, or biographies. Monies currently
being saved in the operating budget are supplementing the
purchase of multiple copies of popular materials in an effort
to reduce the waiting period of patrons who have holds.
Henricks noted that salary expenditures year to date is high
due to extra staff needed during the renovation to move
collections, monitor the temporary front entrance during all
open library hours, and for higher than usual sick hours for
on-call hours to fill in when regular staff has called in sick.
Willis asked if existing staff could fill in when the Library
realizes stafF absences. Henricks reported that this is not
always possible and on-calls typically cover the vacancies.
2) Library Use Statistics -Henricks reported that although
September was one of the most inconvenient months for
visitors to come to the Library, due to the entrance and
street under construction, there was a six percent increase
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in the number of visits to the Library over last year at this
time.
Circulation is holding steady with last year at just over
49,000 items circulated for the month of September. The
number of borrowers registering for library cards is up ten
percent year-to-date over last year.
Henricks provided a detailed reported of the database use in
her written report to the Board. Use will continue to be
closely monitored to ensure this service meets the needs of
patrons.
3) Personnel Update - A Library Aide in Youth Services
resigned, and recruitment to fill this part-time position in has
begun.
4) Security Update -Henricks provided the Board with a
detailed report of her approach to Library security since she
has become Director, that included information on training
for staff, security guards and police presence at the Library,
security cameras and the Library's "zero tolerance" for
inappropriate behavior. The report was in response to a
recent exit interview completed by an employee who cited
the stress of dealing with problem patrons as one of the
reasons for leaving.
Connors asked if staff had met with the Theresa Shelter
representatives. Henricks reported on a meeting that
included expectations from all library patrons. The director
said that she will begin including our Patron Behavior Policy
in packets of information that is provided to incoming guests
at the shelter. Working with the Multi-Cultural Center also
was discussed as they have access to computers as well as
Americorps members who work with the children.
Henricks reported on her detailed proposed action plan in
regard to Library security that includes continuing to be
proactive in this area. This will be implemented with
ongoing training for staff, enforcing policy regarding patron
behavior, and working with the Community Oriented Police
who have an office in the Library -which will be located near
Youth Services in the renovated facility.
Willis asked if other public libraries use security guards.
Henricks responded that some libraries do have security
guards. They have realized greater success when security
guards are employees of the Library.
5) Library Construction Report -Henricks provided an update
on expected dates and issues of current work to be done
that including the following summary:
• The re-opening of the main entrance has been
delayed. The bridges of glass on the mezzanine were
removed and are scheduled to be reinstalled; they did
not pass the inspection for quality and performance.
• The Children's area, on first floor, is scheduled to be
done by Christmas.
• The ongoing issues with the floor of the auditorium
are not resolved and the Construction Manager
continues to review this issue.
• The Fire Department is requiring a gate to be run
across the historic steps that will go to first floor,
which will be a design challenge not easily
accomplished.
• The serpentine glass installed in the children's area
has to be taken out and redone due to quality
problems.
Willis asked about the effects of the rusting that occurred in
the new first floor window frames. Henricks reported that
oil based paint has now been used, but the architect is
requesting an answer of why the problem occurred in the
first place.
6) Holiday Parry -Henricks requested that the Library Board of
Trustees host a holiday reception for staff and volunteers.
This year's reception is scheduled for Thursday, December
17 from 3:00 p.m. to 4:00 p.m. in the third floor auditorium.
B. Library Comment Cards -The Library Board reviewed the one
comment card received and concurred with the response provided.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Personnel Update, Security Update, Library Construction
Update, Holiday Reception and Library Comment Card. "
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Motion: Kolz
Second: Smith
Vote: Aye - 5; Nay - 0
5. Items for Action:
A. Direction to the Director for Schedule of Holiday Hours and After Hours
Program: Guns reported on providing the authority to the Director to
develop the Library's annual schedule of holiday hours and authority to
approve after hour programs and events at the Library. This
information would be provided to the Library Board as a "receive and
file" item in the Director's report section of the Board agenda.
"Moved to charge the Zibrary Director with the authority to
develop the Library's annual holiday schedule of holiday hours, and
the authority to approve after hour programs and events at the
Library; and for this information to be provided to the Library Board
as part of the receive and frle items of the Director's report of the
Board agenda, "
Motion: Smith
Second: Connors
Vote: Aye - 5; Nay - 0
B. Library FY-2011 Proposed Budget -Henricks reviewed her
memorandum to the Board regarding the Library's FY-2011 proposed
budget requests. The memorandum provided an outline and schedule
of the Capital Improvement Program (CIP) budget, the Operating or
Maintenance budget, and the Improvement Decision Package budget
to be submitted to City Staff and to the City Council. Henricks
reported that she meets with the City Manager and Budget Director
first to review the budgets and then the City Council reviews the City
Manager's recommendations, usually in February of each year.
Connors reported she may attend the operating budget meeting with
the City Manager and Budget Director on November 12, 2009.
Willis noted the need for tuckpointing expenses as work was done four
year ago. Henricks reported that she met with OPN Architects and
Durrant on Tuesday, October 20, 2009 in regard to water infiltration
on the east side of the building near the outside maintenance closet.
After investigation, the problem appears to be caused by water getting
down behind the roof flashing in that area. OPN Architects will be
looking at the problem closer as work is done in that area.
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"Moved to approve the Director's memorandum dated
October .l 6, 2009 including in the Board packets. "
Motion: Kolz
Second: Smith
Vote: Aye - S; Nay - 0
6. Communications/Public Comment:
• Henricks reported on attending the recognition event for Iowa
Great Places in Des Moines, Iowa on October 16, 2009 and
provided a brochure for Board members to look at from the
reception.
• The Board was provided with promotional flyers for the upcoming
Friends of the Library Book Sale and Silent Auction on November 7
and 8, 2009.
• Henricks invited the Board to the Dubuque Cultural Alliance, Arts
and Humanities Month Reception, to be hosted by the Library in
the auditorium from 5:00 to 7:00 p.m. on Friday, October 23, 2009.
7. Library Board Adjournment -The Board adjourned at 5:06 p.m.
"Motion to adjourn. "
Motion: Connors
Second: Kolz
Vote: Aye 5; Nay - 0
Kristen Smith, Board Secretary
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