Minutes Library Bd 2 27 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, February 27, 2003
The Board of Trustees of the Carnegie-Stout Public Ubrary (C-SPL) met in the
Library Board Room at a,:00 p.m., Thursday, February 27, 2003.
Present:
Staff Present:
President Kevin Lynch; Vice President Tom Tully; Board Secretary
Mary Strom; Trustee Jack Felderman; TrUstee Sue Lindsay;
Trustee Michael Shubatt; Trustee Kristenl Smith; Library Director
Susan Henricks; and Recorder Denette Kellogg.
Circulation Supervisor Nlichelle Hellmer; Library Americorps
Member Shana Kegley
Called the meeting to order at 4:03 p.m.
"Ploved to adopt the meeting agenda of February 27, 2003."
Notion: Tully
Second: Felderman
Vote: Aye - 7; Nay- 0
2. Library Board of Trustees' Board minutes:
"P loved to adopt the m/nutes of the Library Board of Trustee's
meeting held December 18, 2002 and January 23, 2003."
I~otion: Felderman
Second: Tully
Vote: Aye -7; Nay- 0
3. President's Report:
A. General Update - Board President Lynch announced that it was the Library
Director's, Susan Hendcks, one-year anniversary. The Board congratulated
Hendcks and thanked Hendcks for her hard work ~and effort this past year.
Henricks thanked the Library Board for their support this past year. Smith
reported on posiUve feedback from the City Manager at the budget hearing
in regard to his working with Henricks. The Board expressed the need for
the City Council to be made aware of' the understaffing problems at the
Ubrary. Strom reported on the need for the Volunteer RecogniUon to be
funded to maintain a strong volunteer force. The Board noted the need for
Library Board of Trustees
Minutes of February 27, 2003
the City Council and City Staff to better understand the missions of the
Friends of the Library and Library Foundation as it relates to the limits of
funding and specific projects for the Library.
Lynch welcomed Library's Americorps Member to the meeting. Americorps
Member Shana Kegley reported that she has been working to help provide
outreach and story times this past year.
Joseph W. Walton Estate - Lynch reported on the Library being named a
beneficiary in the estate of Joseph W. Walton. Lynch reported that final
review of the estate is scheduled for mid-March with news of what the
Library would be bestowed from the estate to follow,
4. Director's Report:
Statistical/Service Reports Summary - Henricks reported non-print
circulation is up, non-resident circulation has increased three percent, and
public Internet terminal use continues to climb and is up 19 percent
compared to February of last year.
Library Calendar/Program Update - Henricks gave a summary report of
upcoming programs at the Library noting that author Donald Harstad is
scheduled for a program in the Library on March 11, 2003. Henricks and
Hellmer reported that the week of April 6th is National Library week. The
annual Volunteer Recognition Dinner is scheduled to begin at 6:00 p.m. with
special guest local popular columnist Rebecca Christian. Following the
dinner, Rebecca Christian will provide a program to Library volunteers and
the general public. The theme for this year's volunteer recognition is Picnic
@yourlibrary~.
C,
Circulation Services Activity Update -Circulation Supervisor Michelle Hellmer
gave a report on the Circulation Services Activity. Hellmer reported on the
positive impact that Telecirc II, the Library's automated circulation renewal
system, has had on lowering postage expenses, providing ease for renewing
and contacting patrons, and less staff time. The Library's self-check
machine, which only checks out books and has ongoing problems, has been
working for four days without going "down." The need for a self-check that
can check out all formats of library materials is needed. Circulation, along
with all Library activities, is preparing for the Library inventory on March 28,
2003. Upgrade to the new Library's automatic catalog and circulation
system Horizon takes place in .]uly 2003 and will require staff training. The
Board thanked Hellmer for her report.
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Library Board of Trustees
Minutes of February 27, 2003
5. Committee Reports:
A. Planning Committee - Tully:
1)
Feasibility Study Update - Reported that he and Henricks am scheduled
to meet with the Feasibility consultants from Braren, Mulder German
(BMG) Associates on March 5, 2003 to begin the feasibility study which is
scheduled to take approximately three to four months. Tully reviewed
the timeline, casebook outline, schedule and agreement provided by
BMG Associates. The study would begin with i!nformational sessions to
introduce key community members to the project.
"To approve entering into an agreement, fo/lowing review by
Board member ~¢ichae/ Shubatt, with Braren, Plu/der German
Associates for Feasibility Consull~nt services as set forth in the
agreement not to exceed $1Z, 000 for professional fees, $1,2S0 for
secretarial fees; and other miscellaneous eXpenses of travel,
information meeting expense, p~nting costs and po~tage to be
reimbursed on a invoice type basis provided by the consultant. To
approve funding for the consultant services to be expended from the
building renovation capita/improvement project funds."
Notion: Tully
Second: Felderman
Vote: Aye - Z; Nay- 0
2)
Fines and Fees Policy Revisions - Tully reviewed the proposed changes
to the policy that includes a five-cent increase to Adult fines that has not
been changed for approximately 20 years. The Board discussed the
report in the Telegraph Herald that did not provide clear information as
to the proposed changes. Strom asked for clarification on the wording in
regard to returning materials in the incorrect book drop. Hendcks
reported that the language allows for discretion to be used by the Library
Director or appointed staff such as the Circulation Supervisor when a
patron returns items in the incorrect material return.
"To approve the revisions to the Fines and Fees Po/icy and for
po/icy changes to take effect April 1, 2003."
Nob'on: Tully
Second: Strom
Vote: Aye - Z; Nay- 0
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Library Board of Trustees
Minutes of February 27, 2003
3) Circulation Policy - Tully reported on the Circulation Policy and the
revisions mostly having to do with non-resident patrons. Henricks
reported that changes that concur with the City/County 28E agreement
have been added, guest cards have been added and will be good for a
period of 30 days, institutions and business cards have been added, and
a 100 item limit check-out has been set. Henricks reported that a
change in reserves includes no fee unless not picked-up by the patron or
should a patron not notify the Circulation desk prior to the reserve time
ending that they need to cancel their reserve. Henricks reported that
processing fees have been changed to reflect increases the Library has
incurred.
"To approve the revisions to the Circulation Po/icy and for
policy changes to take effect April 1, 2003,"
Notion: Tully
Second: Smith
Vote: Aye - 7; IVay - 0
4) Library Foundation Report - Smith reported that at the Foundation's last
meeting agreement to submit a Dubuque Racing Association grant
request for a library vehicle. The Foundation has since reviewed the
projects and agreed to submit an enhanced Books-to-Go project for this
year's grant submission. Strom reported on the need for a complete
security system for the Library.
B. Operations Committee - Shubatt reported that the Operations Committee
did not meet but did share Operations Committee information prior to the
meeting for Board review.
1)
FY-04 Revenue & Expenditure Financial Reports - Henricks reported that
58% of the budget year has lapsed with 61% of the Library's budget
expended. Shubatt reported that Henricks, in response to unanticipated
personnel expense overages, has frozen all overtime with the exception
of Sundays. Shubatt reported that Henricks has submitted FY03 budget
amendments for City Council approval that include the State funds and
lost book money of approximately $30,000 received that will be added to
the expenditure side of the budget helping to level out the budget.
Shubatt reported that Henricks is continuing to closely watch the budget
and may freeze other budget lines as needed.
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Library Board of Trastees
Minutes of February 27, 2003
2) Facility Projects Update:
a)
Building Projects - Shubatt reported that the roof replacement
project is moving forward with official bid openings scheduled for
March 4, 2003.
Henricks reported that unexpected heating and boiler repairs would
be covered by a City Emergency HVAC repair fund and that funding
to bring shelving in Children's into ADA compliance would also be
afforded out of a special City ADA City comPliance fund.
Henricks reported on a patron concern in regard to the railing height
outside the library's main entrance. Hendcks reported that the step
height was raised six inches approximately 20 years ago to remedy a
tripping hazard in that area. Since that time no inddents have been
reported. Henricks reported that a future CIP calls for new steps in
the front and consideraUon of changing railing heights and the layout
of the stairs can be reviewed at that time.
Hendcks reported on a vehicle accident at ~he 11u' and Bluff Street
corner on the Library's property in which electric poles were knocked
down and the cement was torn up. Alliant Energy has replaced the
electric poles and will replace the sidewalk torn up from the acddent
when the weather is warmer.
b)
Kiosk Problems - Henricks reported that the Manager of Hy~Vee
called and requested that the kiosk be remOVed after receiving
ongoing complaints from customers. Henricks reported that 1/2 of the
kiosk has been paid for with 1/2 left yet to be paid and additional
$5,400 a year ongoing maintenance. Use statistics provided by the
vendor seem inaccurately high as employees of Hy-Vee (Asbury) and
the Bank located in Hy-Vee have reported Very Iow to no usage.
Henricks reported on contacting the State Library in regard to the
problems and the State Library has agreed ito refund the
expenditures for hardware that have been ~pended by the Ubrary
thus far. The Board reviewed the ongoing iproblems since the
installation of the equipment and the unrel!ability of the vendor and
of the equipment,
"To approve the return of the Library kiosk to Public
Information Kiosk, Inc. and to charge Library Staff to pur~ue
other options to provide these types of services to the public."
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Library Board of Trustees
Minutes of February 27, 2003
Notion: Felderman
Second: Tully
Vote: Aye- 7; Nay- O
Lynch reported that he would contact the Manager of Hy-Vee to
report the Board's decision and to thank the business for their
patience and understanding during the past nine months with the
ongoing problems with this piece of equipment.
C. Relations Committee - Felderman:
1)
Library Ergonomics - Felderman reviewed Henricks memorandum
dated February 8, 2003 in which suggestions for enhancing
ergonomics in the Circulation Activity have been planned for the
upcoming year and the need for a new Circulation Desk should the
Library renovation project not move forward as planned.
2)
Honoree for Lifetime Library Card Membership - Felderman reported
on the Board/Committee member recommendation for the Library
Board to initiate a Honorary Lifetime Library Card Membership and
honorary members to be set forth by action of the Library Board with
the first membership to be issued to the Mr. and Mrs. Ed
Vandermillen. Felderman reported on Ed Vandermillen's past service
on the Ubrary Board and other various Committees and his current
participation on various Sub-Committees of the Library Board and
participant in special Library projects. Lindsay reported that Mr. &
Mrs. Ed Vandermillen currently live in East Dubuque, Tllinois.
"To initiate a C-SPL Lifetime Library Card Nembership
with honorees to be set forth by the Library Board on a case
by case basis/and, to honor Edmund Vandermi//en'~ service to
the Library by providing Nr, and Nr~, Edmund Vandermi//en a
C-SPL Lifetime Library card Nembership."
Notion: Fe/derman
Second: Undsay
Vote: Aye - 6; Nay - 0
Strem exited the meeting.
3) Plan for 2003 Annual Christmas Tree Celebration - Felderman
reported on scheduling of the General's Lady Program for the
Christmas Tree Celebration/Tree Lighting Ceremony. Henricks
reported that the Quilters Guild of Dubuque would be dressed in
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Library Board of Trustees
Minutes of February 27, 2003
Victorian costume for the event, Felderman reported that the
Committee members volunteered to help provide a Christmas Tea
theme for the event.
4)
Book Valuation Project- Felderman reported on Ed Vandermillen's
work on the book valuation project. Felderman provided examples of
Vandermillen's valuation thus far including the review of a first edition
of Mark Twain's, "A Connecticut Yankee in King Authur's Court" and
various other books of value. Hendcks rePorted that two rare books
that were previously misplaced have been fbund. Henricks reported
that alt rare books have been moved to a special collections high
security room.
Strom re-entered the meeting.
s)
International Internship Participant Update ff Felderman reported that
Japanese Intern Nanako Hash/n/, is expected to arrive in late March.
Miss Hash/n/will be here at no expense to ~he Library and wi work in
Technical Services Activity in the computer ~echnology area.
Felderman reported that he is working with Henficks in finding Miss
Hashini a feasible residence. ~
6) Art Sub-Committee:
a) Request for Loan of Artwork - Felderman reviewed the request
from Southern Alleghenies Museum of Art to borrow the Library
owned Grant Wood artworks, "Appraisal" and "Victorian Survival"
from March 26, 2004 through January 16, 2005. Felderman
reported that these artworks are part of the Library owned
artwork on long-term loan to the Dubuque Museum of Art. The
Board reviewed the Dubuque Museum of Art (DNA) Acting
Director Geri Shafer's report that the "Appraisal" is scheduled for a
summer showing in 2004 in conjunction! with the Grand Excursion
but the Victorian Survival is not plannedl for showing. Felderman
reported the Sub-Committee's concern for the need for all
museums or institutions borrowing artwOrks to be accredited and
to sign the detailed like loan agreementithe Library has with the
DNA that includes security measures, s~fe transportation
environmental conditions, and other needed details.
"To approve the Ubrary owned artworks on Ion~7-term
loan to the Dubuque Pluseum of Art, "Appraisal#be loaned
from P/arch 2004 to/ate Play or early 3une (as per the DPlA
schedule) and the "~rlctoHan Survival" be loaned for the per/od
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Library Board of Trustees
Minutes of February 27, 2003
of klarch 26, 2004 through January 16, 2005 to the Southern
Alleghenies i~luseum of Art, and a signed loan agreement
signed by the Museum that includes that the borrowing
Museum be accredited, includes strict security, and have
safety and environmental and conservation measures be
maintained both in transit and each facility the artworks are to
be exhibited."
I~lotion: Felderman
Second: Tully
Vote: Aye - 7; Nay - 0
b)
Schedule of Library Event During Grand Excursion Event -
Felderman reported on the Art Sub-Committee recommendation
that the Library participation the event by hosting an art show of
local contemporary Dubuque artists and highlighting some of the
Library owned artwork such as the Van Duze collection.
Felderman reported that the Sub-Committee is scheduled to meet
again April 17, 2003 and would begin planning for the event that
may include a private reception. Lynch suggested contacting Amy
Link at the Dubuque Area Chamber of Commerce for more
information about and coordination of and participating in the
Grand Excursion.
c)
Policy on Art - Felderman reported on Henricks report in working
with City Staff on the State of Iowa new financial reporting
procedures called GASB-34 that the City of Dubuque must follow.
Felderman reviewed the Art Sub-Committee's request for the
Board to develop a policy to govern the de-accessioning of the
Library owned artworks to include for funds received to be used
for the care of Library owned works of art or to acquire additional
Library artworks.
"To concur w/th the Library Board Art Sub-Committee
and to charge the Planning Committee, with review by the
Relations Committee, of the Library Board to revise the F/ne
Arts Poi/c? to include a sect/on to govern the de-access/on/ng
of Library owned artworks to include that any funds received
to be used for the care and conservation of Library owned art
works or to acquire add/t/onal Library artworks."
Vote:
I~otion: Felderman
Second: Strom
Aye - 7; Nay- 0
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Library Board of Trustees
Minutes of February 27, 2003
6. Board Correspondence - Review of Comment Cards: The Board reviewed the
one comment card and concurred with the Staff response and the Board also
reviewed one thank you card received.
7. Communications/Public Comment- The Operations Committee rescheduled its
March meeting from March 19th to March 25th,
8. 'Wot/on to adjourn.
Mot/on: Felderman
Second: Strom
Vote: Aye - 7; Nay- 0
The Board adjourned at 5:24 p.m.
I~lary Strom, ~B~rd Secretary
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