Minutes Library Bd 3 27 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, March 27, 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, March 27, 2003.
Present:
StalTPresent:
President Kevin Lynch; Vice President Tom Tully; Board Secretary
Mary Strom; Trustee _lack Felderman; Trustee Sue Undsay;
Trustee Michael Shubatt; Trustee Kdsten Smith; Library Director
Susan Hendcks; and Recorder Denette Kellogg.
Children's Activity Manager Jean Gullikson
1. Called the meeUng to order at 4:03 p.m.
"Noved to adopt the meeting agenda of March 27, 2003 with
the fo/lowing change: move agenda item Planning Committee Report
to fo#ow agenda item 2. Approval of the Ninutes."
Mot/on:
Second: L/ndsak'
Vote: Aye - 7; Nay- 0
2. Library Board of Trustees' Board minutes:
"P loved to adopt the minutes of the Library Board of Trustee's
meet/'ng held February 27, 200=? with the fo/lowing change: Section
Pres/dent's Report- Genera/ Update - //ne 8 changed to read, "Strom
reported on the need for Library Volunteers to be funded for parking. '"
Plot/on: Felderman
Second: Tullk,
Vote: Aye -7; Nay- 0
3. Committee RepOrts - Planning Committee (Tully/Smith):
A. Feasibility Study Update (Information) - Tully reported that the Feasibility
Committee is scheduled to meet March 28, 2003 with the Feasibility
Consultants to provide input for possible guest and host participants for the
informational meetings planned as part of the study. Tully reported on an
offer previously by the Foundation to provide a list of possible participants
and Henricks agreed to contact Foundation President ~qanet Harxen for this
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Minutes of March 27, 2003
information. The Board reviewed the membership structure of the
Committee and agreed to keep the membership as is, as the Committee is
well established.
B. Listening/Viewing Stations Policy Revisions - Tully reviewed the proposed
revisions to the policy.
"Moved to adopt the revisions to the Listening/Viewing
Stations Po/icy as submitted."
Motion: Tully
Second: Strom
Vote: Aye -7' Nay- 0
C. Examination of Public Records Poiicy Revisions - Tully reported that the
revisions recommended apply to updating the fees to the services charges.
"Moved to adopt the revisions to the Exam/nation of Pub/lc
Records Po/icy as submitted."
Mot/on: Felderman
Second: Lindsay
Vote: Aye -7; Nay- 0
D. Confidentiality of Library Records Policy Review - Tully reported the review
by the Committee of this policy with no recommended revisions.
"Moved to adopt the Conlgdentia/ity of Pub/lc Records Po/icy as
reviewed and submitted. '"
Mot/on: Felderman
Second: Strom
Vote: Aye -Z; Nay- 0
Library City Ordinance Update - Henricks reported that the City Ordinances
are up for review and reported on concurrence with the City Attorney on
some word format changes. Henricks questioned the deletion of Section 3-
02, Board of Trustee-Eligibility for Memberships of the City Ordinance
because it may be contrary to Iowa Code 392.5 in that is could alter the
composition of the Library Board.
"Moved to approve the word format changes as submitted and
to approve to maintain the rest of the code as is with no changes."
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Minutes of March 27, 2003
Notion: Felderman
Second: Shubatt
Vote: Aye -7,. Nay- 0
F. Library Foundation Report - Smith reported that the Foundation Board had
not met since its January 2003 meeting. Smith reported that the
Foundation Board is planning to review its role, appearance to the
Community and its purpose should the fund drive for the building renovation
move forward. The Board agreed to promote communication with the
Foundation Board.
3. President's Report:
Volunteer Recognition Dinner - Board President Lynch invited Board
members to attend the Volunteer Recognition Dinner scheduled for April 10,
2003. Attendance by the Library Board not only recognizes Board members,
but also helps to show support of the various Library volunteers. Felderman
gave positive feedback on holding this event the same evening as a Board
or Committee meeting if possible. Lynch reported that two Library
volunteers would receive special recognition at the event and asked Library
AdministratiOn to help provide background information to him, as he would
be presenting the awards to these individuals.
Board Membership Applications - Board President Lynch reported that he
would be unable to run for another Board term. The Board reviewed names
of possible community members to invite to submit an application to serve
on the Library Board. The Board reviewed members of the Foundation as
possible candidates.
4. Director's Report:
Children's Activity Update - Children's Activity Manager Jean Gullikson
presented an update from the Children's Services describing the AmeriCorps
program and the added benefits from having program participants serving at
the Library. Gullikson provided a six-page summer program brochure,
"Laugh It UP @ Your Library," and reported on highlights of the various
themed actiyities planned for children this summer and community
partnerships secured to help promote and participate in the activities.
Gullikson reported that the Children's three-person staff is gearing up for
another record-breaking year for participation in the summer reading
program. Last year, the Library had a record breaking 2,100 children who
participated in the summer reading program.
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Tully exited the meeting at 4:37 p.m. Gullikson exited the meeting at 4:40
p.m.
Statistical/Service Reports Summary - Henricks repotted that Library
Circulation is up; with last year being a record for circulation, this year may
surpass last year's record high. The increase is realized from Non-Dubuque
patrons as follows: open access, non-residents, and Inter-Library Loan
transactions. Henricks repotted that audio-visual materials account for
much of the growth in circulation. Henricks repotted on a temporary
shortage of staff in Adult Services due to an employee illness. A library card
sign-up day is being planned for June 2003 for Asbury, Iowa.
Library Calendar/Program Update - Henricks reviewed the Library
newsletter calendar with Board. As a kick-off to National Library Week, the
exhibit, "100 Years of Bestsellers @your library," begins April 6, 2003 and
runs through April 30, 2003 in the Library's 2nd floor gallery area. The
exhibit will feature a sampling of books from the past 100 years and a
brochure providing information on the impact bestsellers had on American
culture during each decade.
5. Committee Reports:
A. Operations Committee - Shubatt/Strom:
1)
FY-04 Revenue & Expenditure Financial Reports - Shubatt repotted that
66.6% of the fiscal year has lapsed and 70% of the Library's budget has
been expended. Overtime, with the exception of Sunday hours and
case-by-case pre-approval by the Library Director have been frozen.
Personnel costs will be impacted by the recent hiring of on call personnel
who will need to be trained. Henricks reported that the City has
implemented a hiring freeze, effective .July 1, 2003 and the on-call staff
can be used to help cover vacancies that may occur. Education and
Training expenditure lines have also been frozen to allow for funding of
critical training needs.
2)
Facility Projects Update - Henricks repotted that along with the inventory
scheduled for March 28th, various maintenance projects have been
scheduled including the installation of additional ventilation ducts in the
Public Internet room. Felderman suggested that the Library consider
having the air ducts cleaned to improve circulation.
a) Building Projects:
1- Roof Replacement Project - Shubatt repotted that the public
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Minutes of March 27, 2003
bidding process has been completed with a total of seven bids
received. Shubatt reported that an alternate bid, which included
additional insulation, was also received. The architect
recommended that the project move forward with acceptance of
the original bid specificaUons. The bid was awarded to Jim Giese
Commercial Roofing with the bid of $42,983. Shubatt reported
that a preventative maintenance program for the roof would also
be provided by Giese as part of its bid award.
2- Fire Door Repair - Shubatt reported on the malfunctioning of the
fire doors located between the rotunda area and the Children's
activity on second floor and that the automatic/electronic door
closers may need to be repaired or replaced.
b) Technology Projects - Shubatt reported that the kiosk vendor is
scheduled to pick up the kiosk, located at the Asbury Hy-Vee Store,
the first week of April 2003. Shubatt noted the ongoing problems
with kiosk and the Board's request to return the item to the vendor.
Shubatt reported the positive feedback from Hy-Vee in working
throUgh the problems with the kiosk and the store's patience.
C. Relations Committee- Felderman/Undsay:
1) Fine Arts Policy Revisions - Lindsay reported on the Committee
review and recommendation of the policy which now includes a
deaccession of art works section.
"Noved to adopt the Fines Arts Policy revisions as submitted. "'
Notion: Felderman
Second: Strom
Vote: Aye -6; Nay- 0
2)
Iowa Library Association (ILA) Legislative Day Report- Henricks
reported on attending the March 11, 2003 meeting. The Governor is
proposing to support the budget request for direct state aid to
libraries which would remain the same as the funding received this
fiscal year.
3)
International Internship Participant Update - Lindsay reported that
the Nanako Hashini, International Internship Participant, is scheduled
to arrive April 19, 2003. Hendcks reported that the intern would be
working in the technical support area of the Technical Services
Activity. Felderman reported that he has been working with Henricks
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to find Miss Hashini a residence in walking distance of the Library.
Board Correspondence - Review of Comment Cards: The Board reviewed the
four comment cards received. Felderman asked if Library Staff reviews the
comment cards. Henricks reported that the comment cards are posted for staff
and patrons to view.
7. Communications/Public Comment - Henricks reported on a request from a
vendor to install a candy machine for patron use. The Board concurred that
that due to the nature of the Library's environment that no vending machines
be installed.
8. "/V/orion to adjourn.
Motion: Felderman
Second: Shubatt
Vote: Aye - 5; Nay - 0
The Board adjourned at 5:05 p.m.
Mary Secretary
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