Minutes_Library Board of Trustees 1 28 102010."
2009."
ORIGINAL
Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of January 28, 2010
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met in the
Library Board Room at 4:00 p.m. on Thursday, January 28, 2010.
Present: President Diann Guns, Vice President Beverly Kolz; Secretary
Kristen Smith; Trustee Paula Connors; Trustee David Hammer;
Trustee Elizabeth Leeper; Trustee Mike Willis; Library Director
Susan Henricks; and Recorder Denette Kellogg
1. President Diann Guns called the meeting to order 4:04 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, January 28,
Motion: Leeper
Second: Kolz
Vote: Aye — 7; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, December 17,
2010.
"Moved to approve the Board minutes of Thursday, December 17,
Motion: Leeper
Second: Connors
Vote: Aye - 7; Nay - 0
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, December 17, 2009 Board meeting. Henricks reported on the
high quality of the collection that the Library has in comparison to some of
the other libraries due to funding.
"Moved to receive and file the Communication with the Dubuque
City Council from December 17, 2009."
Motion: Kolz
Second: Connors
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Vote: Aye — 7; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary of the following items to the Library Board including
the following additional comments :
The Library Foundation will be losing two of its long -time Board
members. Treasurer Ed Everts, also a previous Library Board member,
is retiring in the fall and will be leaving the Foundation. Member
Bernie Geisler is leaving the Foundation Board due to health reasons.
1) Library Financial Report — Henricks reported that the month
of December marked fifty percent of the fiscal year (FY) as
lapsed. Expenditures were at fifty percent and revenue
generated year to date was at fifty point five percent.
Henricks reported on the difficulty in maintaining the budget
for salaries (currently at fifty -three percent expended) due
to staff, mostly Maintenance staff, completing extra work
during the construction related to moving stacks and
material collections, and painting. Use of the Library had
been expected to drop off slightly during construction, but
business has increased with the need to schedule more staff
increasing.
Leeper asked what would happen if salary expenses are
exhausted. Henricks reported that as the library goes over
budget in this area, there will be no choice but to cut other
budget lines in an attempt to help offset the overage.
Henricks reported that the Library has not ever gone over
budget since she has been Director and she always attempts
to keep the Library at or under budget.
Kolz asked about overtime. Henricks reported full -time staff
members are eligible for overtime.
The Board expressed its appreciation of Library staff efforts
during the challenges of construction.
Susan reported that the FY -11 budget documents as
recommended by the City Manager will be made public on
Monday February 1, 2010. Henricks reported she would
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provide an update to the Board as soon as the information is
available.
2) Library Use Statistics — Henricks reported that Library use
continues to be strong with circulation of materials up six
percent year -to -date. Visits to the Library increased four
percent. Visits to the Library's web site were up ten percent
compared to November with forty-five percent of the visits
coming from new visitors to the web page. Patrons visiting
the web site to generate requests for materials to be
reserved was up fifty -four percent to date.
Connors noted the decrease in directional questions in Youth
Services. Henricks reported that previously, Youth Services
staffs were counting questions as directional that should
have not been counted. It will take a year of not including
these questions in the count to provide an accurate picture.
Connors also noted the high gate count for December this
year, up over twenty -two percent (nearly 3,000 more
visitors) over last December.
3) Marketing Update - Henricks reviewed the summary articles
featuring the Library that have appeared in the Telegraph
Herald for the last six months of the year as prepared by
Librarian Betty Baule.
Henricks reported that Becky Sisco, contracted to help with
construction marketing efforts for the Library, has written
two press releases. Henricks reported that she will monitor
the effectiveness of these marketing efforts.
Henricks reported on a successful Art @ Your Library
exhibit which opened in October 2009 and ends this week.
The Library earned $168.00 in commissions which goes into
a fund to support future Art @ Your Library events.
The Library is participating in Architecture Days, April 12 to
April 15, by providing the venue for area students to display
their exhibits.
4) Library Construction Report — Willis asked if the planned
meeting with the construction manager and construction
firm in respect to negotiating terms of a longer warranty for
the floor of the auditorium due to soft spots and a history of
"popping" had been held. Henricks reported that, to her
knowledge, this meeting has not taken place and reported
she would follow -up with the construction manager and
provide the Board with an update.
Henricks reported on the need for construction management
coverage eight hours a day. Hammer asked for
accountability from the construction management firm for
the project being seven months behind schedule. Henricks
reported on the numerous schedule changes. The Board
asked that they receive each schedule provided so they can
be proactive on construction delays. Henricks reported she
would provide the schedule along with an update to the
Board each month in respect to any delays or problems.
The Board concurred with this recommendation and
reported that this would allow for their review of issues at
Board meetings.
Henricks provided a report on the final walk- through for the
first floor which went well. There was a list of minor
problems and a few more serious problems. Major problems
included the circular reading area glass being scratched in
several areas, a chunk is missing out of the wood in the
circular area, and ice build -up on the windows in the Youth
Services workroom, causing damaged to the windows and
veneer.
The Board discussed the recent problem with the chiller coils
freezing, resulting in an approximate $5,000 bill to fix the
coils. Henricks reported on input received from Steve Brown
in City Engineering.
Henricks provided the background information related to the
problem and the need for an established procedure for the
Library to take over the care and maintenance of an item
that had been handled as part of the construction process as
far as it being "turned over" to Library staff. Henricks
reported that to date, the Library has not received an
owner's manual on the newly installed mechanicals,
including the air handling units, chiller, and boiler.
Hammer reported his dissatisfaction with not having an
agreement with specific terms, including documentation,
instructions on maintenance of the items, and warranty
information for when a system is handed over to the Library.
Hammer suggested that having and requiring this
documentation makes good sense so this does not happen
again.
The Board suggested that both parties (Durrant Group and
the Library) take joint responsibility in the cost to fix the
coils. The Board reached a consensus to charge Henricks
with meeting with the construction management firm to
offer that each party take fifty percent responsibility; and, to
request that clear direction is provided when something is
"turned over" to the Library during the construction process
to include instruction manuals, warranties and information
as it applies.
Henricks reported she would review the contract in respect
to any information in regard to this issue to ensure
requirements are being met.
Guns reported that she requested from Steve Brown with
City Engineering, OPN and Durrant Group, an up to date
report of contingency funds available so that informed
decisions can be made in regard to spending these funds as
necessary.
Henricks provided the Board with an update on the large
move of the Youth Services shelving, materials, and offices
on February 9 and 10, 2010. The Library will be closed on
these two days for the move with a human chain of
volunteers schedule for Wednesday, February 10, 2010.
B. Library Comment Cards - The Library Board reviewed the five
comment cards received and concurred with the responses provided.
"Moved to receive and file the informational update from the
Library Director on the Library financial Report, Library Use
Statistics, Marketing Update, Library Construction Update, and
Library Comment Cards "
Motion: Kolz
Second: Connors
Vote: Aye — 7; Nay — 0
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5. Items for Action:
A. Construction Items for Discussion /Action — The Board reported that no
items were submitted for action at this time.
B. Volunteer Policy Update - Henricks provided the changes to the policy
with the main content change being that an applicant volunteer will be
contacted within two weeks of the Library receiving an application. The
balance of the policy was format changes and minor editing to make
for easier readability.
"Moved to adopt the proposed revisions as submitted to the
Library Volunteer Policy."
Motion: Leeper
Second: Kolz
Vote: Aye — 7; Nay — 0
6. Library Board Adjournment - The Board adjourned at 5:11 p.m.
"Motion to adjourn."
Motion: Kolz
Second: Connors
Vote: Aye — 7; Nay — 0
Kris en Smith, Board Secretary
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