Minutes_Library Board of Trustees 4 1 10Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of April 1, 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, April 1, 2010.
Present: President Diann Guns, Vice President Beverly Kolz (via
conference phone); Trustee Paula Connors; Trustee David
Hammer; Trustee Mike Willis; Library Director Susan Henricks;
and Recorder Denette Kellogg
Excused: Trustee Elizabeth Leeper and Trustee Kristen Smith
1. President Diann Guns called the meeting to order at 4:10 p.m. and the
agenda was adopted.
2. Approval of Library Board of Trustees' Minutes of Thursday, February 25,
2010.
2010."
"Moved to adopt the meeting agenda of Thursday, April 1, 2010."
Motion: Connors
Second: Willis
Vote: Aye — 5; Nay — 0
"Moved to approve the Board minutes of Thursday, February 25,
Motion: Connors
Second: Willis
Vote: Aye - 5; 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, February 25, 2010 meeting.
"Moved to receive and file the Communication with the Dubuque
City Council from February 25, 2010."
Motion: Connor
Second: Willis
Vote: Aye — 5; Nay — 0
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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 with the
following additional comments: Henricks reported on being contacted
in reference to the estate of Mr. Robert B. Maher from Dubuque
naming the Library in his Will. Henricks reported that as more
information is received about the generous gift she would continue to
update the Board.
1) Library Financial Report — Henricks reported that the month
of March marked sixty -seven percent of the fiscal year as
lapsed. Expenditures through the eighth month were at
sixty -nine percent and revenue generated year -to -date was
at eighty -four point five percent of projections. Henricks
reported that due to the several major moves requiring more
staffing hours that the budget for salaries will be over for
the fiscal year, currently at sixty -nine percent expended.
Henricks reported that she will be meeting with the Budget
Director and possibly the City manager regarding this issue.
Guns noted that there was an increase in revenue generated
and asked if this could be used to offset the increase in
salaries. Henricks reported that revenue is higher than
budgeted as business due to the construction had been
expected to decrease, but in actuality business has
increased. The budget for revenue for FY -10 is $92,950.
Revenue projected can be requested to help cover staffing,
however; the overage in revenue is minimal in comparison
to the overage anticipated in the staffing budget.
Guns asked whether the approved transfers of funds from
the Library Gift Trust to offset some renovation expenses
had taken place. Henricks reported yes, and that these
funds are annotated on the gift trust report.
Henricks suggested that some of the gift funds be used to
purchase computers that had been cut from the renovation
due to lack of funds. Laptop computers are needed for
patrons as demand continues to rise. The Board concurred
with the use of $6,000 of these funds for purchase of
computers.
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Henricks reported that City Engineering has expressed
confidence that the contingency funds are where they
should be and are estimated to be at around $70,000 with
one Phase of construction left.
2) Library Use Statistics — Henricks reported that Library use for
February dropped one percent, most likely due to being
closed two days for moving. Library circulation is up five
percent year to date compared to last year. Library use
continues to be brisk, with visits to the library up three
percent over the same time last year. Circulation of laptop
computers continues to experience the highest jump in use
with an increase of sixty percent year to date.
3) Staffing Model — Henricks provided an update on ideas being
explored for staffing post renovation. One idea discussed
was eliminating breaks in favor of flexibility when time is
needed. The Board shared its concurrence with the idea of
eliminating breaks, along with the other ideas provided in
the report.
4) Library Construction Report — Guns reported on the
construction walk through this morning of the areas outside
of Administration and the gallery area where the former
board room was located.
Willis also participated in the walk through and reported on a
problem with the marble floor. The carpet runner glue and
other adhesives from many years ago have worn into the
marble and none of the chemicals used have been able to
remove the substances. A quote is being requested from a
company called Marble Medic who would remove a very
minimal top layer of the marble. This unanticipated expense
estimated at $5,000 would be using contingency funds.
Guns reported that the other area of the marble is not
included and may need to be done at a later time if the
finish of the two areas is very different. The Board
concurred with the recommendation to move forward with
this project and expense.
Willis reported on other issues noted during the walk
through including discrepancies in the paneling in the new
stairwell, which had been already stained, and the need for
painting and cleaning the underside of the stairwell, which
had not been cleaned since it had been covered in 1981.
There appeared to be paint overspray as well. Kolz
requested that if the painter is the same one that had done
work on the third floor that they be put on alert that we will
be monitoring the quality of work and keeping
documentation.
Henricks expressed a concern with the timeline; specifically
that Phase 3 may not be completed by May 1, 2010. The
largest move scheduled thus far, moving Adult and
Circulation to second floor, is scheduled to take place which
will be the greatest challenge to date. Willis reported that
he would contact the Construction Manager on the need for
completion by May 1. Discussion was held on the amount of
work involved with the construction project by the Library
Director.
B. Library Comment Cards - The Library Board reviewed the seven
comment cards received and concurred with the responses provided.
Of note were the comment cards from area schools that received some
of the furniture items being discarded and their appreciation for the
items.
5. Items for Action:
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Library Construction Update, Construction Update and
Library Comment Cards."
Motion: Hammer
Second: Connors
Vote: Aye — 5; Nay — 0
A. 28 E Agency Agreement — Henricks provided a summary of the 28E
agreement. This agreement provides for libraries to provide services to
cities in Dubuque County that do not have libraries. Henricks reported
on the success of the Agency. Henricks reported that on the City of
Asbury's request to withdraw from the Agency and join the County
Library system to establish a branch in Asbury. The Agency
Committee is scheduled to meet on April 7, 2010 to vote on whether to
accept the withdrawal. The Asbury withdrawal letter included a
provision for a $6,000 contribution to the Agency because they were a
month late in their request. Henricks explained that any time a city
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leaves the agency the contract calls for notification by the end of
January of each year. Due to their budget process, Asbury did not
give notice until the end of February.
The Board discussed the situation. One concern is that if the
Committee agrees to allow Asbury to leave without proper notice then
other communities may take this as precedent. Henricks reported on
communication from the Mayor of Asbury apologizing and including the
$6,000 contribution to the agency. Hammer commented on the lack of
enforcement of the agreement.
Guns reported on the amount of work put into the 28E agreement by
Henricks and also the need to continue to cooperate with the county
for future partnerships.
Kolz exited the meeting at 4:58 p.m. via conference call.
Guns reported that she and Henricks represent the Library Board on
the Agency Committee and needed a recommendation from the Board
on its decision regarding this matter. Discussion was held on how the
$6,000 should be shared and the Board agreed that Guns and Henricks
vote to allow Asbury to withdraw from the Agency.
"Moved to recommend that Library Board representatives
vote to approve the request from the City of Asbury to withdraw
from the Agency at its next meeting schedule for April 7, 2010."
Motion: Connors
Second: Hammer
Vote: Aye — 4; Nay — 0
B. Annual Advocacy and Volunteer Recognition — Henricks reported on
acknowledgement of special volunteers each year at the Library's
Annual Volunteer Recognition event scheduled for Thursday, April 22,
2010. This year recommendation of Volunteer Donna Miller who has
worked in Administration for ten years, was submitted for
consideration. Another award, a "Library Advocacy Award" is being
suggested for this year. The recommended recipient of this award is
long time Library advocate and community member Ann Michalski.
Henricks reported the ongoing support and advocacy by Michalski both
while she was on the Dubuque City Council and in the years since she
has been off the Council.
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"Moved to provide special recognition of Library Volunteer
Donna Miller and Library Advocate Ann Michalski at the Library's
Annual Volunteer Recognition event scheduled for Thursday, April
22, 2010."
Motion: Hammer
Second: Willis
Vote: Aye — 4; Nay — 0
C. Grand Opening Dates — Henricks reported on the need to plan a
timeframe for the Grand Opening celebration. Discussion was held in
regard to the best date and certainty about completion of the
renovation project.
"Moved to set the time period of Friday, September 17
through Sunday, September 28, 2010 for the Library Renovation
Grand Opening Celebration."
Motion: Connor
Second: Willis
Vote: Aye -4; Nay — 0
6. Communications /Public Comment:
• Henricks provided information on a submission for purchase from local
artist Tim Olson. Henricks provided a photo of the artwork that is 21
inches tall and very long. The Board was impressed by the artwork.
The Board reported the need to plan for its current artworks to be
displayed, including pieces on loan to the Dubuque Museum of Art, in
the renovated facility before considering the purchase of any new
pieces to add to the collection. The Board suggested that the Art
Sub - Committee become involved when planning begins for where the
Library's artworks should be displayed within the newly renovated
facility. Henricks reported on the need for an art hanging system
which will be an expense at that time.
• The Board wished Paula Connors a happy birthday.
7. Library Board Adjournment - The Board adjourned at 5:15 p.m.
"Motion to adjourn."
Motion: Hammer
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Second: Willis
Vote: Aye —5; Nay — 0
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Kristen Smith, Board Secretary