Minutes_Library Board of Trustees 4 22 10Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of April 22, 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 22, 2010.
Present: President Diann Guns, Vice President Beverly Kolz (via
conference phone); Trustee Paula Connors; Trustee David
Hammer; Trustee Elizabeth Leeper (arrived at 4:08 p.m.); Trustee
Kristen Smith; Library Director Susan Henricks; and Recorder
Denette Kellogg
Excused: Trustee Mike Willis
1. President Diann Guns called the meeting to order at 4:02 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, April 22, 2010."
Motion: Connors
Second: Hammer
Vote: Aye -5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, April 1, 2010.
"Moved to approve the Board minutes of Thursday, April 1, 2010."
Motion: Connors
Second: Hammer
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, April 1, 2010.
"Moved to receive and file the Communication with the Dubuque
City Council from April 1, 2010."
Motion: Smith
Second: Connors
Vote: Aye — 5; Nay — 0
Leeper entered the meeting at 4:08 p.m.
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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:
1) Library Financial Report — Henricks reported that the month
of March marked sixty -five percent of the fiscal year as
lapsed. Expenditures through the ninth month were at
seventy -two percent and revenue generated year -to -date
was near ninety -five percent of projections. Henricks
reported that while this appears to be good news, the last
quarter may not hold as steady as salaries are over budget,
currently at seventy -six percent of the budgeted amount.
The salary expenditure increase is directly attributable to the
renovation with moving of materials, monitoring of areas
unstaffed, and additional maintenance tasks.
Henricks reported on her meeting with the Budget Director,
Jenny Larson, to discuss her concerns that included not
sacrificing the materials line to balance the overall budget.
Some funding lines were found that could help offset the
budget including the expected overage in revenue. One
other option is to charge some of the salary expenses to the
renovation. As the fiscal year moves forward, the budget
will be closely monitored in this regard with activity
managers.
2) Library Use Statistics — Henricks reported that visits to the
Library have increased five percent over this time last year.
This increase is remarkable due to the Library being under
renovation. Circulation of materials is also up six percent
year -to -date and for the month of March. Henricks reported
on the nationwide trend of increased library use due to the
recession. Henricks predicted increases will continue, due to
the renovated facility.
Internet use was up nineteen percent compared to March of
last year with circulation laptop use in the Library up fifty -
nine percent year -to -date over last year.
Henricks reported eight of the fifteen databases the library
offers showed an increase in use during the last quarter,
with downloadable audio showing the most growth.
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3) Staffing Post - Renovation - Henricks provided an update of
what the Library's needs will be post renovation. The Board
provided feedback on the update, indicating that preference
is to not cut in personnel areas unless a reduction in hours
or services becomes an issue.
Henricks reported that cross - training for staff interested in
applying to work at the Information Kiosks has begun.
4) Library Construction Report — Henricks provided a general
update of the Library construction project. Construction
Manager Bill Burkhart has resigned his position with Durrant.
Construction Managers Jim Kolf and Rick Golus from Durrant
will share the responsibility of full -time construction
management.
Henricks reported the second floor will be closed to patrons
for two weeks to complete work in this area. Henricks
reported on planning for the biggest move so far with
moving of the Circulation and staff and Adult Services
collection and staff to second floor expected in May. On
May 10, 2010 the main entrance will close and the historic
doors will be opened to the public. The elevator work will
begin at this time, with the elevator being closed through
mid -June.
B. Library Comment Cards - The Library Board reviewed the seventeen
comment cards received and concurred with the responses provided.
Hammer questioned why some of the comment cards do not have a
person's name that submitted the comment. Henricks reported that
some patrons do not provide their name, but a feedback response is
provided either way, and the comment cards and responses are posted
on a bulletin board for patron or staff review.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Staffing Post - Renovation, General Library Construction
Update, Construction Update and Library Comment Cards."
Motion: Connors
Second: Smith
Vote: Aye — 6; Nay — 0
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5. Items for Action:
A. Library Construction Update:
1) Architect OPN's Request — Henricks reviewed the request from
OPN Architect dated April 20, 2010 to the Library Board for
consideration of additional money based on the fact that the
project has gone past the original scheduled completion date
and they have incurred, and will incur, expenses related to site
visits. Henricks provided a thorough background on information
in regard to OPN's current contract for the renovation project.
The Board discussed the reasons behind why the project is
behind and the estimated timeframe of the project as provided
by the architect and the construction manager. They also
reviewed cost savings that have occurred. Hammer asked if
there was any way to transfer the cost for responsibility of the
delay to any one party. Guns reported that no one party is fully
responsible.
Henricks reported on issues in regard to expenses by sub-
contractors also covered in the contract.
Kolz indicated that the contract appears to go through
December 2010. Henricks reported that the request is
referring to the additional site visits (including the walk -thru
inspections) and not to the architect fees themselves.
The Board requested that the contract be provided for review.
The Board agreed further research of the documentation is
needed, including review of the contract, and requested
additional information be provided by OPN in preparation for the
consideration at the next Board meeting.
2) Auditorium Floor Problems — The Board reviewed the detailed
background information on the ongoing problems with the new
Auditorium floor buckling and having soft spots since the floor
was installed. Guns reported contacting City Engineer Steve
Brown, who is involved in the renovation project, to ask that he
would take over supervision of this issue and provide
recommendations back to the Library Board. He did agree that
he would provide his opinion to the Board in regard to this
issue. The Board concurred with this recommendation and
agreed to refer the auditorium floor problems to the City
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Engineer for review and recommendations, next steps and
options back to the Library Board.
"Moved to refer the issue of problems with the
auditorium floor to the City Engineering Department for review
with recommendations back to the Library Board on next steps
in regard to this issue."
Motion: Hammer
Second: Leeper
Vote: Aye -6; Nay — 0
Henricks reported she would forward the documentation
compiled so far and provide it to Brown.
3) Library Artwork: Heade Painting Status - Henricks reported that the
painting will soon to be available to offer for sale again. It has been
on exhibit at Middlebury College in Vermont for the past eleven
months in the hope that the market would recover. Henricks provided
a detailed report of options available at this time. The Board discussed
who would market the painting when it is offered for sale.
The City Manager has been contacted to get his opinion on whether to
put the painting up for sale or to wait for the market to recover
further.
The Board agreed to give Henricks the authority and discretion, once
the City Manager provides his input or putting it up for sale or not, to
place the painting with one of the dealers discussed wherever the best
price can be sought for the painting.
"Moved to give the Library Director authority and discretion,
once the City Manager provides his input on putting the Library's
Heade painting up for sale or not, to place the painting with of the
dealers reviewed and wherever the best price can be sought for the
painting.
Motion: Guns
Second: Connors
Vote: Aye — 6; Nay — 0
Hammer asked about the Library's other artwork pieces in storage at
the art museum. The Board agreed that once the construction gets
near completion that the Board review possible display of some of
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these pieces in the newly renovated facility. Guns reported that the
Board agreed at its last Board meeting to review this issue as the
renovation project is completed.
6. Communications /Public Comment:
Henricks reported that she is scheduled to be on vacation and out of
the country from May 11 to June 2, 2010. The Board reviewed the
need to meet in May and agreed that unless a matter of need should
arise, that the next Board meeting will be Thursday, June 24, 2010.
7. Library Board Adjournment - The Board adjourned at 5:01 p.m.
"Motion to adjourn."
Motion: Smith
Second: Connors
Vote: Aye -6; Nay — 0
et-/
/ ♦ Z Z
Krist n Smith, Board Secretary
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