Minutes Library Bd 6 26 03
Carnegie-Stout Public Library
Board of Trustees’
Meeting Minutes of Thursday, June 26, 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, June 26, 2003.
Present: Board President Kevin Lynch; Board Vice President Tom Tully;
Board Secretary Mary Strom; Trustee Alan Avery; Trustee Sue
Lindsay; Trustee Michael Shubatt; Trustee Kristen Smith; Library
Director Susan Henricks; and Recorder Denette Kellogg.
Excused: Board Trustee Jack Felderman
1. President Kevin Lynch called the meeting to order at 4:03 p.m.
“Moved to adopt the meeting agenda of June 26, 2003.”
Motion: Strom
Second: Tully
Vote: Aye – 7; Nay – 0
2. Review of Library Board of Trustees’ Minutes.
“Moved to adopt the Library Board of Trustees’ minutes of May 22, 2003
and June 18, 2003.”’
Motion: Shubatt
Second: Strom
Vote: Aye –7; Nay – 0
3. Board President’s Report (Lynch):
A. Library Board Appointment – Lynch introduced and welcomed newly
appointed Library Trustee member Alan Avery to the Library Board.
Henricks reported that she would contact Avery to schedule a tour of the
Library and an orientation meeting. Lynch also congratulated Trustee
Lindsay for her reappointment and thanked her dedication to the Library
Board. Terms for Avery and Lindsay run from July 1, 2003 through June
30, 2007.
Lynch reported attending the Library’s Harry Potter event on Friday, June
20, 2003 and commended Library Staff and Library Volunteers who
Library Board of Trustees
Minutes of June 26, 2003
participated in making this event a success. Henricks reported over 650
people attended the event held in the Library’s second and third floor
gallery, rotunda and auditorium areas.
B. Proposed Budget Cuts FY04 – Lynch reported on the need to continue to
review service needs under the proposed budget cuts. Henricks reported
attending City Council worksession held Monday, June 23, 2003. At the
meeting Henricks responded to questions from the City Council in
reference to the Library losing its accreditation should the proposed
budget cuts be approved. Henricks reported on the review of
accreditation standards by the State Library and on the requirement to
meet the highest level of accreditation, which also provides the highest
level of funding to the Library. Tully reported that the proposed budget
cuts not only have an effect on the FY04 budget, but on budget years
following. Henricks reported on the accreditation standard to keep
funding of being open at least 64 hours per week and reported that the
Library would never be accredited at 50 hours per week. Henricks
reported that accreditation by the State Library is tied to 88 different
standards that make a public library the best it can be for its community
and the higher level of accreditation is tied to State funding.
Shubatt reported that he would be attending the City Council budget
hearing on July 9, 2003. The Board requested that Shubatt speak on
behalf of the Library Board at the meeting and Shubatt accepted. The
Board reported on the need to provide information to the City Council
about State funding and the various community needs the Library fulfills.
Henricks reported that State funding, if funded at 100% and the Library
maintaining its accreditation, would mean the Library could be potentially
funded at over $120,000 per year. The State funding is intended to
supplement the Library’s budget. The State could also withdraw funding
based on disproportionate funding within the City municipality. Avery
reported that the point of equal distribution of budget cuts needs to be
stressed. Tully reported that information on Library statistics, such as over
1000 people come to the Library each day, also needs to be provided.
Strom suggested that some specific information be provided such as how
the Library provides employment opportunities to the public through
resume assistance and job search. Avery reported to note the impact on
service to the public due to the proposed reduction in service hours. Strom
suggested that information on the physical deterioration of the building be
given. Smith suggested that the cut in Capital Improvement Project (CIP)
funds be noted. The Board concurred with the suggested topics to be
presented to the City Council.
C. Presentation to Board President – Vice President Tully, on behalf of the
Library Board, thanked outgoing Library President Kevin Lynch. The Board
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Minutes of June 26, 2003
presented Lynch with a framed Grant Wood, “Appraisal” print that included
a plaque noting the Board’s appreciation of Lynch’s service since his
appointment to the Library Board. Lynch thanked the Library Board,
Library Director, Administrative Assistant and Library Staff Members for the
opportunity to serve the community as a Library Board member.
4. Committee Reports:
A. Relations Committee – (Felderman/Lindsay):
1) Organizational Update (Information) – Henricks reported on a
request from the Relations Committee to investigate the cost of
outsourcing building housekeeping/custodial services and
provided a cost comparison. The Board discussed the
advantages and disadvantages of outsourcing these types of
services. Henricks reported that she would continue to review
this information as needed with the Relations Committee.
Henricks reported that ergonomics training was provided for
Circulation Staff and the training was videotaped to use for future
training sessions.
Henricks reported that she is currently conducting performance
evaluations.
2) Holiday Observance Schedule (Action) – Henricks reported on the
Committee’s consensus to recommend that floating holidays be
re-assigned to the day after Thanksgiving and Veteran’s Day in
lieu of the floating holidays. Henricks reported that this change
would conform to City policies and conform to the same days City
employees are currently provided.
“Moved to approve re-establishing holiday observances
for the day after Thanksgiving and Veteran’s Day in lieu of
floating holidays.”
Motion: Shubatt
Second: Strom
Vote: Aye –7; Nay – 0
3) Report on Allison Collection – Henricks provided a summary of
her memorandum dated June 18, 2003 to the Relations
Committee. Henricks reported on her recommendations as
follows: Record all books in the Allison Collection; Select a good
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Minutes of June 26, 2003
sampling of Allison’s collection which have the most interesting
bindings and have been personally singed by Allison; Repair and
conserve collection to be retained; Invite Loras College to select a
sampling of Allison’s works for their collection; Sell the balance of
the collection at the same time the other identified books for sale
are sold. The Board requested to be updated on this project as it
moves forward.
B. Operations Committee – (Shubatt/Strom):
1) Financial Reports Review FY03 (Information) – Shubatt reported
that the revenue report is estimated to exceed budgeted figures
and expenditures are estimated to come in at close to budgeted
figures.
2) Library Trust Funds Review (Action) – Shubatt reported that the
City is required to identify the Library’s gift funds as approved by
the Library Board as a special or as a regular fund. Special funds
can be expended and permanent funds restricts the principle
from being expended. Shubatt reported the Committee’s review
indicate that the Lacy Fund is a permanent fund with the Lull,
McLean Trust, Hoffman Trust, Walton Trust, and the General
Trust designated as special revenue funds.
“Moved to approve the identification the gift trust
funds as followed: Lacy Fund is a permanent fund; the Lull
Trust, McLean Trust, Hoffman Trust, Walton Trust and the
General Trust are designated as special revenue funds.
Motion: Shubatt
Second: Strom
Vote: Aye –7; Nay – 0
3) Preplanning for Budget Cuts Implementation – Shubatt reported
that item was covered in agenda item 3.A.
4) Facility Projects Update:
a) Building Repairs - HVAC & Skylight Glass Panels – Shubatt
reported emergency repairs needed to the HVAC and the
Skylight Glass Panels and noted that the City Emergency
fund would be covering these necessary repairs.
b) New Layout for Adult Services Audiovisual Collection -
Shubatt reported that currently the audiovisual material
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Library Board of Trustees
Minutes of June 26, 2003
collection is located in several locations due to space
constraints. The new location selected for the collection is
the main floor of the Library in the area outside of the
restrooms. The new collection layout is planned for In July
2003 and will provide enough space for the collection to be
located in one area.
c) Request for Additional Library Area Parking Meters -
Henricks reported per the Board’s request a letter has been
sent to the Parking Department to review the Board’s
request for additional ten-hour meters. Henricks reported
that recently additional meters have been removed in the
Library parking lot. Henricks reported that she would
contact the Parking Department to continue to review the
Library’s lack of adequate parking spaces.
C. Planning Committee – (Tully/Smith):
1) Feasibility Study Report – Tully reported on a July 18, 2003
scheduled meeting with Feasibility Consultant Bruce Bonnickson
and Henricks to discuss alternatives to the feasibility plan and the
next steps in feasibility study. The meeting will address a plan to
eliminate need for additional staff. The plan is to hopefully move
forward with the feasibility study in late summer or early fall. Tully
reported that the feasibility plan must take into consideration the
current budget crisis and overall budget climate with alternatives to
be discussed.
2) Circulation Policy Review - Tully reviewed the Library Director’s
memorandum providing a summary of the changes to the policies
under consideration for revision. Tully reported the Committee’s
consensus that these policies be adopted.
“Moved to adopt the revised Circulation Policy as submitted.”
Motion: Tully
Second: Strom
Vote: Aye –7; Nay – 0
3) Fines and Fees Policy Review – Tully reviewed the revisions as
recommended by the Planning Committee.
“Moved to adopt the revised Fines and Fees Policy as
submitted.”
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Motion: Tully
Second: Avery
Vote: Aye –7; Nay – 0
4) Meeting Room Policy Review – Tully reviewed the revisions to the
Meeting Room Policy. Henricks reported on some additional
format changes.
“Moved to adopt the revised Meeting Room Policy as
submitted.”
Motion: Tully
Second: Lindsay
Vote: Aye –7; Nay – 0
5) ICN Room Policy Review – Tully reviewed the revisions to the ICN
Room Policy.
“Moved to adopt the revised ICN Policy as submitted.”
Motion: Tully
Second: Strom
Vote: Aye –7; Nay – 0
6) Library Foundation Report – Smith reported on receipt of proposed
Library projects for funding. Henricks reported that Foundation
Board President Marxen stated that the next meeting is scheduled
for August 2003.
5. Library Director’s Report – (Henricks)
A. Library Statistical Report Summary – Henricks reported that June 2003
would be the last month for the detailed statistics as requested by the
Library Board. Beginning with July, FY04 the Library statistical reports
would be in a more summary format for easy reading. More detailed
reports can be provided as needed by the Library Board. Henricks
reported that statistics for June 2003 indicate that materials circulation
has increased, reference inquires (including directional questions) have
increased, Internet usage continues to increase and Telecirc has made
over 12,000 calls since it was launched. Henricks reported that visits to
the Library’s website has increased.
B. Library Schedule/Program Calendar (Information) – Henricks reported
on library programs noting that pre-registration for Children’s summer
programs are currently full with waiting lists. Henricks reported that the
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children’s Spanish class that meets in the evening hours has been very
well received. Henricks reported that Architect Steve Ulstad provided an
architectural program about the Library to the public on June 24, 2003
and that the program was also well received. Strom asked if the City is
offering the “free ride by bus to the Library” again this summer to
children when they participate in Library programs. Strom reported that
many children rely on this service. Henricks reported that cooperation
with other City Departments have allowed this service to again be
provided this summer.
6. Communications/Public Comment:
·
Henricks reported on employee Dale Gansen’s request to speak with
the Board about the proposed budget cuts. Gansen addressed the
Board and noted his 24 years experience as a Library employee.
Gansen reported based on his experience that the Library cannot be
cleaned with only one full-time and one half-time custodial/
maintenance staff should the budget cuts be approved. Gansen asked
the Board to look in other Library activities to cut budgets and not cut
any positions in the Maintenance Activity. Lynch reported on the City’s
requests for budget cuts and noted that the Library Board does not
want to cut any Library positions. Lynch reported that the Library
Board is asking that the City Council consider more equitable cuts for
City Departments and advocate for the Library based on the services it
provides the community. Gansen reported that when the 1981 edition
to the Library opened, the Maintenance Activity had two full-time and
one part-time positions for maintenance and when the Library opened
on Sundays a part-time position was lost. Gansen reported that the
cuts are not equitable as he has 24 years in at the Library versus some
other staff members only having one to two years in who are not
being affected by the cuts. Tully reported that hopefully the City
Council would not implement any personnel cuts at the Library.
Gansen reported his intent to speak at the City Council public hearing.
The Board encouraged Library staff to attend the public hearing.
·
Henricks Meeting Room Request - Henricks asked that the Board
review a meeting room request by the Dean for President Campaign to
conduct a town hall style meeting using Library Auditorium. The Board
agreed that the meeting room request is acceptable under the current
Library meeting room policy.
7. “Motion to adjourn.”
Motion: Smith
Second: Lindsay
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Minutes of June 26, 2003
Vote: Aye – 7; Nay – 0
The Board adjourned at 5:33 p.m.
Mary Strom, Board Secretary
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