Minutes_Library Board of Trustees 10 28 10Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of October 28, 2010
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met in the
Board Room at 4:00 p.m. on Thursday, October 28, 2010.
Present: President Diann Guns, Vice President Paula Connors; Trustee
David Hammer(arrived at 4 :10 p.m.); Trustee Fred Miller; Secretary
Kristen Smith; Trustee Michael Willis; Library Director Susan
Henricks; and Recorder Denette Kellogg
Excused: Trustee Elizabeth Leeper
1. President Diann Guns called the meeting to order at 4:05 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, October 28,
2010 "
Motion: Connors
Second: Willis
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, September 30,
2010. Miller reported that on page three, paragraph two, the comment
about the heater and air conditioning running at the same time came to him
from a concerned patron at the Grand Reopening activities.
"Moved to approve the Board minutes of Thursday, September 30,
2010 with the change to the first sentence of page three, paragraph two
to read, 'Miller reported on receiving a comment from a concerned patron
at the Grand Reopening that heat and air conditioning were running at the
same time."
Motion: Connors
Second: Smith
Vote: Aye - 5; Nay - 0
3. Board President's Report:
- Communication with Dubuque City Council for September 2010. Guns
reported that the summary will be reviewed at the November Board
meeting.
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4. Motion to Receive and File Informational Items:
Trustee Hammer entered the meeting at 4:10 p.m.
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 September marked twenty -five percent of the fiscal year
lapsed with twenty -four percent of the budget expended.
Revenue was at seventeen percent. Henricks reported that
revenue may appear low at this point, but that State and
County funds come in a lump sum later in the year which
will bring revenue up to budgeted amounts.
Henricks distributed a revised Library Gift Trusts report. The
first report from the City had interest distributed incorrectly
for the month of September.
Henricks provided an update on the Library budget process
with a meeting scheduled with the City Manager for the
Operations budget on November 15. Henricks reviewed the
Improvement Package (IP) requests and recommended
ranking for the Library's nine submissions.
Henricks reported on meeting with the City Manager in
regard to the Library's Capital Improvement Projects (CIPs).
Henricks reported that there is a placeholder in the budget
for replacement of the defective elm veneer in the event the
contractors do not come through. The City Attorney and City
Engineer will be sending a letter to each of the parties
involved in the problem; OPN Architects, Durrant and Tricon.
2) Library Use Statistics — Henricks reported on the problems
with the gate count over the past few months. In -house
circulation and visits were down in September; three and
twelve percent respectively. The Library was also closed in
September for three days for the final construction move
which is also reflected in the gate counts. 3M, the
manufacturer of the gates, has been contacted and has
been making service calls. A review of how patrons are
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counted if they enter the old doors and exit the other doors
is currently being done.
Use of digital resources has increased with fifteen of the
eighteen databases realizing an increase.
3) Construction Update — Henricks provided an update on the
renovation construction process. The heating, air
conditioning and ventilation contract expense reviewed at
last month's Board meeting will not be paid for from
contingency fees. The City will budget $4,500 toward the
contract for Library in this year's budget and the annual
agreement will be covered in the operational budget in
future years.
Henricks reported that Steve Brown of City Engineering has
requested that Kaiser repair and paint any areas needed in
the Rotunda dome and that we seek a different contractor
for the mezzanine ceiling. The repair work in the mezzanine
will be done by another contractor.
Guns reported that the Board had requested that Brown
review problems with the paint and glass floor the Board has
been waiting for a status report and recommendations in
this regard. Guns asked that Henricks contact City
Engineering for follow -up on these issues.
The punch list is being worked on with input from Henricks
and Willis.
Henricks reported that Library furniture and other special
items temporarily in storage during renovation are scheduled
to be returned the week of November 15.
4) Grant Update — Henricks reported on the grant that Gail
Chavenelle has been developing with the Library to create
and install a large sculpture outdoors. The grant has been
awarded to the Library by Mediacom. Henricks distributed
the drawing of the proposed sculpture called, "Family
Reading," and the Board reviewed and concurred with the
submission.
5) Personnel Update — Henricks reported that Amy Muchmore
and Becky Heil have been hired as part-time Library Aides to
work at the Recommendations Desk. They will begin
working in November. Miller asked about the qualifications
for this position. Henricks reported that these employees
must have the skills to conduct an interview to find out what
the requestor needs, create pathfinders on topics, develop
Readers' Advisory pages on the web page, as well as market
the service inside and outside the Library.
Henricks reported that the Library's Staff Development Day
was held on October 21, 2010. Presenter Warren Graham
spoke on the topic of security and how to deal with difficult
patrons. Henricks provided a summary of the staff
evaluations which rated the day a 4.89 on a rating scale of
one to five with five being excellent. Henricks provided
specific feedback on some of the staff comments. The
Library has zero tolerance for inappropriate behavior, which
the Behavior Policy reflects. Some new information from the
training will be added to the Behavior Policy which will be
updated and presented at an upcoming Board meeting for
review and approval. Guns reported on her experience that
includes that responsibility of employees to report any and
all problems.
Henricks reported that she will be meeting with the new
Captain of Police that took over the Community Policing
Program. The Library has a Police sub - station at the Library,
but police presence has not been active at this office during
the renovation. The Board agreed on the importance of this
visibility of a police presence to deter problems the Library
has had previously.
6) Consultant Update — Henricks reported on the contract and
reference check for Susan Baerg Epstein, Ltd. regarding the
proposed to work with the Library's Technical Services
department to evaluate work flow and processes. Henricks
reported on receiving one positive reference check and is
waiting for a second. Per the Board's direction from the
September board meeting, she will be moving forward with
the contract upon review of the second reference.
The Board reviewed the agreement and questioned some of
the financial information. Henricks indicated that the
agreement calls for the Library to choose from a selection in
Attachment A of the agreement which can be completed
once the consultant arrives on site. Miller suggested to
flowchart some of these tasks. Henricks reported that she
would check with the Consultant in this regard.
B. Library Comment Cards - The Library Board reviewed the eight comment
cards received. Henricks reported on the comments about the lines at the
main Circulation Desk. After discussion, the plan calls for the two
entrance door kiosks to have self -check machines and a staff person to
assist patrons. A self -check machine will be introduced at the second
queue at the Circulation Desk that will include a dual monitor so that staff
can see what is taking place and be right there to assist if patrons have a
problem The plan is to also raise the threshold for fines to $10.00 so that
patrons checking out will not need to come to the main desk unless their
current fines exceed $10.00 or more.
Henricks reported on other comments and concerns with the poor design
of the new audio visual shelving and the bottom shelf of materials being
so low to the floor it makes it difficult to browse and find materials.
Various options, including raising the shelving, are being reviewed to fix
the problem.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Construction Update, Grant Report, Personnel Update,
Consultant Update and Library Comment Cards."
Motion: Smith
Second: Willis
Vote: Aye -6; Nay — 0
5. Items for Action /Discussion — Renovation and Construction Report: The
Board reported it discussed this item under the Director's report.
6. Communications /Public Comment:
• Henricks reported on the Christmas Tree Lighting Ceremony to be held
at the Library on Sunday, December 5 at 2:00 p.m.
• Henricks reported on the annual Board, Volunteer and Staff Christmas
reception scheduled from 3:00 to 4:30 p.m., on Wednesday,
December 15, 2010.
7. Library Board Adjournment - The Board adjourned at 5:22 p.m.
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"Motion to adjourn."
Motion: Willis
Second: Smith
Vote: Aye -6; Nay — 0
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Kristen Smith, Board Secretary
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