Minutes_Library Board of Trustees 11 16 10Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of November 16, 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, November 16, 2010.
Present: Vice President Paula Connors; Secretary Kristen Smith; Trustee
David Hammer; Trustee Elizabeth Leeper; Library Director Susan
Henricks; Recorders Denette Kellogg and Jennifer Long
Excused: President Diann Guns, Trustee Michael Willis and Trustee Fred
Miller
1. Vice - President Paula Connors called the meeting to order at 4:04 p.m. and
the agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, November 16,
2010 "
Motion: Hammer
Second: Smith
Vote: Aye — 4; Nay — 0
2. Presentation of Certification from Commercial Flooring Company. Henricks
reported on a certificate to be awarded by Mike Bennett, Commercial Flooring
Company to the Library for carpet reclamation as part of the Library
renovation project. Henricks reported she would share the certificate with
the Board at its next meeting.
3. Approval of Library Board of Trustees' Minutes of Thursday, October 28,
2010.
"Moved to approve the Board minutes of Thursday, October 28,
2010."
4. Board President's Report:
Motion: Smith
Second: Hammer
Vote: Aye - 4; Nay - 0
- Communication with Dubuque City Council for September and October
2010. Connors reported on the summary report of the Board to the
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City Council from Library Board meetings held Thursday, September 30
and Thursday, October 28, 2010.
"Moved to receive and file the Communication with the
Dubuque City Council from September 30 and October 28, 2010."
Motion: Smith
Second: Hammer
Vote: Aye -4; Nay -0
5. 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 October marked thirty-three percent of the fiscal year
lapsed with thirty-two percent of the budget expended.
Revenue collected was at twenty-two point four percent of
projections.
2) Library Use Statistics — Henricks reported that the month of
October marked the first full month of library operations in
the completed facility. Library use rebounded with nearly
every measurable service increasing. Visits to the Library
increased eighteen percent and the number of items
circulated to patrons increased four percent. This also
included an increase in ten of the seventeen digital
resources.
Henricks reported that the number of patrons registering for
a Library card is up nine percent year -to -date and fifteen
percent over the same time last year. Circulations to Open
Access residents show a thirty-one percent increase over the
same time last year.
Leeper asked about the Library's listening and viewing
stations. Henricks reported that the Library provides
listening and viewing stations for patrons to listen to music
or watch a movie at the station while at the Library by
providing the equipment and headphones.
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3) Construction Update — Henricks reported on meeting with
the Construction Manager and Board Member Mike Willis for
a comprehensive review and discussion of the punch list.
Henricks reported that the list is long, with additions for
areas still to be added. The plan is for the list to be
compiled and then have OPN Architects come through for a
final walk- through to add to the list as required. Henricks
reported on three major issues — paint in the mezzanine,
cracks on the glass floor and the delaminated elm veneer
issues that remain unresolved. OPN has been providing
input on some of the issues via e-mail. The City's insurance
agent has also visited to review the issues. Henricks
reported that per the Board's request she requested a
recommendation from the City Engineer in regard to the
paint in the mezzanine and the glass floor issues.
Henricks reported on review of the problem with the audio-
visual shelving being too low to the floor, causing some
problems with accessibility to the collection. The Library is
working with the company who manufactured and installed
the shelving. Several options have been identified with the
cheapest being to raise the shelves. This option has been
done on a range of DVDs, CDs and audio book shelving to
determine if this is a viable long -term solution. OPN has
also been asked to visit the Library to discuss adding new
audio - visual shelving to maximize the collection space as
well as address the shortage experienced in the print
collection.
4) Library Circulation Update — Henricks reported on the
changes made to address long lines for patrons. Henricks
reported that four self -check machines are now in operation.
There is staff available at each location to promote use of
the self -check by staff assisting patrons. When staff says
"Please step to the other line and I can assist you" the
results show increased use of the self -check machine. There
are some minor issues to work out, but ongoing monitoring
of this issue will continue to take place.
B. Library Comment Cards - The Library Board reviewed the twelve
comments 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
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Statistics, Library Renovation Update, Library Circulation Update
and Library Comment Cards."
6. Items for Action /Discussion
Motion: Leeper
Second: Hammer
Vote: Aye — 4; Nay — 0
A. Renovation and Construction Report: The Board reported it discussed
this item under the Director's report.
B. Fines and Fees Policy Revision — Henricks provided an update on the
recommended changes to the Library's Fines and Fees Policy.
Henricks reported that the new changes have set the threshold of fines
to $10.00 before a patron is not eligible to check out materials and
computer use. This change was discussed at last month's Board
meeting to address the issue of promoting self -check use. Henricks
reviewed the proposed change to the fee for Inter - library loans from
$1.00 to $2.00 per request. Henricks reported that the Library does
have a fund for patrons who are unable to afford the cost of an Inter-
library loan. The Board discussed the jump from $1.00 to $2.00 and
agreed not to implement the increase at this time.
"Moved to adopt the proposed changes to the Library Fines
and Fees Policy with increasing the threshold of fines to $10.00
before a patron loses privileges to checkout; and, for the cost of an
Inter - library loan to remain at $1.00 per request."
Motion: Smith
Second: Hammer
Vote: Aye — 4; Nay — 0
C. Circulation Policy Revision - Henricks provided an update on the
recommended changes to the Library's Circulation Policy. Henricks
reported that this policy also addresses setting the threshold of fines to
$10.00 before a patron is no longer eligible to check out materials and
computer use. The policy also has been updated to include DVDs -to-
Go which reflects the most current Library collection and the updated
information about the Library's TeleCirc contact information.
"Moved to adopt the proposed changes to the Library
Circulation Policy with increasing the threshold of fines to $10.00
before a patron loses privileges to checkout; and, for the inclusion
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of the DVDs -to -Go collection and updated information about the
Library's TeleCirc contact information."
Motion: Smith
Second: Hammer
Vote: Aye — 4; Nay — 0
D. Volunteer Policy Revision — Henricks reviewed the change to the
Volunteer Policy to include confidentiality information and a
confidentiality agreement. Leeper asked if volunteers are required to
have a background check completed. Henricks reported that this is
required of all volunteers.
"Moved to adopt the proposed changes to the Library
Volunteer Policy to include a section on confidentiality and the
addition of a confidentiality agreement."
Motion: Smith
Second: Hammer
Vote: Aye — 4; Nay — 0
Henricks reported that Administrative Assistant Denette Kellogg has
recently taken over the Library Volunteer Program.
7. Communications /Public Comment:
• The Board requested that they receive an electronic schedule of
upcoming Holiday programs.
8. Library Board Adjournment - The Board adjourned at 4:25 p.m.
"Motion to adjourn."
Motion: Hammer
Second: Smith
Vote: Aye — 4; Nay — 0
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Kristen Smith, Board Secretary
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