Minutes Library Bd 8 28 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, August 28, 2003
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., August 28, 2003.
PresenD
Excused:
Board President Tom Tully; Board Vice President Michael Shubatt;
Board Secretary Mary Strom; Trustee Alan Avery; Trustee Sue
Lindsay; Library Director Susan Henricks; and Recorder Denette
Kellogg.
Trustee 3ack Felderman and Trustee Kristen Smith
President Tom Tully called the meeting to order at 4:03 p.m.
"ploved to adopt the meeting agenda of August 28, 2003."
Motion: Lindsa?
Second: Shubatt
Vote: Aye - 4; Nay- 0
Strom participated via telephone. Avery arrived at 4:05 p.m.
2. Approval of the 3uly 24, 2003 Meeting Minutes
"ploved to adopt the meeting minutes of July 24, 2003,"
Plot/on:
Second:
Vote:
Strom
Shubatt
Aye - 4; IVay- O; Abstain - 1 (Strom)
Board President's Report - Tully reported on the appointment of the following
members for the Technology Sub-Committee: Library Trustee Kristen Smith,
Library Director Susan Henricks, former Board Member Kevin Lynch, City
Tnformation Service Manager Chris Kohlmann and Library Technical Service
Manager Deb Fliegel. Tully recommended, the Board concurred, with a pay
grade step increase for Library Director Susan Henricks from Step B to Step C
of her salary grade GE-4:L effective August 27, 2003.
4. Committee Reports:
A. Relations Committee - Lindsay:
Library Board of Trustees
Minutes of August 28, 2003
1)
Report on Library Centennial Print Sales - Lindsay reported that the
Library has a number of large limited edition prints and smaller prints
for sale. Lindsay reported that the Committee discussed promotion
of the prints through hosting the artist, Arthur Geisert, at a similar
library event as when the print was unveiled. Lindsay reported that
currently the prints are promoted through the Library's' web site, the
City's Channel 8, and with a display at the Circulation Desk.
Henricks reported that the prints have also been launched on E-bay.
2)
Marketing Update - Lindsay reported that Henricks is working with
the City Information Officer to assist with plans to market the
Library. Henricks reported that the City Information Officer is
ensuring the Library is listed in various informational brochures.
Lindsay reported that the Committee is developing ideas to
implement in the future including a self-guided tour of the library
with an accompanying audiotape highlighting the Library's historical
and architectural information, and the development of brochures
about the Library history, architecture, and art works.
3)
Staff Development Day Follow-up Report - Lindsay reviewed the
staff evaluations of the staff development day and reported that the
results of the in-service day were very positive and continue to be
beneficial for Library staff.
4)
Friends of the Library Update - Lindsay reported on concerns from
the Friends of the Library in regard the Books To Go Program, which
the Friends has funded since its inception. Henricks reported that
Board Member Felderman has met with Friends President Jo Grabow
and the results of the meeting were very positive. Henricks provided
a summary of the Friends concerns and resolutions. The Library
Board expressed its gratitude to the Friends of the Library for their
support of many projects over the years and their ongoing
cooperation with the Library Board.
s)
Library Security Update - Lindsay reported on suspicious mail being
received by the Library. Henricks reported that the Library began
receiving suspicious mail August 10, 2003. Police reports have been
filed and staff continues to implement suspicious mail handling
procedures in regard to all incoming mail. Lindsay reported on the
need for an ongoing security presence in the Library. Henricks
reported that the Library does not currently have budget funds for
this service but hopes to schedule a security guard periodically as
approved by the Library Board at its August 8, 2003 meeting.
Henricks reported that she would be attending a City Staff meeting
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Library Board of Trustees
Minutes of August 28, 2003
on September 3, 2003 to discuss the arrival of new residents to
Dubuque and also the homeless issue. Henricks reported that she
would suggest that a Committee be established to review cultural
and social problems occurring in the community.
6)
Special Collections Project Update - Lindsay reported that Book
Valuator and Library Volunteer Ed Vandermillen is working with
Hendcks and will begin selecting books that will be retained for
rebinding and other needed repairs. The rebinding project will begin
with the Young Hen's Literary Association books and the Library's
first edition of Mark Twain. Lindsay reported that the Committee
discussed contacting the Mississippi River Museum to create a
partnership for displaying the Library's first edition Mark Twain with
the museum's Mark Twain display.
B. Operations Committee - Shubatt/Strom:
1)
Financial Reports FY04 Review - Shubatt reported on the
expenditure report noting that the 93% furniture expenditure is
actually a carry-over from FY03 as the new library shelving in Adult
was not purchased until this fiscal year, with approximately $750 left
in that line to purchase replacement office chairs for Technical
Services Activity. Shubatt reported that the financial reports
through July 2003 are in line with the FY04 budget.
2) Facilities Report:
a)
Landscaping Project Proposal - Strom reported on the
Committee's review of landscaping needed on the exterior of the
building. Strom reported on a project estimate received from
Hamel Landscaping that did not contain a lot of detail of the
landscaping to be completed. The Committee requested that
additional landscapers be contacted for proposals. Kellogg
reported contacting additional landscapers with additional
proposals to be received within the next two weeks. Strom
requested that Iowa State University be contacted as they have
a student-landscaping program. The Committee reported the
need to move forward with approving funding for the project
due to the seasonal constraints. The Committee reported that
$1,500 in budget funds have been allocated for this project with
$2,926.65 in Enrich Iowa State funding to support the rest.
"/~oved to give the author/b/to the L/brary D/rector
Susan Henrick$ w/th ongo/ng communication w/th the
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Library Board of Trustees
Minutes of August 28, 2003
Operations Committee to approve the select/on ora
professional landscaper for the Library exterior landscaping
project costs not to exceed $4,500."
Mot/on: Strom
Second: Avery
Vote: Aye - 5/Nay - 0
b)
Preventative Maintenance Plan - The Committee reported on
the newly developed Preventative Maintenance plan. The
Committee commended Henricks on the development of this
plan. Shubatt reported that Henricks is working with the
Maintenance Supervisor in implementing the much-needed plan,
c)
Library Parking Concerns- Shubatt reported the Committee
continues to review the need for additional long-term parking
around the Library and charged Staff with contacting the City
Parking Supervisor to provide a usage report of some of the ten-
hours meters around the Library.
d)
General Facilities Update - Henricks reported on her review of
building security needs including her meeting with Police Officer
Corporal Cory Sommer. Sommer gave some recommendations
in regard to a security system. Henricks reported on the
possible use of the kiosk refunds received to afford the needed
security system.
"Moved to approve of the need for a security
system and charge the Library Director to approach
City Staff to discuss the use of the kiosk refund to
purchase a security system for the Library."
Motion: Strom
Second: Avery
Vote: Aye - 5; Nay- 0
3) Review of Sunday Hours - Shubatt reported on Henricks request to
close on eight Sundays due to lack of staff to provide adequate
service. Henricks reported that Library Staff is stretched. Henricks
reported that when the Library is open on Sundays only four regular
library staff are responsible to cover service for over 300 patrons
per hour on average and responsible for the 54,000 square feet of
building space. Henricks reported that closing eight Sundays would
provide funding for adequate staff on the Sundays the Library would
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Library Board of Trustees
Minutes of Augast 28, 2003
be open and still keep the Library's accreditation at the highest
level. Shubatt reported on the need for working families having
time on the weekend to come into the Library. Henficks reported
that the Library is understaffed also during the other hours but that
the lack of staff on Sundays and stretching the current staff is an
immediate concern. The Board discussed alternatives of closing one
day during the week and utilizing part-time staff to provide service
on weekends. Henricks reported that the City Council is scheduled
to adopt proposed budget recommendations at its September 2,
2003 meeting that includes reinstating the overtime funding for the
Library.
"Moved to open on Sundays as scheduled pending City
Counci/ budget approva/. Tab/e the agenda item and charge
the Library D/rector to provide a/tarnative ideas to he/p
provide adequate staffing on Sundays. #
Mot/on: Lindsay
Second: Shubatt
Vote: Aye - 5; Nay - 0
4) Establishment of Special Fund (Mol/tore Trust) - Shubatt reported on
the receipt of estate funds from the Edward A. Molitore Revocable
Trust. Shubatt reported the Committee's recommendation to
establish the Mol/tore Trust as a special revenue fund with funds to
be used at the Board's discretion,
"Moved to establish the Edward A, Mol/tore Trust as a
spec/a/revenue fund with funds to be used at the Board's
discretion."
Mot/on: Shubatt
Second: Lindsay
Vote: Aye - 5; Nay - 0
Tully exited the meeting at 4:59 p.m.
C. Planning Committee - (Tully/Smith):
1) Library Foundation Report - Avery reported attending the
Foundation meeting held August 21, 2003. Avery gave a summary
report of the meeting. The Foundation reviewed its mission and its
usefulness and agreed on its critical need for the funding of various
Library projects. The Foundation approved to change its bylaws to
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Library Board of Trustees
Minutes of August 28, 2003
allow for up to three Library Board members to serve on the
Foundation Board. The Foundation addressed funding projects with
its Endowment Fund and the idea was tabled until the September
2003 meeting. The Board reviewed the Foundation's mission and
the critical need for the abundant amount of projects to be funded
at the Library. The Foundation reviewed the Library's renovation
plans.
5. Library Director's Report:
Library Statistical Report Summary (Information) - Henricks reported
good attendance at Library programs. Due to the recent system
upgrade to Horizon, the Circulation statistics provided for July are
through July 23rd. The gate count continues to be reviewed for
accuracy,
Henricks reviewed the handout Llnderstand/ng What Stat/st/cs Nay Be
Te///ng Us. Henricks provided details to Board members on what Library
statistics mean and why they are so important to as indicators for the
Library.
B. Library Schedule/Program Calendar - Henricks reported on the
upcoming September 18, 2003 program with Poet Dennis Schmitz.
Receipt of Library Accreditation - Henricks announced that the State
Library of Iowa has accredited C-SPL at the highest standard of
accreditation for another three years.
Board Correspondence - The Board reviewed the four comment cards
received and concurred with the responses provided by Library staff. The
Board reviewed the Library's nomination for the State Historical Socieb/of
Iowa, "2003 Kids Count" Award.
7. "Notion to adjourn. #
Mot/on: Avery
Second: Lindsay
Vote: Aye - 4; Nay - 0
The Board adjourned at 5:25 p.m.
Mary Strom, Board Secretary
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