Minutes Library Bd 9 25 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, September 2S, 2003
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., September 25, 2003
Present:
Absent:
Board Vice President Michael Shubatt; Board Secretary Mary
Strom; Trustee ]ack Felderman; Trustee Alan Avery; Trustee
Kristen Smith; Library Director Susan Henricks; and Recorder
Denette Kellogg.
Board President Tom Tully and Trustee Sue Lindsay
1. Vice President Shubatt called the meeting to order at 4:06 p.m.
"Moved to adopt the meeting agenda of September 25, 2003,"
Riot/on: Strom
Second: Felderman
Vote: Aye - 5; Nay - 0
2. Approval of the Board Meeting Minutes of August 8, August 28, and Board
Worksession minutes of September 16, 2003:
"Moved to adopt the meeb'ng minutes of August 8, August 28
and Board Worksession minutes of September 16, 2003."
Riot/on: Felderman
Second: Avery
Vote: Aye - 5; Nay - 0
3. Board President's Report: Shubatt provided a proposed tentative Board and
Committee meeting schedule through December 2004. The Board members
suggested revisions for the Committee meetings and the Planning Committee
agreed to meet on Tuesdays instead of Wednesdays.
"Noved to adopt the proposed tentative Board and Committee
meeting schedu/e through December 2004 as reviewed."
Riotion: Strom
Second; Avery
Vote: Ave - 5, Nay- 0
Library Board of Trustees
Minutes of September 25, 2003
4. Committee Reports:
A. Relations Committee - (Felderman/Lindsay):
1)
Marketing Update - Felderman reported that the Library
continues in its marketing efforts and regularly utilizes the
Golden View, the Telegraph Herald and the Julien's Journal in
its marketing efforts. Henricks reported that Dubuque Trolleys
has contacted the Library to consider trolley tours that drop off
tourists at the Library for tours. The Committee is planning to
review the drop off tour suggestion at a future meeting that
may include a self-guided tour concept. Henricks reported that
she continues to work with City Staff on marketing efforts such
as promotion of the Library and other City Departments in the
Dubuque Area Chamber of Commerce brochures. Henricks
reported that she and Kellogg attended a workshop on
marketing hosted by the Telegraph Herald.
2) Library Programs:
a)
Library ABC Ark Artwork Opening Reception, Felderman
reported that the reception for the unveiling of the ABCArk
Artwork is scheduled for 2:30 p.m., Saturday, October 4,
2003. The ABCArk Artwork has been created by local
artist Gall Chavenelle and donated to the Library.
Felderman reported on funds needed for the event
including postage for invitations and refreshments.
"Noved to approve the expenditure not to
exceed $250.00 from the McLean Trust fund for the
ABC. Ark Arkwork reception schedu/ed for October
2003."
Not/on: Felderman
Second: Sm/th
Vote: Ave - 5, Nay-
Felderman reported that Board President Tully is
scheduled to attend the unveiling to offer opening remarks
to include special recognition of Gall Chavenelle for
creating and donating the artwork and to Hi-TM for
providing the special paint to complete the project.
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Library Board of Trustees
Minutes of September 25, 2003
b)
Christmas Holiday Program and Tree Lighting Event -
Felderman reported that the Library's Christmas Holiday
Program is scheduled for Sunday, November 30, 2003
from 1:30 p.m. to 3:30 p.m. The afternoon event is
Victorian themed with the Mississippi River sampler Guild
dressed in Victorian costume demonstrating their
embroidery craft, the 18-foot tree lighting ceremony,
music from a local harpist, holiday stories and songs, and
Lucy Miele who will present, "The General's Lady"
program. Felderman reported that he and Committee
member Lindsay would provide refreshments for the
event. Henricks reported that she would submit a funding
request to the Friends of the Library to help provide
funding for the event.
3)
Request to House and Care Take for a Special Collection -
Felderman reported on a presentation from Don Deweber of
Dubuque for the Library to house a portion of his unique and
nationally known World of Checkers Museum book collection.
The collection in its entirety has been willed to Loras College.
Henricks reported on meeting with Loras College Library
Director Bob Klein to review the need for housing a portion of
the collection at the Library. Felderman reported on the
Committee's review to house the materials in the bookcases
available in the Boardroom. Henricks reported that she is
scheduled to meet again with Bob Klein and Art Sub-Committee
member Ed Vandermillen on Monday, September 29, 2003 to
review the collection and the specific needs for housing part of
the collection at the Library.
"l~oved to table the agenda item for
consideration at the October 23, 2003 Board meeting."
I~otion: Sm/th
Second: Felderman
Vote: Ave - 5, Nay- 0
4) Friends of the Library Book Sale - Felderman reported that the
Friends of the Library annual book sale is scheduled from 3:00
to 6:00 p.m., Friday, October 3, 2003 and from 10:00 a.m. to
3:00 p.m., Saturday, October 4, 2003 and provided bookmarks
to the Library Board announcing the annual sale.
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Library Board of Trustees
Minutes of September 25, 2003
B. Operations Committee - (Shubatt/Strom):
1)
Review of Financial Reports FY04 - Shubatt reviewed the financial
reports with the Library Board and reported that expenditure and
revenue reports appear in line with the budget. Shubatt reviewed
the Library's collection agency report. Henricks reported that the
Library has been working with the collection agency Unique
Management Services, Inc. since 2000 and has recouped over
$25,000 in fines and $39,000 in materials as a result. The results
from FY03 were $10,000 in fines and fees, and approximately
$6,000 in materials.
Shubatt reviewed the Capital Improvement Projects (ClP) based on
the City receiving the continued receipt of gambling funds. The
projects approved to be funded are: July 2004/2005 Building
Structural Study $5,000; 2005/2006 Renovation Funds Restored
$190,375; Sidewalk Replacement $38,500; 2006/2007 Parking Lot
Acquisition and Replacement of HVAC System. Felderman reported,
the Board concurred, that City Council and City Staff should receive
budget appropriate items to the City Council through the year as
addressed at the Board meetings such as the programming
memorandum provided by Henricks to the Library Board. The
Board referred this issue to the Relations Committee to develop a
plan to promote these efforts.
2) Facilities Report:
a)
Landscaping Project Update - Shubatt reported that the
Committee continues to review project submissions.
Shubatt reported that the Staff is investigating the possible
use of students from the Iowa State Landscape
Architecture program as another source to do the project.
The Board concurred that the Committee continue to move
forward with the project as previously approved not to
exceed $4,500. Operation's Committee member Strom
agreed to participate with Library Staff in meeting with
possible vendors for the project.
b)
Approval of Roof Replacement Project Completion -
Shubatt reported on the need for the Board's final approval
of the roof replacement project. Henricks reported that the
final project completion paperwork has not yet been
received from the architect.
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Library Board of Trustees
Minutes of September 25, 2003
"Moved to tab/e the agenda item for
consideration at the October 23, 2003 Board meeting.
MotJon: Felderman
Second: Strom
Vote: Ave - 5, Nay- 0
c)
Security System Update - Shubatt reported that the City
has agreed to fund up to $4,500 for the Library to install an
electronic surveillance security system. Shubatt reported
that the system includes cameras, viewing stations and
provides for digital recording capabilities. The system
provides for viewing of multi-areas of the Library at the
same time and has the capacity to expand to sixteen
cameras. Henricks gave an update on security issues at
the Library and reported ongoing staff empowerment to
follow Library and City policies when dealing with patrons
who do not follow rules and policy guidelines.
3)
Impact of Library Programming Cuts - Shubatt reviewed the
memorandum from Henricks dated August 19, 2003 in regard to
restoring Library programming. Shubatt reported that Library
programming was cut as part of the City Council's budget cuts for
FY04 and the Library Board tabled this agenda item at its last
meeting pending further investigation by the Committee. Shubatt
reported on the positive feedback from the public on Library
programming and the critical need that the programming fulfills
within the community. Shubatt reported on the recent receipt of
funds for a one-time sale of special books and the recommendation
from the Committee to partially restore some Library programming.
Felderman reported on the restriction set by the Board for the
Walton Trust to provide funds to maintain and preserve the
Library's special collection material and the high cost of repairing
these historical and archival materials.
"Moved to provide a one-time expenditure from the
McLean Trust not to exceed $4,300 to provide a part/a/one-
time restoration of Library programming for FYO4. "
Mot/on: Strom
Second: Sm/th
Vote: Ave - 5, Nay- 0
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Library Board of Trustees
Minutes of September 25, 2003
The Board agreed to support budget submissions to the City Council
to restore Library programming in FY05.
4)
Operational Update on Library's Interlibrary Loan (ILL) - Henricks
reviewed her detailed memorandum on Interlibrary Loan dated
September 10, 2003 and the two different types of Interlibrary Loan
that the Library could participate. Henricks reported that ILL is a
program that provides for loaning library materials not available at a
library that can be loaned from participating libraries. Henricks
reported that the Online Computer Library Center (OCLC) is not a
requirement for the Library to participate and the cost of use of
OCLC is very high. Henricks reported that State of Libraries Online
(SILO) participation is free and also meets State requirements for
accreditation. The same level of service will be provided even with
the elimination of OCLC with the Northeast Iowa Library Service
Area handling those few requests that C-SPL cannot handle through
SILO. Felderman suggested to utilize funds saved by reducing
these services in other needed areas. Henricks reported that the
fund savings would be utilized to help provide for on-call assistance
in helping to provide monitoring the Public Internet room and
Circulation Desk assistance.
C. Planning Committee - (Tully/Smith):
I)
Feasibility Study Report - Smith reported that a special planning
worksession was held on Tuesday, September 16, 2003 to review
the status of the feasibility study. Avery reported that in being a
newly appointed Trustee he has many questions in regard to the
plan, such as how to raise the funds and confidence in the final
budget estimate. Smith reported the need for the Library Board to
reach a concensus on the proposed project budget for the Library
renovation at 4.3 million dollars as the budget had to be reworked
to include furnishings, contingency budgets for construction and
design, and general building upkeep that may not be funded by
requested CIPs. Felderman reported on the need for the Library
Board to push back the feasibility study schedule until a small group
of key community people are contacted to gain input and support
for the project. Smith suggested that the momentum of the
project must continue forward. The Board reported that the
consultant is responsible for investigating this information as part of
his role as Feasibility Consultant. The Board discussed the overall
City Council support for the project received at a special meeting in
January 2003 and the suggestion from Avery in regard to a
referendum/bond issue for the project. Felderman reported the
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Library Board of Trustees
Minutes of September 25, 2003
need for a west-end branch to be evaluated. The Board reported its
commitment move forward with the feasibility study and agreed
that the result of the study should provide the answers for the
Library Board to move forward and would also give input to the
Library Board in regard to a branch Library. The Board expressed
the need for the current Library building to be utilized to its fullest.
Henricks reported that she would work with Board President and
Feasibility Consultant Chair Tom Tully to move to the next phase of
the project.
Library Foundation Report - Avery and Smith gave a report on the
Foundation meeting recently held. Avery reported that the
Foundation reviewed its history of affiliation and discussed disposal
of special assets. The Board suggested Library projects that these
funds could be utilized for and provided examples such as the
Library renovation project and/or the upkeep, appraisal, cleaning
and repairing of over 150 art works the Library currently owns and
maintains including the items on temporary loan to other
institutions. Smith reported that the Foundation's annual fund drive
kick off meeting is scheduled for October 24, 2003. There will be
two Fundraising Chairs this year, one for corporate gifts and one for
the personal giving campaign. The Foundation agreed to purchase
a new computer and printer to keep track of donor list. The
Foundation agreed to fund four out of the five project requests
submitted by the Library.
"Noved to provide a letter to the Library Foundation
Board requesting/ts review of spec/a/funding requests w/th
the Library Board of Trustees in regard to distribution of the
Foundation's endowment fund."
Notion: Avery
Second: Strom
Vote: Ave - ~, Nay- 0
The Board asked that they be provided an opportunity to preview
the letter from the Board President on their behalf.
5. Library Director's Report:
A. Library Statistical Report Summary - Henricks reported that circulation
statistics and reference questions are down slightly over last year and
Internet use continues in popularity.
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Library Board of Trustees
Minutes of September 25, 2003
B. Update on Library Staffing - Henricks reported that she is reviewing and
investigating different ways of staffing in an effort to avoid over-long
workweeks and provide increased staff coverage on weekends.
C. Library Schedule/Program Calendar - Henricks reviewed the upcoming
calendar of events provided to the Library Board.
6. Board Correspondence - The Board reviewed the four comment cards
received and concurred with Staff responses.
7. "Mot/on to adjourn."
Mot/on: Felderman
Second: Sm/th
Vote: Aye - 5; Nay - 0
The Board adjourned at 6:01 p.m.
Iqary Strom, Board Secretary
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