Minutes Library Bd 10 23 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, October 23, 2003
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., October 23, 2003
Present;
Board President Tom Tully; Board Vice President Michael Shubatt;
Board Secretary Mary Strom; Trustee ]ack Felderman (exited the
meeting at 5:15 p.m.); Trustee Sue Lindsay; Trustee Alan Avery;
Trustee Kristen Smith (entered the meeting at 5:15 p.m.); Library
Director Susan Henricks; and Recorder Denette Kellogg.
Public Present: Telegraph Herald Reporter Matt Kittle
1. President Tully called the meeting to order at 4:06 p.m.
"Moved to adopt the meeting agenda of October 23, 2003 with the
fo#owing change: move agenda item 3. Board President's Report to fo#ow
agenda item 4. Committee Reports."
Motion: Strom
Second: Lindsay
Vote: Aye - 5; Nay - 0
2. Approval of the Board Meeting Minutes of September 25, 2003:
"Moved to adopt the meeting minutes of September 25, 2003."
Mot/on: Strom
Second: Felderman
Vote: Aye - 6; Nay - 0
Lindsay had a question on the Library's collection agency statistics and
Henricks provided input on the Library collection agency statistics and referred
to her report dated September 10, 2003 provided to the Library Board.
3. Committee Reports:
A. Relations Committee - (Felderman/Lindsay): Felderman reported that
the Relations Committee met on October 14, 2003.
Library Board of Trustees
Minutes of October 23, 2003
1)
Art Sub-Committee Report - Grand Excursion: Planning for Library
Event and Exhibit: Felderman reported that the Sub-Committee has
contacted the Dubuque Area Chamber of Commerce to investigate
what brochures and other marketing materials that will be provided
to the public so that the Library can be listed in these materials. The
Sub-Committee is also reviewing the use of local art and is in contact
with Dubuque Museum of Art with Sub-Committee member Cynthia
Byrne. Felderman reported that the Committee is considering the
display of artifacts for the exhibits with Committee member Edmund
Vandermillen handling input for this idea. The Committee is also
considering an exhibit showing the Library owned artworks and will
review a PowerPoint presentation from Library Administration of
those artworks at its December meeting. Felderman reported that
the Committee is moving forward with getting estimated pricing on
utilizing the Van Duzee plates the Library owns to make postcards to
sell for the event. Felderman reported that when a price and
quantity of the Van Duzee notecards has been established, the
information will be provided by to the Board for consideration.
2)
Request for Library to House Special Collection - Felderman reported
on the Committee's review of the request by Don Deweber for the
Library to become caretaker of part of his World of Checkers
collection. The main collection is currently housed at Loras College,
with the collection itself willed to Loras College from Mr. Deweber.
Evaluation of the collection's space needs was reviewed by Henricks
and Edmund Vandermillen, and they recommended that should the
Library become the caretake, restriction be made to housing only
single copies of the books that would fit in the book cases currently
housed in the Library Board room. The Committee also
recommended that a formal agreement must be developed by the
City Attorney in regard to the accepting the temporary housing of
the collection to include responsibilities, limitations and maintenance.
"l~loved to approve the temporary housing of single
cop/es of part of the World of Checkers collect/on from ~lr.
Don Deweber with the conditions set forth; that the non-
duplicate books fit into the book cases currently located/n the
Library's Board room, that a loan agreement be established by
the City Attorney to include no £/nanc/a/ responsibility of the
collection by the Library, to include limitations, liability
restrictions and respons/'bi//t/es as set forth by the Relations
Committee and the City Attorney."
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Library Board of Trustees
Minutes of October 23, 2003
I~lotion: Felderman
Second: Lindsay
Vote: Aye - 57 Nay - 0
3)
Library's November 30, 2003 Christmas Program Music Selection -
The Committee reviewed the plans for the Library's tree lighting
ceremony and holiday celebration scheduled from 1:30 p.m. - 3:30
p.m., Sunday, November 30. 2003. The schedule includes the tree
lighting ceremony, music by a local harpist Para Ohms, the
Mississippi River Sampler Guild in Victorian in costume, a program
called, The Genera/'sl_adj/by Lucy Meile, holiday stories for the
Children and a variety of refreshments will be served. The
Committee members will be donating refreshments. A funding
request to the Friends to fund the cookies, tableware and the harpist
will be submitted. A postcard mailing will take place in conjunction
with the event.
"Moved to approve funds to expended from the
PlcLean Gift Fund for the Chr/stmas program not to exceed
$350.00 should Friends Funding for the program not be
approved,"
Notion: Felderman
Second: Avery
Vote: Aye - 6; Nay - 0
B2 Operations Committee (Shubatt/Strom) - Strom reported that the
Committee met on October 15, 2003.
1)
Review of Financial Reports FY04 - Strom reported expenditure and
revenues reports appear in line with the budget. Strom praised the
Library Director for continuing to investigate ways to save budget
funds by re-negotiating contracts resulting in savings to the Library.
2)
Facilities Report - Strom reported that the Committee continues to
review the available parking of long-term meters in the area around
the Library. Strom reported on the on-going staffing needs of the
Library and the need to review this issue with the City Council
including the Library Director working weekends and opening and
closing the building on several weekends. Henricks reported on her
implementation of a plan to reduce the current seven-day
workweeks for regular full-time staff. The Operations Committee
requested that the Relations Committee review Library hours in
reference to Library staffing. Shubatt requested that included in the
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Library Board of Trustees
Minutes of October 23, 2003
review should be the possibility of closing during the week to
provide service hours on the weekends.
a)
Landscaping Project Update - Strom reported on meeting
with 7 Bluffs Landscaping and Library Administration Staff
to review the project proposal. Strom reported on the
positive references for the vendor. The Committee agreed
to award the project to 7 Bluffs Landscaping under the
budget restrictions of $4,500 with work to begin in Spring
2004.
b)
Completion of Roof Replacement Project - Strom reported
that the City Council met and approved the roof
replacement project to include the added cost of the roof
ladder and its installation.
c)
Security System Update - Strom reported that Henricks has
reviewed the proposed system with input from City Cable
Manager Merrill Crawford, the City Information Services
Department and the Police Department. Strom reported
that the system comes with large digital memory and
recording capabilities. Henricks reported that would be
contacting the vendor to order the equipment.
C. Planning Committee - (Tully/Smith):
Feasibility Study Report - The Committee referred this agenda item
to the Library President's report.
2)
Revisions to the Internet Policy - Avery reported that the revised
policy now includes provisions for the new Internet Management
Software, CybraryN, to include the requirement of use of a Library
Card and updated guidelines for use. Henricks reported that another
option being evaluated that may be added is the policy acceptance
by users on the screen at the sign-in prompt. The Board discussed
the age limitations of 12 years of age and younger to use the
terminals in Children's and 13 years of age and older to use the
Adult Services computers, and the possible need to review for a
middle age area for computer usage sometime in the future.
Henricks reported that the ages for use had been set when the
policy was first developed.
"Ploved to adopt the revisions to the Internet Po/icy as
submitted,"
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Library Board of Trustees
Minutes of October 23, 2003
Mot/on:
Second:
Vote:
A very
Lindsay
Aye - ~} Nay- 0
3) Library Budget FY05 (Action)
a)
Capital Improvement Project(ClP) Submissions - Avery
reported on the eleven CIP projects submitted that includes
projects previously submitted and four new projects.
Henricks reported that some of these projects overlap the
building renovation project. Henricks also reported that
formal project estimates are provided to City Staff one year
prior to the CIP year.
"Moved to approve the CIP submissions as
recommended."
Motion: Avery
Second: Shubatt
Vote: Aye - 6; Nay- 0
b)
Improvement Package (IP) Submissions - Avery reported on the
four-improvement package budget requests that are in response
to the current year budget cuts. Shubatt requested, the Board
concurred, that the project amount for the projects cut in FY03
include a cost of living percentage increase. Felderman reported
the need for volunteer recognition to be emphasized. Henricks
reported that a report on the Library volunteer program is
currently being completed.
"Moved to approve the Improvement Package
(IP) requests as reviewed and submitted."
Mot/on: Avery
Second: Shubatt
Vote: Aye - 6/Nay- 0
c) Maintenance Level Budget - Avery reported on the set standard
budget figures that the City provides for the maintenance level
budget, Henricks reported that this year's budget includes a
request for departments to justify each line item. City
Departments are also required to meet with the City Council in
regard to the current 2004 budget to provide information to the
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Library Board of Trustees
Minutes of October 23, 2003
Council on the departments line items budget. The meetings
are scheduled for October and November.
4)
Iowa Library Association (ILA) - Avery reported attending training
on Board Leadership at the ILA workshop on October 16, 2003.
Along with training notes, Avery provided an article from the
Harvard Business Review called, The New Work of the Nonprofit
Board. Avery reported on the positive impact of this training.
s)
Library Foundation Report - Avery reported that the Library
Foundation is meeting this evening, October 23, 2003 to review the
second submission of project requests for FY04.
Board President's Report- Building Renovation Project: Tully reported on the
need to move forward with contacting the City Council in reference to the
Library's renovation project. Tully distributed Iowa Code section 392.5 and
City Ordinance section 30. Tully reviewed the memorandum dated September
19, 2003 providing building renovation project information. Tully also provided
a draft letter dated October 23, 2003 for the Board's review that includes a
request to the City Council for a joint work session to discuss the Library's
proposed renovation project and other Board topics.
Henricks reported on the administrative procedures in regard to requesting a
work session with the City Council.
Tully reviewed the draft letter to include items of concern such as the City
Council abandoning the Library as a venue for City Council meeting. Should
this occur the need for the building renovation plans may need to be revised.
Also, an item was brought up by a City Council member for a branch Library on
west side. Felderman reported on need for Council input and possible need to
move forward with an additional study in regard to a branch. Tully reported on
City Manager's report that no additional staff would be approved, even with the
proposed renovation or branch. The Board discussed the City's obligation
under law to provide a Library, but no obligation under law to provide a
baseball field. Shubatt reported on the average of 780 visitors a day that
patrons visit the Library. The Board agreed that the Library's building
renovation is a separate issue from the baseball referendum.
Lindsay reported on the Library's Building Renovation project which began
approximately seven years ago with the development of a Building Renovation
Committee, minutes of meetings, a meeting with the City Council, and budget
presentations that have been provided to City Staff, along the way for ongoing
review.
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Library Board of Trustees
Minutes of October 23, 2003
The Board requested that the draft letter with the suggested revisions in
regard to requesting a work session with the City Council be sent to the City
Council appropriately for consideration.
"Moved to approve the/etter requesting a work session with
the City Council with the suggested changes."
Mot/on:
Second:
Vote:
Felderman
Shubatt
Aye - 5; Nay- 1 (Strom)
Strom reported on the need to support the Library Director.
The Board agreed to postpone the Feasibility Study until after the work
session with the City Council.
Smith entered the meeting at 5:15 p.m.
Felderman exited the meeting at 5:20 p.m.
5. Library Director's Report:
Library Statistical Report Summary (Information) - Henricks gave the
following summary report in addition to the reports provided; meeting
room usage is slightly down with more Library program use up, with
Library Circulation, new registrations, visits to the Library and volunteer
hours all increasing over the past month.
Iowa Library Association (ILA) Report - Henricks reported on a positive
training opportunity for staff that attended the ILA training. Henricks
reported on the funding by Hr. R.D. and Mrs. Marilyn IVlcDonald to provide
funding for Library Staff to attend ILA annual sessions in Cedar Rapids.
Library Schedule/Program Calendar - Henricks reviewed the summary
calendar of upcoming programs at the Library and reported on positive
feedback by patrons in regard to the programs.
6. Board Correspondence - The Board reviewed the three comment cards
received and concurred with Staff responses.
7. "Motion to adjourn.
Motion: Strorn
Second: Lindsay
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Library Board of Trustees
Minutes of October 23, 2003
Aye - ~; Nay- O
The Board adjourned at 5:43 p,m.
Hary Strom, Board Secretary
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