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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." -2- 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 -3- 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," -4- 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 -5- 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. -6- 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 -7- Library Board of Trustees Minutes of October 23, 2003 Aye - ~; Nay- O The Board adjourned at 5:43 p,m. Hary Strom, Board Secretary -8-