Minutes Library Bd 11 20 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, November 20, 2003
The Board of Trustees of the Carnegie-Stout Public Library (CiSPL) met in the
Library Board Room at 4:00 p.m., November 20, 2003
Present: Board President Tom Tully; Board Vice President Michael Shubatt;
Board Secretary Hary Strom; Trustee Alan Avery; Trustee Jack
Felderman; Trustee Sue Lindsay; Trustee Kristen Smith; Library
Director Susan Henricks; and Recorder Denette Kellogg.
Henricks entered the meeting at 4:4d p.m.
1. President Tully called the meeting to order at 4:04 p.m.
"Moved to adopt the meeting agenda of November 20, 2005,"
Motion: Fe/derman
Second: Avery
Vote: Aye - 6; Nay - 0
2. Approval of the Board Meeting Minutes of October 23, 2003:
"Moved to adopt the meeting minutes of October 23, 2003."
Motion: Strom
Second: Lindsay
Vote: Aye - 6; Nay - 0
Shubatt entered the meeting at 4:06 p.m.
3. Board President's Report: Tully reported that a special Library Board meeting
is scheduled for Tuesday, November 25, 2003 to plan and prepare for the
work session with the City Council on Monday, January 26, 2004. Tully
requested that in preparation for the November 25, 2003 meeting, Board
members review the letters given to the City Council and other
communications pertaining to the Library renovation project. Tully reported
that beginning this month, and monthly thereafter, an update of Library
information and planning of noted project will be given to the City Council via
e-mail and hard copy. The update will be from the Library Board President
and Library Director. Tully reported that one item the Library Board should
focus on is how will the staffing be accomplished in the Library as the
renovation moves toward. Tully reported on investigating the Library's
Library Board of Trustees
Minutes of November 20, 2003
volunteer program to fulfill these needs and/or possibly receiving funding from
the Library Foundation on an ongoing basis. Tully reported that there is a
possibility of an annual operating fund-drive to supplement city appropriations
to provide the needed staffing. Tully requested that the Board members also
consider alternatives for using the meeting rooms such as an enhanced coffee
shop and gift shop that would provide supplementation to operating revenue.
Tully asked that the Board review various ways to fund the shortage of
staffing in the Library as the renovation moves forward.
4. Committee Reports:
Relations Committee - (Felderman/Lindsay): Felderman reported that
the Committee met at 4:00 p.m., Thursday, November 13, 2003 in the
Library Board room.
1)
Staffing Issues - Felderman reported that the Committee is
reviewing Library hours and staffing options and will address
this agenda item further at its December 2003 meeting.
Felderman reported that performance review of the Library
Staff is ongoing. Felderman reported on the Committee's
review and concurrence of a personnel recommendation from
Henricks.
2)
Henricks reported on the confidential information as provided
and reviewed in meeting with the City Personnel Department
and City Legal Services Department and concurrence from both
Departments as to the personnel recommendation.
The Board agreed to review the personnel issue and request at
its meeting scheduled for Tuesday, November 25, 2003.
Iowa Library Association - Felderman reported on the reports
provided by those staff who participated in the October training
in Cedar Rapids, Iowa in October 2003. Felderman reported
on the value of this training and noted that Mr. and Mrs. R.D.
McDonald funded this training for staff. Kellogg reported that
the staff reports and a thank you letter had been sent to Mr.
and Mrs. R.D. McDonald. Strom requested, the Board
concurred, that a thank you letter be sent to Mr. R.D. and Mrs.
IVlarilyn McDonald from the Board President on behalf of the
Library Board.
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Library Board of Trustees
Minutes of November 20, 2003
3)
Report on Library Intern and Stipend Request - Felderman
reviewed the information provided in reference to International
Intern Nanako Hash/n/and her hard work and effort as an
intern in these recent months. Hash/n/is scheduled to intern at
the Library for a one year time period through March 2004.
Felderman reported on the Committee's review of providing
Hash/n/a stipend.
"Moved to approve a stipend of $2,000 for
Internat/ona/ Intern Nana£o Hash/n/to be funded out of the
£/brary'~ I~lolitore G/ft Trust account."
Mot/on: Felderrnan
Second: Strom
Vote: Aye - 7; Nay - 0
4)
Report on Library Volunteer Program - Felderman reported on
the ongoing review of the Library Volunteer program by the
Committee. Felderman reported that the Committee has begun
the analysis of the volunteer program and agreed that the
future plans for the volunteer program must be completed to
provide maximum utilization of volunteers at the Library and
have an organized, sophisticated and well-planned program.
5) Holiday Programs:
a)
Update on November 30, 2003 Holiday Program -
Felderman reported that final preparations for the Library's
holiday program are taking place. As Felderman and
Lindsay are providing refreshments, the Board is
considered co-sponsors of the event along with the
Friends of the Library. The program will be held at the
Library from 1:30 p.m. to 3:30 p.m. and includes "The
General's Lady" program with Lucy Miele, holiday music by
harp/st Para Ohms, the Mississippi River Sampler Guild
dressed in Victorian costume demonstrating embroidery
craft, holiday stories and songs, and lighting of the 18-foot
tall Victorian Christmas tree.
b)
Library Board and Library Staff Holiday Reception -
Felderman reported on the Committee's recommendation
to include the Friends of the Library Board and Library
Foundation Board at the reception. The reception is
scheduled for 3:00 p.m. to 4:30 p.m., Thursday,
Library Board of Trustees
Minutes of November 20, 2003
December 18, 2003. The December 2003 Board meeting
will begin following the reception at 4:30 p.m.
B. Operations Committee - (Shubatt/Strom): Strom reported that the
Operations Committee met at Noon, Wednesday, November 12, 2003 in
the Library Board room.
1)
Review of Financial Reports FY04 - Strom reported that the
Committee reviewed the financial reports and noted that the
expenditures appear in line with the budget with 33% of the
budget year elapsed and 34% of the budget expended. Strom
reported that the furniture line was expended at the beginning
of the fiscal year, and supplies and services lines have large
prepaid purchases earlier in the budget year.
2)
Facilities Report: Strom reported that four Gates Foundation
computers have been installed, two in the Adult activity and two
in Children's activity. Strom reported that the computers provide
a variety of application software in a wide variety of languages,
with various script and sound capabilities. Strom reported that a
Spanish keyboard has been ordered for use with the computers.
Strom reported that the Committee requested promotion about
these new computers be provided to the public along with
appropriate signage.
a)
Parking Availability Update - Strom reported that the City
Parking Division has recommended that no change be
made to create additional ten-hour meters as this could
invite people who work in the downtown to park at these
meters.
b)
Update on Lost/Stolen Materials - Strom reviewed the
memorandum dated November 6, 2003 from Henricks in
regard to lost/stolen materials. Strom reported the
Committee's concurrence with the recommendations of
completing an inventory of the collection annually.
c)
Library Signage Project - Strom reported that new signage
has been ordered as a result of the movement of the audio-
visual collection. The new signage is expected to be
installed by January 2004 and budget funds have been set
aside for this expense.
3) Library Equipment Report- Strom reported on the on-going
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Library Board of Trustees
Minutes of November 20, 2003
problems with the public color copier located the Adult Services
and the copier in Library Administration. Persistence by Library
Staff with the vendor, Xerox, has resulted in the replacement of
the City owned color copier with a newer model, and
replacement of the leased copier in Administration with a new
model at no cost. Strom reported on the installation of the color
printer used by the public funded by the Library. Kellogg
reported on the process of the City budget funding equipment
replacement as requested by the department and the generated
revenue that is budgeted for in the general fund by the City
departments. Felderman asked that the Operations Committee
investigate if gift funded equipment revenue could be restricted
into a special reserve fund to ensure that the equipment is self-
sustained by the revenue generated.
C. Planning Committee - (Avery/Smith):
1)
Library Foundation Report - Avery reported that at its last
meeting the Foundation Board approved Project funding
requests. The Library Foundation annual funding letter has
been sent. The Library Board asked that they be included on
the Foundation's mailing list. Smith reported that the
Foundation is currently reviewing its Board structure. Avery
reported that he would suggest that a future agenda item for
the Library Foundation Board be to help provide funding for
future staffing of the Library as addressed by Tully earlier in the
Board agenda.
5. Library Director's Report:
Library Statistical Report Summary - Henricks reported that circulation
statistics and reference questions are down slightly. Henricks reported a
slight decrease in gate count with the count still hitting over 1000 per day
on many days. Henricks reported ongoing mechanical problems with the
gate and continued monitoring of the gate continues. The annual report is
currently in preparation and will include various library statistics such as
library use and circulation.
Update on Library Staffing - Henricks reported on the ongoing concerns to
staff the library adequately with providing the optimum number of hours to
remain open. Henricks reported that Relations Committee would address
this agenda item at its next meeting and a more detailed report would be
provided by the Committee.
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Minutes of November 20, 2003
C. Library Schedule/Program Calendar - Henricks reviewed the upcoming
calendar of events provided to the Library Board,
6. Board Correspondence - The Board reviewed the two comment cards received
and concurred with the Staff responses provided.
7. "Motion to adjourn."
Notion: Felderman
Second: Smith
Vote: Aye - 7; Nay - 0
The Board adjourned at 4:47 p.m.
Mary Strom, Board Secretary
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