Minutes Library Bd 7 24 03 Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, 3uly 24, 2003
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., July 24, 2003.
Present;
Board President Tom Tully; Board Vice President Michael Shubatt;
Board Secretary Mary Strom; Trustee Jack Felderman; Trustee
Alan Avery; Trustee Sue Lindsay; Trustee Kdsten Smith; Library
Director Susan Henricks; and Recorder Denette Kellogg.
1. President Tom Tully called the meeting to order at 4:03 p.m.
"Noved to adopt the meeting agenda of July 24, 2003."
Notion: Strom
Second: Felderman
Vote: Aye - 7; Nay- 0
2. Approval of the June 26, 2003 Meeting Minutes
'~oved to adopt the meeting minutes of June 26, 2003."
Notion:
Second:
Vote:
A very
Lindsa?
Aye - 6; Nay- O/Abstain - Strom
Strom requested that Board meeting minutes be sent out earlier for Board
members review.
3. Board President's Report:
A. Report on Library Board Committee Assignments (Action) - Tully
reported on the review of Committee assignments.
"Noved to approve the FY04 Board Committee assignments as
fo//ows: Operations Committee - Shubatt/Strom, P/anning
Committee- Avery/Smith, and the Re/at/ohs Committee-
Fe/derman/Lindsay. "
Not/on; Lindsay
Second: Shubatt
Vote: Aye - .7
Library Board of Trustees
Minutes of July 24, 2003
B. Library Hours for System Upgrade - Tully reported on the installation of
the new Library system upgrade and the need to modify hours to enable
staff to prepare for the upgrade. Henricks reported that the upgrade
includes a Windows environment soft:ware and that modifying hours will
allow time for staff to some training on the new system.
"hOoved to approve the Library closing at 6;00 p.m.,
Wednesday, July 30, 2003 and opening at Noon, Thursday, July 31,
2003 to allow for training of staff on new sol,ware with the Library
system upgrade."
Mot/on: Strom
Second: Felderman
Vote: Aye -7; Nay- 0
Henricks reported that the press release would be sent out to the public
to alert them of the modified hours.
4. Committee Reports:
A. Relations Committee - (Felderman/Lindsay):
1)
FY04 Budget Recommendations: Library Hours - Lindsay reported
that review of Library hours is needed as overtime funds previously
used for Sunday hours were eliminated in the recent budget cuts.
Lindsay reported that the Committee reviewed the scheduling
options provided and that scheduling problems of providing staff for
any other scenario could not be covered due to the loss of Sunday
overtime funds. With this schedule the Library would be open 65
hours per week and maintain Library accreditation and full State
Funding. Henricks reported that with the budget cut
recommendations the Library is funded at 64 or 65 hours.
"fvloved to approve the recommendation that the Library
remain dosed on Sundays due to City Council recommended
budget cuts which would eliminate the overtime funds that
provide the Library to open on Sundays. Should funding be
restored Sunday hours would be reinstated."
Not/on: Felderman
Second: Sm/th
Vote: Aye -7' Nay- 0
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Library Board of Trustees
Minutes of July 24, 2003
Henricks reported on the staffing shortage on Sundays to provide
adequate customer service when the Library is open.
Henricks reported on FY04 budget concerns including notice from
Connor Anderson, Information Technology Specialist, who has
submitted his resignation. Henricks reported that this is a critical
position within the Library and hopes that approval to fill this
position is approve by the City Manager.
2)
Marketing Update (Information) - Lindsay reported that the NASA
exhibit is scheduled for the Library in August 2003. The opening
reception is scheduled for Monday, August 4, 2003 from 6:00-
8:00 p.m. Henricks reported that the Library hosted a booth at
the Dubuque Area Chamber of Commerce "Toot Your Own Horn"
event on Tuesday, July 15, 2003. Felderman reported on
another Dubuque Area Chamber of Commerce event called
"Embrace Dubuque" scheduled for July 31, 2003. Henricks
reported that the City Public Information Officer is working on
providing a presence at various events on behalf of other City
Departments. Lindsay reported that once the Library brochure is
completed it would be provided at the various venues in the
community. Lindsay reported on the Committee suggestion to
use the Library postcards as invitations to Library events to help
market the Library as an interesting place to visit for visitors.
Smith reported on a list of places for tourists to visit and the
Board asked that Henricks investigate adding the Library to that
list.
3)
Staff Development Day (Review) - Henricks reported that the
Staff Development Day is scheduled for Thursday, August 14,
2003 at the Grand Harbor. The morning session concentrates on
a teamwork building/communication workshop and the affrernoon
sessions include time management and stress management
workshops. Henricks provided a personnel update on the
Maintenance Activity.
B. Operations Committee - (Shubatt/Strom):
1) Financial Reports End of Fiscal Year 03 Review: Revenue and
Expenditure Reports - Shubatt reported that the Library is projected
to come in just slightly under budget for its expenditures budget for
the fiscal year. The Library is projected to exceed its revenue
budget by approximately $6,500 due to the Enrich Iowa and Library
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Library Board of Trustees
Minutes of July 24, 2003
Infrastructure Funds from the State of Iowa. Shubatt reviewed the
report of the FY03 end of the year fines and fees received.
2)
Technology Update - Shubatt gave additional information in regard
to the new CIP operating system installation taking place moving
the Library from a Dynix based software system to a the Horizon
based software system. Shubatt reported that the vendor has been
contacted as to the poor training received for staff in regard to the
new system. Henricks reported that she is negotiating with the
vendor to recoup some training fees.
3)
Receipt of Special Restricted Funds and Recommendation to Utilize
the Funds to Restore Library Programming Lost to Budget Cuts
FY04 - Shubatt reported on a the Committee's review of a 'one
time utilization of restricted gift funds from the sale of four books to
restore Library programming in FY04 due to budget cuts. Henricks
reported book valuator and former Board member Ed Vandermillen
took some books marked for de-accessioning to a book sale and
sold one of the books for approximately $6,000. Shubatt reported
on the pledge by the Library Board to the City Council to do its best
to help make up for the budget shortfall. The Board reviewed its
establishment of the special revenue fund, the Walton Trust, and its
previous decision to allocate all of the money from the sale of these
books to go into the Walton Trust to provide for conservation and
preservation of Library materials of historic value. Strom reported
on the positive impact with the public in regard to Library
programming this past year. Some Board members expressed a
concern that these funds are restricted for special use and should
not be used for expenses funded from the operational budget,
'~oved to reverse the previous Board decision to
a/locate the money from the recent book sale to the Wa/ton
Trust, and that $4,28S of these funds be used to restore
Library programming."
Motion:
Second:
Vote:
Shubatt
Strom
Aye - 3, Shubatt, Smith and Strom;
Nay-4, Avery, Felderman,
L/ndsay &Tu//y
"Moved to table the final disposition of using these
funds until detailed information on the programming that the
funds would restore is provided to the Library Board."
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Library Board of Trustees
Minutes of July 24, 2003
Mot/on: Avery
Second: / indsay
Vote: Aye - 7; Nay - 0
The Board agreed to review other options for providing the funding
and also review the possibility of partial funding the programming
budget.
4)
Facilities Update - Shubatt reported that the Committee
recommended that a high-pressure washer be used to clean the
exterior of the building. Henricks reported that she plans to contact
a landscaper to review library landscaping needs.
C. Planning Committee - (Tully/Smith):
1)
Feasibility Study Report - Tully reported receiving a revised billing
schedule from the Feasibility Consultant Braren, Mulder and German
Associates. The revised schedule allows the project to be drawn
out over a longer period of time for the Feasibility Study. Hendcks
reported on meeting with Architect Bruce Hamous, OPN Architects,
and Feasibility Consultant Bruce Bonnicksen to discuss alternatives
for the building project that would include the utilization of no
additional staff. Henricks reported that one alternative reviewed
was the use of technology to assist staff and reduce workload.
Henricks reported that the review is complicated as the original plan
was done on space available not on personnel available. Diagrams
providing better detail and color-coding have been ordered.
Review of what items have been included in the renovation cost is
also being considered to get a more precise list of what has been
included and what is still needed. Henricks reported that the
existing plan would be used with the added suggestions.
Felderman reported on the poor condition of the building and the
critical need for exterior work to be completed before the building
deteriorates any further. The Board reviewed the possibility of
outsourcing Library maintenance. Felderman express a concern
with adding more projects to Library Administration due to the
already high project workload, and that preventative maintenance
and building maintenance should be handled by the Maintenance
Activity.
Avery exited the meeting at 5:00 p.m.
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Library Board of Trustees
Minutes of July 24, 2003
Tully reported that the Feasibility Consultant recommends on
continuing forward with review of the building renovation project.
Henricks reported some concerns in regard to using the old stacks
and an exterior building lift. Tully reported that the Feasibility Study
Sub-Committee would meet once the information is collected on the
building project.
Software Installation Review -Tully reviewed the consideration of
adding software for filtering on the public computers. Tully
reported on the Iow quality of the software now available and the
high cost of the software, which has not been budgeted. Henricks
reported on the additional staff time and funds to maintain filtering
software. Tully reported on that the Library currently receives no
federal funds. The Board concurred with maintaining its current
policy.
3)
Library Foundation Report - Smith reported that the Library
Foundation is scheduled to meeting on August 21, 2003 at 5:30
p.m.
5. Library Director's Report:
Library Statistical Report Summary (Information) - Henricks provided a
summary of the FY-03 statistics. The visitor count totaling 268,690 for
the fiscal year was up 8% over FY02 with an average of 781 patrons a
day. New library cards issued also increased, with total registrations
down due to weeding out old and inactive records. Compared to FY-02
circulations passed the half million mark with a 2% increase over last
year at 510,032 circulations, reference questions have increased 10%,
Internet has increased 31%, and visits to the Library's web site have
increased. Henricks reviewed with the Board the standards for Library
accreditation.
Library Schedule/Program Calendar - Henricks reviewed the calendar
of events and programs including the NASA exhibit which begins
August 4th with an opening reception at 6:00 p.m., a Young Adult (YA)
summer reading program finale on August 6th and on August 9th the
Children's reading program finale. Henricks reported that the Library is
still looking for a volunteer to help with the providing the extension
program.
6. Board Correspondence - The Board reviewed the four comment cards
received and concurred with the responses provided by Library staff.
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Library Board of Trustees
Minutes of July 24, 2003
7. "Plot~on to adjourn.
iV/orion: Felderman
Second: Strom
Vote; Aye - 5; Nay- 0
The Board adjourned at 5:43 p.m.
Hary Strom, Board Secretary
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