Minutes Library Bd 12 18 03DRAFT -
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, December 18, 2003
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:30 p.m., December 18, 2003.
Present:
Excused:
Board President Tom Tully; Board Vice President Michael Shubatt;
Board Secretary Nary Strom; Trustee Jack Felderman; Trustee
Sue Lindsay; Trustee Kristen Smith; Library Director Susan
Hendcks; and Recorder Denette Kellogg.
Trustee Alan Avery
President Tully called the meeting to order at 4:32 p.m.
"/Vloved to adopt the meet/ng agenda .of December 18, 2003."
Motion: Felderman
Second: Strom
Vote: Aye - 5; Nay - 0
2. Approval of the Library Board Meeting Minutes of November 25, 2003 and
December 4, 3003:
"lVloved to adopt the meet/ng m/nutes of November 25, 2003
and December 4, 2003."
Not/on: Felderman
Second: Sm/th
Vote: Aye - 6; Nay- 0
3. Board President's Report - Tully requested that a Board Planning Work Session
be scheduled to plan and prepare for the Library Board's meeting with the City
Council scheduled for Monday, January 26, 2004. The Trustees agreed to
meet at 4:00 p.m., Wednesday, January 7, 2004. Tully encouraged that in
preparation for the January 7th meeting that the Board members be prepared
to share information that they would like to discuss at the City Council work
session.
Tully reported on attendance by all of the Library Board at the successful
holiday reception earlier today with Library Staff, members of the Friends of
the Library Board and members of the Library Foundation Board.
Library Board of Trustees
Minutes of December 18, 2003
4. Committee Reports:
A. Relations Committee - (Felderman/Lindsay):
1)
Art Sub-Committee Report - Felderman reported that the Sub-
Committee is moving forward with planning for a Library art
exhibit in conjunction with the Grand Excursion scheduled for
June 2004. Felderman reported that the exhibit would contain
Library owned art works that fit with the river city theme along
with river themed selected artwork from local artists. The Sub-
Committee is investigating the cost of reproducing the Library's
Kate Van Duzee plates into note cards, post cards or possibly
quality reproduction prints.
2)
Sunday Staffing - Felderman reported on the review of the
Director's memorandum dated December 9, 2003 that provided
four suggestions in regard to staffing alternatives. Felderman
reported the Committee's concurrence with the Director's
recommendation of implementing option four on a trial basis.
Felderman reported that the forth option is currently in place
and would begin January 1, 2004. The Committee would
review the results of this alternative in March or April and
review the possibility of integrating some pieces of option one
into the plan.
3)
Volunteer Program Review - Felderman reported on the
Committee's ongoing review of the Library's volunteer program.
Lindsay reported the Committee agreed to contact the Friends
of the Library to review its volunteer listing for recruiting Library
volunteers, along with looking for a qualified volunteer who
could assist in running the volunteer program.
4)
Update on Schedule for Performance Evaluations - Felderman
reported on the Director's plan and schedule of Library
personnel evaluations. Felderman reported that the Library
Director's evaluation by the Library Board is scheduled for
February 2004.
B. Operations Committee - (Shubatt/Strom):
1) Review of Financial Reports FY04 - Strom reported expenditure and
revenue reports are on target for the budget year with 42% of the
year lapsed and 43% of the budget expended. Strom reported a
revenue increase in comparison to last year for book fines and
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Library Board of Trustees
Minutes o£December 18, 2003
meeting room fees. Strom reported that the Friends of the Library
have realized an increase in memberships and donations during
their most recent fund drive.
2)
Building Renovation Gift Trust Fund - Strom reported on receipt of
two donations with restrictions for use for the building renovation
project. As a result of the donations, the Committee agreed to
recommend to the Library Board to establish a restricted gift fund
designated for building renovation donations to be used for building
renovation and restorations.
"Moved to establish a restricted Bu//ding Renovation
Project G/fi' Fund to be designated a spec/a/revenue fund to
be used for the restricted purpose of bui/ding renovation and
restoration."
Mot/on: Strom
Second: Sm/th
Vote: Aye - 6~ Nay- 0
Strem reported on the Committee's review on marketing strategies
to the public in regard to the development of the special fund.
Felderman reported on interest by Dubuque Hain Street Ltd. in
pursuing a grant for helping to fund the Library's building
renovation project.
3)
Equipment Replacement - Strem reported on the Committee review
of Henricks' memorandum dated December 12, 2004. Strom
reported that Library equipment is replaced through the annual
budget process and the equipment replacement schedule.
Hendcks reported that this equipment is replaced in addition to the
regular budget process.
C. Planning Committee- (Smith):
Library Foundation Report - Smith reported that a meeting was not
held due to lack of a quorum.
Henricks reported on a suggestion received that the Library Foundation
consider building stronger connections with local financial institutions to
open additional funding opportunities within the community.
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Library Board of Trustees
Minutes of December 18, 2003
The Board discussed approaching the Foundation to ask them to
consider funding of the building renovation project and to consider a
special annual sustaining grant tied to the renovation project.
The Board suggested that the Library Board and Foundation Board
meet prior to the City Council work session to further discuss funding
ideas.
5. Library Director's Report:
Library Statistical Report Summary - Henricks reported that statistics
are slightly down for the month, which was likely due to the Library
being open two less days in the month of November. The Library is
now closed on Veteran's Day and the day affer Thanksgiving Day. The
closings were implemented to match City closings.
Henricks reported on the new management software for the Internet
room. The new software provides Internet session scheduling and
requires that patrons must now have a library card and be in good
standing to be able to utilize the Internet room. Non-residents may
purchase a library card or an Internet card. Henricks reported that the
revenue realized from this service is expected to offset specific revenue
budget lines that are estimated to come in under budget.
Strom and Tully reported foul odors in the Adult Services Internet room,
which could be the result of poor ventilation. The Board requested that
this issue be addressed as soon as possible. Henricks informed the
Board of the Patron Behavior Policy that addresses personal hygiene.
Henricks reported on the increased ventilation modifications made this
past year and reported that she would investigate the possibility of
further modifications. Strom reported that the building renovation
project should also address the building's poor ventilation system and
problems.
Henricks gave an update on the budget reporting that should the
Dubuque Racing Association be taxed at a higher rate by the State that
in turn this would decrease the allocation of budget funds expected to
be received by the City. Should this is happen it is possible that less
money would be available for Capital Improvement Projects.
Henricks recognized the Library AdministraUon Staff for implementation
and planning of the signage project. Hendcks invited the Board to view
the new signage installed to date and reported that the project is
scheduled to be completed in the next month.
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Library Board of Trustees
Minutes of December 18, 2003
B. Library Schedule/Program Calendar - Hendcks reviewed the calendar of
events provided to the Library Board for _~anuary and February 2004.
bm
Board Correspondence - The Board reviewed a card from a patron thanking
the Library for a wonderful Holiday program. The Board also reviewed the
one comment card received and concurred with Staff response. Tully asked
that a separate thank you letter be developed to send to Mr. R.D. and Mrs.
Marilyn McDonald for their recent funding.
7. "/Vlotion to adjourn."
Motion: Strom
Second: Shubatt
Vote:
Aye - 6; Nay- 0
The Board adjourned at 5:15 p.m.
Nary Strom, Board Secretary
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