Minutes Library Bd 1 22 04
Draft
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, January 22, 2004
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, January 22, 2004.
Present: Board President Tom Tully; Board Vice President Michael Shubatt;
Trustee Jack Felderman; Trustee Alan Avery; Trustee Kristen Smith;
Library Director Susan Henricks; and Recorder Denette Kellogg.
Excused: Trustee Sue Lindsay and Trustee Mary Strom
Library Staff Present: Activity Managers Ann Straley and Jean Gullikson
Library Foundation Board Members Present: Donna Bauerly, Becky Barnhart, Ed
Everts, Fran Kennedy, and Janet Marxen. Library Trustees Kristen Smith and Alan
Avery also serve on the Library Foundation Board.
Public Present: Tom Berryman, Charlie Glab, Matthew Lundh
1. President Tully called the meeting to order at 4:06 p.m.
"Moved to adopt the meeting agenda ofJanuary 22, 2004"
Motion:
Second:
Vote:
Felderman
Smith
Aye-4; Nay - 0
2. Approval of the Board Meeting Minutes of December 18, 2003 and January 7,
2004:
"Moved to adopt the meeting minutes of December 18, 2003 and
January ~ 2004. "
Motion:
Second:
Vote:
Smith
Felderman
Aye - 4; Nay- 0
3. Board President's Report - Update Library Foundation Board Members on
Proposed Library Renovation Project - Tully reported on upcoming work
session with the Library Board and City Council on January 26, 2004. In
preparation for the meeting, the Library Board has requested that the Library
Foundation be brought up to date on the building project. . Project funding is
the Board's main consideration at this time. The total project estimate is 4.2
Library Board of Trustees
Minutes of January 22, 2004
million dollars. The Library Board intends to request support from the City
Council to approve a bond referendum to help fund the project. A
feasibility/fund-raising consultant has completed preliminary stages of project
funding alternatives and has reported that some public funding would be
needed for the project.
The Library Board asked that the Foundation consider supporting the future of
the Library. The Library Board asked the Foundation Board to consider
supporting the building renovation project, to consider supporting the
operations of the building renovation financially by raising money each year to
sustain at least one full time staff member, and to consider supporting the
building renovation financially by donating their endowment fund.
Tully reported that the requests may be a departure from the reading of the
Foundation's mission, but the Library Board would request that the Foundation
Board consider revising or redefining its mission to help meet the growing
needs of the Library.
Tully reported that the Board, along with the fundraising consultant, is
investigating various ways to support the project. The project requires some
additional staffing, and the Library is currently understaffed. Tully reported
that an annual sustaining fund by the Library Foundation would, in effect,
endow a position or positions that would be supported by annual contributions
by the private sector.
Felderman reported that without major cuts of hours or days additional staff
will be required. Felderman reported that the library is currently understaffed
and additional staff is currently needed to provide the required services.
Everts asked what the annual staffing cost would be for the Foundation to
fund. Henricks reported that the cost would vary depending upon the position
funded. A full-time reference librarian wage is more than a full-time library
assistant with salary ranges from approximately $25,000 to $50,000. Bauerly
stated that this is a recurring operational expense that the City is responsible
for funding. Henricks reviewed budget funds of FY04 which included some
budget cuts that were restored. Henricks reported that the Library is currently
four to five full-time equivalent (FTE) positions understaffed. Straley reported
that the Library had been cut these positions early 1980's. Henricks reported
that during this time business has dramatically increased. Avery asked what
does it mean staffing wise right now. Henricks gave an example of seven-day
workweeks and trying to staff the 56,000 square foot building with only four
staff members. Henricks reported.on the impact of not having enough staff.
Bauerly reported that the Library is experiencing the same challenge as the
entire nation.
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Library Board of Trustees
Minutes of January 22, 2004
Tully reported on revenue raising ideas of a coffee shop and book sale area.
Tully reported that creative alternatives for staffing would be found.
Marxen asked for a summary of how the renovation project took shape.
Felderman responded that originally the project was for a reference resource
center. The Board was asked by the City Manager to utilize the current library
space to its fullest and in response to this request, in 2000, the Board hired a
consultant to provide a space plan that provided Library space needs for the
next 20 to 25 years. The space needs indicated the need for more than just a
reference resource center. The space-planning consultant conducted focus
group meetings as part of this plan. After several revisions, the Board
accepted the space plan and moved forward with hiring an architect in 2001 to
provide pre-design plans. The Board met with the City Council in January 22,
2003 to review the plans and to gain the Council's input into the plans. This
past year the Board has moved to hire a feasibility/fund-raising consultant to
conduct a feasibility study and to analyze funding options for the project. The
Board is currently investigating funding of the project before moving forward.
Marxen reported on the City being held back by its current philosophy of not
raising taxes and other lack of funding. Marxen reported that the Foundation
would have a hard time coming up with a sustaining fund as the fund drive is
run by volunteers. Marxen reported the need for the project to be resolved
before the Foundation can make a commitment at all. Marxen reported that
personally she is not pleased with building plans.
Tully reported on the Library Board's responsibility to develop and look at the
mission and long range plan for the Library and on the Foundation's
responsibilities. Marxen reported on the need for Foundation to give its "ok" to
get to where Library needs to go.
Felderman reported that some automation will be of help with staffing needs.
Improving the volunteer program will also assist in needs. The Library Board
has reviewed the plans over three years and approved the pre-design plan.
The Board has made the plans open for public input including meetings with
the City Counèil, Library Staff, City Staff and the Friends of the Library and
Foundation Board.
Henricks reported that automation technology would help in the Circulation
Department, but additional staff would be needed. Henricks reported that a
minimum of two additional FTE staff is needed for the renovation, and ideally
seven additional FTE's would be needed.
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Library Board of Trustees
Minutes of January 22, 2004
Everts asked what would happen if the Foundation did not support and
participate in the funding. Tully reported the need for the funding along with
the sustaining fund drive to move forward. The Board would have to look at
creating an entity that resembles the Friends or Foundation to support the
project.
Bauerly reported the necessity to review the staffing need, as the City Council
should approach this issue at the scheduled work session.
Everts reported that there is no guarantee of annual monies for a sustaining
fund. Tully gave examples of other institutions that have staff sustaining
funds.
Marxen reported that a small sector of the library foundation's donors do not
support giving for operating costs.
Tully reported on Hills and Dales successful fund raising efforts.
Bauerly, speaking on behalf of herself, reported that the she is worn out with
fund raising, giving specific personal examples, with fund raising taking a lot of
time, energy and effort.
Tully reported on the need for Foundation member's support of the project,
while a professional fund raiser would handle the fund raising efforts.
Avery reported the need for obtaining more specific information in regard to
staffing requirements.
Tully asked if the Foundation would be willing to consider operating a
sustaining fund for operational support of the Library. Bauerly reported that
Foundation needs to be careful that they do not provide operational funding.
Dubuque Public School Board does not ask for sustaining funds for teachers
that have to be cut.
Henricks reported that the staffing is a City problem. Without adequate Staff
City Departments cannot meet the needs of citizens of Dubuque.
Felderman reported that the Library Board is asking for the Foundation for
three separate considerations; to consider general support by the Foundation
for the building renovation project, to consider support of Library operations
for the building renovation by providing an annual sustaining fund to support
at least one FTE, and to consider financial support for the project by providing
the seed money for the project from their endowment fund.
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Library Board of Trustees
Minutes of January 22, 2004
Marxen reported on her knowledge of interest in a west end location. She has
a personal concern that a lot of public dollars are focused in one geographic
area, even though the City Manager said he would not support a branch.
Marxen reported that not even a pilot area is being considered to be able to
drop off books when the west end is growing. How can we be adequately be
meeting the needs of the citizens for the next 20 years if we do not consider
the possibility of a west end branch?
Felderman reported the Board's ongoing review of this need, but that the City
Manager does not support a branch.
Bauerly reported that a library branch could be placed in the new middle
school, which would keep the need for additional staff at a minimum. The
Board reviewed this proposal last fall with the Dubuque Schools Planning
Committee and the City Manager would not approve of moving forward.
Marxen reported on the possibility of the Library building being used for other
purposes which could raise revenue.
Bauerly reported on the possibility of the new school downtown which could
become a magnet school, resulting in higher usage of the Library. She also
reported that the Foundation's current mission is meant to protect the Library.
Tully exited the meeting at 5:04 p.m. and Shubatt took over as Chairperson of
the meeting.
Shubatt reviewed the considerations and information as submitted to the
Foundation for review. Shubatt invited the Foundation to review and consider
the information and share their input and responses with the Library Board.
Bauerly, on behalf of the Foundation, reported the Foundation Board support
of the Library Board and on its interest, openness, and support in reference to
the building renovation project.
Everts exited the meeting at 5:08 p.m.
On behalf of the Library Board, Shubatt thanked the Foundation Board for
attending the meeting and for their valuable input.
The Foundation Board thanked the Library Board.
Foundation Board members Bauerly, Barnhart, Kennedy and Marxen exited
the meeting at 5:10 p.m. along with Library Activity Managers Gullikson and
Straley.
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Library Board of Trustees
Minutes of January 22, 2004
4. Committee Update:
A. Relations Committee: Felderman reported that the Committee met on
January 15, 2004.
1) Art Sub-Committee Update - Felderman reported that the Sub-
Committee met on January 15, 2004. Felderman provided a summary
of the minutes from the meeting and reported that the Sub-Committee
is moving forward with planning for a Library art exhibit in conjunction
with the Grand Excursion event in June 2004. The exhibit will be called
"Living By the River." Felderman reported thatthe Sub-Committee is
represented on the Dubuque Area Chamber of Commerce committee for
the event and the Library would be listed in the Chamber's promotional
materials for the event. Felderman reported on the use of some of the
Library's owned art works along with art works from selected local
artists.
2) Proposed Library Foundation and Friends of the Library Funding
Requests for the Dubuque Racing Association (DRA) Grant Funding -
Felderman reported that Committee reviewed and approved the
proposed list of four projects:
. Volunteer Program Enhancement/Recognition
. Developing a Young Adult graphic novel collection (a graphic
novel is a stand-alone story in comic form published as a book)
. Die cutting machine
. Interactive book collection for children
The Board concurred with the project listing and the project priority list.
3) Personnel Update:
A) Felderman reported that Librarian 1- (GE32) position open in Adult
Services has been filled by Circulation Supervisor Michelle Hellmer
who holds a Masters Degree in Library Science. Recruitment to fill
the Circulation Supervisor- (GE31) position has begun. Avery
suggested that the Director and Managers review the structure of
staffing in activities when a position opening occurs to ensure the
best use of staff for the. goals to be accomplished. Henricks
reported that there is a need for a 40-hour week Circulation
Supervisor. However this is not possible, due to the short staffing in
Adult Services to cover the Reference Desk.
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Library Board of Trustees
Minutes of January 22, 2004
B) Preparation for the Director's Evaluation - Felderman reviewed his
memorandum dated January 16, 2004 to the Library Board. The
memo outlined the proposed evaluation kit to be used to complete
the Director's evaluation and reviewed the proposed timeline for the
evaluation. The current qualitative and quantitative evaluation kit
had been purchased, used and approved for the previous Director's
evaluation. Felderman reported that Committee member Lindsay
preferred an individual narrative report without a checklist and
suggested that each Board member write his or her own narrative
evaluation. Felderman reported the Committee agreed to review the
use of a different evaluation tool in more depth in future evaluations.
Felderman recommended that the Library Board approve of the
evaluation kit and timeline for the evaluation as presented.
"Moved to approve the Library Director's evaluation
tool and timeline as proposed"
Motion:
Second:
Vote:
Felderman
Avery
Aye - 4; Nay- 0
The Board agreed to include upstream evaluations from Library
Activity Managers.
4) Update on Ongoing Review of Volunteer Program - Felderman reported
that the Committee is working to contact volunteers to possibly assist
Library staff in coordinating the Library's volunteer program.
5) Special Collections Considerations - Felderman reported an update on
the Checkers Collection. The previous long-term loan request has been
replaced with a donation request. The Committee is reviewing the
request and specific request conditions and limitations in regard to
keeping the materials such as the Library's intent to maintain the
collection intact. The Committee reported that the Board would need to
approve any special documentation for this type of donation after
review by the City Attorney.
B. Operations Committee - Shubatt reported that the Operations Committee
met on January 14, 2004.
1) Financial Reports Fiscal Year 2004 - Shubatt reviewed the financial
reports noting no revenue exceptions and reported that expenditures
are in line with the budget at 50% of the year elapsed and 50% of the
budget expended.
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Library Board of Trustees
Minutes of January 22, 2004
Shubatt reported on an impressive PowerPoint presentation of the
Library's annual report by Henricks to the City Council at its January 19,
2004 meeting. Henricks reported on positive feedback on the annual
report with the Library ahead of larger libraries, such as Des Moines
Public Library, on some use statistics.
2) Facility Update:
a) Signage Project - Shubatt reported that the signage project is near
completion and reported on positive feedback from patrons on the
new signage.
b) Security Project - Shubatt reported that the expandable security
system is up and running with positive feedback from staff. Shubatt
reported that in conjunction with improved security measures
inventory of the Library DVD collection is currently taking place.
Henricks reported that results of the inventory would generate a plan
that could include changes in collection location.
C. Planning Committee - Smith reported that the Committee held a special
Board planning work session on January 7, 2004.
1) Planning for City Council Work Session on January 26, 2004 - Smith
distributed the packets for January 26, 2004 work session with the City
Council.
2) City Ordinance Change - Avery reported on the Committee's review of
word changes previously made to the City Ordinance that was not
approved by referendum. Henricks reported the need for the change as
recommended by City Solicitor Bill Blum. Henricks reported that the City
Clerk has researched this change back 30 years and did not find a
referendum changing the wording. The Committee agreed that the
revision needed to be changed back to its original wording. Henricks
reviewing her memorandum dated January 8, 2004 requesting that the
City Ordinance, Section 30-5, (4) "Board Of Trustees-Powers And Duties
Generally" be re-instated to its original wording as follows: (4) To
remove by a two-thirds vote of the board the librarian and provide
procedures for removal of assistants or employees for misdemeanor,
incompetency or inattention to duty."
"Moved to adopt the wording to the City Ordinance,
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Library Board of Trustees
Minutes of January 22, 2004
Section 30-~ (4) To remove by a two-thirds vote of the board the
librarian and provide procedures for removal of assistants or
employees for misdemeano" incompetency or inattention to duty. "
Motion:
Second:
Vote:
Smith
Felderman
Aye - 4; Nay- 0
3) FY05 Budget Recommendation - Henricks reported that the Library's
Improvement Package requests were not recommended for approval.
The critical lines which were affected by cuts last fiscal year were not
recommended to be restored. This includes $42,000 in Library materials
and $6,000 for Library programming not recommended to be restored.
Henricks reported that Committee would work on strategies for having
the City Council consider restoring these critical budget lines.
5. Library Director's Report -
A. Library Statistical Reports Summary - In addition to the report provided,
Henricks reported that December use statistics have rebounded. Henricks
reported that the new Internet scheduling software is partially working and
could have contributed to some use statistics being lower as patrons must
now have a good standing Library card to utilize the public Internet
terminals.
B. Library Schedule/Program Calendar - Henricks reviewed the Library news
appearing in the Telegraph Herald since July 2003. Shubatt reported the
impressive publicity on a number of programs and activities during a year
when the programming budget has been cut.
6. Board Correspondence/Comment Cards - Shubatt thanked the Board for their
card expressing care and concern over a recent vehicle accident in which he
and his wife were involved. The Board reviewed the two comment cards and
concurred with Staff responses.
7. Communication/Public Comment - Charlie Glab (President of Morrison Brothers
and licensed Architect, 804 English Lane, Dubuque, 52002) addressed the
Board. Glab expressed interest in the building renovation plans and offered to
make himself available to review or go through building renovation plans for
the Library Board. Glab reported that the Carnegie Library building is of great
significance nationwide. Glab reported that the 1980's addition, which moved
the main entrance, was a design mistake. Glab also reported that "life"
needed to be brought back in to the original Carnegie building. Glab reported
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Library Board of Trustees
Minutes of January 22, 2004
that he would participate in any public input sessions in regard to the building
renovation. The Board thanked Glab for his interest in this project.
Avery reported that a library of most towns is the show case center of the
town.
8. "Motion to adjourn. "
Motion:
Second:
Vote:
Felderman
Smith
Aye - 4; Nay- 0
The Board adjourned at
5:37 p.m.
Mary Strom, Board Secretary
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