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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. -2- 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. -3- 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. -4- 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. -5- 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. -6- 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. -7- 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, - 8- 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 - 9- 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 - 10.