Minutes_Library Board of Trustees 12 15 10Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of December 15, 2010
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met in the
Board Room at 4:00 p.m. on Wednesday, December 15, 2010.
Present: Vice President Paula Connors; Secretary Kristen Smith; Trustee
Elizabeth Leeper; Trustee Fred Miller; Trustee Michael Willis;
Library Director Susan Henricks; and Recorder Denette Kellogg
Excused: Board President Diann Guns and Trustee David Hammer
1. Vice President Paula Connors called the meeting to order at 4:07 p.m. Leeper
asked that discussion of the book drop procedures be added for review under
the Director's report. The Board concurred with the addition and the agenda
was adopted.
"Moved to adopt the meeting agenda of Wednesday, December 15,
2010 with addition of discussion of the book drop procedures/'
2010."
Motion: Leeper
Second: Willis
Vote: Aye -5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, November 16,
2010.
"Moved to approve the Board minutes of Thursday, November 16,
Motion: Wills
Second: Miller
Vote: Aye - 5; Nay - 0
3. Board President's Report:
- Connors and Henricks reported on the summary report of the Board to
the City Council from the Thursday, November 16, 2010 Board
meeting.
"Moved to receive and file the Communication with the
Dubuque City Council from November 16, 2010."
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Motion: Leeper
Second: Willis
Vote: Aye — 5; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary of the following items to the Library Board with
additional comments: Leeper commented on returning items in the
book drop in the past month and then getting notified that the items
were not returned. She then would check the shelves herself and find
the item after a few days. She reported that this has happened very
infrequently until recently. When this occurs, the automatic checkout
will not work. Other Board members also reported this happening over
the past month in both the book and audio -book drops on Bluff Street
and the main entrance. Henricks reported she would investigate this
problem, which appears to be procedural and workflow related in
nature, and rectify it quickly so that the confidence level of the public
returning their items remains high.
1) Library Financial Report — Henricks reported that the month
of November marked forty-two percent of the fiscal year
lapsed with forty -one percent of the budget expended.
Revenue was at seventeen percent. Revenue is at twenty -
seven point eight percent of projections. Willis commented
that the revenue collected to date appears down. Henricks
reported that the Library's revenue is largely dependent on
Library fines that are collected each month and on State
funding that is received throughout the year. State funds
have not yet been received which is reflected in the revenue
report. As State funds are expected to be received soon,
revenue collected should show an increase. Henricks
reported that State funds may be cut this year, which would
result in a shortage of revenue. She will keep the Board
updated on this information.
Henricks reported being contacted by Art Collector and
Valuator James Maroney. He provided information on a plan
of generating revenue by co- ownership of the Library's art
work with the artwork spending time with each owner. The
Board declined the offer to further explore this proposal.
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2) Library Use Statistics — Henricks reported that checkout of
materials increased by thirteen percent compared to
November 2009. This is significant because in 2009
circulation was up, while the Library was under construction.
Visitors are asking more questions as they become
acquainted with the new spaces in the Library with
directional questions increasing one - hundred twenty -seven
percent over the same time last year.
The Library has 44,791 registered card holders, which is a
good representation as outdated patron records were
removed recently.
Henricks reported on the decrease in Internet use, down
four percent year -to -date. She reviewed Internet use over
time at the Library as well as other libraries of similar size
and provided this report to the Board for review. Henricks
reported that Internet use statistics do not include usage by
patrons who bring in their own laptop or device. Tracking
of these statistics is complex. Willis reported that the
technology is available to track usage. The Board agreed
that tracking of this information is critical in providing
accurate use statistics of the Internet for both Library use
and support for budget requests. Henricks agreed to report
back to the Board as tracking occurs.
Henricks also provided an update on community
demographics for the Board review.
3) Art Subcommittee Update — Henricks reported that the Art
Subcommittee has been active and has added three new
members from the community; Ali Lavasseur, Jordan DeGree
from the Dubuque Arts Center and Mark Wahlert, Director,
Dubuque Museum of Art. The Subcommittee is scheduled to
meet in January 2011 to review ideas for a hanging system
for the Library's permanent collection, easels and cubes for
exhibits, and plans for an upcoming exhibit of the local
religious sisters' congregations.
4) Library Renovation Construction Update — Henricks reported
that Jim Kolf's last day with Durrant is January 15, 2011 with
Project Manager Rick Golus becoming the Library's main
contact at Durrant for the Library's project. Henricks
reported on a lengthy meeting with Architect Bruce Hamous
from OPN on December 8, 2010 to review several
outstanding issues including the shelving shortage and
modifications that will hopefully resolve this issue.
Henricks reported that in January 2011 she and Willis will be
meeting with Rick Golus, Project Manager, to review the
punch list so that the project can be completed. Also in
January, the kick off for Leadership in Energy &
Environmental Design (LEED) assignments will be made.
The Library's participation in the program will mainly be the
creation of policies.
Henricks expressed concern over resolution of construction
related problems and issues and how they will be resolved
and by whom. In response to the Board's request, Henricks
contacted the City Engineer to get recommendations and
feedback on the major outstanding issues of the areas of
paint peeling, veneer issues and the glass floor problems
reviewed at previous Board meetings. Henricks reported
that Brown has assigned an intern to this project to help
deal with these issues and with vendors in this regard. The
insurance company denied the claim for the peeling paint.
The Board expressed their ongoing concern of not knowing
why the paint peeled and repainting the area again, with not
knowing if the problem would occur again. Henricks
reported on the City's recommendation to move forward
with getting quotes for repainting.
The Board expressed its desire and its frustration to have
what was paid for done and completed in an acceptable
manner.
Willis asked if all three sets of doors in the historic entrance
are open. Henricks reported that the center set of doors is
open, as this was the renovation plan which complements
the book drops located on either side of the center door.
The electronic security gate monitors these doors. To open
all three doors would take additional security gates. The
doors could be opened for special events or receptions as
needed. Leeper asked about the new main entrance doors,
as she noticed that one did not work. Henricks reported on
the ongoing issues with the new doors and that a part is on
order to replace on the door in question so that this door
works properly. Miller commented on the new door installed
on the Bluff Street side and asked about the original door.
Henricks reported the old door was in poor condition, but
the plan was to keep as much as possible and she will verify
and report back to confirm the Library kept the door.
5) Personnel Update — Henricks reported on Library Assistant
Rachel Gerber's retirement. Gerber is retiring on January 3,
2011 after eighteen years of full -time service to the Library
in the Circulation Activity. Henricks reported on the budget
request to the City Manager in regard to the position to raise
the position to a Library Aide to assist with supervising the
activity with little economic cost in FY -12. Henricks
suggested that hiring a person into the position be held until
the decision is received and the Board concurred.
B. Library Comment Cards - The Library Board reviewed the seven comment
cards received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Construction Update, Art Subcommittee Update, Library
Renovation Construction Update, Personnel Update and Library
Comment Cards."
5. Items for Action /Discussion:
Motion: Willis
Second: Miller
Vote: Aye -5; Nay — 0
A. Adoption of Meeting Room Policy Revisions — Henricks reviewed the
extensive Meeting Room Policy revisions mostly due to the renovation and
changes in rooms and equipment. Henricks reported the revisions were
approved by the City Attorney. The Board suggested some minor changes
on page three, change Space Rental Fees to Space Rental Fees During
Library Hours, and on page three add information on persons needing
more information about food service to contact Library Administration.
"Moved to adopt the revisions to the Library Meeting Room
Policy as reviewed with the two recommended changes as
discussed."
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Motion: Smith
Second: Leeper
Vote: Aye — 5; Nay — 0
B. Adoption of the Patron Behavior Policy Revisions — Henricks reported on
reducing the policy from three to one pages, making the policy clear and
concise for patrons. Along with the policy more detailed guidelines are
being developed for staff to follow. Henricks reported that Warren
Graham, a library security specialist, had presented a session at the
Library's Staff Development Day in October 2010. Based on Warren's
expertise and experience, he provided suggestions to revise the policy to
keep it very short and to the point. Henricks reported on providing
guidelines for staff that provides specific examples and steps to handle
behavior issues. The Board concurred with the revisions.
"Moved to adopt the revisions to the Patron Behavior Policy
as submitted and reviewed."
Motion: Leeper
Second: Willis
Vote: Aye — 5; Nay — 0
Leeper asked about the Iowa Code mentioned in the policy and how this
is used. Henricks reported that Iowa Code § 692A.113 noted in the policy
has to do with a fairly new Iowa Law that prohibits those convicted of a
sex offense against a minor from being present on Library property
without permission in writing.
C. Personnel Committee: Director's Evaluation and Input — Connors reported
that the Personnel Committee has completed the Director's evaluation and
thanked the Board members for their input.
Connors reported on that the Personnel Committee also reviewed the
written request and background from Henricks to participate in an
educational program. Henricks reported that she is considering this
opportunity and wanted to get the Board's approval before moving
forward. Should she decide to do this, it would mean up to three weeks a
year unpaid and /or vacation time to participate in the program. The
Board indicated its approval should Henricks decide to pursue this
opportunity and to check with City policies guidelines for paid time off for
the educational program if or as it applies.
"Moved to approve Henricks participation in the educational
program as discussed and to provide a letter of recommendation
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from the Board should Henricks decide to pursue participation in
the program."
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Motion: Smith
Second: Miller
Vote: Aye -5; Nay -0
Smith motioned and Willis seconded the motion to table the request in
reference paid time off versus unpaid leave until policy information from
the City is provided and pending Henricks desire to pursue participation in
the program.
7. Library Board Adjournment - The Board adjourned at 5:18 p.m.
"Motion to adjourn."
Motion: Willis
Second: Smith
Vote: Aye - 5; Nay - 0
Kristen Smith, Board Secretary