Minutes Library Bd 3 25 04
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, March 25, 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, March 25, 2004
Excused:
Board President Tom Tully; Board Vice President Michael Shubatt;
Trustee Alan Avery; Trustee Sue Lindsay; Trustee Michael
Shubatt; Trustee Kristen Smith; Library Director Susan Henricks;
and Recorder Denette Kellogg.
Board Secretary Mary Strom
Present:
1. President Tom Tully called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of March 25, 2004. "
Motion:
Second:
Vote:
Felderman
AvelJl
Aye -5; Nay- 0
2. Approval of Trustees Meeting Minutes of February 26, 2004.
"Moved to approve the meeting minutes of FebrualJl 26, 2004. "
Motion:
Second:
Vote:
Felderman
AvelJl
Aye-5; Nay-O
Shubatt entered the meeting at 4:05 p.m.
3. Board President's Report - Tully reported that the renovation project is on hold
until the community survey is completed.
Tully reported on a community foundation workshop in Des Moines on March
29, 2004 in which Nancy Van Milligen is a facilitator. Tully suggested that the
Board may want to ask Van Milligen to host a special session sometime in the
future for the Library Board to learn more about this funding.
4. Committee Reports:
A. Relations Committee Report - (Felderman/Lindsay)
Library Board of Trustees
Minutes of March 25, 2004
1) Art Sub-Committee Report - Committee Chair Felderman reported that
the Art Sub-Committee met on Wednesday, March 23, 2004. The
Committee completed the process of selecting artwork to be exhibited
at the Library's June Grand Excursion exhibit, "Living By the River."
Felderman reported that the Committee reviewed the estimated budget
for developing 8" X 10" size prints from the Library owned Van Duzee
plates. The Committee agreed to request that the Library Board
approve up to $3,000 from a special fund to expend for the project
with the monies to be repaid to that fund upon sales of the prints.
"Moved to approve the use of up to $3,000 from the Lull Art
Fund for developing and printing of 8" X 10" size prints from the
LibralJl owned Van Duzee plates with the funds to be repaid through
LibralJl sales to the Lull Art Fund upon sales of the prints. "
Motion:
Second:
Vote:
Felderman
Smith
Aye - 6; Nay- 0
2) Personnel Update - Henricks provided an update given to the Relations
Committee for review on personnel including administration action that
was taken with an employee with review by the appropriate City Staff.
Henricks reported that problem-solving steps have been provided and
appropriate review of the employee would continue. The Board noted
the need to provide written documentation of employee performance.
Henricks introduced the new Circulation Supervisor, Carin Schleicher, to
the Library Board. The Board welcomed Schleicher to the Library
Staff.
Lindsay reported on the Committee's review of the on-going problem of
the library being short-staffed. The Committee requested that the
Director begin to analyze service hours to better accommodate both
administrative work time and public service work for the next Relations
Committee meeting. Lindsay reported that an option could be to open
one day a week at Noon to provide time for staff to accomplish tasks.
Felderman reported that the Committee would review options to give
the best hours possible with the limited number of staff and within staff
responsibilities.
Henricks gave an update on the request for a change to the City
Ordinance that the Library Board approved at an earlier meeting and
noted that the revision is being developed for City Council review. The
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Library Board of Trustees
Minutes of March 25, 2004
change provides for the Library Board to delegate responsibility to the
Library Director of removing and/or terminating an employee.
The Committee reported that the Committee is compiling the Director
evaluation results and will have a completed report for the Library
Board after compiling, review and a final report is prepared.
Felderman reported that Henricks is developing a Library cookbook with
proceeds going to the Iowa Library Association that she is working on
outside Library time. Henricks reported on developing a Library
cookbook based on the Dewey library classification system. All
proceeds realized from the sale of the cookbooks are being donated to
the Iowa Library Association. Henricks requested the use of historic
Library photos to use in the cookbooks with the Library receiving credit
for this use. Felderman recommended the Board approved the
request, Smith seconded the recommendation and the Board agreed to
approve the request as submitted.
Felderman reported that Henricks is scheduled for annual vacation April
23 through May 6, 2004.
3) Review of Calendar 2004 Holiday Closings - Felderman reported on the
Committee's review of options for closing for Christmas and New Year's
for the 2004 holidaýs to meet the needs of the public with the best
possible schedule. Felderman reported that as the holidays fall on a
weekend the days off for the holidays need to be covered during the
week.
"Moved to adopt the following holiday schedule for Christmas
and New Year's for the 2004 holidays: Close Thursday, Friday
and Saturday, December 23, 24 and 25 and December 30, 31,
and JanualJl 1; the LibralJl would be open each Sunday following
the holiday"
Motion:
Second:
Vote:
Felderman
Shubatt
Aye-6; Nay- 0
Henricks reported that on the Sunday following the holidays at least
three additional staff, probably student assistants, will need to work
that day and Circulation Staff would be scheduled to begin early both
Sundays (at Noon) to help with the return and requests for materials.
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Library Board of Trustees
Minutes of March 25, 2004
4) Plan for Use of Contracted Security - Felderman reported on the
Committee's consensus on the need for a security guard during the
June 2004 art exhibit, during the first week that school is out, during
the times the Boys and Girls Club is closed this summer, and other
needed times this summer. Henricks reported that the part-time help
budget line would cover up to $2,000 for security guard services.
"Moved to charge the LibralJl Director with utilizing the
security service as reviewed not to exceed $2,000 with some of
the hours used for the dates of the Grand Excursion, the first
week after school is out, the times the Boys and Girls Club is
closed this summer, and other needed times. "
Motion:
Second:
Vote:
Felderman
AvelJl
Aye - 6; Nay- 0
5) Library Volunteer Dinner - The Committee reported on the
recommendation to hold the Library's Annual Volunteer Dinner on
Thursday, May 27, 2004. Felderman reported on nomination of one
Library volunteer for honorary lifetime library card.
B. Operations Committee - (Shubatt/Strom)
1) Financial Reports Fiscal Year 2004 - Shubatt reported that the revenue
and expenditure reports included in the Board packets. Shubatt
reported that revenue and expenditures appear in line with the budget
noting 67% of year elapsed and 64% of budget expended. Henricks
gave an update to the 28E Agreement and reported on smaller
communities in the county going outside of Dubuque County to
contract for library service at a lower rate than the 28E agreement
provides at $10 per capita. Residents then make one visit to obtain a
library card and return to Dubuque County libraries to use these
collections exclusively under the terms of the state Open Access
program. Henricks reported as a result of this practice, the State
Library of Iowa has added a clause in the Open Access agreement to
empower individual libraries to deny service if they so choose to these
communities.
2) Facility Update
a) Landscaping Project Planning Update - Shubatt reported that
the project is moving forward with the vendor, Seven Bluffs
Landscaping, to schedule work as soon as weather allows.
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Library Board of Trustees
Miuutes of March 25, 2004
b) Disposal of Old Shelving - Shubatt reported on the Committee's
recommendation to dispose of library old, unusable and broken
steel shelving. Clarke College volunteers are scheduled to help
disposal of the shelving on April 17, 2004. Shubatt reported
that the Library should realize a small amount of revenue from
disposal of the shelving.
3) Technology Update - Shubatt reported that a ribbon cutting is
scheduled for the Self-Check machine on Tuesday, March 30, 2004
from 3:30 p.m. to 4:00 p.m. The ribbon cutting will recognize the
Friends of the Library for its funding of over $11,000 toward the new
machine.
C. Planning Committee - (Avery/Smith)
1) Long Range Planning Information Session Report - The Committee
provided a summary of the information session provided by Henricks
held prior to the Board meeting. The Board reviewed the Planning for
Results model for a long-range plan as endorsed by the Public Library
Association.
"Moved to utilize the Planning for Results model as presented
for developing the LibralJl's long range plan and to complete a
community survey before moving folWard with the long range
planning process. "
Motion:
Second:
Vote:
AvelJl
Smith
Aye - 6; Nay- 0
2) Planning for Community Survey - The Board reviewed the comparative
cost, type of survey and comments of the companies provided. The
Board discussed the need for the results to provide not only the
information needed for Library accreditation, but also to use to provide
valuable information about the Library. This would also give the
opportunity for the community to give their input on subjects such as
the renovation project and/or a branch library. The Board requested
that the cost estimates be broken down to include 95% confidence
level with 5% margin of error and be provided in a spreadsheet type
comparison. The Board agreed to review this agenda item again at its
April 2004 meeting.
3) Library Foundation Report - Avery reported that a meeting is scheduled
for April 2004. The Board reviewed the large number of projects that
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Library Board of Trustees
Miuutes of March 25, 2004
could be funded by the Foundation. Henricks reported on the funding
cycle of the Library Foundation and noted that the Foundation has not
requested any project submissions since the fall of 2003. The Board
expressed that funds raised for the Library should be used to fund
Library projects.
5. Library Director's Report:
A. Library Statistical Report Summary - Henricks reported that audio-visual
circulation continues to increase while print material circulation is down
slightly. Volunteer hours were up in February 2004. Henricks reported
submitting a grant application to the Dubuque Advertisers Club who will, if
the grant is awarded, share their expertise in developing a marketing
campaign to recruit volunteers.
B. Library Schedule/Program Calendar - Henricks reviewed the recent front
page story on Library volunteer that included photos of Library volunteers.
Henricks gave a summary reported of upcoming Library programs and
reported on a mobile "buseum" tour coming to the Library on Tuesday,
April 20, 2004 from 10:00 a.m. to Noon. The exhibit, called Behind Barbed
Wire: Midwest POWs in Nazi Germany, highlights the untold stories of Iowa
prisoners of war (POWs) in Nazi Germany, and the human context in which
their experiences took place,
Henricks reported on a presentation given to the Interstate Power/Alliant
Energy Retirees with positive feedback on the presentation.
6. Board Correspondence/Comment Cards - The Board reviewed the one
comment card received and concurred with the staff response.
7. Communication/Public Comment - None.
8. "Motion to adjourn."
Motion:
Second:
Vote:
AvelJl
Lindsay
Aye - 6; Nay- 0
The Board adjourned at 4:58 p.m.
Mary Strom, Board Secretary
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