Minutes_Library Board of Trustees 1 27 112011."
Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of January 27, 2011
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met in the
Board Room at 4:00 p.m. on Thursday, January 27, 2011.
Present: Board President Diann Guns, Vice President Paula Connors;
Trustee David Hammer; Trustee Fred Miller; Secretary Kristen
Smith; Trustee Michael Willis; Trustee Elizabeth Leeper, Library
Director Susan Henricks; and Recorder Denette Kellogg,
Secretary Jennifer Long
1. President Diann Guns called the meeting to order at 4:04 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, January 27,
Motion: Miller
Second: Willis
Vote: Aye -7; Nay -0
2. Approval of Library Board of Trustees' Minutes of Wednesday, December 15,
2010.
"Moved to approve the Board minutes of Wednesday, December
15, 2010"
Motion: Connors
Second: Hammer
Vote: Aye - 7; Nay - 0
3. Board President's Report:
Guns reported on the Summary Report of the Board to the City Council
from Wednesday, December 15, 2010, meeting.
"Moved to receive and file Board President's Report."
Motion: Connors
Second: Smith
Vote: Aye — 7; Nay - 0
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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 the
following additional comments:
1) Library Financial Report — Henricks reported that fifty
percent of the fiscal year has lapsed with expenditures at
fifty -two percent and revenue coming in at forty- percent of
the projected amount for the year. Henricks reported that
revenue from fines is down about $2,000.00 which should
rebound in a few months. She reported this is most likely
due to raising the fine limit to $10.00 maximum per account,
instead of the $5.00 limit before to reduce a barrier for
borrowers at the self -check machines. Henricks also
reported that funds from the Open Access Program funds
received by the State of Iowa are down which is a reflection
of a sharp mid -year cut to the State Library of Iowa that
administers the program. Additionally, the 28E Agency
payment has not been received yet.
2) Library Use Statistics — Henricks reported the number of
material check outs is up three percent mainly due to the
number of Adult books and DVDs circulating.
Henricks reported that use of electronic resources continues
to grow with 10 of the 17 databases demonstrating an
increase. E -book downloads are increasing rapidly with a
jump from November's 109 check outs, to December's 245
check outs. Check outs for January 1 - 17 had reached 204
check outs.
3) Art Subcommittee Report — Henricks reported that the
Subcommittee met and that she would provide the Board
with the minutes. Henricks reported that they set the
ground work for the Art @yourlibrary exhibits and identified
steps to accomplish their goals. Henricks reported 40 easels
and 8 display cubes were ordered for art displays instead of
placing nails in the walls. The first program will be a
companion to the "Women & Spirit" exhibit that will be at
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the National River Museum and will feature the art of Sisters
in the Tri -State area.
4) Friends of the Library Board Update — Henricks reported that
the Friends welcomed two new Board members, Mary Burns
and Barbara Wendt, and they are planning another book
sale in April. Henricks reported that the Friends have agreed
to another year of funding for "DVDs- to -Go" and "Books -to-
Go", as well as providing funding for an amplifier in the
Children's Program Room. Guns suggested the Board and
Friends have more contact to discuss any areas where the
Library Board may be of assistance to the Friends. The
Board agreed.
5) Personnel Update — Henricks reported that the Library has
turned off the automated voice attendant and that Staff at
the historic kiosk are answering the phones. Henricks hopes
that patrons being served by a live person will result in
better service and the patrons experiencing fewer transfers.
Henricks reported that a comprehensive review of sick time
was completed and discussed with Randy Peck at the City
Personnel office.
6) Circulation Update — Henricks reported that the Library's
Tele- Messaging service will be used more fully to notify
patrons and help reduce the expenditures for supplies and
postage. No notices will be sent until a final notice is
needed and patrons who do not have telephones or emails
will be identified to ensure they continue receiving hard copy
notification. Previously, after one automated message, a
hard copy reminder was mailed.
7) Consultant Visit — Sue Epstein from Susan Baerg Epstein,
Ltd. will be at the Library February 22 — 24, 2011, to
complete a work flow analysis with Technical Services, and
will present her findings to the Board at the February 24,
2011, meeting.
8) Library Construction Update — Henricks reported on an
incident that involved a low humidity issue and the HVAC
valves were adjusted by the contractor the week of January
17. Following the adjustment, an electrical wiring issue
caused a leak in the third floor air handling room that
caused water to seep through to the second floor soffit in
the back of the Reference Desk and then drip across about
30 feet of carpeting. Henricks reported that she is very
concerned about the potential for mold. Guns suggested
that testing be done on the affected areas.
Guns questioned when the Donor Recognition Wall will be
completed. Henricks reported that the Donor Recognition
Wall is in production and all that is needed is one donor's
photo.
Henricks reported main issues that are being addressed are
painting, HVAC, the motorized shade in the auditorium, elm
veneer, and glass floor. Guns suggested that there should
be an Operations Committee meeting before the next board
meeting.
9) Public Relations and Programs Report — Henricks reported on
the funding by Dr. Edward Alt to form a book discussion
group at the Boys & Girls Club with purchase of twenty
copies of a book each month. If enough funding remains, a
similar book discussion group could be introduced at the
Multicultural Family Center.
B. Library Comment Cards - The Library Board reviewed the six comment
cards received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Art Subcommittee Report, Friends of the Library Board,
Personnel Update, Circulation Update, Consultant Visit, Library
Construction Update, Public Relations and Programs Report, and
Library Comment Cards."
5. Items for Action /Discussion —
Motion: Leeper
Second: Willis
Vote: Aye — 7; Nay — 0
A. Review of Personnel Policy — Henricks reported that the last
Personnel Manual was published in 2006 and there were two
addendums since then. Henricks reported that presently all part -
time employees receive benefits and the Personnel Policy notes that
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they are eligible for benefits if they work 20 hours or more. After a
lengthy discussion with Randy Peck, the City has made a
recommendation that benefits for part-time employees be
discontinued. Henricks recommended that existing employees be
grandfathered in and maintain their benefits and that future part-
time employees be hired without these benefits.
Henricks explained that benefits are vacation, holidays, sick pay and
family leave. Henricks reported that with so many part-time
employees, there have been adjustments to hours and benefits.
Someone may work more or Tess hours than what they receive
benefits for. Currently, the Library has three employees who work
less than 20 hours per week. Guns reported that the Board develops
and sets personnel policy for Library employees.
Henricks reported that currently there are 18 full -time employees and
42 part-time employees.
"Moved to accept Susan's recommendation and proceed
accordingly"
Motion: Hammer
Second: Smith
Leeper questioned what this motion does to the policy. Guns stated
that it would change the policy to read that future part-time hires
would have no benefits and existing employees would continue to
have benefits according to the existing policy. Guns then called for a
roll vote.
Leeper Nay
Hammer Aye
Connors Nay
Smith Aye
Guns Nay
Miller Nay
Willis Nay
Motion failed with five "Nay" and two 'Aye" votes.
"Moved to keep policy as is: that employees who work
under 20 hours do not have benefits and enforce it as such, including
the three current employees affected."
Motion: Connors
Second: Miller
Leeper clarified that the three employees currently receiving benefits
on less than 20 hours would lose their benefits. Guns stated that
that was true under the motion currently being addressed. Guns
again called for a roll vote.
Leeper Nay
Hammer Nay
Connors Aye
Smith Nay
Guns Nay
Miller Nay
Willis Nay
Motion failed with six "Nay" and one "Aye" votes.
"Moved that we keep policy as it currently is, that employees
who work under 20 hours receive no benefits and that we
grandfather in all existing part -time employees that were under 20
hours per week, provided they do not ever fall below 10 hours a
week. All future hires will receive no benefits for under 20 hours."
Motion: Guns
Second: Leeper
Vote: Aye — 7; Nay — 0
B. Review of Library Patron Behavior Policy - Henricks reported that
Senate File 2379, enacted by the 2010 Iowa General Assembly, now
allows citizens to carry guns with a permit and the Board may have
its own policy. Henricks recommended a provision in the policy that
no guns be allowed in the Library.
"Moved to adopt the Patron Policy revision that relates to
firearms or dangerous weapons, excluding the "persons with a valid
professional license':'
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C. Review Library Renovation Project — Paint — Henricks recommended
contacting Weldon Laboratories to evaluate the paint failure over the
mezzanine and rotunda. Henricks strongly recommended having the
testing done before spending the money to repaint and possibly have
the same thing happen again. Guns reported City Engineering, OPN,
and Durrant believe the failure due to humidity, and it should be
scraped and painted again. Henricks recommended sending the
chips into the laboratory and having them evaluated instead of
having a site visit done.
6. Library Board Adjournment - The Board adjourned at 5:18 p.m.
"Motion to adjourn."
Kristen Smit
Motion: Hammer
Second: Connors
Vote: Aye — 7; Nay — 0
"Moved to hire Weldon Laboratories for evaluation of the
paint chips for the amount of up to $2,000."
Motion: Willis
Second: Connors
Vote: Aye — 7; Nay - 0
Motion: Miller
Second: Connors
Vote: Aye — 7; Nay — 0
Board Secretary
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