Minutes Library Bd 5 27 04
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, May 27, 2004
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:30 p.m., May 27,2004.
Present:
Board President Tom Tully; Board Vice President Michael Shubatt;
Board Secretary Mary Strom; Trustee Jack Felderman; Trustee
Sue Lindsay; Trustee Alan Avery; Trustee Kristen Smith; Library
Director Susan Henricks; and Recorder Denette Kellogg.
1. President Tully called the meeting to order at 4:34 p.m.
"Moved to adopt the meeting agenda of May 27, 2004. "
Motion:
Second:
Vote:
Felderman
Strom
Aye -7; Nay - 0
2. Approval of the Board Meeting Minutes of April 22, 2004:
"Moved to adopt the Board meeting minutes of April 2~
2004. "
Motion:
Second:
Vote:
Avery
Strom
Aye - 7; Nay- 0
3. Board President's Report: Tully reported that he and Felderman with staff
from the Durrant Group, Inc. reviewed further steps in regard to the building
plan study. Durrant Group has reviewed the study and provided a review letter
with comments. The review letter would be provided for Board review at the
June 2004 meeting as a matter of information.
Tully reported that a formal reply has not yet been received to a Library letter
sent to the Library Foundation dated April 22, 2004.
4. Committee Reports:
A. Relations Committee - (Felderman/Lindsay). Felderman reported that
the Relations Committee met on May 20, 2004.
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Library Board of Trustees
Minutes of May 27, 2004
1) Art Sub-Committee Report - Henricks reported that the Art
Sub-Committee met on May 14, 2004 for further planning and
preparation for the Library's "Living By The River" art exhibit in
conjunction with the Grand Excursion activities. The Committee
approved the detailed wording for the Van Duzee note cards
and prints that will be available for sale. The Committee agreed
that the packets of 5" X 7" note cards (two packet selections)
be sold for $6.00 with the prints to sell $25.00 for a pack of five
and $30.00 for a pack of six. The note cards and prints are
themed with Dubuque landmarks and/or riverboat and water
tie in with the exhibit. The items go on sale June 25, 2004.
Henricks reported that the artwork hanging for the exhibit is
scheduled for June 14, 2004 with a work session to package
the note cards and prints on June 16. Board members were
invited to assist with at the work session. Henricks reported
that volunteers would be needed to work the special exhibit
hours for the Grand Excursion weekend, June 25 through June
28, and asked that Board members interested in volunteering
contact Library Administration.
Henricks reported on the positive amount of press on the
upcoming exhibit. Henricks reported on the plans for additional
library security that has been confirmed.
The City's trolley service will be providing transportation up to
11 th Street during the Excursion activities weekend which will
provide needed transportation for visitors to get to the Library
during this time.
Felderman reported that the Chamber plans to increase the
inclusion of the arts and cultural members through promotion
and marketing to the community.
2) Personnel Update:
A) Staff Development Day on August 12, 2004 - Felderman
reported that the planning for the in-service includes
sessions on teamwork building, and a session handling
difficult and disruptive patrons. Felderman reported on
the importance of bringing Library staff together for team
training once a year. The Board President would be asked
to provide opening remarks for the day's activities.
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Library Board of Trustees
Minutes of May 27,2004
"Moved to approve of the Library closing for
Staff Development Day on August 12, 2004 and approve
of the scheduled inservice activities. "
Motion:
Second:
Vote:
Felderman
Smith
Aye -7; Nay- 0
B) Library Director's Review - Felderman reported on the
Committee process of compiling the information from the
evaluations over the past two months. The Board agreed
to conduct the review and reported on the request from
Henricks for a closed session.
"Moved to approve of going into closed session
pursuant to Chapter 21.5.L The Code Q[ Iowa to evaluate
the professional competency of an individual; Library
Director Susan Henricks, whose performance is being
evaluated. "
Motion:
Second:
Vote:
Felderman
Lindsay
Aye-7; Nay-O
The Board moved into closed session at 4:45 p.m.
The Board came into open session at 5:20 p.m.
Tully reported on the completed evaluation process and
reported on the positive evaluation received by Henricks.
The Board reported its positive comments in regard to
Henricks and thanked her for her hard work and efforts.
"Moved to approve of the annual performance
evaluation that included input from the Library Board,
Library Managers the Library Director. "
Motion:
Second:
Vote:
Felderman
Lindsay
Aye-7; Nay-O
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Library Board of Trustees
Minutes of May 27, 2004
3) Friends of the Library Report:
A) October book sale - Felderman reported on the Friends
annual book sale scheduled for Friday, October 8 and
Saturday, October 9, 2004. The Friends have requested
that the Library stay open in the 2nd floor rotunda/gallery
area until 7:00 p.m. on Friday to accommodate a special
sale time for Friends members only.
"Moved to approve that the Library Z'd floor
rotunda and gallery areas remain open until 7:00 p.m.,
Friday, October 8, 2004 to accommodate the Friends
annual book sale hours."
Motion:
Second:
Vote:
Felderman
Strom
Aye - 7; Nay- 0
The Board noted its support of the Friends hard work and
efforts in preparation for the annual sale and for the daily
book sales that provide critical funding for a variety of
Library projects.
B) Friends Silent Auction Sale - Felderman reported on the idea
of a silent auction sponsored by the Friends of the Library.
The sale could be scheduled in conjunction with the annual
book sale. The Board reported a consensus on the idea of a
silent auction with a limited number of items.
4) Informational Update:
A) Gift Trusts - Felderman reviewed the Library Gift Trust
listing with the Library Board. Lindsay requested that the
interest earned be evaluated to ensure the best
investment rates are being received. Henricks reported
that she would provide feedback in response to this
request.
B) Parking Lot - Felderman reported on information received
in regard to the Parking Lot CIP project.
"Moved to approve of going into closed session
pursuant to Chapter 21.5.J. The Code Q[ Iowa to
discuss the purchase of particular real estate only
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Library Board of Trustees
Minutes of May 27, 2004
where premature disclosure could reasonably expected
to increase the price the governmental body would
have to pay for that property. "
Motion:
Second:
Vote:
Felderman
Strom
Aye-7,' Nay-O
The Board moved into closed session at 5:30 p.m.
The Board moved into open session at 5:45 p.m.
C) Recent Book Sale Report - Felderman reported on $1,500
book credit resulting the Scholastic Book Sale held at the
Library in May 2004. The credit is scheduled to be used to
purchase books for the Children's summer reading
program. Felderman reported that $800.00 was realized
from deaccessioning of special collection books. As set
forth by the Board the funds have been deposited into the
Walton Trust to repair the books in the special collections
scheduled to be kept by the Library. Henricks provided an
update and expense report of over 50 special collection
books recently repaired and rebound. These repaired
books include the original accession books for the Library.
D) Volunteer Activities - Felderman reported on the list of
activities included in the Board packet that could be done
if the Library had additional volunteers. The Library
Volunteer Coordinator is Librarian Michelle Hellmer.
B. Operations Committee - (Strom/Shubatt). Strom reported that the
Operations Committee met May 19, 2004.
1) Review of Financial Reports FY04 - Strom reported that 83% of the
budget year has elapsed and that expenditures do not exceed the
budget. Strom reported that book fines are up compared to last
year to date, approximately $5,000, which is a result of the
requirement for patrons to have their account in good standing to
use Internet services. Strom reported that copy service is up over
last year. Henricks reported that the 28E agreement funds are
estimated at $17,669 and should be received prior to the end of the
fiscal year. Strom reported that the Reserves line is down as a
result of a policy change, and that the new revenue generating line
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Library Board of Trustees
Minutes of May 27,2004
of Library Card Donation is under revenue projections as patrons
are deciding not to donate upon renewal of their library card.
2) Facilities Report -- Strom provided an update on the FY05 CIP
projects. Henricks reported on the various projects that includes
tuck pointing of the historic building. Strom reported
recommendation from the Committee to utilize an architect to
consult on the upcoming FY05 CIP project.
"Moved to approve, upon receipt of a proposal
that meets the requirements, the hiring of an architect,
not to exceed $10,000 for architectural services to
coordinate FY05 CIP projects. rr
Motion:
Second:
Vote:
Strom
Shubatt
Aye - 7; Nay- 0
A) Landscaping Project Planning - Henricks reported that the
landscaping project has started and includes a designated
smoking area.
B) Back Up Lighting System - Strom reported that during the
last power outage the backup lighting system was not
functioning. After review by Paulson Electric it was realized
that the system was non-repairable due to parts no being
available for the old system. Three options for replacement
of the system were reviewed with the option of replacing the
system with the system centrally located. Henricks reported
submitting a request to the City Manager to utilize the
savings in budgeted funds from the roof project be used to
purchase and install the back up lighting system. The Library
is required, by code, to have a back up lighting system. The
City Manager approved the use ofthe funds to move forward
with the project.
C. Planning Committee - (Avery/Smith):
1) Community Survey Options and Recommendation - Henricks
reported that she met with Len Decker from the Center for Business
and Social Research, Loras College, who is scheduled to conduct the
community survey. Henricks reported that a first draft of the
community survey would be provided at the June 2004 Board
meeting for review. Henricks reported that the survey would fulfill
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Library Board of Trustees
Minutes of May 27, 2004
accreditation requirements as well as gain input on patron's
feedback about library service needs including the focus areas of
Library renovation support (including a branch library). Tully
reported that the study should provide feedback on what the
community needs in reference to a library. The Board concurred
with the focus and schedule of the study.
2) Foundation Report - Smith reported that the Foundation has
stopped all fund raising and granting of funds for Library projects to
review Foundation and Library needs. Smith requested that a Sub-
Committee of the Foundation Board would like to meet with the
Library Board or sub-committee of the Library Board to review both
Library and Foundation needs. Smith reported that Board President
Marxen terms ends in September 2004 and would be leaving the
Foundation Board. The Board agreed on the importance of working
together with the Library Foundation to fulfill both missions with the
Library as the beneficiary.
"Moved to approve the formation of a Sub-
Committee of the Library Board with the purpose of
working with a Sub-Committee of the Library
Foundation to cooperate in building teamwork and
cooperation as the two Boards work together for the
betterment of the Library; Sub-Committee members
appointed Michael Shubatt, Alan Avery and Jack
Felderman. "
Motion:
Second:
Vote:
Felderman
Avery
Aye - 7; Nay- 0
Shubatt reported the need to bring the two Boards' together in
better understanding, teamwork and cooperation for the future of
the Library.
Henricks reported that the Dubuque Racing Association Grant
submitted on behalf of the Library by the Library Foundation is
scheduled to be announced. Henricks expressed concern if
funding is temporarily on hold that it not hold up the acceptance
of the grant should it be awarded.
5. Library Director's Report:
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Library Board of Trustees
Minutes of May 27,2004
A. Library Statistical Report Summary - Henricks reviewed the Library
statistics and provided a summary report of the Library statistics as
follows; Library registrations decline in FY04 was due to a purge of
records, audio-visual circulation is up while print circulation is slightly
down. Henricks reviewed the document delivery study conducted by
Adult Services Manager Ann Straley. Henricks reported on the positive
results from the document delivery study with 75% delivery rate within
30 days. Henricks reported that the delivery rates have increased in
comparison to previous years, which were at 46% last year and 36%
the year before.
B. Library Schedule - Henricks reviewed the Library program and event
calendar with the Library Board. Henricks reported that the Checkers
Book Collection has arrived and would remain in the bookcases located
in the Boardroom.
6. Board Correspondence - The Board reviewed the eight comment cards
received and concurred with Staff responses.
7. Communications/Public Input - Avery inquired about the difference in Board
terms and his question on this subject to the Mayor when he first began his
term on the Board in June 2003. The Board agreed to further review this issue
at an upcoming meeting along with the ending of five Board terms in June
2005.
7. "Motion to adjourn. "
Motion:
Second:
Vote:
Avery
Strom
Aye - 7; Nay- 0
The Board adjourned at 6:07 p.m.
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Mary St m, Board Secretary
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