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Minutes Library Bd 6 24 04 Carnegie-Stout Public Library Board of Trustees' Meeting Minutes of Thursday, June 24, 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, June 24, 2004. Public Present Vice President Michael Shubatt; Board Secretary Mary Strom; Trustee Alan Avery; Trustee Jack Felderman; Trustee Sue Lindsay; Trustee Kristen Smith; Director Susan Henricks; and Recorder Denette Kellogg. Board President Tom Tully Geri Schafer, Dubuque Museum of Art Director; Randy Lengeling, Dubuque Museum of Art Board of Directors (both guests arrived at 4:27 p.m. and exited the meeting at 4:47 p.m.) Emily Szeszycki, Telegraph Herald Reporter Present: Excused: Guest: 1. Shubatt called the meeting to order at 4:02 p.m. "Moved to adopt the meeting agenda of June 24, 2004 with the following revisions: change agenda item 3.A. Presentation by Dubuque Museum of Aft to item 4.8., to change agenda item 5. Library Directors Repoft to follow agenda item 2. Approval of the Minutes, move the Presidents repoft to follow the Committee reports and move Nomination of Board officers to under the Relations Committee. " Motion: Second: Vote: Felderman Strom Aye - 6; Nay- 0 2. Approval of Trustees Meeting Minutes of May 27, 2004. "Moved to approve the meeting minutes of May 27, 2004. " Motion: Second: Vote: Lindsay Strom Aye - 6; Nay- 0 3. Library Director's Report: A. Library Statistical Report Summary - Henricks reviewed the Library statistics and provided a summary report of the Library statistics. Of special note was that Library Internet, Reference Questions and Library Board of Trustees Minutes of June 24, 2004 Volunteer Hours are up in comparison to last month, and that Library Circulation Print Materials are down and Audio-visual Materials are up resulting in steady circulation with May 2004 Circulation slightly up. B. Library Schedule/Program Calendar and Marketing Update: . Henricks reported that the Grand Excursion activities are underway with the Library's, "Living By the River" exhibit which begin Monday, June 14, 2004. Henricks reported on positive attendance at the exhibit since the exhibit opening. Henricks reported on the Van Duzee note cards and prints from the original plates that the Library owns that are being sold in conjunction with the event and provided a sample for the Board's review. . Henricks reviewed the upcoming Library calendar with the Board. The Library has partnered with Dubuque Main Street in a fundraising effort for Library Children's programs. A concert to raise programming funds has been organized with well-known artist Tom Chapin to perform. Tickets for the concert are $10.00 and the concert is scheduled for July 3, 2004 at the Grand Opera House. . Henricks reported that Library, through the Friends of the Library, was awarded a Dubuque Racing Association Grant for the project to reward and revitalize the Library's volunteer program. Henricks reported that the project would cover many areas including helping to offset some of the parking costs for volunteers throughout the upcoming year. Henricks reported that Dubuque Racing Association did not receive the Library Foundation Board grant application. 4. Committee Reports: A. Relations Committee (Felderman/Lindsay) - The Relations Committee met on Monday, June 21, 2004 at 4:00 p.m. 1) Art Sub-Committee Report: Library Grand Excursion Exhibit - Living By the River" Update - Felderman reported that the extraordinary exhibit has opened with a good attendance count for the exhibit's first days. Felderman reported that Library volunteers are scheduled to work at the exhibit over the Excursion weekend days of June 25, 26, 27, 28 and 29. Library security has also been increased during the exhibit. 2) Library Hours Recommendation - Felderman reported that the Committee reviewed the Library Director's memorandum to the Relations Committee dated June 11, 2004 in regard to reducing the number of public service hours by five in response to the staff - 2- Library Board of Trustees Minutes of June 24, 2004 shortage. Henricks reported that during the past 20 years, inventory has increased 40%, circulation has increased 30%, library visits have increased 61%, in house use of the library has increased 297% and since public Internet access was introduced it has increased 841%. The Committee reviewed the evaluation of hours of service, the staff shortage and the need for the staff to have adequate time to complete critical non-public service type duties that result in expected standards of library service to patrons. Felderman reported that Library Staff would continue to be scheduled during these closed hours and would use the time for other assigned tasks. The Board reported its disappointment in reducing public service hours, but agreed due to the staff shortage it must be done to provide Library service. Henricks reported that the reduction of hours would not effect the Library's State accreditation that it maintains. Felderman reviewed the recommendation by the Committee, which would not effect weekend hours and not take effect until September 1, 2004. The change would effect the slowest days of the week and would result in the Library opening at 1:00 p.m. on Thursdays versus 9:00 a.m. and closing at 5:00 p.m. on Fridays versus 6:00 p.m. Avery requested, the Board concurred, that the City Council receive this information in the update provided by the Library Board. "Moved to approve reducing Library public service hours by four hours on Thursday and one hour on Friday with Library Public Service Hours to be as follows effective September 1, 2004: Monday - Wednesday, 9:00 a.m. to 9:00 p.m. Thursday, 1:00 p.m. to 9:00 p.m. Friday, 9:00 a.m. to S:OO p.m. Saturday, 9:00 a.m. to S:OO p.m. . Sunday, open 1:00 p.m. to S:OO p.m. the Sunday after Labor Day weekend to the Sunday before Memorial Day weekend. Motion: Second: Vote: Felderman Smith Aye - 6; Nay- 0 3) Friends of the Library Update - Felderman reported that the Friends of the Library Board has rescheduled the annual book sale for October 1 and 2, 2004. 4) Personnel Update: - 3 - Library Board of Trustees Minutes of June 24, 2004 A) Security Report - Felderman reported that a security guard, hired through Per Mar Security, would be working periodically at the Library over the upcoming months to address security concerns. B) Staff Update - Felderman reported that a staff member would be off work as she focuses on health concerns. On-call Library staff will fill in during her time off. 5) Nominations for Board Officers - Felderman reported on the Committee's review of Board Officers for fiscal year 2005. "Moved to approve appointment of the following Library Board officers for fiscal year 200S as follows; Michael Shubatt for Board President, Alan Avery for Board V'ice President and Mary Strom for Board Secretary. " Motion: Second: Vote: Felderman Smith Aye - 6; Nay- 0 Shubatt reported that Committee member appointments would be made at the July Board meeting. B. Informational Presentation from the Dubuque Museum of Art - Avery introduced the Director of the Art Museum Geri Schafer and Art Museum Board Member Randy Lengeling, M.D. The Board welcomed the Art Museum representatives and shared introductions. Schafer reported on a positive relationship between the Museum and the Library. Schafer reported on that the current exhibition, highlighting some of the Library's collection on loan to the Museum, has been extended due to high interest. Schafer reported on meeting several months ago with Library Foundation President Janet Marxen during which they discussed possible funding of a project by the Library Foundation for the Library-owned Curtis Collection photogravures. Schafer reported that all future requests would adhere to the loan agreement and Library Board approval would be sought for any and all work proposed in accordance with the loan agreement. Schafer reported on the Museum being awarded a National Endowment for the Humanities grant, which may offer continued partnership opportunities between the Library and the Museum. Lengeling reported on the history of the long-term relationship with the Library, which included the Dubuque Fine Arts Society's beginning that started in the Library many years ago. Lengeling reported on the loan of rare and unique items to the Art Museum by the Library. Lengeling reported on the Curtis Collection owned by the Library, which - 4- Library Board of Trustees Minutes of June 24, 2004 includes photogravures; and Grant Wood's Appraisal and Victorian Survival owned by the Library. Lengeling reported that some of the works are in need of conservation work. Felderman reported, the Board concurred, that the Board is happy to be part of this partnership and welcomes requests for approval for loaning the artworks and any conservation or repair efforts the Museum would recommend to the Library Board for approval including requests for assistance with funding as outlined in the loan agreement. Felderman reported that the original bill of sale from Grant Wood is also on loan to the museum. Schafer reported that she would be submitting a request for loan of the Library's Grant Wood paintings for consideration at its July 2004 Board meeting. The Board reported that it is looking forward to working together with the Art Museum on current and future projects and thanked the Museum for all of their efforts in the longstanding partnership with the Library. C. Operations Committee (Shubatt/Strom) - Strom reported that the Committee met June 16, 2004 at Noon. Strom reported that the Landscaping Project is completed and invited the Board to view the project. Henricks reported that Library Maintenance Staff would be trained on how to care for the new landscaping. 1) Financial Reports Fiscal Year 2004 - Strom reported that currently the Library has expended 95% of budget, which is on target for the fiscal year. The Conference budget line is included in the budget but cannot be expended due to FY04 budget cuts. Strom reported on receipt of the 28E agreement funds for library services to other cities, (such as Epworth, Peosta, Sageville, New Vienna, Luxemburg) which came in higher than budgeted at $17,779.12. Strom reported that year to date revenue indicated that book fines are up, non-resident funds are down, Enrich Iowa funding is up and funding for State programs of Open Access and Open Access Plus is down. Strom reported that the Friends have funded $7,000 more in projects this fiscal year and expressed a special thank you 1:0 the Friends of the Library for their hard work and efforts this past year. 2) Facility Report: Building CIP Architect Proposal - Strom reported on the Committee's recommendation to approve Ulstad Architects proposal for professional services exterior restoration projects for the Library. Strom reported on the need for an architect to oversee the detailed work that will be completed on the building exterior that includes historic preservation guidelines. Henricks reported that the projects are to provide general upkeep to the building and include - 5 - Library Board of Trustees Minutes of June 24, 2004 tuck pointing, sealing windows, cleaning the building, repair of the historic steps and restoration of old light fixtures. "Moved to accept the proposal dated June 8, 2004 from Ulstad Architects for professional services for the Library for the fee not to exceed $9,750.00 related to the building exterior CIP projects. " Motion: Second: Vote: Strom Felderman Aye - 6; Nay- 0 D. Planning Committee (Avery/Smith) - Avery reported that the Committee met on June 15, 2004. 1) Department Review - Avery provided an informational update in regard to the Library department review process has begun and a Review Committee has been established to conduct the review process. Avery reported that the Committee consists of the Library Director, Library Activity Managers, Assistant City Manager Cindy Steinhauser, Administrative Services Manager Dawn Lang and City Planning Services Manager Laura Carstens. Henricks reported that the review is based mostly on cost analysis of each Library activity including the feasibility of outsourcing. Strom asked that consideration of the Library having an automobile would assist the Library in accomplishing needed tasks and could provide an opportunity for additional services such as an offsite book drop. 2) Questions for Community Survey (Draft) - Avery reported on the need for the Board's suggested revisions and input on the survey that was provided to the Board members. Felderman reported that the survey is being done in response to the need for feedback on the building renovation that has been the Board's focus the past five years. Henricks reported that the direction of the Board was followed in developing the survey. Lindsay reported that there has been a shift from the initial plan to also look at offsite services such as a book drop or branch and gave the example of the Dubuque Community Schools presentation to the Library Board over one year ago in regard to the Library opening a branch library in the new middle school. Smith reported that the Library Board needs to be responsible to Dubuque citizens in that options must be kept open and get feedback on options so that we are fulfilling the public needs. Smith reported that the opportunity to do the survey is an - 6- Library Board of Trustees Minutes of June 24, 2004 opportunity to get all of the feedback and information that is needed. Felderman reported his desire that the focus needs to remain on the renovation project, as the project has been the focus and use of funds in preparation of the project. Felderman reported that there is no doubt that a west end branch is needed. Avery reported the need to review and identify the goal of the survey. Shubatt reported that getting information in addition to the renovation would assist in presenting all of this public survey to the City Council. Shubatt agreed that the Library Board should base its decision on feedback from the public on what the people want and need. The Board agreed to review the survey to include a balance of questions in regard to survey goals to include appropriate questions in regard to the building renovation and off site services, and to reduce the heavy wording in the survey. The Board agreed that the definitions of funding options would need to be provided. Strom asked that the questions be directed to an average citizen. Felderman reported that there are too many questions about the same issue and suggested that questions numbered 1, 2, 7 and 12 could provide the feedback desired and that the survey should be kept at eight questions or less. Shubatt charged the Board Members to review the draft document and get all feedback returned to the Planning Committee by July 9, 2004. Shubatt requested that the survey consultant, Dr. Len Decker of Loras College, attend the July 2004 Planning Committee to review the survey and develop the questions with the feedback as provided. 3) Circulation Policy Review and Fines & Fees Policy Review - Avery reported on the Committee review of the policies with the main change being raising the number of DVDs to be checked out to five, and other revisions to add clarification and format changes. Strom requested that picture identification be required versus proper identification and that the policies be reworded to include this as a preference for identification. Henricks reported that this type of identification is preferred, but that many patrons, including children, do not have picture identification. "Moved to adopt the Circulation Policy and Fines & Fees Policy as revised. " Motion: Second: Vote: Avery Smith Aye - 5; Nay - 1 (Strom) - 7 - Library Board of Trustees Minutes of June 24, 2004 4) Library Foundation Report - Avery reported on a positive and productive meeting with representatives from the Library Board and Foundation Board. Library Board members Kerry Azbell, Ed Everts and Library Board Members Alan Avery, Jack Felderman and Michael Shubatt met to discuss and plan for the future partnership between the Boards. Avery reported that Board President Janet Marxen's term ends in September 2004 and that the Library Board could provide assistance in recruiting suggestions for new Foundation board members. Avery distributed a letter from the Library Foundation to the Library Board. The letter states that when a solid base of support from the community for the renovation is established the Foundation would assist in working toward this goal in fund-raising and would also consider assisting in the funding of the project. The Foundation reiterated that it would not assist with additional staffing, as this is the responsibility of the City of Dubuque as operational funding. The letter also outlined the perspective on the Foundation's mission and its goal to work together with the Library Board and its goal to listen to all funding requests for library funding. The Foundation Board members expressed desire to work with the Library Board in moving together into building positive future for the Library. Shubatt reported that appointment of Library Board members on the Foundation Board would be reviewed in coming months. The Board requested a letter of response be sent to the Foundation Board expressing the Library Board's desire to effectively work together in future. 5. Board President's Report - Shubatt reported that the Durrant Renovation Study Review would be given by Tully at an upcoming meeting. Felderman provided some background on why the study review was provided. The Board majority agreed that the Board has committed this project to the architect interviewed and selected by the Board. "Moved to table the Board Presidents Repoft agenda item Durrant Renovation Study Review. " Motion: Second: Vote: Felderman Avery Aye - 6; Nay- 0 Lindsay exited the meeting at 5:53 p.m. - 8- Library Board of Trustees Minutes of June 24, 2004 6. Board Correspondence: Comment Cards - Shubatt reported on the Board's review of the comment cards received and concurred with the staff response. 7. "Motion to adjourn. " Motion: Second: Vote: Felderman Avery Aye - 5; Nay - 0 The Board adjourned at 5:57 p.m. 'fr) -¡b, Mary Strom, - 9-