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-