Minutes Library Board 7 22 04
DRAFT
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, July 22, 2004
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., July 22, 2004.
Excused:
Board President Michael Shubatt; Board Vice President Alan Avery;
Board Secretary Mary Strom; Trustee Jack Felderman; Trustee
Sue Lindsay; Trustee Kristen Smith; Library Director Susan
Henricks; and Recorder Denette Kellogg.
Board Member Tom Tully
Present:
1. President Shubatt called the meeting to order at 4:04 p.m.
"Moved to adopt the meeting agenda of Thursday, July 22, 2004. "
Motion:
Second:
Vote:
Felderman
Strom
Aye -6; Nay - 0
2. Approval of the Board Meeting Minutes June 24, 2004:
"Moved to adopt the Board meeting minutes of June 24, 2004. "
Motion:
Second:
Vote:
Strom
Felderman
Aye - 6; Nay- 0
Ave!}' entered the meeting at 4:04 p.m.
3. Board President's Report: Felderman asked that preparation begin for Board
member openings.
A. Welcome Board Officers(Thank You to Outgoing Board Officers - The
Board welcomed newly elected Board Officers President Michael
Shubatt, Vice President Alan Avery and Board Secretary Mary Strom.
Shubatt thanked the outgoing Board officers and the Board members for
all of their hard work and efforts this past year on the Library Board.
B. Review Committee Meeting Assignments - Shubatt reported on the
following Board Committee assignments: Relations Committee - Jack
Felderman, Chair and Sue Lindsay; Operations Committee - Mary Strom
Chair and Tom Tully; and Planning Committee Alan Avery, Chair and
Library Board of Trustees
Minutes of July 22, 2004
Kristen Smith. Shubatt reported the appointment of Smith and Lindsay
to the Foundation Board to represent the Library Board. Shubatt
reported that the Board Technology Sub-Committee members would
remain the same with the following members: Chris Kohlmann, City IT
Manager, Kevin Lynch, former Board member, Susan Henricks, Library
Director, and Library Technical Services Manager Deb Fliegel. Shubatt
charged the Relations Committee with review of the Art Sub-Committee
members and recommendation for appointments.
C. Committee Schedules - Shubatt charged the Committees to continue
monthly meetings to conduct library business as needed.
D. Schedule Board Review of Trustee Bylaws and Trustee Policy - Shubatt
reported he would begin the review of the Trustee Bylaws and Trustee
Policy with the Library Director and then bring the suggested revisions
to the Planning Committee for review. The Board will then provide final
review of the documents.
E. Update to City Council and Letter to Library Foundation - The Board
reviewed the June 2004 update provided to the City Council.
Shubatt distributed a draft letter for review by the Library Board
addressed to the Library Foundation in response to the June 24, 2004
letter received by the Library Board. Shubatt reviewed the letter which
thanks the Library Foundation for its hard work and efforts and
expresses encouragement on behalf of the Library Board to work
together in the future to achieve mutual goals on behalf of the Library.
The Board approved the letter.
The Board reviewed names of possible candidates for consideration by
the Foundation Board to serve on the Foundation Board. Shubatt
requested that the Relations Committee review this need at its next
meeting.
4. Committee Reports:
A. Relations Committee - (Felderman/Lindsay):
1) Marketing & Public Relations Update - Lindsay reported on news of
the Library published in the Telegraph Herald during the period of
January through June 2004. Lindsay suggested that information
about the positive attendance at the recent art exhibit and other
Library statistics be provided to the media.
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Library Board of Trustees
Minutes of July 22, 2004
2) Annual Christmas Tree Lighting Ceremony Schedule - The
Committee reviewed the schedule of holiday events and
recommended that the Library's Christmas Tree Lighting Ceremony
be held on Sunday, December 5, 2004.
"Moved to approve the date of Sunday, December 5,
2004 for the Libra!}'s Annual Christmas Tree Lighting
Ceremony. "
Motion:
Second:
Vote:
Felderman
Lindsay
Aye - 6; Nay- 0
3) Library Art Exhibit, "Living by the River" - Lindsay reported on the
very good attendance to the exhibit that runs through July 23, 2004.
Lindsay requested that other venues for sale of the Library's
specialty items available be considered. The Relations Committee
will investigate this further in its upcoming meetings.
4) Personnel Update:
A)
Core Competencies - Lindsay reported on the Committee's
review of what is a core competency. Henricks reported that
development of a list of core competencies is currently taking
place for Library staff that will become part of the orientation
procedures. Henricks explained that a core competency is
something that all employees of the Library should know
regardless of position and number of hours worked.
Examples include answers to questions such as "who is on the
library board?" "how many people work at the library?"
"where does the library get money for operation?"
B)
Staff Update - Henricks reported that the open part-time
position of Library Assistant in the Circulation Activity has
been filled with on-call Library Assistant Karen Kritz. The
position was previously filled by Genesis Gaule who recently
moved to California. Henricks reported that the Library strives
to hire staff with diverse backgrounds.
C)
Coffee Cart Feasibility - Lindsay reported on the review the
feasibility report provided by Henricks. Henricks reported
attending the Business P.M. and meeting with a vendor who
markets coffee through self-service in air pots. Henricks
reported that a three-compartment sink is needed for service
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Library Board of Trustees
Minutes of July 22, 2004
other than air pots. The Board charged the Relations
Committee to investigate this item further for Library
feasibility.
D) Dubuque Museum of Art Request - The Committee reported
on review of a request from the Dubuque Museum of Art for
permission to loan the Library's owned artworks by Grant
Wood, "Appraisal" and "Victorian Survival" to the Cedar
Rapids Museum of Art. Lindsay reported that the loan period
would be August 15, 2005 through December 23, 2005 and
on the Committee's positive recommendation for the loan.
"Moved to approve the loan of the Libra!}'
owned artworks by Grant Wood, "Appraisal" and
"Victorian Survival" for the loan period of August 15,
2005 through December 23, 2005 to the Cedar Rapids
Museum of Art under the conditions as stipulated in the
loan agreement established with the Libra!}' and the
Dubuque Museum of Art. "
Motion:
Second:
Vote:
Felderman
Strom
Aye - 6; Nay- 0
B. Operations Committee - (Strom) - Reported that Architect Steve
Ulstad would begin work on the FYOS CIP projects in the next few
weeks. Strom reported that contact with the landscaping project
vendor continues until the project is completed.
1) Review of Financial Reports FY04 - Strom reported that projections
indicate that the Library will come in under budget for the fiscal
year at 99% of the budget. Strom reported that Book Fines and
Collections, Copy Service Fees, County Payment, refunds and
Meeting Room Fees have increased over FY03. The Board
commended Henricks for management of the Library budget.
Strom reported on receipt of $200 in special deaccessioned book
sales realized in July 2004. Strom reported that Ed Vandermillen,
Art Sub-Committee member and past Board member has been very
active in working with the deaccessioned books.
2) State Library of Iowa: Standards of Accreditation - Strom reported
on the memo from Henricks that reviewed changes in the State of
Iowa standards of accreditation. Strom reported on the standard
for collection evaluation and noted that closing four hours on
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Library Board of Trustees
Mmutes of July 22,2004
Thursday would provide time for weeding of the collection and
collection development. Should the Library be graded now, its
grade would be "C", due to lack of staff. Standards indicate that
complete weeding of the collection is completed every three years.
The Committee noted the need for information sheets to help
people use the card catalog. The Board concurred on the need for
the Library to continue to strive for the highest accreditation
standard.
3) State Library of Iowa Libraries Online (SILO) - Strom reported on
the July 9, 2004 correspondence from Henricks in regard to the
SILO lending activity for the past three year. The report
summarized reasons why items were not found for other libraries
who have requested items through the ILL program. Henricks
reported that the summary is a critical collection management tool
and would also be used to help better management of the loan
program in which the Library is reimbursed for each transaction.
C. Planning Committee - (Avery/Smith):
1) Community Survey Options and Recommendation - Avery reported
on the Committee's meeting with the survey consultant and on the
revisions made per input from the Library Board.
"Moved to approve the revised Libra!}' Community
Telephone Survey instrument as reviewed. "
Motion:
Second:
Vote:
Ave!}'
Smith
Aye - 5; Nay - 0;
Abstain -1 (Felderman)
5. Library Director's Report:
A. Library Statistical Report Summary - Henricks reported that the year
ended with a 1% increase in circulation due to 28E patrons mostly in
the Adult Audio-Visual collection and unique hits to the Library's web
site continue to increase.
B. Library Schedule - Henricks distributed the Library calendar for August
2004. Henricks reported that is scheduled to attending a training
session by the American Library Association called Staffing for Results
the week of July 26, 2004. The training cost will be covered through a
grant from the American Library Association.
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Library Board of Trustees
Minutes of July 22, 2004
6. Board Correspondence - The Board reviewed five comment cards and
concurred with Library Staff responses.
7. Communications/Public Input - Strom provided a Telegraph Herald newspaper
article dated Sunday, July 18, 2004 in regard to board members being aware
of board diversity in recruiting members.
8. "Motion to adjourn,"
Motion:
Second:
Vote:
Felderman
Ave!}'
Aye - 6; Nay- 0
The Board adjourned at 5:00 p.m.
Mary Strom, Board Secretary
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