Minutes Library Bd 12 16 04
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ORIGINAL
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, December 16, 2004
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:15 p.m., Thursday, December 16, 2004.
Present:
Board President Michael Shubatt; Board Vice President Alan Avery;
Board Secretary Mary Strom; Trustee Kristen Smith; Trustee Tom
Tully (by conference phone); Director Susan Henricks; and Recorder
Denette Kellogg.
Board Member Alan Avery
Excused:
1. President Shubatt called the meeting to order at 4:17 p.m.
''Moved to adopt the meeting agenda of Thursday with the addition
of a report from Strom in regard to the State Library information session on
library funding and an update from President Shubatt in reference to
Library Board terms and correspondence received from the City Manager in
regard to the Residency Policy. "
Motion:
Second:
Vote:
Felderman
Strom
Aye -5; Nay - 0
2. Approval of the Board Meeting Minutes November 18, 2004:
''Moved to adopt the Board meeting minutes of November 18, 2004."
Motion:
Second:
Vote:
Strom
Lindsay
Aye-5; Nay-O
3. Board President's Report:
A. Library Board Update to City Council - Shubatt reported that an update
to the City Council is provided to the City Council on a monthly basis.
Shubatt reported that positive feedback to the updates have been
received from the City Council.
B. Library Board Holiday Reception Reflection - Shubatt reported that the
reception was attended by Board Members, Library Staff and Library
Volunteers which provided an opportunity for the attendees to meet
Library Board of Trustees
Minutes of December 16, 2004
each other. The Board and Library Director thanked Kellogg for
planning the event.
C. City Manager Correspondence - Shubatt read and reported on a letter
received from the City Manager in regard to the recent approval by the
Library Board of a revised Library Residency Policy that requests the
Library Board reconsider its revisions. Shubatt reported on his
conversation with the City Attorney in reference to Library employees
not being civil service employees. The Board reported on the
specialized job requirements of the Library job descriptions and the
challenge to hire qualified applicants who live in the City. Strom
reported on the need for the Library Board to investigate the City's
policy and why it contains the language it does. A copy of the City
Policy in regard to residency was provided. Shubatt reported that any
Library Trustee might bring the agenda item back to the Board for
review.
Trustee Tully joined the meeting at 4:25 p.m. via conference phone.
D. Library Board Terms - Shubatt reported on meeting with Barry Lindahl,
City Corporation Counsel, in regard to the 1995 Attorney General's
opinion in regard to Library Trustee Board terms. The change in Board
terms resulted in five of the seven board member terms expiring at the
same time during the critical time of library renovation and long range
planning. Lindahl reported that 1995 attorney general opinion is only
an opinion and not an action of law. Lindahl reported that he would
provide the same opinion to the City Council should the issue come up
again. Shubatt reported that he would not recommend an appeal on
this issue. The Board asked that Shubatt meet with Lindahl in regard to
create staggered terms for the five of seven board members whose
terms expire in June of 2005 with a follow-up meeting with the Mayor in
regard to the possibility of staggering the terms. Shubatt asked for
those up for re-appointment to consider staggering their terms by
agreeing to serve an additional one and two years to help create
staggered terms. Felderman, Smith, Strom expressed interest on
extending their terms to help stagger the terms.
4. Committee Reports:
A. Relations Committee (Felderman/Lindsay):
1) Personnel Update -
a) Staff Update - Henricks reported that the hiring process
has begun for a job opening for Information Technology
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Library Board of Trustees
Minutes of December 16, 2004
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Specialist Jim Anderson who has resigned and accepted a
position at Loras College. Henricks reported on the
approval by the City Manager to hire a temporary full-time
person with benefits to temporarily fill a position of a staff
person who has been on medical leave for five months.
Ana Bissell has been hired for the temporary Library Aide
GE-30 position.
b) Frequently Asked Questions - Felderman reviewed the 55
frequently asked questions list provided to staff with
answers as part of personnel requirements for core
competencies.
2) Library Items for Sale - Reported that the Committee is
reviewing options for consignment of the various specialty
items the library currently sales with hopes of a library
volunteer to assist with this project.
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3) Library Parking Project - Felderman reported on a property
available near the Library that could be used for additional
Library parking. Felderman suggested that the idea be
discussed as a joint project with the Library Foundation for
consideration.
''Moved to approach the Library Foundation to request
consideration of funding a Library Parking Project. "
Motion:
Second:
Vote:
Felderman
Tully
Aye - 6; Nay- 0
Shubatt reported that he would work with Smith to prepare the
request for consideration to the Library Foundation.
B. Operations Committee - (StromjTully):
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1) Financial Reports Fiscal Year 2005 - Strom reported that 44%
of the year has lapsed with 44% of the budget expended with
supplies and services at 65% due to prepaid contracts for
annual maintenance contracts. Strom also reported an increase
in utilities causing the Property Maintenance line to be up and
Internet access fees are up resulting in the Telephone expense
line to be up. Henricks reported on the upcoming review of
selecting a new Internet provider.
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Library Board of Trustees
Minutes of December 16, 2004
2) BUdget FY-06 Update - Henricks reported that the Library's
budget requests have been submitted with the Library's budget
hearing to the City Council scheduled for February 28, 2005.
B. Planning Committee (Smith/Avery):
1) Community Survey Presentation to City Council- Henricks
reported that she would be providing a summary of the results
from the community survey to the City Council on Monday,
December 20, 2004. Shubatt reported that the Library Board
would hold a work session to review the results of the survey at
4:00 p.m., Thursday, January 3, 2005.
2) Circulation Policy & Fines and Fees Policy Review - Smith
reported on the minor changes to the policies in reference to
changing interlibrary loan (ILL) privileges to 90 days in the
Circulation Policy and to delete the number of days in reference
to the collection fee in the Fines and Fees Policy.
''Moved to adopt the revisions to the Library Circulation
Policy and the Rnes and Fees Policy as reviewed. "
Motion:
Second:
Vote:
Smith
Strom
Aye - 6; Nay- 0
3) Foundation Update - Smith reported that the Foundation Board
is scheduled to meet in January and conduct an election of
officers. Smith reported that Foundation Board member Donna
Bauerly has been facilitating a minimal fund drive. The Board
and Director have been asked to proVide a list of nominations
to join the Foundation Board. The Board referred the list of
suggested members to the Relations Committee.
5. Library Director's Report:
A. Library Statistical Report Summary - Henricks reported that Circulation
is up nine percent over last year with the gate count down three
percent. Circulation remains high, which provides evidence that patrons
are adjusting their scheduled to the new library hours. Those who used
to visit the Library on Thursday mornings for other purposes: attend
meetings or programs, to read a magazine or newspaper or use a
computers, are unable to visit now is likely the reason for the gate count
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Library Board of Trustees
Minutes of December 16,2004
decrease. Henricks reported on a donation from the Dubuque
Optimists to purchase Leap Pad products and the donation from the
Dubuque Women's Club to purchase library books. The Board thanked
both groups for their generous donations.
B. Library Schedule / Program Calendar & Marketing Update - Henricks
reported Volunteer Recruitment Project funded by the Dubuque Racing
Association (DRA) to the Friends of the Library being implemented. In
addition to a major print advertising, a combination application and
brochure are also being created to support the campaign.
6. Board Correspondence - The Board reviewed nine comment cards and
concurred with Staff responses.
7. Library Funding Information Session - Strom reported on attending a State
Library information session on library funding held over the Iowa
Communications Network (ICN). Strom reported that the session was very
informative and provided information on library levies. Shubatt requested that
this issue be discussed at the planning meeting on January 3,2005. Henricks
reported that she has also ordered a tape of the information session that can
be checked out.
8. ''Motion to adjourn. "
Motion:
Second:
Vote:
Tully
Felderman
Aye - 6; Nay- 0
The Board adjourned at 5:14 p.m.
M~~';{d ~
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