Minutes Library Bd 1 27 05
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ORIGINAL
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, January 27, 2005
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, January 27, 2005.
Excused:
Board Vice President Alan Avery; Trustee Jack Felderman; Trustee
Sue Lindsay; Trustee Kristen Smith; Library Director Susan
Henricks; and Recorder Denette Kellogg.
Board President Michael Shubatt; Board Member Tom Tully; Board
Member Strom
Present:
1. Board Vice-President Avery called the meeting to order at 4:05 p.m.
''Moved to adopt the meeting agenda of Thursday, January 27, 2005. "
Motion:
Second:
Vote:
Felderman
Smith
Aye -4; Nay - 0
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2. Approval of the Board Meeting Minutes December 16, 2004:
''Moved to adopt the Board meeting minutes of December 16, 2004. "
Motion:
Second:
Vote:
Lindsay
Felderman
Aye - 4; Nay - 0
3. Board President's Report:
A. Library Board Update to City Council - Avery reviewed the meeting
summary report from December 2004 provided to the City Council after
each Library Board meeting.
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B. Report on Board Work Sessions January 3 and 24, 2005 - Henricks
provided a summary of work session held by the Library Board on
January 3 and 24, 2005. The community survey indicated 69 percent of
the respondents supported the renovation of the library and 53 percent
support some type of library service on the west side of town. Based
on the results of the survey, the Board agreed to move forward with the
renovation and provide cost-effective library service to the western part
of the city short of a branch library. It was further agreed that a
storefront facility can meet many of the needs for west side service as it
Library Board of Trustees
Minutes of January 27, 2005
can provide a drop off and pick up point and require very little space.
The Board believes the library is a good neighbor and can be an
attraction for a business or organization that is willing to donate a small
amount of space for this purpose. The west side of town was further
defined as being between J.F.K. Road and the N.W. Arterial. The time
schedule for the storefront or book drop is yet to be determined. The
board will review existing conceptual plans for the building renovation to
determine if the long-term needs of the facility can be met, or if the
plans require review. The plans were drawn with the goal of providing
maximum use of space. This plan however requires the addition of
several staff members. When the plans have been reviewed and
evaluated, the Library Board will plan to meet with the City Council to
discuss next steps.
4. Committee Reports:
A. Relations Committee:
1) Personnel Update:
a) Felderman provided an update on the current status of
position openings at the Library due to retirement and
resignations due to career advancement. Library Aide
Sharon Dahl is retiring, Circulation Supervisor Carin
Schliecher has accepted a position in her hometown in
South Dakota, Information Technology Specialist Jim
Anderson has accepted a position at Loras College. The
search to fill these positions has begun.
b) Felderman reported that Henricks held a Staff Meeting to
provide an action plan for workplace negativity.
2) Staff Development Day Activities - Felderman reported that the
Committee reviewed possible staff development day activities and
agreed for staff to participate in a poverty simulation workshop for
August 2005 as part of the day's activities.
3) Marketing/Public relations Update:
a) Library News Appearing in the Dubuque Telegraph Herald
(TH) - Felderman reviewed the list of Library news that
has appeared TH since July 1, 2004.
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Minutes of January 27, 2005
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b) Volunteer Campaign - Henricks reported that January
would wrap up a major marketing campaign to recruit
volunteers for the library. The ad campaign was made
possible by a Dubuque Racing Association (DRA) grant to
the Friends of the Library and began on New Year's Eve
with a full-page advertisement. The campaign has been
successful and eight new volunteers have applied. One
volunteer will begin working in Administration to assist in
completing the Art Audit, another one will begin as an
assistant to our Volunteer Coordinator and will set up the
software and input information into the database to
manage the program. The software will help us to match
volunteers and their skills with jobs available. Three
other volunteers attended an all-day workshop held at the
library on the repair of audio-visual materials and books.
B. Operations Committee:
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1) Financial Reports Fiscal Year 2005 - Henricks reported that
expenditures are in line with the budget with fifty percent of
the year has lapsed, with fifty-one percent of the budget
expended.
2) Budget FY-06 Update - Henricks reported on the Library's FY-
06 proposed budget and recommended improvement packages.
Henricks reported that the capital improvement projects (CIP)
project funds would remain in the budget for additional library
parking. Felderman reported that he would continue to
investigate potential land for additional parking. The Board
members serving on the Foundation Board are scheduled to
request that the Foundation Board consider funding toward
additional parking.
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3) Facility Update - Henricks reported that the first of two
structural studies was completed. The first study evaluated the
structure and compared the findings to a 2001 study. Overall
the facility appears to be in very good condition, however the
engineer is concerned about the level of hidden damage caused
by excessive vibration in the building that is fairly constant.
Much of the original molding was attached to ceilings and not
anchored. Vibration causes this to loosen without signs of
stress. This last happened in the Director's office around 5-6
years ago. The engineer evaluated damage in Technical
Services where part of the ceiling collapsed onto the false
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Minutes of January 27, 2005
ceiling last spring. This area still has a large (roughly 2' by 3')
area of plaster ceiling which is in a state of partial collapse.
Plywood will be placed over the inside of the suspended ceiling
to prevent plaster from falling through into workspace before it
can be repaired. The next study will be an actual vibration
study performed by a geotechnical engineer to assess the level
of vibration and the feasibility of mitigating the vibrations.
"Motion to approve the request to the City to prohibit
heavy truck traffic should the results of the building study
show the need. "
Motion:
Second:
Vote:
Felderman
Smith
Aye - 4; Nay- 0
B. Planning Committee:
1) Library Volunteer Policy - Henricks reported the policy is newly
developed as the recruitment of volunteers continues to rise.
''Motion to adopt the Volunteer Policy as reviewed. "
Motion:
Second:
Vote:
Smith
Lindsay
Aye-4; Nay-O
2) Foundation Update - Smith reported that the Foundation Board
is scheduled to meet following the Board meeting at 5:30 p.m.
on January 27, 2005 and reviewed the agenda for the meeting.
5. Library Director's Report:
A. Library Statistical Report Summary - Henricks reported that Library
circulation is up twelve percent year to date, however the gate count is
down three percent year to date. The lower gate count represents
fewer visits to the library most likely due to being closed on Thursday
morning. A test sample will be conducted of the gate count to confirm
its accuracy. Unique visits to the Library are up over last year to
Library's web site along with the use of Telecirc, the Library's automated
renewal system.
Henricks reviewed correspondence from Unique Management Services,
the Library's collection agency, which provided an updated on the
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Library Board of Trustees
Minutes of January 27, 2005
services the Library receives from the agency. The Library has received
$3.70 for every $1.00 invested since using the agency five years ago
with over $90,000 in fines and materials returned.
B. Library Schedule / Program Calendar & Marketing Update - Henricks
provided a summary report of the upcoming programs and events at the
Library.
6. Board Correspondence - Comment Cards. Avery reviewed the eight comment
cards received and the Library Board concurred with Staff responses.
7. Communications/Public Input - The Board reviewed the upcoming Library
Board and Committee meeting schedules.
8. ''Motion to adjourn. "
Motion:
Second:
Vote:
Felderman
Lindsay
Aye - 4; Nay- 0
The Board adjourned at 4:47 p.m.
Mary Strom, Board Secretary
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