Minutes_Library Board of Trustees 2 24 11ORIGINAL
Carnegie -Stout Public Library
Board of Trustees'
Meeting Minutes of February 24, 2011
The Board of Trustees of the Carnegie -Stout Public Library (C -SPL) met In the
Board Room at 4:00 p.m. on Thursday, February 24, 2011.
Present: President Diann Guns, Vice President Paula Connors; Trustee
David Hammer; Trustee Elizabeth Leeper (arrived at 4:05 p.m.);
Trustee Fred Miller; Secretary Kristen Smith; Trustee Michael
Willis; Library Director Susan Henricks; and Recorder Denette
Kellogg
Public Present: Matt Rowe, Engineered Controls, Inc., 9321 G. Court, Omaha,
Nebraska 68127
1. President Diann Guns called the meeting to order at 4:03 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, February 24,
2011 with moving the agenda Item Report on Library HVAC to the third
Item on the agenda."
Motion: Hammer
Second: Willis
Vote: Aye -6; Nay -0
2. Approval of Library Board of Trustees' Minutes of Thursday, January 27,
2011.
"Moved to approve the Board minutes of Thursday, January 27,
2011."
Motion: Connors
Second: Smith
Vote: Aye - 6; Nay - 0
3. Report on Library HVAC — Henricks reported on the ongoing problems and
review of the HVAC system installed as part of the renovation project. The
Library Is working with the main contractor, Geisler Brothers. The Board
invited the contractors to the Board meeting to discuss and resolve main
issues so that closing out of the project can move forward, however; Geisier
Brothers could not make the meeting. The Board welcomed a sub - contractor
of Geisier's, Matt Rowe who is a System Technician with Engineered Controls.
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Guns reported that the Operations Committee has been the main liaison in
regard to the renovation project and has been meeting to discuss the
renovation project.
Rowe reported that his company's responsibilities with the HVAC system have
been limited to the installation of the software and hardware controls for the
different units in the building. This includes a web interface where the
controls can be monitored. It does not involve the hardware mechanicals
themselves.
Guns asked for a summary of how the controls of the new HVAC system
differ from the previous system. Rowe reported he did not observe the
previous system but provided a summary of how the new system operates.
Board member Leeper entered the meeting.
Guns reported that one of the Board's highest priorities, affecting patrons and
staff directly, is to get the HVAC up and running efficiently and the project
completed. Guns asked if Rowe could give an update on where the system is
at versus where it should be.
Rowe reported that when he came on the project he found some major
issues, some of which were design related, and changes were made at that
time. There are still open issues to be addressed. Hammer asked if he is
satisfied with the HVAC. Rowe replied that it is close to completion, but at
the end of the day we still have issues. Rowe reported on the extensive list
of items being reported from the software that need to be addressed that
may not relate to the controls.
Henricks reported that we are dealing with three contractors and that one
contractor may need to have the other contractor do something before that
contractor or the third contractor can do what they need to do to get the
system up and running. The Board reviewed the Library Maintenance
procedures in regard to the project. Henricks reported on the City Engineer's
recommendation to gather information and submit It. Henricks reported that
we are beginning to contact individual contractors in regard to specific
problems. There needs to be one main contractor overseeing the contract's
completion.
Rowe invited that calls in regard to the controls be directed to him. Rowe
reported that problems experienced with the project are not normal and that
if the problems are directed to him, he can get the problem resolved if it is
controls related.
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The Board discussed the software file log archives and its size limitations and
how crucial this information is for tracking the operations.
Rowe exited the meeting at 4:34 p.m.
The Board discussed the warranty period of the system and the need for the
project to be commissioned by KJWW before moving forward into the
warranty period that follows. Henricks reported that KJWW will commission
the project once the work is done which includes that extensive problem list
being shared among the contractors.
"Moved that the Board President appoint Board members to take
over the responsibility of meeting with the main contractor of the HVAC
project, Geisler Brothers Company, to help move the project through this
phase of the project to completion and into the warranty phase; and,
other related issues with the HVAC."
Motion: Hammer
Second: Connors
Vote: Aye - 7; Nay - 0
3. Board President's Report:
Guns reported on the summary report of the Board to the City Council
from the Thursday, January 27, 2011 Board meeting.
"Moved to receive and file the Communication with the
Dubuque City Council from Thursday, January 27, 2011."
Motion: Connors
Second: Willis
Vote: Aye - 7; Nay - 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update - Henricks provided a
written summary of the following items to the Library Board with the
following additional comments: Henricks reported on the Dubuque
Racing Assodation Grants to be submitted by the Library Foundation,
which is a request for a lending library which looks like, and is used
like, a vending machine. The other request by the Friends of the
Library is to bring a best - selling author to Dubuque.
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Henricks also provided a summary of the budget presentation and
annual report to be given to the City Council at the Library's budget
hearing at 6:30 p.m. on Tuesday, March 1, 2011, at the Historic
Federal Building. The Board concurred with the report to be presented
to the City Council.
1) Library Financial Report — Henricks reported that the month
of February marked fifty -eight percent of the fiscal year
lapsed with sixty percent of the budget expended. Revenue
was at thirty -five percent of projection. Henricks reported
that revenue will likely fall short by approximately $10,000
this fiscal year, due to a shortage in funds from the State of
Iowa. Utilities are coming In higher than expected for the
year, even with taking the higher usage months into
consideration.
2) Library Use Statistics — Henricks reported that library
circulation has increased five percent over the same time
last year, with Library visits up three percent. Directional
questions have increased dramatically at one - hundred eight
percent. This increase is a result of the introduction of the
information kiosks. Internet use was down both in numbers
of hours spent at the desk top computers as well as the
checkout of lap top computers. Henricks reported that
downloadable materials and content continues to gain
popularity with an increase of one- hundred six percent over
the same time last year.
3) Library Construction Update — Henricks provided a summary
report of the ongoing issues being reviewed by the
Operations Committee that includes an outside firm being
hired to review the cause of the mezzanine paint failure,
review of the lifting varnish from the new wainscoting in the
several areas of the Library, and meeting with the main
contractor of the construction project, Tricon, to review
quality- related issues.
4) Art Subcommittee Meeting Update — Henricks provided a
summary update of the Library's Art Sub- Committee
meeting.
5) Consultant Visit Rescheduled — Henricks reported that the
consultant scheduled to review the workflow in the Technical
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Services Activity in February has been rescheduled for late
March 2011.
B. Library Comment Cards - The Library Board reviewed the three
comment cards received.
"Moved to receive and file the informational update from the
Library Director on the Ubrary Financial Report, Library Use
Statistics, Construction Update, Art Subcommittee Update,
Consultant Update and Library Comment Cards."
Motion: Connors
Second: Miller
Vote: Aye — 7; Nay — 0
5. Items for Action /Discussion —
A. Renovation Construction Update: Library Signage — The Board
reviewed the City's Historic Preservation Commission (HPC) Minutes
from February 17, 2011 in regard to the Library's new exterior signs
installed and designed by Lange Signs. Lange Signs Installed the signs
without submission for approval from the HPC and since reviewing the
new signage, the HPC is recommending removal of the columns,
setting the signs on a twelve inch concrete or limestone base and
painting the remainder of the signs a different color. The Board
discussed the responsibility of the vendor to have followed City
guidelines. Along with getting approval of the current signs from the
City Council, other options are to make the changes suggested or
make some of the changes and ask for approval by the City Council.
The Board agreed that the sign would not be easily seen if It is only
twelve inches off the ground and this is one of the key purposes of
having the signs on columns for a passerby to see.
"Moved that after review of the recommendations by the
City Historic Preservation Commission to keep the signage as it is
and request permission from the City Council to keep the signs as
installed."
Motion: Hammer
Second: Miller
Roll Call Vote: Aye — Hammer
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Aye - Miller
Nay - Connors
Nay - Hammer
Nay - Leeper
Nay - Smith
Nay - Willis
The Motion failed with five "Nay" and two "Aye" votes.
The Board agreed that further review of this important issue Is needed
with the vendor before a final decision is made with review at its next
meeting.
"Moved to respond to the HPC that we are willing to
consider their recommendations but that the Library Board needs
to talk to Lange Signs in regard to the recommendations and any
costs involved with the changes and time to review the need for
additional funds that may be needed."
Motion: Guns
Second: Willis
Vote: Aye - 6; Nay - 0; Abstain -1 (Hammer)
B. Library Circulation Policy Review - Henricks reported on the revisions
to the policy that mostly include format and grammar changes.
"Moved to adopt the changes as reviewed the Library
Circulation Policy."
Motion: Connors
Second: Willis
Vote: Aye - 7; Nay - 0
C. Maher Gift Trust Review - Henricks updated the Board that the Library
was a beneficiary of the estate of Robert P. Maher in June 2010 and
another check was received, bringing the balance of the Trust to
$75,038.72 plus interest. Recommendations of funding ideas for the
Trust were discussed as this information also needs to be submitted to
the Executor of the estate.
"Moved to keep the designation for the Library's Maher
Trust as unrestricted with the fund to be used as needed and /or
with the focus on outreach and west side service."
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Motion: Connors
Second: Hammer
Vote: Aye — 7; Nay — 0
D. Communications /Public Comment:
• Henricks invited the Board to the Art @ Your Library Art Reception,
"Local Women and Spirit," scheduled for Friday, March 4, 2011, from
5 :30 to 7:30 p.m. in the Library's second floor rotunda.
• Henricks provided an update on two problem design issues that OPN
Architects is working on. In response to the shortage of shelving,
additional shelving was ordered so that the library collections can be
together as originally planned. As shelving for the DVD collection is
not ADA compliant, it is hoped that OPN will incur the cost of this
situation at the same time as moving of the collection to keep
disruption to library services at a minimum. About 75,000 items will
need to be moved.
• Leeper reported problems, experienced two weeks ago, still occurring
with return of items not being registered as returned.
• Henricks asked the Board to stay for a Board photo following the
Board meeting and the Board agreed.
7. Library Board Adjournment - The Board adjourned at 5:28 p.m.
"Motion to adjourn."
Motion: Hammer
Second: Willis
Vote: Aye -7; Nay -0
/C.
Kristen Smith, Board Secretary
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