Minutes_Library Board of Trustees 3 24 11ORIGINAL
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of March 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, March 24, 2011.
Present: President Diann Guns, Vice President Paula Connors; Trustee
David Hammer; Trustee Fred Miller; Secretary Kristen Smith;
Trustee Michael Willis; Library Director Susan Henricks; and
Recorder Denette Kellogg
Excused: Trustee Elizabeth Leeper
City Staff:: Laura Carstens, Planning Services Manager, City of Dubuque
Guests: Rick Droeske and Dan Lange, Lange Sign Group, 1780 IL Route
35N, E. Dubuque, Illinois 61025
1. President Diann Guns called the meeting to order at 4:03 p.m. and the
agenda was adopted. The Board introduced themselves to the meeting
attendees.
"Moved to adopt the meeting agenda of Thursday, March 24,
2011."
Motion: Connors
Second: Miller
Vote: Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, February 24,
2011.
"Moved to approve the Board minutes of Thursday, February 24,
2011 with one change on page 2, paragraph 7, first sentence to read,
`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 the
system commissioned."
Motion: Connors
Second: Willis
Vote: Aye -6; Nay -0
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JAVII9IiIO
3. Lange Sign Group Representatives Addresses the Board —
Dan Lange and Rick Droeske addressed the Board in regard to the
suggestions offered by the Historic Preservation Commission (HPC) in regard
to the Library's outdoor signage designed and installed by Lange. They
reported they had thought they had submitted the appropriate paperwork
and documents to the City for the project. Lange reported their desire to do
what the Library Board derides to do to make things right with the project.
Henricks asked for City Planning Services Manager, Laura Carstens, to provide
input on what the Library Board options are in regard to this issue. Carstens
reported that as the Library Is a public building, and the HPC in this instance
is an advisory commission, and is making a recommendation on what they
would like to see done and not a derision on what needs to be done.
Carstens reported that the Board could consider one, some or all of the
recommendations with the Board going to the City Council for a waiver on
one or more of the issues.
Henricks reported on the two main issues of concern regarding the signs
which Included changing the paint color and lowering the profile of the signs
by removing the columns and putting the sign twelve inches off the ground
on a base that matches the stone color of the building . Overall, the HPC did
not like the design. Carstens concurred with this summary. The Board
discussed the options and the cost of what the changes would be. Lange
reported that they would incur the cost of repainting the sign, but they do not
usually work with concrete so that expense would need to be referred to
another contractor by the Library. The Board reviewed the options and what
it could do that would not incur more cost. Carstens reported that the Board
could bring this compromise back for the Commission's review.
Smith, Guns and Willis agreed on trying to find a compromise by changing
the color of the paint and leaving the rest the way it is as this would not incur
any more cost. If this compromise would not be acceptable they agreed to
bring a request to the City Council for their review and approval.
Hammer reported that based on his review that he would recommend not
making any of the changes and to request a waiver from the City Council, as
the design of the sign with the columns goes well with the design of the
building that also has columns.
Lange reported his appreciation of work awarded to them by the City and his
eagerness to continue to work with the City and do what Is required and
needed.
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Guns reported that the Board would be making its motion under action item
in the agenda and invited Carstens, Lange and Droeske to stay if they
desired.
Carstens, Lange and Droeske exited the meeting at 4:19 p.m.
4. Board President's Report - Communication with Dubuque City Council for
February 2011. Guns reported on the summary report of the Board to the
City Council from the Thursday, February 24, 2011 Board meeting.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, February 24, 2011."
Motion: Connors
Second: Willis
Vote: Aye — 6; Nay — 0
Guns requested that action items for Board review be kept and labeled
separately as action items.
5. 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
additional comments:
1) Library Financial Report — Henricks reported that the month
of February marked sixty-seven percent of the fiscal year
lapsing with sixty-seven percent of the budget expended.
Revenue taken in was at fifty -three percent of projections.
Willis asked about the mention of holding off on a purchase
of equipment to offset the revenue projections. Henricks
reported that in recognition of revenue projections being
low, the Library will be postponing the purchase of a
$10,800 microfilm reader printer for eighteen months.
There are maintenance contracts on all of the Library's
microfilm machines and this cost savings should offset the
expected lower revenue projections.
Guns asked what the new column on the Gift Trusts report
labeled "Windows CIP" is and what it is about. Henricks
believed that a CIP it was accidentally placed against the
General Gift Trust and she contacted the Assistant City
Finance Director to request that it be removed. It is to her
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understanding this was an approved CIP recommended by
the City Manager and approved by the Ctty Council that is
for some reason being listed In the Gift Trusts Report.
Henricks reported that the expense was for the windows
added to the second floor staff workroom. Guns asked if
this meant the Library was paying for this and Henrlcks
responded she believed no. Henricks reported she would
follow -up.
2) Library Use Statistics — Henricks reported that Library use
had a six percent increase in checkout and five percent in
number of visits. Eleven of the Library's databases
demonstrate an increase in use, particularly downloadable
materials which are up 213 percent over the same time last
year.
3) Construction Update — Henricks reported on the March 3,
2011 meeting with principal Ron Richard and foreman Tim
Wilgenbush, Trustee Willis, Construction Manager Rick Golus
and City Engineering Staff. A tour of the Library took place
to review areas Tricon was responsible for during the project
that were not completed to the Library's satisfaction. The
purpose was to identify and see the issues. Wilgenbush
reported that he would be submitting a proposal to resolve
outstanding issues next week. The proposal will be
reviewed by City Engineering, City Legal and the Board of
Trustees after which another meeting will be scheduled to
negotiate a final resolution.
Henrlcks reported that Weldon Laboratories retuned the
analysis of the paint failure on the ceiling of the mezzanine.
The report was forwarded to Ctty Engineering and City
Legal, and the board agreed to wait for a recommendation
from these departments before taking any action as a result
of Weldon Laboratories' findings.
The Board agreed that it needs feedback from City Staff and
the City Attorney on moving forward with getting this issue,
along with the elm veneer issue, resolved soon as it has
already been six months. Henricks will contact City Staff in
regard to getting options for resolution and
recommendation.
4) Senate File 410 — Henricks provided a detailed report dated
March 17, 2011 in regard to this issue before the Iowa
Legislature and budget cuts for libraries statewide. As part
of library funding, public libraries receiving state money
would be required to adopt policies limiting access of
materials to patrons under age 17 that carry a rating of R or
NC -17.
5) Public Relations Update — Henricks provided a summary of
the Library's recent public relations efforts that include:
• Print and electronic ads
• Presenting the theme of "Pop Open A Good Book" at
the City's Expo on April 12 at the Five Flags Center
• Participating in the Dubuque Main Street
"Architecture Days" events the week of April 18,
2011 with a walking tour of the Library, an
architecture themed movie for patrons, and a
children's Lego program
• The Ubrary annual Volunteer Recognition Dinner
scheduled for Wednesday, April 27, 2011
6) Personnel Update — Henricks reported that advertising for
the Library Aide position in the Circulation Department would
begin soon with the hiring process moving forward this fiscal
year due to cost savings from a recent employee retirement.
B. Library Comment Cards - The Library Board reviewed the eight
comments cards received. Willis asked about the comment card to
provide library services to the residents of Sherrill, Iowa. Henricks
explained that the City of Sherrill has been invited to participate In
Ubrary services through the 28E agreement by contributing $18.00 per
capita. Smith asked If residents of Sherrill could pay the non- resident
fee and Henricks responded that this is not available for libraries in the
county due to the 28E agreement that allows these cities to contract
for library service.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Construction Update, Senate File 410, Public Relations
Report, Personnel Update, and Library Comment Cards."
Motion: Smith
Second: Willis
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Vote: Aye -6; Nay -0
6. Items for Action /Discussion:
A. Volunteer Event and Special Recognition — Henricks reported that in
addition to all Library volunteers being recognized each year at the
Annual Volunteer Recognition Dinner, the Library Board reviews
recommendations for special recognition of volunteers. Henricks
reported on the recommendation for Library Foundation Board
President Donna Bauerly to be awarded the "Advocate of the Year" for
her ongoing and outstanding advocacy efforts for the Library.
"Moved to recommend that Library Foundation Board
President Donna Bauerly receive the Library's "Advocate of the
Year" award for her ongoing and outstanding advocacy efforts on
behalf of the Carnegie Stout Public Library."
Motion: Smith
Second: Hammer
Vote: Aye -6; Nay -0
B. Outdoor Signage Review - Guns reported on the earlier discussion in
regard to the Library's outdoor signage.
"Moved to work toward a compromise in regard to the
recommended changes to the outdoor signage by the City Historic
Preservation Commission (HPC) by changing the color currently
painted white on signs, the columns and the top peak of the signs,
to the recommended PMS 9141 color, of which Lange Sign Group
agreed to incur the cost; should the HPC not be agreeable to this
compromise the Library Board agreed that the Issue be brought
before the Council for consideration of a waiver."
Motion: Connors
Second: Willis
Vote: Aye -5; Nay -1
Hammer provided a reason for voting nay: he believes this is an
intrusion into the role as Trustees of the Library; and, as this [HPC]
is an advisory Board, it seems to be a waste of the Library's time
and money.
C. Construction Project Open Issues — Henricks reported on open issues
in regard to the Library's renovation project. The Board concurred on
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the need to get professional opinions back from City Staff on the Elm
Veneer issue so that the Board can move forward, as they do not want
to do so without a recommendation from both City Engineering and
the City Attorney.
Guns reported on being contacted by Durrant who will be submitting a
letter to the City Manager for additional monies they believe are owed
to them from the project. Durrant also told her that Construction
Manager Rids Golus' last day is Friday, March 25, 2011 and that will
also be the last day for services from Durrant to the Library for the
renovation project.
Henrlcks reported that Tim Green from Dubuque Glass has contacted
the Library regarding the release of their remaining payment.
Greenfield reported that he knew why the glass on the mezzanine
bridges had so many cracks; he believes that the steel structure
holding the glass was not properly designed and the glass cannot hold
the load or bear the stress in this application. The Board concurred to
immediately close the bridges on the mezzanine until it can fully
evaluate this issue, which is still an open issue being addressed within
the scope of the project with KJWW Engineers and City Engineering.
Willis reported that a specific opinion in writing be requested from Mr.
Green to the Library Board so this information can be included in the
review.
The Board reviewed the request from Dubuque Glass for release of
their remaining payment and their explanation that they performed the
work as specified, even though it was alleged that the bridges were
not properly designed. Willis suggested that the vendor should have
spoken up that this problem existed. Henrlcks reported that Dubuque
Glass said that early In the project they recognized this and requested
indemnification from the City in regard to this issue. The Board
agreed this issue is really between K]WW Engineers and OPN
Architects.
"Moved to approve release of retainage funds for the
renovation project for Dubuque Glass.'
Motion: Willis
Second: Miller
Vote: Aye - 6; Nay - 0
D. Director's Schedule Request — Henricks reported on her acceptance in
a three -year doctoral program in "Managerial Leadership in
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Information Professions" at Simmons College in Boston. The Board
congratulated Henricks on her acceptance into the program. The
Board discussed its support of the continuance of education and
agreed to provide paid time for some of the on -site classes relating to
the Director's position with C -SPL and the Library benefiting directly
from this program.
"Moved to approve up to two weeks paid time off for
Henrkks for professional development to participate in the doctoral
program on campus at Simmons College in Boston, Massachusetts
over the three year period of the program."
Motion: Smith
Second: Connors
Vote: Aye -6; Nay -0
7. Library Board Adjournment - The Board adjourned at 5:22 p.m.
"Motion to adjourn."
Motion: Smith
Second: Willis
Vote: Aye -6; Nay -0
Krist Smith, Board Secretary
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