Minutes_Library Board of Trustees 5 26 11ORIGINAL
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of May 26, 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, May 26, 2011.
Present: President Diann Guns, Vice President Paula Connors; Trustee
David Hammer; Trustee Fred Miller; Secretary Kristen Smith;
Trustee Mike Willis; Library Director Susan Henricks;
Administrative Assistant Denette Kellogg; and Recorder Jennifer
Long
Excused: Trustee Elizabeth Leeper
1. President Diann Guns called the meeting to order at 4:06 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, May 26, 2011."
Motion: Willis
Second: Connors
Vote: Aye -6; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, April 28, 2011.
"Moved to approve the Board minutes of Thursday, April 28, 2011."
Motion: Hammer
Second: Connors
Vote: Aye - 6; Nay — 0
3. Board President's Report - Communication with Dubuque City Council for April
2011. Guns reported on the summary report of the Board to the City Council
from the Thursday meeting, April 28, 2011.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, April 28, 2011."
Motion: Connors
Second: Miller
Vote: Aye — 6; Nay — 0
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4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1) Library Financial Report — Henricks reported that fines are
down from what was expected and is not sure if It is due to
the new $10.00 fine limit or if people are just returning their
items and not incurring fines.
2) Library Use Statistics — Henricks reported that circulation
increased eight percent from the same time last year and
that tracking of downloadable materials will begin as the
circulation of this format increases.
3) Art Subcommittee Report — Henricks reported that Friday,
June 3, 2011, Is the start of Art @ Your Library with the
unveiling of the new "Family Reads Welcome Sculpture ".
There will be a reception with wine provided by Tabor Wines
and light refreshments.
4) Personnel Update — Henricks reported that she believes the
Library Aide position will be filled this the week as she is
sending her recommendation to City Hall. Two candidates
are currently going through the reference and background
checks.
5) Renovation Construction Update — Guns reported that the
second meeting was held with the City Engineering Staff and
the City Attorney. The meetings are going well. Guns gave
an update on the major items of concern which include the
buckling floor in the book drop room on first floor. It
appears Tricon may not have installed that; this will be
confirmed. Also, painting issues are on hold until John
Gronen from Gronen Restoration can come and look at it
and provide a recommendation on how far down the
removal of the old paint should go. After Gronen completes
his evaluation, a representative from Weldon Labs will
complete an onsite analysis and the Library will proceed
from there. Willis questioned If the specifications covered
the level of paint removal necessary before repainting, and
Guns stated It was not in the specifications. If it Is
determined part of the reason for the paint failure is lack of
specifications, Guns stated it would also be an OPN issue.
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Once the punch list is finalized, a letter will be sent to Tricon
stating our expectations and cost of repairs along with a
time frame to complete the work. Guns stated the last item
was the elm veneer and the Library is waiting on Tricon's
response to that issue, and Henricks stated it also involves
Durrant and OPN. Guns stated that the veneer will be
brought up at the next meeting with staff from Engineering.
B. Library Comment Cards - The Library Board reviewed the
comment cards received and concurred with responses provided.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Art Subcommittee Report, Personnel Update, Renovation
Update, and Library Comment Cards."
Motion: Connors
Second: Willis
Vote: Aye -6; Nay -0
5. Items for Action /Discussion:
A. James Mutschler Gift — Henricks provided a summary to the Board in
regard to the bequest from the James Mutschler estate and that the
Library is one of the beneficiaries of the estate. Part of his estate was
in the form of municipal bonds which are in small lots. The estate's
lawyer wanted to know if the Library wished to liquidate the bonds,
which could represent a loss of two to four percent, or if the Library
wished to hold them. The dates on the bonds are varied and extend
to the year 2030. Connors stated the loss amount would depend on
the rate available for bonds right now. In the last few years bonds
have taken a hit.
Henricks reported that as a government agency there are restrictions
on what the Library could do regarding investments.
"Moved to have Mr. Mutschler's Estate Attorney Jeff Tranel
liquidate the municipal bonds and the Library get the cash."
Motion: Connors
Second: Smith
Vote: Aye — 5; Nay —1
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"Moved to establish a Trust Fund for the Mutschler money
received by the Library into a trust fund for the expansion of
Library services."
Motion: Hammer
Second: Miller
Vote: Aye — 6; Nay — 0
B. Lending Library Grant — Henricks reported a Dubuque Racing
Association (DRA) grant was received; however, it was only one -third
of what was needed. Henricks spoke with the Library Foundation, and
they would be willing to contribute half of the approximate $12,000
shortage for this project. Henricks recommended spending $6,120.00
from the Maher Trust to complete the purchase for the Lending Library
that is similar to a vending machine that allows for checkout of library
materials.
Miller questioned if there was a maintenance contract for the machine,
and Henricks reported that there was a two year contract and it is
included in the purchase cost. Guns questioned if the Library would
then own the machine and Henricks reported yes. The Lending Library
also gives us a marquee on the top, and the bottom will have the
logos of the DRA, Carnegie- Stout, the Library Foundation, and the City
of Dubuque.
Miller questioned where the machine would be located and Henricks
reported it will be at the Asbury Hy -Vee store. She will be meeting
with the Store Manager soon to confirm this, but believes it will be on
the south end because it requires Internet access and it is believed
there is a connection in this area. Miller then questioned why the
machine must be online and Henricks stated it is so that the Library
card barcodes can be read to check out items. Smith inquired what
types of materials will be stocked in the machine and Henricks
reported popular items for adults, teens, and children. Henricks is
unsure about DVDs because of the Redbox and she committed not to
compete with that if Hy -Vee had a concern. Henricks also reported
there will be a large materials return drop box outside with dual
chutes; one for books, one for media.
"Moved to pull the money from the Maher Trust to cover the
shortfall and start the Brodart Lending Library."
Motion: Smith
Second: Connors
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Vote: Aye -6; Nay -0
C. Quarterly Financial Report - Henricks reported on the recent request
by the City for a more detailed quarterly report explaining why a
specific expenditure line item may be over the budget and how it will
be covered. Henricks does this in a general broad overview, but felt
the Board should make the determination as to providing more specific
information as they are ultimately accountable for the budget. Guns
stated that her understanding is that the Library is different in that the
City provides the funding and the Board decides how to spend those
funds.
"Moved to inform the City Budget Director that the Trustees
agree that in developing the budget, the Library will provide line
item requests to the City; and, It is the Trustees' understanding
that once the City approves the budget for that fiscal year It is up
to the Trustees as to how those funds are allocated If a need
occurs. The Board charged Henricks with continuing to
communicate with the City regarding the overall budget; however,
the Board will maintain its authority to monitor and track how the
budget is expended on a line -item basis each month with the
objective of total expenditures not exceeding the overall budget
amount for the fiscal year."
Motion: Guns
Second: Hammer
Vote: Aye -6; Nay -0
6. Library Board Adjournment - The Board adjourned at 5:05 p.m.
"Motion to adjourn."
Motion: Willis
Second: Smith
Vote: Aye - 6; Nay - 0
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Kristen Smith, Board Secretary
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