Loading...
Minutes_Library Board of Trustee 6 30 11Carnegie-Stout Public Library Board of Trustees Meeting Minutes of June 30, 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, June 30, 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 (arrived at 4:15 p.m.); and Recorder Denette Kellogg Excused: Trustee Elizabeth Leeper City Staff: Barry Lindahl, City Attorney; Gus Psihoyos, City Engineer; Steve Brown, City Engineering Project Manager; Jane Smith, City Engineering Assistant II 1. President Diann Guns called the meeting to order at 4:03 p.m. and the agenda was adopted. The Board introduced themselves and welcomed the City Legal and Engineering Staff members to the meeting who presented information about the Library's outstanding building renovation construction issues. "Moved to adopt the meeting agenda of Thursday, June 30, 2011 with moving the agenda item, 'Renovation Project — Outstanding Issues Update' to follow agenda item, 'Approval of Library Board of Trustees Minutes.' " Motion: Guns Second: Vote: . Aye — 6; Nay — 0 2. Approval of Library Board of Trustees' Minutes of Thursday, May 26, 2011. "Moved to approve the Board minutes of Thursday, May 26, 2011 with the following changes, page 3, first sentence, remove the word 'punch'; page 4, item 5.8. paragraph two, first sentence, remove the word 'questioned' and replace it with 'asked' and, page 4, item 5.8. paragraph three, first sentence, remove the word 'questioned' and replace it with 'asked.' " 1 A Motion: Connors Second: Smith Vote: Aye - 6; Nay — 0 Library Director Susan Henricks entered the meeting. 3. Renovation Project: Outstanding Issues Update — City Staff Barry Lindahl, City Attorney; Gus Psihoyos, City Engineer; Steve Brown, City Engineering Project Manager; and Jane Smith, City Engineering Assistant II, attended the presentation. Brown reviewed a slide presentation of outstanding construction issues that are being pursued. A copy of the presentation is attached and thereby made a part of these minutes. Significant discussion took place regarding the items on the list associated with Tricon Construction Group in the presentation as well as the method of determining the costs to fix the issues or to compensate the Library for work that will be accepted but was not completed to normal standards. Also discussed was how the Library/City will communicate to Tricon about resolving the outstanding items. In conclusion, the Board asked Susan Henricks and Steve Brown to work together to determine the costs of repairs and/or compensation. When a dollar amount has been assigned to each item, the City Attorney will prepare a letter indicating that Tricon is expected to address the items within a specific period of time. If they do not respond to the Library's satisfaction, others will be hired to do the work, and they will be paid from Tricon's retainage. Additional discussion took place about peeling paint in the 2nd floor mezzanine, elm veneer issues, the glass floor bridges on the mezzanine, and the HVAC system. Board members and Henricks expressed their concerns about these items, and Brown outlined current plans for resolution. In conclusion, the Board concurred with the following courses of action: • Elm Veneer — Wait for Tricon's response before proceeding. • Mezzanine paint - Get recommendation from Gronen Restoration, Inc., who has experience and expertise with historic buildings, on how to proceed with repainting of ceiling and trusses. Brown recommended adding air vents in the mezzanine ceiling area to aid with air flow. Brown reported that the next step after gathering this information is to get an accurate estimate of cost. • Glass floor bridges — Despite some cracking, Brown indicated he is satisfied with the safety of the bridges unless additional cracks occur or the ones that are there get worse. Lindahl accepted Brown's assessment. Therefore, the Board instructed Library staff to continue 2 monitoring the cracks on a regular basis, and no additional action will be taken unless changes occur. HVAC — Brown reported that there are still issues to be resolved and the contractors are being responsive. The City will continue to work with the contractor to resolve any issues. Brown, Lindahl, Psihoyos and Smith exited the meeting at 5:24 p.m. 4. Board President's Report: A. Communication with Dubuque City Council for May 2011. The Board received the communication. "Moved to receive and file the Communication with the Dubuque City Council from Thursday, May 26, 2011. Motion: Connors Second: Willis Vote: Aye — 6; Nay — 0 B. Annual Election — The Board reviewed the Board terms coming up for appointment. Henricks reported that four Trustee terms expire July 1, 2011 and the Mayor will be appointing new Trustees. Henricks reported that Connors and Hammer applied to run and Smith and Leeper will not be running for another term. Guns reported on the staggered terms of the Trustees to help with Board continuity. Henricks reported on the election of officers and assignments to the various Committees of the Board per the Trustee Bylaws that usually takes place at the July meeting of the Board. 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 May marked ninety-two percent of the fiscal year lapsing with eighty-nine percent of the budget expended. It is anticipated that revenue will come in under budget with plans in place to cover the shortfall in revenue by the expenditure budget. Willis asked about the decline in revenue. Henricks reported that the shortfall is probably due to the raise in the ceiling for fines to $10.00 versus 3 $5.00 and the shortfall in funding for State funded programs. Henricks reported that FY-12 budget has been estimated based on this information. Henricks reported that the Library has always come in under budget. 2) Library Use Statistics — Henricks reported that Library circulation was up thirty-two percent over the same time last year, and up nine percent over FY10 (which itself was up four percent.) Our busiest day in May, 2011 with checkouts of 5,483 items. The number of visitors to the Library on the first day of sign-up to the Summer Reading Program was 2,062. Reference questions answered showed an increase of forty-two percent and directional questions were up ninety-one percent year to date. Henricks reported that the community is directly benefitting from the new staffing model, information kiosks and a staff member personally answering the telephone. 3) Personnel Update — Henricks reported that William Carroll has been hired as the Assistant Circulation Supervisor. He previously worked for IBM, troubleshooting and problem solving for customers. His strong customer service skills and management philosophy make for an excellent fit in the Circulation Department. Betty Baule has announced her retirement after 23 years as a librarian, effective September 2, 2011. An internal job posting will take place and a search will then be conducted to hire a replacement for the person moving into the Librarian I position. 4) American Library Association (ALA) Conference Summary — Henricks reported she attended the ALA conference. She attended a session on advanced statistics in library services and on the use of demographics to enhance funding requests. She was in contact with several vendors and reviewed new offerings, including the new lending library and other possible options for Westside service. B. Library Comment Cards - The Library Board reviewed the five comments cards received. "Moved to receive and file the informational update from the Library Director on the Library Financial Report, Library Use 4 Statistics, Personnel Update, American Library Association Conference Summary and Library Comment Cards." Motion: Smith Second: Willis Vote: Aye — 6; Nay — 0 6. Items for Action/Discussion: The Board agreed to table these two items. "Moved to table items agenda items 6.A. Gift Trusts and 6.8. Strategic Planning." Motion: Guns Second: Willis Vote: Aye — 6; Nay — 0 7. Communication/Public Comment — The Board presented Smith with a framed "Appraisal" by Grant Wood on behalf of the Board and Staff on her volunteer service as a volunteer member of the Library Board for more than fifteen years. "Moved to formally recognize and thank Trustee Kristen Smith for her years of service to the Library." Motion: Guns Second: Willis Vote: Aye — 6; Nay — 0 8. Library Board Adjournment - The Board adjourned at 5:44 p.m. "Motion to adjourn." Motion: Smith Second: Willis Vote: Aye — 6; Nay — 0 1-A2 Frederick K. Miller, Board Secretary 5 1 • •••* .444;awaeceninea MIN 1- 0 sdeb snoJewnN 0 O O m a p , , wniaoepnb'S woo li _ EIRM A� �rtimluJf C _,CK IN ° m� Gaps between wainscoting and chair r Jeo9)2Wn! 3 D 13 -o CD a f 0 0 U) 0 CD 1'1'1'1'1'1'1'1'1'1'1'1'111'11'11'11'11'11'1"1"1"11111111i1111111111111111111111111111111111111111111111111111111111111111111111111111111111111.. IIIIIIIIIIIIIIIIIIIIIIII1111111111111111111111111111111111111111 11111111111 011111111111111111111111111111;;;;;;;;1 'eta mes — North Coffee A emove them oose and able Frames are Staff Workroom — Second Floor 0 O Crooked frame Ocn 0 O 0 ""' 11111111' lo • 1•• 'Iro 100 1°000 11111111111111111111 111111111101001111011.10 0001 ',1'11,11111:11:111,111111.1.111;.1„„„„„„„„„. 1000000011[11111110 00100000110 00110, ,.•,•• 11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111101111111111111111111111111111111111111111111111111111111111111111111?""")111111111111111111111111111111111 0000000000011111111111111111111111111111100000111011111100000000000000000001111111100011111000100011 'fp '4 0,11,11,11,0 0v)11'1'1'1'1'1'1'1'1'0010,110!1'10'1'1'1'101iiiii'0'1'1'1'1 ""'"""""""""""' •••••••••01101MM0000000 111111111111111111111111111111111111111111111 1100000 1010100011000000010000 100;;00011011ll10110001011,0117100000000000000000000000000000010011111 11000100000 1001011110000110hVh0V 111111111'1111111111111111111111111'11'100010000000111 111111V1100000011000000000000000 DOI 111111111111111111111111111111111111111111111111111111111111111111 V,0N111,11 11 11111111i ,t111\ '1111 V!"1 1;p11101111111111111111VIM 1111,111 1,1$ I , 6 4■1 co w 0 E2 0 N r] H co cn :�� �, 4 '41 1.111,11111111 11114",",11111, ',...,,T,444.4.44444.44%.44444`,45 44,4 44'4(4;4, desk is damaged Quartz apron not a good repair CI- O L 1 0 E 0 11111'1'111111 1p111 01 IIII11001111 00111'11 0011111111101111 10i11111 ri di 010010 Ill l 1101011,1ir'''' 1111111111. 111110 1010 1000 010 00001 0111111101110 1111000 0111010101010101010 0 00110 0 0 mB 1'1'1'1111 1111111 0 0.1.00, 000010o .1.111101"1,11,11,01,10101 1010 0010 0 011111111111 '11 1'1'1'1'1'1'1'1'1'1'1111111'1111'1 1111 1 1111111 111111 Irir 01 11111111 0 , 311\ 1\1:r 0 .,v,i0111111110111 10 1111 i1110.0 ii1 1,A II i01'0,,1 010 ii 1110 0000 8 , 000010 1 V1.01 01 001 100110 1111 011 111011, 1114i i �d ll II f mami 11 00 0 000 1110,0 11011101101 111110000 010 0 1n 2 H 0 co a co c E a E o Q) 0 'isik)vf INN 1111 1111111111 Urlllllllll% oViVoo 1 11 1b 1111111111111111 III r/ '111(11( 111 111111 lo 01111111111111 I IIIo lo 111141e ■ 11111111111 o 1111111111i I 0111111141111101 10111111111111111111111111 1111 11111111111111111111111111 1 1 ,,1111111 r11 11191 d1111,11,J, 11!1(1)1(' %1 %1,� J% d tl>I� %% 00 00 E -Law 0_2 E.7 L Ri co CT Q 4) U) © ai N E 0 a) 0 es Department Youth Sery crooked in hall between Circulation and You (1) 0 2 c _c _o 0 _o 2 1- 0 111 v.V010 cv °llvvivvvVillvIVIIIIIIImoovvvovVVIVVIVVVVIVVVVVVVvVvVVVVVVVVV1000oVVVVVI vvvvVVIVI, VVVVVVVVVVVVVVVVIVIV 1111111111111111111111111111 1111111111II v 1111 VII 111101111111111111111111111111111 111111111 11111111111 III11111111111000000 111111111111111111111111111111111111111111111 1 111111111111111 111'111'1'1111 (Op.. 11,11'1'1 .,,10110,0,1,1,0100011,,(11,0,0,0,0,0;00„0.01010101.,1„,0„0„11.0„11.01.01.,y,1,11 o011001.11111101„0„.0„1, ,0000000000000000000000000000000000000000,00,000011 001111,,, 000001000000ii0r0oirii:lyiiiiiiiii0Y0Y0Y0Y0Y0Y0Y.Y.HiiiiiiiillIll11111]01Y1111000]000d0000u0000000 00000000m0000000000000 1 0m000011moom ool0000mooloo 101110„000ll000,0000,10,10 ,,,,„0,,H00,10,10,10,10,10,10,10,00u0,10,000,00,00,0001,0010„10,0101,10,1001,1010,01,01,010,10,10,100,10100Hooll00000llool000000ll0000 1111111111111111111111 11 0 0011 10 ,1000011100 111111111 1)1)11)1)1)1"i") 1)11111111111111")1":")1 111)1:1)1":1)11)1")111)111)111)1")111111111iiiiiiiiiiilli)11111:111111)11111)1")11111"illiiiiilliiiiii11)11111iiilliliiiillii)1111111111)1)111)11111iiii:)11" 11,0,0,0,0,0,010,0,0,0,0,0,0,0,0,0,0,1,0,0,0,0 II:" 1,i111 0101 000010000011'10,000100000010011.00, 01101000010100Hoolo ,01 VIVI H.4VIIIIV IIIV VIII I I V I VIIIIIIIIIIIIIIIIIIIIIV 111001 10001001111000011: I' 1 ' 11'1 V VV00 V \ 1 V V VV V 111111111 10101VVIVIVovvvvc: iv VIII V 11001111101011010001011 V 1 v vovv1v1 c ,v V ' II V 0 I VIII r(cc-Pcpc10 PiPpo PP 1 i pip plp pljp(pplol 1\ I cP(PIIIPPP4 P P \\\ P ( , 1I 0 JIppc'icic\ c'c(1 (1 • P) ci cil \ c 1 p P 111(Polp 1 (111(.11.11.11. 1,1( P l'Ilc 1 1 • \ ‘p \1\\\\ V ' \ \ )1 '))) (111111m11111(h 1111 111111111111p)1111 j II I \, 11,(1)1P11111p, Pp) pp PP pip 1 IP I 1111(111111111111111111111( 1 P\ \pc ( cc icipilli , „0. 00 iiiril, 1,1 .0100.00 1 100101 iii... i i'.000, i , 0,01,00,00.0 1 ', I ',II ,0,001t 1.0,000.00 0 0.00.00 1000. '1.11 il 0,..10.'. li ° I, 100001 001.1'11.1.1.0.1.....iimili.....00.010 111111111111110,0".....11.0. 0 • . . i ' • •• • '1.10 i.000i 0 .1.1.1011 . 0 iii.t. 00H-010000 . 0 .1.100,1.10, 1 01 11 0. it 1.0 11.1. 1.11.00001,10.00.000 it, 1. 1.01 H 11 oo 01 1,..1.11,1 1111111111111111v, 1111 v vcc 1111111 1 II 1 11 000110,111vvvroho Inv), g 1 I II II 1010 00 011 11.011 00 IIIVIVHI 111.10111 111111.11111 V VVIII 1 1.11 1 V II II III, II 11 11111111111111111111 110poo' (to ill 1111 111100 11111'111111 III (11 1,1p)1111 1H1 11)..))1)1,,i1111 1111111))1111111)111110,11111)101.(.0,1 IV, f' 00010 VIII 111010 VAlf t),0,11 '1',.1(11 100 00 0 lc 01 1000 11111010 01 01001111 NR00 10001 0 01 "000000 0:00 0: 0, 01100 01001001 0 olloilv1100111101, ,u!p111111111.111.11agrilliill 11 1( 11 ( ( pIppl(1 rjijj c ' cPcc 1001 11111111111111111 0 co '11111g1 'i)11'11111111111111'illillI11110.1\111111111.1.1 101 0010001111 11111010111010100101101011000 1000101000101011011010111 IRE 11111 1110111 111(Purtild1.11.111„11.... „ 1111111 HI o . 111?1lL010000000 0000000000000000000000000000000000000000000000000000000000000000000000000000000IVIVIVIVIVIVIVIVIVIV 4,1111 yyryyynyymy iyollyty yilioilytyyjyykyryy %pin 11111,,y, III,I,IVIIIII1,111,11,11111,1111,1,1,1,1,11,111111111111,1,1,1,111,11111111111111111111111111'lrli1111111111111111111111111111111111111111111111111y,, eNi 2 1_ 0 0 CNI G) 2 w 1- 0 0, 0 Q) 0 .• ,.......,. ntique Hardware for Auditorium doors lost — 1 • •. 1,11111111 ,!'44,404 ric 0 c3 0) a9 "E5a3 a) 1:t 2 o _CD ce5 1 CL LLi O (I) a) C C a.) Q 0 .cn u) 4- 2 cp 00 N w 4) U N 2 aneous — Stains c door entrance Rust colored stains at histo AIM 0 '�l OPV onpe 01* Ipoo! E 0 0 0_ CD O 1010 001,0101,0000,000 001'0011 '°00ID0IVVII009 1111111 00 00 1111111111111111111111 ,,,,,,, 0 89 loononuopu 0�0,0' 00010 „,0 0110111111111111111111111001 ;1� Dov0000voloolor1 1111111111111111111111111 1111 1 II 1 II I III I /,V • 0000000000000000000000000000101101000.u1001100,00000,....0 N E E L E 0) c6 ca 2 a) I z a°) ca 0 c3