Minutes_Library Board of Trustees 7 28 11Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of July 28, 2011
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Lacy Board Room at 4:00 p.m. on Thursday, July 28, 2011.
Present: President Diann Guns, Vice President Paula Connors; Trustee
Frederick Miller; Trustee Michael Willis; Trustee John Anderson-
Bricker, Trustee Jenny Harris, Library Director Susan Henricks
(arrived at 4:15 p.m.); Recorder Denette Kellogg; and Secretary
Jennifer Long
Excused: Trustee David Hammer
President Diann Guns called the meeting to order at 4:04 p.m. and the
agenda was adopted. Introductions were made of the new incoming Board
members and the current Board members.
"Moved to adopt the meeting agenda of Thursday, July 28, 2011."
Motion: Paula Connors
Second: Mike Willis
Vote: Aye — 4; Nay — 0
2. Table of Library Board of Trustees' Minutes of Thursday, June 30, 2011. The
Board agreed to review the minutes at its next meeting.
"Moved to table the approval of the Board minutes of Thursday,
June 30, 2011, until August 25, 2011."
Motion: Frederick Miller
Second: Paula Connors
Vote: Aye - 4; Nay — 0
3. Board President's Report:
A. Swearing in of New Trustees: President Diann Guns noted that John
Anderson-Bricker and Paula Connors were being sworn in for one year
terms and Jenny Harris and David Hammer would be sworn in for four
year terms. Harris, Connors, and Anderson-Bricker were then sworn in
by Guns. Guns stated Hammer could be sworn in at the next board
meeting due to his absence.
B. Election of Officers: The Board was provided the Board of Trustees
By-laws for review of election of offices and committees of the Board.
"Moved to nominate Paula Connors for Library Board President."
Motion: Frederick Miller
Second: Mike Willis
Vote: Aye - 6; Nay — 0
"Moved to nominate Mike Willis for Library Board Vice President."
Motion: Paula Connors
Second: Frederick Miller
Vote: Aye - 6; Nay — 0
"Moved to nominate Frederick Miller for Library Board Secretary."
Motion: Diann Guns
Second: Paula Connors
Vote: Aye - 6; Nay — 0
Diann Guns then turned over the chairing of the meeting to the new
President, Paula Connors.
C. Library Board Committee Assignments: Discussion was held about the
different committees and the responsibilities of each, and then
assignments were made as follows:
1) Relations Committee - Jenny Harris/Frederick Miller
2) Operations Committee - John Anderson-Bricker/Diann Guns
3) Planning Committee - David Hammer/Mike Willis
4) 28E Agency - Paula Connors
5) Art Subcommittee - John Anderson-Bricker/Mike Willis
6) Library Foundation - Diann Guns
D. Board President's Report - Communication with Dubuque City Council
for June 30, 2011.
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"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, June 30, 2011."
Motion: Diann Guns
Second: Mike Willis
Vote: Aye — 6; 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
additional comments:
1) Library Financial Report — Henricks reported that fiscal year
2011 closed on June 30, 2011, and the Library is expected
to come in under budget. Guns had a question about the
Library Trust Fund Report, specifically the $650 for the Lull
Art fund furniture expenditure. Henricks stated that this was
for the concrete base for the outdoor "Family Reads"
sculpture. Anderson-Bricker questioned what the trust funds
were for and Henricks explained each to the new board
members.
2) Library Use Statistics — Henricks reported on the increased
complaints about the long lines at the Circulation Desk.
Willis asked about the poor design noted in the report and
Henricks responded that the lines get long and people do
not know where the line begins; lines also extend down the
aisles and people budge in front of others, and the desk's
narrow aprons create a traffic barrier. Henricks is optimistic
that staff will come up with a traffic flow plan; however, for
now she has implemented a procedure that when lines get
long, the New Cards desk or the kiosk at the front door will
invite patrons to check items out there. Anderson-Bricker
asked when the patron service lines are longest and
Henricks reported that it is during the summer months and
after programs.
3) Personnel Update — Henricks reported that Amy Muchmore
who has been part-time at the Recommendations Desk was
the candidate hired for the Full-time Librarian I position in
Adult Services opened by Betty Baule's retirement.
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4) Long Range Plan Update — Miller felt this was well done and
looks forward to participating in development of the next
plan. Henricks recommended that at next month's board
meeting an agenda item be introduced to discuss conducting
a comprehensive professional community survey to
determine library service needs.
5) Output Measures Report — Henricks reported that the Library
is well positioned in relation to libraries of similar size and
excels in more than one measure. Willis commented on the
improvement on delivery of materials.
B. Library Comment Cards - The Library Board reviewed the five
comment cards received and Telegraph Herald article. Anderson-
Bricker asked about the comment card on the patron waiting lines at
Circulation and suggested using ropes to guide people which seem to
work in other libraries.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Long Range Plan Update, Personnel Update, Output Measures Report,
and Library Comment Cards."
Motion: Diann Guns
Second: Mike Willis
Vote: Aye — 6; Nay — 0
5. Items for Action/Discussion:
A. Leadership in Energy and Environmental Design (LEED) Policies — Guns
and Anderson-Bricker reported that they would abstain from voting as
they had not gotten a chance to review the policies prior to the
meeting. Willis asked if these policies put an undue burden on staff,
to which Henricks replied it does not since we follow most of the
guidelines already. Henricks stated most of the changes will impact
the Maintenance staff and they will be provided with checklists to
follow initially to ensure procedures are LEED compliant and machinery
is kept at peak performance. Henricks reported the implementation of
the food scrap recycling. Willis questioned if the copiers and printers
have a print release feature to avoid printing unwanted items, and
Henricks reported the Library does have this feature and it is currently
in use. Henricks clarified the LEED application process which involves
first filing for the certification and then providing applicable policies
and procedures followed by a three-month performance period, the
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6. Communications/Public Comment -
• Miller commented that the Teen Zone sign looked nice. Miller then
gave a quick update on the Operations Committee meeting of June 21,
2011.
• Harris reported on young men loitering on the steps and how it was
not welcoming and may cause patrons to feel uncomfortable. Harris
also noted that the historical doors close very quickly and someone
could possibly be injured if the door is not held. Henricks stated she
would discuss the historical door problem with the architects.
• Willis questioned if a decision was made on the Library survey on the
selection of the DVD shelving. Henricks reported that the decision was
made and the spine out or "side by side" choice was selected.
Henricks reported that the new shelves are $96 per shelf and a lot are
needed, and due to budget, it is not possible at this time. Henricks
has contacted Iowa Prison Industries for an estimate on getting these
shelves through them. Henricks stated if the shelves cannot be
purchased at this time a budget request could be submitted for next
fiscal year.
Guns exited the meeting at 5:40 p.m.
7. Library Board Adjournment - The Board adjourned at 5:43 p.m.
"Motion to adjourn."
Motion: Harris
Second: Willis
Vote: Aye — 5; Nay — 0
Frederick K. MUler, Board Secretary
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