Minutes Library Bd 2 24 05
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, February 24, 2005
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, February 24, 2005.
Present:
Board President Michael Shubatt (arrived 4:08 p.m.); Board Vice
President Alan Avery; Board Secretary Mary Strom (via conference
phone); Trustee Jack Felderman; Trustee Sue Lindsay; Trustee
Kristen Smith; Board Member Tom Tully; Library Director Susan
Henricks; and Recorder Denette Kellogg.
1. Board Vice President Avery called the meeting to order at 4:07 p.m.
''Moved to adopt the meeting agenda of Thursday, February 24,
2005 to include FY-06 budget presentation. "
Motion:
Second:
Vote:
Tully
Felderman
Aye -6; Nay - 0
e 2. Library FY-06 Budget Presentation - Henricks provided the FY-06 budget
presentation themed, "Invest in Your Community, Invest in Your Library" in
PowerPoint format. Henricks invited Board members to attend the City Council
budget-hearing meeting on Monday, February 28, 2005 at 6:30 p.m. Henricks
reported that most of the Improvement Package requests were recommended
for funding by the City Manager and the presentation highlights those
requests.
3. Approval of the Board Meeting Minutes January 27, 2005:
''Moved to adopt the Board meeting minutes of January 27, 2005. "
Motion:
Second:
Vote:
Felderman
A very
Aye -6; Nay - 0; Abstain - 1 (Strom)
4. Board President's Report:
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A. Library Board Update to City Council - Shubatt reviewed the Library
Board meeting summary report from January 2005 provided to the City
Council. The report is provided to the City Council after each Library
Board meeting.
Library Board of Trustees
Minutes of February 24, 2005
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B. Library Community Survey - Shubatt reported that the Board is
currently collecting some background information before proceeding.
The Board reported the need to review whether the plans meet the
needs that exist.
''Moved to table the Library Community Survey agenda item
for discussion at the March 2005 Board meeting. "
Motion:
Second:
Vote:
Felderman
Tully
Aye -7,' Nay - 0
5. Committee Reports:
A. Relations Committee (Felderman/Lindsay):
1) Personnel Update - Felderman and Henricks reported the following:
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. Deb Stephenson from Children's Services was hired for the
position of Circulation Supervisor.
. Closing date for the Library Aide position vacant in
Children's was February 23, 2005 with 84 applications
received. The interview process is currently taking place.
. Technical Services Library Aide (Cataloging) Sharon Dahl
retired and Circulation Library Aide Tim Miller was hired for
the position.
. The City Manager approved moving a 30-hour a week
Library Aide position into two 20-hour a week Library
Assistant positions. The two positions will address staffing
needs and result in $4,100 in savings the first year.
. Jason Burds has been hired as Library Information
Technology Specialist. Burds was introduced to the
Library Board.
. Twelve staff members completed CPR (Cardiopulmonary
Resuscitation) and AED (Automated External Defibrillator)
training and are now certified in administering both.
· Library Staff development day is scheduled for Thursday,
August 25, 2004.
2) Gift Funds Update - General Gift Fund Expenditure Request-
Henricks reviewed her memo dated February 23, 2005 that provides
background information on the Library's Grant Wood prints and note
cards. Henricks reported that the stock is depleted and the request
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Minutes of February 24, 2005
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to purchase these items from the general gift fund with the revenue
generated being placed back into the gift fund.
"Moved to approve the use of general gift funds
purchase Grant Wood ''Appraisal'' prints and note cards not
to exceed $2,000. "
Motion:
Second:
Vote:
Felderman
Smith
Aye -7; Nay - 0
The Board expressed the need to better market Library sale items.
Henricks reported interest from a library volunteer to assist in public
relations and marketing of these materials.
B. Operations Committee:
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1) Financial Reports Fiscal Year 2005 - Strom reported that
expenditures are in line with the budget with fifty percent of
the budget lapsed and fifty-one percent of the budget
expended. State program funds for Open Access, Open Access
Plus and State Funds have been received. Strom reported that
revenue received is at sixty-eight percent of the budget
received with fifty-percent of the budget lapsed. Two revenue
line items that have shown increase are collection agency fees
and lost material fees. Internet printing fees and fax also show
a slight increase. Henricks reported that supplies and services
expenditures lines continue to be above budgeted amounts due
to large expenditures early in the fiscal year which is expected
to even out by the end of fiscal year.
2) Building Renovation Fund - Strom reported that the newly
established fund currently has a $200.00 balance. Strom
reported on Lindsay's request to move an agreed upon amount
of funds from the Library's expendable trusts to the Building
Renovation Fund. The incoming funds would show the Board's
support for the project and assist with fundraising efforts. The
Board agreed on the importance of this marketing tool for
fundraising and this issue be addressed after the Board finalizes
the next steps in the community survey and the building
renovation plans are finalized.
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3) Facility Update:
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a) CIP Exterior Building Maintenance - Henricks reported
that the City Council hearing process for the exterior
building projects has begun. The schedule is as
follows: 2/21/05- City Council hearing to approval of
project to open for bids, 3/15/04 - bids opened at City
Hall, 3/21/05 City Council hearing to award bid,
6/30/05 - project completion date. Strom had asked
that cleaning of the windows be included in the bidding
process. Henricks reported that this task has been
included as an option for bidding.
b) CIP Tech Office - Henricks reported that installation of
a partition wall in the Technical Services office is
moving forward with construction scheduled for the
first part of March 2005.
c) Building Vibration Study - Henricks reported that
Terracon Consulting Engineers visited the Library to set
the first week of March 2005 for the study. Heavy
traffic will be simulated to assist with the study.
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B. Planning Committee:
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1) Foundation Update - Smith reported that the Foundation Board
met January 27, 2005 and provided a summary report of the
meeting. Smith reported that the balance of the Endowment
Fund was provided and information on the most recent
fundraising campaign. The following members were elected as
Foundation Board Officers - Donna Bauerly, President; Becky
Barnhart, Secretary; and Ed Everts, Treasurer. The Foundation
Board welcomed the Library Board's ideas for endowment fund
projects and possible new Board members. Smith presented
the request for funding for additional Library parking and
reported on the Foundation Board requesting additional
information. Smith also provided the possibility of funds in
support of the building renovation should the project move
forward and Henricks is scheduled to provide a review of the
community survey at the next Foundation Board meeting.
Felderman reported that he would provide the information at
the Foundation's March 31, 2005 Board meeting. Henricks will
ask the City for a copy of the appraisal of the property in
question. Henricks reported that the Foundation welcomed the
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Library's wish list for project funding and approved up to
$25,000 in project funding.
''Moved to request the appraisal of said property from
City Staff and permission to provide the documentation to the
Library Foundation Board for the purposes as described"
Motion,'
Second:
Vote.'
Felderman
Smith
Aye -7; Nay - 0
Strom requested that the Board be provided a copy of the
Foundation Board minutes.
5. Library Director's Report:
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A. Library Statistical Report Summary - Henricks reported that a study of
the gate count accuracy was completed over the course of a week and
results showed that the counter was correct. The gate count is down
most likely due to closing of Thursday mornings. Henricks reported that
Circulation is up ten percent overall with print materials up three
percent for adult and seven percent for children, and audio-visual up
seventy-four percent. Henricks reported that the increase of audio-
visual materials does follow a national trend.
B. Library Schedule / Program Calendar & Marketing Update - Henricks
distributed a revised Library brochure and new Volunteer Recruitment
brochure. Henricks reported on the possibility of the Library
participating in the River Museum's public relations tool about frogs.
The Library would participate in hopes of marketing the library through
decorating a large frog with a library theme. The decorated frogs and
locations would be listed in various public relations pieces inviting the
public to view the frogs.
''Moved to utilize $1,250 from the General Gift Fund to
use State funds for purchasing a statue of a frog to decorate
with a Library theme for marketing efforts in conjunction with
the River Museums publiC relations tool with the intent of
raising library awareness. "
Motion:
Second.'
Vote.'
Felderman
Smith
Aye -7; Nay - 0
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Library Board of Trustees
Minutes of February 24, 2005
The Board agreed to move forward and agreed that this could be an
effective marketing tool.
Tully exited the meeting at 5:03 p.m.
6. Board Correspondence - Comment Cards. Shubatt reviewed the two comment
cards received and the Library Board concurred with Staff responses.
7. Communications/Public Input:
. Henricks reported on recent problems with disruptive youth patrons and
plans for handling these patrons.
. The Board wished Trustee Shubatt and Trustee Avery a happy birthday.
. Strom requested that a card be sent to a volunteer who is recovering
from an illness.
8. ''Motion to adjourn. "
Motion:
Second:
Vote:
Felderman
Smith
Aye - 6; Nay- 0
The Board adjourned at 5:04 p.m.
:%A'~ ~J
Mary Strom, ~ar Secretary
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