Minutes Library Bd 3 24 05
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, March 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, March 24, 2005.
Present:
Board President Michael Shubatt; Board Secretary Mary Strom;
Trustee Jack Felderman; Trustee Sue Lindsay; Trustee Kristen
Smith; Library Director Susan Henricks; and Recorder Denette
Kellogg.
Vice President Alan Avery and Trustee Tom Tully
Excused:
1. Board President Avery called the meeting to order at 4:07 p.m.
''Moved to adopt the meeting agenda of Thursday, March 24, 2005
to include a an additional agenda item, 6. C Discussion of a loan agreement
with the Dubuque County Historical Society. "
Motion:
Second:
Vote:
Strom
Lindsay
Aye -4; Nay - 0
Trustee Felderman ente'red the meeting at 4: 10 p.m.
2. Approval of the Board Meeting Minutes February 24, 2005:
''Moved to adopt the Board meeting minutes of February 24, 2005
with the following change; Page 5, agenda item 5.B. motion to read,
'Moved to utilize $1,250 from the State Program funds received for
purchasing a large 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:
Strom
Smith
Aye -5; Nay - 0
3. Board President's Report:
A. Library Board Update to City Council - Shubatt reviewed the meeting
summary report from February 2005 provided to the City Council after
each Library Board meeting. Henricks reported that the City Council
Library Board of Trustees
Minutes of March 24, 2005
and Library Board receive this report via e-mail and hard copy as
requested.
4. Committee Reports: The Library Board reviewed a summary memorandum of
Committee activities dated March 21, 2005.
A. Relations Committee:
1) Personnel Update - The summary memorandum provided
information on staff positions. Sharon Daly has been hired as the
new full-time Library Aide in Children's activity. Part-time Library
Assistant in Circulation, Deb Tully, has resigned. The hiring process
is taking place for three open part-time Library Assistant positions:
two in Circulation and one in Adult Services.
B. Operations Committee:
1) Financial Reports Fiscal Year 2005 - Henricks reported that
67% of the fiscal year has lapsed, and expenditures are at 64%
of the budget; it is projected that the Library Department will
come in at the target budget.
2) Building CIP Facility Update - Henricks reported that bids were
opened for the project with Fred Jackson Tuckpointing as the
low bidder. Henricks recommended to the City Manager that
the project overage be taken from another pending CIP project,
which is the sidewalk repair and steps to the main entrance.
Jackson Tuckpointing is scheduled to begin work soon and is
scheduled to be completed by June 30, 2005. The project will
cause some mess and inconvenience for patrons. Every effort
will be made to work around patrons with work on the Main
Entrance scheduled for Thursday Mornings.
B. Planning Committee:
1) Internet Policy Revisions - Henricks reported that revisions to
this policy reflect current practice with the Internet automated
time-management software for patrons when using the Internet
computers.
''Moved to adopt the revisions to the Internet
Policy as submitted and reviewed by the Library
Board. "
Motion: Smith
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Library Board of Trustees
Minutes of March 24,2005
Second:
Vote:
Strom
Aye -5; Nay - 0
2) Circulation Policy Revisions - Henricks reviewed the suggested
revisions to the policy. Revisions include a change to the
number of items that can be checked out for the "new patron"
status from ten items to three items. This is result of ongoing
abuse by patrons in the "new patron" status not returning
materials. This has resulted in a current status of $15,000 in
outstanding materials not returned.
''Moved to adopt the Circulation Policy revision
pertaining to the change in limiting the number of
items to three for patrons classified in the "new patron"
status as reviewed by the Library Board. "
Motion:
Second:
Vote:
Smith
Felderman
Aye -5; Nay - 0
The Board discussed the need to review this limit again
should the abuse continue as a limit might need to be placed
on the total number of materials a family can check out if
they are in the "new patron" status.
Henricks reviewed the other revisions to the Circulation Policy
including lifting the limit on books on CD, CD-ROMs, and
Books To Go for "regular patron" status. Shubatt reported
that lifting the limit could result in a loss of an adequate
selection for patrons and could result in reduced circulation of
these materials; Felderman concurred with this feedback.
Henricks reported that the collection is growing and should
allow for an ample selection of these collections for patrons.
''Moved to adopt the revision to lift the check-
out limit for books on CD, CD-ROMs, and Books To Go
for the "regular patron" status.
Motion:
Second:
Vote:
Smith
Lindsay
Aye-3
Nay - 2 (Felderman & Shubatt)
The motion passed.
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Library Board of Trustees
Minutes of March 24, 2005
5. Library Director's Report: Henricks provided a summary memorandum of the
Director's report to the Library Board.
A. Library Statistical Report Summary - Henricks reported that Library
Circulation is up ten percent for the month of February, and Internet
use was up 23 percent for the month. The number of visits has
increased six percent for the month and is at a 23 percent decrease for
the year. Henricks reported that most growth in circulation could be
attributed to Dubuque residents. There has been modest growth in the
circulation of print materials and significant growth in the circulation of
non-print materials. Henricks reported that the number of volunteer
hours have increased along with meeting room use. To have efficient
management of scheduling Library meeting rooms, review of software
products used for meeting scheduling is taking place. The Board
discussed that the number of visits most likely have decreased due to
Thursday morning closing and the increased number of patrons using
the Library's online catalog website and databases.
B. Library Schedule / Program Calendar & Marketing Update - The Board
reviewed the Library calendar of events and program for April 2005.
C. Dubuque County Historical Society (DCHs) Request for Loan - Henricks
reported on the original request approved by the Library Board for loan
of some books by the DCHs in 2000 and provided a written background
summary for the Library Board. The books were to be shelved in a
space provided in a re-creation of a mid 19th century bookshop.
Reverend Duane Manson identified titles the Library owns desired for
the display. The agreement was never culminated as the DCHs became
involved with the National Mississippi River Museum project. The DCHs
is again interested in moving forward with establishing a museum of
Dubuque history and artifacts and Rev. Manson has re-approached C-
sPL to request the loan of 37 books, a revised list since 2000. Henricks
reviewed the revised agreement and requested that the Library's book
valuator review the books to attain a current value. The Board
expressed the need to have additional information on the proposed
location and value of the books for the loan agreement.
''Moved to table agenda item until information on the status of
the proposed loan location and the value of the books is attained. "
Motion:
Second:
Felderman
Strom
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Library Board of Trustees
Minutes of March 24, 2005
Vote: Aye -5; Nay - 0
The Board asked that the Library's Book Valuator Ed Vandermillen be
contacted to valuate the books requested for loan.
6. Library Board Work Session - Community Survey: Shubatt reported on
organizing the Library's plan with utilizing the Community Survey results to
support the actions for the plan. The Board discussed these issues and agreed
on the following objectives and actions to be addressed;
(1) Are the existing conceptual plans what we want, and if not, what
needs to be done to change them?
(2) The Board needs to make a decision on how to proceed with west
side service. What component are we going to try and package
with the renovation?
(3) Which funding options are available to us?
(4) The Board needs to get back together with fund raising consultant.
Shubatt invited input from the Board and Library Director in regard to the
building plans. It would be the first item on the next work session agenda.
Any input on the building plans and additional concerns in regard to the issues
discussed should be submitted to Shubatt or Henricks as soon as possible.
The Board members agreed to hold another Planning Work Session prior to
the April 2005 Board meeting.
7. Board Correspondence - Comment Cards. Shubatt reviewed the comment
card and thank you card received and the Library Board concurred with Staff
responses.
8. ''Motion to adjourn."
Motion:
Second:
Vote:
Felderman
Smith
Aye - 4; Nay- 0
The Board adjourned at 4:47 p.m.
Mary Strom, Board Secretary
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