Minutes_Library Board of Trustees 12 14 11Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of December 14, 2011
ORIGINAL
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, December 14, 2011.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller, Trustee John Anderson - Bricker,
Trustee Diann Guns; Library Director Susan Henricks; Recorder
Denette Kellogg
Excused: Trustee Jenny Harris; Trustee David Hammer
1. President Paula Connors called the meeting to order at 4:07 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, December 14,
2011."
Motion: Willis
Second: Guns
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of November 17, 2011.
"Moved to approve the Board minutes of Thursday, November 17,
2011."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye - 5; Nay — 0
3. Board President's Report - Communication with Dubuque City Council for
November 17, 2011.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, November 17, 2011."
Motion: Guns
Second: Willis
Vote: Aye — 5; Nay — 0
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. Motion io 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 forty-two
percent of the fiscal year has lapsed with forty-four percent
of the budget expended.
2) Library Use Statistics — Henricks reported that the most
noticeable growth in check -outs has been in the non -print
areas: DVDs, e-Books (increase of five times over previous
year), and ten of the fourteen databases have realized
increased use. Sony e- Readers have been Introduced for
circulation and have already become popular. Henricks
reported that the gate count is not accurately reflected for
November 2011 due to the gate being turned off and visits
had to be estimated.
3) Lending Library Update — Henricks reported on the site visit
by Pik Inc., the manufacturer of the library vending machine,
on December 6 and 7, 2011 to resolve the number of
outstanding since its installation in September 2011. There
were many changes made to both the software and
hardware and the machine appeared to work as designed on
December 7, 2011. All parties, including Brodart the
supplier of the machine, agreed to monitor the performance.
Pik Inc. reported that they will stand behind the product's
warranty. Miller reported that he used the machine recently
and it is slow and has Its quirks, but it does seem to be
working satisfactorily.
4) Renovation Update - Construction Renovation Update —
There are weekly meetings that the Library Director,
President Connors and Trustee Guns attend with City
Engineering and other City Staff as needed.
a. Outstanding Issues — Connors reported that the
City has received a response from Tricon in regard
to the list of construction discrepancies. The Board
asked that the City's response letter be provided
to them for review. Connors next reported on the
issues of gaps and slippage in the wainscoting.
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Connors wanted a consensus from the Board as to
whether they want to have it all removed and
replaced, or If possible, repair areas as needed.
The Board agreed that the obvious problems need
to be fixed appropriately. The Board asked to be
provided additional feedback from the contractor
who will be reviewing the issues and providing his
recommendations to the City before a final
decision is made. Henricks noted the two -year
warranty on this work.
Henricks provided an update on the Library's
heating, ventilation and air - conditioning (HVAC)
issues that remain unresolved.
Anderson - Bricker offered, as part of the
Operations Committee, to attend the weekly
Construction meetings and asked that he be
included in the announcement of meeting times
and dates.
Miller asked for an update on the mezzanine
ceiling failing paint. Henricks reported that City
Engineering is working with a professional painter
who took paint samples to determine the layer of
paint levels and types of paint so that the best
action plan can developed. The funds from this
project have been requested from the City
Manager as part of the budget process. Guns
reported that the schedule for repainting the
mezzanine is set for August /September 2012.
Henricks reported that the work may be done as
early as March 2012.
Miller asked about the status of the glass floor
cracks. Henricks reported that the Maintenance
Staff are conducting inspections frequently based
both on photographs and visual Inspections as
instructed with no new cracks identified.
Anderson - Bricker asked about the status of the
auditorium shade repair. Henricks reported that
the one section of the shade has been replaced
and is awaiting Inspection by the City Engineer.
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Henricks reported the shade is not being used due
to the defects previously reported.
b. Leadership in Energy and Environmental Design
(LEED) Update — Henricks reported that LEED
certification is moving forward and that the Library
had a conference call on December 9, 2011 with
OPN and IUWW. The performance period ended
on November 15, 2011 and all policies and
documentation toward certification must be
submitted by February 15, 2012.
B. Library Comment Cards - The Library Board reviewed the two
comment cards received and concurred with staff responses. Miller
asked about the push carts for patrons. Henricks reported that the
Library has ordered additional shopping carts that are small, wheeled
carts with baskets for patrons to use when browsing the collection.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Lending Library Update, Renovation Update of
Outstanding Issues, Leadership in Energy and Environmental
Design (LEED) Update, and Library Comment Cards,"
Motion: Anderson - Bricker
Second: Harris
Vote: Aye — 5; Nay — 0
5. Items for Action /Discussion:
A. Heade Painting: Follow -up Request — Henricks reported on the request
from James Maroney to keep the Heade painting, currently at the
Debra Fine Art Gallery, in storage at his cost, saving the expense and
risk of shipping the artwork. The Board discussed the pros and cons
of keeping the painting in storage with Maroney. The Board discussed
the contract which allows for the Library to ask for the painting back in
thirty days. Willis reported that he supported this request. Anderson -
Bricker requested that the proof of the proper insurance and
accountability for the painting is provided to the Board. The Board
suggested a new contract be provided with the new conditions and
information.
"Moved to have James Maroney keep the Library owned
Heade painting in his storage facility with the understanding we
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would be signing a new contract with him that that we would be
clarifying the terms of the storage and insurance."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye — 5; Nay — 0
B. Internet Policy Revisions — Henricks reviewed the revised Internet
Policy. Anderson - Bricker and Miller had some questions.
Miller requested that he be provided time to review his recommended
revisions with the Library Director for collaboration with the Board. It
was agreed that Miller provide his specific revisions to the policy to the
Library Director for review prior to the Board's review of the policy.
"Moved to table the Internet Policy revisions to allow time
for additional Input from the Board."
Motion: Miller
Second: Guns
Vote: Aye — 5; Nay — 0
6. Library Board Adjournment - The Board adjourned at 4:56 p.m.
"Motion to adjourn."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye — 5; Nay — 0
t- /Le,ivrci. 7� /Ll,if.2 /"
Frederick K. Miller, Board Secretary
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