Minutes_Library Board of Trustees 1 26 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of January 26, 2012
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, January 26, 2012.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Trustee Diann Guns (entered at 4:08); Trustee David Hammer;
Trustee Jenny Harris; Library Director Susan Henricks (via
conference call 4:34); Recorder Denette Kellogg; and Secretary
Jennifer Long
1. President Paula Connors called the meeting to order at 4:02 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, January 26,
2012."
Motion: Willis
Second: Hammer
Vote: Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Minutes of December 14, 2011.
"Moved to approve the Board minutes of Wednesday, December
14, 2011."
Motion: Hammer
Second: Willis
Vote: Aye - 6; Nay — 0
3. Board President's Report - Communication with Dubuque City Council for
December 14, 2011.
"Moved to receive and file the Communication with the Dubuque
City Council from Wednesday, December 14, 2011."
Motion: Harris
Second: Willis
Vote: Aye — 6; Nay — 0
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Trustee Diann Guns entered the meeting at 4:08 p.m.
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' summary report stated
that fifty percent of the fiscal year has lapsed with fifty -three
percent of the budget expended and revenue income of
fifty -six point three percent of projections. Henricks' report
also stated that the budget presentation to the City Council
is Monday, February 27, 2012, with dinner at 6:00 p.m. and
the budget meeting starting at 6:30 p.m. Henricks noted in
her report that she would send a copy of the budget
presentation to the Trustees prior to the meeting for review.
2) Library Use Statistics — Henricks' summary report stated that
the circulation and visits have increased eleven percent over
this same time last year.
3) Library Art Subcommittee Report — Henricks' summary report
stated the Art Subcommittee is working to revise the Fine
Arts Policy and that it will be ready for review at the
February board meeting. Henricks' report also stated that
guidelines are also being developed under the "Acquisitions
Policy" to provide focus for types of acquisitions in the
future. The five suggested areas for focus are: complete
portfolios of original artwork published for books,
contemporary art influenced by the written word,
contemporary art about changing forms of communication,
technological innovation, and environmental art.
Anderson - Bricker stated the main goal of the Acquisitions
Policy will be to avoid duplication of what other institutions
are doing and to clarify what the policy is for future
acquisitions. The policy will not affect anything already in
the collection. Miller asked if this will be a new policy for the
Board's review and Anderson - Bricker stated yes.
Guns wanted to know if any progress had been made in
getting the artwork selected for display in the public areas.
Bricker - Anderson replied the Art Subcommittee would be
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meeting and reviewing twelve pieces for display next week.
Harris wanted to know if there is a concern about the
Heating Ventilation and Air Conditioning (HVAC) system and
hanging the artwork. Anderson - Bricker stated that the
conditions already were not ideal for artwork, so the HVAC is
not an issue. The main concern being addressed is getting
glass to reduce the damage from sunlight since the Library
receives more natural light now than before the renovation.
4) Lending Library Update — Henricks' summary report advised
that the machine has continued to work without many
interruptions in the past month. The leased materials,
representing the most popular titles in books and DVD
formats are expected to arrive and be processed within a
few weeks.
5) Construction Renovation Update — Henricks' summary report
stated that Modern Piping repaired a waste pipe that had
had clogging problems since its installation, which required
moving a few ranges of materials, pulling back carpeting,
and breaking up concrete. The repair went smoothly and
the book drop room was also repaired at that time. Henricks
also reported that City Engineering is in the process of
responding to Tricon Construction's letter regarding problem
issues that have not been addressed.
Connors stated that a Renovation Meeting was held today
and that Steve Brown suggested John Gronen come in to
advise which areas of wainscoting require repair and which
to accept. Brown also suggested the Operations Committee
go around and tape the areas they find unacceptable and
then have Gronen come in and look at those areas. Connors
will be calling a meeting of the Operations Committee in the
next few weeks to address this.
Guns reported that City Engineering is drafting a letter to
Tricon Construction Group. Some items that will be
addressed are the elm veneer, limestone in the plaza, and
wainscoting. On the elm veneer, Guns stated that it was
decided that an expert had come in and assessed the cause
of the failure. The expert determined Tricon, the
construction manager, and the architect to be equally
responsible, so that the request will be for one -third of the
estimated repair. On the limestone in the plaza, seventy
percent of the cost will be requested as compensation and
the wainscoting will be addressed as previously stated.
Miller questioned if the mezzanine paint failing was included
in this letter, and Guns responded that the paint was a
separate issue. Guns then reported that the proposal was
made to put drywall over part of the area where the plaster
is peeling, and paint it; however, City Engineering stated
they must have someone come in to examine the area
above the ceiling to determine if the infrastructure can
accommodate hanging drywall.
6) Continuing Education — Henricks' summary report indicated
that Sandy Dixon, Assistant State Librarian, will be in
Dubuque and attending the February 23, 2012, Board
meeting to present a short continuing education session for
the Trustees.
7) Inter - Library Loan (ILL) Program — Henricks' summary report
stated she has been in discussion with Mary Wegner, the
State Librarian about the library's inter - library loan program.
Henricks' reported on the history of the Library's ILL
program which resulted in a savings of $26,864 in 2003, and
which was reallocated to support additional staff. At that
time the regional library took over handling out -of -state ILL
requests. As of July 1, 2011, the regional libraries were
consolidated under the State Library of Iowa and to date the
out -of -state loan service has continued through the state
library. The State Library is considering the phase out the
ILL service to Iowa OCLC member libraries due to budget
cuts. OCLC (Online Computer Library Center) is a member
cooperative for sharing catalogs, records, and ILLs
worldwide. Carnegie -Stout is an OCLC member; however,
currently the library only uses the service for cataloging. It
may be cost prohibitive for Carnegie -Stout to continue out -
of -state ILL requests. Henricks is evaluating the cost to join
the OCLC ILL program, will continue discussions with the
state librarian and will keep the board informed.
Miller and Bricker - Anderson both stated that they appreciate
the ILL Program and hope to see it continue.
B. Library Comment Cards - The Library Board reviewed the three
comment cards received and concurred with staff responses.
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"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Art Subcommittee Update, Lending Library Update,
Renovation Update of Outstanding Issues, Continuing Education,
Inter - Library Loan (ILL) Program, and Library Comment Cards."
Motion: Hammer
Second: Harris
Vote: Aye — 7; Nay — 0
Library Director Susan Henricks joined the meeting via conference call at
4:34 p.m.
5. Items for Action /Discussion: Heade Painting Agreement - Connors reviewed
the agreement from James Maroney. Guns stated that if the painting can be
sold at the asking price before the term of the agreement is up, the art
gallery would sell it. Harris thought reviewing the contracting yearly would
be a waste of time and resources, and if the market rebounds the painting
should be sold. Hammer questioned if the insurance company has approved
the storage and agreement. Henricks stated that yes they have and there
may be some adjustments to the contract coming from the City Legal
Department. Henricks stated that the final version was sent back for review,
and the current version includes all the adjustments that the City's insurance
company had requested. Henricks stated that if there are any other problems
at all, the contract would be rewritten so that Maroney and the art gallery
would carry the insurance on their end.
"Moved to enter into the contract, provided arrangements on
insurance that were listed on the Consignment Agreement reviewed
and recommended at this meeting are met."
Motion: Hammer
Second: Guns
Vote: Aye — 7; Nay — 0
6. Communications /Public Comment (Receive and File) — Connors stated there
was a communication recently on the Mutschler Estate and it should be
settled, in March. Hammer wanted clarification on what the funds would be
used for, and Henricks replied that it would be for expansion of services.
Guns reminded the Board a vote had been previously taken on how the funds
would be used.
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Miller asked about the progress of the Internet Policy and Henricks replied
that she is hoping to have it ready for the February board meeting; otherwise
it will be March 2012.
7. Library Board Adjournment - The Board adjourned at 4:44 p.m.
"Motion to adjourn."
Motion: Miller
Second: Anderson - Bricker
Vote: Aye — 7; Nay — 0
Frederick K. Miller, Board Secretary
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