Minutes_Library Board of Trustees 2 23 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of February 23, 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, February 23, 2012.
Present: President Paula Connors, Vice President Mike Willis (exited at 4:53
p.m.); Board Secretary Frederick Miller; Trustee John Anderson -
Bricker, Trustee David Hammer(entered at 4:16 p.m.); Trustee
Diann Guns; Trustee Jenny Harris; Library Director Susan
Henricks; and Recorder Denette Kellogg
Excused: Trustee Jenny Harris
Guests: Sandy Dixon, Assistant State Librarian, State Library of Iowa
1. President Paula Connors called the meeting to order at 4:04 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, February 23,
2012."
Motion: Miller
Second: Anderson- Bricker
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, January 26 and
Special Meeting Minutes of Thursday, February 9, 2012.
"Moved to approve the Board minutes of Thursday, January 26,
2012."
Motion: Willis
Second: Guns
Vote: Aye - 5; Nay — 0
"Moved to approve the Board minutes of Thursday, February 9,
2012 with the two format changes and one spelling change as discussed."
Motion: Willis
Second: Miller
Vote: Aye - 5; Nay — 0
Hammer entered the meeting at 4:16 p.m.
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3. Board President's Report
A. Continuing Education Workshop for Library Trustees by Sandy Dixon,
State Library of Iowa on `Trustee Essentials." Henricks introduced
Dixon to the Library Board. Dixon provided a summary of to the
Library Board of trustee essentials. She reviewed the five topics
surrounding the five most important things that trustees should know
and the key role and responsibilities of a Library Trustee:
• The difference the library makes in our community.
• The roles of the Board and Director and how they differ.
• Library ordinance basics.
• The Library Board's control over funding.
• The City's accounting obligations.
Dixon also provided information on policy making with the Library
Director, including staff input, developing the policies needed and
bringing a draft to the Board for discussion, review, and adoption.
Dixon noted that the Library Board, when acting as a body, has
authority set forth in the city's ordinance.
The Board thanked Dixon for her presentation and information. Dixon
exited the meeting at 5:15 p.m.
B. Communication with Dubuque City Council
"Moved to receive and file the Communication with the
Dubuque City Council from Thursday, January 26, 2012."
Motion: Guns
Second: 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 fifty -eight
percent of the fiscal year has lapsed with sixty -one percent
of the budget expended. Revenue collected is at sixty -three
point five percent of projections.
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The Board discussed the targeted reallocation of $20,000
funding from print material for digital content for FY -13.
Henricks provided background on the materials budget
allocation and how digital content was originally funded
through grants. Guns suggested that more detailed
information be provided in regard to how decisions are made
for allocation of the materials budget. Henricks reported she
would be providing this information at an upcoming Board
meeting and librarians can provide information on selection
at another upcoming board meeting.
2) Library Use Statistics — Henricks reported that visits and
checkout of library materials continue their increase; both up
ten percent over the FY -11. This comes at a time when
circulation and visits for public libraries across Iowa were up
about only up one percent during the same time period.
Miller asked about the reporting of downloadable materials
in the statistics. Henricks reported that the various material
types are listed separately in the statistics, including
downloadable, in a separate line.
3) Heade Painting Update Marketing Update — Henricks
reported that the Heade painting agreement was updated to
reflect insurance coverage to be carried by the Agents per
the Board's request. The Board will receive notification once
the agreement is signed.
4) Dubuque Racing Association (DRA) Grants — Henricks
reported that two DRA grants were submitted on behalf of
the Library Foundation and Friends of the Library. The
Library Foundation's request is for funding for downloadable
music. The Friends of the Library funding request is for an
upgraded telephone notification system that allows for text
messaging and greater flexibility in types of messages sent.
5) Community Survey Update — Henricks reported on the Board
Subcommittee meeting with Bill Wilson from Himmel and
Wilson, the firm conducting the community survey. The
survey will have both a mail and an online survey. The
surveys will focus on patron satisfaction and measure
interest in west side library service. Connors asked for an
estimated time frame for the survey. Henricks will contact
the firm and provide that information back to the Board.
6) Leadership in Energy and Environmental Design (LEED)
Update — Henricks reported that LEED certification was
submitted on February 15, 2012 for the Library to become a
LEED certified building. The next step is review by the U.S.
Green Building Council that will advise the Library if more
information is required. This process is expected to take
place over the next four to six weeks.
7) Upcoming Agenda Items Review — Henricks reported that at
the March meeting the Board will be asked to review the
following three policies, Internet Policy, Meeting Room
Policy, and the Fine Arts Policy.
B. Library Comment Cards - The Library Board reviewed the two
comment cards received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Heade Painting Update, Dubuque Racing Association
(DRA) Grants, Community Survey Update, LEED, Upcoming Agenda
Items Review and Library Comment Cards."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye — 6; Nay — 0
5. Communications /Public Comment (Receive and File) — Henricks provided the
FY -13 budget presentation to the Library Board along with the 2011 Annual
Report that was designed like a scrapbook with both reports commemorating
the Library's 110 years of service from 1902 to 2012.
Willis exited the meeting at 5:43 p.m.
The presentation highlighted the continuing increase in library services and
types of services provided to the public. Henricks reported on the Library
budget including the Capital Improvement Project (CIP) requests and
Improvement Project (IP) requests. Henricks discussed how the Library's
new design and service model allow for more interaction with library visitors.
The budget report also includes the numerous ties between the Library and
City goals and priorities. The Board made a few suggested format changes
and concurred with the budget presentation as reviewed. Henricks reported
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that the Library's budget would be presented to the City Council on Monday,
February 27, 2012.
6. Library Board Adjournment - The Board adjourned at 5:53 p.m.
"Motion to adjourn."
Motion: Guns
Second: Anderson - Bricker
Vote: Aye — 5; Nay — 0
F,,A,,,:,L
Frederick K. Miller, Board Secretary
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