Minutes_Library Board of Trustees 4 26 12ORIGINAL
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of April 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, April 26, 2012.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker,
Trustee David Hammer; Trustee Diann Guns; Trustee Jenny
Weiss (exited the meeting at 5:00 p.m.); Library Director Susan
Henricks; and Recorder Denette Kellogg
Staff Present: Adult Services Manager Michelle Hellmer and Technical Services
Supervisor Deb Fliegel
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, April 26, 2012."
Motion: Guns
Second: Weiss
Vote: Aye — 7; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, March 22, 2012.
"Moved to approve the Board minutes of Thursday, March 22, 2012
with the rewording of the second bullet on page two to read, 'Option
Three is a sign with a solid base with limestone facing and a cost of
$7,400 per sign.'
Motion: Weiss
Second: Willis
Vote: Aye - 7; Nay — 0
3. Board President's Report
A. Communication with Dubuque City Council.
"Moved to receive and file the Communication with the
Dubuque City Council from Thursday, February 23, 2012 and
Thursday, March 22, 2012."
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Motion: Guns
Second: Willis
Vote: Aye -7; Nay -0
B. Presentation on Selection for the Digital Collection by C -SPL Staff
Michelle Hellmer and Deb Fliegel. Hellmer and Fliegel provided
information to the Library Board on the selection process used by
librarians for adding materials to the collection.
Hellmer reported on the types of resources used to aide in the
selection of materials, citing Publisher's Weekly, The Fiction Collection,
The Public Library Collection, The Library Journal, New York Times
Review, Book List, and Video Librarian as highly used resources. The
Library also has a Materials Selection Policy that is followed. Hellmer
discussed how the decision is made regarding number of copies of a
title to purchase and relies on information from the weekly circulation
statistics report called the "Purchase Alert" from the database, which
holds the Library collection information. Other factors that are
weighed when determining the selection of an item are how many
holds or reserves there is on an item, the cost of an item and the type
of available formats.
Fliegel provided background on the selection of materials for the digital
collection. This collection is currently about 4,000 items and in four
formats including video, eBooks, audio, and music materials. While
using the resources listed above and the "Purchase Alert" report, the
goal of this collection is to get something for everyone. The larger
digital collections are eBooks and audio books. Some items available
for the public to purchase are not available for libraries to purchase,
such as an eBook from Amazon.
The subject of availability is also based on the vendor's decision to
make it available to a library. Many publishers are not currently selling
digital content to libraries. Different libraries have different titles
based on their wants and needs. Overdrive, a vendor the Library uses
for purchasing digital content, is the platform. Overdrive gets the titles
from the publishers and the Library purchases the license from
Overdrive. Content may be removed from the platform without notice
and is driven by the publishers. Henricks noted that we do not own
digital content and it can be taken away by the vendor at any time.
An eBook is no longer in readable format on an eReader at end of the
checkout period.
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Hellmer reported that there are currently six librarians selecting Library
materials for adults.
Guns asked about Patron Requests and how consideration of the
requests enters into the selection process. Hellmer reported that most
Patron Requests are items that library already has on order. The
selectors use the criteria listed above as factors when reviewing the
Patron Requests for purchase. Henricks reported that when a patron
submits a Patron Request for an item they are automatically put at the
top of the list for getting the item when it is received.
Willis commented on the dilemma between the need for digital content
and the challenge of availability to libraries.
Weiss commented on the budget availability for digital materials.
Hellmer reported on the reallocation of budget funds for the Library's
entire materials collection that includes digital content.
The Board thanked Staff for their report.
Hellmer and Fliegel exited the meeting at 4:39 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 reported that March
closed the third quarter of the fiscal year and with seventy -
five percent of the fiscal year lapsed expenditures were on
target at seventy -five percent. Revenue collected was at
seventy -seven percent of projections.
2) Library Use Statistics — Henricks reported that visits and
checkout of library materials decreased in comparison to
March, 2011. Overall visits to the Library were up six
percent from the previous fiscal year, and circulation reflects
an eight percent increase over FY -11. The greatest
increases in use are realized in eBooks, DVDs, and in -house
use of laptops computers. Henricks also reported an
increase of online database use.
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Connors asked about the drop in Library use in March, 2012.
Henricks reported that use is still up year -to -date and will
also be high in comparison to other libraries across Iowa.
Henricks reported on the meeting room use statistics that
are based on outside use of meeting rooms and do not
include Library programs.
3) Marketing Update — Henricks reported on the Library news
appearing in the Telegraph Herald this past quarter. She
also distributed the Foundation's newsletter and an updated
Iowa Open Meetings, Open Records Handbook for each
Board member.
B. Library Comment Cards - The Library Board reviewed the four
comment cards received. Willis asked about the comment card asking
about the magazine racks. Henricks reported that Iowa Prison
Industries has been working on alternatives or options for both the
periodical and DVD shelving.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics and Library Comment Cards."
Motion: Willis
Second: Miller
Vote: Aye — 7; Nay — 0
5. Action Items:
A. Library Exterior Signs — Connors reported on the April 2, 2012 City
Council meeting. The Board discussed the various options available.
"Moved to request that Lange Sign pay for and replace the
exterior sign pillars with a solid limestone -faced based, which was
identified at the City Council meeting of April 2, 2012 as Option 4."
Motion: Guns
Second: Weiss
Vote: Aye — 7; Nay — 0
Weiss exited the meeting at 5:00 p.m.
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B. Confidentiality Policy Review — Henricks discussed the revisions to the
Confidentiality Policy.
"Moved to adopt the revisions to the Confidentiality Policy."
Motion: Hammer
Second: Willis
Vote: Aye — 6; Nay — 0
C. Social Media Policy — Henricks reviewed the new policy that covers
patrons and library sponsored social networking sites. Miller
suggested a format change. Anderson - Bricker asked if this will create
more work for staff. Henricks reported this work is already being
done. Willis suggested that section notifying a patron that a message
has been deleted, be removed from the policy.
"Moved to adopt the Social Media Policy with the format
change and deletion as discussed."
Motion: Hammer
Second: Willis
Vote: Aye — 6; Nay — 0
Willis asked what social media sites the Library was currently
participating in and if we were on Twitter. Henricks reported the
Library is currently on Facebook, Pinterest and maintains a blog.
D. Fine Arts Policy — Henricks reported that the policy was updated to
include the suggestions by the Board at its March, 2012 meeting.
Miller suggested two format changes.
"Moved to adopt the Fine Arts Policy with the two format
changes suggested."
Motion: Miller
Second: Guns
Vote: Aye — 6; Nay — 0
The Board discussed the Library's art holdings on temporary loan at
the Dubuque Museum of Art. Hammer suggested bringing some of the
holdings back to the Library for showing. The Board suggested that
some of the other items on loan could be brought back for temporary
exhibits throughout the year. The Board referred its suggestions to
the Art Subcommittee.
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E. Open Access — Henricks provided a detailed report of the evaluation of
the Library's open access (reciprocal borrowing) program as it pertains
to the circulation of materials to members of the County Library and
the history pertaining to reimbursement. Reimbursement from the
State of Iowa for this program is nineteen cents per title and this
reimbursement covers only a tiny percentage of managing this
transaction. The Board agreed that the first step in recouping some of
this expense is to meet with the County Library Director to discuss this
issue.
"Requested that Library Director meet with the County
Library to discuss the open access program."
Motion: Guns
Second: Bricker
Vote: Aye — 6; Nay — 0
F. Library Survey — The Board agreed to table this action item so that the
topic can be discussed in greater depth at their next meeting.
"Moved to table the Library Survey agenda item until the
next Board meeting."
Motion: Willis
Second: Miller
Vote: Aye — 6; Nay — 0
6. Communications /Public Comment — Henricks reported that the Library's
Annual Volunteer Recognition Event is scheduled for 6:00 p.m. on May 17,
2012.
7. Library Board Adjournment - The Board adjourned at 5:53 p.m.
"Motion to adjourn."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye — 6; Nay — 0
k igy„,
Frederick K. Miller, Board Secretary
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