Minutes Library Board 7 28 05
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, July 28, 2005
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The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, July 28, 2005.
Present,.
Board President Michael Shubatt; Trustee Alan Avery; Trustee
Diann Guns; Trustee Sue Lindsay; Trustee Beverly Kolz; Trustee
Kristen Smith; Library Director Susan Henricks; and Recorder
Denette Kellogg.
Trustee Jack Felderman
Excused.'
1. Board President Shubatt called the meeting to order at 4:06 p.m. and
welcomed new Trustees Diann Guns and Beverly Kolz to the Library Board.
"Moved to adopt the meeting agenda of July 2~ 2005 with the
addition of agenda item 3. C 1) Election of Officers. "
Motion:
Second.'
Vote.'
A vel}'
Lindsay
Aye -6; Nay - 0
2. Approval of the Board Meeting Minutes May 28, 2005:
''Moved to adopt the Board meeting minutes of May 2~ 2005. "
Motion.'
Second'
Vote,'
Abstain:
Smith
Lindsay
Aye -4; Nay - 0
Guns and Kolz; not present at May 28, 2005 meeting.
The Library Board did not meet in June due to lack of a quorum.
3. Board President's Report:
A. Communication With Dubuque City Council - Shubatt reported on
communications sent to the City Council in reference to the Board's
request for Board terms to be staggered, and in communication in
reference to the Iowa Attorney General's opinion of a City Council
official serving on both the City Council and Library Board concurrently.
Library Board of Trustees
Minutes of July 28, 2005
B. Review of Board Terms: Boards and Commissions Listing - Avery
reported that he had provided a letter to the City Council in regard to a
concern with three and four, respectively, of the seven Board member
terms ending in same year. Henricks reported that the recent City
Council action did not officially address this issue. It was agreed that
the listing may have included a typographical error and that Lindsay and
Avery's appointments should expire in 2007 and asked Henricks to
investigate the terms with the City Clerk.
C. Review of Board Policy and Bylaws Summary - Shubatt provided a
review of the Policy and Bylaws. Henricks reported that both
documents would be brought before the Board for review and revision
in a subsequent meeting.
1) Election of Officers - Shubatt reported on the suggested slate of
Officers proposed and asked for feedback.
"Moved to nominate the following slate of executive
officers to the libraI}' Board.' appoint Alan A vel}' as Board
President, appoint Sue Lindsay as Board Wce President and,
appoint Kristen Smith as Board Secretary. "
Motion.'
Second:
Vote.'
Shubatt
Guns
Aye -6; Nay - 0
Avery took over the meeting as newly elected President of the
Library Board.
2) Committee Assignments - Avery asked for review of what each
Library Board standing Committee is responsible for and asked
volunteers for Committee assignments. Lindsay, Shubatt and
Smith reported on various Committee responsibilities as set forth in
the bylaws.
Avery provided the following Committee appointments to the
Library Board:
. Operations Committee of the Library Board - Trustee
Smith and Trustee Kolz
. Planning Committee of the Library Board - Trustee Guns
and new Board member to be appointed
. Relations Committee of the Library Board - Trustee
Shubatt and Trustee Lindsay
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Library Board of Trustees
Minutes of July 28, 2005
Avery reported that in accordance with the Bylaws he is a member
of each standing committee and would attend Committee meetings
as needed.
3) Review of Board Meeting Dates - Henricks reported on scheduling
conflicts for the August and September Board meetings as Staff
Development Day is scheduled for August 25, and Henricks is
scheduled to attend training through the Public Library Association
workshop during the week of September 22, 2005. The Board
agreed to meet on Wednesday, August 31, 2005 at 4:00 p.m. and
Tuesday, September 27 at 4:00 p.m. Regular Board meeting
dates are the fourth Thursday of each month with the exception of
November and December, which are the third Thursday of each
month.
Avery requested that Committee members work together to plan
their regular monthly Committee meeting dates.
5. Committee Reports:
A. Relations Committee:
1) Library Security Update - Henricks reported that a Security Update
was provided at the last Board meeting and will be provided for
more detailed review at the August Board meeting. Henricks
reported that she would provide a recommendation including the
need for a full-time security guard during the summer months and
evaluate the need for rest of year. Henricks reported that over 50
incidents for the period of June 21 through July 27, 2005 have
been reported. Henricks shared the Library's goals and priorities to
be presented at the City Department retreat, which includes Library
security .
2) Friends Update: Book Sale Hours - Henricks reported that the
Friends of the Library annual book sale is scheduled for Friday,
September 30 from 3:00 to 7:00 p.m. and on Saturday, October 1
from 10:00 a.m. to 3:00 p.m.
''Moved to concur with the Friends of the Library
annual book sale schedule and permit the Librarys historic
building gallery and rotunda areas to remain open through
7:00 p.m. on Friday, September 30 for the Friends of the
Library book sale to take place. "
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Library Board of Trustees
Minutes of July 28, 2005
Motion:
Second:
Vote:
Smith
Kolz
Aye -6; Nay - 0
The Library Board reported its support of the annual book sale and
the efforts of the Friends of the Library in preparation of the book
sale.
3) Personnel Update - Henricks provided the following personnel
update:
. Michael May, from has been hired as the new Librarian in Adult
Services. May is from Appleton, Wisconsin and is currently
working at Lawrence College.
. Betsy Killins has been hired as part-time Library Assistant in
circulation. Betsy grew up in South America, attended Emmaus
Bible College and speaks fluent Spanish.
. Tom Resnick has been promoted to part-time Library Aide from
Library Student Assistant in the Children's Department.
. Sherry Ewert, Library Aide in Adult Services, has announced her
retirement effective August 20, 2005. Sherry has worked at the
Library for 25 years. The hiring process has begun to fill this
full-time position.
Henricks reported on an inquiry from a Library Manager in
reference to a stipend or movi ng expenses for Librarian I positions
and the setting of a new precedent. Henricks reported that
currently, a stipend for moving expenses, that are in line with
budgeted funds, are provided for the positions of Library Director
and Activity Managers. Avery, Guns and Shubatt agreed that the
once a job offer has been made and accepted by an applicant that
no additional requests to the offer should be considered as part of
good business practice. Avery and Shubatt reported, the Board
concurred, that current policy should be referred to the Relations
Committee for review.
B. Operations Committee:
1) Financial Reports Fiscal Year 2005 - Henricks reported on a
favorable budget year with the Library coming in a 98% of the
operational budget expended and revenue at 109% of projections.
Henricks reported on savings in personnel in Circulation as a result
of changing a library aide position to two library assistant positions.
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Library Board of Trustees
Minutes of July 28, 2005
2) Building Facility Update: Henricks reported that the exterior
maintenance project, which included tuck pointing, painting of the
trim, cleaning of the building, and replacement of areas to historic
stairs. Henricks reported that the landscaping project has been
completed with the addition of stepping-stones, mulch and
additional plantings. Henricks reported on the recent street
closures for repair, including that 11th Street would be closed on
Saturday, August 6 for a private wedding at the residence located
on the north side of 11th and Bluff. Board members reported
concern with limited patron access that day to the library public
building.
Restoration of Bluff Street Historic Door - Henricks reported that
the Dubuque Old House Enthusiasts have approved project funding
for the restoration of the historic door, that was in disrepair,
located on the bluff street side of the Library.
C. Planning Committee:
1) Architect Expense Funding for Building Renovation Revised Plans -
Henricks reviewed the proposal from OPN, Architects for the
revised plans for the design stage of the Library's renovation plans.
The proposal includes new drawings, new plans, review sessions
with the Board, schematic design, digital format, and design
boards.
"Moved to authorize OPN, Architects proposal for
architectural services as outlined in the amount not to exceed
$9,250 for professional services and $500 for expenses to
include new drawings, new plans, review sessions with Board,
schematic design, digital format and design boards.
Motion:
Second:
Vote:
Shubatt
Smith
Aye -6; Nay - 0
6. Library Director Report:
A. Library Statistical Report Summary - Henricks proVided a summary
reported of the detailed statistics as follows:
. The fiscal year shows increase in most service areas of the Library.
Circulation is up 7% year to date at C-SPL while the rest of Iowa
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Library Board of Trustees
Minutes of July 28, 2005
libraries circulation growth is flat and nationwide up only 1-2 %.
Most circulation growth realized is due to Dubuque residents while
communities participating in the 28E Agency Agreement has also
contributed. Funding from the Agency is partially based on
circulation and it is expected that the Library will realize increased
revenue in that line in FY06. A third reason for increase circulation is
most likely due to collection development efforts being made on
Thursday mornings.
. Audio-visual materials continue high growth with DVD's up 710/0
from last year. Avery asked about the impact of the Library
becoming a video store. Henricks reported that libraries nationwide
have begun circulation popular materials with Dubuque being slow in
introducing these materials. Patrons are indicating the need for
these materials by the results from the circulation statistics.
. Video circulation is up 22 %.
. Registration statistics indicates that 61 % of our community holds a
library card. This appears to be the busiest summer ever with June
registering 1,871 in an 8-hour period.
. The non-library use of meeting rooms is up 10% year to date.
. Volunteer hours up 2%, which is equivalent to two additional full
times equivalent (FTE) for the year as a result.
. Internet use was up 9% over last year logging a total of 87,207
visits.
. We site visits from outside the Library have increased 23% with a
total of 87,207 visits and library database use has also increased.
Henricks reported on the department manager's goal setting session on
August 1 and 2, 2005 with the City manager and provided a more
detailed report.
Henricks provided a report of the news appearing in the Telegraph
Herald for the period of January through June 2005.
B. Library Schedule/Program Calendar - Henricks reviewed upcoming
programs as listed on the Library's web page. Henricks reported that
computer classes would be offered to the public beginning in September
2005. Young Adult services will be moved to Children's Services, which
will be called Youth Services when the change takes place.
7. Board Correspondence: Comment Cards - Shubatt reviewed the comment card
submitted and the Board concurred with the staff response.
8. "Motion to adjourn. "
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Library Board of Trustees
Minutes of July 28, 2005
Motion:
Second:
Vote:
Smith
Ko/z
Aye - 6; Nay- 0
The Board adjourned at 5:54 p.m.
I/J /~'~
l'1~ lev, L- ~~ .
Kristen Smith, Board Secretary .
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