Minutes Library Bd 8 31 05
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Wednesday, August 31, 2005
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Wednesday, August 31, 2005.
Present:
Board President Alan Avery; Trustee Becky Hauder; Trustee Sue
Lindsay; Trustee Beverly Kolz; Trustee Kristen Smith; Library
Director Susan Henricks; and Recorder Denette Kellogg.
Trustee Diann Guns and Trustee Michael Shubatt
Excused:
1. Board President Avery called the meeting to order at 4:06 p.m. and welcomed
new Trustee Becky Hauder to the Library Board.
''Moved to adopt the meeting agenda of August 31, 2005. "
Motion:
Second:
Vote:
Lindsay
Kolz
Aye -4; Nay - 0
2. Approval of the Board Meeting Minutes July 28, 2005:
''Moved to adopt the Board meeting minutes of July 28, 2005 with a
change to item 2. to change the word "upstain" to ''abstain'~'
Motion:
Second:
Vote:
Abstain:
Kolz
Smith
Aye -4; Nay - 0
Hauder not present at July 28, 2005 meeting.
3. Board President's Report:
A. Board Procedures for Committee Reporting to the Library Board - Avery
reported that he has requested that the agenda take on a new format
and be broken down into defined areas between informational type
items and action type items that are necessitated from the Board
Committees.
B. Set Committee Meeting Dates: Avery requested that all Committees set
a regular meeting schedule by the September 2005 Board meeting. The
Committee members agreed to review their schedules and agree on a
regular monthly meeting date for each respective Committee. The
Library Board of Trustees
Minutes of August 31, 2005
Operations Committee agreed to meet on September 15 at 4:00 p.m. in
the Library Board Room.
C. Communication with Dubuque City Council.
''Moved to receive and file the Library's update to the
Dubuque City Council from the July 28, 2005 Board meeting.
Motion:
Second:
Vote:
Kolz
Smith
Aye -5; Nay - 0
5. Committee Reports:
A. Relations Committee:
1) Personnel Update - Henricks reviewed the Personnel Update
memorandum. Of note was the Staff Development Day summary
in regard to the Board President's welcoming speech, poverty
simulation workshop, and customer service workshop. The poverty
simulation intent was to allow staff to have hands on experience
with dealing with issues of what it is like to live in poverty to
increase awareness for Library staff.
''Moved to receive and file the informational update on
Library personnel as provided by the Library Director"
Motion:
Second:
Vote:
Lindsay
Smith
Aye -5; Nay - 0
2) Items for Action:
a. Library Security - Henricks provided a review of the Security
Update correspondence dated August 19, 2005 that addresses
the need for a security guard. There were 97 incidents
recorded between June 8 and August 15, 2005. Henricks'
recommendation is to provide a security guard during the
summer months with a budget impact of $8,400 with a
contracted service. Henricks reported that this is what is
needed minimally and she will be reviewing additional needs
as the review of security issues move forward in the coming
months.
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Library Board of Trustees
Minutes of August 31, 2005
''Moved to approve the expenditure of $8,400 in
budget funds to contract for a security guard services during
the summer months. "
Motion:
Second:
Vote:
Smith
Lindsay
Aye -5; Nay - 0
Hauder asked what the peak period of need is for a security
guard. Henricks reported that the peak hours period for a
security guard would be from 3:00 p.m. to 9:00 p.m.
Henricks reported on an increase of violent security issues.
b. Holiday Closing - Henricks reviewed her correspondence to the
Library Board in regard to recommendations for options for
holiday closings for Christmas and New Year's 2005. Henricks
reported that other City offices would be observing the Friday
before and Monday after each holiday as four holidays are
provided to City Staff. Due to Library operations, the Library
could not be closed four days in a row. Henricks recommended
option two, which provides for the Library being closed Friday,
Saturday and Sunday of each week and providing a floating
holiday as outlined in her correspondence.
''Moved to approve the 2005 Christmas and New Years
holiday closings as follows; close on December 23, 24 and 25
and close on December 30, 31 and January 1 and to concur
with the plan for the floating holiday as outlined. "
Motion:
Second:
Vote:
Smith
Hauder
Aye -5; Nay - 0
c. Personnel Moving Stipend/Moving Expenses - Henricks reported
on review of a request for a stipend for moving expenses for
librarians. The Board agreed that this should be on a case-by-
case basis and on the availability of budget funds. Henricks
reported that a specific request had been made by new
Librarian Michael May and budget funds are available as the
budget year has just started.
''Moved to approve a stipend of $1 000 to Library
employee Michael May, contingent upon two years of
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Minutes of August 31, 2005
contiguous employment from the hire date at the Library or
the stipend must be returned in full to the Library. "
Motion:
Second:
Vote:
Smith
Hauder
Aye -5; Nay - 0
Avery reported on the need for contract negotiations to take
place before acceptance of employment in the future between
the Library Director and Library Board with the employee.
d. Request for Loan of Library Grant Wood Artworks - Henricks
reported on a request for loan of the Library's Grant Wood
artworks, "Appraisal" and "Victorian Survival" from the Renwick
Gallery in Washington, D.C. from May through July 2006.
Henricks recommended approval of the request and noted that
the loan agreement includes all aspects of a loan conditions as
set forth by the Library Board. Avery requested that Henricks
ensure all recognition and/or citing of the artworks be
attributed to the Carnegie-Stout Public Library.
''Moved to approve the loan of the Library owned
artworks by Grant Woolf, ''Appraisal'' and "Victorian Survival"
under the conditions of the loan agreement as set forth to the
Renwick Gallery in Washington, D.C from May through July
2006. "
Motion:
Second:
Vote:
Kolz
Lindsay
Aye -5; Nay - 0
B. Operations Committee:
1) Motion to Concur on Informational Related Items - Henricks
provided an information update on the agenda items:
a. Financial Reports Fiscal Year (FY) 2006
b. Collection Agency Update
''Moved to receive and file the informational update on
Library FY-06 Financial Reports and Collection Agency
Update. "
Motion: Kolz
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Library Board of Trustees
Minutes of August 31, 2005
Second:
Vote:
Smith
Aye -5; Nay - 0
2) Items for Action - Administration Office Space. Henricks reviewed
her memorandum that provided an overview of the need to
provide a workable office space for the Administration offices,
including the area for the new Clerical Assistant.
''Moved to approve the request to move forward with
the project of providing workable office spaces in Library
Administration as outlined in the memorandum with the
addition of receiving additional bid and cost estimates as
outlined before proceeding with the project. "
Motion:
Second:
Vote:
C. Planning Committee:
Smith
Lindsay
Aye -5; Nay - 0
1) Motion to Concur on Informational Related Items- Henricks
provided an update on the informational related items:
a. Building Renovation Project
b. Envisions 2010
c. Renovation Project Manager
''Moved to receive and file the informational update on
Library Building Renovation Project, Envision 2010 and the
Renovation Project Manager. "
Motion:
Second:
Vote:
2) Items for Action:
Hauder
Smith
Aye -5; Nay - 0
a. Long Range Plan - Henricks reviewed her summary dated
August 22, 2005 in regard to moving forward to the Long
Range Plan with the next step of a Sub-Committee to be
appointed.
''Moved to hire Faye Clow, Public Library Association
Certified Facilitator, to facilitate the long range planning
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Minutes of August 31, 2005
process and to defer action on development of the sub-
committee for one month. "
Motion:
Second.'
Vote.'
Smith
Kolz
Aye -5; Nay - 0
b. West-Side Library Service - Henricks reviewed the summary
provided in regard to providing west-side library services.
''Moved to express the Board's intent to encourage and
continue efforts with the Dubuque Community School District
in developing partnership ideas for the Library to have a west-
side library services. "
Motion.'
Second.'
Vote.'
Smith
Lindsay
Aye -5; Nay - 0
6. Library Director Report:
A. Motion to Concur on Director's Summary Items - The Library Director
provided an informational update in regard to the agenda items.
1) Friends of the Library - Henricks reported that the Friends of the
Library granted $2,700 during their last meeting to fund a movie
license agreement which allows public performance rights for most
major movie studios films. They also funded a die-cutting machine.
The Friends annual book sale will be held Friday, September 30 and
October 1, 2005 in the Library's 2nd floor gallery and rotunda areas.
2) Library Use - Henricks reported on library use statistics and ongoing
marketing efforts for the Library.
''Moved to receive and file the informational update on Friends
of the Library and Library Use report. "
Motion.'
Second.'
Vote.'
Kolz
Smith
Aye -5; Nay - 0
B. Item for Action - Foundation Update - Henricks reported on the list of
proposed projects to be accepted by the Library Board and then
submitted to the Foundation for possible funding in the future.
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Library Board of Trustees
Minutes of August 31, 2005
''Moved to approve the list of proposed projects to be
submitted to the Library Foundation Board for pOSSible funding. "
Motion:
Second:
Vote:
Smith
Hauder
Aye -5; Nay - 0
7. Board Correspondence - Comment Cards:
''Moved to receive and file the five Library comment cards and responses. "
Motion:
Second:
Vote:
Kolz
Smith
Aye -5; Nay - 0
8. ''Motion to adjourn. "
Motion:
Second:
Vote:
Smith
Kolz
Aye - 4; Nay- 0
The Board adjourned at 5:18 p.m.
Kristen Smith, Board Secretary
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