Minutes_Library Board of Trustees 5 24 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of May 24, 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, May 24, 2012.
Present: President Paula Connors; Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee David Hammer; Trustee
Diann Guns (entered at 4:08 p.m.); Trustee Jenny Weiss
(entered at 4:11 p.m.); Library Director Susan Henricks;
Recorder Denette Kellogg; and Secretary Jennifer Long.
Excused: Trustee John Anderson - Bricker
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, May 24, 2012."
Motion: Willis
Second: Hammer
Vote: Aye — 4; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, April 26,
2012.
"Moved to approve the Board minutes of Thursday, April 26, 2012."
Motion: Willis
Second: Miller
Vote: Aye - 4; Nay — 0
3. Board President's Report — Communication with Dubuque City Council for
April 2012.
"Moved to receive and file the Communication with the Dubuque
City Council from April 2012."
Motion: Hammer
Second: Willis
Vote: Aye - 4; Nay - 0
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Guns entered the meeting at 4:08 p.m.
4. Motion to Receive and File Informational Items:
Weiss entered the meeting at 4:11 p.m.
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 eighty -
three percent of the fiscal year has lapsed with expenditures
at eighty -two percent and revenue collected at eighty -seven
percent of projections. Henricks also reported that, with the
possible exception of utilities, the Library should come in
right on budget this fiscal year.
2) Library Use Statistics — Henricks informed the Board that the
month of April was a slow month. The number of visits and
check outs remains higher than the same time last year;
however, there was a decrease in business compared to
April 2011. Henricks attributes the decrease to the
unseasonably warm weather, or a leveling off in business
which was expected to happen last year but did not.
3) Leadership in Energy and Environmental Design (LEED)
Update — Henricks reported that she participated in several
conference calls with OPN and KJWW in the past month to
prepare responses of clarification to the U.S. Green Building
Council as the next step in working toward LEED
certification. Henricks must have the additional clarification
and accompanying documents submitted by May 31, at
which time the U.S. Green Building Council will either award
points or request additional clarification.
4) Dubuque Racing Association Grant (DRA) — Henricks
reported that The Friends of the Library were awarded a
grant from the DRA for a patron notification system, which
will provide an upgrade to the Library's voice messaging
system. The enhancement will notify patrons of an item to
be picked up, when an item is overdue, an expired reserve,
or allow the creation of a custom message via a text
message to a phone. Henricks expects that this
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system will reduce the costs for supplies and postage; as
well as improve the time it takes for the patron to receive
notification. The grant award is for $6,600.00 and The
Friends of the Library will fund an additional $1,100.00.
Henricks also reported that the Library Foundation submitted
a grant to the DRA requesting funding for Freegal, the
downloadable music product; however, they were
unsuccessful in receiving funding.
5) Open Access — Henricks reported that she met with Dawn
Hayslett, the Director of the Dubuque County Library System
and they had a productive discussion. Hayslett understood
the concern Henricks expressed that half of the County
Library circulations were from Carnegie -Stout Public Library
(C -SPL) and Hayslett stated she is aware of the County
Library's deficiencies and is working to correct them. One
step is an increase in the operating budget for the coming
fiscal year. Henricks reported that some ideas discussed
included the County Library purchasing multiple copies of
popular books for C -SPL or a County library staff member
working at C -SPL. Hayslett was going to discuss these items
further with the County Library Board at their May meeting
so that they are aware of what is taking place. Guns
suggested that Henricks and Connors attend the next County
Library board meeting to present the open access issue and
get their response, as well as to express that this Board does
not feel the current situation is a long -term sustainable
situation.
Discussion was held on the Open Access program and the
Board's desire to work towards a solution for the lack of
reimbursement for supporting library services to the county.
Willis asked Henricks what she felt was the best solution.
Henricks reported, in her opinion, one system is the best
answer, with reimbursement the next best. Weiss
questioned that if the County opens a branch in Asbury, it
wouldn't it make sense for C -SPL to open a branch.
Henricks reported that this discussion took place with the
County some years back with the idea of a merger;
however, there was a staff transition and the discussion fell
by the wayside.
Guns offered the suggestion of forming a task force of all
the stakeholders in the Asbury Library, to review and discuss
the needs and requirements for all involved before a new
building is erected that is too small, the County gets
involved, or C -SPL becomes involved in west side service.
Henricks reported on the consultant's study that
recommended that a merger or partnership be formed in
some way. Weiss suggested that the results from the
Community Survey are received before making a decision to
make sure there is support from our constituents for
expansion in the form of a west -end branch.
B. Library Comment Cards - The Library Board reviewed the comment
card received and concurred with the staff response.
Henricks reported on a need for some shelving for DVDs and teen area
shelving and also fixing the problem with the periodical shelving.
Henricks received a quote from Iowa Prison Industries for these items
and is requesting that the funds be taken from the Maher Trust in the
amount of $5,000. The Board concurred with the request.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Leadership in Energy and Environmental Design (LEED) Update, Dubuque
Racing Association Grant (DRA), Open Access, and Library Comment
Cards."
Motion: Willis
Second: Miller
Vote: Aye — 6; Nay — 0
5. Items for Action /Discussion:
A. Library Personnel Handbook — Connors reported on the proposed
revisions to the Personnel Handbook by the Relations Committee. The
revisions exclude the Social Media section of the handbook until a
response is received from the City Legal Department.
"Moved to adopt the Library Personnel Handbook with revisions as
recommended by the Relations Committee, excluding the Social Media
Policy section and subject to City Legal approval be updated."
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Motion: Guns
Second: Miller
Vote: Aye — 6; Nay — 0
B. Expansion of Library Services — Guns suggested that before the
community survey is completed and mailed out, the Board members
discuss what they foresee the Library's expansion be; west -end
service, either digitally or physically; digital materials; or programming
offered. Weiss suggested that the survey have the questions for the
public of what is most important to them; be it physical expansion or
expansion of services and products. Guns suggested the survey focus
more on expansion of services and not on physical expansion, and as
for west -side service, see what is wanted, not focusing on how we
deliver these services. A sample question Guns suggested may be: "If
you had Internet computers on the west side would you use this
service ? ", and then when we know what is wanted, focus on how to
deliver the service.
Susan reported on the possibility of a library levy and the fact that
many libraries across the State of Iowa have been using library levies
for this type of funding. A library levy is self- funded and the City
would not have to worry about collecting or raising the funds, the
voters would decide if they wanted the services enough to pay for
them.
Guns suggested the ideas of someday having a Friends of the Library
coffee shop, like One Mean Bean, with books there for purchase; or
the ability to have lockers where people can pick up their reserves and
their library bar code would open the locker.
Willis questioned what the timeframe of completion of the survey is;
Henricks responded it is ready as soon as the Board wants to proceed.
The Board charged Henricks to go back to the consultants Himmel and
Wilson to make the suggested changes.
6. Communications /Public Comment:
Guns suggested getting more no- smoking signs, as there were men
sitting on the steps smoking when she came in. Henricks stated that
there are signs, but they may need to be larger or moved, and she
would look into the matter further.
7. Library Board Adjournment - The Board adjourned at 5:03 p.m.
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"Motion to adjourn."
Motion: Weiss
Second: Willis
Vote: Aye - 6; Nay - 0
1-/-Lk?eeLvt, _C .k 7i' ,,/
Frederick K. Miller, Board Secretary
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