Minutes Library Board 9 27 05
Carnegie-Stout Public Library
Board of Trustees’
Meeting Minutes of Tuesday, September 27, 2005
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Tuesday, September 27, 2005.
Present: Board President Alan Avery; Trustee Becky Hauder; Trustee Sue
Lindsay; Trustee Beverly Kolz; Trustee Michael Shubatt; Trustee
Kristen Smith; Trustee Diann Guns; Library Director Susan
Henricks; and Recorder Denette Kellogg.
Public Present: Donna Bauerly, President Library Foundation
1.Board President Avery called the meeting to order at 4:06 p.m.
“Moved to adopt the meeting agenda of September 27, 2005.”
Motion: Guns
Second: Lindsay
Vote: Aye –7; Nay – 0
2.Approval of the Board Meeting Minutes August 31, 2005:
“Moved to adopt the Board meeting minutes of August 31, 2005.”
Motion: Smith
Second: Hauder
Abstained: Guns/Shubatt (not present at 8/31/05 meeting)
Vote: Aye –5; Nay – 0
3.Board President’s Report:
A.Approve Tentative Board Meeting Schedule FY-06 – Avery reviewed the
tentative meeting schedule for the Library Board and Library Board
Committees. The tentative meeting schedule for the Committees are as
follows: the Planning Committee is scheduled to meet the second
Thursday of the month at 4:00 p.m.; the Relations Committee is
scheduled to meet the second Thursday of the month at Noon; and the
Operations Committee is scheduled for the third Thursday of the month
at 4:00 p.m.
“Moved to adopt the tentative Library Board of Trustees Meeting
schedule through June 2006.”
Library Board of Trustees
Minutes of September 27, 2005
Motion: Smith
Second: Guns
Vote: Aye –7; Nay – 0
B.Communication With Dubuque City Council - The Board received and
filed the monthly Board of Trustees update that is provided to the City
Council following each Board meeting.
4. Motion to Receive and File Informational Items – The Board received the
following items for review in the Board packets:
A.Relations Committee – Library Personnel Summary
B.Operations Committee – FY-06 Financial Report Summary: Guns noted
that revenue received is only at about eleven percent of the budget
year. Henricks reported that this is on track as the budget boosts to its
norm after State of Iowa funding is received.
C.Library Director’s Report Summary
1)City Council Goal Setting Session Summary
2)Library Use Statistics Report
3)Friends of the Library Report
4)Library Foundation Update
5)Upcoming Iowa Library Association (ILA) Conference Report
6)Report on Police Call
D.Library Feedback Comment cards and Responses
“Moved to receive and file the informational update on the
Board Relations Committee, Operations Committee, Library Director’s
Report Summary, and Library feedback comment cards and
responses as reviewed.”
Motion: Guns
Second: Shubatt
Vote: Aye –7; Nay – 0
5.Items for Action:
A.Relations Committee – Personnel: Director Salary Review – Avery
reported that in years past the Board President has authorized, with
Board concurrence and approval, the annual step increase for the
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Library Board of Trustees
Minutes of September 27, 2005
Library Director. Avery requested that the Board move this item up on
its schedule to review at its July meeting each year.
“Moved to approve and concur for the Library Director to
receive a step increase effective on her anniversary date of August
27, 2005 and, to charge the Board Relations Committee to move
forward with the process of the Library Director’s performance
review by the Library Board.”
Motion: Smith
Second: Kolz
Vote: Aye –7; Nay – 0
B.Operations Committee – Administration Office Redesign. Henricks
reported that one bid was received and three other vendors were
contacted for additional bids. Two of the vendors charge for estimates
by the hour. Discussion was held regarding the purchase of the design
and specifications from one vendor to be used to receive quotes from at
least three companies. Henricks reported that the entire project would
be afforded from the State funds available in the gift fund account.
“Moved to purchase a design for the Library’s administration
office, obtain at least three bids, and award the bid as per guidelines
with funds for the project to be taken from the State funds in the
general gift fund”
Motion: Smith
Second: Shubatt
Vote: Aye –7; Nay – 0
C.Planning Committee – Library Vehicle Funding Option – Henricks
reported on suggestions for the Library to acquire a van. Henricks
suggested that the project be submitted with one-third of the funds to
be requested by the City plus maintenance, one-third of the funds to be
requested by the Library Foundation, and one-third to be requested
from the Dubuque Racing Association (DRA). Donna Bauerly,
Foundation President, also reported on grant opportunities that may be
available for the Library. Henricks reported that she would investigate
these grant sources prior to submitting the project to the three funding
sources as reported.
“Moved to concur with the plans for investigating additional
grant resources for the purchase of a library van and the possibility
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Library Board of Trustees
Minutes of September 27, 2005
of asking for funding from three different funding sources as
reported.”
Motion: Smith
Second: Lindsay
Vote: Aye –7; Nay – 0
6. Communications/Public Comment – Donna Bauerly addressed the Board
and reported that the Library Foundation is gearing up for a large fundraiser
with Loras College President Jim Collins serving as Chair of the Fundraising
Drive. Donna reported on funding priorities for the Library that will be included
in the fundraising letter and asked for concurrence from the Library Board on
the list of items. The items include funding for a parking lot, a self-check
machine, and laptop computers for patrons for a total of approximately
$85,000. Guns reported that she supports the need for additional parking and
that the Library needs to take advantage of property available around the
Library and the Board agreed. Bauerly reported on the need for Board
members to be available for questions by donors in regard of the projects and
the strong partnership between the Library Board and Foundation Board. The
Board concurred on the list of projects as submitted by Bauerly and thanked
her for her hard work and cooperation on behalf of the Library and the Library
Foundation.
7. Adjournment - The Board adjourned at 4:50 p.m.
“Motion to adjourn.”
Motion: Smith
Second: Lindsay
Vote: Aye –7; Nay – 0
Kristen Smith, Board Secretary
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