Minutes_Library Board of Trustees 6 28 12ORIGINAL
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of June 28, 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, June 28, 2012.
Present: President Paula Connors; Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee David Hammer; Trustee John
Anderson - Bricker; Trustee Jenny Weiss (entered at 4:04 p.m.);
Library Director Susan Henricks; Recorder Denette Kellogg; and
Secretary Jennifer Long.
Excused: Trustee Diann Guns
1. President Paula Connors called the meeting to order at 4:03 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, June 28, 2012."
Motion: Willis
Second: Miller
Vote: Aye — 5; Nay — 0
Weiss entered the meeting at 4:04 p.m.
2. Approval of Library Board of Trustees' Minutes of Thursday, May 24, 2012,
and Thursday, June 14, 2012.
"Moved to approve the Board minutes of Thursday, May 24, 2012,
and Thursday, June 14, 2012."
Motion: Miller
Second: Hammer
Vote: Aye - 6; Nay — 0
3. Board President's Report:
A. Oath of Office for President Connors read by Vice President Willis and
Oath of Office for Trustee Anderson - Bricker read by President
Connors: Vice President Willis swore in President Connors for a four -
year term, and President Connors swore in Trustee Anderson - Bricker
for a four -year term.
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B. Communication with Dubuque City Council for May 2012.
"Moved to receive and file the Communication with the Dubuque
City Council from May 2012."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye - 6; Nay - 0
C. Library Exterior Signage: Connors stated that Lange Signs will be
charging the Library to replace the current signs as required by the
City. The total cost of the project is $7,903.00. Connors reported that
the expense for this project is currently unfunded. The Board
discussed the project funding and agreed to refer the project back to
the City Council for a funding request in the next fiscal year's budget.
"Moved to refer the signage project cost to the City Council for a
funding request."
Motion: Hammer
Second: Weiss
Vote: Aye - 6; Nay - 0
4. Motion to Receive and File Information 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 ninety -two
percent of the fiscal year has lapsed with revenue collected
at ninety -three percent of projections. Henricks also
reported that fiscal year 2012 is estimated to come in very
close to budget. Anderson - Bricker questioned why the
travel and training budget had so a high balance. Henricks
responded that her American Library Association meeting
and some online training for the Information Technology
Staff had not yet posted so that by year -end the travel and
training expenses will be increased.
2) Library Use Statistics — Henricks informed the Board that
after a few slow months, library use rebounded with an
increase in circulation of materials, largely attributed to the
Adult collection. The year -to -date comparisons remain
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higher than the previous year and fifty -five percent higher
than May of 2011. The checkout of lap top computers was
up, and demonstrates a ninety -five percent increase year -to-
date. Henricks also reported that she could confidently
report that seventy -three percent of the Dubuque population
has library cards that are current.
3) Facility Update — Henricks reported that problems have been
experienced with the chiller /air conditioning system during
the recent hot and humid days. Henricks reported that
Geisler Brothers Co. did not return telephone calls requesting
service; however, Total Maintenance, Inc. (TMI) was in town
on another service call and resolved one of the issues at no
charge. Henricks informed the Board that error messages
and alarms on the chiller exceed forty on a regular basis and
the solution has been to reset the system. Henricks told the
Board that she has asked City Engineer Steve Brown to push
for a final resolution so that the maintenance staff knows
who to contact for repairs.
Henricks reported that Klauer Construction Company and
Fred Jackson Tuckpointing will be repairing the ceiling above
the mezzanine and a pre- construction meeting will be held
on Monday, July 2, 2012. Henricks also informed the Board
the work should be completed before the Iowa Library
Association reception in October.
Weiss requested that it be placed on the record that she
recuses herself from any votes or meetings involving Fred
Jackson Tuckpointing.
4) Open Access /Dubuque County Update — Henricks reported
that as the Board requested, she spoke with Dawn Hayslett,
the Director of the Dubuque County Library System, and
Hayslett brought the issue before the Dubuque County
Library Board of Trustees but a solution was not found.
Hayslett informed Henricks that the County Library Board of
Trustees is working aggressively with the City of Asbury to
build a new library and feels that once the new facility is
available people will use that location and not Carnegie -
Stout Public Library (C -SPL). Henricks stated she agrees the
new and attractive building will likely increase business, but
would not predict that C -SPL service to County residents will
decrease as a result because the County system will still lack
the funds for materials and programs to give visitors what
they want.
Henricks reported that during the American Library
Association (ALA) conference, she will be meeting with the
State Librarian and will brainstorm possible ideas regarding
the issues surrounding the Open Access program. Henricks
requested that a subcommittee be formed and that a
request be made to be added to the County Library Board's
next scheduled meeting to bring the issue to their attention
again with a specific request for compensation. Connors
stated that Guns had expressed an interest in meeting with
the County Board previously, so Connors would contact Guns
to see if the she would be interested in being on the
subcommittee and attending the County Board Meeting.
5) Online Computer Library Center (OCLC) — Interlibrary Loan
(ILL) Report — Henricks reported that OCLC is an
expensive, labor intensive resource and is reciprocal in
nature. The loans through OCLC are from out -of -state
libraries and this program is used when material is not
available anywhere in Iowa. Henricks conducted a cost
analysis. The OCLC -ILL program will cost approximately
$5,200 annually. Other options were evaluated, including
charging up to $7.50 for an out -of -state loan and
outsourcing, by having a local college broker the loans. One
university declined, a second one offered to broker the loans
at a cost of $12.50 per item. The increase in van costs and
the driver to include this extra stop brought the cost to an
amount comparable with what it will be if C -SPL handled the
loans. Henricks reported that after meeting with the
management team it was decided to incorporate the
program at C -SPL.
B. Library Comment Cards - The Library Board reviewed the three
comment cards received and concurred with the staff responses.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Facilities Update, Open Access /Dubuque County Update, Online Computer
Library Center (OCLC) — Interlibrary Loan (ILL) Report, and Library
Comment Cards."
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Motion: Weiss
Second: Willis
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Fines and Fees Policy - The Board reviewed the Fines and Fees Policy
and Henricks suggested a change in the Interlibrary Loan (ILL) fee
from $1.00 to $3.00 instead of from $1.00 to $2.00. Willis asked if
that cost is intended to cover postage and Henricks responded that it
will offset some of the postage, which averages $3.25 per item.
Anderson - Bricker stated he would like to raise the fee from the current
$1.00 to $2.00 and see what impact that has before raising it to $3.00.
Weiss expressed her concern that by raising the fee to $3.00 the
Library is still losing $0.25 for postage. The Board suggested that
information about the increase be provided to patrons. Henricks
stated that she will request any increased revenue generated from the
fee credited to the postage line.
"Moved to adopt the Fines and Fees Policy with change in
Interlibrary Loan (ILL) fees from $2.00 to $3.00."
Motion: Miller
Second: Willis
Vote: Aye — 6; Nay — 0
B. Employee Computer Use Policy — Personnel Handbook - The Board
reviewed the Employee Computer Use Policy — Personnel Handbook.
Weiss questioned whether the verbiage regarding passwords that must be
provided at a supervisor's request are personal or work related.
Henricks responded they would be the passwords for Library-owned
equipment and that the policy can be clarified to state this.
"Moved to adopt the Employee Computer Use Policy — Personnel
Handbook with the change to state "passwords which are work related."
Motion: Willis
Second: Miller
Vote: Aye — 6; Nay — 0
C. Community Survey Update — Willis noted that some of the questions
from earlier drafts of the survey are not in the current draft. Willis
stated he felt the question concerning the cost of expanded services
and how they will be paid for should be included in the survey so that
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the people know there is a cost associated with the services they
desire. Connors suggested that a possible question would be, "How
would you propose expansion of services be paid for ?" Henricks
responded that then the option of a levy could be presented, to see
the feedback about that option. Connors then questioned whether the
Board's general consensus is that a question on cost be included in the
survey, and the Board consensus was yes. Anderson - Bricker stated
that he felt question five seemed to indicate a new location and may
cause confusion. Henricks stated that the intent of the survey is to let
the people decide what is important to them and then size and type of
facility, if any, can be determined to meet that need.
"Moved to submit the survey with the amendments."
Motion: Hammer
Second: Miller
Vote: Aye -3; Nay — 3
Motion failed. Weiss felt that the changes needed to be made and the
survey reviewed again by the Library Board to ensure the survey is
what the Board wants before submittal.
"Moved to table the Community Survey Update, get the changes
made, and then review the Community Survey at the Thursday, July 26,
2012 meeting."
Motion: Weiss
Second: Anderson - Bricker
Vote: Aye — 5; Nay — 1 (Hammer)
6. Library Board Adjournment - The Board adjourned at 5:25 p.m.
"Motion to adjourn."
Motion: Anderson - Bricker
Second: Weiss
Vote: Aye — 6; Nay — 0
Frederick K. Miller, Board Secretary
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