Minutes_Llibrary Board of Trustees 7 26 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of July 26, 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, July 26, 2012.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Trustee David Hammer; Trustee Diann Guns; Library Director
Susan Henricks; Recorder Denette Kellogg; and Secretary
Jennifer Long
Excused. Trustee Jenny Weiss
1. President Paula Connors called the meeting to order at 4:01 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, July 26, 2012."
Motion: Guns
Second: Anderson - Bricker
Vote: Aye-6; Nay— 0
2. Approval of Meeting Minutes of June 28, 2012.
"Moved to approve the Board minutes of Thursday, June 28, 2012
with the change in Agenda Number 5.C., Second Motion change the
date from July 19, 2012, to July 26, 2012."
Motion: Willis
Second: Hammer
Vote: Aye — 6; Nay — 0
3. Board President's Report:
A. Election of Officers: Connors expressed her willingness to continue as
Board President. Connors also stated that Willis expressed his
willingness to continue serving as Vice President. Connors then asked
Miller if he was willing to continue serving as Secretary, and Miller
responded he would be willing to continue in that role. Connors then
questioned if anyone else would like to assume one of those roles, but
no interest was expressed.
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"Moved to nominate the slate of officers for the coming year:
Paula Connors for Library Board President, Mike Willis for Vice
President, and Frederick Miller for Secretary. "
Motion: Anderson - Bricker
Second: Guns
Vote: Aye- 6; Nay — 0
B. Library Board Committee Assignments - Discussion was held about the
Library Board committees and it was agreed that the assignments
would continue as previously assigned with the exception Willis
stepping down from the Art Subcommittee. The assignments will
continue as follows:
• Relations Committee - Jenny Weiss /Frederick Miller
• Operations Committee -John Anderson - Bricker /Diann Guns
• Planning Committee - David Hammer /Mike Willis
• 28E Agency - Paula Connors
• Art Subcommittee - John Anderson - Bricker
• Library Foundation - Diann Guns
C. Review of Tentative Library Board Meeting Dates through August
2013: The Board reviewed the proposed meeting dates and possible
alternative dates for regular meeting dates around holidays. It was
decided that the November meeting will be Thursday, November 15,
2012, December's meeting will be Thursday, December 20, 2012, and
March's meeting will be March 28, 2013.
"Moved to approve the meeting dates as proposed and discussed. "
Motion: Willis
Second: Miller
Vote: Aye- 6; Nay — 0
D. Communication with Dubuque City Council — June 2012.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, June 28, 2012. "
Motion: Guns
Second: Willis
Vote: Aye — 6; Nay — 0
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4. Motion to Receive and File Informational 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 FY -12 — Henricks reported that with
the close of Fiscal Year 2012, the Library came in one point
seven percent under budget, returning $46,621.82 to the City.
The city- budgeted items that went over budget, which the
library covered, were: Insurance for $1,955.00, Electricity for
$1,492.00, Natural Gas for $5,174.00, and Telephone for
$458.00. Henricks reported she has spoken to the City Budget
Director on how this could be avoided for next year.
2) Library Use Statistics — Henricks reported that the Library
ended the year with a strong increase in business. The
growth area of use is in the adult collection, with an overall
increase of seven percent. Henricks reported the growth was
not in print, but in non -print materials such as audio books,
music CDs, DVDs, lap top computers, and downloadable
books. Downloadable audio grew by fifteen percent but the e-
Book circulation had the highest growth with a 382 percent
increase in circulation. Henricks reported she believes this to
be the beginning of a trend and that the preference for print
material will decrease each year. Henricks reported that over
3,900 library cards were issued in Fiscal Year 2012, averaging
twelve cards per day.
3) Facilities Update — Henricks reported that work on the
mezzanine has begun and is progressing smoothly and on
time; however, damage did take place in the form of scratches
on the marble floor and the contractor will take responsibility
for the repairs. Henricks informed the Board that Marble
Medic Inc. from Story City, Iowa, will make the repairs once
the project is complete. Henricks reported that she met with
Steve Brown, Scott Hansen of Engineered Controls Inc., and
Scot Geisler of Geisler Brothers Company today to discuss the
outstanding issues with the Heating Ventilation and Air
Conditioning (HVAC) system. Henricks reported that the City
plans to sign an HVAC contract with Geisler Brothers Company
and Engineered Controls and that the payment for this
contract is not coming from the Library's budget. Henricks
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questioned when the outstanding issues with Geisler Brothers
Company will be taken care of, specifically the restroom
exhaust fans and the air handling unit that has been patched
together as a temporary fix. The Board expressed its
frustration with the ongoing HVAC issues. Anderson - Bricker
questioned if Total Maintenance Inc. (TMI) could take care of
these issues, and Henricks responded 'eyes" but they would
have to charge for some of the repairs as the contract that is
held with TMI is a shared contract, not a full - service
preventative maintenance contract. Willis asked if any
warranties could be voided because TMI is working on these
items. Henricks responded it should not affect the warranties.
Miller wondered if the maintenance staff received manuals or
information to study on the equipment and Henricks
responded that the maintenance staff was trained for six
hours and did receive manuals. Guns suggested that Geisler
Brothers Company be contacted first for repairs, and if no
response is received, Henricks should contact the City and
Board to notify them that there is a problem.
4) Open Access /Dubuque County Update — Henricks reported she
contacted the director of the Dubuque County Library to
request that representatives from the Carnegie -Stout Public
Library Board Subcommittee and Henricks meet with the
County Library Board of Trustees. The item was placed on the
agenda for the August 21, 2012 meeting at 6:00 p.m.
Connors, Guns, and Henricks will be attending the meeting.
5) Marketing Update: News in the Telegraph Herald and
Interlibrary Loan (ILL) Bookmark — Henricks presented the
summary of the past quarter of Telegraph Herald news
articles and Interlibrary Loan Bookmark to the Board.
B. Library Comment Cards - The Library Board reviewed the eight
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, Marketing
Update, and Library Comment Cards. "
Motion: Willis
Second: Guns
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Vote: Aye — 6; Nay — 0
5. Action Items: Community Survey Update -The Board reviewed the
Community Survey and discussed some discrepancies in wording. Willis felt
question number seven was still too lengthy, Guns felt it was necessary to
leave the wording as it is so that people know there are more options for
west side service besides a full - service branch. Guns felt this survey is a
great start to gathering information on what is desired for west side service
so that all options can be explored.
"Moved to approve the Community Survey as reviewed and move
forward with schedule for Community Survey."
Motion: Guns
Second: Hammer
Vote: Aye - 6; Nay — 0
6. Communications /Public Comment — Anderson - Bricker questioned if the illegal
downloading and complication with Mediacom had been resolved. Henricks
responded that the issues had been resolved.
7. Library Board Adjournment - The Board adjourned at 4:50 p.m.
"Motion to adjourn. "
Motion:
Second:
Vote:
1"$ ?0
Hammer
Anderson - Bricker
Aye -6; Nay -0
Frederick K. Miller, Bbard Secretary
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