Minutes Library 11 17 05
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of November 17, 2005
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, November 17, 2005.
Present: Board President Alan Avery; Trustee Sue Lindsay; Trustee Becky
Hauder; Trustee Beverly Kolz; Trustee Michael Shubatt; Trustee
Kristen Smith; Trustee Diann Guns; Library Director Susan
Henricks; and Recorder Denette Kellogg.
Public Present: Daryl Klein, All-Systems, Dubuque, Iowa
1. Board President Avery called the meeting to order at 4:04 p.m.
''Moved to adopt the meeting agenda of October 27, 2005 with the
addition of the agenda item,S. C Bid Opening and A ward for Administration
Office Project: "
Motion:
Second:
Vote:
Guns
Lindsay
Aye -7,' Nay - 0
2. Approval of the Board Meeting Minutes October 27,2005:
''Moved to adopt the Board meeting minutes of October 27, 2005. "
Motion:
Second:
Vote:
Shubatt
Smith
Aye -5; Nay - 0
The Board reviewed the October minutes in regard to the real estate agenda
item and concurred that review by City Corporate Council be completed prior
to City Council review.
3. Board President's Report:
. 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:
Library Board of Trustees
Minutes of November 17, 2005
A. Relations Committee - The Relations Committee provided committee
meeting minutes and a Library Personnel Summary that includes a
Staffing Update and a Security Concern for access to the Iowa
Communication Network (ICN) room by technicians when the Library is
closed. The Board concurred with the Director's recommendation that a
call list be developed for the ICN technicians to contact for emergency
access to the ICN room equipment.
B. Operations Committee - The Operations Committee provided committee
meeting minutes that included the FY-06 year to date financial report
summary and a report on current facility projects.
C. Library Director's Report Summary - The Library Director provided an
informational monthly summary report in memo form to the Library
Board on Library use statistics. Henricks provided a definition of a
problem record. A problem record is a library item returned by a patron
that is missing a part. These items are counted as problem records in
the Circulation statistics. Henricks reported that the Internet statistics
would be reported in a more informative way next month.
''Moved to receive and file the informational update on the
Board Relations Committee, Operations Committee, Library Directors
Report Summary, and the Communication With Dubuque City
Council as reviewed. "
Motion:
Second:
Vote:
Smith
Hauder
Aye -7; Nay - 0
5. Items for Action:
A. Operations Committee: Bid Opening and Award for Library
Administration Office Project - Avery opened the bid received for the
project. The Board reviewed the bid information as received. Henricks
reported that the project funds would be funded from restricted state
aid received. Henricks reported that the office project will fit in with any
future renovations.
"Moved to accept the bid award as received for the
Administration Office Project, award the bid to All-Systems, Inc. in
the amount of $8,113.80, and to move forward with implementation
of the project with funds to be taken from the restricted state aid
money currently in the gift fund. "
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Library Board of Trustees
Minutes of November 17, 2005
Motion:
Second:
Vote:
Smith
Kolz
Aye -7; Nay - 0
Daryl Klein for All-Systems, Inc. was present and reported that the
Library Administration office project is scheduled to be completed prior
to the new year.
B. Relations Committee: Direction's Evaluation Form and Evaluation
Schedule - Lindsay and Shubatt reported its recommendation for
approval of the Board Memorandum dated November 10, 2005 that
provides detailed instructions and the schedule for the evaluation and
the attached proposed evaluation form. Shubatt reported that the
evaluation is a scaled back version of the previously used form. The
four current Board members who served last fiscal year would be
completing the evaluation.
''Moved to approve the Board evaluation of the Director
schedule and evaluation form as submitted by the Relations
Committee. "
Motion:
Second:
Vote:
Lindsay
Shubatt
Aye -7; Nay - 0
C. Planning Committee: Recruitment for Community Planning Committee
- The Planning Committee provided a list of names that represent
various constituencies across community groups as reviewed at the
Committee meeting. This Community Planning Committee will be the
most important component of the long-range plan as these Committee
members are stakeholders in the Community and will be speaking to
their constituents on behalf of the Library during and after the
Committee meetings. The Committee consists of fifteen members
including one Library Board member, one staff member, and thirteen
other key community stakeholders. As not all contacted will be able to
serve on the Committee, a list of five or six alternate names should be
provided as backup. The Committee would meet two Saturdays to
accomplish its task. Once the Board concurs on the proposed list, the
Library Director along with Board members who might know the
stakeholder will invite them to serve on the Committee. The Board
reviewed the list and agreed on a selection of names to invite to be part
of the Community Stakeholder Committee.
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Library Board of Trustees
Minutes of November 17. 2005
''Moved to approve the proposed list of stakeholders as
reviewed and discussed to be invited to serve on the Community
Stakeholder Committee of C-SPL. "
Motion:
Second:
Vote:
Smith
Guns
Aye -7; Nay - 0
Henricks reported that she would contact the proposed list of
Committee members and contact Board members to assist as needed.
Guns reported that the confirmed list of Committee members would be
provided to the Library Board at its December Board meeting.
Shubatt exited the meeting at 5:04 p.m.
5. Communications/Public Comment:
. Henricks reminded the Board members that the Library's annual Holiday
Tree Lighting Ceremony is scheduled at 2:00 p.m. on Sunday,
December 4, 2005.
. Avery reminded the Board members that the holiday reception for
Library Board, Staff and Volunteers is scheduled from 3:00 p.m. to 4:00
p.m. on Thursday, December 15, 2005 just prior to the scheduled
Library Board meeting.
7. Library Board Adjournment - The Board adjourned at 5:21 p.m.
''Motion to adjourn. "
Motion:
Second:
Vote:
Guns
Lindsay
Aye -6; Nay - 0
Kristen Smith, Board Secretary
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