Minutes_Library Board of Trustees 8 23 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of August 23, 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, August 23, 2012.
Present: President Paula Connors; Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Trustee Diann Guns; Trustee Jenny Weiss; Library Director
Susan Henricks; and Recorder Denette Kellogg.
Absent: Trustee David Hammer
1. President Paula Connors called the meeting to order at 4:00 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, August 23,
2012."
Motion: Weiss
Second: Willis
Vote: Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, July 26,
2012.
"Moved to approve the Board minutes of Thursday, July 26, 2012."
Motion: Miller
Second: Anderson - Bricker
Vote: Aye - 6; Nay — 0
3. Board President's Report — Communication with Dubuque City Council for July
2012.
"Moved to receive and file the Communication with the Dubuque
City Council from July 2012."
Motion: Weiss
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 — Henricks reported on the need to close the
Library at 5:00 p.m. on Wednesday, October 10 for the Iowa Library
Association (ILA) reception that is being held at C -SPL. The Board
concurred with this recommendation.
1) Library Financial Report — Henricks reported that the first
month of FY -13 marks eight percent of the fiscal year
lapsing. Expenditures were at seven percent of the budget.
Henricks made note of the Information Technology (IT)
personnel budget being off as it was charged to Technical
Services. As of July 1, 2012 IT has its own budget line and
this correction is in process.
2) Library Use Statistics — Henricks reported that Library use
has been stable with a one percent decrease in circulation
and a one percent increase in library visits when comparing
July business with July of 2011. A pattern of leveling off
from the increases seen has been expected and began about
four months ago. Internet use increased twenty -four
percent, with overall library use remaining steady.
3) Facility Update — Henricks reported that she, Connors, Guns,
and Anderson - Bricker met with Steve Brown of City
Engineering and City Attorney, Barry Lindahl regarding
outstanding building renovation issues with Tricon
Construction Group. Lindahl and Brown will contact Tricon
with a compromise agreement that will allow the library to
pursue repairs on its own. Guns reported that input was
provided by herself, Connors and Anderson - Bricker as to the
amount of funds involved in the compromise.
Henricks reported on the ongoing issues with the Heating,
Ventilation and Air Conditioning (HVAC) system installed
over the course of the renovation project. A meeting was
held with Henricks, Steve Brown and representatives from
Geisler Brothers and Engineered Controls on the topic of a
maintenance agreement intended to resolve these
outstanding issues. Henricks reported that she requested
language be included in the service agreement that lists
outstanding items with completion dates assigned to isure
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the work will be completed. The Board discussed the
suggestion of increasing the coverage by the Library's
current preventative maintenance vendor, Total Maintenance
Inc. (TMI) to include full coverage versus the service
agreement mentioned above.
Henricks reported that the mezzanine ceiling painting project
is ahead of schedule and moving along accordingly.
Henricks provided an update on the Library's Leadership in
Energy and Environmental Design (LEED) certification
process. The Library is awaiting the decision of certification
from LEED.
4) Open Access /Dubuque County Update — Henricks reported
that she, Connors and Guns met with the Dubuque County
Library Board of Trustees at their board meeting on August
21, 2012 to discuss the problems associated with open
access to county residents. C -SPL asked for $10,000 to
help offset expenses this fiscal year to serve the County and
also asked that a task force be formed to further discuss this
issue and to look at ideas and alternatives. Henricks
referred to the detailed statistics provided that shows that
the County Library generates forty-two percent of the library
check -outs in the county, with Carnegie- Stout, the James
Kennedy Public Library — Dyersville, and the Cascade Public
Library furnishing the other fifty -eight percent of the items
checked out for that one library. This program costs C -SPL
$82,578 annually — a net of $67,118 when state funding
support for the program is deducted. C -SPL representatives
asked the County Board that a task force be formed to
identify options for more equitable funding and service. C-
SPL cannot drop out of the open access program without
losing all state funding and accreditation, so a local solution
is desirable.
5) Community Survey — Henricks reported that the community
survey was launched on August 15, 2012. The survey is
intended to measure the level of satisfaction the community
has with the library as well as interest in expansion of
services to the west side of the city.
6) Marketing Campaign — Henricks provided an information
presentation on a new marketing campaign promoting
libraries called "Leek the Library." Henricks reported she is
exploring the possibilities of interns to manage this marking
initiative.
7) Discussion of Bit - Torrent Software — Henricks provided the
background the possible filtering of Bit - Torrent software,
noting that most sharing that takes place through the use of
this software is illegal. Discussion took place on whether to
filter or block this information. Henricks will continue to
investigate with checking with other libraries. The Board
discussed blocking the information and possibly to have one
computer at the Reference Desk that allows access for
legitimate information to be retrieved.
8) Staff Development Day — Henricks provided a summary of
the workshops held and evaluations received from the Staff
Development Day, August 16, 2012.
B. Library Comment Cards - The Library Board reviewed the four
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, Community
Survey, Marketing Campaign, Discussion of Bit - Torrent Software, Staff
Development Day, and Library Comment Cards."
Motion: Guns
Second: Weiss
Vote: Aye — 6; Nay — 0
5. Communications /Public Comment
A. The Board received correspondence announcing the services for James
A. Mutschler to be held on October 13, 2012. The Library has
established a trust from the proceeds that Mr. Mutschler left to the
Library.
B. Connors reported that the Relations Committee met today to review
Henricks' annual evaluation.
6. Library Board Adjournment - The Board adjourned at 4:58 p.m.
"Motion to adjourn."
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Motion: Weiss
Second: Willis
Vote: Aye — 6; Nay — 0
Frederick K. Miller, Board Secretary
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