Minutes_Library Board of Trustees 9 27 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of September 27, 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, September 27, 2012.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Trustee David Hammer; Trustee Jenny Weiss (entered meeting
at 4:07 p.m.); Library Director Susan Henricks; Recorder Denette
Kellogg; and Secretary Jennifer Long
Absent: Trustee Diann Guns
Staff Present: Jason Burds, Mike May, Danielle Day, Michelle Hellmer (entered
meeting at 4:10 p.m.), Deb Fliegel and Amy Muchmore (entered
meeting at 4:15 p.m.)
Public Present: Ben Jacobson, Telegraph Herald Reporter
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, September 27, 2012."
Motion: Hammer
Second: Willis
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of August 23, 2012.
"Moved to approve the Board minutes of Thursday, August 23, 2012."
Motion: Willis
Second: Miller
Vote: Aye — 5; Nay — 0
Trustee Jenny Weiss entered the meeting at 4:07 p.m.
3. Board President's Report:
A. Communication with Dubuque City Council for August 23, 2012.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, August 23, 2012."
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Motion: Willis
Second: Anderson - Bricker
Vote: Aye - 6; Nay — 0
Michelle Hellmer entered the meeting at 4:10 p.m.
B. Discussion of Subscription of Nonprofit Board Report — The Board
agreed that while the publication has some useful information, the
resources they currently have provide the information needed.
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 -13 - Henricks reported that
seventeen percent of the fiscal year has lapsed with fifteen
percent of the budget expended and revenue collected at
fifteen percent of estimates for the year. Anderson - Bricker
questioned the online information services charge in the gift
fund. Henricks reported that it is the Library
Foundation /Dubuque Racing Association (DRA) grant for
notification software that was invoiced directly to the Library.
The invoice was paid from the gift fund and will be reimbursed
by the Library Foundation. Willis wanted to congratulate the
Library on gaining Leadership in Energy and Environmental
Design (LEED) status. Willis questioned if there were any
updates on the negotiations with Tricon and Henricks
responded that there is nothing new. Miller questioned if the
shade over the skylight in the auditorium was working.
Henricks replied the installer completed the repairs and the
shades work, but two people are needed to close the shade
and the potential for debris to interfere with the shade is still
an issue.
2) Library Use Statistics — Henricks reported that August business
was slower than this time last year reflecting a decrease in
circulation of three percent and the number of visitors was
down fourteen percent. Henricks noted that the decrease in
the number of visits is likely inaccurate due to the gate
counter at the historic entrance that was covered to protect
the equipment from damage. Henricks reported that Internet
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use was up by ten percent, volunteer hours were up by
thirteen percent, and downloadable materials increased one -
hundred percent over this time last year.
Deb Fliegel and Amy Muchmore entered the meeting at 4:15
p.m.
3) Facilities Update — Henricks reported that work on the
mezzanine was completed and reopened to the public on
September 18, 2012. A final walk through took place on
Thursday, September 20, 2012. Klauer Construction agreed
to replace one of the glass panels at the railing that had
broken during the project and to clean the globes of the Tight
fixtures. Henricks also reported that a full - service contract
with Total Maintenance, Inc. (TMI) was signed and one
service call has been placed since the signing; Fred Jackson
Tuckpointing repaired some cracked and lifting stone on the
west side of the building and will come back a week before
the Iowa Library Association (ILA) conference reception to
power wash the historic steps.
Miller questioned if the repair to the glass panel would be
completed in time for the October 10, 2012, Iowa Library
Association reception. Henricks responded that it was
requested that it be done by October 8, 2012.
4) Marketing Update — Henricks reported that she met with Pat
Marzofka from the Loras College Marketing Department about
the Geek the Library campaign. Willis questioned if Henricks
had approached Clarke University or The University of
Dubuque about this project and Henricks responded that she
had not contacted them yet as she is waiting for Mr. Marzofka
to make a decision.
5) Community Survey — Henricks reported that Bill Willson will
conclude the survey on Wednesday, September 26, 2012, at
which time he will have enough surveys submitted to be able
to generalize the results to the population.
B. Library Comment Cards Received — The Board reviewed the five
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 FY13 Library Use
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Statistics, Facility Update, Marketing Update, Community Survey, and
Library Comment Cards."
Motion: Anderson - Bricker
Second: Willis
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Open Access: Dubuque County Library — Connors provided a brief
overview of the meeting she, Henricks, and Guns attended with the
Dubuque County Library Board to request $10,000 to offset expenses
incurred in serving county residents and to request the formation of a
task force. The County Library Board declined both requests.
Henricks provided the history of funding of the Open Access Program
and reiterated that the program has never been funded at one
hundred percent. The program was never intended to replace local
library service, which is what has happened. The Dubuque County
Library System is responsible for forty-two percent of all the check
outs to rural residents and fifty -eight percent of the check outs coming
from the three other public libraries in the county: James Kennedy in
Dyersville, Cascade and Carnegie -Stout Public Library.
Henricks provided some recommendations for the Board review:
Henricks recommended that the Board go to the Dubuque County
Board of Supervisors meeting and talk to them about the issue and
encourage them to consider the idea of a task force. Henricks also
suggested that the library no longer accept requests from Open Access
patrons to place items on hold or request an item be purchased.
Connors reported that the public library in Dyersville restricts services
to Open Access patrons due to the volume of business. Connors asked
what the open access agreement states about restricting access.
Henricks reported that the agreement states that if twenty -five percent
of a library's total circulations go to non - residents, a library can restrict
the number of items borrowers can take out. The James Kennedy
Public Library in Dyersville does not allow holds or purchase requests.
The restrictions Henricks recommended will not affect the Library's
Open Access Agreement with the State of Iowa.
Hammer reported he has served on the Board at different times and
this has been an ongoing problem. Hammer stated he felt Henricks'
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suggestions were a good way to start, but if this doesn't help the
problem the Board must be ready to take more decisive action.
Miller asked what a next step might be if the Dubuque County Board of
Supervisors declined to discuss the issue. Henricks stated the Library
does not have to participate in the Open Access program, however, if
we drop out of the program we will lose state funding, which is
$15,000 a year. Henricks also clarified that if we did not participate in
the Open Access Program, Carnegie -Stout Public Library (C -SPL)
patrons would not be allowed to check out at the other participating
libraries. Willis questioned if it was true that C -SPL is paying $67,000
per year after state reimbursement to participate in this program and if
other libraries have this same problem. Henricks reported on her
meeting today with the Iowa Urban Public Library Association and that
some other libraries have experienced challenges.
Willis asked Henricks what is the number of C -SPL patrons using other
libraries through the Open Access program. Henricks stated that she
has requested this information from the State and should be receiving
it; however, she does know the greatest number is over fourteen
thousand to Dubuque County. Willis wanted to know if C -SPL were to
drop out of the Open Access Program, could C -SPL still keep utilizing
the Interlibrary Loan Program, and Henricks responded yes because
they are two separate programs.
Weiss questioned if there was information available for the Dubuque
County Library's expenses to serve our patrons using their library.
Henricks replied that the Dubuque County Library would have to do a
cost analysis as she did and to her knowledge they have not done this.
Henricks stated the Dubuque County Library had eighty -five thousand
circulations last year and fourteen thousand of these were to C -SPL
patrons. Weiss mentioned the $64,000.00 surplus reported in the
Telegraph Herald that the County Library had in fiscal year 2012.
Henricks stated the County Library requested to use that money for
materials and staff.
Weiss questioned if the formation of a task force would have an
associated cost. Henricks responded that there would be no cost, just
the time of the volunteers on the task force. Weiss then asked what
rationale was provided by the Dubuque County Library Board for their
rejecting the request and Henricks stated that they believe this is a
state funded program issue.
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Hammer asked if we are a City or County Library and stated C -SPL
should consider limiting its role to City. Weiss expressed concern for
our patrons who do use other libraries and not being able to do so if
we dropped participation in the Open Access program.
"Moved to invite the Dubuque County Library Board to the next or
a special meeting of the Carnegie -Stout Public Library Board."
Motion: Hammer
Second: Miller
Vote: Aye - 6; Nay — 0
Henricks stated that many county patrons come in and want holds.
She feels they should be educated on why they can no longer have
holds. Then Patrons may go back to the Dubuque County Library and
pressure them to consider the issue further. Weiss feels that limiting
county residents may cause the Dubuque County Library Board to
reconsider the task force. Anderson - Bricker questioned if dropping the
Open Access Program will affect other funding with the state.
Henricks reported it would not affect the Interlibrary Loan Program,
but it would affect direct state aid. Henricks reported that the Open
Access Agreement is a yearly agreement signed on July 1 of each year.
"Moved to have Henricks go to the Dubuque County Board of
Supervisors to request an amount to be determined and encourage the
county supervisors to support the formation idea of a task force. As of
October 1, 2012, C -SPL will no longer accept requests to purchase
titles not currently owned and C -SPL will no longer accept county
patrons' requests to be added to the waiting list for books."
Motion: Weiss
Second: Hammer
Vote: Aye - 6; Nay — 0
Deb Fliegel, Michelle Hellmer, Jason Burds, Danielle Day, Michael May
and Amy Muchmore exited the meeting at 4:48 p.m.
B. Budget Fiscal Year 2014 — Henricks provided the Board a PowerPoint
presentation on requests for the fiscal year 2014 Improvement
Packages (IP) and Capital Improvement Projects (CIP). In summary
the presentation provided an overview of the following budget
requests: a walkway and barrier to contain insulation above the
skylight in the auditorium, RFID technology for the collection, a new
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ILS, UV light protection on the windows on the first and second floors
of the library, and funding to replace the exterior signage.
"Moved to approve Henricks proposed Fiscal Year 2014 Budget with
the amount of money for digital enhancements to be determined."
Motion: Weiss
Second: Willis
Vote: Aye - 6; Nay — 0
6. Communications /Public Comment — Hammer informed the Board that during
the meeting he wrote a letter to the editor, not as a board member but as a
concerned citizen, which he gave to the Telegraph Herald reporter Ben
Jacobson.
7. Library Board Adjournment - The Board adjourned at 5:23 p.m.
"Motion to adjourn."
Motion: Weiss
Second: Anderson- Bricker
Vote: Aye — 6; Nay — 0
z/
Frederick K. Miller, Board Secretary
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