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Minutes Library Board 12 15 05 " . . ,~ ,~,- ~~,~ , " ., ft '4 ~"l::~ Carnegie-Stout Public Library Board of Trustees' Meeting Minutes of December 15, 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, December 15, 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. City of Dubuque Police Chief Kim Wadding City Staff: 1. Board President Avery called the meeting to order at 4:10 p.m. ''Moved to adopt the meeting agenda of December 15, 2005 with the following change; move the agenda item Security ProposaI5.A.2. to agenda item 2. on the agenda. " Motion: Second: Vote: Shubatt Hauder Aye -7; Nay- 0 2. Relations Committee - Security Proposal: Henricks introduced City of Dubuque Police Chief Kim Wadding. Henricks reviewed the need for an ongoing security or police presence at the Library. Henricks reported that the City Manager has met with the Police Chief and they have suggested the idea of a police substation at the Library. The project would be submitted as an Improvement Package (IP) request for the FY-07 budget cycle. Should a substation be at the Library, there would be ongoing police presence and the police would have access to the patron problem log. Police could meet with witnesses at the Library instead of the Police Department Headquarters. The substation would be reviewed at six and nine-month intervals to evaluate if this pilot project worked for both parties with an initial start-up cost of approximately $15,000. Chief Wadding reported on the ongoing security concerns over the last years and the substation to be used by the Community Oriented Policing (COP) officers and create an atmosphere to make a police or security presence more visible. The goal would be to increase police presence in a non-threatening manner and increase the presence with patrol cars as the project moves forward. The COP Officers would be conducting desk duties that they normally would be doing with police officers in and out of the building on a regular basis. Wadding reported that initially there would be presence at the library intermittently over an eight hour period. Wadding reported on pilot programs Library Board of Trustees . Minutes of December 15,2005 The Board thanked Police Chief Wadding for his commitment to work with the Library on these concerns and for providing input at this meeting. 3. Approval of the Board Meeting Minutes: ''Moved to adopt the Board meeting minutes of November 17, 2005. " Motion: Second: Vote: Guns Hauder Aye -7; Nay- 0 4. Board President's Report: A. 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. B. Revisions to the Board of Trustees By-Laws - Avery reviewed the revised changes which would bring the bylaws into line with current practice. ''Moved to adopt the revised changes to the Library Board of Trustees By-Laws as discussed and proposed. " Motion: Second: Vote: Shubatt Kolz Aye -7; Nay - 0 C. Trustee Policy - Avery reported on the minimal changes to the Library Trustee Policy. Henricks reported that most changes standardize the policy when using the terms Board Member and Trustee. The Board discussed the need to address the Public Communications section of the policy and agreed to review the changes in their entirety at the January 2006 meeting. "Moved to table the agenda item for review at the January 2006 Library Board meeting. " Motion: Second: Vote: Shubatt Guns Aye -7; Nay - 0 5. Motion to Receive and File Informational Items - The Board received the following items for review in the Board paCkets: - 3 - ~ . . Library Board of Trustees Minutes of December 15,2005 ''Moved to go into closed session at the request of the Library Director pursuant to Chapter 21.5.1 The Code of Iowa "to evaluate the professional competency of an individual, Library Director Susan Henricks, whose performance is being evaluated. " Motion: Second: Vote: Lindsay Shubatt Aye -5; Nay - 0 The Library Board went into closed session at 5:03 p.m. The Library Board came into open session at 5:24 p.m. ''Moved to approve the Library Directors annual evaluation as completed and approve of the Library Director moving to the next scheduled step effective on Directors anniversary date of August 27, 2006." Motion: Second: Vote: Lindsay Shubatt Aye -4; Nay - 0; Abstain - 3 2) Iowa Resource of International Service (IRIS) Response - Henricks and Lindsay provided an overview of a program by IRIS, that has developed a grant for its program, to develop partnership between libraries in Bulgaria, Colorado and Iowa to share information about using libraries as Community Information Centers. The grant is funded by the U. S. Department of State and provides an opportunity for six Bulgarian libraries to send librarians to the United States for four-five weeks. Henricks has been approached by IRIS for C- SPL to participate in this program. This would mean that the exchange program would occur of a librarian from Bulgaria would be coming to C-SPL for four to five weeks in March and April and Henricks would be going to Bulgaria in May to present training sessions to librarians. "Moved to approve that the Library participate in the IRIS program. " Motion: Second: - 5 - Lindsay Hauder Library Board of Trustees . Minutes of December 15, 2005 aides for these changes would be helpful for the Board to visualize the ideas. Henricks reported that she would contact the architect and request that these materials be available at the January 30, 2006 meeting along with a projected cost estimate. ''Moved to hold a special Library Board Planning Meeting on January 30, 2006 at 3:00 p.m. in the Library Board room. " Motion: Second: Vote: Guns Smith Aye -7; Nay - 0 7. Library Board Adjournment - The Board adjourned at 5:43 p.m. ''Motion to adjourn. " Motion: Second: Vote: Shubatt Smith Aye -7; Nay - 0 ~'~1~ Kristen Smith, Board Secretary - 7-