Minutes Library Bd 1 26 06
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of January 26, 2006
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., January 26, 2006.
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.
1. Board President Avery called the meeting to order at 4:07 p.m.
''Moved to adopt the meeting agenda of January 26, 2006. "
Motion:
Second:
Vote:
Smith
Shubatt
Aye -7; Nay - 0
2. Approval of the Board Meeting Minutes December 15, 2005:
''Moved to adopt the Board meeting minutes of December 15, 2005. "
Motion:
Second:
Vote:
Smith
Guns
Aye -7; Nay- 0
3. Board President's Report:
A. Communication With Dubuque City Council - Avery reviewed the update
and 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 Library Trustee Policy - Avery reviewed the proposed
changes to the policy which reflects current practice.
''Moved to adopt the revisions to the Library Trustee Po/icy as
reviewed and submitted. "
Motion:
Second:
Vote:
Guns
Hauder
Aye -7; Nay - 0
Library Board of Trustees
Minutes of January 26, 2006
4. Motion to Receive and File Informational Items - The Board received the
following items for review in the Board packets:
A. Operations Committee - Henricks reviewed the informational
memorandum of the Operations Committee that included the FY-06 year
to date financial report summary, facility projects update, and
information on the Library's FY-07 budget proposal.
. Henricks reported that the Library's budget presentation to the City
Council is scheduled for February 23, 2006. The presentation will be
shown to the Board Committees during the next month. The Board
reviewed the City Manager's FY-07 budget recommendations for the
Library. The Board charged Henricks with including the requests for
a part-time librarian in Adult Services, and two part-time clerk
positions to the City Council as funding of these positions would
allow the Library to open on Thursday mornings.
The Board held a discussion on a new format of audio books which are
able to be downloaded from the internet. This project was not
recommended by the City Manager for funding and other avenues of
funding are being explored.
Henricks reported on the recent donation of ten used laptop computers
from John Deere that will be available to the public to use while in the
Library. A request for adding these computers to the replacement
schedule for the Library was not recommended by the City Manager.
B. Library Director's Report Summary - The Library Director provided an
informational monthly summary report in memo form to the Library
Board on the following items:
1) General Library Update
2) Library Use Statistics Report
3) Library News Appearing in the Telegraph Herald
from July - December 2005
D. Library Feedback Comment cards and Responses - The Library Board
reviewed the three comment cards received this month.
"Moved to receive and file the informational update on the
Board Relations Committee, Operations Committee, Library Directors
Report Summary, Communication With Dubuque City Council, and
Library feedback comment cards and responses as reviewed"
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Library Board of Trustees
Minutes of January 26, 2006
Motion:
Second:
Vote:
Smith
Guns
Aye -7; Nay - 0
5. Items for Action:
A. Relations Committee:
1) Review of Thursday Closed Hours - Henricks provided a
review of her report in regard to tasks being completed during
Thursday closed hours as reported by Activity Managers. The
Board had requested a six month review. Avery reported his
concern with the Library being closed. Henricks reported that
on the minimum need for the part-time librarian in Adult
Services to re-open on Thursday mornings that is being
proposed in FY-07 budget requests
"Moved to continue current Thursday hours
subject to approval of the budget proposal for
additional staf/5 with review again in six months by the
Library Board. "
Motion:
Second:
Vote:
Lindsay
Smith
Aye -7; Nay- 0
2) Recommendation to Close March 29, 2006 to Conduct Library
Inventory - Henricks reported that the Library inventory is
due this year, with a scheduled goal of completing inventory
every three to four years. The inventory takes approximately
18 hours to complete with current staff participating. Avery
suggested closing on Thursday to conduct the inventory as
the Library does not open until 1:00 p.m.
''Moved to approve closing the Library to
facilitate the Library inventory on Wednesday, March
29, 2006. "
Motion:
Second:
Vote:
Smith
Guns
Aye -7; Nay - 0
3) Request by Library Foundation for Library to Remain Open for
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Library Board of Trustees
Minutes of January 26, 2006
Foundation Auction on March 24, 2006 - Henricks reviewed
the silent and live auction fundraising event being planned by
the Library Foundation the evening of March 24, 2006,
Promotional materials for the event were shared with the
Library Board. The Board expressed its support of the event.
''Moved to approve keeping the historic section
of the Library open the evening of March 24, 2006 for
a Library Foundation event. "
Motion:
Second:
Vote:
Guns
Smith
Aye -7; Nay - 0
B. Operations Committee - Opening of Heating, Ventilation and Air
Conditioning (HVAC) Bids: Henricks reported on the request for
proposals for the comprehensive preventive maintenance service on
both the Library's Westinghouse Centrifugal Water Chiller and the
Library's HVAC systems. Avery opened the bids received and read the
bud submissions. Based on the bid submissions received the Board
agreed on a recommendation.
"Moved to award the bid as set forth in the
request for proposal for the Library's water chiller to
McQuay International' and, to award the bid as set
forth in the request for proposal for the Library's HVAC
to Total Maintenance, Inc. "
Motion:
Second:
Vote:
Shubatt
Lindsay
Aye -7; Nay - 0
C. Planning Committee:
1) Planning Committee - Guns provided a summary of the
Community Planning Committee meeting on January 14,
2006 and noted that the goals were met for that meeting.
Henricks and Guns provided a description of the thirteen
various service response categories and the Committee's
selection of the top seven by the Community Planning
Committee as follows:
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Library Board of Trustees
Minutes of January 26,2006
. Current topics and titles
. Cultural Awareness
. General Information
. Lifelong Learning
. Information Literacy
. Local History and Genealogy
. Commons
Guns reported that the next meeting with Community
Planning Committee on February 11, 2006. Guns encouraged
the Board to take an active role in providing feedback on the
various service responses. Henricks reported that the end
result of the planning process will provide for two to three
service response categories with the possibility of other
service to be covered under the main areas if desired.
Henricks reported that the Committee now needs some
feedback from the Library Board on to which areas they are
interested in eliminating from the list or where they would like
to see included in the plan of service with the time frame of
three to five years. Henricks reported that the resources for
determining the service responses are assumed to be the
same as now and resources would be reallocated with no
additional budget funds and as the Library is today. The
Board provided input on the service responses and agreed to
review the information further and provide more detailed
input on the service responses at the January 20, 2006 Board
worksession.
7. Library Board Adjournment - The Board adjourned at 5:14 p.m.
"Motion to adjourn. "
Motion:
Second:
Vote:
Lindsay
Katz
Aye -7; Nay - 0
Kristen Smith, Board Secretary
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