Minutes_Library Board of Trustees 10 15 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of October 25, 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, October 25, 2012.
Present: Vice President Mike Willis; Board Secretary Frederick Miller;
Trustee John Anderson - Bricker; Trustee Diann Guns; Trustee
Jenny Weiss; Library Director Susan Henricks; Recorder Denette
Kellogg; and Secretary Jennifer Long
Excused: President Paula Connors, Trustee David Hammer
1. Vice President Willis called the meeting to order at 4:03 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, October 25,
2012."
Motion: Anderson - Bricker
Second: Weiss
Vote: Aye — 4; Nay — 0
2. Approval of Meeting Minutes of September 27, 2012.
"Moved to approve the Board minutes of Thursday, September 27,
2012."
Motion: Weiss
Second: Anderson- Bricker
Vote: Aye -4; Nay — 0
3. Board President's Report: Communication with Dubuque City Council —
September 2012.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, September 27, 2012."
Motion: Guns
Second: Weiss
Vote: Aye — 4; 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:
Miller entered the meeting at 4:08 p.m.
1) Library Financial Report Fiscal Year (FY) 13 — Henricks
reported that the first quarter of the fiscal year 2013 was
completed in September with expenditures at twenty -three
percent and revenue collected at twenty -two percent of
projections. Henricks also reported that the fiscal year (FY)
2014 Capital Improvement Project (CIP) requests were
presented to the City Manager and Budget Director. Projects
requested included a provision for a walkway and barrier to
contain insulation above the skylight in the auditorium, RFID
(Radio- frequency identification) technology for the collection,
a new Integrated Library System (ILS), and ultraviolet light
protection on the windows on the first and second floors of
the library.
Henricks informed the Board that the FY 2014 operating
budget and improvement package requests hearing before the
City Manager and Budget Director is tentatively set for
Monday, November 19, 2012.
2) Library Use Statistics — Henricks reported that library use was
brisk in September and demonstrated a two percent increase
in the number of check outs and a twelve percent increase in
the number of visitors; however, the year -to -date numbers
are approximately one percent below the same time last year.
Henricks reported that Internet use remains higher than last
year and there were increases in check -outs in non -print
formats for both the adult and children's collections. Henricks
reported that E -books use for the first quarter is up one
hundred fifty -one percent over the same time last year and
that six electronic resources (databases) had increased use
compared to the same time last year.
Weiss expressed concern about the decrease in percentages
for adult services and youth services questions on the
statistical report. Henricks responded that directional
questions have decreased as patrons are learning their way
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around the renovated library, compared to a year ago when
patrons frequently asked for directions in the newly renovated
facility. Henricks reported that adult reference questions are
up overall, but that youth services (YS) questions are down.
YS questions should see an increase with homework questions
now that school has resumed. Henricks reported she will
continue to monitor this statistic and also discuss with the
Youth Services Manager the reasons why they have dropped.
Weiss also noted a concern about circulation and reading rates
for youth being down per Henrick's report and questioned if
this should become an area of focus. Henricks stated that
the children's programs are well attended; however, she feels
the programs for teens and young adults could be improved.
Henricks reported that Youth Services Manager Danielle Day is
involved in outreach with the Dubuque Community School
District's (DCSD) LEAP program and the Dubuque Picture Book
Award program, which both encourage reading in children
third grade and below, an after- school program for middle -
school -age children, also in partnership with the DCSD, and
literacy - related activities for elementary- school aged children
at the Boys and Girls Club. Weiss suggested she would like to
see more focus on engaging the teen and young adults
through programs to get them interested in the library.
3) Facilities Update — Henricks reported that the Tricon
Construction Group, who had been the contractor for the
library's renovation project, was invited to select a mediator
for the ongoing issues outstanding from the renovation
project, but the City has not heard back from them yet.
4) Open Access Update — Henricks reported that she, Connors,
and Guns attended the Dubuque County Supervisors meeting
on Monday, October 22, 2012 to provide input on the issues
pertaining to Open Access as it pertains to Dubuque County.
Guns reported that the meeting went well and thanked
Henricks for providing excellent background information for
the Supervisors. Guns felt the Supervisors were receptive to
the information provided as they stated that they plan to meet
with their Library Board to discuss the issue. Guns and
Henricks felt it is important that C -SPL continue to have a
presence at future Dubuque County Supervisor meetings
pertaining to this issue, and that C -SPL continue to educate
people about the Open Access program.
Henricks stated that the State Library Commission was in town
for the Iowa Library Association conference. Henricks
attended the meeting and requested that the Commission
consider revising the Open Access Agreement to state that if a
library is providing more than twenty -five percent of another
library's circulation that the lending library be allowed to
restrict their services without risking a loss of program
funding. In response to Henricks' request, the Commission
asked the State Library Staff to bring the Open Access
Agreement to the Commission's December meeting for review.
Weiss questioned if C -SPL decided not to participate in the
Open Access program, could a library district be formed with
libraries such as Cascade and Dyersville, where Dubuque city
residents could use their libraries and their patrons could use
C -SPL? Henricks stated that "yes" that would be an option.
Weiss stated that then the Dubuque County residents could
not use Cascade, Dyersville, or C -SPL unless the Dubuque
County Library participated also, and that would put more
pressure on them to address the issue of Open Access.
Discussion was held on what accreditation means and what
advantages are gained by being an accredited Library. Guns
stated that if C -SPL did not participate in the Open Access
program, in three years C -SPL would lose State Library
accreditation, but C -SPL would have $67,000 more annually to
spend on materials. Henricks stated she feels the
accreditation standards need to be reviewed by the State
Library, especially if the Dubuque County Library is accredited,
but only providing one -third of the business is to its own
patrons while other libraries are providing the rest. Anderson -
Bricker questioned if State Interlibrary Loan (ILL) program
qualifies toward accreditation and Henricks responded that the
ILL program does. The Board agreed that one option could
be to consider giving up accreditation; however, they are
committed to the idea of a task force if accepted by the
Dubuque County Library or the Dubuque County Board of
Supervisors.
5) Community Survey — Henricks reported that Himmel & Wilson
concluded the Community Survey and provided descriptive
statistics. Henricks stated she felt that for the purpose of
reporting results, only the mail surveys should be used
because all of the web, or in -house surveys, cannot be
considered random.
Anderson - Bricker also asked that the Board have an
opportunity to review the other types of survey results
received, and Henricks responded that she would provide the
Board with a summary of these surveys for the next meeting.
Henricks reports she would confirm the totals with Himmel
and Wilson from the page two and page six of a second
summary sheet that differ. Weiss stated that maybe the
discrepancy is due to the fact that respondents under the age
of 24 were dropped because there were so few.
The Board reported that it had hoped to have received more
feedback from parents with children. Weiss noted that most
of the comments from people with children seem to show
more interest in west side service; however, there was not a
definitive answer on west side service. Anderson - Bricker
stated that the initial findings in the mail survey did not
appear to mandate an extensive expansion of Westside
services. Henricks reported that she will compare the results
from 2004 to this survey and provide a more detailed report,
including the in -house and online surveys, at the next
meeting.
6) Art Subcommittee Update:
A) Henricks reported that the Art Subcommittee met on
October 15, 2012, and that artists have been selected for
the 2013 Art @ Your Library® and that all previous artists
who have exhibited will be invited to participate in the
2012 Holiday Sale.
B) Henricks reported submitting a grant application to
Mediacom for John Anderson - Bricker's Carnegie exhibit.
The grant was not awarded but other grants will be
explored in an effort to have the Carnegie exhibit
returned to the Library.
C) The University of Dubuque has expressed an interest in
borrowing some of the Library's artwork for display in the
President's Office and Myers building. The Subcommittee
has several questions regarding this loan such as where
the items will be displayed, under what conditions
(lighting, etc.), cost of shipping and insurance, and
whether the University would participate in a reciprocal
borrowing agreement. Once those issues are resolved,
the Committee will review the request.
7) Upcoming Events — Henricks reported that the Friends of the
Library book sale will be held in the Aigler Auditorium on
December 7 and 8. The Art @ Your Library° Holiday Sale
opening reception also takes place the evening of December 7
with the annual Christmas Tree Lighting Ceremony.
B. Library Comment Cards - The Library Board reviewed the three
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,
Facility Update, Open Access Update, Community Survey Update, At
Subcommittee Update, Upcoming Events, and Library Comment
Cards "
Motion: Anderson - Bricker
Second: Guns
Vote: Aye — 5; Nay — 0
5. Action Item: Exterior Signage — Henricks reported on the City Manager's
request for the Library Board to go back to Lange Sign and ask them to
perform the changes approved by the City Council at their cost. The Board
discussed the background of the exterior signage issues and resolution
process to date. Weiss questioned if this should be turned over to the City
Legal Department for settlement and the rest of the Board felt another
attempt should be made with Lange Sign to settle this before going to City
Legal. Weiss agreed to contact Lange Sign to request they make the City
Council recommended changes to the signs at their cost.
"Moved to have Trustee Weiss contact Lange Sign to request they
pay for and make the recommended changes requested by the City
Council."
Motion: Guns
Second: Anderson - Bricker
Vote: Aye — 5; Nay — 0
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6. Communications /Public Comment — The Board thanked the Library Director
and Staff for all of their hard work and efforts in making the Iowa Library
Association conference and the Library reception a success.
Weiss exited the meeting 5:19 p.m.
7. Library Board Adjournment - The Board adjourned at 5:20 p.m.
"Motion to adjourn."
Motion: Guns
Second: Anderson- Bricker
Vote: Aye — 4; Nay — 0
Frederick K. Miller, Board Secretary
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