Minutes_Library Board of Trustees 11 15 12Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of November 15, 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, November 15, 2012.
Present: President Paula Connors; Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Library Director Susan Henricks; Recorder Denette Kellogg; and
Secretary Jennifer Long
Excused: Trustee Diann Guns; Trustee David Hammer; Trustee Jenny
Weiss
1. President Connors called the meeting to order at 4:06 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, November 15,
2012."
Motion: Willis
Second: Anderson - Bricker
Vote: Aye -4; Nay -0
2. Approval of Meeting Minutes of October 25, 2012.
The Board requested some revisions to the Meeting Minutes of October 25,
2012, and a motion was made.
"Moved to have the Minutes of October 25, 2012, revised and
submitted for approval at the December 20, 2012, meeting."
Motion: Anderson - Bricker
Second: Miller
Vote: Aye — 4; Nay — 0
3. Board President's Report: Communication with Dubuque City Council —
October 2012.
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"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, October 25, 2012."
Motion: Anderson- Bricker
Second: Willis
Vote: Aye — 4; Nay — 0
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 thirty -
three percent of fiscal year 2013 has lapsed with expenditures
at thirty-three percent and revenue collected at thirty-nine
point eight percent of projections. Henricks also reported that
a check in the amount of $10,395.32 was received from the
State of Iowa for direct state aid.
Henricks reminded the Board that the operating budget and
improvement package requests hearing is scheduled for
Monday, November 19, 2012, at 3:30 p.m. in Conference
Room B at City Hall.
2) Library Use Statistics — Henricks reported that library use was
down in October and demonstrated a one percent decrease in
the number of circulations and a two percent decrease in the
number of visitors. Henricks stated that a steady decrease in
circulation can be expected due to restrictions imposed on
Open Access borrowers; however, October's decrease was due
to Dubuque residents borrowing less print material. Henricks
reported that non -print material has continued to realize large
increases in circulation.
3) Facilities Update — Henricks reported that Tricon Construction
Group was invited to select a mediator for the ongoing issues,
but the City has not heard back from them yet and Steve
Brown, from City Engineering will be contacting them.
4) Open Access /Dubuque County Update — Henricks summarized
a meeting that County Board of Supervisor, Wayne Demmer,
met with the President of the Library Board of Trustees,
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Angela English, of the James Kennedy Public Library in
Dyersville.
Connors questioned if the County Board of Supervisors and
County Library Board of Trustees had met for their work
session yet and Henricks responded that to her knowledge
they had not although she and the James Kennedy Public
Library in Dyersville had requested notification of when the
meeting would be held.
5) Community Survey — Henricks reported that she summarized
the hard copy surveys that were available in the library for
visitors and the three web surveys, one of which was directed
to the school district, one for anyone to respond to via the
library's website, and one by invitation to library patrons
whose email addresses are on file. Henricks also stated Bill
Wilson from Himmel & Wilson was going to take another look
at the cross - tabulations to ensure the numbers were accurate.
Anderson - Bricker questioned what the next step is now that
the community survey has been completed. Henricks
responded that next the Board needs to decide how this
information can be used for long -range planning and what to
do about expansion of library services. Henricks also stated
that, for now, the information can be used to enhance the
programs for teens and adults and possibly areas of the
library's collection.
Connors stated that what she found to be very interesting is
that steps for service that have been implemented since the
last community survey are working well; however, it has not
translated into west side service not being desired, just shifted
more of those who requested west side service into the
undecided or no opinion range.
Anderson - Bricker requested information about the best
practices that other libraries use in regard to branch libraries
in relation to actual population size to see whether the library
is within those best practices. Henricks responded she would
provide that information and that the Davenport Public Library
is the easiest and best case example that if a branch is built,
what happens is the branch library gets business from people
not currently using the library's services, not taking away from
the main library.
Anderson - Bricker also stated he would like Kelly Larson from
the City Human Rights Commission to attend a meeting to
discuss the impact of a branch library in regards to the
mission that the City is currently trying to address in relation
to class and race and how they can advise the Library. The
Board decided to contact Kelly Larson if the decision is made
to move ahead with west side services.
Willis questioned if the twenty -five percent of people on the
survey with "no opinion" could see what west side service
could be would they be persuaded otherwise? Henricks said
that if the Board was very motivate to move forward with west
side service, she would recommend getting some retail space
with free parking and renovate it with the Mutschler money
with operations funded by a library levy library; however if the
Board is not ready to move forward with the west side
expansion then let it go. Willis stated he felt there are limits
to how much the survey can be used for future planning
because people don't really know what they want until they
see it.
Henricks stated she was surprised at the amount of interest in
the levy option and the realization that one has a chance of
passing in Dubuque. Henricks stated that money received
from a levy could be used for collection development, staff, or
what the library needs and it is separate from the City's funds.
The Board requested that Community Survey be placed on the
agenda for the next meeting.
B. Library Comment Cards - The Library Board reviewed the two
comment cards received and concurred with the staff response. The
Board discussed the comment card on the shelving. Henricks stated
that she is receiving quotes to change the shelves for the DVDs so that
the spines are out like a book.
"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, and
Library Comment Cards "
Motion: Willis
Second: Miller
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Vote: Aye — 4; Nay — 0
5. Action Items: Exterior Signage — Henricks reported that Weiss spoke with
Dan Lange from Lange Sign Group and he is considering the request to pay
half the cost for replacing the existing signs. Henricks stated she would
follow up with Weiss and then present this to the City Manager on Monday.
"Moved to present the agreement reached between Lange Sign
Group and Trustee Weiss to the City Manager"
Motion: Willis
Second: Anderson- Bricker
Vote: Aye — 4; Nay — 0
6. Communications /Public Comment — Henricks stated that the party to
recognize volunteers and staff members will be held on December 20, 2012,
from 3:00 p.m. to 4:30 p.m. with the Board meeting following. Henricks also
reminded the Board of the Friends book sale, holiday art show opening, and
Christmas tree lighting on December 7, 2012.
7. Library Board Adjournment - The Board adjourned at 4:50 p.m.
"Motion to adjourn."
Motion: Anderson - Bricker
Second: Willis
Vote: Aye — 4; Nay — 0
Frederick K. Miller, Board Secretary
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