Minutes Library Bd 3 30 06
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Carnegie-Stout Public Library CO^'\~
Board of Trustees' 8""'" r
Meeting Minutes of March 30, 2006
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., March ~O, 2006.
Present: President Alan Avery; Vice President 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.
Guests Present: Larry Gleason and Patricia Amadeo from the construction
management firm CPMI; Library Visitor Irina Koleva, participating
in Iowa resource for International Service (IRIS); Telegraph
Herald News Reporter Rob Kunnert; City of Dubuque Project
Manager Steve Brown; and, OPN Architect Bruce Hamous.
1. Board President Avery called the meeting to order at 4:02 p.m. and introduced
the various guests to the Library Board as follows
''Moved to adopt the meeting agenda of March 30, 2006. "
Motion:
Second:
Vote:
Lindsay
Guns
Aye -6; Nay - 0
2. Approval of the Board Meeting Minutes of February 23, 2006:
''Moved to adopt the Board meeting minutes of February 23 2006."
Motion:
Second:
Vote:
Smith
Kolz
Aye -6; 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.
"Moved to receive and file the informational update
communication with the Dubuque City Council. "
Library Board of Trustees
Minutes of March 30, 2006
Motion:
Second:
Vote:
Guns
Hauder
Aye -6; Nay - 0
Shubatt entered the meeting at 4:06 p.m.
B. CPMI Presentation on Construction Management - The Library Board
had agreed to allow CPMI to provide a presentation about what a
construction management business does in relationship to the Library's
building renovation project. CPMI is a professional construction
management vendor out of Des Moines, Iowa. CPMI Vice President
Larry Gleason provided a summary of roles of owner management,
benefits, project costs, control and approach which resembled the
duties of a general contractor. Gleason reported on the various benefits
of hiring a construction management firm with the one of the main
benefits, the construction management firm represents client or owner.
Gleason invited the Library board to view the presentation available on
the company's web site at www.comi.com/csol.oos. Gleason reported it
has not yet done work with the City of Dubuque, but does have
experience with working with libraries. Gleason reported that a
construction manager from their firm would be on site during all of the
project time period.
Henricks reported that a construction management firm takes the place
of a general contractor.
The Board thanked the vendor for the presentation and agreed to
review the need for a construction management firm or a traditional
contractor for the renovation project.
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 and facility projects update, noting the
men's rest room project on the first floor is completed.
B. Relations Committee - Henricks reviewed the detailed update from the
March 9, 2006 security meeting held for Library Staff with Police Chief
Kim Wadding, Community Safety Officer, Corporal Cory Summer and
Sandy Hutchcroft who manages Dispatch/Emergency Communications.
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Library Board of Trustees
Minutes of March 30, 2006
C. Planning Committee Minutes - Library Renovation Architect Bruce
Hamous, OPN Architects, provided a renovation update to the Library
Board. Hamous provided a detailed budget for the project which totals
5.3 million dollars. Increase from the first proposal three years ago is
due to construction material increase and the fact that this plan includes
furniture, equipment, and shelving and the first plan did not. Hamous
provided a review of probable construction costs, additional costs, total
project costs, assumptions and understandings. Hamous reported that
replacement of the skylights versus reglazing could be added as an
option in the bid process. Hamous confirmed that the security system
including security cameras and keyless entry was included in the general
construction cost. Hamous reported that cost estimates are based on
Spring 2007 construction. Hamous reported on big cost items include
the many outdated infrastructure items such as mechanicals that require
replacement, these items would need to replaced in the near future
anyway. Henricks asked that the exterior old entrance stairs be
evaluated as part of the plan. The Board asked that the design
contingency be changed to 18-20 percent. Hamous reported that the
building has undergone a structural vibration study and should stand
another 150 years with these upgrades. The Board agreed that any
images of the renovation plans are needed for public relations. Hamous
said all items presented, including the animation slides, are for use by
the Library Board.
The Board thanked Hamous for his presentation.
D. 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 - a general update was provided by
Henricks.
2) Library Use Statistics Report - Avery asked for clarification on
overall use of services to date. Henricks reported on a
decrease in use statistics to date. Henricks provided several
possible reasons for the decrease such as security concerns
by patrons and the Library being closed Thursday mornings.
Henricks reported that she is keeping close track of these
statistics.
D. Library Feedback Comment cards and Responses - The Library Board
reviewed the one comment cards received this month.
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Library Board of Trustees
Minutes of March 30, 2006
''Moved to receive and file the informational update on the
Board Relations Committee, Operations Committee, Planning
Committee, Building Renovation Update, Library Director's Report
Summary, and Library feedback comment cards and responses as
reviewed. "
Motion:
Second:
Vote:
Smith
Shubatt
Aye -7; Nay - 0
5. Items for Action:
A. Relations Committee:
1) Library Mary Lull Gift Trust Fund Review - The Board
reviewed the documents from the Mary Lull will and bequest.
The Lull Trust Fund covers works of art purchased by the
Library. Review approve recommendation Shubatt/ Kolz - 7
''Moved to request that City Attorney Barry Lindahl
review the Mary Lull Gift Trust and provide a report back to
the Library Board of his review. "
Motion:
Second:
Vote:
Shubatt
Kolz
Aye -7; Nay - 0
2) Art Work on Loan to Dubuque Museum of Art (DMA) - The
Board reviewed a request to the Library Board to review the
loan period outlined in the loan agreement for the Library
owned artworks on loan to the DMA. The Board agreed that
that loan period, for the time being, should remain the same.
The Board reported its charge and responsibility in making
sure that there is current valuations of the artworks and
insurance coverage.
''Moved to charge the Library Director in accordance
with the loan agreement, to formally request documentation
from the Dubuque Museum of Art (DMA) for the valuation
proof and insurance proof for artworks on loan to the DMA
Motion:
Second:
Shubatt
Hauder
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Library Board of Trustees
Minutes of March 30, 2006
Vote: Aye -7; Nay - 0
3) Library Card Procedures and Replacement Card Promotion -
Henricks reviewed the need to tighten security by requiring a
library card or photo identification for Internet access at
public terminals. Henricks reported that this is the current
practice for library materials. Henricks reported on the public
relations campaign to provide replacement cards free of
charge for one month.
''Moved to approve the requirement for patrons to
provide a library card or photo identification to check out
materials or access the Internet at public terminals; and,
approve providing replacement library cards free of charge to
patrons from April 15 through May 15, 2006. "
Motion:
Second:
Vote:
Guns
Kolz
Aye -7; Nay - 0
4) Holiday Closings - Henricks reviewed the need for the Board
to review the holiday closings for Veteran's Day and the
Christmas Holidays. Henricks provided the City schedule of
holiday closings for 2006. The Board agreed on the need to
be open to minimize impact to the public.
''Moved to adopt the following Library schedule for
2006 Veterans Day and the Christmas Holidays: The Library
will be closed Friday, November 10 in observance of Veterans
Day, and will be open Saturday, November 11; The library will
be closed December 23, 24 and 25 for the Christmas holidays
and closed December 30, 31 and January 1 for the New
Years holidays"
Motion:
Second:
Vote:
Hauder
Kolz
Aye -~. Nay - 0
Henricks reported that staff who receive paid holidays would
receive one paid holiday and she would set forth the
guidelines for staff.
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Library Board of Trustees
Minutes of March 30, 2006
5) Dubuque Fine Art Society Request - Henricks reviewed a
request from the Society for the Library to host exhibits. The
Board agreed that with the renovation it cannot accommodate
a scheduled into the future for exhibits.
''Moved to decline the request from the
Dubuque Fine Art Society for the Library to host art
exhibits due to the renovation schedule. "
Motion:
Second:
Vote:
B. Planning Committee:
Hauder
Kotz
Aye -7; Nay - 0
1) Planning Committee - Guns reviewed the proposed Internet
Policy Revisions. The revisions address the addition of laptop
computers.
''Moved to adopt the Internet Policy as revised. "
Motion:
Second:
Vote:
Smith
Lindsay
Aye -7; Nay - 0
2) Library Long Range Planning - New Library Mission
Statement: Avery asked that the Library Board provide
additional sample mission statements for review.
''Moved to table the agenda item new Library
mission statement until the March 2006 Board
meeting. "
Motion:
Second:
Vote:
Shubatt
Guns
Aye -7; Nay - 0
Mission statement -shubattj guns table -
7. Library Board Adjournment - The Board adjourned at 5:30 p.m.
"Motion to adjourn. "
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Library Board of Trustees
Minutes of March 30, 2006
Motion:
Second:
Vote:
Hauder
Aye -7; Nay - 0
Kristen Smith, Board Secretary
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