Minutes Library Bd 4 28 06
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of Thursday, April 28, 2005
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The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 5:00 p.m., Thursday, April 28, 2005.
Present:
Board President Michael Shubatt; Vice President Alan Avery;
Trustee Sue Lindsay; Trustee Kristen Smith; Library Director
Susan Henricks; and Recorder Denette Kellogg.
Board Secretary Mary Strom; Trustee Jack Felderman and Trustee
Tom Tully
Excused:
1. Board President Shubatt called the meeting to order at 5:08 p.m.
''Moved to adopt the meeting agenda of Thursday, April28, 2005. "
Motion:
Second:
Vote:
A very
Smith
Aye -4; Nay - 0
2. Approval of the Board Meeting Minutes March 24, 2005:
''Moved to adopt the Board meeting minutes of March 24, 2005. "
Motion:
Second:
Vote:
Smith
Lindsay
Aye -4; Nay- 0
3. Board President's Report: Library Board Update to Dubuque City Council -
Shubatt reviewed the update from the C-SPL Library Board to the Dubuque
City Council from the March 24, 2005 meeting.
4. Committee Reports:
A. Relations Committee:
1) Thursday Morning Hours Report - Lindsay examined the six-
month review of Thursday morning activities accomplished by
staff during closed hours, which included major progress in the
area of collection development and management. Lindsay
reported that based on the results of the review the Committee
concurred that hours should remain the same for Thursday with
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Libt~r;'Board of Trustees
AArljle. of April 28, 2005
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another review to take place in January 2006. Avery asked
about the impact this would have on summer hours. Kellogg
reported that because the summer months are peak attendance
for the Library, having Thursday mornings for staff to complete
other duties and tasks is even more critical as more staff is
needed during open hours to cover public service desk due to
the increased patron counts. Sunday hours are overtime hours
and only enough staff are working to take care of the public
service areas. Being closed on Sunday does not provide
additional hours for staff during the week. Shubatt requested
that public awareness on the Library's hours continue. The
impact of having additional staff on July 1, 2005 was discussed.
Because the Library is short staffed now, the additional 1.5 full
time non-professional staff will help to fill some of the hours
where staff is needed, but will also be performing newly
established duties that do not currently exist, such as outreach
activities.
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''Moved to maintain Thursday Library hours with review
by the Library Board in January 2006. "
Motion:
Second:
Vote:
Lindsay
Smith
Aye -4; Nay - 0
2) Personnel Update - Lindsay reported that vacant staff positions
have been filed and new staff has been hired over the last
month: Pam Del Degan and Stormy Mochal have been hired as
Library Assistants to work part-time in Circulation. Colleen
Kersch, formally Library Mail Clerk, was hired as a part-time
Library Assistant in Adult Services. The interview process for
the vacant Library Mail Clerk position has begun. Kellogg
reported that Manager of Adult and Circulation Services Ann
Straley has announced her retirement effective June 11, 2005.
3) Department Organization - Lindsey reported on review and
request for organizational changes by Henricks in which the
Committee concurred. The changes include changing the
supervision of Circulation Services back to the Library Director
and changing the Adult and Circulation Services Manager
position back to Adult Services Manager. The second change
proposed is moving the Young Adult (YA) activity from Adult
Services to Children's Services. Children's Services would then
be titled "Youth Services." The ten hours that was dedicated to
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Library Board of Trustees
Minutes of April 28, 2005
VA, Adult Services will be reviewed and reorganized to include
more programs for Adults such as basic introduction to the
computer and Internet for Adults. Lindsay reported that
Henricks requested that the organizational change for YA would
take place after the summer reading program is completed.
The Board concurred with Henricks' plan and agreed to move
forward with her proposal.
4) Library Security - Lindsay reviewed Henricks report that an
increase in incidents in and around the library has taken place
over the past six weeks. The exterior lighted signs were
damaged, beer and whiskey bottles have been left in the area
and along Bluff Street, a CD player "boom box" located in the
Adult Services Reading Room was stolen, a young girl (caught
on the security camera) went into the Staff Only area (office)
and stole an employee's purse, a fire in the back of the Library
building was declared arson after observing a melted drain tile
leading to the building and a neighbor's gas can was missing.
The most recent incident was of a man, caught on security
cameras, who stole a purse in Library Adminstration. Kellogg
reported that both theft incident suspects have been charged
and are awaiting the next step in the criminal process and that
Henricks would request to meet with Chief Wadding to discuss
issues regarding police department follow-up. The security
system is scheduled to be enhanced. Lindsey reported on the
Committee's recommendation to approve hiring of a security
guard with use of budget funds for temporary help in the
summer months. Discussion of the possibility of Maintenance
Staff performing some security duties was reviewed.
''Moved to approve the use of a security guard with
available budget funds for temporary help over the summer
months. "
Motion:
Second:
Vote:
Smith
Lindsay
Aye -4/ Nay - 0
Henricks arrived at the meeting at 5:32 p.m.
5) Volunteer Recognition Dinner - Henricks reported on the
Committee's recommendation for special recognition of three
volunteers this year during the Volunteer Appreciation Dinner:
one from the Friends, George Maryuama; one from the
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Minutes of April 28, 2005
Foundation, Ed Everts, and Velma Van Ostrand, a general
library volunteer who has the greatest longevity. The three
have a combined 47 years of service.
''Moved to approve the gift fund expenditure for special
volunteer recognition not to exceed $75.00."
Motion:
Second:
Vote:
Lindsay
Smith
Aye -4/ Nay - 0
6) Public Relations - Henricks reported that the Library would host
a civic booth one Saturday during the upcoming Farmer's
Market season. Henricks reported on doing a presentation
about the Library's community survey results and building
planning to the Dubuque Kiwanis.
B. Operations Committee:
1) Financial Reports Fiscal Year 2005 - Henricks reported that
75 percent of the fiscal year has passed and the Library is at 71
percent for expenditures. Shubatt noted a concern over
supplies and services. Henricks reported that these budget
lines are high due to expense for ads for vacant positions and
other unexpected expenses, but the overall budget is
anticipated to come in at budget.
Henricks reported that Dubuque Attorney David Hammer
contacted her to report that he is planning to include the
Library as a beneficiary from his estate with a request to
purchase library materials with the funds.
2) Capital Improvement Projects (CIP) for Facility:
a) Exterior Building Projects - Henricks reported that the
exterior maintenance projects that include tuck-pointing and
building cleaning is moving forward and she continues to
meet with the architect and contractor weekly. Shubatt
reported a concern over the water pressure to be used to
clean the building and reported that the producer of the
limestone was contacted to ensure the correct pressure.
b) Interior Building Projects - Henricks reported that bids are
being received to replaced window treatments in the Library
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Minutes of April 28, 2005
and to replace steps to the main entrance that also include
heating coils in them to eliminate ice. The Board discussed
the window treatment project and concurred that the
project as submitted proceeds.
C. Planning Committee:
1) Building Planning for Future - Shubatt reported on the work
session held April 14, 2005 in which the Board reviewed the
community survey results in respect to the current renovation
plans and began to address the type of West Side Services to
offer. The Board agreed to gain additional input from the
Library Director on the renovation plans before proceeding.
The Board agreed to a planning work session as part of its May
26, 2005 Board meeting, and the Board concurred with the
request.
2) Foundation Update - Smith provided a Foundation summary to
the Library Board. The Foundation is reviewing ideas for
fundraising and review of Library projects for funding.
5. Library Director Report:
A. Library Statistical Report Summary - Henricks provided a summary
reported of the detailed statistics.
B. Library Schedule/Program Calendar - Henricks reported on the
introduction of Adopt-An-Author pilot program that will be initially
offered to City Staff then on to the public. Henricks shared the
program brochure. Henricks reported that the Foundation has agreed
to fund advertising for this special program. The advertising campaign
for the new program will begin in June. Henricks reported that the
budget has been supplemented this year with state program funding
but popular materials are always a problem to be able to keep up with
demand for new titles.
6. Board Correspondence - Comment Cards - Shubatt reviewed the comment
card and the Board concurred with the staff response.
7. "Motion to adjourn. "
Motion:
Second:
Lindsay
Smith
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Minutes of April 28, 2005
Vote: Aye - 4/ Nay - 0
The Board adjourned at 5:54 p.m.
Mary Strom, Board Secretary
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