Minutes_Library Board of Trustees 3 28 13Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of March 28, 2013
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, March 28, 2013.
Present: President Paula Connors, Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee Diann Guns; Trustee Jenny
Weiss; Library Director Susan Henricks; Recorder Denette
Kellogg, and Secretary Jennifer Long
Excused: Trustee John Anderson - Bricker; Trustee David Hammer
1. President Paula Connors called the meeting to order at 4:05 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, March 28,
2013."
Motion: Weiss
Second: Willis
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, February 28, 2013.
"Moved to approve the Board minutes of Thursday, February 28,
2013."
Motion: Weiss
Second: Willis
Vote: Aye - 5; Nay — 0
3. Board President's Report:
A. Communication with Dubuque City Council for February 2013.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, February 28, 2013."
Motion: Weiss
Second: Guns
Vote: Aye — 5; Nay — 0
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B. Library Services Advisory Commission — At Large Appointment.
Connors reported that Henricks is speaking with candidates interested in
serving as the Library Services Advisory Commission At -Large member.
Henricks will update the Board as soon as a candidate is selected.
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 — Henricks reported that 67 percent of
the fiscal year has lapsed and 64 percent of the budget has been
expended. Revenue is at 83 percent of projections. The travel
and conferences budget had 58 percent remaining, and will be
spent at the end of the fiscal year for attendance to the American
Library Association Conference.
Henricks informed the Board that a hard drive failed on one of the
camera video recorders. Since the request to replace the
recorders and cameras was not approved for Fiscal Year 2014,
funds are being pooled from various existing lines to purchase the
new digital recorder for the security system. The new unit will be
a hybrid, meaning it can read analog or digital cameras and
several of the existing cameras will be upgraded to digital and
include a 360 degree view of some areas of the library.
2) Library Use Statistics — Henricks reported that checkouts were
down by four percent when compared fiscal year -to -date. The
drop is in print material among Dubuque cardholders. Open
Access transactions continue to grow and are up nearly seven
percent.
Weiss asked Henricks if she felt the decrease in usage would even
out or continue to decrease. Henricks responded that she
expects usage to decrease over the next year and then level off.
Weiss then questioned the almost 54 percent decrease in the
youth video check outs. Henricks responded that the decrease is
the VHS video tapes.
Henricks also informed the Board that the Friends of the Library
awarded the Library a grant to add Blu -ray DVD materials for the
children's department.
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Henricks reported that the new DVD shelving arrived and is
installed, allowing the DVDs to be faced spine out. The Friends of
the Library are funding Zinio, the digital magazine service that will
allow patrons to download up to 80 different magazines and keep
them on their personal device as long as they want or until the
Library discontinues the service. Guns asked if there were classes
offered to learn all about these new services and Henricks
responded that the Library has a volunteer every Wednesday
night, who is employed at IBM, who is available to teach people
how to use their devices and the new services. When this
volunteer reaches 40 hours of volunteering, IBM has a grant for
$1,500 which he can apply for and the Library would be able to
use these funds to purchase new technology such as an Apple
television.
Henricks informed the Board that the Library Foundation had
granted several projects, including a pledge of $4,000 to match a
Dubuque Racing Association (DRA) grant, a pledge of $2,000 to
match a City Arts & Culture grant for an exhibit on Andrew
Carnegie, which they will pursue, $8,000 for e -books and $8,000
for leased material for the lending library.
3) Marketing Update — Henricks reported that she contacted the
Dubuque Advertising Club about the internship opportunity for
the Geek the Library marketing campaign. Henricks informed the
Board that five candidates were interviewed this week and two
more are scheduled to be interviewed next week. Henricks hopes
to have a candidate hired soon.
4) Personnel Update — Henricks reported that this year marks the
10 -year anniversary of the beginning of Project ABLE (American
Bulgarian Library Exchange) and she has been invited to attend a
conference in Sofia, Bulgaria to present on the topic of Green
Libraries.
B. Library Comment Cards - The Library Board reviewed the comment card
received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Library Marketing Update, Personnel Update, Art Subcommittee
Update, and Library Comment Card."
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Motion: Weiss
Second: Willis
Vote: Aye — 5; Nay — 0
5. Items for Action /Discussion:
A. Strategic Planning Process — Henricks reviewed the information on the
different types of Strategic Planning Processes. The last Long Range Plan
had emphasis on popular materials. The Board discussed the various
processes and concluded that, with the recently completed community
survey and survey on effectiveness, the Traditional Planning Process
would be the best choice. Henricks stated that staff involvement would
be very important. Guns suggested that Henricks and the Library staff
develop a plan and then present it to the Board for approval. Weiss
wondered if the Traditional Planning Process could include public input.
Henricks stated that a meeting could be held asking for patron input.
"Moved to approve the Traditional Planning Process with the
addition of a public input component."
Motion: Guns
Second: Miller
Vote: Aye — 5; Nay — 0
B. Library Services Advisory Commission Facilitation Proposal - Henricks
presented the Board with the input gathering plan proposed by Don
Broshar. Broshar's proposed costs are for providing planning and
coordination of the Extension and Outreach staff, travel expenses for the
Extension and Outreach staff, miscellaneous costs, and an optional service
fee for Broshar's travel to facilitate the decision - making meeting where
the report is shared with the Library Services Commission. The total costs
without the optional service would be $700 to $1,000 or $1,000 to $1,300
with the optional service. Willis questioned if the total costs proposed
would be accurate. Henricks stated she was confident the cost would be
accurate; however, the cost does not include all facilitation with the
Library Services Advisory Commission once the report is received and the
decision making process begins. Weiss questioned the division of the cost
between the libraries involved. Connors stated that she felt that
Carnegie -Stout Public Library (C -SPL) has the most to gain from an
agreement being made and should pay more than the other libraries.
"Moved to accept the proposal of Don Broshar and plan on the
other libraries involved contributing $200 each to the cost and
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C -SPL paying up to a maximum of $1,300 with any amount over that
total being divided using the same proportions "
Motion: Guns
Second: Weiss
Vote: Aye -5; Nay — 0
6. Communications /Public Comment (Receive and File) — The Board reported
receiving positive feedback about a Friends of the Library program at the
Dubuque Regional Airport that provides books for travelers to read.
7. Library Board Adjournment - The Board adjourned at 5:25 p.m.
"Motion to adjourn."
Motion: Weiss
Second: Guns
Vote: Aye — 5; Nay — 0
Frederick K. Milier,`Board Secretary
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