Minutes_Library Board of Trustees 4 25 13Carnegie -Stout Public Libre R 1 G I NA L
Board of Trustees
Meeting Minutes of April 25, 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, April 25, 2013.
Present: President Paula Connors; Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee John Anderson - Bricker;
Trustee Diann Guns; Library Director Susan Henricks; Recorder
Denette Kellogg, and Secretary Jennifer Long
Excused: Trustee Jenny Weiss and Trustee David Hammer
1. President Paula Connors called the meeting to order at 4:07 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, April 25, 2013."
Motion: Willis
Second: Anderson- Bricker
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, March 28, 2013.
"Moved to approve the Board minutes of Thursday, March 28,
2013."
Motion: Guns
Second: Miller
Vote: Aye - 5; Nay — 0
3. Board President's Report — Communication with Dubuque City Council for March
2013
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, March 28, 2013."
Motion: Willis
Second: Miller
Vote: Aye — 5; Nay — 0
4. Motion to Receive and File Informational Items:
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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 75 percent of
the fiscal year has lapsed with expenditures at 71 percent and
revenue at 94.5 percent of projections. The balance in travel and
continuing education will be expended by the end of this fiscal
year at the American Library Association (ALA) Conference in
June.
2) Library Use Statistics — Henricks reported that the decrease in
circulation continues. Open Access checkouts remain at high
levels with a 13.6 percent increase in March and a 7.6 percent
increase year -to -date.
Henricks also noted that a change is being seen in the way
people use the library; a decrease of print material checkouts has
been seen, while a 39 percent increase year -to -date in
downloadable materials borrowed. E -book check outs have
increased 52.2 percent year -to -date. Henricks reported that this
would be carefully monitored to identify particular areas of print
materials that have become less popular so funds from those
areas could be reallocated to non - print. Databases have seen an
increase in use year -to -date, with eight databases seeing an
increase in use ranging from 21.4 percent to 300 percent, and
four databases experiencing a decrease in use ranging from 7 to
22 percent.
3) Marketing Update — Henricks reported that interviews for the
Geek Your Library marketing internship position have concluded.
Four candidates were offered the position and declined. The
position was offered to Natalie Braun, a senior at the University of
Wisconsin, Platteville, and she has accepted the position.
4) Facility Update — Henricks reported on the Leadership in Energy
and Environmental Design (LEED) requirements and cost for
recertification. The Library is officially registered for
recertification that will be applied for in 2017. The Library was
recognized for achieving LEED certification by the Cedar Rapids
Corridor BusinessJournaiin early April and received a certificate.
5) Library Services Advisory Committee Update — The first meeting
of the Library Services Advisory Committee was April 22, 2013.
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Connors reported that the meeting went very well, and after
some discussion, it was decided to start with the representative
from the Iowa State Extension, Abbie Gaffey, who will be coming
for the next meeting on May 13, 2013. Henricks reported that
Gaffey will work with the Committee for a couple of hours to
identify the desired end results, and by the end of the session she
will have five focus group questions to elicit the responses the
Committee's desires. A facilitator can then take over to help the
Committee reach its goals. Henricks reported to the Board that
she has spoken to two potential facilitators and is awaiting their
decision on taking the position.
B. Library Comment Cards - The Library Board reviewed the two comment
cards received.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Marketing Update, Facility Update, Library Services Advisory
Commission Update, and Library Comment Cards "
Motion: Guns
Second: Miller
Vote: Aye — 5; Nay — 0
5. Items for Action /Discussion:
A. Strategic Planning Logistics Recommendation — Henricks provided her
recommendation for the logistics to create a new strategic plan. Henricks
proposed that the information gathered from the recent community
survey and the library effectiveness survey be evaluated and reviewed by
a Board Planning Committee, which will be appointed at the July meeting.
The committee will establish goals to be presented to the Board for
approval at a future board meeting. Library staff members can then help
to develop ideas for reaching the established goals and a community
"input" meeting can be scheduled. A draft of the completed plan will then
be presented to the Board for approval at a future Beard meeting.
"Moved to adopt the recommendation and proceed on the Strategic
Planning Logistics "
Motion: Guns
Second: Willis
Vote: Aye — 5; Nay — 0
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B. Non - Resident Fee Review — Henricks presented a tiered -level non - resident
fee schedule for upgraded or full library service, where the more a person
pays, the more services -he or she will receive. Due to licensing
restrictions, the e -books level would not be available beyond Dubuque
County. Guns expressed concern that implementing the non - resident fee
upgrade could impact the goals of the Library Services Advisory
Committee. Connors responded that James Kennedy Public Library in
Dyersville is already charging a non - resident fee to open access patrons
wanting to use other library services and that modifications could be made
based on the outcome of the Library Services Advisory Committee
meetings. Guns requested that Henricks and Connors inform the Library
Services Advisory Committee in advance that Carnegie -Stout Public Library
is implementing a non - resident fee upgrade effective July 1, 2013.
"Moved to approve the Non- Resident Fee Upgrade proposal, as
presented, subject to Henricks and Connors informing the Library
Services Advisory Committee of the Boards approval of this proposal."
Motion: Guns
Second: Miller
Vote: Aye -5; Nay —0
6. Communications /Public Comment (Receive and File) — Henricks informed the
Board that she spoke to the State Librarian and was informed that a group is
being assembled to review the contract terms or the of Open Access Agreement,
and it is expected that a provision in the number of items an Open Access patron
could check out at once will be added if a library can prove that they provide
more circulations than the patron's home library.
7. Library Board Adjournment - The Board adjourned at 5:10 p.m.
"Motion to adjourn."
Motion: Guns
Second: Willis
Vote: Aye — 5; Nay — 0
Frederick K. Miller, Board Secretary
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