Minutes Library Bd 8 24 06
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of August 24, 2006
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The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., August 24, 2006.
Excused:
Library Staff:
Guests:
President Alan Avery; Vice President Sue Lindsay; Trustee Beverly
Kolz; Trustee Michael Shubatt; Trustee Kristen Smith; Trustee
Diann Guns; Library Director Susan Henricks; and Recorder
Denette Kellogg.
Trustee Becky Hauder
Technical Services Staff Members Deb Fliegel and Jason Burds
Kurt Saterbak, Saterbak and Associates, Janesville, Wisconsin
Present:
1. Board President Avery called the meeting to order at 4:08 p.m. and introduced
Kurt Saterbak from Saterbak and Associates, and Library Staff Members Jason
Burds and Deb Fliegel.
''Moved to adopt the meeting agenda of August 24, 2006, "
Motion:
Second:
Vote:
Shubatt
Lindsay
Aye -6; Nay - 0
2. Approval of the Board Meeting :
''Moved to adopt the Board meeting minutes of July 27, 2006, "
Motion:
Second:
Vote:
Kolz
Smith
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 July 27, 2006 informational
update on the Communication With Dubuque City Council. "
Motion:
Second:
Guns
Lindsay
Library Board of Trustees
Minutes of August 24, 2006
Vote: Aye -6; Nay - 0
B. Appointment to the Library Foundation - Avery reported on feedback
received by the Trustees on appointments to the Library Foundation
Board. Smith and Lindsay are current representatives for the Library
Board serving on the Foundation Board. Avery reported that he would
recommend to the Library Foundation Board that Library Trustees
Beverly Kolz and Kristen Smith be appointed to the Foundation Board
and the Board concurred with his recommendation.
4. Motion to Receive and File Informational Items - The Board reviewed and
received the following items for review in the Board packets:
A. Library Director's Report Summary and Update - Henricks provided a
written report of the following items for Board review:
1) Library Financial Report
2) Library Use Statistics
3) Library Van and West Side Service Update
4) Library Personnel Update
5) Police Sub Station Update
6) Library Art Sub-Committee Meeting Planning
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Library Van and West Side Service, Library Personnel
Update, Police Sub Station Update, and Library Art Sub-Committee
Meeting Planned. "
Motion:
Second:
Vote:
Guns
Smith
Aye -6; Nay - 0
7) City Department Head Goal Setting Session Report - Henricks
provided an update of the City Department Head Goal Setting
sessions she attended this week with 28 other City Department
Heads that work for the City. Henricks reported that the
meeting's purpose is to provide feedback to the City Council of
department goals. Henricks reported that the results of
feedback from the City Department Heads listed the Library as
one of the top priorities. Henricks reported that
accomplishments and successes over the past year for each
department would also be provided to the City Council at their
goal setting session.
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Library Board of Trustees
Mmutes of August 24, 2006
"Moved to receive and file the informational update from the
Library Director on the City Department Head Goal Setting
Session. "
Motion:
Second:
Vote:
Guns
Kolz
Aye -6; Nay - 0
B. Library Feedback Comment cards and Responses - The Library Board
reviewed the three comment cards received this month.
"Moved to receive and file the Library feedback comment
cards and responses as reviewed. "
Motion:
Second:
Vote:
Guns
Kolz
Aye -6; Nay - 0
5. Items for Action:
A. Review and Action on Library Emergency Plan for Technology - Henricks
reported this item was tabled at the last meeting and has asked the
Technical Services staff responsible for computer technology at the
Library provide an overview of project and provide examples of need to
for off site service storage. Fliegel and Burds provided an overview of
the current status of computer file server storage and provided
examples of need for off site storage included the problems with relying
on backup tapes versus off site server storage. Burds reported that an
off site server would allow operations to continue within a 15 minutes
period should a "crash" be experienced. Fliegel reported on the long
term options of a possible partnership with another Library or a firm
who provides this service. The cost of having an outside firm provide
the service was reviewed. Henricks reported that this option would
need to be an improvement package request to the City in the regular
budget process. The City is also reviewing options for off site storage.
A short term option could be to place a server at Burd's residence in
Peosta, Iowa. Burds is currently responsible for all computer security
and related issues at the Library. Shubatt reported that a long term
solution would need to be found and noted a concern of duplicating
services should a better solution be found sooner. Fliegel reported that
the cost would include some of Burds' time, use of an existing server,
and approximately $152.00 a month in cost of power and business line
to be run. The business line is a one year agreement.
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Library Board of Trustees
Minutes of August 24, 2006
The Board expressed the need to address particular points such as cost,
confidentiality, retrieval of the hardware and software that belongs to
the Library, etc. in an agreement such as this. Henricks reported on
contacting City Attorney and that the he recommended a written
agreement to cover this proposal.
''Moved to accept the proposal from Library Technical Services
Staff to a short term, one year financial agreement for a Library
server to be housed and maintained by Library employee Jason
Burds; and, moved for the contract to be reviewed by the Library
Board for approva~ and periodically after that; and, to charge Library
Director Susan Henricks to submit the appropriate budget requests
for a long term solution for off-site server storage to include a
request for an additional storage server. "
Motion:
Second:
Vote:
Shubatt
Guns
Aye -6; Nay - 0
Burds and Fliegel exited the meeting at 4:35 p.m.
B. Library Renovation Project Plans:
1) Closed Session - Henricks reported that Kurt Saterbak,
Saterbak and Associates, requested a closed session.
''Moved for the Board to go into closed session at
4:40 p.m. in accordance with Iowa Code: Chapter 21.5(i). To
evaluate the professional competency of an individual whose
appointment, hiring, performance or discharge is being
considered when necessary to prevent needless and
irreparable injury to that individuals reputation and that
individual requests a closed session. "
Motion:
Second:
Vote:
Shubatt
Kolz
Aye -6; Nay - 0
''Moved for the Board to come into open session at 5:08 p.m. "
Motion:
Second:
Vote:
Shubatt
Guns
Aye -6; Nay - 0
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Library Board of Trustees
Minutes of August 24, 2006
2) Next Steps in Renovation Project Plans - Saterbak reported that
29 interviews have been set-up with an additional 15 more that
need to be set up. The Board Study Committee members
agreed to help complete these contacts. Saterbak provided a
five minute Powerpoint presentation that is shown to
interviewees and also provided the executive summary, and
planning study questionnaire. Saterbak reported that the
information gathered so far would be provided for the Board's
review and approval at a special meeting. The Board agreed to
meet on Monday, August 28, 2006 to review and approve the
preliminary planning study.
Saterbak provided information on the campaign phase and the
responsibilities of the Trustees and the Library Director.
C. Library Personnel Manual Revision - Henricks requested that the
Relations and Planning Committees set a date for review of the lengthy
Personnel Manual. The Committees agreed on setting a joint meeting
for Thursday, September 21, 2006 at Noon to review the proposed
revisions. Henricks reported that manual is also being reviewed by the
City Personnel Manager and the City Attorney.
D. Grant Writing Opportunity - Henricks reported on the opportunity for
the Library to participate in writing a grant to the National Endowment
for the Arts. The Board agreed that at this time in the campaign
process that the Library would not participate in this round of
applications.
6. Library Board Adjournment - The Board adjourned at 5:50 p.m.
"Motion to adjourn. "
Motion:
Second:
Vote:
Shubatt
Kotz
Aye -6; Nay - 0
Kristen Smith, Board Secretary
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