Minutes_Library Board of Trustees 8 22 13Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of August 22, 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, August 22, 2013.
Present: President Paula Connors; Vice President Mike Willis; Board
Secretary Frederick Miller; Trustee Daniel Boice; Trustee Diann
Guns; Trustee Jenny Weiss (entered at 4:15 p.m.); Library
Director Susan Henricks; Recorder Denette Kellogg, and
Secretary Jennifer Long
Excused: Trustee John Anderson - Bricker
1. President Paula Connors called the meeting to order at 4:08 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of Thursday, August 22,
2013."
Motion: Soice
Second: Willis
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, July 25, 2013.
"Moved to approve the Board minutes of Thursday, July 25, 2013, "
Motion: Soice
Second: Miller
Vote: Aye - 5; Nay — 0
Weiss entered the meeting at 4:15 p.m.
3. Board President's Report:
A. Election of Officers:
"Moved to nominate Mike Willis for Library Board President."
Motion: Connors
Second: Weiss
Vote: Aye — 6; Nay — 0
1
Paula Connors then turned over the chairing of the meeting to the new
President, Mike Willis.
"Moved to nominate Jenny Weiss for Library Board Vice President"
Motion; Connors
Second; Willis
Vote; Aye — 6; Nay — 0
"Moved to nominate Frederick Miller for Library Board Secretary."
Motion; Connors
Second; Guns
Vote; Aye — 6; Nay — 0
B. Library Board Committee Appointments: Discussion was held about
membership on the different committees, the responsibilities of each,
and then assignments were made as follows:
1) Relations Committee — Diann Guns /Dan Boice
2) Operations Committee — John Anderson - Bricker /Paula Connors
3) Planning Committee — Jenny Weiss /Frederick Miller
4) 28E Agency — Dan Boice
5) Art Subcommittee — John Anderson - Bricker /Jenny Weiss
6) Library Foundation — Diann Guns
C. Review of Tentative Library Board Meeting Dates through August
2014: The Board reviewed the tentative dates for the upcoming year,
concurred with all the dates submitted, and verified that the December
meeting will be held on Thursday, December 19, 2013.
D. Board President's Report - Communication with the Dubuque City
Council for July 25, 2013.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, July 25, 2013."
Motion: Guns
Second: Willis
Vote: Aye — 6; Nay — 0
2
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary on the following topics to the Library Board with
additional comments:
1) Library Financial Report Fiscal Year (FY 14) — Henricks reported
that the first month, representing eight percent of the fiscal year,
closed on July 31 with expenditures at nine percent and revenue
income at 13.9 percent of projections.
2) Library Use Statistics — Henricks reported that Library use
rebounded in July with an increase of six percent in the number
of visitors when compared to July 2012. The Youth Services
department hosted several popular events and programs which
were very well attended. Summer reading program registrations
numbered 2,231, which is about 18 percent lower than the
Library's record - breaking summer of 2010. Internet use and
check -outs of laptop computers has decreased; however, the new
statistic of wireless access use has increased by 32 percent.
Henricks also reported that library visits between the hours of
5:00 and 9:00 p.m. were tracked. The results showed that about
8 percent of all library visits are between 5:00 and 6:00 p.m. It
was also noted that library visits drop by half between the hours
of 8:00 and 9:00 p.m. Henricks stated that this would be
reviewed again once school was back in session and it starts
getting dark earlier.
3) Facility Update — Henricks reported that a meeting with OPN
Architects, KJWW Engineering Consultants, Total Maintenance
Inc. (TMI) and the maintenance staff will be held on Tuesday,
August 27, 2013, to discuss the remaining issues with the Heating
Ventilation and Air Conditioning (HVAC) system. Henricks also
reported that the Library continues to experience major plumbing
issues, with costly solutions, which will also be discussed at the
Tuesday meeting. Guns requested that Henricks address the
extra money paid to KJWW for consulting. Weiss questioned if
there was a statute of limitations in regard to the ongoing issues,
and encouraged Henricks to discuss this with City Legal Services.
4) Marketing Update — Henricks reported that the Geek the Library
campaign launched on August 1, 2013, and there has been a
great deal of interest and support for the poster campaign.
3
September 8 is the first Sunday the library opens for the school
year and a celebration is planned around the "geek" theme with
the Sugar Free All-stars performing an outdoor concert in front of
the library. Henricks also reported that on September 14, to
celebrate National Library Card sign -up month, the library will
staff a kiosk at Kennedy Mall and issue library cards. The "geek"
theme will dominate this event with signs, giveaways, and boards
for people to write what they geek on the black background.
5) Library Services Advisory Committee (LSAC) Update — Henricks
reported that the Committee met and approved the final survey
for Dubuque County residents and each library will have a link to
this survey on their websites. Iowa State Extension Services is
hosting the survey for the LSCA using Survey Monkey and will
forward the data when the survey closes. The survey will launch
during the second week of September and hard copies are
available for people coming to the library who do not have
Internet access. Focus groups should be held mid - September to
mid - October and plans and locations will be finalized at the next
Committee meeting.
B. Library Comment Cards - The Library Board reviewed the four
comment cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use Statistics,
Facility Update, Marketing Update, Library Services Advisory
Commission Update, and Library Comment Cards."
Motion; Connors
Second ;; Guns
Vote; Aye — 6; Nay — 0
5. Action Items — Board of Trustee By -Laws Review: The Board reviewed the Board
of Trustees By -Laws as submitted.
"Moved to accept the Board of Trustees Sy -Laws in their modified
form to include the new president."
Motion: Weiss
Second: Guns
Vote: Aye — 6; Nay — 0
4
6. Library Board Adjournment - The Board adjourned at 5:16 p.m.
"Motion to adjourn,"
Motion: Guns
Second: Weiss
Vote: Aye -6; Nay -0
F,..-e.J. t Pse,
Frederick K. Miller, Board Secretary