Minutes_Library Board of Trustees 9 26 13Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of September 26, 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, September 26, 2013.
Present: President Mike Willis; Board Secretary Frederick Miller; Trustee
Daniel Boice; Trustee Diann Guns; Trustee John Anderson -
Bricker; Library Director Susan Henricks; Recorder Denette
Kellogg, and Secretary Jennifer Long
Excused: Vice President Jenny Weiss and Trustee Paula Connors
1. President Mike Willis called the meeting to order at 4:02 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, September 26,
2013."
Motion: Boice
Second: Anderson- Bricker
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, August 22, 2013.
"Moved to approve the Board minutes of Thursday, August 22,
2013."
Motion: Guns
Second: Boice
Vote: Aye - 5; Nay — 0
3. Board President's Report:
A. Communication with Dubuque City Council for August 2013.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, August 2013,"
Motion: Guns
Second: Anderson- Bricker
Vote: Aye — 5; Nay — 0
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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 17 percent of the fiscal year has lapsed with expenditures at
16 percent and revenue income at 21 percent of projections. The
dates for the FY 15 budget process have been set and are as
follows:
Capital Improvement Program (CIP) - Monday, October 28, 2013,
8:30 a.m. - City Hall, Conference Room B
Operating Budget and Improvement Package Requests —
Tuesday, November 5, 2013, 11:00 a.m. — City Hall, Conference
Room B
Henricks stated she will have a copy of the budget for the Board's
review at the October 24, 2013, meeting. Henricks requested
that anyone wishing to attend the budget hearings let her know
so that she could update them if the schedules change.
2) Library Use Statistics — Henricks reported that Library check -outs
were down four percent compared to August of last year;
however, the number of visits was up four percent which is a
better way to track overall library use as many people use the
library but do not check out materials. Access to the library's
wireless has increased 28 percent over last year. Henricks
reported that circulations to Dubuque residents were up just over
five percent year -to -date compared to last year. Downloadable
media continues to increase measuring a 22 percent increase
over last year. The library's digital collection now includes one
source for e- books, music, and magazines, two sources for e-
audio books, and 18 databases and sources for proprietary
information.
Through a grant award from IBM, the library has purchased an
Apple TV and accessories. The librarians plan to use the
equipment to teach people how to use an iPad and other
technologies.
3) Facility Update — Henricks reported that the new exterior signs
have been installed. As the limestone ages and is exposed to
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various climates it will blend in more with the building. Henricks
stated that Lange Sign Group still has some finish work to do.
Henricks also noted that the replacement of the stairs, light
fixtures, and rails should be completed by October 3, 2013.
4) Marketing Update — Henricks reported that the Geek the Library
campaign continues to gain momentum with the posters
generating the most excitement as the first run was printed and
are being delivered. Some businesses are linking the digital
image to their websites and some are incorporating the theme
further into their business, such as the Julien Inn — Riverboat
Lounge featuring a "Geek" drink and Chocolaterie Stam creating a
"Geek" gelato. Henricks reported that the Information
Technology (IT) staff has updated the website and the
commercial can be viewed there and will air 220 times in the next
three months on cable television. The static billboard, located on
the Northwest Arterial near McDonalds, is up and a digital
billboard, located somewhere in the area of JFK Road and Dodge
Street, will feature some of our local citizens who are participating
in the campaign.
Henricks reported that the Books for Babies program officially
launched and the press release was turned into a news item. The
challenge now will be to find grant funds to continue this program
which is estimated at $8,000 annually.
5) Library Services Advisory Committee (LSAC) Update — Henricks
reported that three focus groups have met and the attendance
average is ten people per session; however, the facilitator is able
to work with 20 to 25 attendees. Henricks asked the Board to
encourage attendance of these meetings among their colleagues,
friends, and family.
6) Art Subcommittee — Henricks reported that the Art Subcommittee
met and Art @ Your Library® shows are now set for 2014 with
two scheduled for 2015. Gail Chavenelle, chair of the Art
Subcommittee, is working to enhance the Art @ Your Library®
website.
7) New Strategic Plan — Henricks reported that the Planning
Committee met on September 6, 2013, and reviewed current
Dubuque demographics, how the library has been used and is
currently being used, service responses as moves to meet
community needs, and staff choices. The committee will meet
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again on September 30, 2013, to discuss the service responses in
greater detail. The library staff will brainstorm some of the
service responses during the annual staff development day and
provide ideas on how goals could be implemented. The
committee will then meet again and make choices, which will take
the form of a recommendation to the entire board at an
upcoming meeting. The goal is to have a long -range plan in
place by the end of the calendar year since we were accredited
without one in place and given a waiver until the end of the year
to submit a copy to the State Library.
The Board discussed issues that will need to be addressed in the
future, specifically west side service and the possibility of
pursuing a library levy.
8) Personnel Update — Henricks reported that Technical Services
Supervisor, Deb Fliegel is retiring and her last day is Friday,
September 27. Henricks presented the Board with her plan to fill
the open position by restructuring some job positions. Deb
Stephenson would replace Fliegel, take over the staffing of the
two second floor kiosks, and take classes on cataloguing. The
current Assistant Circulation Supervisor would become the
Circulation Supervisor with half the staff to supervise so it would
free the money designated to his position which would allow the
current IT part -time employee to become full -time and then
advertise for a part -time Library Assistant in public service. Some
other services would need to be shuffled around and reorganized
to better meet the library's needs. Anderson - Bricker asked if a
professional degree position would be lost and cause a problem in
the future. Henricks stated that the position would be maintained
as requiring a professional degree.
Guns questioned if this plan was presented to City Personnel.
Henricks responded that it was sent to the City Manager.
9) Library Effectiveness Study: Henricks summarized the results of
the Library Effectiveness Study that she conducted earlier this
year. The survey was issued to Library Staff, the Library Board of
Trustees, Library Foundation, and the public. The responses from
the public indicate they want a convenient location where they
feel safe, convenient hours, and once in the library they want fast
service from approachable staff that is free, without censorship
and to feel satisfied with their overall experience.
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B. Library Comment Cards - The Library Board reviewed the comment
card received and concurred with the response.
"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, Art Subcommittee, New Strategic Plan, Personnel
Update, Library Effectiveness Study — Research Results, and Library
Comment Card,"
Motion: Guns
Second: Boice
Vote: Aye — 5; Nay — 0
5. Communication /Public Comment: Henricks reminded the Board of the Art @
Your Library® show opening on Friday, October 4, 2013, in conjunction with "Fall
into Art" from 5:00 p.m. to 10:00 p.m.
6. Library Board Adjournment - The Board adjourned at 5:03 p.m.
"Motion to adjourn."
Motion: Guns
Second: Anderson- Bricker
Vote: Aye — 5; Nay — 0
Frederick K. Mil
er, Board Secretary
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