Minutes_Library Board of Trutstees 11 21 13Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of November 21, 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, November 21, 2013.
Present: President Mike Willis; Board Secretary Frederick Miller; Trustee
John Anderson - Bricker (entered at 4:05 p.m.); Trustee Daniel
Boice; Trustee Paula Connors; Trustee Diann Guns; Library
Director Susan Henricks; Recorder Denette Kellogg, and
Secretary Jennifer Long
Excused: Vice President Jenny Weiss
1. President Mike Willis called the meeting to order at 4:02 p.m. and the agenda
was adopted.
2013:'
"Moved to adopt the meeting agenda of Thursday, November 21,
Motion: Guns
Second: Connors
Vote: Aye — 5; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, October 24, 2013.
"Moved to approve the Board minutes of Thursday, October 24,
2013."
Motion: Connors
Second: Boice
Vote: Aye - 5; Nay — 0
3. Board President's Report - Communication with Dubuque City Council for October
2013.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, October 24, 2013."
Motion: Guns
Second: Connors
Vote: Aye — 5; Nay — 0
Anderson - Bricker entered the meeting at 4:05 p.m.
4. Motion to Receive and File Informational Items:
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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 (FY14) — Henricks reported
that 33 percent of the fiscal year has lapsed with expenditures at
33 percent and revenue at 41 percent of projections due to a
check received from the State of Iowa for the Open Access
program. The Library's Capital Improvement Project and
Operating Budget Hearings were held the week of November 11
and went smoothly. The City Manager will make his budget
recommendations to the Mayor and City Council between mid -
January and mid - February.
2) Library Use Statistics — Henricks reported that Library check outs
were down 5 percent for the month of October compared to
October of last year and 3 percent year -to -date. Visits are down
6 percent compared to October of last year and 2 percent year -
to -date. Henricks also reported that the circulation of laptops has
decreased and staff is determining if the decrease is due to
programs which require the laptops or a reduction in demand.
3) Personnel Update — Henricks reported that interviews are taking
place for the two vacancies in Circulation for library assistants.
The candidate pool was very good and recommendations for hire
are expected within the week. Dave March has been promoted to
Maintenance Supervisor and is now reviewing around 200
applications for his previous position; no other vacancy in recent
years has generated this level of interest.
4) Facility Update — Henricks reported that during the Library's
budget hearings she requested funding for several renovation -
related items: motors for the air handling units ($27,500),
correcting the sanitary lines from the first floor ($10,500 +), and
adding epoxy coating to the chiller ($4,132). The motors and
plumbing repairs /replacement are placeholders in the event that
OPN Architects and KJWW Engineering Consults do not stand
behind their design from the renovation project.
Henricks informed the board that she had sent a registered letter
to the president of Engineered Controls Inc. requesting the
software that would allow staff to adjust the Heating Ventilation
and Air Conditioning (HVAC) system, and in response he called
and stated it would be sent. When the information was received,
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it was discovered that it is not the required software. Henricks
reported that a recent storm totally erased the HVAC software,
requiring the repairman from Total Maintenance Inc. to contact
Engineered Controls Inc., who informed him that if the software
to manipulate the system is required, it would cost $4,000.00.
Henricks continues to work on this issue.
Guns questioned if the shade in the Aigler Auditorium was now
functioning properly. Henricks responded that it does work,
however, it requires the maintenance staff to go out on a narrow
walkway with a vacuum cleaner to insure no debris is on the
shade before it can be closed. Henricks requested a Capital
Improvement Project (CIP) to install a better walkway to help
staff reach that area safely and enclose the area around the
shade to prevent debris from collecting on the shade. The CIP
was approved based on an estimate by Randy Klauer. Henricks
contacted Klauer to complete the work, and after looking at it
further, Klauer suggested the shade be abandoned and an
interior shade be installed. Henricks stated another option is to
hire a contractor to install a walkway for easier access.
5) Library Services Advisory Committee (LASC) Update — Henricks
reported that LASC met on November 5, 2013, and discussed the
survey results. The County Library brought up the idea of a
Library District and at the close of the meeting it was determined
that the directors of the library would gather detailed information
on these models to contribute to the next discussion. Henricks
reported she spoke with the State Librarian since a library district
has never been formed in Iowa. After researching this further,
Henricks is not comfortable with the idea of a district in the
purest sense of the definition reflected in the Iowa Code.
Henricks explained that what essentially happens is any library
involved would leave its city or county and the library would
request funding as a contract for service from the city and
county. Additionally, a library district does not have the ability to
pursue a library levy. Such an idea is not in the best interests of
Carnegie- Stout.
Henricks reported that the Iowa Code does offer the option of the
County Library contracting for some or all of its library services to
rural residents. The Board discussed the news that the City of
Asbury is building a Municipal Facility that will also house a library
supported by the County Library and the resignation of County
Library Director Dawn Haslett. The Board agreed that whatever
option is presented from the LASC, it must be in the best
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interests of Carnegie -Stout Public Library and the Dubuque
residents. The LASC meets again on December 2, 2013.
6) Marketing Update: Library News in Telegraph Herald — Henricks
provided the Board with a summary of articles from the Telegraph
Herald pertaining to the library from July to September 2013.
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,
Personnel Update, Library Services Advisory Commission Update,
Marketing Update, and the Library Comment Card."
Motion: Boice
Second: Guns
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Capital Improvement Project (CIP) Integrated Library System
Postponement — Henricks informed the Board that a Capital
Improvement Project was approved for part of the cost to replace the
Library's operating system in FY 2014, which is known as an
Integrated Library Systems (ILS). A committee was formed and the
members reviewed nearly every product on the market in great detail,
met with vendors at the American Library Association meeting, had on-
site visits, and attended webinars. The committee determined that no
one company offered everything that is wanted in a system, but the
top three have promised the desired features are "coming soon."
Henricks received assurance from the City that a postponement of the
purchase would not jeopardize the CIP, and she now feels comfortable
recommending postponing a decision on which ILS to purchase until
calendar year 2014 to avoid two transitions. The Board discussed the
current options of Sirsi - Dynix, Polaris, and Koha, and the costs
associated with them. Henricks stated that the postponement may not
be necessary, depending on when the promised features become
available; however, it must be done before July when the current
maintenance contract expires.
"Moved to allow the director to either postpone or move forward
with the Capital Improvement Project for Library Operating System as
long as the money is available and before funding is lost for the
project. "
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Motion: Guns
Second: Connors
Vote: Aye — 6; Nay — 0
B. Planning Committee — Recommendations for Plan of Service — Henricks
provided the Board with the meeting minutes from the Planning
Committee's November 13, 2013, meeting which included their
recommendation to adopt "Stimulate the Imagination" and "Create
Young Readers" as the Library's services responses. The goals and
objectives to support these will make up the Library's plan of service.
Goals and objectives will be developed for the first year of the plan
and expanded upon after discussions are held regarding the direction
of the strategic plan, which includes outreach to underserved
populations in the community.
"Moved to approve the Planning Committee's recommendations "
Motion: Guns
Second: Miller
Vote: Aye — 6; Nay — 0
6. Communications /Public Comment — Henricks reminded the Board of the Friends
of the Library book sale Friday and Saturday, November 22 and 23, the
Christmas Tree Lighting Ceremony on Sunday, December 1, and the Art @ Your
Library® Holiday Show Opening Reception on Friday, December 6, 2013.
Henricks also reminded the Board that at 2:00 p.m. December 19, before the
board meeting, the annual holiday reception for staff and volunteers will be held.
7. Library Board Adjournment - The Board adjourned at 5:20 p.m.
"Motion to adjourn."
Motion: Weiss
Second: Anderson - Bricker
Vote: Aye — 6; Nay — 0
Frederick K. Miller; Board Secretary
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