Minutes_Library Board of Trustees 5 22 14Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of May 22, 2014
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, May 22, 2014.
Present: President Mike Willis; Board Secretary Frederick Miller; Trustee
John Anderson -Bricker; Trustee Dan Boice; Trustee Paula
Connors; Trustee Diann Guns; Library Director Susan Henricks,
and Recorder Denette Kellogg
Excused: Vice President Jenny Weiss
Staff Present: Scott King, Marketing Intern
Public Present: Patty Poggemiller, 3423 Arrowwood Lane, Dubuque, Iowa 52001
1. President Mike Willis called the meeting to order at 4:04 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, May 22, 2014."
Motion: Guns
Second: Connors
Vote: Aye -6; Nay -0
2. Approval of Library Board of Trustees' Minutes of Thursday, April 24, 2014.
"Moved to approve the Board Minutes of Thursday, April 24, 2014,
with the change to delete 'and the' from the last sentence of 4.A.3),
change the word 'connections' in 4.44) second to last the last line to
'installation' and in 5.C. change the word 'who' to 'whom : "
Motion: Guns
Second: Connors
Vote: Aye — 5; Nay — 0; Abstained —1 Boice
Boice reported that he abstained since he was not at the April 24,
2014 meeting.
3. Board President's Report - Communication with the Dubuque City Council for
April 2014. The Board noted a change in the report that the Board agreed to
hire a facilitator for the strategic planning work sessions but this was not an
action item.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, April 24, 2014."
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Motion: Guns
Second: Anderson -Bricker
Vote: Aye — 6; Nay — 0
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 2014 (FY14) — Henricks
reported that April marked 83 percent of the fiscal year lapsing
with 81 percent of the budget expended and revenue collected at
97 percent of projections.
2) Library Use Statistics — Henricks reported that April was a slow
month with visits down 2 percent compared to April of 2013.
Although digital checkouts increased 26 percent, most other
materials have decreased in circulation, an example being the
print collection for adults which is down 9 percent year-to-date
when compared to FY13.
3) Personnel Update — Henricks reported that the library is short
seven employees due to four terminations and three resignations
and approval was given to hire four employees. Henricks hopes
to begin interviews to fill some of the vacancies in early June.
Henricks informed the Board that new procedures are in place
that deal with cash handling as well as individual management of
personal library accounts. The former methods of handling cash
transactions had been in place since the library automated.
Henricks researched how other libraries of similar size managed
their systems and shared the results with the Board. Boice
questioned how staff morale has been. Henricks reported that
she had met individually with each staff member to offer
encouragement as all work together.
4) Marketing Report — Henricks introduced Scott King, who was
hired as a marketing intern for the summer. King is a student at
Iowa State University working on degrees in both marketing and
advertising and began his internship at the library on May 19,
2014.
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5) Facility Update — Henricks reported that she met with Kelly
Jackson of Fred Jackson Tuckpointing to address some
incomplete work with the lights and railings, as well as some of
the work performed by his subcontractor, and was assured he will
work on these problems. Henricks also reported that KJWW
Engineering visited the library to establish baseline readings on
the air handling units in anticipation of a return visit when the
weather is hotter and more humid. A return visit may not be
necessary as KJWW quickly determined the unit was not
performing to specifications on that day when the temperature
and humidity levels were moderate. KJWW said they would be in
touch with the manufacturer and let Henricks know the outcome.
Henricks stated that elm veneer is being replaced in several public
service desks; the largest area affected is the Youth Services
Desk. The replacement panels were ordered with a veneer,
stained, and dried; however, installation had to be halted and
taken down since the finish was very poor and the stain was not
done correctly. If the veneer can be stripped and re -stained, the
area should be finished by June 9, 2014, which is the start of the
Summer Reading Program.
Henricks stated she has been in discussion with Dave March,
Maintenance Supervisor, about removing the bars in front of the
exterior side doors at the historic entrance. Henricks stated that
the doors had not been open previously because additional
security gates would need to be installed on the inside of the
library and the material return boxes in the vestibule would need
to be relocated as well as the two tables inside that are placed in
front of the doors. Removing the exterior bars would restore the
facade of the library to its original appearance; however, people
may try to open the doors and become frustrated to find them
locked. After discussion the board decided that, at this time, there
is no need to change the doors.
6) Strategic Planning — Henricks reported that Sid Scott has agreed
to facilitate the strategic planning meeting for $750.00 for a day,
and he believes it will take two days. The first date Scott is
available to facilitate is July 26, 2014. The Board requested that
Henricks confirm the July 26 date.
7) June 2014 Meeting — Henricks reported that she will be attending
the American Library Association Conference on June 26, which is
the next regular board meeting. Henricks proposed meeting on
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either Thursday, June 19 or Tuesday, June 24, holding the
meeting without her, or combining the June and July meetings,
which she would not recommend. The Board moved the June
meeting to Thursday, June 19, 2014.
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 FY14, Library Use
Statistics, Personnel Update, Marketing Update, Facility Update,
Strategic Planning, June 2014 Meeting, and the Library Comment
Cards."
Motion: Connors
Second: Guns
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Addendum to Personnel Manual — Willis asked what an "activity library
card" was. Henricks responded that if an employee needs an item for
professional use related to the library, it is checked out to the activity
(department within the library) and the borrowing period is extended
to three months. Guns questioned if there are procedures in place so
that employees know if they can use an activity library card or waive
interlibrary loan fees. Henricks responded that in order to do either of
those, the employee would have to get approval from their supervisor.
"Moved to approve the Addendum to the Personnel Manual with
the change of Activity' to 'Department: "
Motion: Connors
Second: Miller
Vote: Aye — 6; Nay — 0
B. Open Access Agreement Review — Henricks presented the board with
the Open Access Statistics from FY00 to FY13. Willis noted that based
on the statistics, Open Access for FY13 cost the library $300,000. This
cost was arrived at by dividing the total circulations into the total
budget. If the library chooses not to participate in the Open Access
program, the library will lose approximately $50,000 in state funding.
Connors questioned if most of the cost incurred from Open Access is
staff time and Henricks replied that is true. Guns questioned if the
hours that are currently required for staff to complete Open Access
transactions would be reallocated to another area; Henricks responded
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that the hours could be used for outreach and promotion of library
services. Anderson -Bricker questioned if the library would lose
accreditation by not participating in Open Access and Henricks
responded that yes accreditation would be lost. Guns noted that this
is a good topic to be addressed at the upcoming strategic planning
meeting. The Board concurred to move forward with signing the FY14
Open Access Agreement.
6. Communications/Public Comment: Miller asked about the While You Wait
program, specifically how the books are delivered and who can participate.
Henricks responded that a volunteer delivers the books and any business with a
waiting area for clients/customers can participate.
7. Library Board Adjournment - The Board adjourned at 5:21 p.m.
"Motion to adjourn:'
Motion: Miller
Second: Anderson -Bricker
Vote: Aye -6; Nay -0
Frederick K. Mi ler, Board Secretary
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