Minutes_Library Board 6 19 14Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of June 19, 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, June 19, 2014.
Present: President Mike Willis; Board Secretary Frederick Miller; Trustee
John Anderson -Bricker; Trustee Diann Guns; Director Susan
Henricks, and Recorder Denette Kellogg
Excused: Vice President Jenny Weiss, Trustees Dan Boice and Paula
Connors
1. President Mike Willis called the meeting to order at 4:08 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, June 19, 2014."
Motion: Anderson -Bricker
Second: Miller
Vote: Aye — 4; Nay — 0
2. Approval of Library Board of Trustees' Minutes of Thursday, May 22, 2014, 2014.
"Moved to approve the Board minutes of Thursday, May 22, 2014,
with the change to the last sentence of the last paragraph of 4.A.5) to
'Willis expressed the desire to remove the bars in the future if door access
can be accommodated.'
Motion: Miller
Second: Anderson -Bricker
Vote: Aye — 4; Nay — 0
3. Board President's Report:
A. Communication with Dubuque City Council for May 2014.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, May 22, 2014."
Motion: Anderson -Bricker
Second: Miller
Vote: Aye -4; Nay -0
B. Board President Recognition of Trustee Terms Ending — The Board
thanked Guns and Miller and presented them with a framed print of
Grant Wood's "Appraisal" in recognition of their service.
1
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 93 percent of the fiscal year has passed with 91
percent of the budget expended and revenue generated at just
over 100 percent of projections. The Library is well on target to
come in under budget and will present a savings to the City as it
continues to seek funds to compensate for a revenue shortfall this
current fiscal year.
2) Library Use Statistics — Increased use was seen in the number of
minutes per session on Internet computers by children, check out
of children's books and DVDs, and wireless access in the library.
Downloadable materials were up 57% compared year-to-date to
last year. Check out of materials appears to have rebounded
somewhat from earlier months and is showing a less than one
percent decrease by Dubuque card holders month and year-to-
date. Open Access checkouts are down 5.8 percent.
Anderson -Bricker questioned why there has been a decrease in
the reference inquiries and directional questions for the last few
months. Henricks responded that she believes one reason is
people frequently turn to the Internet for information. People
want information where and when they need it and Henricks feels
that more promotion needs to be done on social media, such as
chat online or Twitter, to allow for more immediate responses to
questions. Anderson -Bricker asked if workshops are done on
information literacy and if there is information available telling
people how to do an online search. Henricks responded that the
Library does have workshops, however, they are more device
related.
The Library Services Advisory Committee met on June 6 to
discuss the draft summary of the Committee's work. A copy of
the final summary will be sent to the Board when it has been
approved by the Committee.
3) Personnel Update — Henricks reported that the position of
Circulation Assistant has attracted 154 applicants; the Information
Technology Assistant position 47 applicants; and the position of
Clerk 86 applicants. Testing will take place this week and should
be completed by next week, at which time interviews can begin.
2
The process has slowed due to the migration of the new
Integrated Library System (ILS) which has been a time-
consuming project for the supervisors in IT and Circulation.
Willis questioned when charges would be filed in the Library theft
case. Henricks reported that the investigation with the police
department continues and provided a status report of the
investigation.
4) Facility Update — Henricks reported that the migration from
Horizon to Koha went better than anticipated and was quite
smooth. Staff has identified other areas that require attention,
such as online databases and digital collections, which are
available but continue to run through Horizon. There have been
some issues, such as e-mail notifications, logging in issues and
slowness of the system. Henricks spoke to the owner of Bywater
Solutions and they have been very helpful in resolving issues as
they occur. Anderson-Bricker questioned how the problem of
patrons receiving multiple e-mail notifications was resolved, and
Henricks responded that the notifications was temporarily turned
off until the problem could be corrected.
Henricks reported that the refinished elm veneer panels in the
Youth Services area were not acceptable but time had run out
and a replacement product could not be made and installed by
the start of the summer reading program, when space needed to
be reclaimed for public use. The contractor will return after the
summer reading program to complete the work in that area while
the elm veneer replacement scheduled at the first floor kiosk
desk, Recommendations Desk, and Internet kiosk desk will
continue as planned. Anderson-Bricker stated that since the
renovation is complete, the library is not bound to the architect's
design. Guns suggested that the elm veneer be replaced with
something harmonious with the existing elm veneer and not
spend any more time on the issue. Henricks stated that the
contractor has replaced the panels at the Recommendations desk
and first floor kiosk and feels they can replicate that in the other
affected locations.
Henricks reported that the minutes from the April 30, 2014,
meeting with KJWW Engineering Consultants had a note at the
end stating that any corrections or additions be provided in
writing within ten days of receiving this document, which was
received on June 10, 2014. Henricks reported that she was
concerned about the wording and the fact that many of the
Library's concerns were not included in the meeting minutes, such
3
as the other air -handling units. Henricks met with City Attorney
Barry Lindahl, City Engineer Steve Brown, City employee Tom
Reed, who specializes in HVAC, Chad from TMI and Maintenance
Supervisor Dave March about the air -handling units and HVAC
system. Many concerns not previously addressed were brought
up by Reed, such as the insulation being a factor in the function
of the air -handling units as there is a drop ceiling in the area and
the skylight is exposed with old windows that are not insulated.
Reed asked for the load calculations used when the units were
sized to better understand the way the space was redesigned.
Reed stated the humidifier is working properly; it is the design
that is creating the problem, and suggested the library ask the
manufacturer of the humidifier, Armstrong, for an on-site visit to
look at our system and get their suggestions on how to fix the
problem, as they will design a solution for free. Guns questioned
how the design fit with the installation that Geisler Brothers
Company decided to do and Henricks responded that Geisler
Brothers had control over the interior design selecting from
specified products; however, the final approval was the
responsibility of KJWW. Guns suggested that a third party with
no vested interest be consulted to see what the solution to the
HVAC problem is and then just do what is suggested. Henricks
will email the meeting minutes and her response to the minutes
that will be sent to KJWW.
Henricks reported that proposals for a three-year Heating
Ventilation and Air Conditioning (HVAC) Maintenance contract
were returned and a contract will be signed with Total
Maintenance Incorporated (TMI), who we have had a business
relationship with for many years. They have always gone above
and beyond for the library in terms of customer service and
assistance in solving problems.
Willis questioned if there was any follow up from KJWW after
their on-site visit. Henricks stated that they had a conference call
and they are going to work with York, the manufacturer of the
equipment, to have someone visit the library to evaluate whether
there is something faulty in the system.
5) Strategic Planning — Henricks reported that the date for the
strategic planning meeting has been confirmed for Saturday,
September 27, 2014, from 8:30 a.m. to 2:30 p.m., as this was
the first date that all board members could attend. Sid Scott,
who will facilitate the meeting, stated that at the end of the first
session, a date for the second, much shorter, meeting will be set
4
within three to four weeks of the initial meeting. Scott prepared
a short survey, providing the points for discussion at the meeting,
for the board members to complete and be returned to him by
September 15. Guns suggested that if past board members
participation is wanted, the Board decide by the August board
meeting so that the past members would be able to schedule
time to participate.
On Monday, June 9, Ginger Lacy and Linda Avery -Lacy, cousins
and great-granddaughters of Benjamin Lacy visited Dubuque.
Lacy was a prominent person in Dubuque in the 19th and 20th
century, and one of those who helped found Carnegie -Stout. The
Lacy women were in the area to donate artifacts to the Center for
Dubuque History and to the Women's Archives at the University
of Iowa. They asked for a tour of the library and indicated that
the Lacy Trust was considering funding projects in Dubuque
again. They also expressed interest in potentially funding a
project for the library.
Henricks also reported that she attended a meeting with John
Gronen, Gronen Properties; Sharon Covey, YM -YWCA; Wendy
Knight, NICC; Megan Starr, Economic Development with the City,
and David Spurgeon, McGraw-Hill, to brainstorm ideas for
repurposing the lower level of St. Mary's Church. Anderson -
Bricker expressed concern about what other businesses may be
going into the other levels to ensure they are compatible with the
Library's possible usage for Maker Space which can be loud.
Henricks responded that it is the brainstorming phase and so far,
what had been discussed, seemed to be compatible.
B. Library Comment Cards - The Library Board reviewed the three
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 FY14, Library Use
Statistics, Personnel Update, Facility Update, Strategic Planning and
the Library Comment Cards."
Motion: Guns
Second: Anderson -Bricker
Vote: Aye — 4; Nay — 0
5. Communications/Public Comment — Guns suggested that the board members
visit the Ladd Library in Cedar Rapids to see how they reused existing space left
by the Target Store that moved to a new location. Guns felt that this type of
project use would be perfect for Carnegie -Stout Public Library. Henricks stated
5
that she visited and has the square footage, cost of furniture, and cost of square
footage from OPN Architects who did the work on that building.
6. Library Board Adjournment - The Board adjourned at 5:30 p.m.
"Motion to adjourn."
Motion: Guns
Second: Miller
Vote: Aye -4; Nay -0
UWLik--
Mike Willis, President
6