Minutes Library Board 7 26 07~RIGINgC
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of )uly 26, 2007
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m. on Thursday, July 26, 2007.
Present.- President Alan Avery; Vice President Sue Lindsay; Secretary
Kristen Smith; Trustee Beverly Kolz; Trustee Diann Guns;
Trustee Becky Hauder; Library Director Susan Henricks (via
conference phone); and Recorder Denette Kellogg.
Excused.• Trustee Michael Shubatt
StaffPresent.• Maynard Phillips, Resident Campaign Manager of Jerold Panas,
Linzy & Partners
1. Board President Alan Avery called the meeting to order 4:02 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda of 1u/y 26, 2007 with the
addition of agenda item S.B. to discuss the Dubuque, Iowa City Ordinance
pertaining to the sa/e of donated items "
Motion: Kolz
Second.• Hauder
Vote: Aye - 6; Nay - 0
2. Approval of Library Board of Trustees' Minutes of June 28, 2007:
"Moved to approve the Board minutes oflune 28, 2007. "
Motion: Smith
Second.• Lindsay
Vote: Aye - 6; Nay - 0
3. Board President's Report:
A. Communication with the Dubuque City Council. Avery reported on the
summary report of the Board to the City Council from the June 2007
Board meeting.
"Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Guns
Second.• Kolz
Vote: Aye-6; Nay-0
B. Committee Assignments for Trustees -Avery requested that the
Committee member assignments remain the same and the Board
concurred. Avery confirmed the following Committee assignments:
• Operations Committee: Trustees Kolz and Smith
• Relations Committee: Trustees Lindsay and Shubatt
• Planning Committee: Trustees Hauder and Guns
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks provided a
written summary of the following items to the Library Board with the
following additional comments:
1) Library Financial Report -Henricks reported that June 30,
2007 closed the fiscal year with the Library's budget
coming in at 98.56 percent or 1.44 percent under budget.
Revenues exceeded projections coming in at 113 percent
of revenue estimations.
2) Library Use Statistics -Henricks reported that FY07 ended
with an overall five percent increase in library visits.
Circulations were up three percent and represent the
highest number of transactions in the Library's history.
Print materials loans were down seven percent for Youth.
Henricks reported that reading is essential and over the
next few years she plans to work with the Youth Services
Manager to promote and encourage youth of all ages to
read. Internet use is up nine percent for FY07 and
registrations for library cards have increased nine percent.
Henricks reported that between 700 to 800 people
attended the Harry Potter party held on Friday, July 20 at
the Library.
Avery asked about the decline in volunteer hours.
Henricks responded that the decline is due to one
volunteer who had worked 20 to 30 hours per week and is
no longer is able to volunteer. Henricks reported that
overall volunteer hours continue to be strong.
Kolz asked about the possibility of promoting the
Tutor.com database to patrons through other avenues.
Henricks reported on the impressive database and that
the initial use of the database has been poorly received,
possibly due to firewall issues at schools and accessibility.
Henricks reported that she is contacting John Burgart,
Superintendent, Dubuque Community School District, to
discuss the issue and to request presenting the database
information at its next staff inservice.
Henricks reported that the Art At Your Library opening
reception is scheduled from 5:30 to 7:30 p.m., Friday,
August 3, 2007. Artists Terry Mozena and John Bissell are
the featured artists for the month of August. Henricks
reported that if the Board concurs, the final event for the
Adult Summer Reading program is scheduled for that
evening as well. The Board approved of the program
taking place after hours as discussed.
3) Personnel Update -Henricks reported that Staff Inservice
is scheduled for Thursday, August 16, 2007 with a full day
of training planned. Classes on communication, poverty
simulation and web based training for libraries will be
offered. Avery reported he plans to provide a welcoming
statement on behalf of the Board at the inservice. The
closing date for the position of Youth Services Manager
position is July 27. Henricks reported that she plans to
conduct interviews and have extended an offer to a
qualified candidate by mid-August.
Kolz asked about the security camera in the staff lounge
and expressed concern about the incidents that have
occurred. The Board discussed the need to be proactive
with indentifying the individual and concurred with all
security measures taken in response to the incidents.
Guns suggested that that the suggestion box be for
suggestions that are signed by the staff member.
Comments where people do not sign their name may not
be worth reviewing.
4) Art Audit Update -The art audit of items not already
recently evaluated is on target and will be completed in
August 2007 with a total estimated value between $72,000
and $85,000. Furniture and art sculptures/bronzes will be
valued separately and that phase will begin in late August
2007.
5) Marketing Update - A report of the news appearing in
Telegraph Herald from January through June 2007 was
provided.
Henricks reported on the Friends of the Library Book Sale
scheduled for August 10 and 11, 2007. The Board concurred with
the opening the Library after hours for the book sale.
A. Library Comment Cards -The Library Board reviewed the comment
card received and concurred with staff responses.
"Moved to receive and fi/e the informationa/ update from the
Library Director on the Library Financia/Report, Library Use
Statistics, Personnel Update, ArtAudit Update, Marketing Update,
and Library Comment Cards "
Motion: Ko/z
Second.• Guns
Vote: Aye - 4; Nay - 0
5. Items for Action:
B. Library Renovation Update -Phillips reported that the campaign is moving
forward and the Campaign members have requested an informational
session with the Library Board, the project architect and City Staff to
review any questions about the project they or the Library Board may
have. The next step will be to begin campaign calls. Avery reported that
sharing of this information is critical for campaign members as they begin
setting up appointments for lead gifts. In preparation for the meeting,
Avery agreed to provide the historical summary of the project for the
group that includes review of staffing issues, feasibility of space and of
the historic features of the building.
Phillips reviewed the funds received by the Library Board, the Library
Foundation Board, and the Library Campaign Cabinet.
Henricks reported on receipt of funds for the de-accessioning of one of
the Library's artworks per Board approval to be deposited in the Library
Renovation Fund. The sale of the artwork has raised $263,720 toward to
the campaign.
Avery reported meeting with the Ed Ritts, Director of the Dubuque
Museum of Art (DMA). As a result of that meeting Ritts has put together
a letter of support for the renovation project from the DMA.
C. Resolution for the Iowa Great Places Grant -Henricks reported on the
Library being awarded the Iowa Great Places Grant for $250,000 for the
Library's renovation project. Henricks reported on the grant agreement
which includes financial accountability and insurance for the project. The
agreement is currently being reviewed by the City Attorney and, and
stated that pending any changes requested the agreement is ready for
review. Henricks reported on the need for the Board's authorization of
the execution of the agreement.
"Moved to adopt the resolution to authorize the execution
of the Great P/aces Grant Agreement and authorize the Library Board
President to sign the agreement on beha/f of the Library Board of
Trustees "
Motion: Guns
Second.• Kolz
Vote: Aye - 6; Nay - 0
Avery reported signing the Carver Grant agreement on behalf of the
Library Board.
6. Library Board Adjournment -The Board adjourned at 4:52 p.m.
"Motion to adjourn. "
Motion: Smith
Second.• Ko/z
Vote: Aye -6; Nay - 0
//7 ~ ~
Kristen Smith, Board Secretary