Minutes_Library Board of Trustees 5 28 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of May 28, 2015
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 28, 2015.
Present: President Mike Willis; Vice President Jenny Weiss; Board
Secretary Dan Boice; Trustee Angela Allred; Trustee Paula
Connors; Trustee Patty Poggemiller (entered at 4:04 p.m.);
Trustee Jon Trotter; Director Susan Henricks, and Recorder
Denette Kellogg.
1. President Mike Willis called the meeting to order at 4:01 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of Thursday, May 28, 2015,
with the addition of the Heade Painting as Action Item C."
Motion: Boice
Second: Weiss
Vote: Aye — 6 Nay— 0
2. Approval of Library Board of Trustees' Minutes of Thursday, April 23, 2015.
"Moved to approve the Board Minutes of Thursday, April 23, 2015,
with the correct spelling of Angela Allred's first name."
Motion: Connors
Second. Boice
Vote: Aye —6; Nay— 0
Poggemiller entered the meeting at 4:04 p.m.
3. Board President's Report:
A. Communication with Dubuque City Council for April 2015.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, April 23, 2015 "
Motion: Poggemiller
Second: Connors
Vote: Aye — 7; Nay— 0
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 2015 (FY15) — Henricks
reported that April marked 83 percent of the fiscal year lapsing.
Expenditures were at 77 percent and revenue collected was at
88.5 percent of projections.
2) Library Use Statistics — Henricks reported that April saw a
decrease in library use reflected in all areas except downloadable
material checked out. The Board discussed the fact that the gate
counts for the Library are up, however check outs of materials
are down. Henricks reported that the gate count includes people
coming to the Library for special events, such as movies, or to sit
and read a book or use a computer, which does not generate a
check-out of materials. Henricks also let the Board know that she
has asked the managers to offer multiple programs once one is
filled and waiting lists are started, such as the home brewing
program.
3) Facility Update — Henricks reported that work continues on the
Heating Ventilation and Air Conditioning (HVAC) system to install
new piping and a filter, followed by a water treatment plan.
Weiss recused herself from the HVAC discussion due to a conflict
of interest at 4:06 p.m.
Henricks reported that a meeting was held with Steve Brown from
City Engineering and City Attorney Barry Lindahl to discuss the
humidification system causing the open-drip motors to fail. MEP
Engineers issued a report stating what is required to correct the
problems with the HVAC. Estimates for repairs varied widely
based on methods used, so Henricks will call MEP for clarification.
The estimates will be attached to a letter, drafted by Brown and
Lindahl, signed by Henricks, and sent to KJWW Engineering, or
OPN Architects who contracted with KJWW, and Geisler Brothers,
the contractor, requesting that each pay 50 percent of the cost of
repair immediately. The Board questioned if the budget would be
impacted; Henricks responded that a Capital Improvement
Package (CIP) for the HVAC was approved a few years ago with
some funds remaining.
2
Weiss reentered the meeting at 4:15 p.m.
Henricks has spoken to Andrew McCready from Selser-Schaefer
Architects to review the Library to identify options for the creation
of a permanent Media Lab or "Maker Space". The grant that
originally funded the portable digital media lab for outreach to
teens was planned for two years and the desire is to have the
technology available to the general public and maximize
opportunities for use. The Board questioned the effect this will
have on staffing. Henricks stated that it will require specialized
support and some staff training may have to be done to help in
this area if the proposal becomes reality.
4) Radio Frequency Identification (RFID) Update — Henricks reported
that the change to Tech Logic equipment has begun and is
working very well. Henricks has written a letter to Bibliotheca
stating that the Library will no longer be utilizing their system and
has received no response. The new Tech Logic gates are to be
installed next week, and Bibliotheca's gates will be packaged up
and stored until directions are received for the return of the
equipment.
5) Art Update — Henricks reported that the contract with Debra
Force Fine Arts and James Maroney to store the Heade painting
for one more year has not been signed. The contract they sent
was for a three-year period of time and stipulated that it would
be actively marketed for sale for between $70,000 and $90,000,
which was not what was agreed upon.
6) Past Due Items — Henricks provided the Board background on
patron Deidra R. Horton who had received notice from the County
Courthouse to appear regarding materials considered stolen.
B. Library Comment Cards Received — The Board reviewed the five
comment cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY15, Library
Use Statistics, Radio Frequency Identification Update, Art Update, Past
Due Items Update, and Library Comment Cards. "
Motion: Connors
Second: Boice
Vote: Aye — 7; Nay— 0
3
5. Action Items:
A. Marketing Recommendation — Henricks expressed her overall concern
for Library use decreasing and the need to address this without delay.
Willis asked if a marketing person were hired using trust fund money,
how would the position be funded after the first year? Henricks stated
that funding this position could be accomplished by reorganization of
staff, utilization of gift trust money, and partial funding by a grant from
the Library Foundation. Connors questioned if someone on staff with
marketing experience could assist with a marketing project. Weiss
stated the marketing is necessary in the future to gain the support
needed to pass a Library Levy.
Boice suggested that the materials budget could be cut and those
funds put into the marketing position and a future levy could "refund"
the materials budget; however, Henricks noted that the digital
collection use has increased dramatically and still does not have a
funding source. Willis requested that Henricks provide the Board with
an updated Organizational Chart.
The Board directed Henricks to ask the City Budget Director about
moving a portion of the materials budget to salaries to fund a position
and what the process would be to return those funds from salaries to
materials in the future.
B. Library Handbook Signature Page Review and Approval —The Board
reviewed the Code of Ethical Standards for Employees and noted that
there is an open parenthesis in item seven that should be removed.
"Moved to approve the Code of Ethical Standards for Employees
be added to the Library Handbook Signature page with the discussed
grammatical correction noted."
Motion: Boice
Second: Connors
Vote: Aye — 7; Nay— 0
C. Heade Painting — Henricks reported that the Heade painting has been
in storage with James Maroney and Debra Force, in hopes that the art
market would rebound. Maroney and Force stated that the painting's
value has decreased and is now $70,000.00 to $90,000.00. However,
Henricks has spoken with Stuart Feld with Hirschl and Adler Galleries
in New York, one of the largest dealers in Heade artwork. Feld looked
at the painting and he feels he can sell the painting for $200,000 and
would charge a 20 percent commission. The contract with Maroney
4
and Force has not been renewed due to discrepancies found in the
renewal contract. The decision now is whether to send the painting
back to Maroney and Force for storage or sale for $100,000, or cut ties
with Maroney and Force and go with Feld and Hirsch[ and Adler
Galleries. The Board discussed the agreement with the City Manager
regarding the sale of the painting and reimbursement to the renovation.
"Moved to move the Heade painting to Hirschl and Adler Galleries
in New York, if they think they can sell the painting for$200,000,
contingent upon the City Manager's agreement to sell the painting at
the reduced price."
Motion: Connors .
Second. Weiss
Vote: Aye — 7; Nay— 0
6. Communications/Public Comment — Connors reported that when the Library's
Grant Wood painting "Appraisal", was on temporary loan to the Cincinnati
Museum of Art, over 12,000 people viewed the work.
7. Library Board Adjournment - The Board adjourned at 5:14 p.m.
"Motion to adjourn."
Motion: Poggemiller
Second., Trotter
Vote: Aye —7; Nay—QsH❑
3� ty 1, /,?OAS
Dan Boice, Board Secretary Date
5