Minutes Library 12 20 01 Carnegie-Stout Public Library
Board of Trustee's
Meeting Minutes of Thursday December 20th, 2001
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, December 20th, 200:t.
Present: President Kevin Lynch; Vice President Kristen Smith; Board
Secretary Mary Strom; Trustee _lack Felderman; Trustee Sue
Lindsay; Trustee Michael Shubatt; Interim Library Co-Director Deb
Fliegel; Library Co-Director Jean Gullikson; and Recorder Denette
Kellogg.
Excused: Library Board Member Tom Tully
Public Present: OPN Architects' Representatives Bruce Hamous and Mindy Sorg
1. Lynch called the meeting to order at 4:01 p.m.
"~oved to adopt the meeting agenda of December 20~, 2001."
Not/on: Shubatt
Second; Strom
Vote: Aye - 6; Nay - 0
2. Library Board of Trustees' Board minutes:
"Noved to adopt the minutes of the Library Board of Trustee's
meeting he/d November 2~, 2001 with the fo#owing change; reflect that
Trustee Kevin Lynch was not present at the meeting."
Not/on: L/ndsay
Second: Smith
Vote: Aye - 6; Nay - 0
Space Planning/Building Renovation Report from OPN Architects - OPN
Architects representatives Bruce Hamous and Mindy Sorg provided the final
draft of the Library renovation conceptual plan study along with presentation
size documents. Hamous reviewed the opinion of probable construction costs
dated December 20, 2002, which included construction costs and additional
costs of construction contingency; A/E/M/S design fees; furnishings and
equipment; interior design fees; computer data wiring. Hamous reported that
the construction contingency fees are utilized when unknown and unplanned
Library Board of Trustees
Minutes of December 20, 2001
construction items occur. Hamous reported that the total project estimated
construction cost is $2,613,426 and with additional costs as outlined estimated
at $3,313,590. Sorg reported that the furnishings and equipment fees are
based on newly needed items and reutilizing of existing furnishings. Reglazing
existing skyli§hts above old stacks and auditorium are included in the cost
estimates, aamous reported that the interior design fees includes the architect
developing and providing bid lists for all costs and areas of design to vendors.
aamous reported that project completion time, with staff remaining in the
building remaining open to the public, is estimated at one year.
President's Report - Lynch reported on problem patron Rex Galusha who is
under police investigation for harassment of members of Library staff.
Gullikson reported that Hr. Galusha is currently banned from Library premises
and the Staff knows to call the Police immediately should Hr. Galusha be seen
on Library property.
Lynch requested that staff be reminded to be aware of safety issues when
leaving and entering the library.
5. Committee Reports:
A. Relations Committee - Felderman:
1)
Friends of the Library Report - Felderman reviewed the Friends
upcoming tentative meeting schedule. Gullikson reported that the
Fdends of the Library met and approved funding of the Books to Go
project and Young Adult Teen Bookmark Contest.
2)
Centennial Subcommittee Report - Gullikson reported that the
"Christmas Tree Lighting" and "Christmas Victorian Tea" were well
received by the public along with positive feedback. The Board thanked
staff for the hard work and dedication in providing high quality
Centennial events. Gullikson reported on the upcoming Centennial
events as follows; "Children's Birthday Book Bingo" beginning 1/7/02,
Citywide Book Club kick-off with the "Adventures Out West" at Five Flags
Theater 1/12/02, "Caboose World Drumming Group" 1/26/02. Gullikson
reported that the Library would be having a special Centennial insert in
the Telegraph Herald on January 27, 2002.
3)
Director Search Committee Report: Felderman reported that the current
round interview process is moving forward and reported that there is a
possibility that a second round search process would need to be opened.
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Library Board of Trustees
Minutes of Deceraber 20, 2001
"/V/oved to charge the Search Committee w/th reopening the
DirectoFs Search pending comp/et/on of the interview process with
the current round candidate& with the opening period running from
January 5~ 2002 and dosing on February 1~ 20027 and to charge the
Committee w/th rev/sing the recruitment resource& job//stings and
job description as needed and to p/an and proceed with the//brary
D/rector interview process."
Mot/on: Felderrnan
Second: Strorn
Vote: Aye - 5; Nay- 0
Felderman reported that the final personal interview is scheduled
for January 4, 2002.
Felderman reported that Gullikson and Fliegel have agreed to
continue as Interim Directors until a new Library Director is
onboard.
Lynch asked that the Library FoundaUon and Friends of the Library
be kept informed on the status of hiring a Library Director.
Felderman reported that as the selection process moves forward
that the Library Foundation and Friends of the Library would be
informed via the Relations Committee.
B. Operations Committee - Smith:
1)
Revenue & Expenditure Financial Reports Summary November 2001 -
Fliegel reviewed the revenue report and reported that book fine revenue
increased slightly compared to FY01. Fliegel reported that the Enrich
Iowa funds were received and will be reflected in December's revenue
report. Fliegel reported that revenue from computer supplies and
lamination were moved to the line item of taxable sale items. Fliegel
reviewed the expenditure report and reported that the Adult online
services line and the Children's book line will be decreased approximately
$500 each due to a decrease in the Enrich Towa funds received. Fliegel
reported that air compressor expense should be reflected in December's
financials. Fliegel reported that the Library's budget presentation is
scheduled for February 25, 2002.
2) Fliegel reported that the ClP Kiosk project continues to move forward
with a tentative timeframe of being up and running by April 30, 2002.
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Library Board of Trustees
Minutes of December 20, 2001
3)
Technology Ad-Hoc Committee Report - Fliegel reported that the date
for the TeleCirc to be up and fully operational has been pushed back to
,lune 30, 2002; the upgrade to the Dynix Horizon upgrade is being
planned; the City's Tnternet and Web policies in their final draft form will
be brought to the Operations Committee for review. Lynch reported that
the America's River project could bring marketing opportunities to raise
awareness of the Library to the community. Fliegel reported that the
River Center could also bring opportunities for the Library to work with
other City Departments to provide resources for the River Center.
4)
Library Foundation Report - Smith reported that the Foundation fund
drive is underway and the next Foundation meeting is scheduled for
3anuary 24, 2002.
C. Planning Committee - Strom:
l)
Personnel Manual Review - Chapter XI/ZZ The Work P/ace- Strom
reported on the proposed revisions to the chapter along with an anti-
harassment policy and investigation protocol as provided by Trustee
Shubatt. Shubatt reported that the newly developed policy and protocol
provide needed information for guidelines and investigation procedures
that was not provided in the Personnel Manual. Shubatt reported that
the anti-harassment policy and investigation protocol replace B. and C. of
Chapter XVIT of the Personnel Manual, Shubatt reported that in the
event that there is a harassment complaint that the new policy and
protocol developed now provides uniform set of guidelines for staff to
follow. Shubatt suggested one change to the investigation protocol; to
change the first two words of the paragraph 3 to "Ideally" versus "If
possible." Shubatt reported that all employees would be required to
read and sign that they read the policy along with the Personnel Manual.
"Ploved to amend the Personnel Handbook, Chapter )(VIZ The
Work Place, so as to adopt the anti-harassment policy which would
replace article )(VII, sections B and C of the handbook, subject to
review by City Corporation Counsel."
Notion: Shubatt
Second: Smith
Vote: Aye - 6/Nay- 0
"/~loved to approve the anti-harassment policy, per review by
City Corporation Counsel, that all Library employees be given a copy
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Library Board of Trustees
Minutes of December 20, 2001
of the Anti-harassment Po/icy to be reviewed, signed and p/aced in
their respective personnel fi/e."
Not/on: Shubatt
Second: Felderman
Vote: Aye - 5; Nay - 0
"Moved to adopt the anti-harassment investigation protocol for
use by Library Administration, per review by City Corporation
Counse/."
I~otion : Strom
Second: Smith
Vote: Aye - 5; Nay - 0
Lynch, on behalf of the Library Board, thanked Shubatt for his hard work
in developing the much needed policy and guidelines.
Strom suggested that the Library's discrimination policy and open access
policy be displayed appropriately for Library staff and patrons.
2)
Report on Review of Long Range Plan - Strom reported that the
Committee has reviewed the plan through Goal C: Improve the Cost
Effectiveness of Providing Library Services, objective 4. Strom that
facility needs, such as energy saving measures, have been reviewed that
will need to be addressed by the architect as the building renovation
moves forward. Strom reported that outsourcing of Library services was
reviewed and Fliegel was requested to provide a regular update of
services that are outsourced and the financial impact this has on the
budget. Strom reported that the City/County study implementation has
been put on hold until a new Library Director is onboard.
6. Director's Report:
Statistical/Service Reports for November 2001 - Fliegel gave a summary
report of the staUstical reports provided as follows; the large percentage
increase in Tnternet usage, due to the addition of more terminals as
provided by the Library Foundation, volunteer hours have increased, open
access services have increased, reference questions have slightly decreased,
Adult CD-ROM usage continues to decrease. Fliegel reported that the
decrease in reference questions is being investigated. Felderman reported
that much of the public is not aware of the reference services that the
Library provides. The Board suggested that marketing efforts be made to
provide information to the public in regard to these services. Strom
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Library Board of Trustees
Minutes of December 20, 2001
requested that an article be submitted to the Dubuque Main Street
newsletter regarding reference services provided. Lynch reported
experiencing a customer service problem several times when calling into the
Library, other Board members commented on the same problem. Lynch
requested that staff be reminded to be courteous and attentive whenever
providing customer service to a patron. Gullikson reported that the phone
system has caused much re-routing of incoming calls. Gullikson reported the
need for additional customer service training of staff along with training on
the new complicated, very slow phone system.
Library Program and Calendar Update - Gullikson reviewed the Library
calendar and reported that on the upcoming Scholastic Book Fair on January
10, 11 and 12. Gullikson reported that the Book Buddie program was a
success and the Dubuque Morning Optimist Club sponsored a pizza party for
participants in the program, along with a $150 donation to purchase
Children's books for the Library. Gullikson reported that in conjunction with
the Dubuque Morning Optimist Club the Library would be hosting a Youth
Oratorical Contest in April 2002 at the Library. Gullikson reported that the
Dubuque Area Community Artists in Residence (DACAR) would be
sponsoring an Eulenspiegel Puppet Theatre performance for the Library on
Saturday, March 16, 2002. Gullikson reported that the Great Decisions
program would now be hosted by NICC at their downtown campus center.
Gullikson reported that the upcoming Centennial events include
.lanuary/February Citywide Book Club activities, February through April John
Steinbeck Book Discussion Series, and February through March Dubuque
Authors @ Your Library programs.
Personnel Update - Gullikson reported that a Circulation Mail Clerk Page has
given notice and a job announcement would be posted to fill the position as
soon as possible.
7. Communications/Public Comment - Felderman reminded staff to submit their
volunteer hours to Library Administration each month. Felderman asked the
Library Board to consider space for Library receptions in the Library renovation
planning.
8. "Plot/on to adjourn.
iVlotion:
Second:
Vote:
Fe/derman
Smith
Aye - 6; Nay- 0
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Library Board of Trustees
Minutes of December 20, 2001
The Board adjourned at 5:28 p.m.
Mary Strom, Board Secretary
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