Minutes_Library Board of 10 22 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of October 22, 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, October 22, 2015.
Present: President Jenny Weiss; Board Vice President Patty Poggemiller;
Secretary Angela Allred; Trustee Paula Connors; Trustee Pat
Maddux; Trustee Jon Trotter; Trustee Mike Willis; Director Susan
Henricks, and Recorder Denette Kellogg.
1. President Jenny Weiss called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of Thursday, October 22,
2015.If
Motion: Connors
Second: Poggemiller
Vote: Aye — 7; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of September 24, 2015.
"Moved to approve the Board Minutes of Thursday, September 24,
2015."
Motion: Connors
Second., Allred
Vote: Aye — 7; Nay— 0
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for September, 2015.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, September 24, 2015. "
Motion: Willis
Second: Trotter
Vote: Aye — 7; 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:
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• Henricks provided information on the process for a patron to
request that material be withdrawn from the collection. A
request for reconsideration of a DVD title was received. The
Adult Services Manager provided a response to the patron and
Henricks will keep the Board updated. The Board discussed
the parent and/or guardian's options for limiting access to
materials. Henricks reported that these types of restrictions
by the parent and/or guardian can be put on a youth's card at
any time. When applying for a library card, new card holders
are asked about their preference for these restrictions.
Henricks reported that content on computers or TV screens
used by patrons in the Library is monitored by staff.
• Henricks provided a proposed revision to the Open Access
program by the State Library of Iowa to take effect in FY-17.
The agreement contains several major changes, and Henricks
suggested the Board may want to review the agreement in
preparation for discussion and possible action at a future
meeting.
• City Ordinance Update — Henricks reported that the revisions
and corrections requested by the Library Board have been
made with the exception Chapter 7, 2-7-4. This section did
not exist in previous ordinances and introduces a gray area in
policy-making. The Board held a discussion and noted its
responsibility regarding any changes that affect the charge of
the Trustees. The Board asked for some additional history
and/or background information from libraries of similar size in
this regard. The Board also requested that Henricks provide
information on other communities' ordinances like Dubuque
for review, prior to any changes being made.
1) Library Financial Report Fiscal Year 2016 (FY16) — Henricks
reported that the end of September marks 25% of the fiscal year
passing and the end of the first quarter of Fiscal Year 2016.
Expenditures were at 23% and revenue collected is at 21.6% of
projections.
2) Library Use Statistics — Henricks reported that last month the
number of visitors showed a significant decrease and it was found
that the security gates, which count the number of people passing
through, were not working for about a week. An average has been
applied to the year-to-date figure to better reflect the number of
visits. Additionally, volunteers have completed manual gate
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counts and confirm that the electronic gate counters are not
accurate, being off as much as 20%. The vendor has been
contacted and they in turn have contacted the manufacturer to
identify and fix the problem. Gate count statistics for any months
affected will be revised once the problem has been fixed and
again tested for accuracy.
Henricks provided a review of fiscal year 2016's first quarter,
which demonstrates the changing way that people are using the
library. Their experience is more patron-controlled. Although
books remain the top items checked out, digital books and audio
have increased in use 30% compared to the first quarter of 2015.
The number of items checked out using the self-check machines
has increased 44% compared to the same time last year, and the
number of people using the self-check machines has increased
32%. About 626 items are checked out daily using the self-check
machines. Text-messaging as the chosen method to be reminded
of items coming due has increased 160%. Total items checked
out every day average 1,759. The number of new library cards
issued daily averages 11.
3) Marketing Update - Henricks reported on a meeting with
McCullough Creative to discuss the topic of social media before
the creation of a marketing plan. The Library will continue to do
its own social media. McCullough Creative offered feedback and
suggestions on the social media the Library is currently doing and
Henricks provided the summary of the suggestions and feedback
given by McCullough. The Board asked for the Creative Brief
completed by McCullough Creative to be sent again. The next
step in the process is a marketing plan. The Board requested that
Henricks provide a written response as to the marketing needs
that should be encompassed in the plan.
B. Library Comment Cards Received —The Board noted that no comment
cards were received.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY16, Library
Use Statistics and Marketing Update. "
Motion: Connors
Second Willis
Vote: Aye — 7; Nay— 0
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5. Action Items:
A. Library Budget FY 2017 — Henricks provided a report of the FY-17
maintenance budget and improvement decision packages (IPs) and
invited all Trustees to attend the meeting with the City Manager
scheduled for 8:00 a.m. on Monday, November 16, 2015. The Board
reviewed the ten improvement packages to be submitted and
discussed the priorities. The Board agreed to reframe the request for
an inventory wand to a more focused customer service based request.
The Board suggested that the funding for the Internet that includes
the Multicultural Family Center also be included as part of Leisure
Services requests. Connors reported on the City's agreement to restore
funding for staffing and asked if this should also be included as an IP.
Henricks reported that this funding is documented, but she will ask
City staff if this is necessary.
"Moved to approve the operating budget requests for FY 2017,
including ten improvement package requests."
Motion: Connors
Second: Willis
Vote: Aye — 7; Nay— 0
B. Selser Schaefer Architects Makerspace Estimated Project Cost—
Henricks provided the Cost Opinion Summary by the architect with the
total project cost of $138,125. The Board discussed the need for a
more detailed line item written report from the architect that includes
infrastructure, furniture, and explanation of the statement that
excludes IT improvements.
The Board reviewed grant possibilities available for the project and
level of support that could be requested from the Library Foundation
and the Friends of the Library. Henricks was optimistic about being
able to apply and be awarded various grant funds to cover at least half
of this project.
"Moved to table the Selser Schaefer Architects Makerspace
Estimate Project Cost until a detailed Cost Opinion Summary is
provided."
Motion: Connors
Second: Poggemiller
Vote: Aye - 7; Nay- 0
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6. Library Board Adjournment - The Board adjourned at 5:35 p.m.
"Motion to adjourn."
Motion: Trotter
Second., Maddux
Vote: Aye - 7; Nay- 0
al,
Angela A e , Board Secretary ate
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