Minutes_Library Board of Trustees 11 19 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of November 19, 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, November 19, 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 4:06 p.m.
"Moved to adopt the meeting agenda of Thursday, November 19,
2015."
Motion: Connors
Second: Willis
Vote: Aye — 7; Nay- 0
2. Approval of Library Board of Trustees' Meeting Minutes of October 22, 2015.
"Moved to approve the Board Minutes of Thursday, October 22,
2015."
Motion: Allred
Second: Poggemiller
Vote: Aye — 7; Nay— 0
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for October, 2015.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, October 22, 2015."
Motion: Connors
Second: Poggemiller
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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1) Library Financial Report Fiscal Year 2016 (FY16) — Henricks
reported that October marked the passage of 33% of the fiscal
year. Expenditures were at 32% and revenue collected is at 19%
of projections. A large check was received from the State of Iowa
to cover partial reimbursement for Open Access and Interlibrary
Loan transactions; however, this check will not appear in the
revenue received until next month.
Henricks reported on the Gift Trust Accounts noting that the
interest rate has not been accruing due to a loss experienced
through investments. This has turned around and interest for
September was posted on the trust accounts. Interest for October
is not available until mid-November and will appear on December
financial reports.
Henricks reported that the library expenditures were internally
audited by line item for past fiscal years. About 48 expenditures
ranging from $70 to $52,0374.60 were pulled with a request to
identify the authority to purchase these items. Henricks informed
the City Manager and budget directors that the authority is
derived from Iowa Code 392.5 and the current City Ordinance
2.7.5; 8. The Board received a memo to the City manager in
response to the expenses and the Board reported its agreement
with the response.
2) Library Use Statistics — Henricks reported that last month
Circulation is steady compared to October of last year, with no
increase or decrease; however, checkouts compared year-to-date
have decreased 2% and can be attributed to a 6% decrease in
Open Access transactions and a 1.8% decrease by Dubuque card
holders.
Henricks reported that digital material checkout has increased
29% year-to-date. Other areas of increase are seen in the use of
self-check machines, which is up 44% compared to the same time
last year. Also, notification of account activity by text message
has increased 165% comparing October of 2015 to October of
2014. Poggemiller noted the decrease in laptop and desktop
computer use. Henricks reported that more patrons are bringing
in their own devices to use in the Library, which are not reflected
in the statistics.
Henricks provided an update on the inaccuracy of the new
security gate counters. Tech Logic, the company that the Library
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purchased the security gates from, has been working with the
manufacturer of the gates, Nedap, to resolve the inaccuracy in the
door counts. Nedap has told Tech Logic that a software update
they introduced caused something else to "break" in the gates
and they plan to deploy the fix in the next update. There have
been two manual audits of the gates, which resulted in an
estimate that the gates could be off by about 20%. Additional
manual audits are planned and will be compared to the statistics
when the gate counters are fixed, then the existing statistics will
be changed to reflect the actual gate counts.
3) Pest Control Update — Henricks reported a second treatment was
completed to the reading area, which is now clear of bed bugs
and we were fortunate that it was confined to a small space.
Henricks plans for a proactive plan with a monthly inspection by
Orkin until we are in a position to do most of it in-house and
reduce the number of inspections. The monthly inspections will
be done by a trained dog.
The annual cost for inspections is $5,400 and does not include
treatment if necessary. Henricks reported on training for Library
staff through a Public Library Association webinar on bed bugs in
public libraries to raise their awareness and to spot bed bugs
immediately. Purchase of equipment is planned that can help in
identification and prevention, and that can be used to treat books
and furniture if needed.
The cost of Orkin inspections has been added as top priority for
an Improvement Package and was submitted to the Budget
Director as the library lacks the budget inspection and treatment.
4) City Ordinance Changes — The Board thanked Henricks for the
detailed background information requested by the Board on other
city ordinances in Iowa.
B. Library Comment Cards Received —The Board reviewed the comments
cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY16, Library
Use Statistics, Pest Control Update, City Ordinance Changes, and the
Library Comment Cards. "
Motion: Willis
Second., Trotter
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Vote: Aye — 7; Nay— 0
5. Action Items:
A. Maker Space Project Cost Estimate Review — Henricks provided an
updated cost estimate from Selser Schaefer for the proposed maker
space of$147,875 with the cabling for the Internet computers at
$13,000, bringing the total estimate project cost to $160,875. Henricks
reported that the cost estimate includes the cost of $6,500 to
reconfigure space on first floor into a small study room.
The Board asked if grant funds could be sought for the total project
cost. Henricks reported that the Friends of the Library have pledged
$3,500 to the project and she plans to ask the Library Foundation for a
pledge of $40,000 - $50,000 toward this project. She would pursue a
grant from the Carver Trust in the amount of$30,000. Additional
grants will be pursued to fund as much of the balance of the project as
possible.
The Board discussed the project. Willis expressed that he does not
support the Library as a place for a Maker Space for two reasons;
other organizations offer these services and secondly, that the Library
is not operating from a position of strength regarding staffing. He
would also like to see us develop our electronic resources for staff.
Maddux reported the importance of the staff person for the Maker
Space needs to have a variety of skills from multi-media to having a
teaching background and promotion of the equipment and use.
Henricks reported that the Maker Space is intended for introductory
use.
"Moved to the Maker Space project cost estimate as submitted in
the amount of$160,875 and to move forward with the next steps
including grant applications to secure funding for the project."
Motion: Connors
Second.• Allred
Vote: Aye — 6(Allred, Connors, Maddux, Poggemiller,
Trotter, Weiss); Nay— 1 (Willis)
B. John Surovek Art Gallery Inquiry — Henricks presented a $6,000,000
offer from the John Surovek Art Gallery representing a client who
would like to purchase the Library owned Appraisal by Grant Wood.
Trotter expressed that this artwork, along with others, belongs to the
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citizens of Dubuque under the care of the Library Board. The Board
discussed the appraised value of the artwork.
"Moved to decline any offers for the Library owned artwork,
'Appraisal"by artist Grant Wood."
Motion: Connors
Second., Trotter
Vote: Aye - 7; Nay- 0
C. Proposed Revisions to the City Ordinance — Henricks reported on the
ongoing review of the City Ordinance. The Board reviewed the most
recent version from the City Attorney via e-mail dated November 16,
2015 along with the Iowa Code § 378.17. Willis noted some "double
wording" to be deleted. The Board reviewed the proposed purchasing
policy and procedures that will tie in with the ordinance and asked
Henricks to request clarification from the City Attorney before the
Board's review and approval.
"Moved to approve Chapter 7 of the City Ordinance as received
with grammatical changes as requested."
Motion: Connors
Second: Trotter
Vote: Aye -7; Nay- 0
D. McCullough Creative Marketing Plan —The Board reviewed the
marketing plan presented by Jan $igwarth and Greg Dietzenbach from
by McCullough Creative. The campaign focuses on the theme of
"something for everyone" and promoting all library services. This type
of campaign can be very flexible to cover all demographics and niche
populations. It is also a campaign that library employees can
participate in, especially in the creative aspect. The Board expressed
its approval of the campaign plan.
"Moved to approve the proposed marketing campaign as
presented by McCullough Creative."
Motion: Poggemiller
Second: Maddux
Vote: Aye — 7; Nay— 0
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6. Communications/Public Comment:
• The Library's Budget Presentation to the City Manager has been
rescheduled for December 10, 2015 at 10:30 a.m. Board members are
asked to let Susan know if they plan to attend.
• The Art @ Your Library° Holiday Show opening is scheduled for Friday,
December 4, 2015 and highlights works from 22 local artists.
• The Annual Christmas Tree Lighting Program is scheduled for Saturday,
December 5, 2015 with holiday music by the Dubuque Chorale Cadenza
Choir.
• The Library Board's Holiday Gathering is scheduled for Thursday,
December 17, 2015 from 2:00 p.m. to 4:00 p.m. The gathering includes a
come and go reception for volunteers, staff, Library Board, Library
Foundation, and Friends of the Library.
7. Library Board Adjournment - The Board adjourned at 5:38 p.m.
"Motion to adjourn."
Motion: Trotter
Second: Maddux
Vote: Aye — 7; Nay— 0
Angela Aftre ��Board Secretary Date
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