Minutes_Library Board of Trustees 12 17 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of December 17, 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, December 17, 2015.
Present., Board Vice President Patty Poggemiller; Secretary Angela Allred;
Trustee Paula Connors; Trustee Pat Maddux; Trustee Jon
Trotter; Director Susan Henricks, and Recorder Denette Kellogg.
Excused. President Jenny Weiss and Trustee Mike Willis
1. Board Vice President Patty Poggemiller called the meeting to order at 4:08 p.m.
"Moved to adopt the meeting agenda of Thursday, December 17,
2015."
Motion: Connors
Second: Trotter
Vote: Aye —5; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of November 19, 2015.
"Moved to approve the Board Minutes of Thursday, November 19,
2015."
Motion: Connors
Second: Trotter
Vote. Aye —5; Nay— D
3. Board President's Report — Poggemiller reviewed the Communication with
Dubuque City Council for November, 2015.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, November 19, 2015"
Motion: Connors
Second. Trotter
Vote: Aye —5; 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:
1) Library Financial Report Fiscal Year 2016 (FY16) — The Board
reviewed the operational revenue and expenditure reports and
the Gift Trusts report. Henricks reported that November saw
42% of the fiscal year lapse. Approximately 41% of the budget
was expended and revenue collected is at 49% of projections.
The Circulation Services Activity shows 63% of its budget
expended and the shortage is in the part-time staff line, which
reflects only an 18% balance left for the fiscal year. We believe
this has to do with the shared funding solution (city and gift trust
funds) for the restoration of hours that may not be completed.
Actual expenditures for staffing in Circulation should be under
budget because there have been staff shortages since the
beginning of FY 2016 due to resignations. We also believe that
the salaries of some employees were erroneously placed in the
Technical Services Activity as this budget demonstrates the part-
time salary line as only expending 18% of its funds.
Henricks reported that the Library's budget meeting with City Staff
has been rescheduled to December 22, 2015 in the City
Manager's office.
2) Library Use Statistics — Henricks reported that November
checkouts show a 3% decrease compared to November of last
year. This decrease can be attributed to materials cataloged as
adult. Circulation to Open Access patrons is down 7% and 2% to
Dubuque card holders.
Volunteers have been scheduled to monitor the gate counts and
will begin the week of December 14.
Henricks reported that the ongoing scheduled inspections of the
Library for bed bugs have found the Library clear of these pests.
3) Maker Space Update — Henricks provided a summary of the
possible grant funding sources for the Maker Space project.
The Library Foundation pledged $45,000 to fund the library's
maker space project at their meeting on December 10, 2015. The
Board thanked the Library Foundation for its support and funding
pledge for this project. Henricks noted the Library Foundation gift
represents 28% of the total cost of the project and a significant
investment in the library's future. This, with the pledge from the
Friends of the Library, has secured 31% of the cost. The
Foundation also agreed to support a grant to the Dubuque Racing
Association (DRA) in early 2016 that will be written for the
furniture in the space
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4) Parking Update — Henricks reported her continued review and
research for ideas to remove hindrances associated with parking.
One change has been implemented this week. Parking meters
around the Library that were previously one or two-hour meters
have been upgraded to four-hour meters. Often people come into
the library for a meeting or program and need to watch the clock.
A four-hour meter may help relieve this concern for some.
Additional discussions and work will take place on the topic of
parking.
5) Future Topics for Discussion — Henricks provided a summary of
future topics for the Board's review.
B. Library Comment Cards Received — Henricks reported on one letter
received from an anonymous patron. The Board reviewed the letter
and 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 FY-16, Library
Use Statistics, Maker Space Update, Parking Update, and the Library
Comment Cards. "
Motion: Connors
Second: Trotter
Vote: Aye - 5; Nay— 0
5. Action Items:
A. Review of Library Policies — Henricks reported that Library policies are
reviewed by the Library Board every three years and then provided a
summary of three policies for review by the library Board at this
meeting as follows:
1) Children Unaccompanied by Adults Policy — Henricks recommended
no changes to this policy is recommended at this time.
"Moved to approve the review of the Children Unaccompanied
by Adults policy."
Motion: Connors
Second: Trotter
Vote: Aye —5; Nay— 0
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2) Social Media Policy — Henricks reported that this policy refers to
patrons' use of the Library's social media.
"Moved to approve the review or the Social Media Policy."
Motion; Trotter
Second: Allred
Vote; Aye -5; Nay— 0
3) Bulletin Board, Leaflet, and Exhibit Policy
"Moved to approve the review or the Bulletin Board, Leaflet,
and Exhibit Policy."
Motion: Connors
Second. Maddux
Vote: Aye —5; Nay— 0
B. Loan of the Library's Grant Wood "Appraisal" Artwork — The Board
reviewed the request from Brandywine River Museum of Art in Chadds
Ford, Pennsylvania, requesting the loan of the Library's artwork
"Appraisal" by Grant Wood from October, 2016 through May, 2017.
The artwork will travel to the High Museum of Art in Atlanta as part of
the loan agreement. Henricks reported that Board member Willis is in
favor of the loan recommendation.
The Board discussed the responsibility and amount of insurance on the
artwork. Henricks reported that the Dubuque Museum of Art, where
the "Appraisal" is currently on loan, does recommend the loan with the
conditions as provided in the recommendation and in Library's
Procedure for Loan of Works to Other Museums that provides for full
insurance protection and for the Library-owned artwork.
"Moved to approve the request to loan the Library owned artwork
`Appraisal"by Grant Wood to the Brandywine River Museum of Art in
Chadds Ford, Pennsylvania with the conditions as stated in the
recommendation in the procedures."
Motion: Connors
Second. Maddux
Vote: Aye -5; Nay- 0
C. Public Library Association (PLA) Conference Library Association
Request — The Board reviewed the $1,725.00 request for the Library
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Director to attend the PLA Conference in April, 2016. The
travel/conference expenditures budget lines remain frozen this fiscal
year. Connors recommended the Board approve this one-time
expenditure from the General Gift Trust for Henricks to attend this
conference to provide increased knowledge and ideas that will benefit
the Library.
"Mo ved to appro ve the expenditure up to $2,000.00 from the
General Gift Trust for the Library Director to attend the PLA
Conference in April 2016."
Motion: Connors
Second. Trotter
Vote: Aye —5; Nay- 0
Henricks thanked the Board for the opportunity to attend this
conference.
D. McCullough Creative Marketing Plan Proposal — Henricks reviewed her
eleven recommendations for the expenditures for the targeted
marketing plan implementation. Henricks reported that the Library
will own all designs by McCullough Creative. The Board reviewed the
recommendations and held discussion. Allred suggested that "dressing
up" and marketing the offsite Kiosks may prove to be a wise
investment, and the Board supported this idea. Henricks provided
additional information regarding the cost of the digital billboards, the
Chamber of Commerce e-Blasts and noted the print ad content design
does not include placement of the print ads.
The Board requested that tools be used to measure the effectiveness
in specific areas of the plan. Henricks reported she would ask
McCullough Creative to provide detail on which measurement tools
they will use and report back to the Board with this information.
Henricks reported that some feedback statistics will be easily
measured, while a community survey will most likely be needed for
some others.
Henricks reported that the total recommendation of $50,000 is
estimated based on the higher end of the ranges provided in the
estimate from McCullough Creative.
"Moved to approve up to $50,000 from Maher Trust Fund with the
balance from the General Gift Trust Fund for the funding of the
targeted marketing campaign implementation as submitted, giving the
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Library Director approval to reallocate funds left over as outlined in the
marketing plan."
Motion: Trotter
Second: Connors
Vote: Aye —5; Nay— 0
The Board members expressed their enthusiasm for the upcoming
marketing campaign.
6. Communications/Public Comment:
• Henricks reported that the Library will enroll or renew memberships for
Library Trustees in the Iowa Library Association. Henricks reported that
the annual conference is scheduled for October of 2016 in Dubuque and
encouraged the Board to attend.
• Henricks reported on questions from the City Manager in regard to Library
funds and control of these funds. Henricks provided some detailed
examples of budget lines being reviewed. The Board agreed for Henricks
to contact the City Attorney for his opinion and requested to be kept
updated on this matter as well as the City Ordinance revisions that have
been proposed.
• The Board noted its thanks for the successful planning of the holiday
gathering for Staff, Volunteers, Library Foundation and Friends of the
Library held today.
7. Library Board Adjournment - The Board adjourned at 5:33 p.m.
"Motion to adjourn."
Motion: Connors
Second: Trotter
Vote: Aye -5; Nay— 0
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