Minutes_Library Board of Trustees 2 25 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of February 25, 2016
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, February 25, 2016.
Present., President Jenny Weiss; Board Vice President Patty Poggemiller;
Secretary Angela Allred; Trustee Paula Connors; Trustee Pat
Maddux (entered the meeting at 4:05 p.m.); Trustee Jon Trotter;
Trustee Mike Willis; Director Susan Henricks, and Recorder
Denette Kellogg.
1. Board President Jenny Weiss called the meeting to order at 4:03 p.m.
"Moved to adopt the meeting agenda of Thursday,
February 25, 2016."
Motion: Connors
Second: Willis
Vote: Aye — 6; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of January 28, 2016.
"Moved to approve the Board Minutes of Thursday, January 28,
2016 with a word change on page 2, item 4.A.1), third sentence, last
paragraph, changing the word 'meet'to 'met'; and in the fourth
sentence insert the words 'is initiated'before the word 'in vestigation."
Motion: Connors
Second: Willis
Vote: Aye — 6; Nay— 0
Maddux entered the meeting at 4:05 p.m.
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for January, 2016.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, January, 2016. it
Motion: Poggemiller
.Second. Trotter
Vote: Aye - 7; Nay— 0
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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:
Henricks submitted the application for Accreditation to the State
Library as of today, with C-SPL meeting 77 of the 79 standards. The
process for accreditation must be submitted every three years.
Henricks reviewed the accreditation criteria for continuing education
(CE) for the Board of Trustees and will present opportunities for CE
credit for the Board. One major opportunity for CE will be at the Iowa
Library Association Conference scheduled in Dubuque from October 12
to October 14, 2016. A lack of adequate parking is one of the
standards not met. The second standard is not applicable to Carnegie-
Stout because it has to do with the level of county funding to serve
rural residents. Dubuque County has a County Library System to serve
rural residents.
1) Library Financial Report Fiscal Year 2016 (FY16) — The Board
reviewed the operational revenue, expenditure reports and the
Gift Trusts report. January marked the passage of 58% of the
fiscal year. Expenditures were at 56% and revenue collected was
at 59% of projections.
The Board discussed the importance of educating City Council
members and citizens of the Library's operating budget. The
Library's personnel budget was reduced in the adopted FY 2015
budget. It was later amended to reflect the gift trust funds that we
contributed and the city's contribution of 42% of the total in order
for hours up to 61 to be restored. The document indicating a 9.4%
increase in employee expenses was based on a comparison to
the adopted FY 2015 budget and not the amended budget. The
FY 2017 budget reflects a restitution of the previously reduced
budget. Additionally, the "machinery and equipment" line reflects
a 151.7% increase, which can be misleading. This total reflects
$40,000 budgeted from a gift trust in the event it is needed for
construction and is in no way related to tax support. The actual
increase was 7.8% for "machinery and equipment" and this
increase is attributed to the audio visual equipment that failed
prematurely and requires replacement.
2) Library Use Statistics — Henricks reported that January 2016 saw
an increase in the number of check-outs by 2%. Digital material
check-outs continue to grow and is up 24%.
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Henricks provided an ongoing update on the new security gates;
reporting the counters on the gates have not been consistently
accurate since they were installed. The vendor continues to work
on a solution to the inaccurate patron counts. Other libraries have
experienced similar problems. The firmware updates were
completed this week and it is too soon to tell if the updates have
worked. The count had been off between 18 and 22 percent prior
to this firmware update. Volunteers will continue to track visits by
recording them manually to validate the performance of the
upgrade. Willis asked who will pay for the new gates should they
need to be replaced. Henricks reported that the vendor would be
responsible for the cost to replace the gates. The statistics will be
changed after we are confident that the new system works.
3) Maker Space Update - Henricks reported that staff met with
Selser Schaefer Architects to fine tune the design of the future
space. The construction is expected to take six to eight weeks
with the space opening in July 2016.
4) Dubuque Racing Association (DRA) Applications — The Friends of
the Library and the Library Foundation would like to continue their
contributions to the Maker Space by supporting grant applications
to the DRA.
The Friends of the Library voted to request a DRA grant that will
introduce craft supplies in support of programs such as jewelry
making, knitting, crocheting, cross-stitch, sewing, and basket
weaving in the future maker space area. The Board discussed
the space being a creative space both for technology and crafts.
Henricks reported that the space is planned for offering beginners
classes in a variety of areas.
The Foundation's grant request is for the furniture and equipment
that is needed for this space, such as tables, chairs and a green
screen.
5) Planning Committee Update — Henricks reported that the Library
Board's Planning Committee met on February 9, 2016 to continue
the review of various library policies. The Committee reviewed
three policies with revisions that are ready for Board review.
6) Marketing Update — Henricks reported that the marketing
campaign is scheduled to launch the first week of March with
digital billboards, a Chamber of Commerce e-blast, and a new
van wrap.
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B. Library Comment Cards Received —The Board reviewed the comment
card received and concurred with the response.
"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, Dubuque Racing Association
(DRA) Grant Applications, Planning Committee Update, Marketing
Update and the Library Comment Card. "
Motion; Willis
Second: Poggemiller
Vote: Aye — 7; Nay— 0
5. Action Items:
A. Review of Library Policies — Henricks presented three policies as
reviewed and recommended by the Planning Committee as follows:
1) Material Section Policy —The Board reviewed the policy. Willis
noted a closed quotation is needed around "Discarding Materials" in
section VII. Gifts. The Committee explained the two revisions
made to page 3. The Board concurred with the recommended
revisions as reviewed and discussed.
"Moved to adopt the revisions to the Materials Selection Policy
as reviewed."
Motion; Connors
Second: Trotter
Vote: Aye —7; Nay— 0
2) Confidentiality of Records —The Board reviewed the recommended
revisions to the policy. Discussion was held on possession of a
library card in section a. on page 2. Henricks explained the
possession of a library card, consent for use, and confidentiality of
a patron's record as it pertains to the policy.
"Moved to adopt the revisions to the Confidentiality of Records
Policy."
Motion: Poggemiller
Second: Maddux
Vote: Aye — 7; Nay— 0
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3) Volunteer Policy — The Board agreed with the suggested revisions
to the policy as made.
"Moved to adopt the revisions to the Volunteer Policy."
Motion: Willlis
Second: Connors
Vote: Aye —7; Nay— 0
B. McCullough Creative Marketing Proposal — Henricks provided the two
final options for the van wrap project proposal to the Board. The
Board suggested three changes. The first change is to use a computer
versus a screwdriver for the Maker Space graphic. The second change
is to make the outer space graphic be more identifiable as the solar
system. The final change is to replace "get medieval" to "get
chivalrous" or other similar wording on the back of the van. With
these three changes, the Board agreed to approve the van wrap.
Henricks reported that the digital billboards as reviewed by the Board
will launch the first week of March in two locations.
The Board reviewed the Chamber of Commerce e-blasts and concurred
with Henricks recommendations for needed changes.
"Moved to approve marketing proposal with suggested changes."
Motion: Willis
Second: Connors
Vote: Aye —7, Nay- 0
6. Communications/Public Comment - Poggemiller asked about the matter of
harassing correspondence being received by the Library Director. Henricks
reported that the matter has been turned over to the Police Department.
7. Library Board Adjournment — The Board adjourned at 5:10 p.m.
"Motion to adjourn."
Motion: Willis
Second: I emiller
/ote: ;Aye — 7; Nay— 0
Angela Ilred` Board Secretary Date
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