Minutes_Library Board of Trustees 6 23 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of June 23, 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, June 23, 2016.
Present- President Jenny Weiss; Board Vice President Patty Poggemiller;
Secretary Angela Allred; Trustee Paula Connors; Trustee Pat
Maddux; Trustee Jon Trotter(arrived at 4:13 p.m.); Trustee Mike
Willis; Director Susan Henricks and Recorder Denette Kellogg.
1. Board President Jenny Weiss called the meeting to order at 4:04 p.m.
"Moved to adopt the meeting agenda of Thursday, June 23, 2016."
Motion: Willis
Second: Poggemiller
Vote: Aye — 6; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, May 26,
2016 and Monday, June 6, 2016.
"Moved to approve the Board Minutes of Thursday, May 26, 2016
and Monday, June 6, 2016."
Motion: Willis
Second: Connors
Vote: Aye — 6; Nay— 0
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for May, 2016.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, May, 2016. If
Motion: Poggemiller
Second: Willis
Vote: Aye — 6; 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: The Board discussed the installation delay for
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marketing banners. Susan has contacted McCullough Creative for an
update.
1) Library Financial Report Fiscal Year 2016 (FY16) — The Board
reviewed the operational revenue, expenditure reports and the
Gift Trusts report. The end of May marked 91% of the fiscal year
lapsing. Expenditures were at 89%. Revenue collected is at 93%
of projections. Revenue is estimated to come in under projections
for FY 2016. This is because we have implemented an early
intervention program for the collection of fines and fees with the
collection agency, Unique Management. Reminding people early
and at lower dollar amounts results in greater success for the
return of materials, but does lower the total collected for fines and
fees. Henricks reported that she is reviewing the need for a
budget amendment for this budget revenue line in 2017. The
operating budget is expected to come in under budget and will
more than compensate for decreased revenue, which is expected
to fall short around $3,500.
Henricks reported on identification of a problem with the Gift
Trusts interest earnings being low for the balances. The City
Finance Director reviewed the issues and an updated will be
provided.
2) Library Use Statistics — Henricks reported that during the first
week of the summer reading program 1,456 children and 254
teens registered. Youth Services is involved in several outreach
programs, such as the Summer Reading Academy in partnership
with the Dubuque Community School District and other
organizations.
Trotter entered the meeting at 4:13 p.m.
3) Maker Space Project Update — Henricks reported The Maker
Space project was approved to move forward after the Board
reviewed bids and the Operations Committee met with Mr. Ron
Richard of Tri-Con Construction. The Library has prepared the
space and is waiting for Tricon Construction to begin construction.
Presently, the schedule has the project completing on October 10,
2016 and must be watched closely. The Iowa Library Association
Conference Reception is planned for October 12.
4) Personnel Update - Henricks reported Sharon Langel, who held
the part-time secretary position in Administration, is no longer with
the library and recruitment has started for this vacant position that
has been reclassified as a part-time confidential account clerk.
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Scott Schlichte has been selected as the new Information
Technology (IT) Supervisor and is expected to start in the next
few weeks. Henricks reported she has completed interviews for
new Adult Services Manager and a decision is expected in the
next week.
B. Library Comment Cards Received — The Board reviewed four comment
cards received and concurred with the responses. Discussion was held
regarding the hold process and the fee for patrons who do not pick up
their holds. Willis reported that his experience is that a patron cannot
cancel a hold on the Library web site once the hold is available for pick
up. Henricks will investigate this issue and report back.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY-16,
Library Use Statistics, Maker Space Project Update, Personnel
Update and Library Comment Cards "
Motion: Connors
Second: Willis
Vote: Aye - 7; Nay— 0
5. Action Items —The Board reviewed the following policies with revisions as
suggested by the Planning Committee:
A. Listening and Viewing Station Policy— The Board reviewed the policy
and Willis suggested one grammatical change suggesting that number
3 be separated into two points. The Board concurred with the
suggested revisions.
"Moved to adopt with noted revisions to the Listening and
Viewing Station Policy.'-,-
Motion:
Motion: Willis
Second: Maddux
Vote: Aye — 7; Nay— 0
B. Interlibrary Loan Policy — The Board reviewed this new policy.
"Moved to adopt the Interlibrary Loan Policy."
Motion: Connors
Second: Poggemiller
Vote: Aye — 7; Nay— 0
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C. Lost and Found Policy — The Board reviewed this new policy.
"Moved to adopt the Lost and Found Policy."
Motion: Connors
Second. Maddux
Vote: Aye — 7; Nay— 0
D. Patron Behavior Policy — The Board reviewed the policy with suggested
revisions. Discussion was held regarding the Library as a gun-free
zone with the exception of law enforcement officers. Weiss reported
that the Library is allowed to have this restriction in place. Willis
supports the freedom for patrons to conceal and carry a weapon that
have their permit under the law. Willis reported on recent surveys on
gun use, with one survey reporting that Iowa has the one of the
highest rates of gun owners, while having one of the lowest rates of
deaths by those who have a concealed and carry permit. He does not
support this part of the policy as he believes it will not make our
patrons safer; in fact, it is possible that it could do the opposite.
"Moved to adopt the revisions to the Patron Behavior Policy."
Motion: Connors
Second. Trotter
Vote: Aye — 6; Nay— I (Willis)
6. Communications/Public Comment — The Board thanked outgoing Trustees
Connors, who has served on the Board since 2008, and Allred, who has served
on the Board since 2015, for their leadership, dedication, and service while
serving on the Library Board. Connors and Allred expressed their gratitude to
the Board and thanked the Board for its ongoing dedication and investment to
the Carnegie-Stout Public Library and its future.
7. Library Board Adjournment — The Board adjourned at 5:02 p.m.
"Motion to adjourn."
Motion: Connors
Second: Allred
Vote: Aye - 7; Nay— 0
Jenny Weiss, oard President Date
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