Minutes Library 1 24 02 Carnegie-Stout Public Library
Board of Trustee's
Meeting I linutes of Thursday, January 24th, 2002
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, January 24~, 2001.
Present: President Kevin Lynch; Vice President Kdsten Smith; Board;
Trustee Jack Felderman; Trustee Michael Shubatt; Trustee Tom
Tully; [nterim Library Co-Director Deb Fliegel; Ubrary Co-Director
Jean Gullikson; and Recorder Denette Kellogg.
Excused: Board Secretary Mary Strom; Board Trustee Lindsay
Pub/lc Present: Sandra Parrett, Friends of C-SPL Board Member
1. Lynch called the meeUng to order at 4:01 p.m.
"/~loved to adopt the meeting agenda of 3anuary 24~, 2002."
Nob'on: Tully
Second: Fe/derman
Vote: Aye - E; Nay - 0
2. Library Board of Trustees' Board minutes:
"lVoved to adopt the minutes of the Library Board of Trustee's
meeting held December 20, 200]."
Notion: Fe/derman
Second: Smith
Vote: Aye - E; Nay- 0
Board Correspondence - Lynch reported on the four comment cards received.
Lynch reported on the letter received from a patron with positive feedback in
regard to the Christmas tree, the Christmas tree lighting ceremony and the
Christmas Victorian Tea. Felderman requested, the Board concurred, that these
events continue at the Library. Felderman requested that volunteers involved
in working to make these events successful be recognized. Gullikson reported
that all Library volunteers, including the Centennial event volunteers, would
receive recognition at the Volunteer Recognition event in April. The Board
asked that special note be made of volunteers involved in the Centennial
Christmas events at the Volunteer Recognition event.
Library Board of Trustees
Minutes of January 24, 2002
4. President's Report:
Bid Procedures - Lynch reported on the receipt of a memo from the City
Manager in regard to bid procedures. Lynch requested that the bid
guidelines be used as required in all Library bid openings.
Safety and Security - Lynch reported on the meeting with the Library
Interim Co-Directors, himself and a number of Police Department staff in
regard to security issues at the Library. Lynch reported that the meeting
stems from increasing safety and security incidents within the Library and
suggestion from the City IVlanager to meet with the Police Department in
regard to these issues. Lynch reported that due to budgetary constraints
the Police Department could not periodically patrol the Library. Fliegel
reported that the Police Department did encourage Library staff to call the
Police as needed. The Police Department staff did provide some security
measures that could be implemented as follows; installation of security
cameras, stiffer penalties for patrons who break the rules, and having
patrons who utilize the public Intemet terminal provide photo identification.
The Police Department staff reported that some of the same individuals that
are causing problems at the Library have a history with the Police dealing
with them as well. The Board recommended that as part of the renovation
that OPN Architects be made aware of security measures to be included.
Lynch reported that the Board would need to review the Patron Behavior
policy for additional provisions and to include a longer extended banning
period from the Library as an option. Tully suggested that the City Council
be made aware of the budgetary constraints in the Police Department which
is prohibiting the police to patrol public owned facilities. The Board agreed
that a letter be developed by the Relations Committee for the Board
President's signature to the City Council reporting on the safety and security
issues, the need for police patrol at the Library, and budgetary constraints in
this area. Lynch reported that he would follow-up with City Manager Hike
,Van Milligen.
5. Committee Reports:
A. Relations Committee - Felderman:
1) Friends of the Library Report - Friends Board Officer Sandra Parrett
reported that the Friends membership drive is underway and invited
anyone interested to join the Friends in support of providing additional
Library services and to help with the book sale activities. Parrett
reported that membership to the Friends have not changed at $3.00,
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Library Board of Trustees
Minutes of January 24, 2002
2)
3)
$5.00 and $7.00 annually. Parred reported on the current and upcoming
projects committed to be funded by the Friends as follows; $1,200
Lollipops & iVlusic concert, $250.00 Centennial Celebration congratulatory
ad for the Telegraph Herald, $1,500 continued funding for the Books To
Go Program, $500 for the Teen Bookmark Contest, and $1,000 for the
summer Centennial Party Celebration. Parrett reported on the
continued success of the daily book sale provided by the Friends. Parrett
commended the Intedm Library Co-Directors and all Library staff for their
continued cooperation, hard work and support of the Friends of the
Library. Lynch thanked, on behalf of the Library Board, the Friends
Board and all of the Friends members for their outstanding continued
support of special Library projects. Fliegel reported on the upcoming
round of Dubuque Racing Association (DRA) grants and requested that
the Tntemet Scheduling Project be submitted to the Fdends for review
consideration for submission to the DP, A,
"i~loved to approve of the Internet Scheduling Project to be
submitted to the Friends of the Library to be considered for
submission to the Dubuque Racing Association for funding."
Mot/on; Fe/derman
Second: Smith
Vote: Aye - 5/Nay- 0
Centennial Subcommittee Report - Gullikson reported that Citywide Book
Club kick-off event, "Adventures Out West" by Jim Post, which was held
at Five Flags was a well attended. Gultikson provided a final copy of the
special 16 page Centennial insert that will be in the Telegraph Herald on
January 27, 2002. Gullikson reported on the upcoming John Steinbeck
Book Discussion series and the Dubuque Authors @ Your Library series.
Gullikson reviewed the revised Library brochure with the Board and
reported on the Centennial Calendar that has been provided in the
brochure.
Decorative Art Exhibit - Felderman reported on a request for an exhibit
to be held in the Library in September 2002. Gullikson reported that the
Library would host the decorative art exhibit with the exhibitor
responsible for any costs incurred for a private reception and public open
house.
"Ploved to approve of the Decorative Art Exhibit w/th a private
reception and a public reception and to charge Library Staff to
coordinate the exhibit with the exhibitor,"
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Library Board of Trustees
Minutes of January 24, 2002
Not/on: Fetderman
Second: Smith
Vote: Aye - S,- Nay- 0
Gullikson reported that the Exhibit Policy is due for review by the Library
Board and the Board charged the Relations Committee with this task.
4) Director Search Selection:
"Moved to go into close session in accordance w/th Chapter
21,51(I) State Code of Iowa, 2002 as amended, to evaluate the
professional competency of an individual(s)."
Mot/on: Fe/derman
Second: Shubatt
Vote: Aye - 5/Nay- 0
The Library Board adjourned into closed session at 4:44 p.m. and
re-adjourned into open session at 4:56 p.m.
Felderman reported on the Relations Committee recommendation
to provide a salary wage step increase for Co-Directors Fliegel and
Gullikson.
"Moved to approve a pay step increase from Step A to Step
for Interim Library Co-Directors F/iege/ and Gul/ikson effective
January 1, 2002."
Plot/on; Fe/derman
Second: Smith
Vote: Aye - 5; Nay- 0
The Board requested that the Relations Committee be charged with
developing a letter of appreciation to Fliegel and Gullikson for their
hard work and dedication in filling in as Co-Directors during this
interim period.
B. Operations Committee - Smith:
1) Revenue & Expenditure Financial Reports Summary December 2001 -
Fliegel reviewed the revenue report and reported that book fine revenue
continues to increased slightly compared to FY01 and that non-resident
fees have decreased slightly. Fliegel reported that the Enrich Iowa funds
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Library Board of Trustees
Minutes of January 24, 2002
were received and reported the revenue lines they have impacted.
Fliegel reported that taxable sale items include plastic books bags, cloth
book bags, computer supplies, and lamination. Fliegel reported on a
minor change to the Adult Audio Visual expense to the Monthly Budget
Expenditure Report.
2)
E-Rate Report - Fliegel reported that the E-rate form 471 for funding
year five has been submitted as well as assurance of funding for the
current year.
3)
Ubrary Foundation Report - Smith reported that the Grant Wood
Appraisal Contest is underway and reported on good participation from
community schools. Smith reported on a letter received from a family
attending the Jim Post program at Five Flags and thanking the Library
and Ubrary Foundation for providing these types of high quality
programs. Smith reported that the Foundation is scheduled to meet
following the Board meeting. Smith reported that in conjunction with
the Grant Wood Appraisa/Contest she has scheduled a Children's author,
John Duggleby and co-star Henrietta the live chicken, to provide a
program about Grant Wood on April 28, 2002.
Gullikson reported that Staff reviewed a list of high priority project for
possible Dubuque Racing Association grant submission and agreed to
recommend to the Library Board that the Adult and Children's DVD
Collection project be submitted.
"Noved to approve the Adult/Children's DVD Collect/on project
in the amount of $8,200 be submitted to the Library Foundation for
review and consideration for the Dubuque Racing Association grant."
Notion: Smith
Second: Shubatt
Vote: Aye - 5,- Nay - 0
C. Planning Committee - Shubatt:
Personnel Manual Review - Chapter XVIII. Performance Eva/ua~ons -
Shubatt reported that the Committee has tabled the chapter until its
February meeting so that questions in regard to personnel record keeping
could be investigated with the City Personnel Office. Shubatt reported
providing the Harassment Policy and protocol to City Solicitor Bill Blum for
review,
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Library Board of Trustees
Minutes of January 24, 2002
2) Repo~t on Review of Long Range Plan - Shubatt reported that the
Committee completed its review of Goal C: Improve the Cost
Effectiveness of Providing library Services, and is currently reviewing
Goal D. Increase Part/c/pat/on in Lifeline Learnin9 Opportunities.
Shubatt reported that the Personnel Audit objective has been moved to
FY03 to provide for a new Director to complete this task.
6. Director's Report:
Statistical/Service Reports for December 2001 - Fliegel reported a slight
change to the Adult Services statistical report and gave a summary report of
the statistical reports provided as follows; Ubrary circulaUon has increased
overall, increase in total reference inquiries and exit gate count, the
classified ads line has increased due to the classified ads now being held at
the Circulation Desk. Fliegel reported that the public Internet terminal usage
is constant and usage has continually increased as additional terminals are
added. Smith asked that a percentage change line be added to the statistics
for Internet usage. Smith commented that the reports, including the newest
Circulation report, provide the much-needed information of Library statistics.
Gullikson reported on an interview with Telegraph Herald Editor Erin Coyle
in regard to the increase of Library services that also increase various
Library statistics.
Fliegel reported that the Library's FY03 presentation to the City Hanager is
February 11, 2002 and presented to the City Council on February 25, 2002.
Library Program and Calendar Update - Gullikson reviewed the Library
calendar and provided additional information on the following upcoming
Library programs; 2/2/02 - Centennial Event, F/ne Free Day - Amnesty Day,
4/25/02 - Volunteer Recognition Dinner. Gullikson reported that several
marketing efforts including press releases, bookmarks, brochures, Web page
calendar, posters, newspaper articles, and media interviews have been
utilized to promote all Library programs including the Centennial Events.
Gullikson reported that she would be attending the Disney Leadership and
Customer Service Workshop on February 21, 2002.
C. Personnel Update - Gutlikson reported that interviews for the Circulation
Hail Clerk Page are currently taking place.
7. Communications/Public Comment:
· Gullikson reported that the Library would be receiving 10% of the
sales from the Scholastic Book Fair book sales to purchase materials
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Library Board of Trustees
Minutes of January 24, 2002
from Scholastic. Gullikson reported that the sales from the book sale
totaled $13,114.28 and that ScholasUc would be interested in a future
book sale at the Library.
Gullikson reported receiving a thank you from Loras College's Center
for Dubuque History in regard to the "Then and Now" Centennial
exhibit.
8. "IV/ob'on to adjourn.
tV/ob'on: Fe/derman
~qecond: oCrn/~
I/ore: Aye - ~' Nay - 0
The Board adjourned at 5:29 p.m.
Mary Stromf Board Secretary
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