Minutes Library 2 28 02 Carnegie-Stout Public Library
Board of Trustee's
Meeting Minutes of Thursday, February 28th, 2002
The Board of Trustees of the Carnegie-Stout Public Ubrary (C-SPL) met in the
Library Board Room at 4:00 p.m., Thursday, February 28u~, 2002.
Present: President Kevin Lynch; Vice President Kristen Smith; Board
Secretary Mary Strom; Trustee .lack Felderman; Trustee Sue
Lindsay; Trustee Michael Shubatt; Trustee Tom Tully; Director
Susan Henricks; Tnterim Library Co-Director Deb Fliegel; Library
Co-Director ]ean Gullikson; and Recorder Denette Kellogg.
Public Present: Ken Davenport, Northeast Iowa Library Service Area
Lynch called the meeting to order at 4:02 p.m.
"Ploved to adopt the meeting agenda of February 28~, 2002 with the
addiUon of a Relations Committee agenda.item 5.A. 6) Request for Library
Space Use for City Po/ling."
I~ot/on: Strom
Second: Felderman
Vote: Aye - Z; Nay - 0
The Board welcomed new Library Director Susan Henricks and reported that a
welcome reception for Henricks was held in the Library's rotunda prior to the
Board meeting.
2. Library Board of Trustees' Board minutes:
"Ploved to adopt the minutes of the Library Board of Trustee's
meeting held January 2,t, 2002."
i~ob'on: Tully
Second: Strom
Vote: Aye - Z; Nay- 0
Board Correspondence - Lynch reported on the six comment cards received.
Strom asked if all comment cards received are provided to the Board for review
and Gullikson reported that all comment cards do come to the Board along with
the response from Staff.
Library Board of Trustees
Minutes of Febraary 28, 2002
4. President's Report:
Library Safety and Security/Patron Behavior - Lynch reported on an incident
with a thirteen year-old patron, who was viewing a pornographic site with a
privacy screen in place, masturbating in the Adult Services Public Internet
room. Lynch reported that the Police were called and the individual was
removed from the Library. Fliegel reported that a letter banning the
individual from the Library Internet terminals for one year and from the
Library for six months was sent to the parents of the minor. Fliegel reported
on the daily hands-on occurrences between staff and patrons in regard to
patron behavior. Lynch reiterated the need for additional security measures
to be put in place. The Board discussed procedures for handling incidents of
various degrees and laws regarding access to obscene materials. Henricks
reported, the Board concurred, that Henricks should revise the Library's
Patron Behavior Policy for Board review and develop administrative
procedures for staff to use as a guideline when handling the various patron
behavior problems.
Walton Trust - Lynch reported on the receipt of a letter from the estate of
the deceased Joseph W. Walton naming the Library as a beneficiary in Mr.
Walton's will. Lynch reported that in accordance with the will, the Library is
scheduled to receive $20,000. Lynch requested that a letter of thanks be
sent to the estate now and at the actual time of receipt of the funds. The
Board reported on the possible use of funds including the Library's
renovation project. The Board reported the need for the next step, raising
the funds, for the Library renovation project to move forward, The Board
agreed that the Library Foundation should be informed of the project and
the possible interest the Foundation would have into helping with a
fundraising campaign, including a possible meeting with the Board and
Foundation along with a briefing by the architect at that meeting. The
Board charged Henricks with this task.
Committee Reports:
A. Relations Committee - Felderman:
1) Friends of the Library Report - Gullikson reported that the Friends Board
met in February and approved the Dubuque Racing Association (DRA)
grant submission of the Internet Scheduling Project, which has been
submitted. Felderman reported on the Friend's new Board listing.
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Library Board of Trustees
Minutes of February 28, 2002
2)
3)
4)
Art Sub-Committee Report - Felderman reported that the Centennial art
print being developed for the Library Artist Art Geisert at the cost of
$1000, as previously approved by the Board. Gullikson reported that
print would be unveiled at the Centennial event scheduled for June 15,
2002 with prints available for purchase and signing by the artist.
Felderman reported on the re-initiation of the art audit/inventory with
Library Page Ry Meyer, Clarke College Student, conducting the
audit/inventory with technical guidance from Art Sub-Committee
members Edmund Vandermillen and Nelson Britt (Dubuque Art Museum
Director) and supervision by Library Administration.
Felderman reported on the decorative art exhibit to be held in the Library
in September 2002 and reported on the Sub-Committee's
recommendation of a time frame for the display of two-weeks. Gullikson
reported that the Library would need to ensure that the Ubrary is
covered by dram shop coverage for wine and beer to be served at the
private reception for this event. Gutlikson reported that the exhibitor has
agreed to incur all costs related to the exhibit.
"Moved to approve a two-week time per/od for the Decora~ve
Art Exhibit schedu/ed to begin September 13, 2002 with a private
recept/'on and approva/ of wine and beer to be served at the private
reception."
Mot/on: Felderman
Second: St~om
Vote: Aye - 7; Nay- 0
Centennial Subcommittee Report - Gullikson reported that Library'S own
artwork exhibit has been rescheduled for spdng 2003. Felderman
reported that the Art Sub-Committee would be providing assistance with
this exhibit. Gullikson reported on the well-received recent Centennial
events including the Dubuque Authors @ Your Library program series,
John Steinbeck Book Discussion program series, and Amnesty Day, Fine
Free Day, February 1, 2002 at the Library.
Volunteer Recognition and Service - Felderman reported on the
Committee's review of volunteer recognition and service. Felderman
reported on the various recognition activities now provided to volunteers
and the Committee's recommendation that the Library Director continue
to evaluate the activities with the Volunteer Coordinator and recommend
changes as needed to the Library Board. The Board agreed that Library
volunteers are critical to staff and the Library for helping to accomplish
Library Board of Trustees
Minutes of February 28, 2002
the high level of services that the Library continues to provide.
5) Interim Co-Director's Administrative Review of Service - Felderman
reported on developing a letter of review and appreciation to Gullikson
and Fliegel dudng their time as Intedm Co-Directors.
"Moved to approve as a Board, /ts thanks to Co-Inte~fm
D/rectors Jean Gu/likson and Deborah Fliege/ for their service to and
job we//done for the Library during the interim period of hiring of
new D/rector."
Motion: Fe/derman
Second: Sm/th
Vote: Aye - 7; Nay - O
6)
Request for Library Space Use for City Polling - Felderman briefed
the Library Board on a request from Dubuque County Deputy
Commissioner of Elections Tom O'Neill for the Library to become a
precinct-polling site. Tully reported on the newly formed precinct
with the Library being the only public building in that precinct. The
Committee provided a draft letter of response to the Commissioner
outlining limitations that the Library has including parking
availability, staff implications, and responsibility for set up and
signage, and the possible future Library renovation that could
decrease space availability in the Library.
"Moved to approve of the letter of response developed by the
Relations Committee to the Dubuque County Auditor's Office
regarding/ts request for the considerab'on for the Library to become
a precinct po/ling location
Motion: Fe/derman
Second: Strom
Vote: Aye - Z; Nay - 0
The Board reported on the lack of handicapped parking for the
patron load the Library currently has. Henricks reported that she
would evaluate the lack of handicapped parking with the Parking
Services Department and report back to the Board.
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Library Board of Trustees
Minutes of February 28, 2002
B. Operations Committee - Smith:
1) Revenue & Expenditure Financial Reports Summary January 2002 -
Smith reported that revenue and expenditures are in line with budgeting
figures.
2) Techology Update:
a)
Kiosk CTP - Fliegel reported that a 50% down payment on the kiosk has
been issued to the vendor and that screen design options are currently
being selected by the Coordinators for the kiosk.
b)
Internet Access Procedures - Fliegel reported that the Library was
notified that it would be losing its free MWC! Tnternet access. Fliegel
reported investigating several Jnternet access options and
recommended providing access over the ICN hosted by STLO at a
cost of approximately $500 a month. Fliegel reported that she
notified City Administrative Assistant Pauline .loyce of the
unanticipated budget expenditure. Fliegel reported that she would
work with Henricks on proceeding with a new Internet provider.
3)
FY-03 Budget Update Fliegel reported on the Ubrary's budget
presentation to the City Council held Monday, February 25, 2002 at 6:15
p.m. Lynch reported on the Council's note of interest in the Americorp
Worker Improvement Package request. The Board asked that Staff
continue to investigate this possible funding item. The Board thanked
Staff for their hard work in efforts in preparation of the Ubrary's FY03
budget and budget presentation.
4)
Library Foundation Report - Smith reported that the Foundation's last
meeting was ]anuary 24, 2002. Smith reported that Grant Wood Appraisal
Contest is moving forward with good participation from community schools
and reported on the Dubuque Community Schools web site outlining the
contest. Gullikson reported on a scaled back fundraising campaign this
year. Smith reported that the Foundation is reviewing its endowment fund
opportunities.
C. Planning Committee - Strom:
1) Personnel Manual Review - Chapter XVIII, XIX, and XX - Strom reviewed
the revisions to the chapters and reported on the Committee's
recommendation to approve the chapters provided.
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Library Board of Trustees
Minutes of February 28, 2002
"P loved to adopt the Chapter XVIII, Xl~, end II of the
Per$onnel Planua/, with final revision of the complete manual to be
brought back to the Library for approval."
Not~on: Tu//y
Second: Shubatt
Vote: Aye - Z; Nay- 0
Strom reported on the expertise from Shubatt to which helped facilitate
the needed revisions. Strom also reported that the Chapters are in line
with City policies and procedures and have been reviewed by City
Attorney Barry Lindahl.
2) Report on Review of Long Range Plan - Strom reported on the
Committee's continued review of the Ubrary's Long Range Plan.
Felderman asked that the Committee include the Library's renovation
project in the plan.
6. Director's Report:
Az
Schedule - Hendcks reported on upcoming meeting date that she is pre-
committed to as approved by the Library Board upon hiring. The Board
asked that Henricks use discretion when taking off days, using accrued days
available or making up time that she is requesting to be off.
Hendcks reported on the upcoming Legislative Day and on her memo dated
February 18, 2002 to the Board which outlines state funding available to
libraries and the need for contacting legislatures as to the continued need
for funding.
Statistical/Service Reports for January 2002 - In addition to the reports
provided Fliegel reported that Open Access, Intemet usage, Children's
reference questions, and Circulation is up. Fliegel reported on revisions to
the Adult Services and Children's Services statistical reports.
Library Program and Calendar Update - Gullikson reviewed the Library
calendar and provided additional information on the following upcoming
Library programs; April 9, 2002 there will be no evening family Story Time.
The Volunteer Recognition Dinner is scheduled for April 25, 2002.
Felderman suggested that information on Library's events be forwarded to
the What's Happen~rig column in the Telegraph Herald.
D. Personnel Update - Gullikson reported that Stephen Schmieder has been
hired as the new Circulation Mail Clerk Page.
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Library Board of Trustees
Minutes of February 28, 2002
7. Communications/Public Comment:
Lynch welcomed Assistant Administrator of Northeast Iowa Library
Service Area Ken Davenport. Davenport reported on the services that
are provided to libraries in the service area.
8. "/riot~on to adjourn.
Motion: Felderman
Second; Shubatt
Vote; Aye - Z; Nay - 0
The Board adjourned at 5:53 p.m.
Mary Strom, Board Secretary
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