Minutes_Library Board of Trustees 9 22 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of September 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, September 22, 2016.
Present.• President Jenny Weiss (enters 4:08 p.m.); Vice President Patty
Poggemiller; Secretary Mike Willis (exited 5:19 p.m.); Trustee
Robert Armstrong; Trustee Jon Trotter; Director Susan Henricks
and Recorder Denette Kellogg.
Excused: Trustee Pat Maddux and Trustee Christy Monk
1. Board Vice President Patty Poggemiller called the meeting to order at 4:04 p.m.
"Moved to adopt the meeting agenda of Thursday, September 22,
2016,"
Motion: Willis
Second.• Trotter
Vote; Aye — 4; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, August 25,
2016 and Monday, September 12, 2016.
"Moved to approve the Board Minutes of Thursday, August 25,
2016."
Motion: Willis
Second: Trotter
Vote: Aye — 4; Nay— 0
"Moved to approve the Board Minutes of Monday, September 12,
2016."
Motion: Trotter
Second: Willis
Vote: Aye — 4; Nay— 0
3. Board President's Report:
A. Poggemiller reviewed the Communication with the Dubuque City
Council for August, 2016.
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"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, August 25, 2016.if
Motion: Willis
Second: Trotter
Vote: Aye — 4; Nay— 0
4. Motion to Receive and File Informational Items:
Weiss entered the meeting at 4:08 p.m.
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 FY 2017—The Board reviewed the
operational revenue and expenditure reports. Henricks reported
that the end of August marked 17% of the fiscal year lapsing.
Expenditures were at 16% and revenue at 12% of projections.
2) Library Use Statistics — Henricks reported that the number of
check-outs is down 9% and is most closely associated with
books. Circulations to Dubuque card holders was down 8%
compared to FY 2016 year-to-date. Check-outs to County card
holders is down nearly 12% as expected due to restrictions that
have been in place for a few years. The new branch library in
Asbury has realized an increase in funding, which is reflected in a
stronger collection.
The Summer Reading Program registrations were down this year
by 197. A full 80% of these were represented by students from
three of the four schools located on the west side of town.
Henricks reported that the Library had a pest prevention
inspection today and the building continues to be free from pests,
including bed bugs. At last month's meeting Henricks reported
one reason for the decline of library business could be the
perception by the public of the Library having bed bugs when in
fact, it does not. Henricks reported that while the Library is free
of bed bugs and has a plan in place for pest prevention, there is a
problem with bed bug infestation in the community. Henricks
reported on the significant level of staff time involved in the
prevention process.
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3) Maker Space Project Update — Henricks reported that the Maker
Space schedule is on target for completion by the first week of
October. A construction update meeting was held on September
21 and Board member Christy Monk represented the Operations
Committee at the meeting. Henricks commented that Monk's
experience in construction projects is an asset for this Committee
as she has offered suggestions and recommendations for the
project. Problems or issues reviewed included the sliding drawers
for the computer cabinets that were not done, the need for
ventilation in these same cabinets, the seams in the glass panels
not coming together and being of varying widths. Henricks
reported the study room construction on first floor is moving
forward and is on time.
4) Personnel Update — Henricks reported that three new library
assistants have been hired: David Green and Kevin Mink, who
will focus on working in the Maker Space, and Mark Bowers. Mark
was promoted from the position of clerk and will work in the
Circulation Department. Paula Hardin has joined Library
Administration as the new secretary. Interviews are being planned
to fill the vacancy of a librarian in Adult Services. Henricks
reported receiving her Doctor of Philosophy (Ph.D.) in Managerial
Leadership in the Information Professions from Simmons College,
Boston, Massachusetts. Henricks thanked the Board of Trustees
for their ongoing support during the past five years as she worked
through the program. The Board congratulated Henricks on
earning her doctorate.
5) Dubuque County Library Update — Henricks reporting meeting
with Mike Wright, the Director of the County Library system. Ideas
for collaboration that were discussed included:
• The ability for C-SPL patrons to pick materials up at the
County Library in Asbury.
• The removal of C-SPL restrictions to County residents. If this
resulted in C-SPL subsiding the budget of the County Library
for materials, as has happened in the past, the two directors
would address this and they County would plan to purchase
multiple copies.
• Consideration by the County to change their integrated library
system to Koha, which will allow a shared database.
• Potential for C-SPL to partner for programming.
• Databases and digital materials would not be included for
access or loan.
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Henricks reported implementation of any of these ideas would
raise Library circulation. The Board expressed its willingness to
work with County Library. Weiss inquired about the potential that
lifting restrictions might have on the budget. Henricks will provide
this information to the Board for review. Funds are very tight with
the ongoing struggle to offer new formats within the constraints of
the existing materials budget.
The Board agreed, should the County Library Board agree, to
form a Committee to review steps in moving forward with
collaboration. Henricks will contact the County Library Director in
this regard.
B. Library Comment Cards Received — The Board reviewed the comment card
received and concurred with the responses. Henricks reported on recent
calls and in person visits received in favor of a branch library.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report, Library Use
Statistics, Maker Space Project Report, Personnel Update, Dubuque
County Library Update and Library Comment Card."
Motion: Willis
Second.- Armstrong
Vote: Aye —5; Nay— 0
5. Action Items:
A. Library Expenditures — Henricks provided an itemized report of FY-17
expenditures from August 23 to September 14, 2016.
"Moved to approve Library expenditures for August, 2016."
Motion: Willis
Second: Trotter
Vote: Aye —5; Nay— 0
B. Employee Background Credit Checks — Henricks provided an update on
the City's recommendation to include background credit check in the
hiring process for any new employee that would be in contact with
money in their job. Henricks reported that City Personnel Director
Randy Peck reported that including the credit check is not in and of
itself a judgement but just an additional step in the hiring process,
adding that it would be unlikely to withdraw an offer based on a bad
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credit history. The cost of the background checks is budgeted for in
the City's operational budget. The Board discussed its sole authority
for hiring and firing Library employees.
"Moved to approve the use of the background credit check as a
tool as part of hiring process for all new employees that will be
handling money as part of their job."
Motion; Trotter
Second: Poggemiller
Vote: Aye — 4; Nay— 1 (Poggemiller- believes this is an
evasion of privacy that reaps very little reward.)
C. Addendum to Personnel Manual - Henricks provided a proposed
addendum to the Personnel Manual, Section 19.1: The Work Place
regarding the dress code. The Board reviewed the addendum and
Poggemiller made a suggestion that the word "jumper" be changed to
"jacket".
"Moved to adopt the addendum of the Personnel Manual as
reviewed."
Motion; Trotter
Second: Armstrong
Vote: Aye —5; Nay— 0
D. McCullough Creative: Maker Space Logo — Henricks provided the
proposed design for the Maker Space logo from McCullough Creative.
The Board commented on its approval of the logo design.
"Moved to approve the design for the Maker Space logo."
Motion: Armstrong
Second Trotter
Vote: Aye —5; Nay— 0
Willis exited the meeting at 5:19 p.m.
E. Disposition of the Lending Library Machine — Henricks provided an
updated on the disposition of the Lending Library that was removed
from the Asbury Plaza Hy-Vee due to operational issues, that is now in
storage. The machine, if sold, would not have support to operate,
making the machine as a lending library useless. The vendor, Public
Information Kiosk is only offering $1,500 for the machine. The Board
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discussed the possibility that the machine could be converted to
another type of machine.
"Moved to table the disposition of the Lending Library
Machine."
Motion: Trotter
Second: Armstrong
Vote: Aye — 4; Nay— 0
6. Library Board Adjournment — The Board adjourned at 5:21 p.m.
"Motion to adjourn."
Motion: Weiss
Second. Trotter
Vote: Aye — 4; Nay— 0
C
Michael Willis, Secretary of the Board bate
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