Minutes_Library Board of Trustees 10 27 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of October 27, 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, October 27, 2016.
Present.• Vice President Patty Poggemiller; Secretary Mike Willis; Trustee
Robert Armstrong; Trustee Pat Maddux; Trustee Christy Monk;
Trustee Jon Trotter; Director Susan Henricks and Recorder
Denette Kellogg.
Excused: President Jenny Weiss
1. Board Vice President Patty Poggemiller called the meeting to order at 4:11 p.m.
"Moved to adopt the meeting agenda of Thursday, October 27,
2016."
Motion: Willis
Second: Maddux
Vote: Aye — 6; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, September
22, 2016.
"Moved to approve the Board Minutes of Thursday, September 22,
2016 with changing the word "evasion*"'to "invasion""on page 5,
action item 5.B. last sentence."
Motion: Monk
Second: Trotter
Vote: Aye — 6; Nay— 0
3. Board President's Report:
A. Poggemiller reviewed the Communication with the Dubuque City
Council for September, 2016.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, September 22, 2016."
Motion: Willis
Second: Maddux
Vote: Aye — 6; Nay— 0
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4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update
1) Library Financial Report FY 2017— The Board reviewed the
operational revenue and expenditure reports. September closed
the first quarter of fiscal year 2017, with 25% of the year lapsing.
Expenditures were at 25% and revenue generated was at 19% of
projections.
2) Library Use Statistics — Henricks reported that the number of
check-outs is down 9% with an increase in downloadable
materials of 13% compared year-to-date to 2015.
Henricks reported on two concerns and will meet with city staff
and the City Manager to further discuss the issues. One is the
concern regarding bed bugs as an increasing problem in the
community. Secondly, the cross walk at 11th and Bluff where two
patrons have been hit when crossing the street. The intersection
has been an ongoing safety concern.
3) Maker Space Project Report — Henricks reported that the Maker
Space schedule is on target for completion with a few remaining
items on the punch list. Plans are to open the room in the next
few weeks.
The Board reviewed and confirmed their approval of the tag line,
"enter, imagine and create" for the Maker Space. Henricks
reported the wording on the cabinetry by the Maker Space room
is slightly different with "design, create and make".
Henricks reported the successful "How-To Festival" at the Iowa
Library Association reception held at the Library on October 12,
2016 highlighting the nearly completed Maker Space. Discussion
was held regarding the date for Grand Opening of the Maker
Space. January 21 , 2017 was confirmed for the Grand Opening
with plans for a ribbon cutting, live radio broadcast and a "How-To
Festival" of activities. The Board discussed the private after-hours
reception for donors that will take place on a Friday evening in
January 2017.
4) County Library Collaboration Update — Henricks reported the
Dubuque County Library System Board of Trustees agreed to
meet with a C-SPL subcommittee to further discuss collaboration
in the delivery of Library Services. The first meeting will be
scheduled when subcommittee members have been appointed.
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5) Energy Audit Report— Henricks reported that in October the
Library was recertified as a Petal Project building. Also, during
this month an energy audit was completed with the Library doing
very well. A comparison chart was provided. A few areas of
improvement included changing to LED lights at the library
entrances and a FY-18 Improvement Package (IP) will be
submitted for this project.
6) Telegraph Herald (TH) Archives Update — Henricks reported that
the TH digital archives project is moving forward with a soft
launch planned in the next few weeks. The TH and the Library
will work together in the marketing and promotion of this joint
project.
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, Library Use
Statistics, Maker Space Project Report, County Library Collaboration
Update, Energy Audit Report, Telegraph Herald(TH)Archives
Update and Library Comment Card."
Motion: Willis
Second: Maddux
Vote: Aye — 6; Nay— 0
5. Action Items:
A. Library Expenditures — Henricks provided an itemized report of FY-17
expenditures from September 20 to October 19, 2016.
"Moved to approve Library expenditures for September 20
through October 19, 2016."
Motion: Maddux
Second: Armstrong
Vote: Aye — 6; Nay— 0
B. Approval of FY-18 Budget Request — Henricks reported on the Library's
budget request for Capital Improvement Projects (CIPs), Decision
Improvement Packages (IPs) and the Maintenance Level budget that
includes computer equipment replacement and general equipment
replacement. The Library submitted three CIPs that included two
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approved projects that have increased in cost —the historic building
steps at $11,098 and a generator at $60,000. A new CIP was
submitted to replace the water piping in the basement for $85,590.
Henricks reviewed the proposed IPs as follows: a community survey,
computer equipment replacement, e-Books, early literacy support,
youth services speakers to expand summer reading program
performances, expansion of the book club outreach, increase in the
Adult Services speaker/program line for author events, books for
attendees to book discussion groups and replacement of exterior lights
with LED. Discussion took place about the Library survey conducted in
2012 and Board members stressed the need for a survey that
produces the results needed. Suggestion to keep questions that list
specific options and identify community needs were discussed.
"Moved to approve the Library s FY 2018 Budget Request."
Motion: Willis
Second. Armstrong
Vote: Aye – 6; Nay– 0
C. Addendum to Personnel Manual - Henricks reported the need to revise
the recent addendum to the Personnel Manual, Section 19.1: The
Work Place regarding the dress code. The Board reviewed the
addendum, suggested a change to B. for easier readability.
"Moved to adopt the revised addendum #1 of the Personnel
Manual as reviewed."
Motion: Trotter
Second. Willis
Vote: Aye – 6; Nay– 0
D. Disposition of the Lending Library Machine – The Board discussed
options for disposition of the lending library machine. The option of
repurposing the machine was discussed.
"Moved to meet with staff for alternate use ideas, should no
viable use be found, return the machine to the manufacturer for
$1,,500,00.11
Motion: Willis
Second: Maddux
Vote: Aye – 6; Nay– 0
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6. Communication/Public Comment — Henricks invited the Board to shop at the
Friends of the Library book sale at the Library today through Saturday, October,
29, 2016. All proceeds from the sale directly benefit the Library through various
project requests to enhance library services.
7. Library Board Adjournment — The Board adjourned at 5:34 p.m.
"Motion to adjourn."
Motion: Willis
Second. Maddux
Vote: Aye — 6; Nay— 0
i7ol 0
Michael Willis, Secretary of the Board Date
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