Minutes_Library Board of Trustees 11 17 16 r
Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of November 17, 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, November 17, 2016.
Present.- President Jenny Weiss; Vice President Patty Poggemiller;
Secretary Mike Willis; Trustee Robert Armstrong; Trustee Pat
Maddux; Trustee Christy Monk; Trustee Jon Trotter (arrived at
4:03 p.m.); Director Susan Henricks and Recorder Denette
Kellogg.
1. Board President Jenny Weiss called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of Thursday, November 17,
2016."
Motion: Willis
Second: Armstrong
Vote: Aye - 6; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, October 27,
2016.
"Moved to approve the Board Minutes of Thursday, October 27,
2016."
Motion: Poggemiller
Second. Maddux
Vote: Aye — 6; Nay— 0
3. Board President's Report:
— Poggemiller reviewed the Communication with the Dubuque City
Council for October, 2016.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, October, 2016.it
Motion: Maddux
Second: Armstrong
Vote: Aye — 6; Nay— 0
4. Motion to Receive and File Informational Items:
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A. Library Director's Report Summary and Update: (Trotter entered the
meeting at 4:03 p.m.)
1) Library Financial Report FY 2017— The Board reviewed the
operational revenue and expenditure reports. October marks 33%
of the fiscal year lapsing. Expenditures were at 32% and revenue
was at 23% of projections. The earnings for the Gift Trust Report
were not available at the time of this summary, but will be
presented at the Board meeting.
Henricks reported that the budget hearing with the City Manager
is scheduled for Friday, November 18. The Library has been
encouraged to submit Capital Improvement Projects (CIPS) for
the ongoing renovation issues because the funds that were
previously available for the renovation were used by the City.
Weiss reviewed in detail the meeting she and Henricks attended
with the City Manager, Budget Directors, and Steve Sampson
Brown from City Engineering on this topic including funds raised
and those used from Trust Funds, moneys that were remaining,
the sale of the Heade painting, and minutes from both Library
Board and City Council meetings that verified that the gift funds
would be replenished. The Board agreed to review this item after
the FY-17 budget process is completed, and to draft a letter to
the City staff to review and confirm the restoration of funds to the
Gift Trusts.
2) Library Use Statistics — Henricks reported that number of items
checked out in October decreased 7% compared to the previous
year.
3) Maker Space Project Report — Henricks reported the Maker
Space officially opened for business on Monday, November 14.
This soft opening provides an opportunity for staff to become
accustomed to working with people in the area and evaluate how
the existing procedures meet the needs of the space. Advertising
will increase and culminate with the Grand Opening of the space
on January 21 , 2017. Grand opening activities include Radio
Dubuque with live broadcasts from 10:00 to Noon at the library
across their four stations, as well as broadcast promotional ads
the week before leading up to the event. Library staff are
preparing a "How-To-Festival" to link do-it-yourself activities with
this space as well as the many possibilities for creativity. Events
will be held on the three floors of the library and include topics
such as how to build a computer, how to use a Raspberry Pi, how
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to use a button-maker, how to sew a drawstring bag, how to use
Tutor.com, how to use the digital Telegraph Herald database, how
to use a 3D printer, how to use a green screen, and many more
activities.
The private reception to honor donors is tentatively planned for
Friday evening, January 20, 2017 after hours.
4) County Library Collaboration Update — Henricks reported that
County Library Partnership Subcommittee of the Board, which
includes Patty Poggemiller and Mike Willis, will meet on Monday,
November 28 with two subcommittee members of the County
Library System. These members are Jeff Goldsmith and Tom
Bechen. A report will be given at the December board meeting.
5) Telegraph Herald (TH) Archives Update — Henricks reported that
the TH digital archives project debuted on Wednesday, November
9, 2016. The database is accessible with a library card. After
clicking on the "research" tab near the top of the Library's home
page, it will appear alphabetically among the list of digital
resources.
6) Disposition of the Lending Library - Henricks reported that per the
Board's direction several ideas were discussed by supervisors
regarding the lending library but each required a significant
investment of staff time, mostly in programming. Space was also
a serious consideration. By the end of the discussion it was
unanimous to return the machine to the vendor. Review of prices
on eBay for the machine was much less than what the Library
would receive returning it to the vendor. The Board agreed to
return the machine to the vendor for $1,500 and this money to be
used to enhance Library services.
7) December Board Meeting — Henricks reminded the Board
members of the Board of Trustees Holiday Reception for all
library staff and volunteers from 2:00 p.m. to 4:00 p.m. on
Thursday, December 15, 2016 just prior to the Board meeting.
8) Staff Development Day Follow-up - Henricks provided a
summary report of the Staff Development Day evaluation forms.
Overall positive feedback was received from staff for both the
Active Shooter Training and the Customer Service Training
sessions.
B. Library Comment Cards Received —The Board reviewed the comment card
received and concurred with the response.
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"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, Telegraph Herald(TH)Archives Update; Disposition of the
Lending Library; December Board Meeting; Staff Development Day
Follow-up and Library Comment Card."
Motion: Willis
Second: Maddux
Vote: Aye - 7; Nay- 0
5. Action Items:
Library Expenditures - Henricks provided an itemized report of FY-17
expenditures from October 20 to November 9, 2016.
"Moved to approve Library expenditures for October 20 to
November 9, 2016."
Motion: Armstrong
Second: Maddux
Vote: Aye - 7; Nay- 0
6. Communication/Public Comment — The Board was provided an update on the
Library owned Heade painting, titled Still Life with Red Roses Hirschl and Adler
galleries in New York, New York currently has the artwork for sale for the Library
and provided correspondence reporting that it continues to offer the artwork for
sale with no active offers on the piece. Willis suggested that the artwork come
back to the Library to be displayed. The Board agreed to review this option and
Henricks will report back with any associated costs like insurance, shipping and
handling.
7. Library Board Adjournment — The Board adjourned at 4:45 p.m.
"Motion to adjourn."
Motion: Armstrong
Second: Willis
Vote: Aye — 7; Nay— 0
Michael Willis, Secretary of the Board Date
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"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, Telegraph Herald(TH)Archives Update; Disposition of the
Lending Library; December Board Meeting; Staff Development Day
Follow-up and Library Comment Card."
Motion: Willis
Second: Maddux
Vote: Aye - 7; Nay— 0
5. Action Items:
— Library Expenditures — Henricks provided an itemized report of FY-17
expenditures from October 20 to November 9, 2016.
"Moved to appro ve Library expenditures for October 20 to
November 9, 2016."
Motion: Armstrong
Second: Maddux
Vote: Aye — 7; Nay— 0
6. Communication/Public Comment —The Board was provided an update on the
Library owned Heade painting, titled Still Life with Red Roses Hirschl and Adler
galleries in New York, New York currently has the artwork for sale for the Library
and provided correspondence reporting that it continues to offer the artwork for
sale with no active offers on the piece. Willis suggested that the artwork come
back to the Library to be displayed. The Board agreed to review this option and
Henricks will report back with any associated costs like insurance, shipping and
handling.
7. Library Board Adjournment — The Board adjourned at 4:45 p.m.
"Motion to adjourn."
Motion: Armstrong
Second: Willis
Vote: Aye — 7; Nay— 0
VAlu"��
Michael Willis, Secretary of the Board Date
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