Minutes
Coralville Public Library Board of Trustees
March 4th, 2008 and March 18th, 2008 (below)

Present: X. Cretzmeyer, Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director), John Lundell (Coralville City Council Representative), Jenni Stumpff (UI journalism student), Royce Peterson & Norm Reisetter (visitors from the Carpenter’s Local 1260 union).
Absent: Julie Pulkrabek, Jim Smith.

President Hatz called the meeting to order at 6:00. She introduced Jenni Stumpff, who was there to cover a public meeting for a UI class.

The Board considered approval of the agenda. Jones moved the agenda be approved. Martin seconded. The motion passed unanimously.

The Board considered the minutes of the February 12th meeting. Martin moved that they be approved as presented, Hatz seconded. The motion passed unanimously.

The Board considered the bills for February. Jones moved the bills be approved, Cretzmeyer seconded. The motion passed unanimously.

The Board reviewed the building project budget and expenditures to date. Galstad has been meeting with Kaeding and Hayworth. The furniture bids for Phase 2 came back, and the full bid was under the budgeted amount. $166,000 is being moved from the furnishings budget, which will cover overages. There was some discussion of architectural fees associated with change orders (8.1% plus their time), and Galstad told the board that while the interiors fees were estimated at $52,000, they’re now up to $80,000. Galstad will talk with Neumann Monson about the architectural fees. Jones asked if there are still issues with the bottom line. Galstad said we are currently in the black, but will have to watch carefully. Lundell suggested that the board could ask a representative from Neumann Monson to the next board meeting.

Cretzmeyer asked if the walk-throughs of the building will be done in phases. Galstad said there will be a final walkthrough of the new construction at the end of the entire project. Warranties will begin once we own the whole building.
Epley asked about the floor fan that was in the periodicals area recently. Galstad reported that there have recently been leaks because of ice dams on the roof. It has been proposed that thermal heat tape be applied in areas, but this cannot be done until the ice is gone. Epley also asked if there is anything stopping ice from sliding off the roof, Galstad said that there will be snow guards put on, and the construction crew has been trying to knock the ice that’s there down. Epley also asked about the status of the drive up book drop. Architects are still working on refining the design, right now a car cannot get close enough for the driver to reach the drops. They think they have a fix that will work, but need the snow to melt in order to test it.
Hatz mentioned that the handicapped parking spaces are too close together; Galstad said she would look into this.

Hatz appointed a Volunteer Service Award Committee: Martin, Jones, and Cretzmeyer will work on it. The Friends have not yet set their annual meeting, but this committee can convene right before the April Board meeting to discuss any nominations.

Epley gave a report from the Friends. The last book sale raised around $2000. People seemed to really appreciate that they had a book sale. The Friends are enjoying their new storage room. The Annual meeting will be sometime after the April Board Meeting.

The Foundation has not met, but Galstad showed the Board sample bricks for the donor wall. There are 4 levels of giving, and the bottom tier may be split into two colors just for contrast.

Galstad gave the monthly Director’s Report:

• Statistics:
  We still don’t have a counter at the door.
  Circulation was up 15% over last year. There was one day we had to close early because of the weather.
• Construction project, etc.:
  We will close March 31st through April 2nd for installation of the sculpture footings. The next Board meeting would have been April 1st; the Board agreed to move it to April 8th.
  A representative from ITG will be here the week of April 14th in order to get the self check stations and the RFID gates going. Tagging of materials is going well.
  We are having trouble with the book drop getting too full on Sundays again, since the drive up drop cannot be used yet.
  Galstad is still looking toward May 31st for the Grand Opening. Beth Epley will be coming that day to do a story time, and activities will probably be extended into the next week, with Summer Reading Program kickoffs that week. The Foundation board has been talking about a special donor grand opening.
  Galstad has lined up Ken Jones and his crew for the week of May 19th, and has a call in to Hallett Movers about renting the stack movers again that week. Some terrazzo repairs will be made during this closure, and the sculpture will be installed.
  Galstad reported that Pulkrabek contacted the Linn County REC, and they have agreed to donate to the project.
• Other:
  WARM ended last week. There were 200 adults registered for it, 126 completed and 95 read a “leap book.”
  Children’s Services staff have changed their Monday evening routine, they are now doing a family program the first Monday night of each month, and calling them Marvelous Mondays. Last night, they had area principals reading to kids, and had a great turnout. The goal is to have more school-aged kids at these programs.
  Lundell asked about the coffee shop. Galstad reported that she sent out six RFPs, with a return deadline of March 17th. We have had a few people express interest. Galstad said the board will recommend a vendor to City Council.
  Jones asked about the cornerstone. Galstad said that the old one has already been relocated, and that the Masons would like to have another ceremony. Jones also asked about the brass plaque that hung at the entry way , and there was discussion about how something like this would be handled with this building.

Lundell reported that the public hearing on the budget is scheduled for one week from tonight.

Royce Peterson & Norm Reisetter had some questions about what Galstad has been told about the cause of the terrazzo cracking. They expressed concern that the building might be settling. They had various other questions about construction and costs.

Hatz adjourned the meeting at approximately 7:04 p.m.

Respectfully submitted,
Ellen Hampe
Assistant Library Director
(Subject to approval at the Tuesday, April 8th, 2008 meeting.)

Minutes
Coralville Public Library Board of Trustees
March 18th, 2008

Present: X. Cretzmeyer, Donna Epley, Deborah Hatz, Lisa Martin, Jim Smith, Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent: Keith Jones, Julie Pulkrabek, John Lundell (City Council Representative).


President Hatz called the meeting to order at 6:03.

The Board considered the proposals received for the Coffee Shop area of the expanded library. After some discussion, it was decided that both groups would be invited to discuss their proposals next Tuesday evening (March 25th), which will also be the next monthly business meeting of the Board.

There was some discussion of outstanding construction issues and change orders.

Galstad gave a letter of recommendation to the Pat Dee Award committee. The Friends Annual meeting is scheduled for April 10th.

Hatz adjourned the meeting at approximately 6:35 p.m.

Respectfully submitted,
Ellen Hampe
Assistant Library Director
(Subject to approval at the Tuesday, March 25th, 2008 meeting.)