Minutes
Coralville Public Library Board of Trustees
October 3rd, 2007
 

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

President Hatz called the meeting to order at 6:05.

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

The Board considered the minutes of the September 5th meeting. Martin moved that they be approved as presented, Jones seconded. The motion passed unanimously.

The Board considered the bills for September. Galstad pointed out that she has registered for some Dynix training, and that ILA registrations are on this bill list. Jones moved the bills be approved, Epley seconded. The motion passed unanimously.

The Board considered appointment of a Budget Committee for FY2009. Hatz appointed Jones, Martin, and Cretzmeyer. Galstad has not received any budget information from Terry Kaeding yet, but will let the committee know when she does.

Epley gave a report from the Friends. The Friends are putting together a display at the Johnson County Historical Society for the welcoming reception Wednesday evening of ILA. They would still like to have a book sale in December.

There was no report from the Foundation.

Galstad gave the monthly Director’s Report:

• Statistics:
  Meeting room use statistics have changed, as there are no longer non-library meetings scheduled. Construction meetings are being held in the library, as there is no longer a construction trailer on site. Wee Read is now being held at City Hall in the Council Chambers. Members of the City Hall staff have been very hospitable.
  Circulation was down about 2% from a year ago. People entering the library was down about 8%. Internet use was up 11%.
  Galstad also pointed out the number of withdrawn materials. Staff have been focusing on this in preparation of tagging items for RFID soon.
• Budget:
  We received a $350 check from the Optimists Club of Coralville, which will show up on next month’s report. This goes to Children’s Services to purchase some series books.
• Construction:
  The air handlers were shut off last week. It was 92 degrees back in the server room last Friday, and Teri and Dale moved the servers to City Hall. A portable air conditioner was added back by the server room. Epley asked about the disputed change order that was mentioned in last month’s minutes. Galstad told her that the she and the city are still figuring out with Neumann Monson who is paying for what. Galstad and library staff are completing the paperwork needed to proceed with RFID. Galstad is setting up a meeting with Dale Merrill and the Sculpture committee to discuss concepts. Jones asked about how the fits into the project budget. Galstad explained that within the CAT grant was $250,000 for public art and landscaping. Other art and landscaping costs were deducted, and left $100,000 to commission this. Hampe and Mike Jorgensen also applied for an Iowa Arts Council grant, which would go toward the sculpture, too. They also applied for a Coralville Community Fund grant and will turn in an application to the Johnson County Foundation.
• Coffee Shop:
  The Public Hearing for the coffee shop lease is on the City Council agenda for next Tuesday. Galstad is meeting with Kevin Olson tomorrow about this.
• Meetings:
  ILA ~ Galstad has been meeting with Marriott staff a lot. Registration is now over 900. Lundell mentioned that Brown Deer has 350 chairs that may be available. Galstad invited Board members to the Exhibit Opening next Wednesday at 3:30, to the Welcome Reception which is Wednesday evening from 7-9 at the Johnson County Historical Society and to the Opening General Session at 9:00 on Thursday morning. Lundell asked why registration is so high. Galstad explained that in addition to this being a very librarian-rich area of Iowa, there is a Gates Foundation funded program prior to the conference which has 180 attendees. The grant is paying for their ILA registration and housing. Galstad reported to City Council on the 25th. She passed out the Annual Report highlights to the Board, which she presented to City Council. Galstad pointed out some statistics from it: North Liberty residents account for 3.5% of total circulation Iowa City residents account for 18% of total circulation (this is down a bit) Circulation to Coralville residents was up a bit The number of circulations to rural residents was down a bit, but the percentage of total circ that is to rural residents is up a bit. Circulation to Tiffin residents was way up ~ Galstad expressed concern that the city of Tiffin is not putting the necessary resources into the public portion of their library. Galstad reported the best guess for Summer Reading Program numbers: Kids: 1703 registered, 1160 completed Teens: 464 registered, 241 completed Adult: 416 registered, 213 completed Total: 2613 registered (2675 last year)

Other Business:
Epley asked about the discussion of being open on Sundays that took place at the last board meeting. Galstad said she will put together cost projections.

Hatz mentioned that she and Galstad are still finding a time to get Galstad’s evaluation done.

Epley asked about the stack movers. Galstad is waiting to hear dimensions of the building from the architects to make sure there is a tall enough path to be able to move the stacks on a stack mover. We have an estimate from Jones Library Sales without the stack movers, and will most likely use their moving services either way. Martin asked if there was a floor plan for being in the new space during renovation. Galstad said there is a preliminary plan and it is being finalized.

Lundell mentioned that Jean Schnake’s father passed away.


The next Board meeting will be on November 7th.

Hatz adjourned the meeting at approximately 6:40 p.m.

Respectfully submitted,
Ellen Hampe
Assistant Library Director
(Subject to approval at the Wednesday, November 7th, 2007 meeting.)