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Minutes_Library Board of Trustees 2 22 18 Copyrighted May 7, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: Cable TV Commission of 5/2; City Council Proceedings of 4/16, 4/23, 4/30; Civil Service Commission of 4/26; Historic Preservation of 4/19; Investment Oversight Advisory Commission of 4/25; Library Board of Trustees of 2/22; Zoning Board of Adjustment of 4/26; Proof of Publication for City Council Proceedings of 4/2, 4/16, 4/23; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 3/31. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type Cable N Commission Minutes of 5/2/18 Supporting Documentation City Council Proceedings of 4/16/18 Supporting Documentation City Council Proceedings of 4/23/18 Supporting Documentation City Council Proceedings of 4/30/18 Supporting Documentation Civil Service Minutes of 4/26/18 Supporting Documentation Historic Preservation Commission Minutes of 4/19/18 Supporting Documentation InvestmentOversightAdvisory Commission Minutesof Supporting Documentation 4/24/18 Library Board of Trustees Minutes of 2/22/18 Supporting Documentation Zoning Board of Adjustment Minutes of 4/26/18 Supporting Documentation Proof of Publication for City Council Proceedings Supporting Documentation 4/2/18 Proof of Publication for City Council Proceedings of Supporting Documentation 4/16/18 Proof of Publication for City Council Proceedings of Supporting Documentation 4/23/18 Proof of Publication for List of Claims/Summary of Supporting Documentation Revenues ME 3/31 � , � a i i , � I � ; � Ca rne i�-Stout Pu bl ic Li bra � rY Board of Trustees Mee�ir� Minut�s of Fei�rua 22 2018 g �'Y � The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the -- Lacy Board Room at 4:00 p.m. on Th�rsday, February 22, 2018. Present: Board President Patty Poggemiller; Board Vice President Christy ' Monk; Board Secretary Pat Maddux; Trustee Robert Armstrong; Trust�e �reg Gorton; Tr�stee Rosemary Kramer; Trust�e Pam �f�llin; Director Susan He�ricks and Recorder Denet�� Kellogg. Guests: Telegr�ph Herafd ��port�r A�ici� Yager. 1. Presi�de�t �a�y Poggemiller c�i�ed tf�e n�eeti�g t� order at 4:04 p.m. "Mo��d t� adopt tl�e rr�eeti�g agenda o�F�6ruary 2Z, 2018." Nlotion: A�mstror�g __ Secor�d: l�ramer �ote: A ye — 7; Nay— 0 2. Approvai of Libr�ry Board of Trustees' Me�ting Mir��t�s of Thursday, January 25, 20�.8.,, "Mo ved to a,�pro ve the Board Minutes of Thursday, .Ianuary 25 20�8," Motion: Gorton Second: Monk f/ote; A ye —7; lVay— 0 3. Board President's Report: - Board Pr�sident Poggemiller reviewed the Communication with the Dubuque City Council for January 25, 2018. "Moved to receive ar�d file the Commur�ication with the Dubu9ue City Council f�om January, 2018." Motion: Maddux Second: Gortor� I/ote: A ye — 7; Nay— 0 4. Motion to Receive and File Informational Items: � 1 A. Library Director's Report Summary and Update: �� ; � � 1) Li bra ry Fi na ncia l Report FY 2017 —The Boa rd reviewed the � 1 operational revenue and expenditure reports. Henricks reported ; fifty-eight percent of the fiscal year has lapsed and expenditures � � were on track at 56%. Revenue coilected was at 67% of ^ � projections. The budget presentation to City Council was � ; February S. The City Manager has recommended funding for � ; , repairs to the limestone modillions on the Carnegie building and ; the second phase of replacing water pipes as capitai � irr�provement projects. The City Manager has r�comr�ended $10,000 in funding for e-books, and the addition of sor�e iPads, � ar� ear�y 1i�eracy comput�r, and a 1ap #op comp�terto the co�puter equipment re�lac�r�er�t schedule, a t�ree-year carry over to ailovv f�r a lar�er SAN s�rver, tvvo ��A compliant t�bies for pubiic use, and a cor�m�nity survey. A review by the �ity �ouncil to r�ecor�sider funding an ad�l� aut}�or progra� is : underway. 2) Libr�ry Use St�tistics — Henricks report�d Library use in .�anu�ry was down in nearly every cat�gory except digit�l mat�rials, v�hich i ncr�ased 14�/0. She has sta rted i nvestigati ng sar�e of the statist�cs r�port�d beca�se the decreases appear too gr�at. A full report will be presented on the r�liability of the statistics gathered at t�e March meeting. Nenricks reported that the pr�ject to put the DVDs in order by title name is underway by Library volunteers and staff. Once they are in order, volunteers who have ��adopted" a letter, will help to maintain them in order. 3) Marketing Update — Henricks provided a summary of the survey conducted by Red Rokk with respor�ses from 832 stakehoiders and the public r�egarding awareness of library services offered and perceptions in order to create a targeted marketing theme. Henricks reported nearly all of the respondents were library users. The Board reviewed the conclusions drawn from the responses. A key theme for r�spondents to use the Library more often was to provide better and more affordable parking and west end access. 4) Facility Update — Henricks reported the backup generator project is substantiafly complete. The new backup genera#or was started today and the response time was nine seconds to transition from no electricity. There is room on the generator for growth and to add other equipment, such as the 3D printers in the Maker Space. The self-check machine in the gallery area of second floor has been moved. The add itional floor space will be well-used when �- 2 't � we have after-hours programs, such as A�t �� your library. New floor boards will be installed soon as holes had been drilled to accorr�modate cables to the self-check machine. The project wiil then be compiete. 5) Technoiogy Upd�te — Henricks reported that the Library has had �- just two new websites since the original one. The first time the site was completely overhauled, the same vendor as the City contracted with, Civic Plus, was selected. The cost at that time was $35,000. Three years ago, Civic Plus provided a "r�fresh," for a cost of$13,940. Civic Plus continues to host the websit�. Libr�ry sta�f can c�ange conter�t, b�t �ot t�e basic template of the sit�e and ha�e becor�e incr�easir�gl� disa�point�d in t�e sit�, w�ich is oft�n criticized. Eac� year, Civ�c Plus is paid $�6,4�0 f�r �osting and "r�aintenance" of the Library's w�b site ev�n as it becomes n�ore dated. The Library's Inforr�at�on T�c�r�ology (�T) depar#�ent �as begun v�orking on dev��oping a new vvebsit� and vvo�ld lik� #o migra�e #o this new sit� during t�e next quarter. G) Frie�ds and Foundation Fur�ding — �enricks pr�vided a list of possibie pro�ects for grant submission to the Dubuque Rac�r�g Association (DRA). The Friends approved to support a DRA grant appiicataon to pur��ase r�bot�cs for the Mak�r Space. The Fo�ndation approv�d to suppor# a Di�A gr�nt appiicat�on to _ add a soundproof room in t1�e Library in support of the Mak�r Space and has agreed to fur�d a bicycie library, which will debut in late spring. Maddux reported that Clarke College has installed some of the "W�isper" rooms and invited anyone to visit to see the rooms. He reported the rooms are typically used for audio pur�oses. Henricks r�ported that she will pursue other grant opportunities �or these projects if not funded by the DRA. 7) Fines Update — Henricks provided additional information regar�ing aliocation of staf�time currentiy devoted to t�e collection of f nes. The grea#�st savings would be in the time spent of the Circulation Supervisor and Circulation Staff. While not reducing full ti�°ne equivaler�ts {�T�), this sta�would have time to cornplete needed support projects and new outreach projects. Maddux suggested a program like the Read Away Fines program, successful for other libraries, as an initial step for the fine free process. Poggemiller commented that this would be in line with also introducing a test run for no fines for children. Maddux also suggested the promotion of library card signups at schools. Discussion of the revenue projections took place and the need to review this in more detail should the fine free praject move � 3 forward. Henricks reported that she will investiga:te the needed steps to move forward with the Read Away Fines program and the Library card signups at schools; and, provide detailed revenue projections information all at the next Board meeting. B. Library Comment Cards Received - The Board reviewed the two comment cards and concurred with staff responses to patron comments. "Mo ved to receive and fi'le the informational updafe from the L%brary Director including the Library Finar�cial Report, Library Use Statistics, Marketing Updat�, Facility Report, Techr�o%gy Update, � F�ier�ds ar�d Foundatior� Fundir�g, Fir�es Update and Libr�ry � C��er�t�'ar�s. " � , � ; Motior�: Gort�n ' �� Secor�d: Mor�k ; , v�te: A ye — 7; Nay— o :� . r �. Act�on It�ms: '- ; � — _ '� L�brary Expenditur�s Henr�cks prov�ded an �tem�zed report of FY-�8 � ex enditures from �anua 20 t� Februa 15 2018 for the Board's �'� � rY rY , � revi ew. � "Mo ved to appro ve Li,brary exper�ditur�s for.lanuary 20, 2017 - to Februa�y 15, 2018." Motion: Multin Second: A rmst�ong !/ot�: A ye - 7; Nay- 0 6. Library Board Adjournment - The Board adjourned at 4:49 p.m. "Motion to adjourn." Motior�: Maddux ! Second: Kramer I/ote: A ye — 7; Nay— 0 � � . � . � �.- � — f �� -,,o � � 4 ��i�m✓ '�:a, -«.oW,, _;:hu.„� ,..� � �,. �� 4� � � Pat Maddux, Baard Secretary Date ; j 4