Minutes_Library Board of Trustees 9 26 18 Copyrighted
November 5, 2018
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 10/15; Catfish Creek
Watershed ManagementAuthorityof 10/22; Community
Development Advisory Commission of 8/28; Historic
Preservation Commission of 10/18; Housing Commission
Minutes of 8/28; Investment Oversight Advisory
Commission of 10/24; Library Board of Trustees of 9/26;
Library Board of Trustees Council Update #176 of 10/25;
Long Range Planning Advisory Commission of 10/17;
Zoning Board of Adjustment of 10/25; Proof of Publication
for City Council Proceedings of 10/1; Proof of Publication
for List of Claims and Summary of Revenues for Month
Ending 9/20.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
City Council Proceedings of 10/15/18 Supporting Documentation
Caffish Creek Watershed ManagementAuthority Supporting Documentation
Minutes of 10/22/18
Community DevelopmentAdvisory Commission Minutes Supporting Documentation
of 9/26/18
Housing Commission Minutes of 8/28/18 Supporting Documentation
Historic Preservation Commission Minutes of 10/18/18 Supporting Documentation
InvestmentOversightAdvisory Commission Minutesof Supporting Documentation
10/24/18
Library Board of Trustees Minutes of 9/26/18 Supporting Documentation
Library Board of Trustees Council Update#176 of Supporting Documentation
10/25/18
Long Range Planning Advisory Commission Minutes of Supporting Documentation
10/17/18
Zoning Board of Adjustment Minutes of 10/25/18 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
10/1/18
Proof of Publication for List of Claims/Summary of Supporting Documentation
Revenues for ME 9/30/18
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Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of September 26, 2018
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Lacy Board Room at 4:00 p.m. on Wednesday, September 26, 2018.
Present.• President Patty Poggemiller; Board Vice President Christy Monk;
Board Secretary Pat Maddux (arrived 4:43 p.m.); Trustee Robert
Armstrong; Trustee Greg Gorton; Trustee Rosemary Kramer;
Trustee Pam Mullin; Director Susan Henricks and Recorder
Denette Kello .
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Staff.• Adult Services Manager Bill Carrotl; Libr�rian Mike May; Library
Aide Thea Dement; Library Assistants Rache! Boeke, Laura
Feyen, David Green and Colleen Kersch.
1) President Poggemiller called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of September 26, 2018."
Motion: Gorton
Second.� Armstrong
I/ote: A ye — 6; Nay— 0
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, August 23,
2018.
"Moved to approve the Board Minutes of Thursday, August Z3,
2018."
Motion: Mullin
Second.• Gorton
I/ote: Aye — 6; Nay— 0
3) Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for
August, 2018.
"Moved to receive and file the Communication with the Dubuque
City Council from August, 2018"
Motion: Kramer
Second.• Mullin
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l/ote: Aye - 6; Nay- 0
4) Motion to Receive and File Informational Items: _
A. Library Director's Report Summary and Update:
1) Library Financial Report FY 2018 —The Board reviewed the
operational revenue and expenditure reports. Henricks reported
that August marks 17% of the fiscal year lapsing. Expenditures
were at 18% and revenue collected at 11%.
� Henricks shared the following snapshot chart of current past dues
for the per�od of August 14 to September 21:
• 15,451 Total Items Checked Out
• 79.5% of all items checked out are within the loan period
• 20.5% are overdue
Number of items overdue up to 564 % of items overdue 3.4%
seven days up to seven days
Number of items overdue 8 - 14 151 % of items overdue .9%
days 8 -14 da s
Number of items overdue 15-21 % of items overdue .6%
da s 100 15-21 da s
Number of items overdue 22- % of items overdue .5%
30 days 79 22-30 days
Number ofi items overdue 31-60 % of items overdue .9%
days 149 up 31-60 days
Number of items overdue over % of items overdue 14.2%
60 days 2,334 over 60 days
Total 3,377 20.5%
The following chart compares July through September 21 to a
date in January, which was pre fine-free experiment:
Timeframe Days Overdue Sept 21 Aug 14 July 19 January 16
Number of items % of items 3.4% 3% 4.3% 2%
overdue up to overdue up to
seven days seven days
Number of items % of items .9% 1.4% .8% .7%
overdue 8 - 14 overdue 8 -14
days days �
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Timeframe Days Overdue Sept 21 Aug 14 July 19 January 16
Number of items % of items .6% .4% .4% .3%
overdue 15-21 overdue 15-
days 21 days -� ;
Number of items % of items .5% .3% .2% .4%
overdue 22-30 overdue 22-30
days days
Number of items % of items .9% .4% .3% .6%
overd:ue 31-60 overdue up
days 31-60 days
Number of items % of items 14.2% 12% 11% 16%
overdue over 60 overdue over
days 60 days
Tataf 20.5°lu �7.5% 17% 20%
2) Library Use Statistics — Henricks reported that compared to
August 2017, the �umber of checkouts was 4% lower, but the
number of visitors to the library is up 1%. The number of new
library accounts opened was up 17% compared to August of
2017. Adult programs were a hit in August ar�d included three
author visits. Attendance to adult programs increased 94%
compared to programs last August. Checkouts of children's
materials was lower than the same time last year, but program
attendance in August numbered 1,014, which is a 22% increase
compared to August of 2017.
3) Marketing Update — Henricks reported that the Library's
marketing agency, Red Rokk, continued its promotion of e-books
and e-audio during the month of August. An increase in
checkouts of these materials as well as new library accounts
should be expected as a result. Based on new card signups and
checkouts, the campaign appears to have been successful. New
library card signups increased 17% compared to last August.
� Both e-books and e-audio checkouts were up 23.3% compared to
August of 2017. Individually, e-book checkouts increased 16%
and e-audio was up 34% compared to August of 2017.
Personnel and Organization Update — Henricks provided a
summary of the Relations Committee meeting held on Monday,
September 17, 2018. After a review of job description5 and
workloads, a reorganization plan was created tfiat will take place
on October 14, 2018. Henricks expressed her desire to take
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retention efforts to a new level. She reported that over 44% of
positions in the library, excluding the entry level jobs of clerks -
and interns, have been filled by promotion; however, current
conditions reflect an employees' market. Henricks plans to
conduct"stay interviews" and plans to meet with individual
employees to learn about what they like most about their work,
what keeps them here, what might entice them away, what kind
of support they need, and how we can help employees reach
their goals.
The Committee and the Board supported the reorganization plan
and beginning ofi'�stay interviews."
B. Comment Cards — The Board reviewed the nine comment cards received
and concurred with the responses to the pa,trons' comments.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report, Libra,ry Use
Statistics, Fine Free Update, Marketing Update and the Library
Comment Cards."
Motion: Gorton
Second.� Armstrong
I/ote: Aye — 6; Nay— 0
5) Action Items:
A. Library Expenditures — Henricks provided an itemized report of
expenditures from FY-19 expenditures and the Board reviewed the
report.
"Mo ved to appro ve Library expenditures for A ugust 17 to
September 17, 2018."
Motion: Armstrong �
� Second.• Mullin
I/ote: Aye — 6; Nay— 0
B. Community Survey Quotes — Henricks reported that one quote expected
did not come in and suggested the Board wait until its October meeting
for review. .
"Moved to table the Community Survey Quotes."
Motion; Gorton
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Second.• Kramer
I/ote: Aye - 6; Nay- 0 -.
C. Trustee By-Laws — The Board reviewed the proposed revisions to the by-
laws. Monk suggested a cap be put on term limits for officers and the
Board agreed on no more than two consecutive full terms.
"Moved to adopt the proposed revisions to the Trustee By-
Laws."
Motion: Mullin
Second: Gorton
Vote: Aye — 6; Nay— 0
D. Trustee Policy Review— Henricks reported the need to review this poiicy
every three years and is recommending no changes. The Board
concurred with her recommendation.
"Moved to approve the review of the Trustee Policy with no
changes."
Motion: Mullin
Second: Gorton
Vote: Aye — 6; Nay— 0
E. Marketing 2019 Recommendation — Henricks provided a report of options
for marketing for 2019 for the Board's review. Ideas reviewed were
continuing with Red Rokk or another marketing firm or hiring a part-time
Marketing Coordinator. The Board requested that if an employee is hired,
he or she work from the Library rather than a remote location. The option
of investigating other marketing agencies locally was discussed. The
Board agreed to recruiting a Marketing Coordinator. The Board noted the
importance of preparation if a qualified candidate is not found and
requested additional information about comparative costs with local
marketing agencies, or a shorter contract with Red Rokk before the
current contract ends in December of 2018.
"Moved to charge Henricks with going forward with recruiting a
Marketing Coordinator, and obtain additional cost proposals from other
marketing firms with funding to come from the Mutschler Trust."
Motion: Armstrong
Second: Mullin
Vote: Aye — 6; Nay— 0
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Maddux entered the meeting at 4:43 p.m.
6) Communication/Public Comment — Library employees were invited to provide
feedback. Dement, Kersch, Feyen and Boeke provided feedback on the
reorganization. The Board thanked them for their feedback and invited them to
continue to talk with Susan about ideas and concerns.
"Moved to receive and file communication/public comment."
Motion: Kramer
Second: Mullin
Vote: Aye — 7; Nay— 0
7) Library Board Adjournment -The Board adjourned at 5:11 p.m.
'�Motion to adjourn."
Motion: Gorton
Second.• Armstrong
I/ote: Aye — 7; Nay— 0
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Pat Maddux, Board ecretary Date
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