Minutes_Library Board of Trustees 11 21 19 Copyrighted
January 6, 2020
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 12/16/19; Civil Service
Commission of 12/19/19; Housing Commission of
11/26/19, 12/17/19; Library Board of Trustees of 11/21/19
and Council Update No. 193 of 12/19/19; TransitAdvisory
Board of 11/14/19; Zoning Board of Adjustment of
12/19/19; Proof of publication for City Council Proceedings
of 12/2/19; Proof of publication for List of Claims and
Summary of Revenues for Month Ending 11/30/19.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
City Council Proceedings of 12/16/19 Supporting Documentation
Civil Service Commission Minutes of 12/19/19 Supporting Documentation
Housing Commission Minutes of 11/26/19 Supporting Documentation
Housing Commission Minutes of 12/17/19 Supporting Documentation
Library Board of Trustees Minutes of 11/21/19 Supporting Documentation
Library Board of Trustees Council Update No. 193 of Supporting Documentation
12/19/19
TransitAdvisory Board Minutes of 11/14/19 Supporting Documentation
Zoning Board of Adjustrnent Minutes of 12/19/19 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
12/2/19
Proof of Publication for List of Claims/Summary of Supporting Documentation
Revenues ME 11/30/19
o,�
i�
i�
Carnegie-Stout Public Library �l
Board of Trustees
Meeting Minutes of November 21, 2019
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 21, 2019.
Present: Board President Christy Monk; Vice President Pam Mullin; Board
Secretary Rosemary Kramer; Trustee Robert Armstrong; Trustee
Victor Lieberman; Trustee Patty Poggemiller; Director, Susan
Henricks and Secretary Denette Kellogg. I
Excused.• Trustee Greg Gorton �
1. President Monk called the meeting to order at 4:00 p.m. and requested that agenda
item 3. Presidents Report be moved to follow the agenda item 5. Action Items.
"Moved to adopt the meeting agenda of November Zl, z019 with moving
agenda item 3. Presidents report to fol%w agenda item 5. Action Items."
Motion: Poggemiller
Second.• Mullin
I/ote; Aye — 6; lVay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, October 24,
2019.
"Moved to approve the Board Minutes of Thursday, October Z4, 2019."
Motion: Mullin
Second.• Poggemiller
�ote: Aye — 6; Nay— 0
3. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks reported
experiencing lengthy delays in hiring employees. The Board discussed the
responsibility to keep the library staffed adequately to serve the needs of the
public. The subject will be discussed at a Relations Committee meeting.
Monk asked for an update on the Library's Food Pantry Project and Henricks
referred to Adult Services Manager Bill Carroll to respond. Carroll reported
the pantry project is going well with over 700 donated items and $250.00 in
funding from the Friends of the Library.
1
�
�
�
1
I
�
1) Library Financial Report Fiscal Year (FY) 2020: Henricks reported ,
that October marks 33% of the fiscal year lapsing. Expenditures are �
at 36% and revenue income is at 30% of projections. �
�
2) Library Use Statistics — Henricks reported that checkouts increased
during the month of October by 6% compared to last year and are �;
up 10% year-to-date compared to 2018. Increases were in the ;
formats of DVD/Blu-ray and digital materials. The visitor count ,
decreased by 2°/o; however, year-to-date the number of visits has
increased 4%. Internet use by Adults, Teens, and Children all
increased significantly. Digital media use increased 17%. The
greatest increase is in use of the Maker Space with increases
ranging from 269% to 882%. '
3) Fine Free Update - Henricks reported that the return patterns I
without fines mirror that of libraries that have reported what has ',
taken place when they made the transition to not charging for past
due materials, which is: more short-term past due items, but a ;
greater return of those items that are over 60 days late. The '
average percent of the collection within the borrowing period has
decreased 2.5% and is attributed to materials that were overdue up '
to seven days. Items overdue within the first seven days of the due
date have grown nearly 9% (average of 11 months data). What has
increased significantly is the return of very long overdue items. The
library is getting back nearly 14% more items.
4) All Community Reads Update - Henricks reported the All Community
Reads was successful by all measurements. Before the doors to the '
author event at the theater opened at 6:30 p.m., a line formed that
extended the length of the block. Five Flags reported 616 attendees
to the author event and expressed interest in repeating this next ',
year. The City Cable Department recorded the author event and the
video will be available via a link on the Library's web site and on City
Channel 8 by November 22, 2019.
5) Strategic Planning Options — Henricks provided background ,
information for this action item on options for the next long-range ,
planning process that should begin in early 2020. There are three ;
processes available from which to choose that include the Public
Library Association's Planning for Results model facilitated through �
the State Library of Iowa. Secondly, would be to hire a consultant or �
facilitator to complete the process. Lastly, would be for the library ;
to do its own plan and draw from the community survey and i
community demographics and form a Planning Committee Team to ;
complete the process.
2 �
i
�
�
,
I
�
i
_ '
6) Friends Update Henricks reported that she and President Monk
attended the November 2019 Friends of the Library Board meeting. !
Review of used book sale vendors was offered along with a ,
comparison spreadsheet outlining potential funds that could be j
raised for used books through Thrift Books. The Friends agreed to ;
try the new vendor for sales of used books. i
B. Comment Cards —The Board reviewed three comment cards received and ;
concurred with the staff responses provided. '
"Moved to receive and�le the informational update from the
Library Director including the Library Financial Reports FY-20, Library ;
Use Statistics, Fine Free Update, All Community Reads Update,
Strategic Planning Options, Friends of the Library Update, and three
Library Comment Cards.°
Motion: Armstrong ,
Second.• Mullin I
�ote: Aye — 6; Nay— 0 '
4. Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY-20 ,
expenditures from October 18 to November 15, 2019 for Board review.
"Moved to approve Library expenditures from October 18 to
November I5, 2019."
Motion: Armstrong ';
Second.• Kramer '
I/ote: Aye — 6; Nay— 0 i,
B. Library Circulation Policy — Henricks reporting the need to revise this policy '
to incl.ude a requirement of the patron's photo on their account in the
borrower database for new or renewed library cards.
`�Moved to adopt the revision to the Library Circulation Policy."
�
Motion: Kramer
Second.• Poggemiller ',
I/ote: Aye — 6; Nay— 0
;
C. Library Meeting Room Policy — Henricks reported on the review of the policy I
by the City's Legal Department. The recommended changes made are not ;
�
i
3 �
�
1
i
content related, but eliminate passive language. Kramer suggested two
additional clarifications and the Board agreed with all recommended changes ;
as reviewed. ;
I
"Moved to adopt the re�isions to the Library Meeting Room Policy." ��
;
Motion: Poggemiller
Second.� Lieberman '
I/ote: Aye — 6; Nay— 0
D. Selection of Strategic Planning Process Tool —The Board reviewed the ''
background information provided by Henricks of the different types of tools '
that are available to use for the Library's strategic planning process. The
options include hiring a consultant to facilitate the process, using the '
Planning for Results model with a state library consultant, or a model that
would be managed internally. The Board agreed not to use the internal
planning model and to table the agenda item until additional references on
the consultants are received. '
"Moved to table the Se%ction of Strategic Planning Process T00%" .
Motion: Poggemiller ,
Second.• Mullin '
I/ote: Aye — 6; Nay— 0
E. Digital Materials Evaluation and Funding — Henricks provided information on ',
the Library's digital materials and the long waiting lists for these materials
along with the rising high costs that the materials budget cannot currently
support. She recommended in the short-term that the Board consider a one- '
tirne funding of up to $10,000 from a Library gift trust account for digital '
materials to purchase multiple copies of titles, in order to keep the wait list
to two months.
Henricks reported that an extensive evaluation of the library's entire I
collection is taking place to determine where collection funds might be �
reallocated to support this collection and reduce long wait lists. The
evaluation will have three parts including: determining the cost to bring the
downloadable collection to the point of ineeting demand in a reasonable �
amount of time; a detailed examination of the use of the print and audio- �
visual collection; and, evaluation of the use of databases. ;
�
The Board discussed the issue at length because the collection is considered ;
as within the operating budget; therefore, the use of gift funds which are �
i
�
4 �
intended to supplement the collection, and not supplant city funds, is not
best practice.
The Board stated that this allocation of funding would be a one-time project
for the digital collection to support additional copies of materials that have �
long wait lists. The Board requested updates on the purchases to reduce the
backlog of long wait lists.
"Moved to approve up to $10,000 offunding from the General
Gift Trust for the digital materials project initiative ending June 30,
2020."
Motion: Mullin
Second: Armstrong
t/ote: Aye — 4; Nay— (Mullin and Poggemiller)
5. Board President's Report — Monk reported that the Library Foundation is interested
in funding projects annually.
— The Board reviewed the Communication with the Dubuque City Council
for September 2019.
"Moved fo receive and file the Communication with the Dubuque
City Council from September, 2019"
Motion: Mullin
Second.• Armstrong
�ote: Aye — 6; Nay— 0
6. Communication/Public Comment — None.
7. Library Board Adjournment —The Board adjourned at 5:59 p.m.
'�Motion to adjourn."
Motion: Lieberman
Second.• Mullin
�ote: Aye — 6; Nay— 0
�.;; C�/3��LC�.,�L(' ��l�2,�.C;'��� (.��J ,1�.:`� I( � � I 1
Rosemary Kra er, Board Secretary Date
5