Minutes_Library Board of Trustees 12 17 20 Copyrig hted
February 15, 2021
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 2/1; Community DevelopmentAdvisory
Commission of 2/4; Housing Commission of 2/1; Human Rights
Commission of 1/11; Library Board of Trustees of 12/17; Library Board
of Trustees Council Update #206 on 1/28; Zoning Advisory Commission
of 2/3; Proof of Publication of City Council Proceedings of 1/19.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 2/1/21 Supporting Documentation
Community Development Advisory Commission Supporting Documentation
Minutes of 2/4/21
Housing Commission Minutes of 2/1/2021 Supporting Documentation
Human Rights Commission Minutes of 1/11/21 Supporting Documentation
Library Board of Trustees Minutes of 12/17/20 Supporting Documentation
Library Board of Trustees Council Update#206 on Supporting Documentation
1/28/21
Zoning Advisory Commission Minutes of 2/3/2021 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
1/19/21
Carnegie-Stout Public Library OJ�
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Board of Trustees ,i/
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Meeting Minutes December 17, 2020
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met by
teleconferencing based in the Lacy Board Room at 4:00 p.m. on Thursday,
December 17, 2020.
Present in Person: Vice President Pam Mullin, Trustee Robert Armstrong, Trustee
Greg Gorton, Trustee Victor Lieberman, Trustee Patty Poggemiller, Director Susan
Henricks, and Administrative Assistant Denette Kellogg.
Present Virtually: President Christy Monk and Secretary Rosemary Kramer
1. President Monk called the meeting to order at 4:12 p.m.
"Moved to adopt the meeting agenda of December 17, 2020."
Motion: Poggemiller
Second.• Mullin
�ote: Aye — 7; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, November 19,
2020.
"Moved to approve the Board Minutes of Thursday, November 19,
2020."
Motion: Mullin
Second.� Armstrong
I/ote: Aye — 7; Nay— 0
3. Board President's Report:
A. The Board reviewed the Communication with the Dubuque City Council for
November, 2020.
"Moved to receive and file the Communication with the Dubuque City
Council from November, 2020. "
Motion: Kramer
Second.• Gorton
�ote: Aye — 7; Nay— 0 !
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
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1) Library Financial Report Fiscal Year (FY) 2021 - Henricks reported that
November marks 42% of the fiscal year lapsing. Expenditures were at
38°/o. Revenue was at 86% of projections.
2) Library Use Report— Henricks reported Library use has not changed a
great deal from previous months impacted by COVID-19. Lower visits j
and checkouts of material continued, with digital materials continuing ;
high growth. j
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Henricks reported curbside library visits for 27 days in November were
245, which represents an 18% increase over October. November visits
inside the library numbered 10,103 or an average of 375 a day. Despite ;
the lower number of visits the circulation of children's books during
November was equal to that of November 2019. Curbside visits will be '
added to the statistical report in January. '
Use of the Library's WhisperRoom showed strong growth — nearly 142% '
comparing this year to 2019. Much of this growth is attributed to '
employee time in the WhisperRoom (for podcasts, voice-overs for
_ videos, etc.) that was not done previously. The Board discussed the
value of having both the employee and patron time reported separately :
- in the statistical report. The Board requested that the information be '
presented separately in the future.
3) Marketing Report— Henricks reported on the 2019-2020 marketing I�,
campaign with the following accomplishments noted: �,
• The Marketing Coordinator wrote 95% of the press releases with I!
a consistent message and style. '
• A new library brochure was designed and written '
• Onboarding emails that new library patrons receive were �.
updated. �
• The Marketing Coordinator created and implemented monthly
website, e-mail, and social marketing campaigns promoting
digital resources. Reviewing the past 20 campaigns, 19 of the
digital resources increased in use. Four saw triple-digit ,
percentage increases, and 12 were double-digit percentage ;
increases.
• The "Open" campaign was used for all promotion to increase the
"brand" and "message" and professional pictures were taken of ;
library users to include in the content. ;
• New outdoor banners were designed, created, and installed. j
• Two special campaigns were created with OnMedia, and funded '
by the Library Foundation, to promote the WhisperRoom and the �
Maker Space. �
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• A video was created to promote Youth Services for the 2020 �
Kids' Expo, and now with the homebound program. �
• Logos for the All Community Reads and the Great Reading
Challenge were created. �
• A successful email campaign was launched in September to
encourage patrons to visit the library if they had not been in since j
earlier in the year. �
• The Marketing Coordinator is working with Information ;
Technology Manager Michael Kerth to design a new website, '
which will result in savings when the existing site is no longer i
managed by Civic Plus in March 2021.
Henricks reported that the two-year term for the Marketing Coordinator :
will end in January. Part-time Marketing Coordinator Amanda Dolter has
been with the Library about two years. A budget request as an ,
improvement package for funding this position was not made due to the !
revenue shortfall that the City continues to experience. ,
The Library Foundation has granted funds to wrap the new van, which ',
should be delivered in January. The Board approved expending funds '
from Enrich lowa (direct state aid) to cover the cost of wrapping the three
material return boxes so that the marketing theme and brand of the '
library is cohesive. '
Henricks reported finding competitive vendors for the art audio tour of II
the Library's artworks from a more high tech tour with GPS and virtual '�
tours to a more simplified tour solution with a map and audio. She plans
to fine tune this information and provide it to the Board along with '
submitting a funding request to the Library Foundation for this project.
4) Staffing Update — Henricks reported that interviews are taking place, or
recently concluded, for four positions: part-time custodian, full-time librarian,
part-time library assistant (Circulation), and part-time library aide, (Youth ,'
Services). Recommendations have been sent to Human Resources for the ''
part-time library assistant and part-time library aide with aide position ;
approved and the other to be filled by the end of the month. �
Henricks provided a schedule of library closings in 2021 that includes staff
development day on Thursday, September 16, 2021. '
B. Comment Cards —The Board reported no comments cards were received '
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during this period. �
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"Moved to receive and file the informational update from the
Library Director including the Library Expenditure, Revenue and ;
Budget Financial Reports, Library Use Repor[�, Marketing Report, and i
Staffing Update." ;
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Motion; Poggemiller
Second.• Mullin
I/ote; Aye —7; Nay— 0
5. Action Items:
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A. FY 2021 Library Expenditures - Henricks provided an itemized report of ;
November 2021, period five expenditures, that includes both purchase orders ;
and purchase cards expenditures for review. The Gifts Trusts period five �
financial report includes both receipts and expenditures for the Board review. I�,
"Moved to approve expenditures for FY21 period�ve, and the FY I�
21 period five Library Gifts Trusts expenditures" ;
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Motion: Gorton
Second.• Poggemiller '
t/ote: Aye —7; Nay— 0 ',
B. Marketing Coordinator: Extension of Work Agreement — Henricks reported on II�,
the information provided in regard to the Marketing Coordinator position. She '
recommended a renewal of the work agreement for Marketing Coordinator ,
Amanda Dolter that ends in January 2021. The Board reviewed the
accomplishments of the Marketing Coordinator and agreed to e�end the .
agreement for one year. The Board reported that the past two years' impact of '
marketing from the perspective of return on investment based on the '
accomplishments and outcomes be the ground work for a FY 22 improvement '�
package for funding this position with the City. The Board voted to extend the ',
agreement with the Marketing Coordinator for one year with the salary to come
from the Mutschler Trust.
"Moved to extend the agreement with the Marketing Coordinator ',
for one year with the wages to come from the Mutschler Trust."
Motion: Poggemiller '
Second.• Armstrong �
I/ote: Aye — 7; Nay— 0 '
C. Digital Wrap of Three Library Book Drops — Henricks reported that three of
Library's book drops need wrapping so that the marketing theme and brand of
the library is cohesive. Henricks is requesting funding for this project come from j
the Enrich Iowa (direct state aid) funds in the amount of $14,152 received this �
fiscal year. These funds can be used for projects or services above and beyond
the operating budget provided by the City of Dubuque, as set forth by and
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agreement with the State Library of Iowa. This project is estimated between
$5,300 and $5,800.
"Moved to use the Enrich Iowa (direct state aid) funds up to
$5,800 in the General Gift Trust for wrapping of the three Library
material return boxes located on Bluff Street, Eleanor Roosevelt
Middle Sch00% and at the Asbury Plaza Hy-�ee."
Motion: Mullin
Second.• Lieberman
�ote: Aye - 7; Nay- 0
6. Library Board Adjournment - The Board adjourned at 4:56 p.m.
'�Motion to adjourn."
Motion: Gorton
Second.• Poggemiller
I/ote: Aye - 7; Nay- 0
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Rosemary K�, mer, Board Secretary Date
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