Minutes_Library Board of Trustees 7.22.21City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY:
SUGGESTED
DISPOSITION:
ATTACHMENTS:
Description
Copyrighted
September 7, 2021
City Council Proceedings of 8/16, 8/23, 8/24, and 8/25; Library Board of
Trustees Minutes of 7/22; Proof of publication for City Council
proceedings of 8/2, 8/9, and 8/16; Proof of publication for List of Claims
and Summary of Revenues for Month Ended 7/31.
Suggested Disposition: Receive and File
City Council Proceedings of 8/16/21
City Council Proceedings of 8/23/21
City Council Proceedings of 8/24/21
City Council Proceedings of 8/25/21
Library Board of Trustees Minutes of 7/22/21
Proof of Publication for City Council Proceedings of
8/2/21
Proof of Publication for City Council Proceedings of
8/9/21
Proof of Publication for City Council Proceedings of
8/ 16/21
Proof of Publication for List of Claims / Summary of
Revenues for Month Ended 7/31/21
Type
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Carnegie Stout Public Library O1?1G11V4j4
Board of Trustees
Meeting Minutes July 22, 2021
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, July 22,
2021.
Present: President Christy Monk, Vice President Pam Mullin, Secretary Rosemary
Kramer, Trustee Robert Armstrong, Trustee Greg Gorton, and Director Nick
Rossman.
Present Electronically: Trustee Victor Lieberman and Administrative Assistant
Denette Kellogg.
Excused: Trustee Patty Poggemiller
1. President Monk called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of July 22, 2021. "
Motion:
Armstrong
Second:
Kramer
Vote:
Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of June 24, 2021.
"Moved to approve the Board Minutes of June 24, 2021. "
Motion: Kramer
Second: Gorton
Vote: Aye-6; Nay— 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for June
2021
"Moved to receive and file the Communication with the Dubuque City
Council from June, 2021. "
Motion: Kramer
Second: Mullin
Vote: Aye — 6; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1. Library Financial Report Fiscal Year (FY) 2021 — Rossman reported that June
30 marked the close of the fiscal year. Expenditures were at 86% and
revenue generated was 132% of projections. The thirteenth month report
is the final financial report of the FY. The Library will maintain its budget
savings mostly due to frozen budget lines during this fiscal year.
2. Library Use — Rossman reported year-to-date library visits are down 36%
and the number of checkouts for the same time is down 12%. Curbside
visits numbered 55 in June. Plans to open curbside hours during all
available open hours will follow the successful hiring and training of new
Library Assistants in the Circulation Department. Interviews for these
positions are currently in process.
Rossman reported the plan to promote this service extensively once the
service hours expand to all library hours.
Mullin asked if in -person programming has resumed. Rossman reported
other than weekly youth programs at the Arboretum, most C-SPL
programming, classes and events continue to be virtual. Once the COVID
environment improves, more in -person programming will be resume.
3. Marketing Report — Rossman reported that during June, the online Small
Business Reference Center database was promoted and resulted in an
increase of 42 uses versus two uses from the previous month.
Staff are busy developing a brochure of fall events at the library as well as
blog posts for our website. The Library also promotes its events in the
Leisure Service Brochure, which is currently available online.
4. Project/Events/Programs — Rossman reported that on Veteran's Day,
November 11, C-SPL will host a movie screening of The War and Peace of
Tim O'Brien with filmmaker Aaron Matthews in attendance. Planning details
of the book discussion for The Things They Carried and other potential
programming to partner with the Dubuque Museum of Art for their exhibit
Vietnam: The Real War continues.
On Saturday, August 14, C-SPL will host a travelling bus -museum, which
will be at the Dubuque Farmer's Market from 7:00 a.m. until Noon. The
Hidden or Forbidden No More: Prequels to the `Greatest Generation' exhibit
will also feature a presentation from TRACES Center for History; and,
Culture Executive Director Dr. Michael Luick-Thrams discussing the flu
pandemic of 1918 at 10:00 a.m.
Friday, August 27 will be the artist reception for the Plein Air Painters exhibit
for the August/September Art @ Your Library® installation.
is
June saw nice attendance numbers for in -person youth programs held at the
Arboretum.
Rossman reported contacting the City Attorney's Office for assistance in
drafting a new loan agreement for the Library owned William Boyd Allison
Secretary furniture on loan to the Dubuque Historical Society Ham House.
An appraisal of the Secretary's value will be completed and this information
will be added for insurance purposes to the loan agreement.
5. Grants Update — Rossman reported the State Library of Iowa has approved
up to $5,000 to put a story walk in at the Dubuque Arboretum. The
Arboretum has agreed to cover the installation of the pedestals. The plan is
to install them on the Legacy Tree Learning Forest path.
The State Library is considering competitive grants with remaining American
Rescue Plan Act (ARPA) funds to focus on digital inclusion efforts especially
in support of education, health, and workforce development needs. Kelly
Larson, Human Rights Director for the City of Dubuque is assisting the
library in making some connections with the Community Foundation
Immigration Steering Committee to gather information on whether digital
translators is a community need. If found a community need, a grant
application would be submitted.
6. Iowa Urban Public Library Association (IUPLA) Report — Rossman reported
attending an in -person IUPLA meeting on June 25 in Des Moines, Iowa.
Agenda items included policy reviews, approach to in -person programming
going forward, use of ARPA grant funds, and navigating diversity training
with regard to the "divisive concepts" ban. Included was a tour of new
renovations to the West Des Moines Public Library.
7. Board Training — Rossman reviewed the newsletter for review by the
Association of Bookmobile and Outreach Services (ABOS). The Out &
About newsletter provides information about the organization that supports
library outreach services. Annual membership to this organization is
$135.00 per year, which provides access to ABOS resources for three staff
members, with the ability to purchase more at $45 per year for each
additional staff member. After reviewing the information provided, the Board
agreed that membership to this organization would be a terrific resource in
growing C-SPL's outreach services.
Monk reported she receives information from the Iowa Library Association
(ILA) and she will share any pertinent training information with the Board as
she receives it.
B. Comment Cards — Rossman reviewed the comment card received about a
patron's approval of the youth VOX books. VOX books are all -in -one read along
books.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditure, Revenue and Budget
Financial Reports, Library Use Report, Marketing Report,
Projects/Events/Programs Update, Grants Update, Iowa Urban Public
Library Association (IUPLA) Report, Board Training, and Comment Card. "
Motion: Armstrong
Second. • Gorton
Vote: Aye-6; Nay- 0
5. Action Items:
A. FY 2021 Library Expenditures — The Board reviewed an itemized report of June
2021, period twelve expenditures, that includes both purchase orders and
purchase cards expenditures for review. The Gifts Trusts period twelve financial
report includes both receipts and expenditures for the Board review.
"Moved to approve expenditures for FY 21 period twelve and the FY
21 period twelve Library Gifts Trusts expenditures. "
Motion:
Mullin
Second:
Kramer
Vote:
Aye - 6; Nay - 0
Lieberman suggested that the Board be provided a more detailed report of
material budget category expenditures for review. Rossman reported that a
more detailed report would be provided at the August Board meeting for review.
B. Library Board of Trustees Policy — Monk asked for any recommended changes to
the policy last reviewed in September 2018. Kramer noted a format error on
page two with correction of a double period, section Trustee Memberships at
the end of the first sentence. Kramer suggested that on page 3, section 2,
Friends of the Library and Library Foundation, first sentence change the word
"services" to "partners". The sentence to read, "The Library Board recognizes
the Friends of the Library and Library Foundation as important 'partners' to the
Library." The Board concurred with the changes.
"Moved to adopt the Trustees Policy as revised. "
Motion:
Mullin
Second. •
Gorton
Vote:
Aye - 6; Nay - 0
11
Lieberman suggested that the Board be kept informed of any legal
responsibilities as noted in the introduction of the policy in paragraph two. The
Board agreed with Lieberman's suggestion and charged Rossman with this task.
C. Library Board of Trustees By -Laws — Monk asked for any suggested revisions to
the policy last revised in August of 2019. Kramer suggested the following
changes: Page 1, Section 3. third sentence change "on" to "by"; page 2, Section
5, second sentence add "in" after the word director, and under b) delete the
period at the end of the sentence; and on page 4, Section 5, line five, change
"meets" to "meeting". The Board concurred with the suggested changes.
"Moved to adopt the Board of Trustees By -Laws as revised. "
Motion: Mullin
Second. Kramer
Vote: Aye-6; Nay— 0
6. Library Board Adjournment — The Board adjourned at 5:02 p.m.
"Motion to adjourn. "
Motion: Gorton
Second: Armstrong
Vote: Aye —6; Nay — 0
Rosemary Krioner, Board Secretary
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