Minutes_Library Board of Trustees 01.27.22Copyrighted
April 4, 2022
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council proceedings of 3/09, 3/10, 3/21, 3/22, 3/23, and 3/24; Arts
and Cultural Affairs of 1 /25, 2/22, 3/8, and 3/22; Civil Service
Commission of 3/29; Equity and Human Rights of 2/14; Historic
Preservation Commission of 3/17; Library Board of Trustees of 1/27;
Proof of publication for City Council proceedings of 3/2, 3/3, 3/9, and
3/10; Proof of publication for List of Claims and Summary of Revenues
for Month Ended 2/28.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 3/9/22 Supporting Documentation
City Council Proceedings of 3/10/22
Supporting Documentation
City Council Proceedings of 3/21/22
Supporting Documentation
City Council Proceedings of 3/22/22
Supporting Documentation
City Council Proceedings of 3/23/22
Supporting Documentation
City Council Proceedings of 3/24/22 Supporting Documentation
Arts and Cultural Affairs Commission Minutes of Supporting Documentation
1 /25/22
Arts and Cultural Affairs Commission Minutes of Supporting Documentation
2/22/22
Arts and Cultural Affairs Commission Minutes of 3/8/22 Supporting Documentation
Arts and Cultural Affairs Commission Minutes of Supporting Documentation
3/22/22
Civil Service Commission of 3/29/22
Equity and Human Rights Minutes of 2/14/22
Historic Preservation Commission Minutes of 3/17/22
Library Board of Trustees Minutes of 1/27/22
Proof of Publication for City Council Proceedings of
3/2/22
Proof of Publication for City Council Proceedings of
3/3/22
Proof of Publication for City Council Proceedings of
3/9/22
Proof of Publication for City Council Proceedings of
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
3/ 10/22
Proof of Publication for List of Claims / Summary of Supporting Documentation
Revenues for Month Ended 2/28/22
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes January 27, 2022
The Board of Trustees of the Carnegie -Stout Public Library (C-SPL) met in the Lacy
Board Room at 4:03 p.m. on Thursday, January 27, 2022.
Present: Secretary Rose Kramer; Trustee Robert Armstrong, Trustee Victor
Lieberman, Trustee Christy Monk, Trustee Patty Poggemiller, Director Nick
Rossman, and Administrative Assistant Denette Kellogg.
Present Electronically: President Pam Mullin
Excused: Vice President Greg Gorton
1. President Mullin called the meeting to order at 4:03 p.m.
"Moved to adopt the meeting agenda of.lanuary 27, 2022. "
Motion: Poggemiller
Second. Armstrong
Vote: Aye — 6; Nay — 0
2. Approval of Library Board of Trustees" Meeting Minutes of December 16, 2021.
"Moved to approve the Board Minutes of December 16, 2021, "
Motion: Monk
Second: Kramer
Vote: Aye— 6; Nay — 0
3. Board President's Report:
— The Board reviewed the Communication with the Dubuque City Council for
December 2021.
"Moved to receive and file the Communication with the Dubuque City
Council from December 2021. "
Motion:
Lieberman
Second:
Armstrong
Vote:
Aye — 6; 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) 2022 — Rossman reported that the
end of December marks halfway through the fiscal year. Expenditures were
at 46% and revenue generated was at 72% of projections.
Rossman reported on a meeting with City Manager Mike Van Milligan for a
department update. One issue discussed was not getting enough
candidates to fill the vacant clerk positions, and the need for review of the
clerk wage schedule for this position so wages are more competitive in the
current market. Van Milligan reported that the City Human Resources
Department is reviewing the salary study later in 2022. There is a process
for requesting a wage increase sooner in emergency situations. The Library
would need to absorb any wage increase in its current budget. The Board
agreed to move forward with the request to Human Resources for the clerk
position.
Rossman reported that the audio visual equipment is scheduled to be
replaced in the Lacy Board room and reviewed the different options. The
Board voiced its concerns with maintaining the integrity of the building,
prefer the projection screen and projector setup versus large screen
television (TV), ability to see is a must, better sound capabilities, and not to
consider having the equipment on .a cart. A concern of depth of the viewing
was also a concern with large screen TVs. The Board requested to review
the proposals for equipment for this project.
2) Library Use — Rossman reported compared to December 2020, this
December saw a 19% increase in the number of visitors, a 13% increase in
computer and Wi-Fi use, however circulation numbers are trending down.
The contributing factors to the decrease in circulation is a significant
decrease in DVD/Blu-ray use, as well as a decrease in downloadable
materials use. Rossman identified the Library's downloadable materials
collection as digital or streaming versions of books (including audio),
movies, music, and magazines. Circulation of the book collection, while
slightly down over December 2020, is still trending positive in year-to-date
comparisons.
Discussion was held on one possible contributing factor for the decrease in
use could be the new release streaming movies that are now available at
the same time movies are released in theatres. More people could be
accessing these through Netflix or one of the other personal subscription
based services. Rossman noted the DVD/Blu-ray use has been decreasing
for the past three months and another contributing factor could be the higher
level of COVID cases during these months. Rossman reported more time
and marketing efforts will indicate whether this decline continues and the
need to review patron collection needs and the possibility of moving funds to
purchase in a specific area.
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Curbside pickups were 142 in December.
3) Library Marketing Report — Rossman reported that in December, the online
Consumer Reports database was promoted as a service to library patrons.
Over the 5 months from July through November, the online Consumer
Reports saw an average of 520 uses each month. Through promoting the
service, December saw a total 1,054 uses. During the month of January,
plans are to use the same marketing efforts to promote the Library's
DVD/Blu-ray collection.
4) Project/Events/Programs Update — Rossman reported on the following:
- Sign up is now open for the annual year -long Great Reading Challenge
book club and logging of books read and hours can now also be done
online.
- The Library has partnered with the Dubuque County Library District and
the James Kennedy Public Library in Dyersville to present JanFanCon
(January Fandom Convention). Highlights include, a virtual concert,
themed escape rooms, and a create -your -own comic contest.
- On recommendation from the City of Dubuque's Health Department,
Carnegie -Stout Public Library cancelled or shifted to virtual all library
programming through February 4, 2022. This could extend longer, based
on the community spread.
- The art tour application is going to be launched as a virtual tour of the
Carnegie -Stout Public Library's art collection and will be available
through a link on the Library's website. Discussion was held on adding
language about the Library's Grant Wood paintings, on loan to the
Dubuque Museum of Art, and that they can be viewed there.
- Friday, February 4 is opening of next Art @ your library® show.
Featured artists are mixed media artist Stephanie Funke and painter
Pamela Hiatt.
5) Grants Update — Rossman reported the Dubuque Racing Association is
delaying their grant application this year while they are reconsidering their
methods and considerations for the application process and distribution
methods.
6) Strategic Plan Update — Rossman reported communication with Rob and
Janet Cullen of ReThinking Libraries included discussion about potentially
resuming the strategic planning process in the spring of 2022. Rossman
asked for input from the Trustees on the process and what questions the
trustees had concerning the process. The contract signed in 2019 has a
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budget of $13,000 and the vendor has agreed to complete the elements of
the plan as outlined in the contract with no increase.
The Board offered the following feedback:
- The strategic plan will take the Library through the next five years
in a very changing climate and time of uncertainty.
- To address outreach and virtual services as a consideration in the
plan.
- The importance of getting the various focus groups as discussed
by the Board to participate to get the feedback that is needed.
- Some of the community's feedback for library needs have changed
and a new survey would be needed to gather this information.
- The importance of a forward looking plan.
Rossman suggested the Planning Committee meet with ReThinking
Libraries to start the strategic planning process and the Board agreed.
7) Budget Presentation Draft — Rossman shared a rough draft of the FY 2023
budget presentation and asked for any recommended changes or additions.
The Board offered the following suggestions for the presentation: for easier
readability enlarge the font on the slide; clarify both virtual and in person
programming language; add a return on investment slide to show the cost
savings and value added the Library provides the community; provide
examples of how the library pivoted its services to appeal to patrons due to
the pandemic (such as curb side service, virtual services and take and make
kits); consider removing the comparison slide with other libraries or revise
the description language; add replacement roof language under Capital
Improvement Projects. Rossman will make these changes and provide the
final presentation at the February Board meeting.
Rossman reported that the Library's budget presentation to the City Council
is scheduled on March 3, 2022.
B. Comment Cards — The Board reviewed the two comment cards received. In
response to the request for a directional sign to the boy's bathroom on first floor
it was recommended a sign be purchased.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditure, Revenue and Budget
Financial Reports; and, Library Use Report, Marketing Report,
Projects/Events/Programs Report, Grants Update, Strategic Plan Update,
Budget Presentation Draft, and Comment Cards "
Motion: Kramer
Second: Poggemiller
G]
Vote: Aye - 6; Nay - 0
5. Action Items: Library Expenditures Month of December FY 2022 (Period Six) - The
Board reviewed three reports for December FY 2022, period six expenditures that
includes both purchase orders and purchase cards expenditures for review, and the
second detailed report that breaks down a sub -total of the operational expenditures
by account code. The Board also reviewed the Gifts Trusts period six report that
includes both receipts and expenditures.
"Moved to approve the Library expenditures for December FY 2022
period six; and, the Gifts Trusts expenditures for December FY 2022 period
six. "
Motion: Monk
Second: Poggemiller
Vote: Aye — 6; Nay — 0
6. Library Board Adjournment — The Board adjourned at 5:28 p.m.
"Motion to adjourn. "
Motion; Poggemiller
Second: Armstrong
Vote: Aye -6;Nay -0
Roset»ary Kra''lner, Board Secretary
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Date
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