Minutes_Library Board of Trustees 04.28.22Copyrighted
November 7, 2022
City of Dubuque Consent Items # 01.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: Civil Service Commission of 10/21/22; City Council Proceedings of
10/17/22; Five Flags Civic Center Advisory Commission of 8/29/22;
Historic Preservation Commission of 10/20/22; Library Board of
Trustees of 4/28/22, 5/26/22, 6/23/22, 7/28/22, 8/24/22, and 8/25/22;
Library Board of Trustees Update of 10/27/22; Long Range Planning
Advisory Commission of 10/19/22; Zoning Advisory Commission of
11/2/22; Proof of Publication for City Council Proceedings of 10/3/22
and 10/17/22.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 10/17/22 Supporting Documentation
Civil Service Commission Minutes of 10/21/22 Supporting Documentation
Five Flags Civic Center Commission Minutes of Supporting Documentation
8/29/22
Historic Preservation Commission Minutes of 10/20/22 Supporting Documentation
Library Board of Trustees Minutes of 4/28/22 Supporting Documentation
Library Board of Trustees Minutes of 5/26/22
Library Board of Trustees Minutes of 6/23/22
Library Board of Trustees Minutes of 7/28/22
Library Board of Trustees Minutes of 8/24/22
Library Board of Trustees Minutes of 8/25/22
Library Board of Trustees Update of 10/27/22
Long Range Planning Advisory Commission Minutes of
10/ 19/22
Zoning Advisory Commission Minutes of 11/2/22
Proof of Publication for City Council Proceedings of
10/03/22
Proof of Publication for City Council Proceedings of
10/17/22
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes April 28, 2022
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, April 28, 2022.
Present: President Pam Mullin; Vice President Greg Gorton, Trustee Christy Monk,,
Trustee Patty Poggemiller, Trustee Victor Lieberman, Director Nick Rossman, and
Administrative Assistant Denette Kellogg.
Excused: Board Secretary Rosemary Kramer and Trustee Robert Armstrong
1. President Mullin called the meeting to order at 4:02 p.m.
"Moved to adopt the meeting agenda of April 28,, 2022. //
Motion: Poggemiller
Second., Gorton
Vote., Aye -5; Nay -O
2. Approval of Library Board of Trustees" Meeting Minutes of March 24,, 2022.
"Moved to approve the Board Minutes of March 24, 2022. "
Motion:
Poggemiller
Second:
Lieberman
Vote:
Aye —5; Nay— 0
3. Board President's Report:
— The Board reviewed the Communication with the Dubuque City Council for
March 2022.
"Moved to receive and file the Communication with the Dubuque City
Council from March 2022. //
Motion: Lieberman
Second: Monk
Vote: Aye -5; Nay -O
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
Library Financial Report Fiscal Year (FY) 2022 — Rossman reported that the
end of March marks 75% the fiscal year. Expenditures were at 69% and
revenue generated was at 88% of projections.
2) Library Use — Rossman reported a number of correlations that occurred in
March. Overall, circulation numbers dropped 3%, and visitor count dipped
slightly. (Less than 1 %). More in -person youth programming happened in
March, and youth materials all had increase in circulation over March of last
year.
An error in our Overdrive numbers reporting was discovered. While
downloadable materials have decreased over the year, the error resulted in
more Overdrive usage than previously reported. Instead there is a 5%
decrease in downloadable circulations for the fiscal year instead of the 11 %
decrease. In a possible correlation, our circulation in print materials is up a
little over 7% for the fiscal year.
The significant increase in new library card registrations is due to the middle
and high school student cards resulting from the new program allowing the
students to use their school identification card as their Library cards.
Curbside pickups were 101 in March.
3) Library Marketing Report — Rossman reported in March, Transparent
Languages was promoted. The promotion resulted in a 106% increase of
usage in March over February.
Telegraph Herald newspaper articles for the third quarter of FY-22 were
provided for review.
4) Project/Events/Programs Update — Rossman reported on the following:
- Friday, May 6 is the Art @ your library® artist reception for the artists in
the second floor rotunda and Music @ your library(D will take place in the
Auditorium this same evening. The June/July show will have an opening
reception for the artists on Friday, June 3, 2022.
- Saturday, May 7 the Library is partnering with the Green Iowa
AmeriCorps and the Dubuque Metropolitan Area Solid Waste Agency,
City of Dubuque for a neighborhood clean-up program.
- In April, the Library partnered with the Julien Dubuque International Film
Festival giving out 500 festival movie vouchers to library card holders.
- The bike library will resume outreach in the community starting in June.
Tim Hitzler is returning as the bike peddler for the summer.
2
- The Friends of the Library Book Sale is scheduled for Wednesday, May
11 through Saturday, May 14 in the Auditorium. All proceeds benefit the
Library.
The Board Book project, funded by the McDonough Foundation, is near
completion with the books in the final printing process. Plans to submit
another grant to this Foundation will be for Launchpads. These are
tablets preloaded with education apps including games and videos that
patrons will use in the library or check out. Internet is not required to use
the Launchpad.
5) Strategic Plan Update - Rossman reported that the Library's Strategic
Planning Consultants, Rethinking Libraries consultants will be here May 3-5
to conduct focus group meetings. The consultants requested several library
statistics and these are being finalized for the consultants to be ready before
the Board retreat. The Geographic Information System (GIS) map of
Dubuque households that have library cards was completed last week by
the City's GIS department. The consultants have been granted temporary
log -ins from the City to evaluate the data as part of the strategic plan.
At the Planning Committee with the consultants, a need arose to open the
Library at Noon, Thursday, May 5 to accommodate the Library Staff focus
groups and this is an action item for the Board's review.
6) 28E Agency Library Services Agreement Update — Rossman reported that
the 28E Agency Library Services Committee met April 21, 2022.
The 28E Committee discussed the future of the agency, the per capita rate
each of the four institution charges and sustainability for subscribing Cities
to pay the rate we collectively ask. The Agency representatives will be
continuing to meet approximately once per month as we continue to
brainstorm ideas on the future of the agency.
7) Library Board of Trustees Successes and Initiatives — Rossman reported
that the City is requesting successes for fiscal year 2022 and initiatives for
2023. The Board discussed these and agreed on the goals and successes
that included the addition of the partnership with the Dubuque Museum of
Art and the movie night in conjunction the museum's Vietnam: The Real
War exhibit,.
8) Giving Tree Program - Rossman reported that the Giving Tree program
currently has approximately $1,800 available for use for children's accounts.
Staff has identified accounts that qualify for the program and will begin
sending out postcards to children that qualify. When the postcards are
brought in, the fines associated with these accounts will be waived. This
method of outreach will also be far less time consuming for library staff.
9) Staff Training — Remainder of the Fiscal Year Spending - Rossman reported
that several initiatives are happening this summer for staff training and
development. Three staff will be attending the American Library Association
(ALA) conference, the Information Technology staff will be attending virtually
technology symposium on security and privacy in May.
Rossman reported that the strategic plan will cover some of the staff training
budget, as well as Niche Academy, which is a resource for staff and the
public to have access to tutorials to all the different databases and software
that we make available.
10) Materials Expenditures remainder of Fiscal Year Spending — Rossman
reviewed the comparison expenditures sheet that provides encumbrance
and outstanding budget information through April 20, 2022. This report
provides more information about funds expended, balances and what is
pending to come in for materials and equipment expenses.
11) Long Overdue Materials — Rossman reported that he has reviewed the
procedures followed by staff to recover long overdue materials. This
includes reviewing procedures from other larger urban Iowa libraries.
The Board held discussion about the procedures for retrieving long overdue
materials.
The Police Department had been attempting to retrieve the materials versus
directly serving a warrant for theft. The Board suggested that a possible
partnership with the Police Department could also be an alternative and
asked this to be investigated.
Rossman will report back to the Board with updated information.
12) Miscellaneous Items:
a. Personnel Update — The Library Clerk new higher wage scale begins
May 1, 2022.
b. Book Drop at Asbury Plaza Hy-Vee Dubuque — Was hit by a truck on
April 21, 2022 and destroyed. A new book drop has been ordered.
c. Policy Reviews — Rossman reported several policies will need to be
reviewed or revised for the Library's next accreditation. The policies
will go to the Board Committee for review and then to the Board for
approval.
B. Comment Cards — No comment cards were received.
"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, Library
Programs Report, ,Strategic Plan Update, 28E Library Services Agreement
21
Update, Board of Trustees Successes af 7d Initiatives, Giving Tree Program
Update, Staff Training - Fiscal Year Spending, Materials Expenditures -
F-Iscal Year SpendIng, Long Overdue Materials Report, Miscellaneous
Items that incL, ided Personnel Update, Boo4- Drop at Asbury Plaza Hy-
Vee. Policy Reviews Schedule; and, Library Department Updates. //
Motion:
Monk
Second:
Gorton
Vote:
Aye-5; Nay- 0
5. Action Items:
A. Library Expenditures Month of March FY 2022 (Period Nine) — The Board
reviewed three reports for March FY 2022, period nine 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
nine report that includes both receipts and expenditures.
' and,
to approve the Library period nine expenditures for March FY
2022; ano,', the Gifts Trusts period nine expenditures for March FY 2022, //
Motion: Poggemiller
Second: Gorton
Vote: Aye — 5; Nay — 0
B. Library Open Hours — Thursday, May 5,, 2022 — Mullin reported that as part of
the Strategic Planning Process, the morning of Thursday, May 5 provide the
opportunity for all Library Staff to attend a focus group to provide feedback.
Mullin is requesting the Library open at Noon this day.
"Moved to approve opening at Noon, Thursday, May 51 2022 to
accommodate staff to attend the Strategic Planning Focus Group. fl
Motion:
Lieberman
Second:
Poggemiller
Vote.-
Aye — 5; Nay — 0
6. Library Board Adjournment — The Board adjourned at 5:13 p.m.
"Motion to adjourn, &
Motion: Poggemiller
Second: Gorton
Vote: Aye - 5; Nay - 0
Rosemary Kramee,'Board Secretary Fate