Minutes_Library Board of Trustees 05.26.22Copyrighted
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 May 26, 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, May 26, 2022.
Present: President Pam Mullin; Vice President Greg Gorton, Secretary Rosemary
Kramer, Trustee Robert Armstrong, Trustee Christy Monk, Director Nick Rossman,
and Administrative Assistant Denette Kellogg.
Present Electronically: Trustee Victor Lieberman
Excused: Trustee Patty Poggemiller
1. President Mullin called the meeting to order at 4:04 p.m.
"Moved to adopt the meeting agenda of May 26, 2022. "
Motion:
Gorton
Second:
Kramer
Vote:
Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of April 28, 2022.
"Moved to approve the Board Minutes of April 28, 2022, "
Motion: Gorton
Second: Kramer
Vote: Aye-6; Nay— 0
I Board President's Report:
— The Board reviewed the Communication with the Dubuque City Council for April
2022.
"Moved to receive and file the Communication with the Dubuque City
Council from April 2022. "
Motion:
Monk
Second:
Gorton
Vote:
Aye --- 6; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
I
1) Library Financial Report Fiscal Year (FY) 2022 — Rossman reported that the
end of April marks 83% the fiscal year. Expenditures were at 76% through
April 30 and revenue generated was at 87% of projections. When including
encumbrance amounts expenditures are at 86% as of mid -May.
2) Library Use — Rossman reported April saw increases in usage across
almost all statistical categories compared to April 2021. The return of more
regular in -person library programming is definitely impacting usage. The
Library's partnership with the Julien Dubuque Film Festival brought in 480
people to pick up tickets to the festival movies and may have also impacted
library usage and the issuing of new cards.
The Dubuque Community Schools has delayed promoting the school -library
card partnership to the beginning of the new school year.
106 curbside visits in April.
3) Library Marketing Report — Rossman reported in April, the exercise
equipment collection was relocated to a new shelving location and was
promoted. Four items were circulated in April, compared to only one in
March, resulting in a moderate increase in use, but also awareness of the
existence of the collection.
4) Project/Events/Programs Update — Rossman reported on the following:
- In May, in -person Storytimes resumed, both in the library auditorium on
Monday mornings and at Washington Park on Wednesday mornings.
Attendance numbers at the Storytimes is encouraging for both days.
- Approximately 90 people attended the Art @ your library and Music @
your library event on May 6.
- The partnership with the Julien Dubuque International Film Festival
(JDIFF) was considered a success from the standpoint of the JDIFF
Board and the library. Plans for the library and the JDIFF to continue this
partnership in 2023 are underway.
- First Friday reception for the June/July Art @ your library® show Diverse
Voices featuring Hieyler Talley, Yara Lopez, A. Aianda Gregory, and Gail
Chavenelle will be on Friday, June 3.
- The Summer Reading Program begins on Monday, June 6. The youth
Friday events and performers have been scheduled at the Dubuque
Arboretum who is partnering with the Library for these programs.
- The Dubuque Racing Association (DRA) grant was being submitted for a
space needs study. Notification of the grant is July 26.
5) Strategic Plan Update - Rossman reported that the Library's Strategic
Planning Consultants, Rethinking Libraries, report on the focus group
meeting held May 3 through May 5. The consultants compiling the
feedback from the focus groups and the next steps include the Board of
Trustees focus group and retreat. The Board focus group can be done just
before the retreat or in advance through an electronic meeting.
6) 28E Agency Library Services Agreement Update — Rossman reported that
the 28E Agency Library Services Committee met May 12, 2022. Scott
County Library District Director Tricia Kane and Dubuque County Project
Coordinator Ed Raber joined the meeting. Kane provided feedback on how
Scott County Library interacts with the municipal libraries in the county,
setting library rates for the municipalities it contracts and how their
collaborative library system (Rivershare) works.
After the information session, the Committee decided that no new changes
would be pursued for the time being, and the Committee would resume
meeting twice/year for now, with our next meeting coming in September
2022.
7) Long Overdue Materials Report - Rossman reported that he discussed the
police involvement in a patron not returning materials and the collection
process with Police Chief Jeremy Jensen. Chief Jensen agreed to help with
this process with a preferred set higher dollar amount. The Board reviewed
the State Code documents 714.2 Degrees of Theft and 714.5 Library
Materials and Equipment provided by Chief Jensen. The Board discussed
the collection process for patron account of $300.00 or more and directed
Rossman to move forward with this criteria. Rossman reported that staff will
continue the same process they had been doing with other patrons.
8) Miscellaneous Items: Patron Psychosocial Needs Assessment — Rossman
reported that the State Library of Iowa is partnering with a social worker with
focus groups to gain feedback and needs for libraries. The social worker
visited C-SPL. Lieberman suggested that there are many agencies in the
City that also may have insight in these areas. Rossman has also contacted
Hillcrest Family Services who has a community resource app that provides
information at your fingertips for staff that the Library can use.
9) Department Updates — Rossman provided highlights of the past month for
each Library department.
B. Comment Cards — No comment cards were received.
"Moved to receive and rile the informational update from the
Library Director including the Library Expenditure, Revenue and Budget
Financial Reports; and, Library Use Report, Marketing Report, Library
3
Programs Report, Strategic Plan Update, 28E Library Services Agreement
Update, Long Overdue Materials Report, Patron Psychosocial Needs
Assessment, and, Library Department Updates. "
Motion: Monk
Second: Gorton
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Library Expenditures Month of April FY 2022 (Period Ten) — The Board reviewed
three reports for April FY 2022, period ten 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 ten report that
includes both receipts and expenditures.
"Moved to approve the Library period ten expenditures for April FY
2022; and, the Gifts Trusts period ten expenditures for April FY 2022. "
Motion: Monk
Second: Gorton
Vote: Aye — 6; Nay — 0
The Board reviewed the higher expenditure cost for the roof replacement at
$120,029 that is $100,000 less than the Capital Improvement Project (CIP)
requested funds for FY-22. Rossman reported that the City Budget Director
suggested an option to move forward with the needed project, is to move
the funds from the FY-22 Landscaping Project of $100,202 to the Roof
Replacement Project. Then, resubmit for the much needed Landscaping
Project in FY-24.
"Motion to approve expending the FY-22 Landscaping CIP funds of
$100,202 to utilize for the Library Building Additional Roof Replacement
Project for a total of $220,231. "
Motion:
Monk
Second:
Gorton
Vote:
Aye — 6; Nay — 0
6. Library Board Adjournment — The Board adjourned at 4:55 p.m.
"Motion to adjourn. "
Motion: Gorton
E
Second: Kramer
vote., Aye - 6; Nay - 0
b-W�3-a 0
Rosemary Kramer; 'Board Secretary Date