Minutes_Library Board of Trustees 06.23.22Copyrighted
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 0R/
Board of Trustees G'/N
A /
Meeting Minutes of June 23, 2022 14%
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, June 23, 2022.
Present: President Pam Mullin; Secretary Rosemary Kramer, Trustee Robert
Armstrong, Trustee Victor Lieberman, Trustee Patty Poggemiller, Trustee Christy
Monk,, Director Nick Rossman, and Administrative Assistant Denette Kellogg.
Excused: Vice President Greg Gorton
Public: Andrew Bland, MD, incoming Library Board Trustee (Term 7/1/2022 —
7/1/2026)
1. President Mullin called the meeting to order at 4:05 p.m.
"Moved to adopt the meeting agenda of June 23, 2022, //
Motion: Poggemiller
Second., Armstrong
Vote: Aye — 6; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of May 26, 2022.
"Moved to approve the Board Minutes of May 26, 2022. /"
Motion: Lieberman
Second: Monk
Vote: Aye — 6; Nay — 0
3. Board President's Report:
A. The Board reviewed the Communication with the Dubuque City Council for May
2022.
B. Board Recognition of Outgoing Trustees Rosemary Kramer served from July
2017, and Patty Poggemiller served from July 2014. Mullin presented, on behalf
of the Board, framed library prints each with an appreciation plate of their
volunteer service as Library Trustees. Board members congratulated both
Kramer and Poggemiller for their longtime service and dedication to the Board
and the Library.
"Moved to receive and file the Communication with the Dubuque City
Council from May 2022, and Board recognition of outgoing Trustees
Rosemary Kramer serving from and Patty Poggemlller. "
Motion: Lieberman
Second: Monk
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) 2022 — Rossman reported that 91%
of the fiscal year has lapsed by the end of May. Expenditures were at 82%
and revenue generated was at 94% of projections. Along with the regular
expenditure reports,, are the mid -June expenditures with the encumbrance
numbers. These numbers include encumbered funds that have orders
against them with vendors, providing a more accurate report on
expenditures. With the encumbered funds, projections are at 95% through
June 2022. This number is expected to increase slightly when purchase
card expenditures post.
2) Library Use — Rossman reported increased usage during May in everything
except Adult DVDs and Blu-rays.
Patrons 113 curbside visits in May.
Rossman reported that three new book drops are expected to be delivered
and installed in the next month at Eleanor Roosevelt Middle school, Asbury
Plaza Hy-Vee, and the Bluff Street locations. Two of the book drops are
being replaced as part of the budget equipment replacement funds. The
Hy-Vee drop, damaged beyond repair in April, is expected to be funded by
insurance for the driver that damaged the drop.
3) Library Marketing Report — Rossman reported in the Library's Makerspace
was promoted in May. Makerspace had 71 people attend programs in May
compared to 34 in April. A 108% increase. We also saw a 9.6% increase in
visitors to the space.
4) Library Program, Partnerships, and Grants Report - Rossman reported on
the following:
- Over 100 guests attended the June 3 Art@ your library® art reception
for the Diverse Voices show. An anonymous grant to the Library
Foundation provided for music at the event provided by the Northeast
Iowa School of Music. Two of the artists sold several pieces.
2
Representatives from the City of Dubuque's Arts and Cultural Affairs
Department attended to gather information concerning the economic
impact of arts events involving people of color.
In an effort to promote diverse art to our youth audience Art
Subcommittee member Gail Chavenelle and Administrative Assistant
Denette Kellogg have worked on a promotional rack card identifying
library programming and arts programming.
Hills and Dales is scheduled to bring a busload of 4 and 5 year olds to
the library every Thursday this summer for library visits. These youth will
be participating in the Library's agency reading program that is also
provided to organizations such as the Dubuque Y and Dubuque Boys &
Girls Club.
The Library Foundation approved to fund $5,000 for the purchase of a
Beam Interactive Projection System for the youth department. The
projector beams an image onto a mat on the floor and interacts with
users as they walk, skip, or jump across the mat. The plan is to put it in
the programming room to enhance library programming for youth.
- Tim Hitzler is taking the bike library out again this summer and will be
going to some Farmer's Markets dates, as well as other area
celebrations to provide materials available for check out.
- The Dubuque Racing Association (DRA) grant, through the Library
Foundation, was submitted for a space needs study. Notification of the
grant is July 26.
5) Strategic Plan Update - Rossman reported scheduling will begin soon with
the Board and incoming new Trustees for the Board of Trustees focus
group, as well as the strategic plan retreat Plans are for a virtual focus
group meeting in late July or August and the retreat in late August or
September.
6) 28E Agency Library Services Agreement Update — Rossman reported at the
virtual 28E Agency meeting held June 9, 2022 discussion came about due
to the Dubuque County Supervisors interest in providing funding to the cities
of Farley and Cascade with America Rescue Plan Act funds to build new
libraries. The agency members met with county staff to discuss potential
impacts regarding stipulations that the County Supervisors are asking to be
contracted as part of the agreement to receive the federal money. Currently,
the Supervisors are requesting that the libraries in Farley and Cascade
provide access to all Dubuque County residents, regardless of whether
municipalities have agreed to provide library funding for their residents. The
concern is that such an agreement would violate the current 28E agreement
set by the agency.
3
The contract has yet to be written, nothing is certain at this point. More
information will be provided as it is received.
7) Miscellaneous Items: Downtown Parking for Library Staff — Rossman
reported that the City currently provides parking for some downtown
employees. Library employees currently pay for parking and the City is
implementing equity for all employees to be provided parking downtown
beginning as soon as July. The plan includes for the 12thand Bluff Street lot
for Library full-time staff and part-time staff at the 9thand Bluff Street lot both
at $42.00 per month. The budget impact of $24,500 is based on the
estimate of 21 full-time staff and 20 part-time staff.
8) Department Updates — Rossman provided highlights of the past month for
each Library department.
B. Comment Cards — Rossman reported on a comment card from a patron visiting
the Library while visiting Dubuque. The patron requested that the Library
consider additional recognition of Andrew Carnegie who helped to establish the
Library. Rossman is following up with the patron to get more information to
identify a possible donor opportunity and discussion of what the Library currently
has in recognition of Mr. Carnegie.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditures, Revenue and Budget
Financial Reports; and,, Library Use Report, Marketing
g Report, Library
Programs,
Partnerships, and Grants Report; Strategic Plan Update, 28E
Library Services Agreement Update, Downtown Parking for Library Staff,
Library Department Updates, and one Comment Card. //
Motion: Poggemiller
Second: Armstrong
Vote: Aye -6; Nay -O
5. Library Board Relations Committee Report — Mullin reported the Relations
Committee met on June 2, 2022 to complete Director Nick Rossman's performance
evaluation. The Committee is referring the completed evaluation process for
receive and filing item for the Boards review.
6. Action Items:
A. Library Expenditures Month of May, FY 2022 (Period Eleven) — The Board
reviewed three reports for May FY 2022, period eleven 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
11
expenditures by account code. The Board also reviewed the Gifts Trusts period
eleven report that includes both receipts and expenditures.
"Moved to approve the Library period eleven expenditures for May FY
2022; and, the Gifts Trusts period eleven expenditures for May FY 2022. //
Motion:
Poggemiller
Second:
Lieberman
Vote:
Aye — 6; Nay — 0
7. Communication/Public Comment — Newly appointed Library Trustee Andy Bland,
IVID, who begins his term on July 1, 2022 was welcomed to the Board. Bland
provided his background and expressed his desire to be on the Library Board of
Trustees as he loves learning and loves to help other learn.
8. Library Board Adjournment — The Board adjourned at 4:49 p.m.
"Motion to adjourn. //
Motion: Poggemiller
Second Kramer
Vote: Aye - 6; Nay - 0
-- 7 (Z tY S Z-
Pam Mullin, Board President Date