Minutes_Library Board of Trustees 03.23.23Copyrighted
April 1, 2024
City of Dubuque Consent Items # 01.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of March 18, 2024; Civil Service Commission
of March 7, 2024; Equity and Human Rights Commission of February 13,
2024; Historic Preservation Commission of February 15, 2024; Housing
Commission of April 25, 2023; Library Board of Trustees of March 23,
2023, April 27, 2023, May 25, 2023, June 22, 2023, July 27, 2023,
August 23, 2023, August 24, 2023, September 28, 2023, October 19,
2023, October 26, 2023, and November 16, 2023; Park and Recreation
Commission of February 13, 2024; Zoning Advisory Commission Draft
Minutes of March 6, 2024 and March 13, 2024; Proof of Publication for
City Council Proceedings of March 4, 2024 and March 7, 2024.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description
Type
Civil Service Commission Minutes
Supporting Documentation
Equity and Human Rights Commission Minutes
Supporting Documentation
Historic Preservation Commission Minutes
Supporting Documentation
Housing Commission Minutes
Supporting Documentation
Park and Recreation Commission Minutes
Supporting Documentation
Zoning Advisory Commission 3/6/24
Supporting Documentation
Zoning Advisory Commission 3/13/24
Supporting Documentation
Library_March 23, 2023
Supporting Documentation
Library_April 27, 2023
Supporting Documentation
Library_May 25, 2023
Supporting Documentation
Library_June 22, 2023
Supporting Documentation
Library_July 27, 2023
Supporting Documentation
Library_August 23, 2023
Supporting Documentation
Library_August 24, 2023
Supporting Documentation
Library_September 28, 2023
Supporting Documentation
Library_October 19, 2023
Supporting Documentation
Library_October 26, 2023
Supporting Documentation
Library_November 16, 2023
Supporting Documentation
City Council Proceedings of March 18, 2024
Supporting Documentation
Proof of Publication 3.4.24 Supporting Documentation
Proof of Publication 3.7.24 Supporting Documentation
ORIGINAL
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of March 23, 2023
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, March 23, 2023.
Present: President Pam Mullin, Vice President Greg Gorton (exited at 4.48 p.m.),
Secretary Andrew Bland, Trustee Robert Armstrong, Trustee A. Alanda Gregory,
Trustee Victor Lieberman (arrived at 4:05 p.m.), Trustee Christy Monk, and
Administrative Assistant Denette Kellogg.
Electronically Present: Library Director Nick Rossman
1. President Mullin called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of March 23, 2023."
Motion:
Bland
Second:
Gorton
Vote:
Aye — 6; Nay — 0
2. Approval of Board of Trustees Meeting Minutes of February 23, 2023.
"Moved to approve the Board Meeting Minutes of February 23, 2023."
Motion: Bland
Second: Monk
Vote: Aye— 6; Nay — 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for
February 2023.
"Moved to receive and file the Communication with the Dubuque City
Council from February 2023. "
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:
1) Library Financial Report Fiscal Year (FY) 2022 — Rossman reported that the
end of February marks 66% completion of the fiscal year. Expenditures
expended are at 56% and revenue collected is at 65% of the projected
budget.
2) Library Use — Rossman reported that there was a 10% increase in
circulation over February 2022, a 15% increase in visitors, and a 4%
increase in computer and Wi-Fi usage.
82 curbside visits in February.
Rossman reported 1,492 Hoopla downloads in February. There were 84
new users in February and 406 unique users total. Also included for review
was the last three months usage comparison chart that includes cost per
collection for review. (Hoopla is a web and mobile library media -streaming
platform for audio books, comics, e-books, movies, music, and TV.)
3) Library Marketing Report — Rossman reported that in the month of February,
genealogy database Heritage Quest was promoted. This resulted in a total
of 218 uses in February 2023 up from an average of about 35 uses per
month over the fiscal year to date. An increase of over 500%.
4) Library Programs, Partnerships, and Grants Report - Rossman provided the
following report:
The Bridge to Reading award is a program, created by Youth Services
Manager Danielle Day that was piloted in Dubuque and is now a statewide
award run by the Youth Services division of the Iowa Library Association.
The committee announced this year's top ten Storytime books. Twenty
different local agencies will participate by reading all 10 books with
approximately 2,000 Dubuque area preschool age students and having the
students vote for a winner.
The library completed its budget presentation with City Council on February
27. Rossman thanked everyone that helped with the presentation and those
who attended either in person, or virtually. The final City Council approval is
scheduled for 6:30 p.m. on Thursday, March 23.
In a continued partnership with the Dubuque Metropolitan Area Solid Waste
Agency and Dittmer Recycling, the library will be participating in a
community shredding opportunity. Secure shred bins will be delivered to the
library and available on the first floor to the public all open hours from March
20 through April 3.
Several Library staff participated in the Read Across America campaign on
March 2. Each staff spent approximately 30 minutes in kindergarten through
second grade classrooms reading the book "All Are Welcome" by Alexandra
Penfold, discussing the book and distributing a coloring sheet.
The Library partnered with the Dubuque Symphony Orchestra to assist with
taking photographs after their March 4 Carnival of Animals Spring family
concert. The Library's green screen was used to create a family photo
opportunity including several animals to fit their theme.
The "Historic Tales of Old Dubuque" book discussion with John Pregler has
been rescheduled for April 2, 2023.
Trustee Gregory joined the meeting at 4:12 p.m.
5) Memorandum of Understanding with Dubuque County Library — Rossman
reviewed the Memorandum of Understanding that outlines the already in
practice retrieval, holding, and return of library materials, and includes the
sharing of patron data section. The sharing of patron data is a feature that
could be implemented now that both institutions are using the same
integrated library system, KOHA. When operational, the data transfer
feature would make signing up new patrons that already have a card at the
other institution easier. The Dubuque County Library District Board has
already agreed and approved the memo.
6) Discussion of Library Hours — Rossman reported he is following up on
gaining consensus from the Board on possibly changing Library hours. He
provided recent history of library hours, total open hours for like libraries in
Iowa, and statistical information of library gate counts and circulations. The
Library is accredited by the State Library of Iowa and is an H size library,
requiring a minimum to be open of 61 hours per week over the course of a
year to maintain accreditation at a Tier 3 level. Random closings do not
factor in.
The Board reviewed the information discussing scenarios of opening later
and staying open later, changing hours, increasing hours all based on the
need of service to the community. The Board reached a consensus to
review this again at its April meeting.
The Board requested a Patron Library Hours survey be conducted with
potential survey questions to be provided for the Boards review prior to
implementing the survey. The Board also requested feedback on hours
from staff that includes feedback on pros and cons for review. Monk
suggested that any hours change take effect to not impact already
scheduled Library programs and events.
Trustee Gorton exited the meeting at 4:48 p.m.
7) Review of Space Needs/Use Study Request for Proposal (RFP) Draft —
Rossman reviewed the draft of the RFP Space Needs Study with the Board.
The Board reviewed the information including whether to do a Space Use
Study or a Space Needs Study with a focus on the collection and space
needs, including workflow. Suggested was to include a low, medium and
high cost in the RFP and, to have a budget maximum for consideration. The
Board agreed to refer this agenda item to the Operations Committee to
develop a final RFP.
Rossman reported that the Strategic Plan, individual department work plan
and goals would be provided at the April meeting.
8) Department Updates — Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards — No comment cards received.
"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, Library Programs,
Partnerships, and Grants Report, Memorandum of Understanding with
Dubuque County Library District, Library Department Updates, and
Comment Cards."
Motion: Gorton
Second: Lieberman
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Library Expenditures FY-23: February, Period 8 — The Board reviewed the
detailed expenditures reports for period seven, February 2023. The revised Gift
Trusts report for January and February 2023 have been delayed from the City
Finance Department.
"Moved to approve the Library expenditures for FY-23
February, period eight."
Motion: Monk
Second: Bland
Vote: Aye — 6; Nay — 0
B. Develop Space Needs and/or Space Use Study Request for Proposal (RFP):
The Board agreed that the Operations Committee final draft of the study be
brought to the Board for review.
"Moved to refer the Develop Space Needs and/or Space Use Study
RFP to the Operations Committee for further study."
Motion:
Lieberman
Second:
Gregory
Vote:
Aye— 6; Nay-0
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C. Memorandum of Understanding with Dubuque County Library District:
"Moved to approve the Memorandum of Understanding with the
Dubuque County Library District as reviewed."
Motion: Monk
Second: Gregory
Vote: Aye — 6; Nay — 0
6, Library Board Adjournment — The Board adjourned at 5:20 p.m.
"Motion to adjourn. "
Motion: Gorton
Second: Gregory
Vote: Aye — 6; Nay — 0
Andrew Bland, MD, Board Secretary
5
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