Minutes_Library Board of Trustees 04.27.23Copyrighted
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
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of April 27, 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, April 27, 2023.
Present: President Pam Mullin, Vice President Greg Gorton, Secretary Andrew
Bland, Trustee Robert Armstrong, Trustee, Library Director Nick Rossman, and
Administrative Assistant Denette Kellogg.
Electronically Present: Trustee Christy Monk
Excused: Vice President Greg Gorton, Trustee A. Alanda Gregory, Trustee Victor
Lieberman
1. President Mullin called the meeting to order at 4:02 p.m.
"Moved to adopt the meeting agenda of April 27, 2023."
Motion: Armstrong
Second: Bland
Vote: Aye —4; Nay — 0
2. Approval of Board of Trustees Meeting Minutes of March 23, 2023.
"Moved to approve the Board Meeting Minutes of March 23, 2023."
Motion: Armstrong
Second: Bland
Vote: Aye — 6, Nay— 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for
March 2023.
"Moved to receive and file the Communication with the Dubuque City
Council from March 2023."
Motion: Bland
Second: Armstrong
Vote: Aye — 4; 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) 2023 — Rossman reported that the
end of March marks 75% completion of the fiscal year. Expenditures spent
are at 69% and revenue is 76% collected of projected budget.
2) Library Use — Rossman reported there was a 10% increase in circulation
over March 2022, a 17% increase in visitors and a 4% increase in computer
and Wi-Fi usage.
104 curbside visits March.
Rossman reported there were 95 new users in March and 429 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 March,
language learning database Transparent Language was promoted. There
was 139 uses in March 2023, up from an average of about 33 uses per
month over the fiscal year to date. Reflecting an increase of over 400%.
Included in the packet is a summary of Dubuque Telegraph Herald
Newspaper unsolicited articles mentioning the Library for the first quarter of
2023.
4) Library Programs, Partnerships, and Grants Report - Rossman provided the
following report:
The Library participated in the Dubuque Metropolitan Area Solid Waste
Agency's free shredding program. The free service was popular and
investigation is taking place on continuing the service at the Library
throughout the year.
The popular April and May Art @ your library® opening reception featuring
Photographer Bob Felderman and Woodworker John Freitag was well
attended with approximately 200 people.
Library Director Nick Rossman and Board of Trustees representative Victor
Lieberman met with representatives of the 28E agreement group. This
group, which is comprised of Carnegie -Stout, the Dubuque County Library
District, the James Kennedy Public Library in Dyersville and the Cascade
Public Library, establish a rate of service for Dubuque County incorporated
cities that do not have their own public library to provide library service to
their residents.
Library Director Nick Rossman presented a City Council Work Session on
April 3, 2023 sharing information about the Library's new strategic plan.
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Library Staff met with a leadership group at the NICC Dubuque Center Adult
Literacy Program to discuss ways in which the Library and NICC could
collaborate on services to reach more adult learners. Staff also met with
IowaWORKS for Dubuque County to discuss ways to share resources and
work together to help bridge digital literacy skills in the community.
Library Director Nick Rossman attended a State of Iowa Digital Services
Townhall to gain a better understanding of the needs of Iowa residents for
access to high-speed internet, digital literacy skills, affordability of internet
access and internet capable devices.
The Changing Lives Through Literature program, a program that engages
probationers in an activity that has been shown to reduces recidivism, has a
new group of students that will be working with the Juvenile Court System
and retired Library Director, Susan Henricks over a five -week span in April
and May.
The Library is again participating in the Dubuque Days of Caring event set
for April 28. Employees from John Deere Dubuque Works Fresh will spread
new mulch in the landscaping areas outside of the Library.
5) Library Board of Trustees City Council Goals Setting Discussion — The
Board reviewed the goal and priorities submitted to the Dubuque City
Council last year, and developed a list of seven successes for 2022-2023.
The request includes a list of issues or projects that the Board would like the
City to address in 2023-2024. The Board developed a list of five issues or
projects for the City Council to address. Two that were high priority were to
consider equitable parking solutions near the Library for users and to
continue working on safety initiatives for downtown Dubuque.
6) Discussion of Library Hours — The Board reviewed the list of possible
questions for an e-mail survey for patrons about Library hours. Rossman
provided the results of the staff survey regarding open hours that favored
the current hours. Rossman reported that adding three to four more open
hours for the public could be viable within the current budget. For the patron
survey, the Board suggested getting public input in addition to the staff
input.
7) Strategic Plan Update - Rossman reviewed the annual staff work plan,
which serves as a guide for staff to reach the Strategic Plan goals and
accomplishments.
8) Personnel Manual Addendum - Rossman reported that the City of Dubuque
approved and updated the Employee Handbook to increase maximum
vacation accrual hours from 240 to 340 hours for full-time employees. The
City's handbook does not address vacation accrual for part-time staff. The
addendum to the Library's Personnel Manual would increase the maximum
accrual for benefit -eligible library°staff, including part-time staff that receive
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paid time off benefits based on the set numbers of work per week. Library
staff that receive paid -time off benefits are what the City of Dubuque
considers General Employees at the GE-25 or above classification. An
addendum will provide consistency with vacation leave maximums in line
with the City's Employee Handbook.
Monk exited the meeting at 4:27 p.m. per recommendation from the City
Legal Department as a conflict of interest could arise if Monk's architectural
firm should bid on the project. Bland objected to Monk's not participating in
the Space Needs Request for Proposal discussion since this is an open
meeting and any member of the public could attend.
9) Space Needs Request for Proposal (RFP) — Rossman reviewed the final
draft of the space needs RFP with the Board.
Monk re-entered the meeting at 4:29 p.m.
10) Department Updates — Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards — The Board reviewed two comments cards.
"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 Report, Library
Programs, Partnerships, and Grants Report, Library Board of Trustees
City Council Goals Setting Discussion, Discussion of Library Hours,
Strategic Plan Update, Personnel Manual Addendum Update, Space
Needs Request for Proposal, Library Department Updates, and Comment
Cards."
Motion: Armstrong
Second: Bland
Vote: Aye — 4; Nay— 0
Trustee Lieberman entered the meeting at 4:31 p.m.
5. Action Items:
A. Library Expenditures FY-23: March, Period 9 — The Board reviewed the detailed
expenditures reports for period nine, March 2023 including the Gift Trusts
expenditure report for February and March 2023.
"Moved to approve the Library expenditures for FY-23 March,
period nine, and period eight and nine Gift Trusts expenditures for
February and March, FY-23."
Motion: Bland
2
C
Second: Armstrong
Vote: Aye— 5; Nay — 0
B. Addendum to the Library Personnel Manual — The Board reviewed the City of
Dubuque's Employee Handbook change to increase maximum vacation accrual
hours from 240 to 340 hours for full-time employees. The proposed addendum
to the Library's Personnel Manual that would increase the maximum accrual for
benefit -eligible library staff, including part-time staff that receive paid time off
benefits based on the set numbers of work per week. The Board agreed that the
addendum would provide consistency with vacation leave maximums in line with
the City's Employee Handbook.
"Moved to adopt addendum to the Library's Personnel Manual to
reflect changes to the City of Dubuque Personnel Handbook which changes
the maximum vacation accrual from 6 weeks to 8.5 weeks, or 240 hours to
340 hours for full-time employees and pro -rated maximum of 8.5 weeks'
vacation accrual for benefit -eligible staff based on hours worked per week."
Motion:
Armstrong
Second:
Bland
Vote:
Aye— 5; Nay — 0
Library Board Adjournment — The Board adjourned at 4:34 p.m.
"Motion to adjourn."
Motion: Armstrong
Second: Bland
Vote: Aye— 5; Nay — 0
Andrew Bland, MD, Board Secretary
Date