Minutes_Library Board of Trustees 05.25.23Copyrighted
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 May 25, 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, May 25, 2023.
Present: President Pam Mullin, Secretary Andrew Bland, Trustee Robert Armstrong,
Trustee A. Alanda Gregory, Trustee Victor Lieberman, Trustee Christy Monk
(entered 4:11 p.m.), Library Director Nick Rossman, and Administrative Assistant
Denette Kellogg,
Absent: Trustee Gregory Gordon
Public Present: Rob Schmidt, Total Maintenance, Inc. (TMI), 1017 State Street,
Bettendorf, Iowa
1. President Mullin called the meeting to order at 4:03 p.m.
"Moved to adopt the meeting agenda of May 25, 2023."
Motion: Lieberman
Second: Bland
Vote: Aye— 5, Nay — 0
2. Bid Opening for Library Heating, Ventilation and Cooling (HVAC) Request for Bid
Total Maintenance Agreement — The Library Board opened the sealed bids for the
Library's HVAC three year maintenance agreement bid process. The following bids
were opened and the following provided:
Geisler Brothers Company, 1500 Radford Road,
Dubuque, Iowa bid received Mav 23, 2023 at 11:43 a.m.
4 visits per year
Year
Bid Amount
July 1, 2023 to
June 30, 2024
$10,080
July 1, 2024 to
June 30, 2025
$10,752
July 1, 2025 to
June 30, 2026
$11,200
Total Maintenance, Inc., 1017 State Street,
Bettendorf, Iowa bid received May 25, 2023 at 11:04 a.m.
Primary Bid-
Alternate Option
6 visits per year
4 visits per year
Year
Bid Amount
Year
Bid Amount
July 1, 2023 to
$21,384
July 1, 2023 to
$18,936
June 30, 2024
June 30, 2024
July 1, 2024 to
$22,344
July 1, 2024 to
$19,788
June 30, 2025
June 30, 2025
July 1, 2025 to
$23,232
July 1, 2025 to
$20,580
June 30, 2026
June 30, 2026
Rossman reported the next steps in this process is to send the bids to City Legal
for review, and have the Board Operations Committee meet to review the bids
and make a recommendation to award the bid to the Board at its June 2023
meeting.
President Mullin asked the public present if they that would like to provide
comment on this agenda item. The Board recognized Rob Schmidt from TMI.
Schmidt introduced himself and expressed gratitude in serving the Library's
HVAC in past years and the opportunity to provide a bid for this project. Schmidt
reported its bid as noted, covers emergency service calls parts and labor.
Schmidt also stated that TMI has proven its ongoing dedication to quality
service, emergency response, and competitive pricing since having the contract
in previous years.
"Moved to receive and file the bids for the Library heating,
ventilation and cooling (HVAC) request for bid total maintenance
agreements, and public comments received."
Motion: Armstrong
Second: Bland
Vote: Aye — 6, Nay— 0
3. Approval of Board of Trustees Meeting Minutes of April 27, 2023.
"Moved to approve the Board Meeting Minutes of April 27, 2023."
Motion: Bland
Second: Lieberman
Vote: Aye — 6; Nay — 0
4. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for April
2023.
"Moved to receive and file the Communication with the Dubuque City
Council from April 2023."
Motion: Bland
Second: Lieberman
Vote: Aye — 6, Nay — 0
K
5. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1) Library Financial Report Fiscal Year (FY) 2023 — Rossman reported that the
end of April marks 83% completion of the fiscal year. Expenditures are
spent at 76% and revenue is 76% collected of projected budget.
2) Library Use — Rossman reported there was a four percent increase in
circulation over April 2022, a 19% increase in visitors and an eight percent
increase in computer and Wi-Fi usage.
91 curbside visits April.
Rossman reported there were 1,705 Hoopla downloads in April. There were
79 new users and 443 unique users downloading materials in April. 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.)
Bland encouraged exploration into the artificial intelligence (AI) opportunities
such as ChatGPT or Al generated art to grow library services. Rossman
reported that he continues to research Al, and what other libraries are
planning including the City of Dubuque.
3) Library Marketing Report — Rossman reported that in the month of April,
investment database Morningstar was promoted. There were total of 100
uses in April 2023 up from an average of about 24 uses per month over the
fiscal year to date. An increase of over 300%.
The Board reviewed a Library informational and marketing flyer that City
utility billing customers received in their utility bills. Each City department
can pay for this opportunity once each year.
4) Library Programs, Partnerships, and Grants Report - Rossman provided the
following report:
Art @ your Library for June/July will feature local artists Brad Fautsch, an art
educator whose works with mixed media including sculptures and ink
drawings. Tom Kedzie uses his cell phone to capture images and
customizes them various photo editors. The opening reception is scheduled
for Friday, June 2 after hours with music provided by the Northeast Iowa
School of Music.
Author Varian Johnson performed at Washington and Jefferson Middle
School's as well as an evening performance at the Library on April 25.
3
The results from the Library Storytime options survey for patrons included
feedback noting the social/emotional growth in their children, and the
energy, patience, and joy exhibited by the youth staff at storytimes provided.
The Library's Volunteer Appreciation Breakfast is scheduled for Tuesday,
June 27 at Convivium Urban Farmstead.
A traveling exhibit from the African American Museum of Iowa (AAMI) is
scheduled for display June 1 through June 15 on the second floor of the
library.
Summer Reading Program launches Monday, June 5. This year's theme for
youth and teens is "Find Your Voice". The them for adults is a variation of
the popular board game Monopoly titled "Bookopoly".
The Dubuque County Reads program concluded with more than 60
participants attended in -person discussions at various locations in the
County. Planning has begun for Dubuque County Reads 2024. Libraries
included are Carnegie -Stout Public Library, Dubuque County, Dyersville,
Clarke University, Loras College, University of Dubuque, and Divine Word
Seminary in Epworth.
The Library is collaborating with Juvenile Court Services and Dubuque
Community School District Summer School program this summer. Students
will participate in Teen reading programs, as well Makerspace STEAM
programs throughout June and July.
The Iowa Library Association Conference planning continues with an
opening reception the evening of Wednesday, October 11, 2023 at the
National Mississippi River Museum & Aquarium. The Library Board has
approved Thursday, October 12 as the Library staff development day and
when Library staff will participate in the conference.
5) Open Hours Update — Rossman reported a public survey on library hours
was emailed to 7,000 cardholders that use the Library on a frequent or
regular basis on Thursday, May 18. Over 300 responses were received to
date. These cardholders are patrons that have requested the Library
newsletter. The Board agreed that if the Library can have the survey link in
the upcoming City Focus that the summary of the data be prepared for the
August Board meeting, with reviewing Library hours at its September
meeting.
6) HVAC Maintenance Bids Update — Rossman referred to the bid opening at
this meeting, with the next steps of City Legal to review the bids and the
Board Operations Committee to review and make a recommendation for bid
award at its June 2023 Board meeting.
M
7) Space Needs Request for Proposal Report (RFP) — Rossman reported on
while five companies showed interest submitting a proposal, two proposals
were received. The Board Committee members Mullin, Gregory and
Lieberman will review the proposals and make a vendor recommendation to
the Board.
8) Department Updates — Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards — The Board reviewed one comment card asking for more
graphic novels and the Board concurred with the staff response to develop this
collection. Three comments from patrons about various library programs and
positive experiences with staff were also reviewed.
"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 Open Hours Update,
HVAC Maintenance Bids Update, Space Needs Request for Proposal
Report, Library Department Updates, and Comment Cards."
Motion: Bland
Second: Armstrong
Vote: Aye — 6; Nay — 0
6. Library Board Relations Committee Report — Mullin reported that the Director's
Evaluation that included all Board members was completed and provided to the
Board.
"Moved to receive and file the Relations Committee Report."
Motion: Monk
Second: Lieberman
Vote: Aye — 6; Nay — 0
7. Action Items:
A. Library Expenditures FY-23: April, Period 10 —The Board reviewed the detailed
expenditures reports for period ten, April 2023. The monthly Gift Trusts financial
report has been delayed from the City Finance Department.
"Moved to approve the Library expenditures for FY-23 April,
period ten."
Motion: Monk
Second: Armstrong
Vote: Aye— 6; Nay — 0
8. Library Board Adjournment — The Board adjourned at 4:48 p.m.
"Motion to adjourn. "
Motion: Lieberman
Second: Armstrong
Vote: Aye — 6; Nay — 0
0
Andrew Bland, MD, Board Secretary Date