Minutes_Library Board of Trustees 06.22.23Copyrighted
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 June 22, 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, June 22, 2023.
Present: President Pam Mullin, Vice President Greg Gorton, Secretary Andrew
Bland, Trustee Robert Armstrong, Trustee A. Alanda Gregory (virtual), Trustee
Victor Lieberman, Trustee Christy Monk (entered 4:11 pm), Library Director Nick
Rossman, and Administrative Assistant Denette Kellogg,
Absent:
Public Present: None
1. President Mullin called the meeting to order at 4:04 p.m,
"Moved to adopt the meeting agenda of June 22, 2023. "
Motion:
Bland
Second:
Gorton
Vote:
Aye — 6; Nay — 0
2. Approval of Board of Trustees Meeting Minutes of May 25, 2023,
"Moved to approve the Board Meeting Minutes of May 25, 2023. "
Motion: Lieberman
Second: Gorton
Vote: Aye— 6; Nay—O
3. Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for May
2023,
"Moved to receive and file the Communication with the Dubuque City
Council from June
Motion: Gorton
Second: Lieberman
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) 2023 — Rossman reported that he
end of May marks 91 % completion of the fiscal year. Some financial reports
were unavailable in the City's financial system, but expenditures are
estimated to be spent at 90% and revenue is 82% collected of projected
budget.
2) Library Use — Rossman reported Circulation numbers for May were nearly
identical compared to May 2022, however the library did see a 6% increase
in visitors and an 27% increase in computer and Wl.-Fi usage.
78 curbside visits May.
Rossman reported there were 1,832 Hoopla downloads in May. There were
79 new users and 464 unique users downloading materials in May. 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 May,
digital magazine service Flipster was promoted. We had a total of 404 uses
In May 2023 up from an average of about 296 uses per month over the
calendar year to date. An increase of 36%.
4) Library Programs, Partnerships, and Grants Report - Rossman provided the
following report:
The inaugural year of the Bookwork Builders program was a success. A final
report submitted to the Community Foundation of Greater Dubuque, which
supplied a $5,000 grant to support the program, informed that over 200
children registered for the program. 85 story times were provided to
underserved children and over 1000 books were provided to help new
"bookworms" build a collection of books for their home. This program
partnered with the AmerlCorps program.
Youth and Teen Summer Reading Programs are off to a great start. In the
first week, over 900 youth and over 150 teens have signed up.
The Art @ your Library opening reception for June/July was well received.
Over 200 attendees enjoyed the event and fourteen pieces were sold at the
opening.
Library Director Nick Rossman teamed up with Sherrie Keating, Member
Outreach Representative from DuTrac to deliver Summer Reading
Programs to local organizations that provided funding and/or prizes for the
Summer Reading Program, One picture from Jersey Mike's is included with
your packet, as a preview to eventual social media posts!
1)
June and July Preschool Story Times will see some special guests make
appearances:
o June 21: Spider -Man
• June 28: Dubuque Fire Chief, Amy Scheller
* July 5: Dubuque Police Chief, Jeremy Jensen
* July 12: Elsa and Anna from Frozen
The American Library Association is in Chicago from June 24 -- 26, Staff
members Nick Rossman, Haidee C,, and Bailey K. will be riding a bus,
provided by the Dubuque Area Library Information Consortium, to attend the
conference on Saturday, June 24. The trip will leave and return the same
day.
A traveling exhibit from the African American Museum of Iowa was delayed,
but arrived on June 20. The museum is under renovations and several
exhibits are out to libraries and other institutions throughout Iowa. Several
others are in storage. The exhibit we were supposed to receive was In a
storage unit, and took longer than anticipated to retrieve. A press release
was sent out with details and dates for the exhibits stay.
One final reminder about the Volunteer Appreciation Breakfast will be held
on Tuesday, June 27 at 9:30 am at Convivium Urban Farmstead.
[Monk entered meeting 4:11 pm]
5) Deaccessioning of Materials — Bill Butts, proprietor of Main Street Fine
Books & Manuscripts of Galena, IL approached the library regarding some
books from our collection. Mr. Butts put aside a collection of items he was
interested in purchasing. Following precedence set from a similar inquiry in
2003, the library is interested in allowing Mr. Butts to purchase some of the
items. None of the items are considered rare enough that they would have
significant value and some items with local historical value will remain with
the library. Issues of amount of storage space, as well as adequate
conditions to store older items is also a considering factor for how many
items the library can realistically keep in its collection.
6) Request to Open Late on Thursday, August 3, 2023 — Rossman requested
the Board of Trustees to approve opening at 10 am on Thursday, August 3,
so the staff could attend an emergency training led by the Dubuque Police
Department.
7) Open Hours Update — Rossman reported that the link to the current survey
was included in the June/July issue of City Focus, so the survey would
remain open until the middle of July, with results hopefully ready for the July
,Board meeting.
3
8) HVAC Maintenance Bids Update -- Operations Subcommittee has
recommended award of three. -year contract for HVAC maintenance to Total
Maintenance, Inc. (TMI). Trustee Monk reported that TMI was the only
responsive bidder who properly followed the instructions on request for bid
and provided total care package as requested. Rossman reported that City
legal vetted both proposals and that Geisler Bros, bid was non -responsive.
9) Space Needs Request for Proposal Report (RFP) — Rossman reported that
the Board Committee members Mullin, Gregory and Lieberman have
reviewed both proposals submitted. The subcommittee has recommended
FEH Design as the vendor to be selected by the Board of Trustees for the
Space Needs Assessment. Rossman noted that the FEH Design proposal
was approximately half the cost versus the Engberg-Anderson proposal.
President Mullin commented that another factor included FEH Design's
commitment to preserving the Historic nature of the Carnegie -Stout Public
Library and Trustee Lieberman noted that Engberg-Anderson had a large
collection of consultants, which seemed to add to the cost of the project,
which perhaps put them too far outside of a considerable projected cost.
10) Department Updates -- Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards -- The Board reviewed a picture from an outing celebrating local
businesses that provided prizes for the summer reading program and a thank
you from staff at Divine Word for a program and training the library provided to
Divine Word students.
"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:
Armstrong
Second:
Lieberman
Vote:
Aye — 7; Nay — 0
[Bland exited 4:38 pm]
5. Action Items
A. Library Expenditures FY-23: May, Period 11 — The Board reviewed the detailed
expenditures reports for period eleven, May 2023. The monthly Gift Trusts
financial report has been delayed from the City Finance Department.
0
"Moved to approve the Library expenditures for FY-23 May,
period eleven."
Motion:
Gorton
Second:
Monk
Vote:
Aye — 6; Nay — 0
[Bland entered meeting 4:40 pm]
B. Late Opening Request Thursday, August 3 for Staff Development
"Moved to approve opening the Library at 10 am on Thursday,
August 3 to accommodate staff training. expenditures for FY-23 May,
period eleven."
Motion:
Monk
Second:
Gorton
Vote:
Aye — 7; Nay — 0
C. Library Space Needs Assessment Approval of Contract --Recommendation by
Space Needs Committee
"Moved to approve contract with FEH Design up to $40,300 to
complete a Space Needs Assessment with funds from Enrich Iowa
and the General Gift fund"
Monk recused out of conflict of interest.
Motion: Lieberman
Second. Gorton
Vote: Aye — 6; Nay — 0; Abstain -- I
D. Heating, Ventilation, and Air Conditioning Total Maintenance Contract Award —
Recommendation by Operations Committee
"Moved to approve a contract with Total Maintenance, Inc. for a
three-year HVAC maintenance contract for a cost of $18,936 in Year
1, $19.788 in Year 2, and $20,580 In Year 3."
Motion:
Gorton
Second:
Monk
Vote:
Aye — 7; Nay — 0
6. Library Board Adjournment —The Board adjourned at 4.44 p.m.
"Motion to adjourn. "
Motion: Bland
Second: Lieberman
Vote: Aye— 7; Nay — 0
/2
Andrew Bland, MD, Board Secretary Date
6