Minutes_Library Board of Trustees 07.27.23Copyrighted
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 July 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, July 27, 2023.
Present: President Pam Mullin, Secretary Andrew Bland, Trustee Robert Armstrong,
Trustee A. Alanda Gregory, Trustee Victor Lieberman, Trustee Christy Monk, and
Library Director Nick Rossman.
Absent: Vice -President Greg Gorton
Public Present: None
1. President Mullin called the meeting to order at 4:05 p.m.
"Moved to adopt amended meeting agenda of July 22, 2023 by striking item
six(6), Library Board Relations Committee Report."
Motion:
Armstrong
Second:
Lieberman
Vote:
Aye — 6; Nay — 0
2. Approval of Board of Trustees Meeting Minutes of June 22, 2023.
"Moved to approve the Board Meeting Minutes of June 22, 2023."
Motion:
Lieberman
Second:
Gregory
Vote:
Aye — 6, Nay— 0
3. Board President's Report:
A. The Board reviewed the Communication with the Dubuque City Council for June
2023.
"Moved to receive and file the Communication with the Dubuque City
Council from June"
Motion: Monk
Second: Armstrong
Vote: Aye— 6, Nay — 0
B. Election of Board Officers: Mullin reviewed Board Officer Roles of President, Vice
President, and Secretary as set forth in the Board of Trustees By -Laws that
provides information about officers and the annual meeting elections held each
year.
1) Mullin asked for nominations for Board President.
"Moved to nominate Victor Lieberman for Board President."
Motion: Mullin
Second: Monk
Vote: Aye — 6; Nay — 0
2) Mullin asked for nominations for Board Vice President.
"Moved to nominate Alanda Gregory for Board Vice President."
Motion: Mullin
Second: Monk
Vote: Aye — 6; Nay — 0
3) Mullin asked for nominations for Board Secretary.
"Moved to nominate Andrew Bland for Board Secretary."
Motion: Mullin
Second: Armstrong
Vote: Aye — 6; Nay — 0
C. Oath of Office Victor Lieberman and Pam Mullin — Lieberman and Mullin
administered both the Oath of Office for a four-year period through July 1, 2027
as appointed by Dubuque Mayor and approved by the Dubuque City Council for
both Lieberman and Mullin.
D. Library Board Committee Appointments — Newley elected President Lieberman
reviewed the various committee appointments. The President is a standing
member of each committee. Lieberman made the following appointments:
1) Relations Committee — Trustees Armstrong and Gregory
2) Operations Committee — Trustees Monk and Mullin
3) Planning Committee — Trustees Bland and Gorton
4) 28E Agency — President Victor Lieberman
5) Art Subcommittee — Trustee Armstrong
6) Library Foundation Board — President Lieberman, Trustees Gregory and Monk
"Moved to receive and file the Communication with the Dubuque City
Council from June 2022, Oath of Office for Bland and Gregory, and Library
Board Committee Appointments."
Motion: Bland
Second: Mullin
Vote: Aye — 6; Nay — 0
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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 the
end of June marks the completion of the fiscal year. Some final payments
are not reflected yet in the City's financial system, but expenditures are
estimated to be spent at 98% and revenue is 89% collected of projected
budget.
2) Library Use — Rossman reported Circulation numbers for June were up 4%
over June 2022, as well as a 3% increase in visitors and 29% increase in
computer and Wi-Fi usage.
70 curbside visits June. The warmer months have seen a little bit of down
trend in curbside usage.
Rossman reported there were 1,842 Hoopla downloads in June. There were
81 new users and 490 unique users downloading materials in June. 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.)
Rossman reported on a snapshot of percentage of overdue materials
throughout the year. An average of approximately 31 % of all items checked
out as being 'overdue' remains consistent since the library stopped
collecting fines for overdue materials. A large percentage of overdue items
are returned after the 'first overdue notice' which is sent out after one -week
overdue.
The Bike Library was mentioned by Trustee Mullin and Rossman reported
that the Bike Library usage has been retooled a little to use for outreach, as
opposed to attempting to circulate materials. Reasons for this included
reducing the heavy load for the bike peddler and lack of circulations during
bike visits.
3) Library Marketing Report — Rossman reported that in the month of June, our
collection of outdoor games was promoted. We had a total of thirteen
checkouts in June 2023 up from four checkouts in April and three in May.
The Board of Trustees reviewed a collection of mentions of the Carnegie -
Stout Public Library in the Telegraph Herald during April through June,
2023.
4) Library Programs, Partnerships, and Grants Report - Rossman provided the
following report:
3
The application requesting teleconferencing pods from the Dubuque Racing
Association was not approved. Over 150 applications were received and just
50 were approved. Library staff will continue brainstorm ways to connect to
the DRA's mission for their granting process. No update from the
McDonough Grant application yet.
The August/September Art Show will feature the work of Merlan Marting and
Peggy Jo Brekke. Marting is a wood carver/sculptor and his creations focus
on wild life figures and walking sticks. Brekke is a watercolor painter and
sketch artists who paints with a love for color, whimsy, and nature.
Reception will take place on Friday, September 1 at 5:30 pm.
Very pleased with the turnout for the Volunteer Appreciation Breakfast. The
library is fortunate to have such an excellent group of volunteers and we are
grateful that we are able to celebrate them with a lovely breakfast. Thanks to
all our volunteers that help the library every day. A special thanks to Deb S.
for planning the event, Denette K. for helping with logistics, and all other
staff that helped make the morning fun.
The Iowa Library Association President, Sam Helmick led the American
Library Association President, Emily Drabinski on a two-day tour of Iowa
Libraries in early July. Library Director, Nick Rossman was able to provide a
tour of the Carnegie -Stout Public Library and show off the Fenelon Place
Elevator as well.
Library staff had a table during the Pride Block Party at the Multicultural
Family Center. Hundreds of pronoun and Dubuque Pride buttons were
made and enjoyed by those that visited the library's booth.
The Library partnered with the Dubuque Community School District's
Juvenile Court School Liaison, Julie Kelly, to bring summer STEM and
programming experiences to Summer School students. Teen and Maker
Space staff set up programming with students to get them out of the
classroom and get out into the community.
Staff reviewed and participated in a fire drill with staff from the Fire
Department, as well as reviewed the severe weather plan.
The transaction with Mr. Butts has been completed. Next steps will be going
through what we have left, then contacting Loras College, then identifying a
core collection for the library to keep for display.
5) Space Needs Assessment — Rossman reported that a kick-off meeting was
held introducing staff, some Trustees, and other stakeholders to the process
planned and implemented by FEH Design. Several meetings will be held in
August and September to help FEH Design gather information for potential
options and a final report is projected be ready for the Board of Trustees in
11
October. Trustee Monk reported that a facility condition assessment as well
as a space needs assessment will be completed concurrently by FEH
Design. Space Needs Assessment will determine what size building is
recommended based on collection size and library programming. The
Facility Condition Assessment will include recommendations for urgent,
required, and recommended upgrades to facility systems, as well as price
points for consideration.
6) Open Hours — The Board of Trustees reviewed results from a survey that
was emailed to library users and provided to City residents through the City
Focus newsletter. 408 responses were received with overwhelmingly
positive input. Trustee Bland commented that a loft of great feedback
received about the staff, the collection, and enjoyment of no overdue fines.
General discussion was held regarding some of the comments. Monk and
Bland shared based on the comments that a lack of urgency in needing to
amend the current library hours.
7) Patron Point — Rossman reported that the library has contracted with Patron
Point to better communicate with our patrons. Patron Point is a marketing
and communication software that will help us send out better circulation
notices, marketing newsletters, and other fun campaigns to better digitally
communicate with library users.
8) Department Updates — Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards — None
"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: Mullin
Second: Bland
Vote: Aye— 6, Nay — 0
5. Action Items:
A. Library Expenditures FY-23: June, Period 12 — The Board reviewed the detailed
expenditures reports for period eleven, June 2023. The monthly Gift Trusts
financial report has been delayed from the City Finance Department.
"Moved to approve the Library expenditures for FY-23 June,
period twelve."
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Motion: Monk
Second: Bland
Vote: Aye— 6; Nay — 0
6. Library Board Adjournment — The Board adjourned at 5:09 p.m.
"Motion to adjourn."
Motion: Monk
Second: Gregory
Vote: Aye— 6; Nay — 0
Andrew Bland, MD, Board Secretary
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