Minutes_Library Board of Trustees 01.25.24 Copyrighted
September 16, 2024
City of Dubuque Consent Items # 01.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: Airport Commission of June 6 and August 13, 2024; City Council
Proceedings of August 14, 19, 20, 21, 26 and September 3, 2024; Civil
Service Commission of August 22, 2024; Community Development
Advisory Commission of July 17, 2024; Equity and Human Rights
Commission of July 9, 2024; Library Board of Trustees of January 25,
February 29, March 28, 2024; Zoning Advisory Commission of August 7,
2024; Proof of Publication for City Council Proceedings of August 14,
2024.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Airport Commission- June 6 2024 Supporting Documentation
Airport Commission -August 13, 2024 Supporting Documentation
City Council Proceedings of August 14, 2024 Supporting Documentation
City Council Proceedings of August 19, 2024 Supporting Documentation
City Council Proceedings of August 20, 2024 Supporting Documentation
City Council Proceedings of August 21, 2024 Supporting Documentation
City Council Proceedings of August 26, 2024 Supporting Documentation
City Council Proceedings of September 3, 2024 Supporting Documentation
Civil Service Commission Minutes Supporting Documentation
Community Development Advisory Commission Minutes Supporting Documentation
Equity and Human Rights Commission Minutes Supporting Documentation
Library Board of Trustees Minutes- January Supporting Documentation
Library Board of Trustees Minutes- February Supporting Documentation
Library Board of Trustees Minutes- March Supporting Documentation
Zoning Advisory Commission Minutes Supporting Documentation
Proof of Publication Supporting Documentation
ORfGINA�
Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of January 25, 2024
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, January 25, 2024.
Present: President Victor Lieberman, Vice President A. Alanda Gregory, Trustee
Greg Gorton, Trustee Christy Monk (entered 4:25 p.m.), Trustee Pam Mullin, Library
Director Nick Rossman.
Excused: Secretary Andrew Bland, Trustee Robert Armstrong
1. President Lieberman called the meeting to order at 4:05 p.m.
"Moved to adopt the meeting agenda of January 25, 2024."
Motion: Mu/lin
Second: Gorton
Vote: Aye — 4; Nay— 0
2. Approval of Board of Trustees Meeting Minutes of December 21, 2023 with
revisions.
"Moved to approve the Board Meeting Minutes of December 21, 2023."
Motion: Gorton
Second: Gregory
Vote: Aye — 4; Nay— 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for
December, 2023.
"Moved to receive and file the Communication with the Dubuque City
Council from December 2023."
Motion: Mullin
Second: Gorton
Vote: Aye — 4; Nay— 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Trustee Monk entered the
meeting at 4:25 p.m.
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1) Library Financial Report Fiscal Year (FY) 2024 — Rossman reported that the
end of December completes 50% of the fiscal year. 47% of budgeted funds
have been spent.
2) Library revenue is at 68% collected of budgeted funds.
3) Library Use — Rossman reported circulation numbers for December were up
9%, visitor count was up 21%, and a 33% increase in computer and Wi-Fi
usage.
72 curbside visits in October.
Rossman reported there were 2,187 Hoopla downloads in December. 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 in the month of December,
the Maker Space was our targeted promotion. This is not an easily trackable
promotion item, but the space was very busy with patrons making custom
gifts fortheirfamily and friends.
4) Library Programs, Partnerships,-and Grants Report - Rossman provided the
following report:
Strong Winter storms created quite a mess and impacted Library programs
and events. As a recap for official documentation, the library was closed due
to inclement weather on both Tuesday, January 9 and Friday, January 12.
. The library opened late at Noon on Saturday, January 13. Baby Story Time
was cancelled due to closure on Tuesday, Reading with Rover was
cancelled on Saturday due to the late opening.
Despite the weather, several other library programs still h�appened. Nearly
40 people braved the extreme cold weather to attend the movie Barbie on
January 11.
The February/March Art @ your Library show will feature Gail Chavenelle
show "Black History is America History". The show is partially funded by a
Creative Empowerment subgrant provided by the City of Dubuque. The
opening reception will take place on Friday, February 2 from 5:30 - 7:30 pm.
Faculty from the Northeast lowa School of Music will be perForming music.
To keep with the theme of Black History Month, song selections will be
celebrating African American music.
5) Space Needs Assessment - Rossman reported a work session with the City
Council was held on January 16, 2024. The council reviewed a presentation
regarding the process and results of the work completed so far. Several
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council members were in favor of a phased approached, and interested in
learning the results of a potential fundraising �easibility study. Monk
reported that one idea discussed was adding more space to fihe Library
through a building addition to allow flexibility of space and use. A more
affordable addition would be to add a level above the mezzanine.
Lieberman noted the critical need for support from the City Council on this
project. The Board discussed the need for a fund-raising feasibility study to
be completed, and then approach the City Council for funding and launching
a privately funded raising campaign.
6) Strategic Plan Annual Workplan Review - Staff reviewed the 2023 workplan
that was part of the work associated with the 2023- 2028 strategic plan. The
Board reviewed the list of initiatives including a snapshot of some of the
work that went into the 2023 workplan, as well as a proposed workplan for
2024.
7) Library Personnel Handbook Revision Overview— Rossman reviewed the
proposed changes to the Handbook. The City of Dubuque is in the process
of implementing a new time and attendance management software. Several
elements of the new software are driven by policies outlined in the Library
Personnel Handbook. A few of the segments have become outdated
compared to the way the City has been handling policy. These include
family sick leave, vacation accrual and maximum, bereavement leave family
member definition, family medical leave, parental leave, inclement weather,
non-paid leaves and other special leaves; and, adding the Juneteenth
holiday, One deletion recommended is Library Compensatory Time as the
Library has not used this for many years.
8) Department Updates — Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards — Rossman reported no comment cards for review.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditures, Revenue and Budgef
Financial Reports; and, Library Use Report, Marketing Report, Library
Programs, Partnerships, and Grants Report; Space Needs Assessment
Review and Discussion, Strategic Plan Annual Workplan Review, Library
Personnel Handbook Revision Overview, Library Department Updates,
and Comment Cards."
Motion: Gorton
Second: Mullin
Vote: Aye — 5; Nay— 0
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5. Action Items:
A. Library Expenditures FY-24: Operating Expenditures December, Period Six —
The Board reviewed the detailed expenditures reports for period six, December
2023. The Gift Trusts expenditures reports for November and December are
delayed through the City Finance Department.
"Moved to approve the Library expenditures for FY-24
December, period six."
Motion: Mullin
Second: Monk
Vote: Aye — 5; Nay— 0
B. Revised Carnegie-Stout Public Library Personnel Handbook -
The City of Dubuque is in the process of implementing a new time and
attendance management software. Several elements of the new software are
driven by policies outlined in the Library Personnel Handbook. A few of the
segments have become outdated compared to the way the City has been
handling policy. The Board reviewed the proposed revisions to the Handbook.
"Moved to approve the addendum to the Library Personnel
Handbook."
Motion: Gorton
Second: Monk
Vote: Aye — 5; Nay— 0
6. Library Board Adjournment — The Board adjourned at 5:08 p.m.
"Motion to adjourn."
Motion: Mullin
Second: Gregory
Vote: Aye — 5; Nay— 0
. �la,r�
Andrew Bland, MD, Board Secretary Date
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