Minutes_Library Board of Trustees 02.29.24 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
aRIGiNAL
Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of February 29, 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, February 29, 2024.
Present: President Victor Lieberman, Secretary Andrew Bland (present by Zoom
electronically), Trustee Robert Armstrong, Trustee Greg Gorton, Trustee Pam
Mullin, Library Director Nick Rossman.
Excused: Trustees A. Alanda Gregory and Christy Monk
Public: Gail Chavenelle, 1155 Kelly Lane, Dubuque, lowa; President of FEH Design
Kevin Eipperle, 951 Main Street, Dubuque, lowa
1. President Lieberman called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of February 29, 2024."
Motion: Armstrong
Second: Mullin
Vote: Aye — 5; Nay— 0
2. Approval of Board of Trustees Meeting Minutes of January 25, 2024."
"Moved to approve the Board Meeting Minutes of January 25, 2024."
Motion: Mullin
Second: Gorton
Vote: Aye — 5; Nay— 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for
January 2024.
"Moved to receive and file the Communication with the Dubuque City
Council from January 2024."
Motion: Armstrong
Second: Gorton
Vote: Aye — 5; 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) 2024 — Rossman reported that the
end of January completes 58% of the fiscal year. Expenditures for January
are at 54% of budgeted funds.
Library revenue is at 75% collected of budgeted funds.
2) Library Use — Rossman reported circulation numbers for January were up
5%, visitor count was up 8%, and a 35% increase�in computer and Wi-Fi
usage. The smaller increases are could be attributed to severe weather, and
Library closings due to severe weather in the month of January.
75 curbside visits in October.
Rossman reported there were 2,546 Hoopla downloads in January. 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 January, the
A to Z World Food Database was targeted for promotion resulting in an
increase of 115% in usage. This database launched in July 2023, with
August being the first full month in use.
4) Library Programs, Partnerships, and Grants Report - Rossman provided the
following report:
The V1/hile You Wait space at the Dubuque Kennedy Mall has reopened,
however, the electricity is not working in the space, resulting in no lighting.
Kennedy Mall is working with Alliant Energy to turn the power on, but this is
delayed for some unknown reason. Thanks to Pam Mullin and Rose
Kramer, two of the programs volunteers, for continuous advocacy in getting
the space back and getting it ready to re-open.
The library had visitors from the leadership team at Hills & Dales. They were
provided a tour to see all the services the library offers and were
brainstorming ideas for ways we could partner with their senior audience.
The Friends of the Library funded the purchase of a new play activity cube
for-the reading circle in the Youth Department. The previous unit was
beginning to fall apart and an exact copy of that unit is no longer made.
The touch table for Youth Services that was funded by the Library
Foundation and McDonough Grant, through the Library Foundation, was
delivered with some defects. The unit is being returned to the vendor for
replacement.
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Library informational newsletters will be delivered via Patron Point beginning
with the March newsletters. This switch enabled the library to cancel our
monthly memberships with MailChimp.
The library is partnering with the Dubuque Community School District's
Faces & Voices Cultural Celebrations group by providing a space for the
2024 Black History and Reading Challenge. The Board reviewed the list of
titles and schedule.
Updates regarding legislation at the State level, as well as review an
'Advocacy Do's and Don't's' sheet prepared by the State Library of lowa was
provided.
The February/March Art @ your Iibrary0 opening reception was well
attended and featured Gail Chavenelle's "Black History is America History"
exhibit. For this show, in lieu of selling pieces, a sketch designs are
presented as potential future sculptures. Observers are voting for their
favorites, and Chavenelle will be turning the winning sketch into an
approximate 7" tall sculpture.
5) Gail Chavenelle Art Accession — Rossman reported that Sculptor Gail
Chavenelle has received funds from the lowa Arts Council to create a
sculpture of the winning design for the February/March 2024 Art @ your
Iibrary0 show, "Black History is America History". The Creative Catalyst
Project grant will take the results of the winning sculpture and needs to be
complete by June 2024. Part of the grant requirements is to make the
finished sculpture displayed publicly. Chavenelle is offering the sculpture to
be placed at the Carnegie-Stout Public Library. The art brochure containing
information about the sketches and exhibit from the show was provided for
review.
Chavenelle addressed the Board and provided information on the designs
and the voting process. Chavenelle reported on the two top vote designs
with "Citizens'; the top vote design and "Family", aoming in a close second.
Voting can be completed through March 25. Chavenelle reported the grant
requires a 50% cash match, and she is making this match. The sculpture
can be stationary or can be mobile. Locations reviewed that appear to be
the best are on the grassy area on 11 t" Street and Locusfi side, and along
the grassy side of the building on Locust Street.
6) Late Opening Request May 9, 2024 — Rossman reported that the City of
Dubuque is hosting an Employee Appreciation breakfast from 8:00 a.m. to
10:00 a.m. on Thursday, May 9 at the Grand River Center. The expectation
for all city departments is that they will open late that day, with small crews
working in departments where necessary. Rossman is recommending the
Board of TruStees approve opening at Noon, Thursday, May 9, 2024 to be
able to send as many staff to the event as possible. A keynote speaker that
will be presenting at the breakfast program.
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7) Space Needs Assessment - Rossman reviewed the potential phased
approach document provided by FEH Design. Kevin Eipperle, President of
FEH Design, reviewed the phased approach along with plans with the Board
and asked them to consider the proposal. Major aspects to consider of the
phasing includes building systems and operations; continuous library
operations, continuous safe and accessible entry, continuous operation of
staff spaces, strategy to move things only once. If expanding large meeting
spaces the result will be the need for additional restrooms, technology, and
parking.
The Board asked for price points for the recommendations. Eipperle
reported to provide a cost estimate for providing this information on these
phases is approximately $5,000. To complete each phase in succession is
estimated to take three to four years. Eipperle recommended doing the
phased approach and the need for the cost of the rendering.
The Board discussed funds already expended to date and the high costs of
the fundraising feasibility study that shows funds could be raised. Then, the
project a fundraising consultant could cost up to $150,000 or more.
Lieberman reported the need for investment from the Board and funding
investment from the City before expending any additional Library funds.
Funds requested from the City budget process will be for fiscal year(FY)
2026 and this process begins in the summer of 2024.
The Board will continue fio review and submit funding for projects to City
Council for goals and priorities in the City budget process for FY 2026.
8) Fiscal Year(FY) 2025 Budget Presentation — Rossman provided the draft of
the FY 2025 budget presentation for review. The library is scheduled to
present at the 6:30 p.m., Wednesday, March 27 City Council budget
hearing.
9) Department Updates — Rossman provided highlights of the past month for
Adult, Circulation, Information Technology and Youth Services.
B. Comment Cards —The Library Board reviewed three comment cards. Two
cards praising library services and one suggesting a library cat.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditures, Revenue and Budget
Financia!Reports; and, Library Use Report, Marketing Report, Library
Programs, Partnerships, and Grants Reporf; Request to Open on May 9,
2024, Space Needs Assessment Review and Discussion, Fiscal Year 25
Budget Presentation, Library Department Updates, and Comment Cards."
Motion: Mullin
Second: Gorton
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Vote: Aye — 5; Nay— 0
5. Action Items:
A. Library Expenditures FY-24: Operating Expenditures January, Period Seven —
The Board reviewed the detailed expenditures reports for period seven, January
2024 and the Gift Trusts expenditure reports November and December 2023.
"Moved to approve the Library expenditures for FY-24 January,
period seven; and, the Gift Trusts expenditure repo�t for November
and December 2023."
Motion: Gorton
Second: Mullin
Vote: Aye — 5; Nay— 0
B. Accept and Display Art Sculpture from Gail Chavenelle —The Board expressed
their thanks to Chavenelle for the sculpture to be made from her the design
piece in the current Art @ your Iibrary0 "Black History is America History"
exhibit.
"Moved to accept and display the art sculpture from Gail
Chavenelle."
Motion: Gorton
Second: Armstrong
Vote: Aye — 5; Nay— 0
C. Open at Noon on Thursday, May 9, 2024 —The Board agreed to open late on
this day for a City of Dubuque Employee Appreciation program.
"Moved to open the Library at Noon on Thursday, May 9,
2024."
Motion: Armstrong
Second: Gorton
Vote: Aye — 5; Nay— 0
D. Fiscal Year 2025 Budget Presentation for City Council —The Board reviewed
and approved the Library FY 2025 budget presentation.
"Moved to approve the Fisca! Year 2025 Budget Presentation."
Motion: Mullin
Second: Gorton
Vote: Aye — 5; Nay— 0
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6. Library Board Adjournment — The Board adjourned at 5:21 p.m.
"Motion to adjourn."
Motion: Gorton
Second: Mullin
Vote: Aye — 5; Nay— 0
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Andrew B/and, MD, Board Secretary Date
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