Minutes_Library Board of Trustees 8 27 15 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of August 27, 2015
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, August 27, 2015.
Present: President Jenny Weiss; Board Vice President Patty Poggemiller;
Secretary Angela Allred; Trustee Paula Connors; Trustee Pat
Maddux; Trustee Mike Willis; Director Susan Henricks, and
Recorder Denette Kellogg.
Excused: Trustee Jon Trotter
Public Present: Natalie Johansen Murray and Kathleen Herber, Tag
Communications Inc., 1135 Main Street, Dubuque Iowa
1. President Jenny Weiss called the meeting to order at 4:04 p.m.
"Moved to adopt the meeting agenda of Thursday, August 27, 2015."
Motion: Connors
Second: Willis
Vote: Aye — 6; Nay— 0
Natalie Johansen Murray and Kathleen Herber from Tag Communications
provided a marketing presentation to the Trustees. The Trustees completed a
standardized rating form, which was then added to the four other marketing
firms that were interviewed at the Board work session held August 18, 2015.
Murray and Herber exited the meeting at 4:30 p.m.
2. Approval of Library Board of Trustees' Meeting Minutes of July 23, 2015 and
Work Session Minutes of August 18, 2015.
"Moved to approve the Board Minutes of Thursday, July 23, 2015
and Board Work Session Minutes of the August 18, 2015."
Motion: Willis
Second: Connors
Vote: Aye — 6; Nay— 0
3. Board President's Report — Weiss reported on the Board nomination and
recommendation at the July 2015 Board meeting for Trustee Patty Poggemiller to
move into the Library Board Vice President position. Poggemiller accepted the
nomination of Board Vice President for the coming year.
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A. Review of Tentative Board Meeting Dates through August 2016 — The
Trustees reviewed the proposed tentative dates for Board meetings
through August 2016, which typically meet the fourth Thursday of
each month. Due to the Christmas holiday, the Trustees agreed to
hold their December meeting on December 17, 2015 with the holiday
gathering for the Trustees, Library Foundation, Friends of the Library,
Library volunteers and staff prior to the meeting.
B. Communication with Dubuque City Council for July, 2015.
"Moved to receive and file both the Tentative Library Board of
Trustees"meeting dates through August 2016 and the Communication
with the Dubuque City Council from Thursday, July 23, 2015. "
Motion: Allred
Second: Willis
Vote: Aye — 6; Nay— 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update — Henricks reported on
the City's review of the City Ordinance pertaining to the Library and of
the Library Board of Trustees. She has forwarded her comments in
response to the proposed changes to the City Attorney. Henricks will
keep the Trustees informed of the suggested changes for their review
when received. Henricks provided a written summary on the following
topics to the Library Board with additional comments:
1) Library Financial Report Fiscal Year 2016 (FY16) — Henricks
reported that the operations budget for Fiscal Year 2016 is
$3,142,417.12. This is 4.8% lower than the Fiscal Year 2015
budget. The close of July represents 8% of the fiscal year lapsing
and expenditures are at 8% of the total budget. Revenue
collected is at 6% of projections. The Board reviewed the Gift
Trusts report. Henricks noted that the City reported that there was
no interest in the month of July. Henricks reported the report
reflects closing the Molitore, McClean, Hoffmann, and Renovation
gift trusts that were at a zero balance per Board direction.
2) Library Use Statistics — Henricks reported that Library use in July
decreased compared to July, 2014. Circulations to Dubuque
residents were down about 4%. Check outs to Open Access
patrons decreased nearly 11%, which was expected. Digital
material check out continues to grow and represents a near 30%
increase over the same time last year. Total library registrations
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are up 9% compared to the same time last year and this was after
deleting accounts that became inactive. Henricks reported that
the note about monitoring the gate count will be removed as it
referred to FY-15 problems with the gates that were occurring.
The Board discussed the drop in overall use by patrons. Henricks
reported that during the renovation all library use peaked.
Although down, Library use statistics still reflect a higher use than
before the renovation. The Board suggested that the marketing
firm that is hired will be looking at usage statistics and offering
options for marketing library services to increase use.
3) Multicultural Family Center (MFC) Update — Henricks reported that
the Operations Committee of the Board met with City Staff and
MFC Staff to discuss Library IT support to the MFC by selecting
hardware for the MFC and providing Internet Access. Henricks
reported on a recommendation from the Operations Committee
and referred discussion to the action item S.D. as listed on the
agenda for further action.
B. Library Comment Cards Received —The Board reviewed the comment
cards received and concurred with the responses. Henricks reviewed
the process of how patron electronic comments are received and
routed.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY16, Library
Use Statistics, Multicultural Family Center Update, and three Library
Comment Cards."
Motion: Connors
Second: Willis
Vote: Aye - 6; Nay— 0
5. Action Items:
A. Equipment Loan Policy — Henricks reported on the new Equipment
Loan Policy that will address loaning various library equipment to
patrons and organizations. Weiss had additional suggested revisions
and read the amended policy for consideration, including a provision
statement for late fees.
"Moved to adopt the Equipment Loan Policy as amended by Weiss."
Motion: Poggemiller
Second: Willis
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Vote: Aye — 6; Nay— 0
B. Multicultural Family Center (MFC) Memorandum of Understanding
(MOU) — Weiss reported that the Board Operations Committee met
earlier this week with Chris Kohlmann, City Information Services
Manager, Sarah Peterson, Interim-MFC Director, and two Board
members. Weiss reported on a productive meeting that resulted in a
revised MOU that the Operations Committee is recommending for
Board approval. Poggemiller expressed concern regarding the
commitment of Library staff time. Henricks reported that the City staff
will continue to be the first line of support and the Library will be
responsible for the hardware maintenance, replacement selection, and
Internet access. The budget for the MFC's computers and software will
continue to be separate with no impact on the Library's budget.
Henricks noted the six month review by the Library Board of the
services provided by the Library per the terms of the MOU. Allred
noted a typo in the first sentence of paragraph two on page two and
Weiss acknowledged that this would be corrected.
"Moved to approve the Memorandum of Understanding (MOU)
Technology Support and Acquisition of Technology at the City of
Dubuque Multicultural Family Center for a period of six months."
Motion: Connors
Second: Poggemiller
Vote: Aye - 6; Nay— 0
C. New City Policy — The Trustees discussed a request by City Personnel
to provide information related to a new policy to check the credit
history of employees. Several Board members reported their objection
to making this a Library policy and requested that City Personnel
Manager Randy Peck attend the next Board meeting to answer
questions that have arisen. The Board agreed to table the discussion
until the September 2015 Board meeting.
"Moved to table."
Motion: Connors
Second: Willis
Vote: Aye — 6; Nay— 0
D. Marketing Agency Selection - The Board discussed the presentations
from five local marketing firms: The Buzz Creative Group, McCullough
Creative, Inc., Plaid Swan, Re:Think Marketing, and Tag
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Communications. The Board agreed to focus on marketing library
services now and to review the need for a referendum at a later date.
The Board held a discussion reviewing the five firms score summary
from the standardized rating forms along with the pros and cons of
each firm. After continued discussion, the Board agreed to contract
with McCullough Creative, Inc. to assist in a marketing campaign
intended to raise awareness of what the library offers. The Board
agreed to start with the first stage of the campaign, Plan Development
stage, reviewing again when this phase is completed.
"Moved to move forward with the marketing campaign intended to
raise awareness of what the library offers with funding of the
campaign from the Robert Maher Trust; and, to hire McCullough
Creative, Inc, to provide marketing services for the first stage of the
marketing campaign."
Motion: Willis
Second: Maddux
Vote: Aye — 6; Nay— 0
6. Library Board Adjournment - The Board adjourned at 6:26 p.m.
"Motion to adjourn."
Motion: Connors
Second: Willis
Vote: Aye - 6; Nay— 0
Angela IAIl d, Board Secretary D to
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