Minutes_Library Board of Trustees 8 24 17City of Dubuque
Copyrighted
November 6, 2017
Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Minutes of 10/12, 10/16; Civil Service
Commission of 10/10, Historic Preservation Commission of
10/19; Human Rights of 9/11, 9/25; Library Board of
Trustees of 8/24; Park and Recreation Commission of
10/10; Transit Advisory Board of 10/12; Zoning Board of
Adjustment of 10/26; Proofs of Publication for City Council
Proceedings of 1012, 1013, 10112, 10116; Proof of
Publication for List of Claims and Summary of Revenues
for Month Ending 9/30.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description
City Council Proceedings of 10/12/17
City Council Proceedings of 10/16/17
Civil Service Commission Minutes of 10/10/17
Historic Preservation Commission Minutes of 10/19/17
Human Rights Commission Minutes of 9/11/17
Human Rights Commission Minutes of 9/25/17
Library Board of Trustees Minutes of 8/24/17
Park and Recreation Commission Minutes of 10/10/17
Tranist Advisory Board of Minutes of 10/12/17
Zonng Board of Adjustment Minutes of 10/26/17
Proof of Publication for City Council Proceedings of
10/2/17
Proof of Publication for City Council Proceedings of
10/3/17
Proof of Publication for City Council Proceedings of
10/12/17
Proof of Publication for City Council Proceedings of
10/16/17
Proof of Publication for List of Claims and Summary of
Revenues for ME 9/30/17
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Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of August 24, 2017
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 24, 2017.
Present: Board President Patty Poggemiller; Board Vice President Christy
Monk; Board Secretary Pat Maddux; Trustee Robert Armstrong;
Trustee Greg Gorton; Trustee Pam Mullin; Director Susan
Henricks and Recorder Denette Kellogg.
Excused: Trustee Rosemary Kramer
Public Present: Taj Suleyman, Human Rights, City of Dubuque
1. Vice President Patty Poggemiller called the meeting to order at 4:06 p.m. and
welcomed new board members Greg Gorton and Pam Mullin.
"Moved to adopt the meeting agenda of August 24, 2017."
Motion: Monk
Second: Armstrong
Vote: Aye —6;Nay —0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, June 22,
2017."
"Moved to approve the Board Minutes of Thursday, June 22, 2017."
Motion: Monk
Second: Maddux
Vote: Aye —6;Nay —0
3. Board President's Report:
A. Board Vice President Patty Poggemiller reviewed the Communication
with the Dubuque City Council for June 2017.
"Moved to receive and file the Communication with the Dubuque
City Council from June, 2017."
Motion: Monk
Second: Gorton
Vote: Aye —6;Nay —0
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B. Election of Officers & Swearing in of New Board Members:
"Moved to elect Patty Poggemiller as Board President."
Motion: Monk
Second: Maddux
Vote: Aye — 6; Nay — 0
"Moved to elect Christy Monk for Board Vice President"
Motion: Maddux
Second: Gorton
Vote: Aye-6;Nay-0
"Moved to elect Pat Maddux for Board Secretary/'
Motion: Monk
Second: Armstrong
Vote: Aye —6;Nay —0
Poggemiller swore in newly elected Trustees Gorton and Mullin.
C. Library Board Committee Appointments by the Board President
Poggemiller made the following Board Committee Member
appointments:
1) Relations Committee — Robert Anderson and Rose Kramer
2) Operations Committee — Pat Maddux and Christy Monk
3) Planning Committee — Pam Mullin and Greg Gorton
4) 28E Agency — Patty Poggemiller
5) Art Subcommittee — Pat Maddux
6) Library Foundation — Greg Gorton and Patty Poggemiller
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1) Library Financial Report FY 2017 — The Board reviewed the
operational revenue and expenditure reports. Henricks reported
July represents 8% of the fiscal year lapsing. Expenditures were
at 7% and revenue collected was at 7% of projections.
Henricks reported that $14,386 requested for carry-over in the
operating budget was approved. 41 % of this amount was for the
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American Library Association Conference representing expenses
incurred in FY 2017, which did not appear on credit card
statements until July. 31 % represents materials that were lost
and reimbursed by patrons during the last six months of FY 2017.
These funds will be restored to the budget for spending in FY
2018. 18% of the carry over represents maintenance projects
completed in FY 2017, but invoiced in FY 2018.
The library received a $15, 057 bequest from Frank J. Honigman
estate. The Board requested that the funds be used enhance the
Library's digital collection and requested that they receive a report
of items purchased. The Board suggested that the family of Mr.
Honigman be updated on the use of the funds.
Henricks reported on the Library Foundation approving a project
to fund 50 Kindles with eBooks to provide outreach to nursing
homes and care facilities.
2) Library Use Statistics — Henricks reported July experienced less
use compared to July of 2016 with the exception of books
cataloged for the adult collection, which remained stable and
downloadable materials, which increased 18%. The checkout of
youth materials dropped 4% and part of this decrease is attributed
to partnerships with two organizations in town. The Dream Center
did not partner with the library this summer. St. Mark Youth
Enrichment continued the partnership, but the program changed
and the numbers were not included with the rest of the summer
reading program. A total of 2,414 youth participated in the
summer reading program with 56% of children completing the
challenge and 55% of teens completing the challenge.
After evaluating the collaborative use service with the County
Library District that launched on July 1, 2017 it was found that 9%
of the use was by Dubuque residents picking up C -SPL material
in Asbury. 18% of the use was by County residents picking up C -
SPL materials in Asbury, but the greatest use was by County
residents placing holds and picking up materials at C -SPL — 73%.
3) Facility Update — Henricks reported that the Capital Improvement
Projects (CIPS) for the FY 2019 budget process are due. The
Library is submitting the Plaza Project request not funded last
year. The project repair of the building's roof under hang from the
decorative limestone blocks that fell will most likely be submitted.
An estimate provided by an engineer to evaluate and make
recommendation for the project is nearly $13,000.
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4) Art Update - Henricks provided appraisals on the artworks
currently on loan to the Dubuque Museum of Art (DMA). Henricks
reported she had to request copies of the appraisals that were
completed from four to 13 months ago. This is in conflict with the
loan agreement, which stipulates that appraisals be sent to the
Library automatically. The contract also states that the Library
generates the request for an appraisal. In this case the Library
Board was not notified that appraisals were taking place. The
Board reviewed the appraisals and expressed concern that they
were not provided as stipulated in the loan agreement.
5) Board Meeting Tentative Schedule — The Board reviewed the
tentative meeting schedule through August of 2018. The Board
typically meets on the fourth Thursday of each month. Henricks
asked that the October Board meeting be on Thursday, October
19, 2017 and the Board agreed. Several Board members also
reported that they were unable to attend the September 28 board
meeting dates and the Board agreed to meet on Wednesday,
September 27, 2017. Henricks noted that the Board meets a
week early in November and December due to holidays. The
Board agreed on the tentative dates for the board meeting
scheduled through August 2018 as follows:
Wednesday, September 27, 2017
Thursday, October 19, 2017
Thursday, November 16, 2017
Thursday, December 21, 2017
Thursday, January 25, 2018
Thursday, February 22, 2018
Thursday, March 22, 2018
Thursday, April 26, 2018
Thursday, May 24, 2018
Thursday, June 28, 2018
Thursday, July 26, 2018
Thursday, August 23, 2018
B. Library Comment Cards Received — The Board reviewed the two comment
cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report, Library Use
Statistics, Facility Update, Art Update, Tentative Schedule for Board
Meetings and Library Comment Cards "
Motion: Maddux
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Second: Monk
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Library Expenditures — Henricks provided an itemized report of FY -17
expenditures from June 19 to August 18, 2017 for the Board's review.
"Moved to approve Library expenditures for June 19 to August
18, 2017."
Motion: Armstrong
Second: Mullin
Vote: Aye — 6; Nay — 0
B. Marketing Plan — Henricks reported a final draft of the position
description for the marketing Coordinator was provided to the Board in
July. Henricks reported on another option for the Library's Marketing
Plan. She met a person in charge of public relations for a library
system in Washington State when she was at the American Library
Conference. She described their social media marketing initiative,
which was so successful it won a national award that was presented at
the conference. The cost of this campaign was $70,000. The
company, Red Rokk Digital Marketing Agency from Bellingham,
Washington, is available to visit with the Board about their services.
The Board discussed tasks that the Marketing Coordinator would be
doing and that the current brand, "Check It Out" could still be the focus.
Mullen suggested a college intern to assist the marketing coordinator.
Monk suggested you could start with this program the first year, and
then hire the Marketing Coordinator who would follow the plan. The
Board agreed they are interested in finding out more about digital
marketing campaign and also moving forward with looking at
applications for the Marketing Coordinator. If no candidate(s) appear
exceptional, the Board will review moving forward with the digital
marketing company. The Board agreed to have the marketing agency
do a presentation about their services and at the same time review
applications of candidates for the position. The Board agreed to table
this agenda item until they review applications and learn more about
the marketing agency.
"Moved to table move the Marketing Plan."
Motion: Monk
Second: Maddux
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Vote: Aye —6;Nay —0
C. Hirschel & Adler Gallery Agreement for Heade Painting — Poggemiller
reviewed the background information about the Library owned Heade
paintings. The Martin Johnson Heade painting titled Crimson Roses
has been for sale for the nearly ten years. The companion piece White
Cherokee Roses was sold in 2007 for $375,000. At that time it was
believed that Crimson Roses would sell anywhere between $200,000
and $250,000. Since that time, the market for this style of artwork
crashed. The proceeds from these paintings were to go toward the
library's renovation capital campaign and the City will ultimately receive
the money for Crimson Roses when it sells. The current value of the
painting is $90,000.
The Board discussed options to either sell the painting at the lower
price, or bring it back to Dubuque where it would hang in the Library
and be introduced to the market at some point in the future. The Board
agreed to sell the Heade painting and move from the Hirschel & Adler
Gallery back into the care and consignment to the Library's agent,
James Maroney and the Debra Force Fine Art Gallery in New York.
"Moved to move the Heade painting for consignment to the
Debra Force Fine Art Gallery in New York to sale for no less than
$90,000."
Motion: Maddux
Second: Armstrong
Vote: Aye —6;Nay —0
6. Library Board Adjournment — The Board adjourned at 5:55 p.m.
"Motion to adjourn."
Motion: Monk
Second: Maddux
Vote: Aye-6;Nay-0
Pat Maddux, Board Secretary
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