Minutes_Library Board of Trustees 9 27 17City of Dubuque
Copyrighted
November 20, 2017
Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: Cable TV Commission of 11/1; City Council Proceedings
of 11/6, 11/13; Human Rights Commission of
10/9; Investment Oversight Advisory Commission of 10/25;
Library Board of Trustees of 9/27, and Council Update
#164 of 10/19; Resilient Community Advisory Commission
of 7/6, 7/25, 8/3, 9/7, 10/5; Zoning Advisory Commission of
11/1/17.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description
Cable TV Commission Minutes of 11/1/17
City Council Proceedings of 11/6/17
City Council Proceedings of 11/13/17
Human Rights Commission Minutes of 10/9/17
Investment Oversight Advisory Commission Minutes
10/25/17
Library Board of Trustees Minues of 9/27/17
Library Board of Trustees Council Update #164 of
10/19/17
RCAC Minutes of 7/6/17
RCAC Minutes of 7/25/17
RCAC Minutes of 8/3/17
RCAC Minutes of 9/7/17
RCAC Minutes of 10/5/17
Zoning Advisory Commission Minutes of 11/1/17
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Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of September 27, 2017
QRIG/NA L
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, September 27, 2017.
Present: Board President Patty Poggemiller; Board Vice President Christy
Monk; Board Secretary Pat Maddux; Trustee Robert Armstrong
(entered at 4:04 p.m.); Trustee Greg Gorton; Trustee Rosemary
Kramer; Trustee Pam Mullin; Director Susan Henricks and
Recorder Denette Kellogg.
1. President Patty Poggemiller called the meeting to order at 4:00 p.m. and
welcomed new board member Rosemary Kramer.
"Moved to adopt the meeting agenda of September 27, 2017."
Motion: Monk
Second: Mullin
Vote.' Aye — 6; Nay — 0
Poggemiller welcomed Rosemary Kramer and swore her in as newly elected
Board member.
2. Presentation by Red Rokk Digital Marketing Agency — The Board continues to
review options of hiring a part-time marketing position or the possibility of hiring
an outside firm to handle the Library's marketing. Representatives from the Red
Rokk marketing agency, Megan Cook and Sherri Huleatt, via phone conference
with the Board, provided information about their firm that specializes in social
media marketing. Red Rokk reported their marketing objectives for C -SPL as
follows:
• Identify specific areas targeted to raise awareness and set goals that are
tied to particular audiences.
• Focus on the goals.
• Use trackable methods.
• Have this campaign be sustainable so that we can take it over when the
contract expires.
How they will do this:
• Research — they will visit on-site for two days and conduct stakeholder
surveys as well as patron surveys.
• Develop the creative aspect of the campaign (a theme), and create the
timeline/calendar or phases.
• Production — deployment of the campaign.
• Evaluation (this is ongoing each month so that the campaign can be
modified if required).
The Board requested further review of this firm's proposal as it also
entertains the possibility of the hiring Marketing Coordinator employee.
"Moved to receive and file the presentation by Red Rokk Digital
Marketing Agency."
Motion: Monk
Second: Gorton
Vote: Aye — 7; Nay — 0
3. Approval of Library Board of Trustees' Meeting Minutes of Thursday, August 24,
2017."
"Moved to approve the Board Minutes of Thursday, August 24, 2017."
Motion: Gorton
Second: Maddux
Vote: Aye — 7; Nay — 0
4. Board President's Report:
- Board AliGaresident Patty Poggemiller reviewed the Communication
with the Dubuque City Council for August, 2017.
"Moved to receive and file the Communication with the Dubuque
City Council from August, 2017."
Motion: Monk
Second: Gorton
Vote: Aye -7; Nay — 0
5. 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
August represents 17% of the fiscal year lapsing. Expenditures
were at 16% and revenue collected was at 13% of projections.
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2) Library Use Statistics — Henricks reported circulations declined in
August, which may be related to less space for DVDs, requiring
part of the collection to be stored, resulting in fewer DVDs
checked out. The entire print collection enjoyed increased
circulations. When looking at who is checking out materials;
Open Access dropped 5.8% compared to August of 2016 and
5.6% when comparing year-to-date to 2016. This could be
expected if restrictions on borrowing by OA patrons was still in
effect, but this is not the case. Meanwhile, a review of the
partnership with the Dubuque County Library District (DCLD)
shows 93% of the transactions are DCLD cardholders and 7% are
C -SPL patrons. Of the 93% checked out, 75% are picked up
here.
The Board held a discussion on the drop of DVDs checked out
and strategies of how to increase the use of this collection. Ideas
suggested included a check out machine like a Red Box and
providing the DVDs in order by genre.
A meeting with the purpose of reviewing how the partnership is
working is planned for October 2 with committee members from
C -SPL and the DCLD.
3) Committee Updates - Poggemiller reported that the Relations
Committee met on September 11 and has a scheduled meeting
with the Library Foundation President, Paula Connors and the
Dubuque Museum of Art (DMA) representatives on October 10,
2017 to discuss the Library's artworks that are on loan and
exhibited at the museum.
The 28E Agency meeting was held on September 19, 2017. Four
communities are currently participating: Balltown, Centralia,
Luxemburg, and Rickardsville. An annual report will be sent to all
other cities in Dubuque County without libraries with an invitation
to join. The per capita amount is $23.00 for the coming year.
4) Library Art Update — Henricks provided a report on the insurance
coverages and appraisals on the loan artworks to the Dubuque
Museum of Art (DMA). The insurance was updated to reflect the
value of the artwork after Henricks reported that the insurance
was not adequate and lesser works were not listed in the
coverage documents. The Board held discussion on the delay by
the DMA to obtain updated insurance as set forth in the loan
agreement, and agreed this is a serious matter. Maddux asked
that the Board receive the original loan document and any
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amendments or revisions having to do with the loan of the
artworks to the DMA for the Board's review. The Board agreed to
review these matters further to include a letter to the DMA
regarding contract breaches and its concerns for the well-being of
the artworks for the Library and the citizens of Dubuque.
B. Library Comment Cards Received - The Board reviewed the one comment
card received that was a positive comment about the successful Changing
Lives Through Literature program for youth. The Library Director is
facilitating in partnership with the Juvenile Court Services.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report, Library Use
Statistics, Art Update and Library Comment Cards."
Motion: Kramer
Second: Gorton
Vote: Aye - 7; Nay - 0
6. Action Items:
- Library Expenditures - Henricks provided an itemized report of FY -17
expenditures from August 19 to September 22, 2017 for the Board's
review.
"Moved to approve Library expenditures for August 19 to
September 22, 2017."
Motion: Maddux
Second: Armstrong
Vote: Aye -7; Nay -0
Fiscal Year (FY) 2019 Budget Request - Henricks provided the FY 2019
operating budget for review by the Board. The proposed budget
requests for Improvement Packages that were not funded last year
include:
• Author Visits - $3,000. This is the eighth request since 2007.
• Community Survey - $18,000. This is the second request; the
first was last year. Henricks reported this is an all-inclusive
survey that is considered a scientific study.
• Computer Equipment Replacement - $15,200. This is the fifth
year for this request. All lap top computers were received
through donations or grants. We have about 30 laptop
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computers. Half of these are eight years old and half are four
years old. This request covers five of them.
• E -books - $10,000. Requested six of the last seven years.
• San Server - $0. Request to move from a three-year server
replacement and combine the amounts to replace with one
server every six years to better meet needs. Second request.
• Materials Budget Increase to Stay at Maintenance Level -
$7,803.
Capital Improvement Projects (CIP) include:
• Library Roof on Building Addition — previously approved for this
fiscal year, but may be reprioritized. $120,029
• Phase Two of Water Pipe Replacement in Carnegie Building —
phase one planned for this year. $99,400
• Repair Decorative Limestone Underhang on Carnegie Building
(modillions) - $13,000
• Cold Water HVAC Circulating Pumps — (second request)
$17,800
• Landscaping and Plaza Rework - $93,000 (second request)
• Removal of Oil Tank (associated with landscaping and plaza
rework) -$32,950
"Moved to approve the Library's Fiscal Year 2019 budget
requests."
Motion: Monk
Second: Gorton
Vote: Aye — 7; Nay — 0
- Acceptance of Bid for Generator — Henricks reported that the bid
opening for the Generator project is scheduled for October 12, 2018.
"Moved to table the Acceptance of the Bid for the Generator."
Motion: Gorton
Second: Mullin
Vote: Aye — 7; Nay — 0
- Marketing Coordinator vs. Marketing Firm — The Board reviewed the
cost associated with a full time marketing position that would need to
include all health-related charges. Another possibility is to have one
employee up to 30 hours, or two part-time employees to cover the full
time hours with health benefits savings realized. The employee(s)
would work in the Library and coordinate all marketing efforts through
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the Library Director. The Board suggested that the current marketing
theme and tag line be used as a starting off point.
The Board held discussion on the pros and cons of hiring a marketing
firm that would be focused on social marketing and would not be
physically present. This focus would be a great asset to Adult Services,
while Youth Services has a greater need for a graphic artist.
Poggemiller reported that an outside firm could easily measure the
results of their marketing efforts. The Board reviewed the options of
having a marketing firm the first year, then reviewing the results to
consider continuing with their services or hiring a Marketing
Coordinator.
The Board reported it needed additional time to review the
information, the pros and cons of the alternatives, and the focus with
an end goal of the marketing plan. The Board provided a list of
questions to Henricks for the Red Rokk Digital Marketing Agency that
she will collect their responses to and provide to the Board.
"Moved to table the Marketing Coordinator vs. Marketing
Firm."
Motion: Monk
Second: Mullin
Vote: Aye -7; Nay -0
- Rework the Gallery Area - Henricks provided the plans for reworking
the Library's gallery area at a cost of $3,639. The projects will result
in increased space for events and display. The project would be a
deconstruction, saving much of the materials to use in a future
workstation. The funds for the project would come from state aid.
"Moved to approve Rework of the Gallery Area project with
use of state aid in the amount of $3,639."
Motion: Monk
Second: Armstrong
Vote: Aye - 7; Nay - 0
- Catalog Listings for Recommendations - Henricks reviewed the practice
of providing movie lists developed for patrons by librarians. One
patron requested that a movie list for LGBTQ be removed from the
Library's web site. The Board reviewed the current practices and
agreed to retain the LGBTQ list on the Library's website.
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"Moved to retain the movie lists for LGBTQ on the Library's
web site/'
Motion: Gorton
Second: Armstrong
Vote: Aye — 7; Nay — 0
7. Communications/Public Comment — Henricks invited the Board to the upcoming
Art @ Your Library® opening that coincides with the Fall Into Art Gallery Tour on
Friday, October 6 from 5:00 p.m. to 9:00 p.m. This opening will highlight the art
exhibit by Tigges family photographers, a historic Dubuque postcard exhibit from
Larry Friedman and a memorial to author Robert Byrne through a memorial
donation of a muse's bench in his name.
8. Library Board Adjournment — The Board adjourned at 5:37 p.m.
"Motion to adjourn."
Motion: Monk
Second: Maddux
V•e:,. Aye-7;Nay-0
Pat ad ux, Board Secr'eiary
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