Minutes_Library Board of Trustees 10 19 17 Copyrighted
January 3, 2018
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 12/18/17; Civil Service
Commission of 12/20/17; Library Board of Trustees
Minutes of 10/19/17 and Council Update #166 of 12/21/17;
Transit Advisory Board of 12/14/17; Proof of Publication for
City Council Proceedings of 12/14/17.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
City Council Proceedings of 12/18/17 Supporting Documentation
Civil Service Commission Minutes of 12/20/17 Supporting Documentation
Library Board of Trustees Minutes of 10/19/17 Supporting Documentation
Library Board of Trustees Council Update#166 of Supporting Documentation
12/21/17 w/Attachments
Transit Advisory Board Minutes of 12/14/17 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
12/4/17
�R���Nq
Carnegie-Stout Public Library �
Board of Trustees
Meeting Minutes of October 19, 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, October 19, 2017.
Present. Board President Patty Poggemiller; Board Vice President Christy
Monk (exited at 5:12 p.m.); Board Secretary Pat Maddux;
Trustee Robert Armstrong (entered at 4:04 p.m.); Trustee
Rosemary Kramer; Trustee Pam Mullin; Director Susan Henricks
and Recorder Denette Kellogg.
Excused: Greg Gorton
Public Present: Paula Connors, President, Carnegie-Stout Public Library
Foundation
1. President Patty Poggemiller called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of Octobe�19, 1017. "
Motion: Kramer
Second: Mullin
�ote: Aye — 6, Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Wednesday,
September 27, 2017."
"Moved to app�ove the Board Minutes of Wednesday, Septembe�27, 2017
with the fol%wing change: Item 4, page 2, change title of PaKy Poggemi0e�to
President."
Motion: Monk
Second.• Mullin
�ote: Aye -6, Nay- 0
3. Board PresidenYs Report: ��
A. Board ui�ident Patty Poggemiller reviewed the Communication
with the Dubuque City Council for September 2017.
"Moved to �eceive and file the Communication with the Dubuque
City Council fiom September, 2017 "
Motion: Monk
Second: Maddux
t
�ote: Aye — 6,• Nay— 0
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
September marks the end of the frst quarter of FY 2018.
Expenditures were on target at 25%. Revenue collected is at
19% of projedions.
2) Library Use Statistics — Henricks reported that the first quarter
activity shows a decrease in use compared to the same time last
year.
Henricks repoRed that four databases increased in use: Mango
Languages, Newsbank newspapers (other than the Telegraph
Herald), Reference USA, and Tutor.com. Marketing of the other
sources is critical for the return on investment of Ihese databases
and will be a focus of either a person or marketing firm as we
move forward. Digital audiobooks and e-Books increased 13%
compared to the same time last year. The archived Telegraph
Herald is the most popular online database with 7,142 searches
and 24,838 issues viewed during the first quarter of FY 2108.
Recently, board games were added to the collection for check out
and have become very popular with 53 check outs in three weeks.
Currently, the library owns 24 games with plans to invest in more
to enhance this collection.
Currently, the number of library card holders is 47,663 and equals
approximately S3% of our community. Included in this number
are those accounts that have outstanding balances for lost
materials, orfines, and fees. These records are maintained even
if the account expires. Open access accounts are included in this
total, which is estimated at about 14%.
3) Committee Updates — Henricks and Poggemiller reported that the
Relations Committee met with Board Members of the Dubuque
County Library District in early October to discuss how the
expanded reciprocal borrowing program has been used. The
County Library cardholders have taken greater advantage of the
program. No Dubuque cardholders have requested materials
from the County Library to be picked up at C-SPL. Currently 93%
of the use is by County library cardholders, with the majority
2
placing holds on items and picking them up here. About 7% of
Dubuque residents placed holds from our collection for pick-up in
Asbury. The Relations Committee expressed interest in
continuing the partnership to give C-SPL a chance to market to
the population on the west side of town, which had been
postponed pending a final decision regarding the Marketing Plan.
The two boards agreed to extend the trial period from six months
to a year in order to promote the program and have the
opportunity for a fuller evaluation.
Henricks and Poggemiller reported Ihat Relations Committee,
along with ex-officio Committee Member Paula Connors, met on
October 10, 2017 with the Dubuque Museum of Art (DMA) to
review the Library's art collection on loan to the museum.
Representatives made a proposal to purchase the Grant Wood
artworks owned by the Library for four million dollars, about
seventeen million dollars less than the artworks' appraised value.
The Board discussed its need to be fiscally responsible and to be
good stewards of Library property. The Board agreed to review
the option to sell the Grant Woods and provide a response at its
November Board meeting.
4) Future Meetings — Henricks reported due to the upcoming
holidays of Thanksgiving and Christmas the Library Board of
Trustees will meet a week earlier than usual. November's
meeting will take place on the 16th. The December meeting is
scheduled for December 21, 2017. Prior to the Board meeting on
this date, a holiday reception for all staff and volunteers will take
place. This event is sponsored by the Board of Trustees to thank
all for their service during the year. The reception is held between
2:00 p.m. and 4:00 p.m. and the Board members are encouraged
to attend all or part of it to meet staff and volunteers.
B. Library Comment Cards Received — The Board reviewed the one comment
card received that was a positive comment from Inclusive Dubuque
thanking the Library for participating in exhibiting the "I'm A Dubuquer"
display.
"Moved to receive and file the informational update from the
Libiary Director induding the Library Financial Report, Library Use
Statistics, Relations Committee Update, Futu�e Meetings and one
Lib�ary Comment Card. "
Motion.� Maddux
Second: Kramer
3
�ote: Aye — 6,• Nay— 0
S. Action Items:
A. Library Expenditures — Henricks provided an itemized report of FY-17
expenditures from September 23 to October 13, 2017 for the Board's
review.
"Moved to approve Library expenditures for September Z3 to
Octobe�13, 2017."
Motion: Armstrong
Secand: Mullin
�ote: Aye — 6,� Nay— 0
B. Acceptance of Bid for Generator — Henricks provided detailed
information on the bid for the Capital Improvement Project for the
Library Generator that is funded by the City at $93,940.00. The bid
was received from Klauer Construction Company. Henricks stated the
base bid was $107,727 with four alternates that total $117,404 if
selected. A deduction or savings of $8,240 would be realized should
the contractor do the final testing of the generator instead of the
manufacturer. Other alternates represent additional funds to upgrade
the generator from 80KW to 100KW generator and to add an access
door on the first Floor of the library to allow cabling. This will also
beneft the replacement of water pipes in the future. Henricks
reported that direct state aid funds would be enough to cover the
amount over budget, so the project can proceed. Trustee Monk
provided her suggestion on what alternate bids to include. This would
be #2 that upgrades the generator to 100KW and alternate #4 to
install an access door for the chase if the budget allows. She also
recommended alternates #lA and #16 and #3, depending on the
resuits of a capacity test being conducted by Westphal Electric. The
Board concurred with her recommendations and with state funding not
to exceed $21,000.
"Moved to approve of the Library Generator 6ase bid of
$107,727 with alternate #4 for$2 330 for an access door, and,
funding dependent, approve alternate #2 for$5,564 to increase
the generator to 100KW, and, app�ove alternates #IA, IB and 3
funding dependent on the capacity finding by the elect�ical
contractor. State funding not to exceed$21,000."
Motian: Monk
4
Second: Maddux
�ote.• Aye — 6,� Nay— 0
C. Marketing Coordinator vs. Marketing Firm — Henricks provided the
options for marketing as requested for the Board's review:
• Contract with Red Rokk for a year's social media campaign.
• Hire a part-time Marketing Coordinator.
• Hire two part-time Marketing Coordinators and they would job-
share.
• Hire one part-time Marketing Coordinator and a part-time
assistanUintem to the Coordinator.
The Board discussed the various options and agreed to hire Red Rokk
for the first year to design a marketing plan and implement the plan.
After this first year, another review would be done and consideration
will be given to hire a part-time marketing coordinator to take over the
campaign, as well as overall general advertising and promotion.
Monk exited the meeting at 5:12 p.m.
"Moved to approve hi�ing the Red Rokk Digital Marketing
Agency for up to $70,000 to be funded by the Mutschler T�usY'
Motian.• Mullin
Second.� A�mstrong
�ote: Aye —5,� Nay— 0
6. Communications/Public Comment — Connors reported on the Library Foundation's
annual appeal and invited all Board members to support the campaign. Connors
also reported that the Library Foundation is planning a social event for the
Library Board and the Foundation to meet each other. The Board agreed on
meeting for the social event after one of its upcoming meetings.
"Motion to receive and file Library Communications and
Public Comment."
Motion: Mank
Second: Maddux
�ote: Aye — 5,• Nay— 0
7. Library Board Adjournment —The Board adjourned at 5:22 p.m.
"Motion to adjoum."
5
Motion.� Monk
Second.• Maddux
�ote.• Aye -5,� Nay- 0
✓'�l-� i� � l� � l7
Pa Maddux, Boa�t%Secre ry Date
6