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Minutes_Library Board of Trustees 12 21 17 Copyrighted March 5, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 2/15, 2/19, 2/22, 2/26; Civil Service Commission 1/4/18; Five Flags Civic Center Commission of 1/29; Library Board of Trustees of 12/21/17, 1/18/18; Proofs of Publication for City Council Proceedings of 2/5, 2/7, 2/8; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 1/31. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type City Council Proceedings of 2/15/18 Supporting Documentation City Council Proceedings of 2/19/18 Supporting Documentation City Council Proceedings of 2/22/18 Supporting Documentation City Council Proceedings of 2/26/18 Supporting Documentation Civil Service Commission Minutes of the 1/4/18 Supporting Documentation Five Flags Civic Center Commission Minutes of 1/29/18 Supporting Documentation Library Board of Trustees Minutes of 12/21/17 Supporting Documentation Library Board of Trustees Work Session Minutes of Supporting Documentation 1/18/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/5/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/7/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/8/18 Proof of Publication for List of Claims/Summary of Supporting Documentation Revenues for ME 1/31/18 � � a i � Carne ie-Stout Pubiic l.ibra � 9 rY a , Board of Trust�es { � - - � Meet�ng M�nutes of December 21, 2017 � � � , � The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the � Lac Board Room at 4:00 .m. on Thursda December 21 2017. ` Y p Y, , , � i , Present: Board President Pat Po emiller; Board Vice President Chris � tY 99 tY , Monk; Board Secretary Pat Maddux; Trustee Robert Armstrong; � . . � Trust�e Greg Gorton (arr�ved 4.02 p.m.), Trustee Rosemary Kramer; Trustee Pam Mullin; Director Susan Henricks and ' Recorder Denett� Kellogg, Staff Preser�t: Mair�t�nanc� Supervisor, D�ave March 1. Pr�sident Patty Poggemiller called t�e meeting to order at 4:00 p.rn. _ "Moved to adopt the meeting agenda of December 2.�, 2017." : Motior�: K�amer Second: Mullir� 1/ote: A ye — 6; Nay— 0 2. Approval of Libr�ry Board of Trustees' Meeting Minutes of Thursday, November 1�, 2017." "Mo ved to appro ve tl�e Board Minutes of Thursday, No verr,ber, �6 20�7 with the char�ge to action item 5.B., second paragraph second senter�ce to read, 'Poggemiller stated her concern tl�at the paintings were purchased for the Library, and the Board, as responsible stewa�ds may not find it ir� the best ir�te�est of the Libr�ry to consider selling the works for�8% of their value.'" Motion. Maddux Second: Gorton � l/ote: A ye — 7; Nay— 0 3. Board President's Report: � A. President Po emiller reviewed the Communication with the Dubu ue I'� 99 q City Cou nci I for Novem ber, 2017. , "Moved to receive and fi"le the Communication with the Dubuque City Council from No vember, 20�7." Motion: Gorton 1 � � '� i ,i . � 4 f i Second: Mullin � ; � � I/ote: A ye — 7; Nay� 0 � � , , i 4. Motion to Receive and File Informational Items: � � 1 I � A. Library Director's Report Summary and Update: Henricks reported on ' ; . ; attending � Public Library Association conference in March 2018 that will ' conflict with the Board meetin date and asked if the March 2018 meeting ; g , ; could be moved to March 29. The Board agreed with this request. ; ; , 1) Library Financial Report FY 20�7 v The �oard reviewed the operational r�venue and expenditur� reports. Her�ricks reported �; ; forty-two percer�t of ti�e fisc�l year has laps�d and expenditures ; ar� �on track at 42%. Ut�lities/Pr�per�y Maint�nance expenses ar�e - at 54%, d�e to annu�l insurar�ce premiums paid, which is about ; $42,500. R�venue collected is at 53% of proje�tions. ; . . . � . ' 2) ��brary Use Stat�st�cs N�nricks report�d �pen �ccess use has increas�d 11%. Adv�rtising targeted at the west��nd patrons � began to promote us� of ordering materials for pick-up �t the ; Asbury Branch of the County Library District. Check-outs to ,- Dubuque cardholders decre�sed about 4% compared to ; November of 2016. Henricks reported the directional questions '' reported this month do not represent a true increase, but are a �' result of a greater effort to track �nd record the ques�ions �t �II service desks. The number of people using public Internet computers decreased 16%o but the time an individual spent at the _ cornputers increased just over 11%. Downloadable materials increased in checkouts just over 13% compared year-to-date. 3) � Marke�ing Update — Henricks reported that Red Rokk I�/lark�ting representatives will visit the Library on January 18 and 19 to �� gather input as part of the research phase of the campaign. The �oard agreed to hold a special work session wi�h the marketing firr� a� 4:00 p.m. on January 18 in the Lacy �oard roorr�. ; ; 4) DVD Filing System — Henricks followed up from a previous � � meeting when the �oard discussed whether filing/shelving DVDs � 3 by genre is feasible. Henricks met vvith staff to review and � reported that the reatest concern is intr�ducin ar�bi uit ; g g g Y because many movies overlap genres (exarr�ple: is Alien � ; Science Fiction movie, ar a Horror movie?) The cataloging { records do nofi offer clear direction; rather, they list the various � � overlapping genres. A title may be found under "comedy" or �1 cc » � • I drama at the same time. Son1e movies may span four genres. ; i � 1 2 ' ; 1 � i I 1 � � � I � i � I i i i . � i � Henrick� noted although the current arrangement is far from ! , perfect, it appears to satisfy the majority of library patrons. � ; ; � ; 5) Personnel Update — Henricks reported Part-time Library Aide, ; Ann Harris, is retiring and a recruitment is underway. She works j � 20 hours per week at the Recommendations Desk. Although the ' osition is art-time we believe a rofessional librarian will be � p p , p ; interested in this type of job. � i �. � Libby Martin, Library Aide in the Youth Servic�s department, has resigned. Interviews h�ve been corr�pleted and �ailey H�imig will begin vvorking in January. Bailey is currently in library school � :, wor�Cing toward a Master's Degree in Library & Information Science, and has been working �t the L��air� Pubiic Library in � the Quad Cities. � 6) f�et Neutrality— Henricks provided fihe definition of Net Neutraiity � wnich is the basic pr�nciple that prohibits lnternet service providers like AT&T, Comcast and V�rizon from speeding up, - slowing down, or blocking any content, applications or websites you w�nt to use. Net Neutrality is �he vvay th�t the Internet has � always work�d. On D�cember 14, 2017, the F.C.C. repealed the = Net Neutrality Rules. With�ut Net Neutrality, c�ble and phone companies could carve the Internet into fast and slow lanes. An � ISP could slow down its com etitors' content or bloc�c o inions it � � p p disagrees with. Net Neutr�iity levels the playing field for all. � 1"he decision will likely face a legal battle. Henricks reported that we all should be �ware of the potential impact— both to our budget and to our ability to serve the public— as this repeal of law continues to evolve. 7) Plan of Service 2017 — Henricks shared the 2017 Plan of Service ' with the Board reporting that �bout 75% of the goals were met. S�veral of the goals that were not met are included in the Plan of Service for 2�18, which is also an action item for review and/or ; approval at this meeting. ; � 8) Circulation Fines Policies — Henricks provided an email recently � � receiv�d from patron Ms. Desirae Giesman who i� aware that her � � cor�m�nts and concerns ar� being shared with the Library �oard. ; Her�ricks reported that Ms. Geisman comments focused on the � � three-item limit for new patrons and fines. Henricks reported that ' � � she has been working on a study for the Board's review an the � , � � i � 3 � � � i � � a , l a , I i i i I I feasibility of eliminating fiines and it will be presented at the � January meeting. � ; ; . . . � I �. L�brary Comment Cards Received � The Board reviewed the four comment � � � cards and concurred w�th staff responses to patron comments. ; ; � "Mov�d to r�eceive �nd file tf�e ir�formational update from the � Li,bra Director incluc�ir� the Li,bra Finar�cial Re or°t Libra Use :� rY 9' rY p . rY Statistics, Ma�keting Upd�ate, D I/D Filing System, Personr�el Update, ; Net Neutr�lity Information, Plan of Sefvice —2Q�7, Ci�culation �ines ; Policies and Library Comment Ca�ds." ; Mot�on: Go�tt�� Secor�d.� l�ullin - I/ote: Aye — 7; lVay— 0 - 5. Actior� Items: , A. Library Expenditures — Henr�cks pr�vided �n itemized report of FY-17 expenditures from I�oven�ber 11 t� December �2, 2017 for the Board's , . - reviewo = � "Mo ved to appro ve Libra�y exper�ditu�es for No vember�.� to ' Decerr�l�e�.�2, 20�7." Motion: Maddux Secor�d: Krarr�er !/ote: A ye — 7; Nay— 0 , �. Rel�tions Committ�e Report: Review of the Maintenance Supervisor � Position — Henricks repor�ted on the Committee's review of the position to ra�se the position up to a higher level pay grade. Randy Peck, the City Personnel Mar�ager, had March complete an evaluation tool that provides ' input to det�rmine if a position should be upgraded. His position was also comp�red to a similar position ir� the City, the Mainten�nce Supervisor at the Historic Federal Building, which is responsible for supervising four employees and has four facilities to manage. Based on ; his review, Peck determined th�t M�rch's position should ren°�ain at the ' level, GE-Z7. The Cammittee also reviewed similar-sized libr�ries in Iowa � to compare salary informati�n, job responsibilities and tasks. After ; , reviewing the position information the Commit�ee reported that they also ; concur that the osition remain at its current level. Henricks re orted ' p p � that the Board has the power to raise the position. Since the upgr�de � � ; � � � ' � 4 ' , ; ; a , � !:l . � � a , � � l l � i I � was not approved by the City, the Library would need to find the funds in j its current budget and future budgets to do this. ' ! ; � , � Gorton and Mullin suggested that the job description could be re-writ�en ' ? ; to include key components, such as supervision, that may invite the � ; Personnel Director to consider an upgrade of the position. Henricks and ,; ; Ma rch reported that they reviewed the position descri ption i n Apri I 2417 ; and agreed it covered all of March's responsibilities and t�sks. , :, March reported as a member of the library's management team he feels � his position needs to be comp�rable to t�at of his colleagues. He � , reported that whi�e he has much more responsibility than many s��ff � beio�v i�im, he is a �ov��r p�y grade then t�ese empioyees. He report�d � that this is where his frustra�ion comes from �s recer�tly, the Circui�t�on : Supervisor was r�ised�to a hig�er position wit�out any kind of rev�ew and - the User Suppor�t Speci�list was �1so raised to a higher position that is � currently higher than his. Mullir� reported on the ed�cational r�quiren�ents and ho� in�portant these are in determir�ing pay gr�des. March reported that experience can count for educ�tion in having '�equivalent experience" in r�ost City positions. - Mullin agreed that this grading scale can be unfair, but this component is typically a very important p�rt of the structure of s�lary grading. � � While the Library ��ard �II �greed that March may deserve � position upgrad�, they agr�ed that based on the inf�rmation preser�ted, they � concur with the recor�n�endation from the Personnel Director and the Relations Committee. "l�loved to declir�e the request for position upgr�de or r�ise to : GE.33 or a,bo ve for the Mai�ter�ar�ce Superviso�,�osition." ��{./O�s ��//,// Secor�d.• Maddux I/ote: A ye —7; lVay— 0 Y ; � �. Fiscal Year (FY) 2018 Plan of Service - Henricks revievved the Library's � Plan of Service for 2018 with the Board. The Board requested that parking issues be added to the service plan. Gorton sugg�sted to add an '� � objective such as, continue to review claims r�garding lack of parking, and � add that ongoing communication with the City Parking Division take pl�ce. �. The Board concurred with adding this to the FY-1� Plan of Service. ; n - . � Mo ved to app�o ve the �iscal Year(FYJ 20�8 Plar� of Se�v�ce , with the additior� of the �e�iew af parking as ar� oL�jective." ' � � 5 � � � ; � � ':� 4 il i ; Motion: Mullin � .� Second.• �orton � � I/ote: A ye -7; Nay- 0 ; � � 6. Communications/Public Comment —The Board thanked staff for today's Holiday gathering for volunteers, staff, Library Board, l.ibrary Foundation, and Friends of ; the Li bra ry. 7. Library Board Adjournment —The Board adjourned at 5:18 p.m. � �� • �� Motior� to ad�ourr�. Mot�or�: Monk �� Se�or�d. �o��r� � 1��te: A�e - 7; Nay- 0 - F �� .� � � � d� ., Pa t a�r�ux B o a rd S��re ta r Da te . Y , � � � � � � � � � � , � � r 6