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Minutes_Library Board of Trustees 1 25 18 Copyrighted April 2, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 3/19; Housing Board of Appeals of 3/20; Library Board of Trustees Minutes of 1/25; Resilient Community Advisory Commission of 2/1/18; Proof of Publication for City Council Proceedings of 2/22, 2/26, 2/27, 2/28, 3/5; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 2/28. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type City Council Proceedings of 3/19/18 Supporting Documentation Housing Board of Appeals Minutes of 3/20/18 Supporting Documentation Library Board of Trustees Minutes of 1/25/18 Supporting Documentation Resilient Community Advisory Commission Minutes of Supporting Documentation 2/1/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/22/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/26/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/27/18 Proof of Publication for City Council Proceedings of Supporting Documentation 2/28/18 Proof of Publication for City Council Proceedings of Supporting Documentation 3/5/18 Proof of Publication for List of Claims/Summary of Supporting Documentation Revenues for ME 2/28/18 � l � � 4 � � � ! ! Carnegie-Stout Public Library � � Boa rd of Trustees � � A ,V 4 Meetin Minutes of ,anua 25, 2018 � 9 rY � � �. � The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the �a � Lacy Board Room at 4:00 p.m. on Thursday, )anuary 25, 2018. � � � , Present: Board Vice President Christy Monk; Board Secretary Pat Maddux; � , Trustee Robert Armstrong; Trustee Greg Gorton; Trustee � � 1 Rosemary Kramer; Trustee Pam Mullin; Director Susan Henricks � i and Recorder Denette Kellogg. � Guests: Library Employees Hannah Eby and Rache! Boeke; T�legr�ph � Heraid Repor��r Jeff Montgomery, and Library Patron �nd Art � � Collector Dan Weitz. - ; A,bser�t: Board President Pat Po e�iller ' , tY 99 ; �. Vice President Monk caifed t1�e meeting to order at 4:�5 p.m. ' "Mo vec�to adopt the meeting agenda of.�anuary 25, 20�8 with �, mo�ir�g Public Commer�t to fol%w appro val of the ager�da." - Motion: Mullir� ' Second.• Armstong I/ote; Aye - 6; Nay- 0 2. Public Comment — Art Collector Dan Weitz presented a collection of signed i I I ustrations from book i I I ustrators for the Boa rd's consideration for pu rchase i n the amount of $300.00. Weitz reported that he believes this collection would be a good fit for the Library as they highlight the works of twelve different book illustrators in one c�llection. He also stated the price for the set is less than half its value. The Board thanked him for his presentation. Henricks reminded the Board of the Art @ your library opening reception on Friday, February 2, 2018. 3. Approva I of Li bra ry �oa rd of Trustees' Meeti ng M i n utes of Th u rsday, Decem ber 21, 2017 and Work Session Minutes January 18, 2018." "Mo ved to appro ve the Board Minutes of Thursday, December 21, 2017.„ Motior�s Gortor� Second,• Armstrong ' 1/ote: Aye - 6; Nay— D ; ; 1 �� ; � � q � 1 I � � � � 1 :; , i ;I , , , { "Mo ved to appro ve the Board Wo�k Sessior� Mir�utes of Thursday, ; � .1anu��-y�8, Z0�8." � ; � � Motior�: �"ramer 1 Second.• Mullin � � I/ote: A ye — 6; Nay— 0 _ � ; � 4. Bo�rd President's Report: ' ; - �oard Vice President Monk reviewed the Communication with the Dubuque City Council f�r December, 2�17. � ; � "Moved to receive ar�d fi"le tl�e Cor�municatior� with the Dubuque - City Cour�c>l from December, 20�7." Motior�: Maddux Secor�d: Gortan ' I/ote: A ye — 6; lVay— 0 � 5. Motion to Receive and File Informational Items: . A. Library Director's Report Summary and Updat�: � , , � 1) Libr�ry Financi�l Report FY 2017 -The �oard reviewed the operational r�venue and expenditur� reports. Henricks reported � 50% of the fiscal year has lapsed and expenditures are on track � at 49%. Revenue collected is �t 60% of projections. 2) Library Use Statistics � Henricks provided follow-up from the last Board meeting in December when concern was expressed � reg�rding th� decr��se in circulation. Henricks proo�ided - add itiona I i nformation as to what-has i nfl uenced decreases a nd ' ideas on how to alter this trend. ' ; ' 3) Marketing Update — Henricks provided a list of items listed in the Telegraph Herald mentioning the libr�ry in the past six months. ; : Red Rokk Marketing staff Sherri Huleatt and Megan Cook were ' ; on site for a day and a half beginning January 18. They met with � library staff and Board members. The purpose of the visit was to ' � gather information and become familiar with the library and � � Dubuque. Next steps: � � � � ; , � , � � 2 ' l � 1 � � . � � � i a ; 1 i i ; � � 1 , � i � , • Create a community survey for stakeholders and the � � public. This will be an online survey. , � • Based on survey results and the information gathered, ' . . . . . I Red Rokk will then present a creative brief. This brief i � will become the "bible" of the c�m ai n. , p g � • When the creative brief is approved Red Rokk will begin : the content work and create � brand, or theme, for the ' � campaign. - ' , • The car�paign will be implemented. � - 4) Plan of Service — Henricks provided an updated plan of service _ that include continuing discussions regarding parkingo B. Library Comment Cards R�ceiv�ed —The Board reviewed tl�e four comment c�rds ar�d concurred with st�ff resp�r�ses to patron comme�ts. ; �„ . . . . _ � Moved ta rece�ve and file t,he inf�rmatior�al u dat� from the p � L%b�ary Director includir�g the Li,b�ar�y Fir�ancial Repo�t, Lib�ar�y(Jse �t�tistics, Marketir�g (Ipdate, Plan of Seivice ar�d Li,bra�y Comment ' Ca��s." � _, � Motion: Gortor� � Second: Mullin I/ote: Aye — 7; Nay— D 6. Action Items: .' — Library Expenditures — Henricks provided an itemized report of FY-18 ; expenditures from December �3, 2017 to �anuary 19, 2018 for the Board's review. ; "Mo ved to appro ve Librar y exper�ditures fo�Decem,ber 13, ' Z0.�7 to.1�nu�ry 19, 2018." ,' Motiono Mad ux d � Second.• Gorton �ote:� Aye - 6; Nay- 0 � ; ; _ e • ; Purchase of Art The Board reviewed a request from Art Collector Dan ; 1lVeitz to consider the purchase of� collection of signed illustrations from ' . . . I twelve book illustrators. We�tz h�d prev�ously addressed the Board ; during public comment of this meetingo ' � . '' The Board d�scussed the request for purchase. Henr�cks reported on the � , Art Subcommittee's review of the proposal using the Libr�ry's Fine Art ; � 3 � l � 1 ;j 1 � � � � a � , � i I Policy guidelines. The Subcommittee's recommendation was to decline ' � request for purchase as the Dubuque Museum of Art has the same � collection and this wo I res It in lic te � II i Whil h B � , u d u dup a co ect ons. e t e oard � 1 noted the collections' uniqueness, they agreed with the Art � , � � Subcommittee s recommendat�on. ; I i "Moved to decline the request to purchase the col%ctior� of � sigr�ed illustratior�s, 'F�ce to Face: Twelve Cont�m ora Americar� = p �Y � A�tists. . .'offered by Dar� Weitz." � . ; l�'Iotion: Kr�me� = Sec�na'.� Mullin ' f/ote: A�e - 6; Nay- 0 '� — B�dget Presentation �iscal Year(FY) 2019 — Henr�cks provided th� FY- � 20�9 presentation for the Board's review. The presentation provided � highlights from FY 2017 of technology usage, library programr�ing, par�nerships, and outreach. Patrons interacted with the library a total of 1,113,427 times in FY 2017. Information on the Return on Investment ' Calculator (located on the Library's web site) was discussed regarding hQ� �uch is saved by using Library services instead of purchasing similar ; materials and services. Another highlight is the Library corning in under budget for 15 consecutive � years. Savings for FY 2o17'wer�e $65,805. , � I n addition to the FY 2019 budget request the Capital I mproverr�ent � Projects (CIPS) and Improvement Project (IP) requests were reviewed. � . � . . I The Board discussed the Communety Survey IP. Henricks reported that this survey will be a scientific survey that can provide insight ir�to changing ' libr�ry use patterns and could also include some questions that tie into the . : r�arketing campaign. � � � ; "Mo ved to appro ve the fiscal year 2019 L%b�ary Budget Preser�tation." � . Mot�or�: Go�°ton ; Second: M�addux ; l/ote; Aye — 6; Nay— 0 . ; ; — Fines Policy Next Steps - Henricks provided the board her 12 page report ' 1 ; titled, �i�es: Policies and Procedures, Past Present and Future. The ; report provided a detailed analysis of a No Fine Policy". The �oard �� reviewed the information and discussed the various options and ' � , ; ; � i 4 ' ; ; � � , � ( � ; � ,I � I i i . . . . . I challenges for introducing a No Fines Policy. Henricks reported the lack -; of evidence that a move to this policy would increase or decrease { circulation. The Board suggested the possibility of a trial period for this 1 � policy to view the impact on revenue and materials. Monk suggested ; questions could be added to the community survey to get feedback from ' the comrr�unity on this issue. A timeline for a trial period was discussed� ' , with the oal to re uest the rer�ov�l of fines from the revenue bud et in ' g q g i FY 2020. They agreed that next steps should include a discussion about � :�' � tasks er�ployees could be doing as a result of the staff time saved with the : No Fine Policy and adding questions to the Community Survey to gain feedback fror� the public. The Board agreed they need additional time to _ _ review this inforrr�ation along with the �dditional feedback requested. . �� "Mo�ed to t�ble the Fines Po%y Next Steps agenda item." Matior�: Mullin Se�or�d.� Armstrong I/ote: Ay� - 6; Nay- 0 7. Library Board Adjournment -The Board adjourned at 5:19 p.m. ; '�Motior� to adjou�n." Motion: K�amer � Secor�d.� Mullir� ' I/ote: Aye � 6; Nay- 0 � � � � v� , ;- �i ``�:� �`� Pa t Ma d alux, B a a rd �e cre ta ry Da te � � '' � � � ; ; ; . , �� � ; , � , , � ; ; � � 5 ; , l � . � . ; f