Minutes_Library Board of Trustees 3 29 18 Copyrighted
April 16, 2018
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: Airport Commission of 3/26; Cable TV Commission of 4/4;
Community Development Advisory Commission of 3/28;
Historic Preservation Commission of 3/15; Human Right
Commission of 3/12; Library Board of Trustees Update of
3/29; Parks and Recreation Advisory Commission of 3/13;
Resilient Community Advisory Commission of 3/1 ; Zoning
Advisory Commission of 4/4; Zoning Board of Adjustments
of 3/22; Proof of Publication for City Council Proceedings
3/19
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Airport Commission Minutes of 3/26 Supporting Documentation
Cable N Commission Minues of 4/4 Supporting Documentation
Community DevelopmentAdvisory Commission Minutes Supporting Documentation
3/28
Historic Preservation Commission Minutes of 3/15 Supporting Documentation
Human Right Commission Minutes of 3/12 Supporting Documentation
Library Board of trustees Update of 3/29 Supporting Documentation
Parks and Recreation Advisory Commission Minutes of Supporting Documentation
3/13
Resilient Community Advisory Commission Minutes of Supporting Documentation
3/1
Zoning Advisory Commission Minutes of 4/4 Supporting Documentation
Zoning Board of Adjustment Minutes of 3/22 Supporting Documentation
Proof of Publication for City Council Proceedings 3/19 Supporting Documentation
Carnegie-StoutPublic Library
LibraryBoard ofTrustees Update
From the Meering ofMarch 29, 2018
Present: Patty Poggemiller, President; Christy Monk, Vice-President; and
Trustees, Robert Armstrong, Greg Gorton, Rosemary Kramer, and Pam Mullin
Excused: Pat Maddux, Secretary
. February marked 67°k of the fiscal year lapsing and the budget is on track
with expenditures at 62°k and revenue at 72°k of projections. The Board
approved expenditures.
. An in-depth review of statistics that are collected on a monthly basis took
place since the last board meeting. Some statistics were not accurate
based on the different methods used by staff in collection. The number of
checkouts was greater than has been reported because all downloadable
material had not been included. Internet use was greater than has been
reported because the circulation of laptop computers had not been included.
Henricks recommended the discontinuation of gathering some statistics and
introducing other metrics that better reflect the library's plan of service.
Examples of stronger information include: How many times did staff get out
of the library for an outreach program and how many people were reached
as a result? Access to information recommended for discontinuation
remains available and can be gathered as required. Changes will take
place beginning July 1 , the beginning of FY 2019.
. The tag line for the new marketing campaign is "Beyond Books." The Board
reviewed two graphics that depict this theme and one was selected. The
campaign will begin by May.
. An in-depth study was completed on the fines and fees associated with
children's accounts. Fines and fees on children's account total $87,223, of
which $38,014 represents overdue fines, and the balance reflects lost or
damaged materials and collection agency fees. What remains unknown is
how much of the $38,014 in fines would be collectible in the year the total
is waived. During the past seven years approximately 49°k of fines have
been collected. This would place the estimated budget impact at $18,627
for one year. Youth Services Manager, Danielle Day, identified five types of
programs that will reduce or eliminate fines from children's accounts
through reading. On the plus side this would have the least budget impact.
On the minus side there may be a perception that accounts will be cleared,
but we should not write off the cost of lost or damaged materials. We also
want to encourage youth to read for pleasure and having to report to the
library to read off a fine while friends may be involved in school activities or
playing may be perceived as punitive. Parents sign that they will be
responsible for the accounts of their children and most often provide the
only means for the children to get to the library to check out and return
materials. Children reading off fines places the responsibility for the money
owed solely on them, even though there has been agreement between the
adults and the library that at this age youth cannot be responsible.
Additional discussion took place regarding a fine free policy. Henricks will
include this in the library's budget request for FY 2020, but ideally, to
provide the basis for a fully informed decision the library should know how
effective the program will be in Dubuque. The only way to evaluate the pros
and cons of this policy is a trial period. An alternate revenue source to cover
the loss of fines during the experimental period of time must be identified
first and several ideas were discussed. Although not sustainable, options
are available for a six-month period for the loss of revenue. Also, the trial
must take place July 1 — December 31 , 2018 to present the results to the
City Manager and City Council in time for the FY 2020 budget planning.
Henricks will present a recommendation to the Board at the April meeting.
Library Board of Trustees
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Susan Henricks, Director
Patty Poggemiller, Board President
Christy Monk, Vice-President
Pat Maddux, Board Secretary
Robert Armstrong
Greg Gorton
Rosemary Kramer
Pam Mullin