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Minutes_Library Board of Trustees 3 29 18 Copyrighted June 4, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 5/21; Civil Service Commission of 5/16; Historic Preservation Commission of 5/17; Library Board of Trustees of 3/29; Park and Recreation Advisory Commission of 5/8; Proof of Publication for City Council Proceedings of 5/7; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 4/30. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type City Council Proceedings of 5/21/18 Supporting Documentation Civil Service Commission Minutes of 5/16/18 Supporting Documentation Historic Preservation Commission Minutes of 5/17/18 Supporting Documentation Library Board of Trustees Minutes of 3/29/18 Supporting Documentation Park and Recreation Commission Minutes of 5/8/18 Supporting Documentation Proof of Publication for City Council Proceedings Supporting Documentation 5/7/18 Proof of Publication for List of Claims & Summary of Supporting Documentation Revenues ME 4/30/18 i � � Carnegie-Stout Pubiic Library ; Boa rd of Trustees M eeti ng M i n utes of M a rch 29, 2018 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, March 29, 2018. � Preser�t: Board President Patty Poggemiller; �oard Vice President Christy � Monk; Trustee Robert Armstron ; Trust�e Gre Gorton� Trustee � 9 9 , . . � Rosemary Kr�mer, Trustee Pam Mull�n, D�rector Susan Henr�cks � and Recorder Denette Keilogg. �x�use�: Library Board Secretary Pat Maddux 1. Pr�sident �atty Poggemiller called the meetir�g to or�er at 4:03 p.m. 1 1 i "l�Io�red to adopt the meeting ager�da of March 29, 2018." � , ; � , � Motion: Gorton � � Secor�d: Arr�as��ong � f/ote: Aye - 6; Nay- 0 � 2. Approval of Library Board of Tru�tees' Meeting Minut�s of Thursday, M�rch 29, 201�." :, �, "Mo ved to appro ve tl�e Board Mir�utes o�f Thursday, March 29, i 2018." � Motion: Mar�k Second: Gortor� } vo��: Aye - 6; Nay- o � r ; � , � 3. Board Presidentrs R�p�l l. i � 1 � A. Boar� President Poggemiller reviewed the Communication with the � , Du buq ue City Cou nci I for Februa ry, 2018. � , � . . . . � "Moved to receive and file the Commur��cat�on with �he Dubu9ue ; City Council from February 22, 2018. " ; Motior�: Gorton Second: A�mstror�g ! I/ote: A ye — 6; Nay— 0 ', 4. Mation to Receive and File Informational Items: � � 1 J i � I � , � � 1 � , A. Library Director's Report Summ�ry and Upd�te: l � 1) Library Financial R.eport FY Z017 — The Board reviewed the j operational revenue and expenditure reports. Henricks reported � that February marked 67% of the fiscal year lapsing and the � budget is on track with expenditures coming in at 62% and � revenue at 72% of projections. ' ,; ; Henricks also reported that last year the Library received a gift � � from the estate of Frank Honigman that was $15,057. The �oard � dedicat�d this fund to enhancing the e-�ook collection. On March 22, the estate was closed and an additional gift was received in the ar�our�t of$21,583.�3. A list of projects forfunding in Mr. Hor�igmar�'s r�arr�e vvill be pres�nt�d at�tf�e April ��ard meeting. 2) Library Us� St�tistics — Henr�cks report�d Libr�ry use �r�d the �� , g�tl�ering of statist�cs h�ve been �val�at�d in-depth since the last �oard meeting and pr�vid�� a sumn�ar�r of this in-depth review. � An ir�-depth review of st��stics that are c�llected on � monthly basis to�k place since the I�st bo�rd r�eeting. Some statistics were not �ccurate bas�d on the different methods us�d by staff in collection. For exar�pl�, mast noticeable is the n�n�ber of library visit�rs th�t reflect�d at 21% decre�se for th� mor�th of . )anuary and 9% for the r�onth of February both in 2017. During th�se two ye�rs we h�ve had tw� different supervisors in th� Circulation Departr�ent �nd e�ch have calculated the�tot�l visits � differently. ; The number of checkouts was greater than has been reported ; beca us� a i I down load�ble m�teri�I had not been i nc1 uded. � Internet use was greater than has been reported because the circulation of laptop comput�rs had not been included. Henricks ' recommended the discontinuation �f gathering some statistics � and ir�t�oducing other r�etrics that better refiect the library's plan � of service. Examples of stronger inf�rr��tion include� How rnany times did st�ff get out �f the libr�ry for an outreach progr�m �nd ' h ? ; ow ma ny people were reached as a resu It. Access to information recommended for discontinu�tion remains available '� and can be gather�d �as r�quired. Changes will take place � beginnin �7u1 1, the be innin of Fl� 2019 and the Bo�rd will see � 9 Y g 9 � the new report at its August Board meeting for the month of July, ; 20��s � � � � 3} Marketing Update — Henricks reported that the fiag line for the new � � a marketing campaign is "�eyond �ooks" and reported that � , � � : 2 � � 1 � i , . . . . . � meetings are taking place with Red Rokk to review the visual style � . . . . , . . . l of the new graphic de�ign options with the �oard s final decision � at this meeting. � � � 4 Fine Polic Information Revievv— Henricks rovided a summ� of � ) Y p rY her in-depth study was completed on the fines and fees . ; associat�d wi�h children's accounts. l"he total is $87,223, �f � ; which �38,Q14 represents overdue fines, and the balance reflects � , lost or damaged material� and collection agency fees. What ' ; remains unknown is how rnuch of the $38,0�4 in fines would be � collectible in th� year the total is waived. During the past seven � years approximately 49% of fines have been collected. This � would place the estim�ted budget impact at $1�,627 for one year. ' ; Henricks g�ve the use stat�stics of otf�er lowa librari�s and use by ' Dubuque war� pop�l�tions forthe Board's review. � � � Henr�cks provided the backgraund on five types of pr�grarns h�ve '� � beer� identif�ed that will r�duc� or elirr�inate fsnes from children's ! accounts through reading. CJr� the plus side the�e pr�grams ' would have the least budget ir�pact. On the rr�inus side �here may be a perception that �ccounts will be cle�red, but we should not write off the cas� �f lost or damaged materials. We also want , , to encour�ge you�h to read for pleasure ar�d having to report to � the library to read off a fine while fraends may be involved in � school activities or playing may be perceiv�d �s punitive. Parents ' inh will r nil fr f i hilrn s t at the be es o s b e o the accounts o the r c d e g Y p . and most often provide the only nneans for th� children to get to the library to check out and return rnaterials. Children reading off fines places the resp�nsibility for the money owed solely on thern, even thougf� there has b�en agreement between the adults and the library that �t this �ge youth cannot be responsible. ; Additional discussion took pl�ce regarding a fine free policy. The , pian, if approved, is to include this in the library's budget request for FY 2020, but ideaily, to provide the basis for a fully informed decision the library should know how effective the program will be in Dubuqu�e The only way to evaluate the pros and cons of this , policy is a trial period. An alternate revenue source ta coverthe � loss of fines during the experirnental period of time must be � identified first and several ideas were discussed. Although not ! � sustainable, o tions are avail�ble for a six-month eriod for the ; p p , loss of revenue. Also, the trial must take place July 1 — i December 31, 2018 to present the results to the City Manager ' ; ; and City Council in time for the FY 2020 budge� planningo ! ; Henricks will present a recommendation to the Board at the April � meeting. 1 , � � � � i � 3 ' I I :I � � i � � � 's � � � � 7 � j I � i , I The Board a reed to continue to move forward to im lement the � g p � ;j plan for�esting fine free for children, and to include questions in � � the community survey the Library is planning to gather feedback i from the cor�munity about this issue. ! ; � � 5) Relations Committee Update — Poggemiller reported th�t she, � � Kramer and Gorton rec�ntl r�et with John Butler, and �ubu ue ' v a � Museum of Art officials Rusty Knight and David Schmitz to � : discuss the Library's works of art and oppor�unity far a possible � ; collaboration with the Dubuque Syrr�phony, the Dubuque Museur� " of Art and the Library in regard to an endowrr�ent campaign that � would ben�ft ail three institutions. The Board r�por�ed on its r�cent r�v�evv of its loaned artwork to the rnuse�rn �t it� f�overnber 2�17 meeting. The Board reported its ongoing c�mr�itrr�er�t t� m�ir�tain the long term I�an of thes� �rtWork� to � the mus�un°� in a strong partn�rship between the Library and the ; museum well ir�to the fut�re. � �. Libr�ry Cor�ment C�rds Received —The goard reviewed the tvvo comment cards and concurred with staff r�sponses to patron comments. "Mover�to r�ceive and fi"le the info�rnational updat� frorr� the Libraf°y Directo�ir�cluding the Li,brary�ir��r�cial Report, Li,b�ary Use Statistics, M��keting Update, �ir��P�licy Ir�formatior� R��iew ar�d Li,br�ry Commer�t C�rds," � Motion: Mor�k ,S��or�d: Kr��r�e� I/ote: ,4 ye — 6; lVay— D � 5. Action Items: � A. Libr�ry Expenditur�es — Henricks provided �n itemiz�d report of FY-18 � �xpenditur�s from February 16 t� March 22, 2�018 for the Board's r�view. '°Mo�ed to app�o ve Library ex,�enc�itu�es for F�brua�°y�d° t� ; March Z2, 2018." ; . ; Motion: Armst�ong � ; Second: Mullin ; � I/ote: Aye — 6; Nay— 0 � ; . , ; � , � � � i �� i ; 4 � , � � � - � � � B. Graphic Design for Marketing Campaign — The Board reviewed the two options for the graphic design for the new marketing campaign called, "Beyond Books" and agreed that option one was the best choice. "Mo ved to appro ve the graphic design optior� one for the Library's marketir�g campaign." Motion: Mullir� _ Second.• Armstrong !/ote: Aye - 6; Nay- 0 6. CommunicationsJPublic Comment — Henricks invited the Trustees to t�e � upcoming A�t @ �ibrary0 openir�g reception schedule� on April 6 from 5:30 to 7:30 p.m.; and, t�e Annual Volunteer R�cognition Event scheduied f�r Tuesday, April 17 fr�m 6:00 p.m. to 8:00 p.m. "Moved t� receive and f>le the Corr�rr�unications/Public Comment." Motion: Armstrong Second. Mullin I/ot�: A ye — 6; Nay— � 7. Library Board Adjournment —The �oard adjourned at 5:23 p.m. ' "Motion to adjourn," � 1 , Mot/or�s Gorto// � Secor�d: Mullin I/ote: A ye - 6; Nay� 0 ; r f r j � �� '� ,�.�� o ��y `��. �` � � � _ , , �_J �� r ! ; i Pat Maddux, Board Secretary Date � ; � 5 �