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Minutes_Library Board of Trustees 4 26 18 Copyrighted July 2, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 6/18, 6/25; Five Flags Civic Center Commission of 5/16; Library Board of Trustees of 4/26; Proof of Publication for City Council Proceedings of 6/4; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 5/31 . SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type City Council Proceedings of 6/18/18 Supporting Documentation City Council Proceedings of 6/25/18 Supporting Documentation Five Flags Civic Center Commission Minutes of 5/16/18 Supporting Documentation Library Board of Trustees Minutes of 4/26/18 Supporting Documentation Proof of Publication for City Council Proceedings of Supporting Documentation 6/4/18 Proof of Publication for List of Claims and Summary of Supporting Documentation Revenues for ME 5/31/18 C�r�egie-Stou�t Public Library Board of Trustees M eeti� M�r�ut�s of A ri I 2�, 20 i8 9 � The Board of Trust�es of the Carnegie-Stout Public Library (C-SPL) met in the Lacy Board Room at 4:00 p.m. on Thursday, April 26, 2018. Preser�t: B�ard President Patty Poggemiller; Board Vic� Pr�sident Christy Monk; Trust�e Robert Armstr�ng; Trustee Greg Gortor�; Trustee ; Rosemary Kramer; Trustee Pam Mullir�; Director Susan Henricks and R�cor�er Denett� Kellogg. Fx�used. �i�rary 8oard Secr�tary �at Maddux '� Pubtic Pr�ser�t: Tom Bart�n R� or��r Dub� �e Te1e ra h Her�ld � , � , q 9 � �� ► � 1. Presider�t Pa Po emiller called t�e meet�r� t� order at 4:04 .m. � � 99 9 � � � "Nlo ved t� adopt t�e r�ee�>r�g ager�da of�pril 2�, 20.�8." � � � Motion: Gort�� } , Secor�d: K�amer I/ote: A y� — 6; Nay— � � � 2. Approvai of Library Boar� of Trust�es' Meet�r�g Minutes of T�aursday, March 2018,,' ' � ,; "Mo ve�d t�o appr�ve the Soa��d Minut�s of Thursday, March 29, 2018." �� M�t>or�: Armstror�g Sec�nd.• Gortor� �" F f !/ot�: A ye — 6; Nay— 4 � ; . �, � L 3. Boar� President's Report: r ! � � � - Board President Poggemiller reviewed the Communic�t�on with the � , Dubuque City Council for March 29, 2018. �; � � � "l+�loved to r�ceive �r�d f>'le the Communication with the Dubuc�ue � � City Cour�cil from March 29, 2018." � � �� Motion: Monk � Second: Kramer � � ; �/ote: Aye — 6; Nay— 0 � � . . . � 4. Motion t� Receive and F�le Informational Items: � � � 1 � . � 3 i -� l � j � l � ! , � i i , � A. Libr�ry Director's Report Sumr�ary and Update: i , 1 l 1 Libra Financial Re ort F� 2018 —The Board reviewed the ' ) rY p operational revenue and expenditure reports. Henricks reported � �� that the end of March marks the close of the third qu�rter of the � ' fi�cal ear, with 75% of the year lapsed. Expenditures were on ; Y t�rget at 72% and revenue collected is at 79% of proj�ctions. � ; � A� repor�ed on at March's nleeting, the Library received ' , $21,583.83 firorn the esta�� of Mr. Frank Honigman. ' Recor�mer�dat�ons or� vvhat projects to f�nd that offer�d long term ; recognit�on �o the donor w�re going to be proposed �t t�is ; r��et�r�g. �enr�ck� re�uested t�at��e ideas far��ndir�g be �elay�ed ur�tii af�er t�� D�buque �acir�g A�so�ia��on (�i�A) ar�r�ounc�s its grar�t recipient� on May 22, 2018. I�t�e �ound- ' pr�ofi rc�or� is not fur�ded by t�e DR�, it couid be done wit� funding fr�m �Jlr. �ionigr��n's beq�est, wit� � nar�ing oppor��nity. The �o�rd agreed with Henrick� request. 2} Library Use �t�tist�cs — I�e�ricks r�ported t�at Libr�ry visits wer� up 1.1°�o in March cor�pared t� M�rch of last y��r and circulations w�re very cl�se to those of I��r�h of last ye�r. The n u r�ber of r�ew Open Acc�ss (OA) ca rds issued i ncr�ased ; 33% year-t�-date compared to the pr�vious y�ar; however, checkouts by OA cards is about the same. Dat�b�s� us� decre�sed, with the exception of the Telegraph Her�ld �rchiUes, which h�d third quart�r gr�wth of 25,7% comp�r�d to last y�ar and n�arly a �26% incr�as� compared y��r�to-date. l�enricks r�ported r�e�ting �ith Mike Wright, t�irector of the Dubuque Caur�ty Librar�r, to review the partn�rship of the services provided t� users �� both libr�ries. Tl�e p�rtr�ership is going vvell ar�d both agreed t� recommend cont�n�uing the agreement for a one ye�r period. ��- 3) Marketing Update — Henricks reporfied tl�at Red Rokk has preser�ted content, to be delivered by e�mail to those wha have just opened library accounts. They ar� al�o launching an email cam ai n for di ital materials that C�rne ie-Stout offer�. �� p g g g � Similarly, a prir�ted broch�r�, which is given to each new patron, ; has been updated. Final revisions and proofing of the new � ; brochure i� taking place before it i� printed for distribution. � � � , , � i � i � i 2 ' � a � j 1 i � � � i � i i f 1 I I B. Library Comme�t Cards Received — The Board reviewed the two comment � J cards and concurred with staff res onses to atron comments. ' . p p � , , � "l�oved to �eceive ar�d file the infor°mational update from the ; Libra Di�ector includir� the Li,bra Fir�ancial�4e o�t L%bra Use � �YY 9' rY p , �'Y ; Statistics, Marketir�g Update ar�d the Library Comment Ca�d." � � Motior�: Mor�k � Secor�d• Ar°mstrong ' f/ot�: Aye - 6; Nay- 0 ; � 5. Act�or� It��s: . . . . . . � r�. Libr�ry Ex�ends��res — i�e�r�cks pr�v�de� an �t�miz��d rept�rt �f �Y-1$ expe�ditur�s f��r� Mar�h �3 to �pril 20, 2�01� f�r the Board's �eview. "N,��v�ed t� appr�ve Li,bra�y ex,�er�ditur�s fo��'I�r�J� 23 to A,�ril��, ��.��." l�lotion: Arr�strong Secor�d: l��arr�er V�te: A�e — b'; N��— 0 � B. Patron Be�av�or Policy —The Board reviewed the two pr�posed changes t� t�e Patron �ehavior Policy and concurr�d with the ch�nges. . "MoVed to �dopt the char�ges to the Patr�or� Beha�io� ' Policy." ' Motion: Monk � Second: Gor�ton I/ote: Aye — 6; N�y— 0 C. Voiunteer Poiicy — The �oard reviewed the propos�d change to the Voiunt�er P�licy. Henricks reported the revisions pr�posed are related to the new prograr�, Homebound Delivery, that will provide library r��terials , to patrons who are confined to their homes. Poggemiller suggest�d a clarifcation of the section on confidentiality and the Board agreed with � , th is cha nge. ; ; i I "Mo ved to adopt the changes to the I/o%ar�tee�Policys" : Motion; NIuIlir� � Secor�d� Gorton � , � l 3 � a , � � � 1 � � � i � i ! l, I/ote; Aye - 6; Nay— D � � � , � D. Fine Free Trial Period — At its last meeting the �oard requested additional " � background inforn�ation for the fine free tri�l period, including a listing of � � criteria to consider �nd the budg�t impact the trial period will have. � Henricks recommended the following reg�rding this policy: � • No forgiveness of fees associated with lost or damaged materials. • Na waiver of existing fines. V1/aiving these fines will have a ', signifiac�nt impact on future r�venu� if the trial period does not become reality. � • A gr�ce p�riod for r�t�rr�s befor� bioc�ir�g an account r�ust be � �stabli�hed. � • �fo rr��t�ria��, r�g�r��ess of how lor�g t�ey ��ve be�n over�ue, �will be char��d a fine if it�r�s ar� r�turned d�r�ng t�is siX-�ont� periodo • �ibra�y bor�ow�r� mc�s� unders��nd tl�a� this is t�rr�porary �r�d af��r six rnonths' t�rr�e, or� Janu�ry 1, fir�es w�ll begir� accruir�g again. V�ry clear instr�ctions/r�ies �ust be �hared with patroras. � Deveiopr�er�t of a feedb�ck tool for patrons to sh�re �heir thoughts on the f�ne-fr�e tr�al. W�ether it is a postcard-sized survey at the check�ut st�tior�s, or an online survey, this additional information ' will be helpful a� the E�oard makes f�ture decisions. * I�av�e � d�r�ation box �t the Cir�c�la�ion �esk�o �ccepfi donations in lieu of fines — a "w�iv� and request" rnodel. �t�ff will tell patrons tha� they hav� had fines waiv�d and invite t�er� to donat� instead. , The �o�rd �greed to table this action iter� unt�l their May r�e�ting �nd between r��w and li/lay 26t" sta�f wiil w�rk on the pr�ocess and procedure� of implemer�ting this pro�rar�. Having this trial �eriod will allo�v for a full �v�luation of how t1�e prograr� wor�ed to shar� with the City M�nager�r�d City Council. �� . . . M�ved t� table tf�e Fir�e F��e T��al Pe�iod ar�d accom �r� ir� lic ." I � y �po � Motior�: Mullir� Secor�d: Arr�st�or�g� ' � l/ot�e: A y� — 6; Na�— 0 � � Armstrong exited th� meeti ng �t 5:�0 p.m. � �. � 6. Commur+ications/Public Comment — Repor�er Tom �arton from th� Dubuque Tele ra h Herald asked the �oard s�me uestions �bout the fine free eriod and � 9 p q p � f existing Libr�ry fines. � ; � � , , 4 ; ; � i '�Moved to receive ar�d fi"le the Communications/Public Commer�t." Motion: Kramer Secor�d: Mullin I/ote: Aye -5; Nay- 0 7. Library Board Adjournment -The B�oard adjour�ed at 5:10 p.m. „Motior� to ad�oc�rn." � N�otion: �or�k � Secor�d.• NI�IIir� �/ote: A�� - 5; �ay- � � �� r � ��J �r �k . Y � �? 3 ✓� ?/ , f ya � J/_ �Q; '4 �� A� ��7 � ��/ �� 8 ; � x 8 1 � � � � � � i � J 5