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Minutes_Library Board of Trustees 5 24 18 Copyrighted August 6, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 7/23, 7/30; Housing Commission of 7/11; Housing Commission Work Session of 7/10; Human Rights Commission of 6/11 ; Investment Oversight Advisory Commission of 7/26; Library Board of Trustees of 5/24; Zoning Board of Adjustment of 7/26; Proof of Publication for City Council Proceedings of 7/2, 7/9; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 6/30 SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type City Council Proceedings of 7/16/18 Supporting Documentation City Council Proceedings of 7/23/18 Supporting Documentation Housing Commission Minutes of 7/10/18 Supporting Documentation Human Rights Commission Minutes of 7/11/18 Supporting Documentation InvestmentOversightAdvisory Commission Minutesof Supporting Documentation 7/26/18 Library Board of Trustees of 5/24/18 Supporting Documentation Zoning Board of Adjustment Minutes of 5/24/18 Supporting Documentation Proof of Publication for City Council Proceedings of Supporting Documentation 7/2/18 Proof of Publication for City Council Proceedings of Supporting Documentation 7/9/18 Proof of Publication for List of Claims/Summary of Supporting Documentation Revenues for ME 6/30/18 Carneg�e-Stout Pu�lic Li�rary Board of Tr�stees Me�t�r� Mi��t�s of Ma 24 2018 g y � The Board of Trust�es of the Carnegie-Stout Pubiic Library (C-SPL) met in the Lacy Board Room at 4:00 p.m. on Thursday, May 24, 2�18. Pr�sent: Board Vice President Christy Monk; Board Secretary Pat Maddux; Trustee Robert Armstrong; Trustee Greg Gorton; Trust�e Rosemary Kr�rner; Trustee Pam Mullin; Dir�ctor Susan Heraricks �9 and R�corder Der�et�� K�IIo � 99• � Gc�est�: T�le r�ph Heraid R� orter �1lison Hin a � 9 � 9 � St�f�;� Bill C�rr�l1, Ad�it Servic�s Manager �r�d Mic�e!!e Oberhof��r, 5 Cir�uiation Supe�v�sor (�ent�red 4:23 p.r�.) �) Pres�der�t P�ggemiiler c�iled the r�eeting to or�e� at 4.02 p.n�. � "Mo ve�t� ado,nt tl�e rr�e�tir�g ager�da of Ma�24, z0�S." Motion: Arrr�strong Secor�d: K��mer I/ote: A ye — 7; lVay— 0 2) Approvai of Library 8oar� of Trust�es` Meeting Miraut�s of Thursday, April 26, 201$,,, "Moved to approVe the Board Minut�s of Thursday, April Z6, 2018." Motior�: Mulli� Secor�d.• Maddux ; I/ot�: A ye — 7; Nay— 0 . a ; 3) Baard President's R�port: A. President �oggemiller r�vie�ved tl�e Cor�r�unication with the Dubuque Cit�r �� Council for Apr�l, 201$. "Mo ved to re�eive and fi"le the Comr�ur�ication witfi the Dubuq�e City Cour�cil from April 26, 2018" Motion; Mor�k Secor�d.• K�amer f/ote: A ye — 7; Nay— 0 4) Nlotion to Receive and File Informational Items: � 1 ; '� f ; � � , , ► ; l � � � j � A. Library Director's Report Summary and Update: � � � � 1) Library Financial Re ort FY 2018 — The Board reviewed the � � p o erational revenue and ex enditure re or�s. Henricks re orted � p p p p � that the end of�pril marks 83% of the fiscal year lapsing with � � expenditures at 78% and revenue at 87% of projected income. , 2) Library Use St�tistics — Henricks reported increases in checkouts during April are attributed t� Adult books ar�d downloadable ' materials. Downloadable materiai increased in circulat�on 52% � cor�p�red t� t�e sa me ti r�e last ye�r. Che��c��ts by Open Acc�ss � a�counts {aimost a1i r�pres��t t�e �o�nty Libr�ry District) v�ere up 17�10 ir� April. Henricks provided an �pdat� or� t�e L�brary �oundation f�nded ' Bicycle Library. This mobile libr�r�r will allow for a variety of servic�s includir�g check�ut af m�ter�als, signir�g up f�r a libraryi card, providing libr�ry inform�tion wl�ile incr�asing aw�rer�ess of fihe Libr�ry. The Bicycle Library will laun�h or� June 11, 201� wit� the Libr�ry at � f�mil� progran� p��nned for Flora Park. 3) Marketing Update — Henricks r�ported on the Red Rokk pronlation for June, which involves a prize for oniine ir�teractions wit� the library's coilection and s�rvices. �ntries are earned through each int�r�ction. The prize, $400 in gifts from locai - busine�ses, will be r�ndomly drawn from these entries on June 29. The giv�-�way will be promoted through a press r�lease, er�ail, social media, and on the libr�ry's website. 4) Faciiity Upda�e — Her�ricks reported that work began to r�pl�ce the steps to the Carnegie building on Monday, May 7. Several ' y�ars ago a Capital I mpravement Pro�ect (CI P) was approved for this replacement after it was discovered that the stringe�s were crumbling. When the steps were removed, the contractorfound � that the steps had been resting on dirt, without footings or a stable found�tion. Both iss�es have been addressed and the project is expected to be completed by June 1. The last time the steps were replaced was in late sumrr,er, 1937, at a cost of $415. The � current replacement cost is over $66,0�0.00. Monk asked if the ; steps being removed were of value and if so, that they not be discarded. The Board concurred. Henricks reported that she has � asked that the Library be credited for the value of the limestone being removed. ; ; � � , , 2 , I i � I � � � � � � ; � { I i i i , 5) Background on Westside Service — Henricks provided a detailed ' ; repor� of the background ir�formation concerning Westside service ' ; since 2004 that will be readdressed in the Library's FY-19 j community survey. The report provided infiormation on previous � � considerations by the Library Board forwest side service � � including a branch library, west side building space, storefront, � bookmobile, lockers and stand-alone full-service automated units. The cornmunity survey will provide the needed feedbaci� to the Board on this issue as a tool for future planning. � 6) Policy Updates — Henricks reported an the Planning Committee's � ; rev�ew �nd rev6sion of�ix poiicies that ar� pres�er�ted for ap�rov�l at t�is �oard meet�r�g. ' 7) F�ne Free Tr��i �er�od Inforr�a�ion — �er�r�c�Cs pro�r�d�d the de#ailed information r�q�ested by the B�ard regarding t�e , proced�res associat�d with a s�x-r�or�t� fine-ar�nesty period. � �r�� change pr�viousiy discuss�d vvas allowing a 14-day grace per�od for the re�ur� of r�ateriais. T�is is due to the �urr�n� wor� floUv and t�sks associated with �mnesty. If the poiicy becomes pern�anent then char�ges ir� collectior� agency notices and t�e notification syster� can tak� plac�. Henricks explained the fine fre� triai period grace per�od spec�fics and the notif�cation process. All eq�ipment fines ar� excl�ded in this f�n,e fr�e trial period. - �. Comment Cards —The 8oard reviewed a thank you card fror� a youth = whose �ines and fees had been "adopted" by a donor. . "Moved t� r�ceive ar�d fi"le the inforr�at�or�al u,�date f,�orr� tl�e Libr�ry Director includir�g t�ie Library Fir�ar�cial R�port, L%br�ry Use St�tis�ics, Ma�ketir�g Updat�e, Facility Updat�, Background o� U!/estside Se�vice ar�d the Thank Yoc� Comrr�er�t Carr�." Mot�on: Mor�k Secar�d.• Gorton !/ote: Aye — �; Nay- 0 5) Action Items: � ; A. Library Expenditures — Henricks provided an itemized report of FY-18 expendit�r�s frorn April 23 to May 16, 2018 for the Board's review. The Board asked about a saund system purchase that appeared twice. ; Henricks investigated and reported that the purchase order had appear�d � twice but one was cancelled, ar�d there was onl one urchase to ; Y p Rondinelli Music/Audio of Dubuque. ;� { � ; 3 � ; � i � 1 � I 1 � 'I � � I i I , i ? i I i I � "Moved to approve L%brary expenditures for April 2.3, 241�' to ' � May 16, 20�8." ; ; � ; � Mot�or�: �ortor� ; Second: Mor�k � 1/ote: A ye — 7; Nay— � . , � . B. Patron Sehavior Policy — Henricks reported on an additional change needed t� the recer�tly reviewed pol icy t� i ncl ude; "no sleepi ng i n the. '� librar�r." Maddux suggest�d the I�st sentenc� on page one that includes "by the ch i ld" be c�a r�ged t� ��of t�e c�i id". The S�a rd cor�cu rr�d with this change. "�lo ver�t� �dopt t�e cl�ar�ges t� tl�e Pat�or� ��e%a�i��PolicyD" Mot�or�:- Nlor�k � ' Secor�d: l►�a�dux � �'ote: Aye — �; 11/ay- 0 Ce �ullet�n Bo�rd, L�aflet, and Exhibit Po�icy— Henricks reported that this �olicy has sor�e clarifications bu� no cor�tent char�ges. Suggestior�s were rnade ta change the m��rr��r� size for leaflets to 8.5 x 11 inches; and, to revise the s�econd sentence on page tvvo to, "no outside organizat�on or individual will be perrr�itted to place in the Library any box or r�c�ptacle which solicits donatior�s." - "Mo ved to ac�opt the r�e�isions to t�e Bu//etir� Board, L�aflet, ar�d Exh%bit P�licy." Motion: Kr�me� S�cor�d: Mullin I/ote: �l�e — 7; Nay— D D. Equipment Loan Poiicy — Henricks repor�ed this poiicy has a change adding the r�equir�ment of a governrr�ent-issued �dentification and a photo of the patron added to the iibrary's d�tabase. This informatior� helps provide the needed inforrr�ation ir� the event of theft. "Mo ved to adopt the re�isions to the Equipment L oan Policy." ; - Motion: Kramer Second.• Mullin � l/ote: Aye — 7; Nay— D � ; ; � 4 � , � ; 1 � � � � 1 � E. Children lJnaccompanied by Adult Policy— The Bo�rd reviewed the policy that confiains two changes including definition of "adult" and request�ng that the parents maintain supervision of their children. "Mo vec�to adopt the re�isior�s to the Cl�ildrer� Unaccompanied : by Adult PoliCy." Motio�: M�ddux Secor�d.• Ar�mstrong ; �ot�: A�� - 7; �v�y- 0 � �. Serv�ce to the �ora�ebo�nd Poficy— I�enr�cks rep�rted this is a nev� poiicy _ _ t�� prav�des fc�r serv�ce �o t�ie hor�ebour�d. Krarner as�C�d ifi there has beer� respo�s�e t�o r�cr�it�en� of vof�nteer�. Henr�c�s report�d t��t t�e nevu pr�grar� ��s j�st �egu� to be r��k��ed ar�d r�cr�it�ent �f�ort� Uviil b� coordir�at�d vvit� ��e Volur�te�r Coor�ina��r, Denetfe Kellogg and Circulat�on S�upervisor, Michelle Oberhoff�er. Gorton expressed � concern for �nyone under�f�e age of 18 t�at is voiur�teerir�g ir� t�e progr�m. The �oar� agr�ed th�t ar� adult will accor�par�y� �ny yout� work�r�g in t�e prograr�. The C�oar� agr�ed to add under P��rc�n Eligibility, "T�e Library reserves the right to r�fuse the hor�ebound service to ar�y appiicant." "M��d ta �dopt t�ie r�ew Se�vice to the Horn�bound Poiicy."" Motion: l�lullir� Secar�d.• K�°,�r�er° I/ote: A ye — 7; �lay— U G. Circulation Poii�y for Rernote Service Poiicy— Henr�cks reported tha� the �olicy formerly knawn as "Nlail Service" has been expar�ded to include drop-ofF and pick-up at the �ubuque County Library District'� A�bury brar�ch. "lVlo ved�o adopt t,he Cir�ulation Policy for Remote Sefvice." Motior�: Nlullin Second.• �"�arr�e� I/�te: Aye — 7; Nay— D � ; H. IVlemorandum of Understanding tor Technology Support and Acquisitior� of Technology the Multicultural Family Center(MC�'C) — Henricks reviewed � the proposed 12 month Memorandur� of Understanding (MOU) for Technology Support and Acquisition of Technology with the Multicultural Family Center. This MOU allows for Library staff to provide Internet and � ; desktop computer services to the MCFC. Maddux suggested, and the � , Board agreed, the first sentence in section Technology Support should be, ; 5 , ; � � , � � � � , , .: ; i :i � "Computer hardware and software shall not be installed �r altered without ; the approval of Carnegie-Stout." � � � "Moved to approve the twelve-mo�th Memorandum of ' Ur�derstanding for Technolog,y Support ar�d Acquisition of � ; Technology at the City of Dubuque's IVlulticuitur�l Family Cer�ter." � � Motior�: Mor�k ' Secor�d: Mullir� � I/ote: A ye — 7; Nay— � i. Memorar�dur� of llr�ders�ar�ding �or Dubuque Count� Libr�ry �istrict �eciprocai ��r��wing Program - Henr�ck� r�viewed the 12 r�onth �/le��rar�d�r� �f Under�tar�dir�g (�/!�U} wit� the D�buq�e Cour�t�y Libra � Distr�ct �r� coil�boratior� �r� s�arir�g library �a��riais beginning J�iy 1, 2�0��a "�lo�e�to ap,�r�ve tl�e t�el�re-�o�th 1Vler�orandur� of ' �Jndersta�di�g betvv�en C-SP�L and the Dubc�que Gountr�y Lib��ry District for collabor,at�or� in sharing of library materials." l�loti�n: Mor�k Secor�d.� Mullin I/ot�: �I ye — 7; JVay— D , J. Fine Free Trial Per�od —The Board reviewed t�e detailed infor�ation pr�vided by I�enric�Cs outlining fine and fee str�cture, including fees for lost ; or darr�ag�d materials and the notification process. � Monk asked how the fine rever�ue would be fur�ded o Henr�cks report�d ; that alor�g with in�house donation boxes, she is investigatsng grants to help cover the estimated $18,00� cost. The �o�rd discussed its desir�e for donations �nd grar�t funds to cover this triai period. If the funds fail shor�, � fur�ds from Enrich lowa, which is fur�ded by the State of lowa, can be spent. ' Maddux asked what the end goal is of this program. Henricks reported � that the end �oal of this trial period is to increase Library access�bility �nd gettir�g materiais back wit�out having le�gthy delays. Evaluation must ir�clude on-going reviews of r�turn dates vs. due dates. Henrick� r�port�d it is important to maintain or keep close to the 80% of materials being ret�rned on time, whic� is what is experienced with fines for overdue materials in place now. Maddux requested that statistics be kept for a � normal six month period library cards are blocked and then have the � compari�on to the fine free trial period. Monk asked for monthly statistics of waived fines and any other pertinent statistics for the Board to revievv at .� ; ; ; � 6 ; , � , ; � its meeting. Henricks reported this infarmafiion would be provided rnonthly. "Mo ved to a,np�o ve of the Fine Tree Trial Period from July to a December 3.�, z0�8." � � Motion: Kramer Second.- Mullir� � f/oteo A ye — 7; Nay— 0 6) Communicat�ons/Pubiic Comment � Henrick� invited the �o�rd t� the u comin p 9 Ar� @ Yo�r L�brar�CO s�ov� beginr�ir�g �ur�e 1 ar�d the �rie�ds of �he �ibr�ry boak sale star�ir�g ��y 30 t�r�ugh .��ne 2. , �elegraph �er�1d r�por�t�r, Al�is�r� �ir�ga, as�� ome q�est�ons ofi t�e ��r� abo�t the �ine �r�� Tria� Period. �"he fiirst q�est�on as�ed was wf�a� ��e 8o�rd v�o�uld like to see �s a result of this pr�gram. Ti�e �oard r�spor�de�: n�ore �accessibility tfl �il (especially childr�n), mor� use of the Libr� , ett�n mat�erials rY g 9 r�t�rned, �nd freeing up s�aff t� be re�ssigned t� �th�r work t�sks. �"he secand question w�s does t�e Board f�el optir�istic about r�ising t�e $18,000 doilars. ��e �oard r�sponde� t�at their hope is t�at cit�zens and foundat�ons that k�ow the ir�port�nce of r��ding and the Libr�ry ir� t�e�r con°�munity will fund t�is six r�onth project. 7) i�ibrary Board Ad'o�rr�ment — T�e �oard ad'ourned at 5:22 .m. ,� J J p '�Motior� to adjourn." l�7otion: Mullin Secor�d.• Gor�or� � I/�ote: A ye — 7; Nay— 0 ' , ; �. � � Pat ar�dux, �'�ar� �ec��etary �at� � ; � � ; ; � ; , � ; � � i � � � , ; � �, �