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Minutes_Libary Board of Trustees 8 23 18 Copyrighted October 15, 2018 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 10/1; Historic Preservation Commission of 9/20; Library Board of Trustees Minutes of 7/26, 8/23 and Council Update #175 of 7/26; Park and Recreation Advisory Commission of 9/26; Zoning Advisory Commission of 10/3; Zoning Board of Adjustment of 9/27; Proof of publication for City Council Proceedings of 9/17; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 8/31/18 SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type City Council Proceedings of 10/1/18 Supporting Documentation Historic Preservation Commission Minutes of 9/20/18 Supporting Documentation Library Board of Trustees Minutes of 7/26/18 Supporting Documentation Library Board of Trustees Minutes of 8/23/18 Supporting Documentation Library Board of Trustees Council Update#175 of Supporting Documentation 7/26/18 Park and Recreation Advisory Commission Minutes of Supporting Documentation 9/26/18 Zoning Advisory Commission Minutes of 10/3/18 Supporting Documentation Zoning Board of Adjustrnent Minutes of 9/27/18 Supporting Documentation Proof of Publication for City Council Proceedings of Supporting Documentation 9/17/18 Proof of Publication for List of Claims-Summary of Staff Memo Revenues for ME 8/31/18 I ! Ca rneg ie-Stout Pu bf ic Li bra ry B�ard of Trustees Meeting Minutes of August 23, 2018 The Boa rd of Trustees of the Ca rneg ie-Stout Pu bl ic Li bra ry (C-SPL) met i n the Lacy Board Room at 4:00 p.m. on Thursday, August 23, 2018. Preser�t.• President Patty Poggemilier; Board Vice President Christy Monk; Trustee Robert Armstrong; Trustee Rosernary Kramer; Trustee Pam Muilin; Dir�ctor Susan Henricks and Recorder Denette � Kellogg. Ex�used� Board Se�ret� P�t M�ddux ar�d Trus��e Gre ��r�on � � � � St��:• Li�r�ry Aduit Ser�ric�s �l�r�ager B��I C�rrfl�l � �) Presider�t Poggem i i ler ca�led t�e meet�r�g t� or�er at 4:�3 p.n�. � "�lo�ed to adopt t�e �eetir�g ager�da of A c�gust 2,�, 2018." Nlotior�: Arr�stror�g Secor�c.�.• Mullin I/ote: A ye —5; l�lay— 0 2) Approva I of Li bra ry Boa rd of Tr�st�es' Meet�r�g M i r�utes of T�u rsday, J u ly 26, 2��.8. "Moved to approve t�e Board Mir�utes of Thu�sday, .�uly 26, 2018." Motion: Mor�k Second.- Armst�ong !/ot�. A ye —5; Nay— 0 � , 3 Board Pr�sident's Re ort: ' ) p � � A. The Board reviewed t�e Communication wit� the Dubu ue Ci � Council for � q � � ��'y, 2o�s. "l+�Ioved to receive and file the Cammur�icatior� with the �ubuque City Cour�cil from.1uly 26, Z018" Motior�: Monk Secor�d: Kramer I/ote: A ye —5; Nay— 0 B. Election of Officers — The Board reviewed the Trustee Bylaws in regard to officers of the Board terms and Committee assignments. Poggemiller 1 i , , 1 i � � ; i � I reported she would like to serve a second term as �oard President. Monk � reported she would like to continue as Board Vice President. The �oard discussed having Maddux continue as Board Secretary. ; "Mo ved nomir�ate Po emiller as P�esident, Mor�k as I/ice Pr�esident ` 99' � � ar�d Mac�dux as Sec��tary for�second term." Motior�: Krame� SeCOrld.' I�ICI��Ir� . � v�te: Aye —5; Nay— 0 . ' P�gger�iller req�est�d that the �o�rd r�eview the Board� of Trustees �y- Laws and �r�stee Policy at its next meeting. . C. �.ibr�r�r Boar�d C�r��itt�� Appoir�t�en�s: The f�llo�ri�g Cor�r�itt�e � �ssigr�r�ents wer� made: _� �.) Rel�tions Comr�i��e — R�bert ��derson �nd �ose �Cr�r�er � 2) Oper�tions Cor�mitt�e — Pat �laddux ar�d Christy Monk 3) Plar�ning Comr�it��e — Pam Mullin and Gr�� Gorton 4) 28E Age�cy — Patt� Poggemiller � 5) Art Subcor�mitte� — P�t Madd�x 6) �ibrary Four�d��ion — Gr�g Gort�n and Patty Poggemiller 4) Motion t� R�ceive,and File Inforr�ational It�ms: A. Library Direct�r's Rep�rt Sumn�ary and Update: Henricks asked if the � � September Board meeting c�ould be h�ld on Wednesday, September 2G at � 4:00 p.m. a�nd the �aard agreed. �he Board discussed the location of the � Whisper Room �nd agreed to look at alt�rnative locations to place tf�e room. 1) Library Financi�i Report FY 2018 —The ��ard revi�wed the operational revenue and expenditure reports. Henricks reported that .July.is the first month of �Y 2019 representing 8% of the fisc�l year iapsing. �udget expenditures were at 7% and revenue �. income was at 5%0 of proj�ctions. In the past month since the : ; � � Board's last meeting, $4,714.72 in fines have been waived and $414.16 has been received �s dor�ations in support of the fine� � free program. This represents an 8.8% recovery in fines that � � hav� been waived. The total recovery for June and )uly is 8.4%. �� Henricks shared the followin sna shot chart curr�nt past dues: ; g p ; 19,165 �atal Items Checked Out ; � � ; 2 � I ; i , a � � �� . 3 a � . i . a , { 1 l , i , � i j 81.5% are within the checkout period : a • o o � Number of items overdue 66� /o of items overdue 3 /o ; � up to seven days up to seven days ' . � � . Number of items overdue 264 % of items overdue 1.4% � 8 - 14das S -14das � � Number of items overdue % of items overdue .4% 15-21 da s 92 15-21da s ' � N�mber of items overdue % of items overdue .3% � 22-30 da s 60 22-30 da s . Nurnber of iter�s overdue % of items overdue .4% 32-�0 da s 84 u 32-60 da s Nur�ber of items overdue % of items overdue 12% � ov�r �� a s 2,32� over �� da s T�t�i 3,�� 17„5�/� T�e gre��est incr�as� i� past due n�mbers ��s ir� over��e it�ms up �o s��en d��ys w�th 1.3'% more iter�s I�t� than in .��ly. Ais� t�e t�me�rar�e of sever� t�o 14 days�past due ir�cr�ased 1%. Statistics � . for �ver 60 days i�cr��ased 1% compar�d t� .7uly, b�t r�mains 4% . � law�r when compared t� � snapshot of the collection when fines wer� charged. � 2) Libr�ry llse St�t�stics —Some of the new c�t�gories lack � i nformation to com pa�e�t� th� pr�vious yea r as the data was not collect�d in these cat�gories �r�d will be r�ot�d as �l/A (not � available). � The L�br�ry w�s �ble to pravide 98 children's programs in 30 d�ys ` outside the libr�ryo Ti�ese pr�gr�ms were led by the Libr�ry's two �mericorps r�embers. , . Dow�loadable check outs increased 49%; how�ver, it should b� noted that last y�a r on ly the Overd rive col lection was i nc!uded i n � this total. Now all digitai checkouts, for example, streaming - � r��vies and music, are included� � ; 3) Marketing Update — Henricks reported that the Libr�ry's ' marketing agency, R�d Rokk, is focusing on �verdrive (�-audio and e-books) during the months of�uly and August. The number of checkouts for �uly increased 15.5%. When comparing nu�mbers to .7uly of 2017, an increase of 38.1% is seen. July is the top ' month for the digital collection checkouts since the introduction of ; e-books and e-audio. � � . , ; . 3 � � . � �; . ; . � 1 i 1 '� { ; i J The Library is preparing for �nd fiine-tuning the VI P library cards and program for September, which is National Library Card . ; f Signup Month. Coupon books are being creat�d and each �� ; member of the neuv "Carnegi� Club" will receive incentives such � , � as a coffee rr�ug and a coupon book with discounts at downtown ' ; businesses. The card printerfor printing custom library cards for � the Carnegie Club mernbers has arrived. Eligibility for this new . program is as: , . s An acco�r�t in good standing �nd or�e of the f�llowing: ■ � do�at��n �f �25.00 t� t�e �ibr�ry �our�d�ti�n (vv��t�in t�e . � �� .� �or�t�s t� �r�sent, �r ��at�r�) � ■ A ��r�atior� ofi 9� volunt��r hours �wi��i� �� past��.2 mor�t�s t� pr�se�t, or f�tur�) � At��r�danc� a� 12 pr�grar�s f�r �dt�its (a p�nch �ard �ill be use� t� tr�ck) ■ Y�u are a,c�rtified mak�r and have�visat�d t�e Mak�r Space � � five t�mes (� pu r�ch ca rd wi I I be �sed t� t��ck) ■ Yo�ur child h�s �omp�et�d the 1,�00 �o�ks �efore � Kir�dergart�n program (within the p�st 12 months t� ; pres�nt, or fut�re) ■ You hav� check�d out at le�st ten Raisir�g R�ader literacy k�ts ■ Rar�dom choices: each week in Septen�ber the 500t� person � t� ci�eck out something at the Circulat�on Desk v�ill get � membership int� the Carnegie Club. T�e person w�o checks out t�e 5000t" item i n S�ptem ber wi I i get mer�bersh i p i n tl�e C�rnegie Club. �. Comment C�rds— The �oard review�d the or�e comment card received and concurred with th� response to the patron's comr�nents. "Moved to r��ceive ar�d file the ir�f��rr�atior�al upd�te fi�or,� the � � Li,b�ary Directo�including the Lib�a�y Fi�ar�cial�eport, Li,brar°y Use . , Stat>stics, Fir�e Free Update, M�rl�etir�g Upd�t� and the L%br�ry � C'omment Ca�d�." Motior�: Armst�or�g Second: Mullir� � f/ote: Aye —5; Nay— 0 . ; , � ; , , ; � 4 � � � � � � � � a � � . . � � � � , 5) Action Items: A. Libr�ry Expenditures — Henricks provided an itemized report of expend itu res from FY-19 expend itu r�s a nd the Boa rd reviewed the report. � "Mo ved to appro ve Li,br�ry exper�ditures f�r.1uly 20 to A ugust 16, ZD.�B." � Mot�or�: Mank Secor�d: Mullir� �l�t�: A�� —5; �la�r— � 6� Li�r�� oa�� A�j�o�r��er�� —T�e 8oard a��r�ed �t �:�� p.m. "/�y/��//(/��] �/�\�/y\j j'/j� /^�//��)//�//�� YJ�/�j // � / /Y��Y/1 r/o M M�r/�/1•/ � � A ,/ Q �o�l pl l• / /ir�/��// � S�C0�7d.' AI'17�S�1'OI�C,� � , . , _ � �/ot�. Aye —5, l�J�y 0 � � � � , � � - �. , � , � �P�t �I��l�x, B��d �e�t�e�� r y �a�� „ � � � � � a � n � a � � 5 °