Minutes_Library Board of Trustees 11 29 18 Copyrighted
January 22, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: Airport Commission of 5/15/18, 6/25/18, 8/6/18, 9/24/18;
City Council Proceedings of 1/7/19; Cable N Commission
of 1/9/19; Library Board of Trustees Minutes of 10/25/18,
11/29/18; and Council Update #178 of 12/20/18; Resilient
CommunityAdvisory Commission of 10/4/18, 11/1/18,
12/6/18 and 1/3/19; Transit Advisory Board of 1/10/19;
Zoning Advisory Commission of 1/2/19; Proof of
Publication for City Council Proceedings of 12/17/18.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Airport Commission Minutes of 5/14/18 Supporting Documentation
Airport Commission Minutes of 6/25/18 Supporting Documentation
Airport Commission Minutes of 8/6/18 Supporting Documentation
Airport Commission Minutes of 9/24/18 Supporting Documentation
Cable N Commission Minutes of 1/9/19 Supporting Documentation
City Council Proceedings of 1/7/19 Supporting Documentation
Library Board of Trustees Minutes of 10/25/18 Supporting Documentation
Library Board of Trustees Minutes of 11/29/18 Supporting Documentation
Library Board of Trustee Council Update#178 of Supporting Documentation
12/20/18
Resilient Community Advisory Commission Minutes of Supporting Documentation
10/4/18
Resilient Community Advisory Commission Minutes of Supporting Documentation
11/1/18
Resilient Community Advisory Commission Minutes of Supporting Documentation
12/6/18
Reslient Community Advisory Commission Minutes of Supporting Documentation
1/3/19
Transit Advisory Board Minutes of 1/10/19 Supporting Documentation
Zoning Advisory Commission Minutes of 1/2/19 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
12/17/18
Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of November 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, November 29, 2018. i
Present.• President Patty Poggemiller; Board Vice President Christy Monk; �
Trustee Robert Armstrong; Trustee Rosemary Kramer; Trustee
Pam Mullin; and Director, Susan Henricks. '
Excused.• Board Secretary Pat Maddux and Trustee Greg Gorton
Staff.� Adult Services Manager Bill Carroll; Library Assistant Rachel
Boeke.
1) President Poggemiller called the meeting to order at 4:03 p.m.
"Mo ved to adopt the meeting agenda of No vember 29, 2018."
Motion; Kramer
Second.• Mullin '
I/ote: Aye 5; Nay— 0
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, October 25,
2018.
"Moved to approve the Board Minutes of Thursday, October Z5,
2018."
Motion: Mullin
Second.• Kramer
I/ote: Aye —5; Nay— 0 ;
3) Board President's Report: ''
The Board reviewed the Communication with the Dubuque City Council for
October, 2018." ,
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"Moved to receive and file the Communication with the Dubuque ;
City Council from October, 2018" I
Motion: Kramer �
Second,• Armstrong �
I/ote: Aye —5; Nay— 0 �
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4) Motion to Receive and File Informational Items:
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A. Library Director's Report Summary and Update:
1) Library Financial Report FY-19: !
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a) Library Financial Report — Henricks reported that October '
marks 33% of the fiscal year lapsing. Expenditures are at '
38%; however, the budget is right on target. The higher !
percentage has to do with more pay periods included at the i
end of October (by payroll we are 42% into the fiscal year) �,
and utility bills, which are encumbered at the beginning of '
each year. Revenue collected is at 17% of projected income.
Henricks reported that the budget presentation to City
Council is set for February 11, 2019 at 6:30 p.m. at the
Historic Federal Building with a dinner provided. Susan
requested that board members attending the dinner and/o.r
the budget hearing should let Administration know.
b) Fine Free Update —Henricks provided a detailed overview of '
fines and long lost material. What Carnegie-Stout is '
experiencing mirrors that of libraries nationwide who have '
adopted fine-free policies and shared the outcomes. More '
items are overdue short-term, but the returns are greater for '
items that have lengthy overdue status. The Board reviewed
the report and Monk asked for the total fines waived on '
accounts of children. Poggemiller suggested collecting
additional public input on this project and to also provide '
information on how staff time is being used that has been '
saved not collecting fines. Henricks reported she will get the
children's statistics, look at ways to collect input for the
Board's review, and provide a summary of tasks staff are
doing with time saved. The Board agreed to make a final
recommendation at the December meeting. ,
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2) Library Use Statistics — Henricks reported that the number of
visitors and checkouts was down in October compared to October �
last year — 3% and 6% respectively. Materials checked out to �
non-Dubuque residents increased 3.2%, but decreased 7% �
among Dubuque card holders. Several areas of service that have ;
realized an increased in use are: the number of programs and I
attendees to adult, teen, and children's events increased; the �
digital collection realized an increase of 50% compared to the j
same time last year. The bike library made 55 different stops I
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during the summer with 2,072 interactions with people in the j
community (the bike library has been stored for the winter.) ;
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3) Personnel Update — Henricks report that she is completing the li
final stay interviews. Those interviewed will number 38 and j
include Libra.ry Assistants, Library Aides, Supervisors, Managers, i
Custodians, and staff in Library Administration. Interns and entry-
level clerks (formally known as pages, or shelvers), with the
exception of two, were not interviewed. These positions typically
. work 5 to 10 hours a week and are almost seasonal in nature.
Turnover is high as youth become involved in school activities, go ',
to college, or others find jobs within their profession. Henricks � '
reported she is hoping to objectively identify themes prior to the �
December board meeting and write up a summary with results for
the Board and staff.
4) Marketing Update — Henricks reported that the position for a part- '
time marketing coordinator was not included in a City Council
meeting agenda for November but will be included on the
December 3 agenda. This means that the position will be
advertised through December 23 and applications will then be
reviewed with interviews beginning after the first of the year. It '
is unlikely that someone will be in place before the end of
.lanuary.
The marketing campaign with Red Rokk ends on December 31.
The focus for December is on streaming video. '
The Board agreed to allow McCullough Creative to do a 20-minute
presentation at the December 20, 2018 board meeting to include
five minutes for questions. This is also the date of the Holiday '
Reception for staff and volunteers. �
Henricks reported she has evaluated all advertising and '
promotion use this past year and provided a quantitative report for
the Boards review of the following: GSPL website, the Red Rokk j
social media campaign, advertising through OnMedia, and the '
library's presence on Facebook, Instagram, and Twitter. The !
results will provide information that the Board needs to plan for �
marketing in the coming year. The Board discussed the upcoming
website redesign and how this should also positively impact the �;
Library. Poggemiller suggested to help promote the Library '
through online videos through a partnership with the film classes �
at the high schools and the Board agreed with this �
recommendation. Henricks will contact the high schools to �
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investigate further. The Board agreed that the Library has seen �
success in various areas of the marketing campaign and should I
continue with these strengths. Henricks reported that staff can j
take over the marketing for January 2019 or until a new marketing I
firm or marketing coordinator is hired. The Board agreed to ;
continue with the theme of the campaign until a new marketing �
firm or marketing coordinator is hired. '
5) Facility Update — Henricks reported on receiving one estimate for i
the Whisper Room in the amount of$19,477 and the Library i
Foundation and Dubuque Racing Association (DRA) project is
moving forward. Monk reported that the estimate was from
Klauer Construction and was all inclusive, meaning everything '
specified will be done.
The contractor that installed the new limestone steps at the
historic building has denied any claim under warranty and
believes that the algae growth is due to the unusual amount of
rain this summer and early fall, preventing the steps from drying ,
out. The rain along with little sun on the north side of the '�,
building resulted in increased algae growth. The contractor did '
note that the evaluation of the steps will continue as they try
another method to seal the limestone. Mullin reported her
dissatisfaction with the contractor not standing behind their work.
B. Comment Cards— The Board reviewed the seven comment cards '
received and concurred with the responses to the patrons' comments.
"Moved to receive and file the informational update from the ',
Library Director including the Library Financial Report of
Expenditure and Revenue, Fine Free Update, Library Use Statistics, ,
Personnel Update, Marketing Update, Facility Update and the '
Library Comment Cards." �
Motion: Monk
Second.• - Kramer ;
�ote: Aye —5; Nay— 0 �
5) Action Items:
A. Library Expenditures — Henricks provided an itemized report of �
expenditures from FY-19 expenditures and the Board reviewed the '
report. �
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"Moved to approve Library expenditures for October 17 to
No vember 16, Z018."
Motion: Armstrong
Second.� Kramer
I/ote: Aye -5; Nay- 0
B. Community Survey Quotes - The Board reviewed the quotes received for
the community survey, which is budgeted this fiscal year at $18,000.
Henricks noted that that the IVY group also leads strategic planning and
conducts community surveys as part of the planning process. The Board
decided to table the decision until the December 2018 meeting and is
requesting a quote from the Ivy Group on tying the survey to a strategic
plan.
"Mo ved to table the Community Survey Quotes."
Motion: Monk
Second: Armstrong
�ote: Aye -5; Nay- 0
6) Library Board Adjournment -The Board adjourned at 4:56 p.m.
'�Motion to adjourn."
Motion: Monk
Second: Mullin
�ote: Aye -5; Nay- 0
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Pat Maddux, Board Secretary Date
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