Minutes_Library Board of Trustees 12 20 18 Copyrighted
February 4, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 1/22, 1/28; Library Board of
Trustees of 12/20/18; Park and Recreation Commission of
1/8; Proof of Publication for City Council Proceedings of
1/7; Proof of Publication for List of Claims and Summary of
Revenues for Month Ending 12/31/18;
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
City Council Proceedings of 1/22/19 Supporting Documentation
City Council Proceedings of 1/28/19 Supporting Documentation
Library Board of Trustees Minutes of 12/20/18 Supporting Documentation
Park and Recreation Commission Minutes of 1/8/19 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
1/7/19
Proof of Publication for List of Claims/Summary of Supporting Documentation
Revenues for ME 12/31/18
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Carnegie-Stout Public Library ;
Board of Trustees
Meeting Minutes of December 20, 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, December 20, 2018. '
Present.• President Patty Poggemiller; Board Secretary Pat Maddux;
Trustee Robert Armstrong; Trustee Greg Gorton; Trustee
Rosemary Kramer; Trustee Pam Mullin; and Director, Susan
Henricks.
Excused.• Board Vice President Christy Monk
Public/Staff: Reporter Allie Hinga, Dubuque Telegraph Herald; Greg
Dietzenbach, Abby Meyers and Steve Tartaglione from
McCullough Creative, Dubuque, Iowa; C-SPL- Managers Bill
Carroll and Scott Schlichte; C-SPL Librarians Angie Johnson and
Amy Muchmore, C-SPL Assistant Rachel Boeke.
1) President Poggemiller called the meeting to order at 4:00 p.m.
"Mo ved to adopt the meeting agenda of December 20, 2018,
2018."
Motion: Kramer
Second.• Mullin
. I/ote: Aye 5; Nay— 0
� Trustee Gorton entered the meeting at 4:02 p.m.
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, November
29, 2018 and agreed on the following revisions as follows: page 2, item A.1) b)
second sentence to read, '�What Carnegie-Stout is experiencing mirrors libraries
nationwide that have adopted fine-free polices and shared their outcomes."; and,
page 2, item A.1) b) fourth sentence to read, "The Board reviewed the report
and Monk asked for the total fines waived on accounts of children."
"Moved to approve the Board Minutes of Thursday, November 29,
2018 as amended." �
Motion: Mullin '
Second.� Armstrong
I/ote: Aye - 6; Nay- 0 �';
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3) McCullough Creative Marketing Presentation - Greg Dietzenbach, Abby Meyers - �
and Steve Tartaglione from McCullough Creative, Dubuque, Iowa gave a
marketing presentation to the Board. McCullough reported that its campaign
would be conducted in three phases: Phase One — Campaign analysis and
preparation; Phase Two — Annual campaign kickoff; and, Phase Three — Monthly
Campaign Development.
"Moved to receive and�le the McCullough Creative Marketing '
Presentation."
Motion: Gorton
Second.• Kramer
I/ote: Aye — 6; Nay— 0
4) Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for
December, 2018.
"Moved to receive and file the Communication with the Dubuque
City Council from No vember, 2018"
Motion: Maddux
Second.• Gorton
I/ote: Aye — 6; Nay—0
5) Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1) Library Financial Report FY-19:
a) Library Financial Report — Henricks reported that November
marked 42% of the fiscal year lapsing. Expenditures were at
42% and revenue was at 39% of projections.
b) Fine Free Update — Henricks provided a detailed overview of
fines and overdue materials since the fine free trial�started �
nearly six month ago. Fines waived equal $31,474.50.
Donations received are approximately 5% of this total. :
Revenue income at this time is just 3% below projections so '
it is possible the entire amount waived will�not need to be '
covered.
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A final evaluation of the fine free trial will be completed after
December 31. Fine free trial surveys for patrons will be
implemented and feedback will be used in the budget '
� presentation. '
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Should the Board vote es on whether to continue with a
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fine-free policy permanently, the improvement package '
request for a reduction in revenue from the City of Dubuque
will move forward to the City Council in the Library's budget
request. Henricks reported her satisfaction with the fine free '
trial and considers it successful. Henricks recommended that
the Board move to a permanent fine free policy with the
ongoing monthly review of past dues January — June, 2019.
If, when fines are restored, a statistically significant change is
rea I ized i n a positive way (d ue to i m posi ng fi nes) she
suggests that the decision be revisited at May, 2019 meeting.
2) Library Use Statistics — Henricks reported the circulation of DVDs
and Blu-rays continues to decrease with the collection for
Children down 23% and for Adults 9%. In response to this, limits
on the number of DVDs that can be checked out in a week
changed from five to ten. Additionally, themed DVDs have been
packaged in one container labeled "Binge Watching." Each
package might have five or six DVDs included.
3) Library Programs — Henricks reported planning an '�All Community
Reads" for the fall of 2019 with a theme of'�restorative justice."
The book she has selected is Picking Cotton by Jennifer
Thompson-Cannino and Ronald Cotton. Partnerships for this
project include the YM/YWCA, Telegraph Herald, Community
Foundation of Greater Dubuque, and Five Flags Center. The
program will take place during six to eight weeks next fall with
2,000 plus books distributed to community outlets in Dubuque at
no charge. Along with book discussions, an author visit is
planned, a panel with judges and attorneys will take place, and a
_ presentation by YM/YWCA is planned on restorative justice. A
funding request will be submitted to the Dubuque Racing
Association (DRA) for the author visit and funding for the books �
will come from the Community Foundation and other donors. '
Changing Lives Throu h Literature — Henricks re ort that this is a ,
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diversion program in partnership with Juvenile Court Services that
was started in 2017 with a small grant from Better World Books.
Youth that have experienced charges can opt to attend Changing
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Lives Through Literature in lieu of probation or other options.
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The teens read three books during 10 classes and discussions are �
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held, along with writing in journals. Successful completion in the �;
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�program gives the teens a chance to start over. At this time the ;
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recidivism rate is about 20%, compared to the state average of ;
34%. �
Henricks reported meeting with Nicole Mann of the Eastern Iowa
Decategorization Coordinator and the Library was awarded a
$10,000 grant for the Changing Lives Through Literature '
program. These fund will be used for both youth and adult
programs. Henricks will continue working with the Dubuque '
7uvenile Court Services, and begin a new Changing Lives Through
Literature program in partnership with the Illinois Department of
Corrections based from the Elm Street Correctional facility.
4) Personnel Update — Henricks report that she completed stay ;
interviews and provided a summary of the stay interviews to the
Board for review.
5) Marketing Update — Henricks reported that the Library's contract
with Red Rokk ends December 31, 2018 and staff inet with the
marketing agency to discuss the transition. The campaign
December highlights streaming video. The campaign for January
will focus on digital magazines.
Henricks reported goals for downloadable materials and social
media were met. The goal of increasing database use by 30% is
being reviewed as Henricks' numbers show that we are at 60% of
the goal, while Red Rokk report they had reached 99% of the
goal as of October.
6) Plan of Service - Henricks reviewed the 2018 Plan of Service
included in the Board packets. The plan consisted of 37 '
objectives under seven goals. Most objectives (70.3%) were met.
Those not completed (nine) account for 24.3%. Two objectFves '
having to do with database use are mixed and represent 5.4%.
The objectives that did not have successful outcomes can be �
divided into two categories. One category represents objectives '
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that provide an opportunity for improvement, which we can
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continue working on in the coming year; such as, decreasing error
rates on shelving and checking in materials, and increasing the
number of visits to the Maker Space. ;
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The second category represents objectives over which we have �
less control. Examples of objectives in this category include
parking, west side residents using the C-SPL collection through ;
the County Library District, attracting more visitors to the Teen
Zone web site and checking out more Young Adult materials at a I
time when all print collections are showing decreases. However,
this second category also offers an opportunity. The Library '
should continue to brainstorm ideas to raise awareness of these
services targeted for higher use.
A 2019 Plan of Service has not been drafted yet. Henricks
recommends waiting until a decision on whether to contract for a '
community survey, or a community survey that includes a
strategic planning component. If the Board decides to focus on
the community survey alone, a new Plan of Service for 2019 will
be written and presented at the January meeting, otherwise the
plan of service will change afterthe new strategic plan is ,
complete.
B. Comment Cards—The Board reviewed one comment card received and
concurred with the response provided.
"Moved to receive and file the informational update from the '
Library Director including the Library Financia/Report of
Expenditure and Revenue, Fine Free Update, Library Use Statisti�s, '
Personnel Update, Marketing Update, Plan of Service and the
Library Comment Card."
Motion: Gorton
Second.� Kramer
l/ote: Aye - 6; Nay- 0
6) Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY-19
expenditures from November 26 to December 14, 2018 and the Board
reviewed the report. -
"Moved to approve Library expenditures for November 26
December 14, 2018."
Motion: Kramer �
Second.• Mullin '.
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I/ote: Aye - 6; Nay- 0
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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 and Loras Collage have
submitted quotes. The Ivy Group quote includes a separate attached
quote to include the strategic plan.
"Moved to award Option B for$11,000 to Loras Col%ge to
conduct the Library's the Community Survey,"
Motion: Mullin
Second.• Maddux �
I/ote: Aye - 6; Nay- 0
C. Fine Free Policy—After review of the statistical reports provided by
Henricks, the Board agreed to adopt the Fine Free Policy starting July 1,
2019 with the understanding the City Council would need to approve the
Improvement Package (IP) FY-20 budget request reducing the revenue
collected for fines. The Council votes on the FY-20 budget in March,
2019. Reports on fines will be closely reviewed each month and the
Board will look at this again in May, 2019.
"Moved to adopt the Library Fine Free Policy effective July,
2019 subject to City Council FY-20 budget approval for the Library
fine reduction in revenue Improvement Package request."
Motion: Armstrong
Second.• Maddux
I/ote: Aye - 6; Nay- 0
7) Communications/Public Comment - Carroll and Muchmore commented on the
Marketing plan.
8) Library Board Adjournment -The Board adjourned at 5:58 p.m.
"Motion to adjourn."
Motion; Armstrong
Second.- Gorton
I/ote: Aye - 6; Nay- 0
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