Minutes_Library Board of Trustees 1 24 19 Copyrighted
March 18, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUM MARY: Arts and Cultural Affairs Advisory Commission of 2/26;
Cable TV Commission of 3/6; City Council proceedings of
3/4, 3/7, 3/11 ; Civil Service Commission of 3/7; Community
Development Advisory Commission of 1/16; Housing
Commission of 3/8; Historic Preservation Commission of
2/21; Human Rights Commission of 3/8; Library Board of
Trustees Minutes of 1/24 and Council Update#180 of
2/28; Long Range Planning Advisory Commission of 2/25;
Resilient Community Advisory Commission of 3/7; Zoning
Advisory Commission of 3/18; Zoning Board of Adjustment
of 2/28; Proof of publication for City Council proceedings
of 2/18, 2/21 .
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation
of 2/26/19
Cable N Commission Minutes of 3/6/19 Supporting Documentation
City Council Proceedings of 3/4/19 Supporting Documentation
City Council Proceedings of 3/7/19 Supporting Documentation
Civil Service Commission Minutes of 3/7/19 Supporting Documentation
Community De�lopmentAdvisory Commission Minutes Supporting Documentation
of 1/16/19
Historic Preservation Commission Minutes of 2/21/19 Supporting Documentation
Housing Commission Minutes of 3/8/19 Supporting Documentation
Human Rights Commission Minutes of 2/18/19 Supporting Documentation
Library Board of Trustees Minutes of 1/24/19 Supporting Documentation
Library Board of Trustees Council Update#180 of Supporting Documentation
2/18/19
Long-Range Planning Advisory Commission Minutes of Supporting Documentation
2/25/19
Resilient Community Advisory Commission Minutes of Supporting Documentation
3/7/19
Zoning Advisory Commission Minutes of 3/18/19 Supporting Documentation
Zoning Board of Adjustrnent Minutes of 2/28/19 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
2/18/19
Proof of publication for City Council Proceedings of Supporting Documentation
2/21/19
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Carnegie-Stout Public Library �
Board of Trustees �
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Meeting Minutes of �anuary 24, 2019 ;
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The Board of Trustees of the Carnegie-Stout Public Library (GSPL) met in the �
Lacy Board Room at 4:00 p.m. on Thursday, January 24, 2019. �
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Present.• President Patty Poggemiller; Board Vice President Christy Monk; �
Board Secretary Pat Maddux; Trustee Robert Armstrong; Trustee j
. Rosemary Kramer; Trustee Pam Mullin; and Director, Susan
Henricks.
Excused,� Trustee Greg Gorton ,
Public/Staff.• Tom Feyen, 2263 St. John Drive, Dubuque Iowa; and GSPL Staff '�,
Bill Carroll, Laura Feyen, David Green and Rachel Boeke '
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1) President Poggemiller called the meeting to order at 4:01 p.m. with the addition ;
of the Library Budget Presentation review.
"Moved to adopt the meeting agenda ofJanuary 24, 2019 as
amended." '
Motion: Armstrong
Second.• Kramer
l/ote: Aye — 6; Nay— 0 '
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, December
20, 2018. The Board agreed on the following revisions as follows: page 3, item 5. '
A.3) second paragraph, change the word "report" to "reported" in the first '
sentence; and page 4, item 5. A. 4) change the word `�report"to '�repor�ed" in
the first sentence; page 4 item 5. A. 5) add the word '�for" after campaign; and; '
page 6, item 6.B. delete the second "that" after the word "noted". '
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"Moved to approve the Board Minutes of Thursday, December 20, �
2018 as amended."
Motion: Kramer
Second.• Maddux �
�ote: Aye - 6; Nay- 0 ;
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3) Board President's Report: ;
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The Board reviewed the Communication with the Dubuque City Council for �
December, 2018. i
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"Moved to receive and file the Communication with the Dubuque '
City Council from December, 2018" �
Motion: Mullin
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Second.• Armstrong �
I/ote: Aye — 6; Nay—0 '
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4) Motion to Receive and File Informational Items: ;
A. Library Director's Report Summary and Update: �
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1) Library Financial Report FY-19: i
a) Library Financial Report — Henricks reported December ��
marked 50% of the fiscal year lapsing. Expenditures were at i
56% and revenue was at 42% of projections. Revenue is ;
down about 8% or nearly $9,000. Income loss will not be ,
realized until closer to the end of the fiscal year as frequent
� borrowers started the year with no fines on their accounts. :
b) Fine Free Update — Henricks provided an updated table of
overdue items featuring fine free months compared to a '
month with fines, January 16, 2018, for the Board's review. ,
Henricks noted the end of the calendar year reflected I
materials kept longer. Henricks will continue this monthly ,
analysis so that we can monitor overdues that will have fines '�,
associated with the accounts. '
Surveys are being used to gain feedback from patrons on the ',
Fine Free trial. So far, the surveys are showing 85% in favor I
of keeping the Library fine free. '
2) Library Use Statistics — Henricks reported despite fewer visits in j
December compared to the same time last year, the number of �
items checked out increased 12°/o largely attributed to children's ',
items, audio, and digital materials. The number of programs and '
attendance to programs has increased. The number of new ',
certified makers was 46 during the month of December,
compared to 10 new certified makers in December 2017. �
� Reviewing database use for the first two quarters of the fiscal year �
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indicates Learning Express, Novelist Plus, ProQuest Historical i
Newspapers, Ref USA, and Morningstar Investments have had �
strong increases in use. i
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Freegal music increased in use 28% compared to the same time '
last year. E-books and e-audio also increased 28°/o. Overall
downloadable materials increased 37% in check outs compared
to the same time last year.
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- Social media showed unprecedented increases in the first six j
months of FY-19. There was an average of 35% fewer Tweets i
during the past six months compared to last year, but the ;
engagement was higher. Facebook realized extraordinary growth; �
however, nearly $8,500 was spent on boosting ads. �
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3) Library Program Review — Henricks provided background ��
information on the-a�t.program at the Library, including the '
Library's permanent collection. There are eight artworks from the
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Library s collection stored at the Dubuque Museum of Art that will
be part of the show in February and March. Henricks is
� recommending that these artworks remain out of storage, be ,
restored as needed, and placed on permanent display so that
they will be accessible to the entire community.
4) Library Budget Review — Henricks provided the draft presentation
of the FY 2020 budget and 2018 highlights for the Board's .
approvaL The Board approved of the budget requests and the
budget presentation that will be presented to the City Council on �,
February 11, 2019.
B. Comment Cards—The Board reviewed the three comment cards received �
and concurred with the responses provided. ',
"Moved to receive and file the informational update from the I,
Library Director including the Library Financial Report of !
Expenditure and Revenue, Fine Free Update, Library Use Statistics, ;
Marketing Update, Library Program Review, Library Bua'get Review
and the Library Comment Cards" ',
Motion: Monk
Second.- Kramer '
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I/ote: Aye — 6; Nay— 0 i
5) Action Items: �
A. Library Expenditures — Henricks provided an itemized report of FY-19 ,
expenditures from December 18, 2018 to January 11, 2019 and the �
Board reviewed the report. !
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"Mo ved to appro ve Library expenditures from December.T 8, i
2018 through January 11, 2019." �
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Motion: Mullin
Second.• Maddux
I/ote: Aye — 6; Nay— 0 i
B. Library Plan of Service — Henricks reported that the Planning Committee
� met and finalized the draft of the 2019 Plan of Service for the Board's
review. The Board requested that a goal to remove hindrances
associated with parking be added. The Board approved of the Library I,
Plan of Service as reviewed. ,
"Moved to approve the Librarys 2019 Plan ofService with one �
additionalgoal to investigate parking alternatives to promote ease '
of access for patrons." '
Motion: Armstrong
Second.• Mullin ��
l/ote: Aye — 6; Nay— 0 '
C. Marketing Coordinator— Henricks reported that seven candidates were '
interviewed for the Marketing Coordinator position. The Relations
Committee met to review the finalists, participate in interviewing, and
agreed on the recommendation for hire. Henricks shared a digital
submission of the recommended candidate's marketing samples.
Discussion was held on the pros and cons on hiring an employee versus '
hiring a marketing firm, such as McCollough Creative, who provided a ',
marketing presentation at December's Board meeting. The Board '
expressed a preference for the Marketing Coordinator to work in the
Library. In October, 2017, the Board had previously approved the
expense of marketing efforts from the Mutschler Trust for either a ;
marketing firm and/or marketing coordinator for two years. Red Rokk
was funded in 2018. The expense impact to the Mutschler Trust for the
Marketing Coordinator in 2019, with part time benefits, is $38,124.00. '
"Moved to offer the Marketing Coordinator(GE-31)position to
the candidate as recommended and fund the position for I,
$38,124.00 from the Mutschler Trust." i
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Motion: Monk i
Second.� Mullin i
�ote: Aye — 6; Nay— 0 '
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The Board requested a review of the candidate at six months and to
monitor marketing efforts and results.
D. Marketing Agency — The Board agreed on the need to table this item until
such time a decision can be made.
"Moved to table the agenda item Marketing Agency."
Motion: Armstrong
Second.• Maddux
�ote: Aye - 6; Nay- 0
E. Art for Permanent Exhibit— Henricks reported Art @ your Iibrary0 opens
on Friday, February 1 and this show wili feature library-owned works of
art. Some of them are rarely seen as they have been stored in a vault at
the Dubuque Museum of Art. Five years ago they were on exhibit at the
Library during an Art @ your library O show before returning to the vault.
The Library now has better climate control and all windows have UV
protection and is in a better position to display these works permanently.
Some of the art works will require restoration prior to hanging and the Lull
Gift Trust and Walton Trust are suited for this expense. The Board
decided that the works should be permanently displayed in the Library to
increase public access to them. Henricks reported that the artworks are
covered by insurance.
"Moved to approve keeping the eight works of art that are
now in the current art exhibit that have been in storage at the
Dubuque Museum; and, charge the Library Director with providing
the Board with cost estimates for review for any restoration or
repair of the artworks."
Motion: Maddux
Second: Mullin
Vote: Aye — 6; Nay— 0
6) Library Board Adjournment — The Board adjourned at 5:15 p.m.
'�Motion to adjourn."
Motion: Monk
Second.• Mullin
I/ote: Aye — 6; Nay— 0
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Pat Maddux, Board Secretary Date
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