Minutes_Library Board of Trustees 3 28 19 Copyrighted
June 17, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: Airport Commission of 5/20; Cable TV Commission of 6/5;
Catfish Creek Watershed Management Authority of 5/1 ,
6/5; City Council Proceedings of 5/28, 6/3; Historic
Preservation Commission of 5/16; Library Board of
Trustees of 3/28, 4/25; and Council Update#183 of 5/24;
Zoning Advisory Commission of 5/19; Zoning Board of
Adjustment of 5/23; Proof of publication of City Council
Proceedings of 5/20, 5/28
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Airport Commission Minutes of 5/20/19 Supporting Documentation
Cable N Commission Minutes of 6/5/19 Supporting Documentation
Caffish Creek Watershed ManagementAuthority Supporting Documentation
Minutes of 5/1/19
Caffish Creek Watershed ManagementAuthority Supporting Documentation
Minutes of 6/5/19
City Council Proceedings of 5/28/19 Supporting Documentation
City Council Proceedings of 6/3/19 Supporting Documentation
Historic Preservation Commission Minutes of 5/16/19 Supporting Documentation
Library Board of Trustees Minutes of 3/28/19 Supporting Documentation
Library Board of Trustees Minutes of 4/25/19 Supporting Documentation
Library Board of Trustees Council Update#183 of Supporting Documentation
5/24/19
Zoning Advisory Commission Minutes of 6/5/19 Supporting Documentation
Zoning Board of Adjustrnent Minutes of 5/23/19 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
5/20/19
Proof of Publication for City Council Proceedings of Supporting Documentation
5/28/19
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Carnegie Stout Public Library ���
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Board of Trustees ��
Meeting Minutes of March 28, 2019
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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, March 28, 2019.
Present: President Patry Poggemiller; Board Vice President Christy Monk;
Board Secretary Pat Maddux; Trustee Greg Gorton; Trustee Pam
Mullin; Director, Susan Henricks and Secretary Denette Kellogg.
Excused.� Robert Armstrong and Rosemary Kramer
1) President Poggemiller called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of March 28, Z019. "
Motion: Monk
Second.• Gorton
I/ote: Aye —5; Nay— 0
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, February
� 28, 2019. Poggemiller noted an extra space after a word on page 2.
"Moved to approve the Board Minutes of Thursday, February Z8,
2019."
Motion: Mullin
Second.• Gorton
I/ote: Aye —5; Nay— 0
3) Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for
February, 2019.
"Moved to receive and file the Communication with the Dubuque
City Council from February, Z019"
Motion: Monk
Second.• Maddux
I/ote: Aye —5; Nay— 0
4) Motion to Receive and File Informational Items:
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A. Library Director's Report Summary and Update: Henricks reported that
the Planning Committee met on March 13, 2019 to review five Library '
policies and the proposed revised policies are included for action for the i
Board's review and adoption.
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1) Library Financial Report FY-19: !
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a) Library Financial Report— Henricks reported that February, �
2019 marked 67% of the fiscal year lapsing. Revenue
collected was at 51% of projections and expenditures were at '
� 63% for the fiscal year. I�
Henricks reported being contacted by a large investment ;
, banking institution about possible grant funding for the �
Library. Henricks reported submitting grant proposal projects �
for consideration.
b) Fine Free Update — Henricks provided a detailed table that j
illustrates January 2018 returns (with fines), three months of ',
returns when the library was fine-free, and material returns
January— March, 2019 when fines were reinstated. Returns
reflect what other libraries report with a fine-free policy: short
term more items past due, but overall a larger number of
items returned, particularly those overdue for more than 60
days.
Henricks reported that the Fines and Fees policy and the
Circulation policy must be updated to take effect on July 1, '
2019. The objective, with or without fines, is to get materials
returned as close to the due date as possible, for the next
person to check out. Charging fines is not the most effective ',
method to get materials returned; however, without fines, '
items are likely to stay out past the due date during the first !,
14 days. With this in mind, Henricks will propose policies that ;
will include freezing library accounts if materials are not
returned within seven days of the due date. This is much �
stricter than the policy in place currently; however, is an
important component in the overall goal to increase access to ;
library resources. �
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2) Library Use Statistics — Henricks reported while the number of
visitors to the library was down 3%, the number of checkouts
increased by 11% compared to February of last year.
Applications for library cards were also up by 7%. Visits to the ;'
Maker Space were up by 190% compared to February of last
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year, with an increase of 315% in "new" certified makers a
compared to the 2018 year-to-date number. The Maker Space !
has been involved in programming to attract and expose more �
people to the resources available. I
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3) Marketing Update — Henricks provided marketing results for �
usage of a number of online services that show an increase in �,
usage. Henricks reported that marketing promotions of two ;
earlier months were reviewed to determine if increased usage of �
the resources was lasting. Freegal, the free downloadable music
resource, was promoted in October, 2018. The result was a 55%
increase from the lowest use during a 10-month period of time.
It hit an all-time high use of 1,527 downloads during October. ',
Currently, the use is 16% lower than the October use; however,
use is 14% higher than the average of 10 months' use prior to '
advertising. Flipster was advertised in Jan�aary, 2019. Use
dropped 134% in February (438 downloads in January; 256 in
February). However, Flipster checkouts remain 37% higher than
the average of the previous thirteen months. These results
indicate that the marketing efforts are effective long term and
that when people find a new resource at the library access to the
new material continues.
Henricks reported that the online resource campaign for March '
features the Home Improvement Reference Center and April will
highlight the Small Business Resource Center.
Poggemiller asked about the effectiveness of the Carnegie Club ,
campaign. Henricks reported the campaign has been well
received, but additional marketing of this program is needed and
� will take place once the new Marketing Coordinator begins review
of this project.
B. Comment Cards — The Board reviewed the two comment cards received
and concurred with the responses provided.
"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, ;
Marketing Update, and the Library Comment Cards." ;
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Motion; Maddux ;
Second.� Mullin ;
I/ote: Aye -5; Nay-0 �
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5) Action Items i
A. Marketing Concept — Amanda Dolter, Marketing Coordinator, provided a !
presentation about a concept for the new digital marketing campaign
that uses the concept of"open". The concept is an umbrella theme that
can include all services and programs the Library offers along with the
diverse people with varied interests that are served. Dolter showed the
proposed logo that uses the word "open" as the basic logo and how it '
can change to add various services or programs the Library offers.
Henricks reported that, should the Board approve the concept, marketing '
efforts of the new digital marketing campaign will begin. '
"Moved to approve the use the term "open"as the new digital
Library marketing concept."
Motion; Armstrong
Second.• Maddux
I/ote: Aye —5 Nay— 0
B. Examination of Public Records Policy — Henricks reported that this policy
has been updated to follow the format of other policies, along with the
increase in the fee to $15.00 per each half hour for staff time related to ',
copying documents for a records request.
"Moved to the adopt re�isions to the Examination of Public
Records Policy."
Motion: Maddux
Second.• Gorton
I/ote: Aye —5 Nay— 0
C. Confidentiality of Records Policy — Henricks reviewed the proposed
changes to the policy that include clarification of language, to reflect
current practices and to follow the format of other policies.
"Moved to adopt the revisions to the Confidentiality ofRecords
Policy."
Motion: Monk
Second.• Maddux
I/ote: Aye —5 Nay— 0 i
D. Internet Use Policy — Henricks reviewed the proposed changes to this '
policy that provide clarification to reflect current practices and to follow i
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the format of other olicies. It was noted that the first letter in the word �
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"internet" is not consistent as lowercase and Henricks reported that this '
change will be done prior to implementing the revised policy. Maddux
suggested that information about laptops that are provided to ages 13 ;
and above be included. The Board agreed to add, "Laptop computers are ',
available for use in the library for those ages 13 and above" as the first ,i
sentence to section II, number 5. I,
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"Moved to adopt the re�isions to the Internet Policy," ��
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Motion: Monk i
Second.- Maddux '
I/ote: Aye —5 Nay- 0
E. Food and Beverage Policy - Henricks reviewed the proposed changes to
the policy to reflect current practices and to follow the format of other
policies. ,
"Moved to adopt the re�isions to the Food and Beverage
Policy.„
Motion; Mullin
Second.• Gorton
I/ote: Aye —5 Nay— 0 '
F. Citizen Input at Library Board Meetings Policy - Henricks reviewed the ',
policy that has been rewritten for proposed changes to the policy to ',
provide clarification. Monk suggested a colon be added at the end of the '
second paragraph and the Board agreed.
"Moved to adopt the re�isions to the Citizen Input at the ';
Library Board Meetings Policy,"
Motion: Gorton
Second.• Mullin '
I/ote: Aye —5 Nay— 0 '
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G. Library Expenditures — Henricks provided an itemized report of FY-19 '
expenditures February 25 through March 22, 2019 for Board review.
Henricks reported on one larger expense of $19,477.00 to Klauer
Development for construction of the Whisper Room. I
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"Mo ved to appro ve Library expenditures from February 25 to �
March 22, 2019." �
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Motion: Maddux
Second.• Monk
I/ote: Aye -5; Nay- 0
6) Library Board Adjournment - The Board adjourned at 4:52 p.m. �
'�Motion to adjourn."
Motion: Monk
Second.� Maddux
�ote: Aye - 5; Nay- 0
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Pat Madd'ux, Board Secretary Date
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