Minutes_Library Board of Trustees 4 25 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 ��j/
Board of Trustees �
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Meeting Minutes of April 25, 2019
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, April 25, 2019.
Present.• President Patty Poggemiller; Board Vice President Christy Monk;
Board Secretary Pat Maddux; Trustee Robert Armstrong; Trustee
Greg Gorton; Trustee Rosemary Kramer; Trustee Pam Mullin;
Director, Susan Henricks and Secretary Denette Kellogg.
1) President Poggemiller called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda ofApril 25, Z019."
Motion: Mullin
Second.• Gorton
I/ote: Aye — 7; Nay— 0
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, March 28,
2019. Kramer suggested two changes to the minutes.
"Moved to approve the Board Minutes of Thursday, March Z8, 2019
with changing on page Z, item 4.A.1)b) second paragraph last sentence,
change "is an"to "it is'; and, on page 3, item 4.A.3) de%te the word
"usage"in the second line."
Motion: Mullin
Second.• Armstrong
�ote: Aye — 7; Nay— 0
3) Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for
March, 2019.
"Moved to receive and file the Communication with the Dubuque
Cify Council from March, 2019"
Motion: Maddux
Second.• Kramer
�ote: Aye — 7; Nay— 0
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4) Motion to Receive and File Informational Items: �
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 March !
marked 75% of the fiscal year(FY) lapsing. Revenue i
collected was at 61% of projections and expenditures were at ;
72°/o. Henricks responded to the inquiry regarding the '�
furniture/equipment budget by providing a list of upcoming
purchases. One line item represents an Improvement
Package (IP) for$50,000 that will be carried over for the .
purchase of a server in FY 2020. '
b) Fine Free Update — Henricks reported that she has completed �
a detailed analysis of five months ofi past dues with fines I
compared to six months of past dues without fines
(comparing the averages). An observation of numbers and '
percentages shows that without fines, items are likely to stay :
out longer in the short run (1-7 days past due and 8 -14 days '
past due); however, more materials are returned in the long
run (31 — 60 days past due and 60+ past due). The two
� categories of returns in the middle 15-21 days past due and '',
22-30 days past due are very similar.
The results show that overall there is no statistical '
significance in charging fines or not charging fines. When ';
past dues are broken down, items up to 14 days overdue are '
returned on a timely basis with fines at a statistically '
significant level. If you break out the past due dates 60+
days, overdue items are returned at a greater rate at a
statistically significant level. Mid-ranges dates have no
significance. Detailed analysis of library returns will continue
when the fine free policy is implemented. Freezing accounts
at 7 days should have a positive impact in reducing the items
8-14 days overdue. If this is not the case, alternatives will be j
discussed for the 8-14 past due range. i
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2) Library Use Statistics — Henricks reported that March was a busy �
month. The number of checkouts increased 11% as well as the ;
number of library cards issued., The number of visitors to the �
Maker Space increased by 59% compared to the same time last �
year. ;
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Henricks reported on growth and higher use in the areas of �
downloadable materials, DVDs, streaming video, and databases. �
A few of the databases were targeted in marketing efforts and the �
increase in usage can be directly related to marketing. �
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3) Marketing Update — Henricks reported that last month the Home
Improvement Reference Center was promoted on the library's ;
web site, social media, and through email. The marketing efforts ',
show positive results with February 2019 being the highest use I
since the database was introduced six years ago, and 82% higher
than the last three quarters of this fiscal year combined. �
Preparation to launch the new "open" campaign begins in May
with taking photos of community members who will be the faces
of the campaign. The new campaign will debut in June 2019. '
4 Polic U date — In re aration for the new Fine Free ro ram
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starting July 1, 2019, Henricks requested that the Planning '
Committee meet in the next month to review the Circulation,
Fines and Fees, and Material Selection policies.
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
Library Director including the Library Financial Report of
Expenditure and Revenue, Fine Update, Library Use Statistics, . '
Marketing Update, Policy Update, and the Library Comment Cards.°
Motion: Mullin
Second.� Maddux
I/ote: Aye —7; Nay— 0 ',
5) Action Items: '
A. Library Expenditures — Henricks provided an itemized report of FY-19 I�
expenditures March 28 through April 12, 2019 for Board review. '
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'�Mo ved to appro ve Library expenditures from March 28 to �
April 12, 2019."
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Motion: Maddux '''
Second,• Gorton �
�ote; Aye — 7; Nay— 0
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B. Examination of Public Records Policy — Kramer recommended one j
additional change to the policy enclosure. �
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"Moved to ado,nt the revision to the Examination ofPublic ;
Records Policy."
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Motion: Mullin !
Second.• Maddux i
I/ote: Aye — 7; Nay— 0 i
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C. Meeting Room Policy— Henricks presented this policy for review with no
recommendation for revision.
"Moved to approve the Meeting Room Policy as reviewed '
with no changes" � j
Motion; Maddux
Second.• Gorton
�ote: Aye — 7; Nay— 0
HPnrirkc rannrt�arl tl�at thp 1A/hicnar Rnem yiwir�Alina� wra hA;ny ra�i;a,^iari
and if needed, a policy will be developed.
D. Listening and Viewing Station Policy— Henricks provided a draft of a ,
revised policy with discussion of two changes. ''
"Moved to adopt the revisions to the Listening and I/iewing
Station Policy Records Policy."
Motion: Gorton '
Second.• Maddux '
l/ote: Aye — 7; Nay— 0 ''
E. Interlibrary Loan Policy — Henricks provided a draft of a revised policy.
"Moved to adopt the revisions to the Interlibrary Loan '
Policy," ;
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Motion: Mullin
Second,• Kramer ;
I/ote: Aye -7; Nay- 0 !
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F. Disposition of E�erior Banners — Henricks reported the Library's outside
banners, based on a past marketing theme, will need to come down
when the building is cleaned this summer. The Board expressed interest
in keeping the banners and directed Henricks to follow up on the cost of
removal, reinstallation, and any permit required by the city.
Maddux noted that the banners fit in with other marketing efforts that
are on the library van and book drops. Henricks reported that a new van
wrap could take place in approximately one year when the Library van is
replaced. The Board discussed the possibility of replacing the banners in
the future to reflect a new marketing theme.
"Moved to charge Henricks to investigate the cost to reinstall
the banners after the building is c%aned with the intent of
rehanging these banners, and to include the original cost of the
banners."
Motion: Monk
Second.� Kramer
I/ote: Aye — 7; Nay— 0
6) Library Board Adjournment — The Board adjourned at 4:41 p.m.
"Motion to adjourn."
Motion: Mullin
Second.• Monk
I/ote: 1 Aye — 7; Nay— 0
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Pat Maddux, Board Secr tary Date
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