Minutes_Library Board of Trustees 5 23 19 Copyrighted
July 15, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUM MARY: Arts and Cultural Affairs Advisory Commission of 4/23,
5/28; Building Code Board of Appeals of 6/18; City Council
Proceedings of 7/1; Civil Service Commission of 6/5, 7/2;
Historic Preservation Commission of 6/20; Housing
Commission of 6/25; Library Board of Trustees of 5/23,
and Council Update#184 of 6/27; Long Range Planning
Advisory Commission of 6/19; Mechanical and Plumbing
Board of 5/29; Zoning Advisory Commission of 7/2; Zoning
Board of Adjustment of 6/27; Proof of Publication for City
Council Proceedings of 6/17
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation
of 4/23/19
Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation
of 5/28/19
Building Code Board of Appeals Minutes of 6/18/19 Supporting Documentation
City Council Proceedings of 7/1/19 Supporting Documentation
Civil Service Commission Minutes of 6/5/19 Supporting Documentation
Civil Service Commission Minutes of 7/2/19 Supporting Documentation
Historic Preservation Commission Minutes of 6/20/19 Supporting Documentation
Housing Commission Minutes of 6/25/19 Supporting Documentation
Library Board of Trustees Minutes of 5/23/19 Supporting Documentation
Library Board of Trustees Council Update#184 of Supporting Documentation
6/27/19
Long Range Plannng Advisory Commission Minutes of Supporting Documentation
6/19/19
Mechanical and Plumbing Board Minutes of 5/29/19 Supporting Documentation
Zoning Advisory Commission Minutes of 7/2/19 Supporting Documentation
Zoning Board of Adjustrnent Minutes of 6/27/19 Supporting Documentation
Proof of Publication - City Council Proceedings of Supporting Documentation
6/17/19
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Carnegie-Stout Publ�c Library ,�
Board of Trustees
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Meeting Minutes of May 23, 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, May 23, 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 of May 23, 2019."
Motion: Kramer
Second.• Monk
I/ote: Aye — 7; Nay— 0
2) Approval of Library Board of Trustees' Meeting Minutes of Thursday, April 25,
2019.
"Moved to approve the Board Minutes of Thursday, A,�ril 25, 2019"
Motion; Monk
Second.• Mullin
I/ote; Aye — 7; Nay— D
3) Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for
April, 2019.
"Moved to receive and file the Communication with the Dubuque
City Council from April, 2019"
Motion: Mullin
Second.• Kramer
I/ote: Aye — 7; 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 May 13, 2019 to review three policies that are
recommended for approval under action items.
1) Library Financial Report FY-19:
a) Library Financial Report — Henricks reported that April marked
83% of the fiscal year lapsing. Expenditures were at 80%
and revenue received was at 68% of projections. Projections
indicate that the Library will come in at or near budgeted
amounts.
Henricks reported that the Dubuque Racing Association
(DRA) grant submitted by Henricks on behalf of the Library
Foundation for the All Community Reads project has been
approved. This event is scheduled in October 2019.
b) Fine Free Update — Henricks reported that since the
reinstatement of fines, between January and April,
approximately 80% - 82% of all items checked out were
within the borrowing period. May showed an increase in past
dues, with 79.4% of all checkouts within the loan period.
Items 60 or more days overdue represented 16% of all past
due items, which has not been this high since the control
date (with fines) of January 2018. �
2) Library Use Statistics — Henricks reported that April was a busy
month for Library use. Checkouts were up 6% compared to April
� of last year, and up 5% year-to-date. Visits to the Library were up �
by 18%. The number of visitors to the Maker Space compared to
� last year shows significant growth. The Maker Space has
programs scheduled continuously and has become more visible
as a result. The checkouts by non-residents have increased 9%
compared to last year. The DVDs statistics are now broken into
DVDs and Blu-Ray and are also divided by Adult and Children's.
The operating system did not allow for this in FY-18. Henricks
reported that the number for both Adult and Youth is reflected in '
the Adult total. The number suggests that year-to-date check out
of DVDs decreased 23%, but the overall decrease for all
DVD/Blu-ray is 3% compared to last year. Poggemiller asked if :
the open access use by the County has remained the same or
changed since the water leak at the Asbury branch. Henricks
reported she would get this information for the Board. '
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3) Personnel Update — Henricks gave an update on two part-time
employees who left to move to full-time jobs with benefits. One
of the employees, Evan Meyer, had been the bike peddler. The
bike peddler tasks have been filled by Library Assistant Garrett
Hohmann. The hiring process has begun to fill these positions
� before the busy summer months.
4) Insurance Update — Henricks reported that the insurance for the
building and contents has been updated. The deductible for the
insurance policy is $75,000 and may increase to $100,000. Art
work and some of the computer equipment is exempt and has a
, $1,000 deductible. Discussion took place regarding updated
appraisals done for the library's art work since it has been about
12 years. Henricks also provided an updated insurance policy for
artworks on loan to the Dubuque Museum of Art.
5) Marketing Update — During the month of April, the Small Business
Reference Center was promoted.�The result showed the highest
use since the introduction of this database in 2014. Compared to
the highest month's use (January of 2016) the increase was
380%. The use of Small Business Reference Center in April was
52% hiahPr than thP la�t twn fi ill vPar� rnmhinarl
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The Library's new"Open" marketing campaign is scheduled to �
launch in June. Two photo sessions are taking place and the
public is invited to stop by to have pictures taken and become a
part of the campaign.
6) Community Survey Update � Henricks reported that a community
survey was completed and the data is being sorted and
evaluated. The results will be provided for Board review prior to �
the next meeting. Dr. Christopher Budzisz, who leads the Loras
College Public Opinion Survey Center, will review the survey
results with the Board at its June 27, 2019 meeting.
B. Comment Cards—The Boar� reviewed one comment card received
requesting that the library get a mobile "app". The Board expressed
interest in this and concurred with the staff response provided.
"Moved to receive and�le the informationa/update from the ,
Library Director including the Library Financial Report of ,
� Expenditure and Revenue, Fine Update, Library Use Statistics,
Personne/Updat-e, Insurance Update, Marketing Update,
. Community Service Update, and the Library Comment Cards"
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Motion: Mullin
Second.• Maddux
I/ote: Aye —7; Nay— 0
5) Action Items .
A. Library Expenditures —Henricks provided an itemized report of FY-19
expenditures April 13 to May 17, 2019 for Board review.
"Moved to approve Library expenditures from April 13 to May
17, 2019."
Motion: Gorton
Second.• Kramer
I/ote: Aye —7; Nay— 0
B. Material Selection Policy —The Board reviewed the recommended
changes to the policy by the Planning Committee. The policy changes
make the policy more streamlined with one major change of limiting
purchase requests to three a month for patrons.
"Moved to adopt the Materials Se%ction Policy as revised."
Motion; Armstrong
Second.� Maa'dux
�ote: Aye — 7; Nay— 0
C. Circulation Policy —The Board reviewed the recommended changes to
the policy by the Planning Committee. Policy updates include changes to
reflect the "fine-free" policy changes and clarification of information.
"Moved to adopt the Circulation Policy as revised."
Motion: Gorton
Second.• Maddux
I/ote: Aye — 7; Nay— 0
Henricks reported that these ��fine-free" policy changes will take effect on
July 1, 2019. ,
D. Fees Policy —The Board reviewed the new policy replacing the Fines and .
Fees Policy as recommended by the Planning Committee.
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"Moved to adopt the Fees Policy as revised."
Motion: Mullin
Second.• Maddux
I/ote: Aye — 7; Nay— 0
Henricks reported that this new ��fine-free" policy will replace the current
Fines and Fees policy on July 1, 2019.
E. Disposition of E�erior Banners — The Board continued discussion
regarding the banners that hang from the historic building. These
banners, based on a past marketing theme, will need to come down
when the building is cleaned this summer. Henricks reported the cost to
take down the banners is estimated at $900 to $1,000 and the City has
approved the rehanging of the banners. The Board is undecided whether
to rehang the current banners or have new ones made to reflect the new
marketing campaign. The library van is due to be replaced in FY-20 and
will allow for a new wrap if the Board decides. The original cost of the
banners that included design, fabrication and installation was $7,000.
'�Mo ved to table the disposition of exterior banners agenda
item."
Motion: Monk
Second.• Kramer
I/ote: Aye — 7; Nay— 0
6) Library Board Adjournment — The Board adjourned at 4:43 p.m.
'�Motion to adjourn."
Motion; Monk
Second.� Gorton
I/ e: � ,�ye - 7; Nay- 0
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Pat Maddux, Board Secretary Date
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