Minutes_Library Board of Trustees 12 19 19City of Dubuque
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description
City Council Proceedings of 2/17/20
City Council Proceedings of 2/22/20
City Council Proceedings of 2/24/20
City Council Proceedings of 2/26/20
Community Development Advisory Commission Minutes Supporting
of 1 / 15/20
Library Board of Trustees Minutes of 12/19/19
Library Board of Trustees Council Update No. 195 of
2/20/20
Resilient Community Advisory Commission Minutes of
2/6
Proof of Publication -City Council Proceedings of
1/26/20
Proof of Publication -City Council Proceedings of
1/27/20
Proof of Publication -City Council Proceedings of
1/28/20
Proof of Publication -City Council Proceedings of
2/4/20
Proof of Publication -List of Claims/Summary of
Revenues for ME 1/31/20
Copyrighted
March 2, 2020
Consent Items # 1.
Minutes and Reports Submitted
City Council proceedings of 2/17, 2/22, 2/24, 2/26;
Community Development Advisory Commission of 1/15;
Library Board of Trustees of 12/19/19 and Council Update
No. 195 of 2/20/20; Resilient Community Advisory
Commission of 1/20; Proof of publication for City Council
proceedings of 1/26, 1/27, 1/28, 2/4; Proof of publication
for List of Claims and Summary of Revenues for Month
Ending 1/31.
Suggested Disposition: Receive and File
Type
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Carnegie -Stout Public Library
Board of Trustees
Meeting Minutes of December 19, 2019
ORIGINAL
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 19, 2019
Present: Board President Christy Monk; Vice President Pam Mullin; Board
Secretary Rosemary Kramer; Trustee Robert Armstrong; Trustee
Greg Gorton; Trustee Victor Lieberman; Trustee Patty Poggemiller;
Director, Susan Henricks and Secretary Denette Kellogg.
1. President Monk called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of December 19, 2019."
Motion: Gorton
Second: Armstrong
Vote: Aye — 7; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, November 21,
2019.
"Moved to approve the Board Minutes of Thursday, November 21, 2019."
Motion: Mullin
Second: Lieberman
Vote: Aye —7; Nay — 0
3. Board President's Report:
— The Board reviewed the Communication with the Dubuque City Council
for November, 2019.
"Moved to receive and file the Communication with the Dubuque
City Council from November, 2019"
Motion: Mullin
Second: Kramer
Vote: Aye — 7; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
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1) Library Financial Report Fiscal Year-20 - Henricks reported that
November marks 42% of the fiscal year lapsing. Expenditures are at
44% and revenue income is at 33.5% of projections.
2) Library Use — Henricks reported the number of checkouts is up 5%
for November, compared to November of last year. The increase is
associated with DVDs, Blu-rays, and digital materials, which were up
between 11 % and 13% compared to last November. Computer use
in the Children's Department is up 110% and this represents a new
group of children that come in every day after school and use the
computers. Adult Services has spent $7,707 to bring the digital
collection up to a two -month wait for titles on hold.
3) Fine Free Update — Henricks reported that past due materials during
the past month have been stable. Past dues in the "up to seven day
category" reduced by 4.2% and those in the 60+ past due category
increased by one-half of one percent. Poggemiller requested
information related to the time saved report for staff time on what
staff tasks are being completed with this time.
Library Accreditation_ Report - Henricks submitted the -Library's
renewal application for the State of Iowa public library accreditation
on December 9. The State Library made changes in the standards
which now require 3-5 hours of continuing education (CE) for Board
Trustees each year, retroactive to 2017. Henricks reported she will
focus on Board CE in going forward.
To qualify for accreditation at the highest level the library must meet
47 standards, and 20 of the 38 remaining standards. The Library
met the 47 and 36 of the remaining 38 standards.
Henricks reported that she has received her renewal certification as
a public librarian in Iowa from the State Library of Iowa this month,
which is valid for three years. Certification requires 45 hours of
continuing education in a three-year time span.
5) Library Foundation Update — Henricks reported the Library
Foundation is working on a new logo.
B. Comment Cards — The Board reviewed five comment cards received and
concurred with the staff response provided.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditure and Revenue
Financial Reports, Library Use Statistics, Fine Free Update, Library
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Accreditation Report, Library Foundation Update, and Library
Comment Cards,"
Motion: Poggemiller
Second: Armstrong
Vote: Aye — 7; Nay — 0
5. Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY-20
expenditures from November 18 to December 12, 2019 for Board review.
"Moved to approve Library expenditures from November 18 to
December 12, 2019."
Motion: Poggemiller
Second: Lieberman
Vote: Aye — 7; Nay — 0
B. Selection of the Strategic Planning Process Tool — Henricks reported since
the last meeting, references were obtained for Kimberly Bolan Associates
(KBA), which were provided for review. Choices for selecting a planning tool
were KBA and the Planning for Results (PFR) model. The Board reviewed
the information provided about each of the planning tools available. The
Board suggested contacting the Library Foundation for possible funding of
focus groups for this project.
"Moved to contract with Kimberly Bolan Associates planning
process tool to conduct the Library's Strategic Plan price cap of
$13, 000 to be funded by the General Gift Trust Fund, with further
additions to be approved by the Board"
Motion: Poggemiller
Second: Lieberman
Vote: Aye — 7; Nay — 0
C. Library Positions Review — Henricks reported that the Relations Committee
met on December 10, 2019 and reviewed her recommendation to upgrade
two library positions and agreed to recommend the upgrades to the Library
Board for review. Henricks provided a detailed summary for requesting an
upgrade of two positions in the Library. Recommended is changing one
Maker Space Library Assistant (GE-25) position to Maker Space Lead Library
Assistant (GE-27); and, the other is the Maintenance Worker (GE-27)
position to Maintenance Supervisor position (GE-29). The funds for these
position upgrades will be reallocated from overtime funds. The Board agreed
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that should either of these positions come open, that the positions reviewed
may revert back to an Assistant or Maintenance Worker depending on the
skill level brought to the job.
"Moved to change one Maker Space Library Assistant position
(GE-25) to position of Lead Library Assistant (GE-27) effective January
1, 2020, which may revert back to a GE-25 upon rehiring for this
position."
Motion: Poggemiller
Second: Gorton
Vote: Aye — 7; Nay — 0
"Moved to change a Library Maintenance Worker (GE-27)
position to Maintenance Supervisor (GE-29) effective January 1, 2020,
which may revert to a GE-27 upon rehiring for this position."
Motion: Lieberman
Second: Kramer
Vote: Aye — 7; Nay — 0
D. Review Personnel Procedures — Henricks reported that the Relations
Committee met on December 10, 2019. The Committee reviewed the
ongoing challenges associated with hiring employees in this competitive job
market. The following recommendations to the Board were made:
• For positions with a Salary Grade of GE-32 and below, the Library
requests that advertising begin within five business days of
submission of the requisition.
• For positions with a Salary Grade of GE-32 and below, the Library
requests that the process of approval after a recommendation to hire
take place within five business days of submission of the
recommendation.
The Library Board concurred with these recommendations.
"Moved to approve changes to personnel procedures for hiring
of position of GE-32 and below to request that advertising begin
within five business days of submission of requisition; and, that the
process for approval after recommendation to hire take place within
five business days of submission of the recommendation."
Motion: Poggemiller
Second: Mullin
Vote: Aye — 7; Nay — 0
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Monk reported she would draft a letter for Board review that she will send to
the City Manager and City Human Resources Director about the Board's
decision.
6. Library Board Adjournment — The Board adjourned at 5:32 p.m.
"Motion to adjourn."
Motion: Mullin
Second: Armstrong
Vote: Aye — 7; Nay — 0
3-20Z 0
Rosemary Kramer, Board Secretary Date