Minutes_Library Board of Trustees 1 23 20City of Dubuque
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Copyrighted
March 16, 2020
Consent Items # 1.
Minutes and Reports Submitted
City Council Proceedings 2/27, 3/2, 3/9; Community
Development Advisory Commission of 2/19; Historic
Preservation Commission of 2/20; Housing Commission of
2/25/20; Library Board of Trustees of 1/23; Resilient
Community Advisory Commission of 3/5 with Attachments;
Zoning Advisory Commission of 3/4; Zoning Board of
Adjustment of 2/27; Proof of Publication for City Council
Proceedings of 2/10, 2/17, 2/24, 2/26, 2/27.
Suggested Disposition: Receive and File
ATTACHMENTS:
Description
City Council Proceedings of 2/27/20
City Council Proceedings of 3/2/20
Community Development Advisory Commission Minutes
of 2/19/20
Historic Preservation Commission Minutes of 2/20/20
Housing Commission Minutes of 2/25/20
Library Board of Trustees Minutes of 1/23/20
Resilient Community Advisory Commission Minutes of
3/5/20 with Attachments and Correspondence
Zoning Advisory Commission of 3/4/20
Zoning Board of Adjustment
Proof of Publication for City
2/10/20
Proof of Publication for City
2/17/20 Special Session
Proof of Publication for City
2/17/20 Regular Session
Proof of Publication for City
2/24/20
Proof of Publication for City
2/26/20
Proof of Publication for City
2/27/20
Minutes of 2/27/20
Council Proceedings of
Council Proceedings of
Council Proceedings of
Council Proceedings of
Council Proceedings of
Council Proceedings of
Type
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting 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 January 23, 2020
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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, January 23, 2020.
Present: Board President Christy Monk; Vice President Pam Mullin; Board
Secretary Rosemary Kramer; Trustee Greg Gorton (arrived at 4:01
p.m.); Trustee Robert Armstrong; Trustee Victor Lieberman;
Director, Susan Henricks and Secretary Denette Kellogg.
Excused: Trustee Patty Poggemiller
1. President Monk called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of January 23, 2020."
Motion: Armstrong
Second: Mullin
Vote: Aye —6; Nay — 0
Trustee Gorton entered the meeting.
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, December 19,
2019.
"Moved to approve the Board Minutes of Thursday, December 19, 2019."
Motion: Mullin
Second: Armstrong
Vote: Aye — 6; Nay — 0
3. Board President's Report:
— The Board reviewed the Communication with the Dubuque City Council
for December, 2019.
"Moved to receive and file the Communication with the Dubuque
City Council from December, 2019"
Motion: Gorton
Second: Armstrong
Vote: Aye — 6; 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 Fiscal Year-20 - Henricks reported that
December marked 50% of the fiscal year lapsing. Expenditures are
at 50% and revenue is at 94% of projections. Monday, February 24
is the budget hearing to the Mayor and City Council. Hearings begin
at 6:00 p.m. The library is the third presentation scheduled.
2) Library Use — Henricks reported that checkout of materials was
stable in December; however, visits to the library were up 12%. The
Maker Space recorded a record number of visits in December with a
count of 602. This represents a 39% increase over December 2018.
Twelve of 18 databases showed an increase in use, which may be
associated with increased digital marketing.
3) Fine Free Update — Henricks provided a table comparing two months
with and without fines. A comparison of a day in a month of past
dues with library fines (March 2019) was compared to a day in a
month without fines (January 2020). Materials checked out that
were up to seven days overdue increased 5.7%, however, past dues
that were over 60 days decreased by 13.6%. These statistics show
that the library is getting back more materials long term, which is a
boost to the budget.
Henricks reported meeting with County Attorney, C.J. May, to
discuss the process of getting library materials returned without
having to press charges for theft. The County Attorney suggested
that having the final restricted certified letter notice served in person
by the Sheriff's Office could result in getting more materials back
before the affidavit of theft is turned over to the County Attorney.
Henricks and May agreed to try this as an experiment and review
the outcome of the test cases.
4) Marketing Update — Henricks provided a summary of achievements
for 2019 for Marketing Coordinator Amanda Dolter with her one year
anniversary approaching. Monk suggested that this position be
requested in the City's budget to fund when it expires at the end of
2020. Henricks provided an update on social media, email, and
website promotion.
5) Mobile Applications — Henricks provided a summary of the Apps for
libraries, with a comparison sheet. Ebsco is the recommended
product. Bibliocommons has a good product, but is not compatible
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with the library's operating system. Funding will determine when an
App is purchased.
6) Library Foundation — Henricks reported the Foundation Board met
on January 16, 2020, and agreed to support a grant request to the
Dubuque Racing Association for a Story Book Walk that the library
would like to install long the Bee Branch walk. The Foundation also
committed up to $5,000 to support a Hispanic population Focus
Group for the Strategic Plan.
The Library Foundation has discussed the development of a new
logo and requested permission to use the existing Library logo with
the Foundation name below the logo. Similar logos will help brand
the Foundation as part of the Library. The Board agreed.
7) Strategic Planning — Henricks reported that she has contacted
Kimberly Bolan Associates (KBA) to begin the strategic planning
process. Additional focus groups can take place with the current
contract price as long they are held on two consecutive days. The
Board discussed plans for the target audiences for focus groups. The
Board will comprise one of the focus groups. The last step in the
process is a strategic planning retreat for Board members. The
Board will discuss inviting other interested parties to participate in
the planning retreat at their next meeting.
B. Comment Cards — No comment cards were received for review.
"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, Marketing
Update, Mobile Applications, Library Foundation Update, and the
Strategic Planning Launch."
Motion: Kramer
Second: Mullin
Vote: Aye — 6; Nay — 0
5. Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY-20
expenditures from December 20, 2019 to January 16, 2020 for Board review.
"Moved to approve Library expenditures from December 20, 2019
to January 16, 2020."
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Motion: Kramer
Second: Mullin
Vote: Aye — 6; Nay — 0
B. Outdoor Banners: Second Draft — Henricks provided the second draft of the
revisions of the outdoor banners suggested by the Board. The Board
reviewed this draft and noted the following: that the smaller clip art pieces
be replaced with consistent images; increase the size of the Library's logo
making it more prominent and remove the tag line; center the word "TO";
move the word "WRITERS" slightly up to match the other words; and make
all of the clip art used the same teal color. The Board agreed to table this
item and request these revisions for review.
"Moved to table the Outdoor Banners artwork."
Motion: Kramer
Second: Mullin
Vote: Aye —6; Nay — 0
C. Personnel Manual Adoption — Henricks reported that the Planning Committee
met to review the Personnel Manual and suggested revisions were made and
provided to the Board for review. The Board agreed with the recommended
changes.
"Moved to adopt the Personnel Manual revisions."
Motion: Gorton
Second: Kramer
Vote: Aye —6; Nay-0
D. Animals in the Library Policy - Henricks reported this policy has been
developed in response to problems that have occurred with animals in the
Library. Henricks worked with City Attorney Crenna Brumwell to create the
new policy. The Planning Committee reviewed the policy and is
recommending the policy for Board's approval.
"Moved to adopt the Animals in the Library policy.
Motion: Mullin
Second: Armstrong
Vote: Aye — 6; Nay — 0
E. Budget Presentation Fiscal Year 2021 - Henricks reported she is waiting on
some additional information to add to the presentation. She requested that
the Board table the agenda item until its February 20, 2020 Board meeting.
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"Moved to table Budget Presentation Fiscal Year 2020."
Motion: Armstrong
Second: Mullin
Vote: Aye - 6; Nay - 0
6. Library Board Adjournment - The Board adjourned at 5:25 p.m.
"Motion to adjourn."
Motion: Mullin
Second: Armstrong
Vote: Aye - 6; Nay - 0
fed ./1/ (K% -3020
Rosemary /Cramer, Board Secretary Date
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