Minutes_Library Board of Trustees 2 20 20City of Dubuque
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Copyrighted
June 1, 2020
Consent Items # 1.
Minutes and Reports Submitted
City Council proceedings of 5/18; Community
Development Advisory Commission of 5/20; Housing
Commission of 4/28; Human Rights Commission of 3/9,
4/13; Library Board of Trustees Minutes of 2/20, 3/26, and
Council Update #197 of 4/23; Proof of publication for City
Council proceedings of 5/4.
Suggested Disposition: Receive and File
ATTACHMENTS:
Description
City Council Proceedings of 5/18/20
Community Development Advisory Commission Minutes
of 5/20/20
Housing Commission Minutes of 4/28/20
Human Rigths Commission Minutes of 3/9/20
Human Rights Commission Minutes of 4/13/20
Library Board of Trustees Minutes of 2/20/20
Library Board of Trustees Minutes of 3/26/20
Library Board of Trustees Council Update #197 of
4/23/20
Proof of Publication for City Council Proceedings of
5/4/20
Type
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 February 20, 2020
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, February 20, 2020
Present: Board President, Christy Monk; Vice President Pam Mullin; Board
Secretary, Rosemary Kramer; Trustee, Greg Gorton; Trustee,
Robert Armstrong; Trustee, Patty Poggemiller; Director, Susan
Henricks and Secretary, Denette Kellogg.
Excused: Trustee Victor Lieberman
1. President Monk called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of February 20, 2020."
Motion: Kramer
Second: Mullin
Vote: Aye-6; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, January 23,
2020.
"Moved to approve the Board Minutes of Thursday, January 23, 2020."
Motion: Poggemiller
Second: Armstrong
Vote: Aye - 6; Nay — 0
3. Board President's Report:
The Board reviewed the Communication with the Dubuque City
Council for January, 2020.
"Moved to receive and file the Communication with the Dubuque
City Council from January, 2020"
Motion: Mullin
Second: Poggemiller
Vote: Aye-6; Nay — 0
4. Motion to Receive and File Informational Items:
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A. Library Director's Report Summary and Update:
1) Library Financial Report Fiscal Year 20 - Henricks reported that
January marked the passage of 58% of the fiscal year. Expenditures
were at 60% and revenue was nearly 104% of projections. The
budget request for FY21 is scheduled for presentation to the City
Council on Monday, February 24 at 6:00 p.m. The presentations are
held on second floor of the Historic Federal Building.
Henricks reported meeting with an individual who is interested in an
anonymous restricted donation of $50,000 either to the library or
Foundation. Two special restrictions are associated with the gift:
first, that a small amount will be invested in an endowment, and
second, that the library partner with Northeast Iowa School of Music
to provide music during Art @ your library receptions. Henricks will
meet with the individual again for further discussion after meeting
with the Library Foundation.
2) Library Use — Henricks reported that although January checkouts
were down 2% compared to .January of 2019, the year-to-date total
is up 6% compared to YTD 2019. Overall the checkout of materials
for adults was unchanged, but materials for children decreased 7%.
Visits increased 8% during January compared to the previous
January. Internet use and wireless access increased 10% compared
to the same time last year. Visits to the Maker Space increased 47%
compared to January of 201.9. Digital materials increased by 13% in
January compared to the previous year. Poggemiller requested a
report for the next Board meeting to review a five-year trend for
downloadable materials use and expenditures.
3) Personnel Update - Henricks reported that five clerk positions have
been filled and several have started working, bringing relief to those
who have been shelving materials. Recruitment is underway for a
part-time library assistant in the Circulation Activity. Sharon Daly,
the library's full-time Library Aide in Youth Services has announced
her retirement effective May 31. Interviews are planned for the IT
Manager position and will be completed by February 24. Twenty-one
applications were received and seven candidates interviewed. Six
candidates will take part in a second interview.
4) Marketing Update — Henricks reported Kanopy streaming video was
promoted in January with an increase in use of 34% compared to
the previous month and a 71% increase compared to four months
ago. The library news appearing in the Dubuque Telegraph Herald
from October through December 2019 was provided.
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Strategic Plan — Henricks reported that focus groups have been
organized. Focus groups are scheduled for Tuesday, March 24 and
Thursday, March 26. Focus groups on the topic of west side service
are planned for the 24th and the 26th at 6:00 p.m. at the Holiday
Inn Express on Holliday Drive. Two focus groups for staff are
planned for the morning of the 26th and the Board will participate in
a focus group beginning at 2:15 on the 26th. A focus group with
senior citizens is planned at the Lifetime Center for late morning on
March 24th. Focus groups for teens and for the Spanish speaking
population are in the planning process.
The Planning Retreat is confirmed for Friday, April 24 from 10:00
a.m. — 4:00 p.m. The Board can invite between 11 and 16 additional
people to the Planning Retreat and will determine the mix of staff
members and community members to invite at their next meeting.
6) Additional Book Drop at Finley Hospital — Henricks reported on a
request from Kramer to consider a materials return drop at Finley
Hospital. Kramer reported receiving an inquiry from someone at
Finley Hospital about the possibility of getting a bdok drop there,
noting it is a central location. To access a drive -up book drop
requires a one-way street. Cost of a return drop can be up to $8,000
and additional staff time for an extra stop must be considered.
Review of the returns at Eleanor Roosevelt Middle School will be
reviewed, with the idea that it could be moved to another location. A
replacement book drop is scheduled for this fiscal year. The Board
discussed the variety of locations a drop could be installed. Henricks
will provide the information for re-evaluation of book drop use and
other possible locations for the Board to consider at its next
meeting.
B. Comment Cards — The Board reviewed the one comment card received and
concurred with the staff responses 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, Personnel
Update, Marketing Update, Strategic Planning Update, Book Drop at
Finley Hospital, and Comment Cards."
Motion: Kramer
Second: Gorton
Vote: Aye-6; Nay — 0
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5. Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY 20
expenditures from January 17 to February 13, 2020 for Board review. The
vendor Modern Piping has a duplicate purchase order listing and the Board
asked for additional explanation on this expenditure.
"Moved to approve library expenditures from January 17, 2020 to
February 13, 2020 with clarification requested on the Modern Piping
expenditure, '
Motion: Kramer
Second: Mullin
Vote: Aye — 6; Nay — 0
B. Outdoor Banners: Third Draft — Henricks reviewed the third draft of the
outdoor banner revisions suggested by the Board. The Board reviewed the
two options. The Board agreed on selecting the option with the white circle
border and lighter teal clip art. The new banners will be installed as soon as
the power washing of the building is completed.
"Moved to approve the outdoor banner design with white circles
and the original design with the clip art in a lighter teal.
Motion: Poggemiller
Second: Gorton .`
Vote: Aye — 6; Nay — 0
C. Personnel Manual: Residency Requirement Review — Henricks reported that
residency requirements for City employees has changed from moving to
within 6.5 miles of the City of Dubuque within six months of hire, to
relocating within two years. The library does not have a residency
requirement except for the director. Because there isn't a residency
requirement for other employees, the Board agreed to leave the six months
residency requirement for the library director as policy.
"Moved to concur with no changes to the existing library policy on
residency requirements for library staff."
Motion: Armstrong
Second: Mullin
Vote: Aye — 6; Nay — 0
D. Budget Presentation Fiscal Year (FY) 2021 - Henricks provided the FY 2021
budget presentation for the Board's review. Included in the presentation
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were the fiscal year highlights, circulation statistics, future initiatives,
operating budget summary, performance measures, Improvement Package
(IP) requests, and Capital Improvement Package (CIP) requests. The Board
suggested a revision of the checkout pie chart.
"Moved to approve the Budget Presentation Fiscal Year 2020."
Motion: Mullin
Second: Kramer
Vote: Aye-6; Nay — 0
6. Library Board Adjournment — The Board adjourned at 5:26 p.m.
"Motion to adjourn."
Motion: Mullin
Second: Armstrong
Vote: Aye — 6; Nay — 0
ih)
Rosemary Kraer, Board Secretary Date:
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