Minutes_Library Board of Trustees 3 26 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 March 26, 2020
OR/G/4144
The Board of Trustees of the Carnegie -Stout Public Library (C-SPL) met by
teleconferencing based in the Lacy Board Room at 4:00 p.m. on Thursday, March
26, 2020.
Present Electronically: Board President, Christy Monk; Vice President Pam Mullin;
Board Secretary, Rosemary Kramer (exited at 4:21 p.m.); Trustee, Greg Gorton;
Trustee, Robert Armstrong; Trustee Victor Lieberman; Trustee Patty Poggemiller;
Director, Susan Henricks; and, present in person Secretary, Denette Kellogg.
1. President Monk called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of March 26, 2020."
Motion: Poggemiller
Second: Mullin
Vote: Aye — 7; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, February 20,
2020.
"Moved to approve the Board Minutes of Thursday, February 20, 2020."
Motion: Kramer
Second: Lieberman
Vote: Aye — 7; Nay — 0
3. Board President's Report:
The Board reviewed the Communication with the Dubuque City
Council for February 2020.
"Moved to receive and file the Communication with the Dubuque
City Council from February 2020"
Motion: Mullin
Second: Kramer
Vote: Aye — 7; Nay — 0
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4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: Henricks reported that
the City estimates a shortage of 2.5 million dollars in FY-20 budget due to
COVID19. Henricks is reviewing Library budget line items to offer budget
cuts in response to the City's request. All positions in the City, which are
currently vacant, will be frozen if they are considered non -essential.
1) Library Financial Report Fiscal Year (FY) 20 - Henricks reported that
the close of February marks 67% of the fiscal year lapsing. The
budget is on target with expenditures at 66%. Revenue collected is
higher than projected and is currently at 107% of the estimated total.
2) Library Use — Henricks reported that much like January, February
saw a decrease in checkouts (2%), but an increase in visits by 17%.
Attendees to the Maker Space programs increased 95% compared
to the previous year, which had already broken a record. Similarly,
the overall number of visitors to the Maker Space increased 60.5%.
Youth Services had a strong month with a 10% increase in the
number of checkouts of books, and a 19% increase in attendance to
programs; however, it was not enough to cover the drop in
checkouts and program attendance by adults.
Henricks continues to take direction from the City on day to day
operations due to COVIDI9. Services currently offered to the
community include taking reference and account phone inquiries,
curbside service, digital materials, and database collections.
Currently, 16 employees are working from home with more
anticipated.
3) Personnel Update - Henricks reported that Library User Support
Specialist Michael Kerth has been appointed to the Information
Technology Systems Manager. Recruitment will begin soon for the
vacancy that he leaves. Personnel requests have been delayed in
the City's Human Resources department as City Staff are working on
setting up employees to work remotely due to COVID19. The Library
also had a vacant part-time library assistant and was waiting on a
decision. As of the Board meeting these two positions are currently
in a hiring freeze due to the COVID19 budget cuts. Henricks will
continue to keep the Board updated of these daily changes in
Library operations with the goal of keeping as many services open
to the public as possible.
4) Marketing Update — Henricks reported Freegal (downloadable music
to keep) was promoted in February. Use was the highest this fiscal
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year by 27%. Only two months were slightly higher since this
product was introduced in 2014.
Marketing efforts during COVID19 are being directed to the Library's
online collections, databases, and social media.
5) Strategic Plan — Henricks reported that due to COVID19 all focus
groups were cancelled, which necessitated that the planning retreat
be cancelled as well. Consultants at Kimberly Bolan and Associates,
LLC reported that their calendar is "wide open" and they can be
responsive as soon as the Library is ready to move forward with the
strategic planning process.
6) Book Drop Update — Henricks provided a follow-up to questions from
February's meeting. The library no longer has a book drop in
storage as it was used to replace one that was rusted. Funds are in
the budget this fiscal year to purchase a new book drop with plans
to replace the one at Eleanor Roosevelt Middle School. Return use
at the Eleanor Roosevelt Middle School was only 41 items the week
of March 6 to March 12. This includes 25 books and 16 DVD/CDs.
Discontinuation of the materials return at the school would provide
an opportunity to locate a book drop at a new location. The Board
discussed options for locating a book drop on the north or south
side of town. The return is a drive -up and this requires a one-way
street. The Board agreed to continue to review opportunities of
possible high use to place a book drop.
7) E-book Update — Henricks provided a report spanning just over 11
years of digital materials to the Board. During this time $753,138
has been spent on digital materials and platform fees. Holdings as of
mid -March were 15,303 resulting in an average cost per title of
$49.22. The average cost per checkout is $2.07.
8) Art Update — Henricks reported that a year ago, the Trustees had
asked whether paintings purchased from the interest of the Lull
Trust fund could be sold under the terms of the trust. The Board
had decided (and remains committed) not to sell any works of art
purchased by this fund; however, the subject has come up in the
past. Barry Lindahl shared his legal opinion on this issue. Language
in the brief reference in the will says that the Board should use the
interest from the $5,000 bequest to purchase artwork of "permanent
value." Confusion has arisen from the interpretation of these words.
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Does "permanent value" mean works of quality that will last and
appreciate, or does "permanent value" mean that the library must
keep the art works permanently? After review, Lindahl said that a
court must make that decision.
Lieberman noted that the letter from the City Attorney discusses the
intent of the donor. Henricks reported if descendants are found, this
information would be provided back to the City Attorney for their
opinion. The Board agreed to take no further action at this time.
Kramer exited the meeting at 4:21 p.m.
B. Comment Cards — The Board reviewed the five comment cards 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, Personnel Update, Marketing
Update, Strategic Planning, Book Drop Update, E-book Update, Art
Update and, and Comment Cards "
Motion: Armstrong
Second: Lieberman
Vote: Aye — 6; Nay — 0
5. Action Items:
— Library Expenditures - Henricks provided an itemized report of FY 20 City
purchase card (P-card) expenditures January 22 through February 20, 2020;
and, the purchase order expenditures February 24 through March 20, 2020
for Board review. Henricks reported that the P-cards are credit cards with
limitations on use for purchases in addition to the purchase order, typically
for online orders. P-cards purchase reports are one month behind as they
are paid when the credit card statement is received.
"Moved to approve library expenditures to include City Purchase
Cards and Purchase Orders from January 22 through March 20, 2020."
Motion: Gorton
Second: Lieberman
Vote: Aye-6; Nay-0
6. Library Board Adjournment — The Board adjourned at 4:45 p.m.
"Motion to adjourn."
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Motion: Lieberman
Second: Poggemiller
Vote: Aye -6; Nay-0
Rosemary Kra(her, Board Secretary
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