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Minutes_Library Board of Trustees 5 28 20 Copyrig hted J uly 6, 2020 City of Dubuque Consent Items # 1. City Council Meeting ITEM TITLE: Minutes and Reports Submitted SUM MARY: Arts and Cultural Affairs Advisory Commission and Work Groups of 4/28, 5/28, 6/9; City Council Proceedings of 6/15, 6/22, 6/29; Community Development Advisory Commission of 6/17; Housing Commission of 5/26; Historic Preservation Commission of 6/18; Library Board of Trustees Council Update No. 198 of 5/28 and No. 199 of 6/25. SUGGESTED Suggested Disposition: Receive and File DISPOSITION: ATTACHMENTS: Description Type Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation and Work Group of 4/28/20 Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation and Working Group of 5/28/20 Arts and Cultural Affairs Advisory Commission of Supporting Documentation 6/9/20 City Council Proceedings of 6/15/20 Supporting Documentation City Council Proceedings of 6/22/20 Supporting Documentation City Council Proceedings of 6/29/20 Supporting Documentation Community Development Advisory Commission Supporting Documentation Minutes of 6/17/20 Historic Preservation Commission Minutes of 6/18/20 Supporting Documentation Housing Commission Mlnutes of 5/26/20 Supporting Documentation Library Board of Trustees Council Update No. 198 of Supporting Documentation 5/28/20 Library Board of Trustees Council Update No. 199 of Supporting Documentation 6/25/20 Proof of Publication for City Council Proceedings of Supporting Documentation 6/1/20 Carnegie-Stout Public Libra�y Lib�ary Board of Ti^ustees Update Frorn the Meeting May 28, 2020 Present: Christy Monk, President; Pam Mullin, Vice-President; Rosemary Kramer, Secretary, and Trustees, Robert Armstrong, Greg Gorton, Victor Lieberman, and Patty Poggemiller. • The Board approved library expenditures. • April marks 83% of the fiscal year lapsing. Expenditures were at 80% and revenue has exceeded projections at 106%. • Curbside service resumed on Monday, May 18. During the first three days 720 items were checked out, 913 were awaiting pick up, and the number of people picking up materials numbered 346. • The plan for reopening to the public was discussed and the following provisions for service were made: o UV equipment purchased and will be located in Circulation, Maintenance, Internet Kiosk, Youth Services, and the Kiosk on �rst floor o Computer use—manage by reservation only. One hour use, time extension available only if there is not a reservation. Applies to Adult, Children, and Teen computers ■ Open every other one, stagger on opposite side ■ Cleaning public computers-UV equipment— staff will clean o Self-Check machines—UV equipment will be used by staff to disinfect equipment ■ Self-check at Circulation Desk closed due to queues for check out. • Hours, days of operation o Most likely budget-driven • Floor markings— six-foot increments where queues form. • Restrooms—will require frequent cleanings so access will be limited to two restrooms on first floor, and two on the second floor. • No in-library programs offered. Continue with virtual programming. • Managing people entering the library o Based on building capacity for two areas. Children's department and all else. Main entrance only. Staff inember must count entrances/exits and manage entry. o Third floor closed. Used for quarantine of materials o Only browsing and checkout allowed—other than limited computer access,people will not be sitting in the library. Chairs will be removed, or cordoned off. • All staff inembers will wear masks, staff handling materials will wear gloves as well. • Each city department must create three scenarios for potential budget cuts: 10%, 20%, and 30%. If revenue shortfalls require it, the amount will be determined at the beginning of each quarter. The percent reduction for the library is $370,000; $740,000, and $1,100,000 and the Board reviewed and approved the following: Budget Amount Balance $3,606,569 Budget—July 1, 2019 $2,450,415 Less salaries $1,156,154 $ 323,403 Less fixed expenses such as $ $32,751 utilities,internet,IT infrastructure,maintenance contracts,insurance $ 72,389 Less April cuts $ 760,362 $ 67,727 Less cut for IT position $ 692,635 $ 557,203 Less materials/processing $ 135,432* *o�ce supplies,janitorial, ads,promotion, catering, library programs,printing and binding, and equipment replacement.Also includes about$19,000 in "temporary help,"which is to support the AmeriCorps volunteers, a contractual program.All AmeriCorps funds have the potential to be spent, often there is a balance at the end of the year. If the Library completely eliminated all materials in the budget and all flexible items in the budget, it still not reach the required 20% cut. No options remain other than a reduction in workforce and a corresponding decrease in hours. Estimates for a 10% cut represent about an 11-hour reduction; 20% about 18-hours, and 30% about 27.5-hours. Library Board o f Trustees ,�� :; ' s ){; �. �r'=d-,(,'��ll-�r� c ��--�. Christy Monk, Board President Susan Henricks, Director Pam Mullin, Vice-President Rosemary Kramer, Board Secretary Robert Armstrong Greg Gorton Victor Lieberman Patty Poggemiller Carnegie-Stout Public Libra�y Library Board of Ti^ustees Update Frorn the Meeting June 25, 2020 Present: Christy Monk, President; Pam Mullin, Vice-President; Rosemary Kramer, Secretary, and Trustees, Robert Armstrong, Victor Lieberman, and Patty Poggemiller. Excused: Greg Gorton • The Board approved library expenditures. • May marked 92% of the fiscal year lapsing. Expenditures were at 87% and revenue has exceeded projections at nearly 112%. • The library opened on June 15 for browsing, checking out, and limited computer use. During this first week, Monday—Thursday visits numbered 932. The library did not come close to the recommended 50% capacity. To put the four-day 932 number in perspective, one typical summer day in June would see a count of at least 1,100 people. • Social media maintained its increase in engagements as staff continued to present creative content. The library continued to provide wireless internet access. Seeing people outside the library using their internet-connected devices was a common occurrence. During the month of May 2,325 sessions were held. • A review of remote use of digital materials in May reveals strong access. Ancestry.com offered remote access that ended May 31. Access to this resource showed a 46% increase compared to the last full month of operation (February, 2020) when it was only available for in-library use. Other increases comparing February when resources were available in-library as well as remotely, and May, when resources were only available remotely: o Consumer Reports 60% o Chilton Car Repair 50% o Heritage Quest 2,950% o Morning Star 9% o E-books, E-audio 46% o Transparent Languages 155% • The plan far reopening to the public was discussed and the following additional provisions for service were made: o Wearing a mask is encouraged, but not required for general entry in the library; however, if patrons expect to spend time in the library, for example, using a computer, or in a designated reading area a mask will be required. • Discussion was held regarding a potential budget reduction. A reduction may take place prior to the next Board meeting, so the worst-case scenario of a 30% cut was discussed. The Board the voted on hours that would be associated with this level of reduction. The hours allow for mornings for storytimes in the future, evenings to accommodate people working, and one weekend day. The approved hours: o Sunday—Thursday(closed Friday and Saturday) Also, curbside service will continue to be offered Monday-Thursday from 11:00— 1:00. ■ Sunday— 1:00— 5:00 ■ Monday and Tuesday—9:00— 5:00 ■ Wednesday and Thursday 1:00—7:00 • The Board awarded a three-year maintenance contract for the HVAC system to Total Maintenance, Inc. LibVary BoaNd of Trustees '�� . _��, � '�-�'�1:�� t°�r Christy Monk, Board President Susan Henricks, Director Pam Mullin, Vice-President Rosemary Kramer, Board Secretary Robert Armstrong Greg Gorton Victar Lieberman Patty Poggemiller