Minutes_Library Board of Trustees 6 25 20 Copyrighted
September 8, 2020
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 8/10, 8/11, 8/12, 8/17; Community
Development Advisory Commission of 8/19; Human Rights Commission
of 7/13; Library Board of Trustees of 6/25, 7/23, and Council Update
#201 of 8/27; Proof of Publication for City Council Proceedings of 7/27,
7/28, 8/3, 8/6, 8/10, 8/11, 8/12, and 8/17; Proof of Publication for List of
Claims and Summary of Revenues for Month Ending 7/31.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 8/10/20 Supporting Documentation
City Council Proceedings of 8/11/20 Supporting Documentation
City Council Proceedings of 8/12/20 Supporting Documentation
City Council Proceedings of 8/17/20 Supporting Documentation
Community Development Advisory Commission Minutes Supporting Documentation
of 8/19/20
Human Rights Commission Minutes of 7/13/20 Supporting Documentation
Library Board of Trustees Minutes of 6/25/20 Supporting Documentation
Libary Board of Trustees Minutes of 7/23/20 Supporting Documentation
Library Board of Trustees Update No. 201 of 8/27/20 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
7/27/20
Proof of Publication for City Council Proceedings of 7 Supporting Documentation
28 20
Proof of Publication for City Council Proceedings of 8 Supporting Documentation
3 20
Proof of Publication for City Council Proceedings of 8 Supporting Documentation
6 20
Proof of Publication for City Council Proceedings of 8 Supporting Documentation
10 20
Proof of Publication for City Council Proceedings of 8 Supporting Documentation
11 20
Proof of Publication for City Council Proceedings of 8 Supporting Documentation
12 20
Proof of Publication for City Council Proceedings of 8 Supporting Documentation
17 20
Proof of Publication for List of Claims/Summary of Supporting Documentation
Revenues for ME 7/31/20
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Carnegie-�tout Public Library �
Boa rd of Trustees
Meeting Minutes ,une 25, 2020 _'
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, June 25,
2020.
Present in Person: President, Christy Monk; Vice President Pam Mullin; Secretary I
Rosemary Kramer; Director, Susan Henricks; and Secretary, Denette Kellogg.
Present Electronically: Trustee, Robert Armstrong; Trustee Victor Lieberman; and,
Trustee Patty Poggemiller
Excused: Trustee, Greg Gorton
1. President Monk called the meeting to order at 4:01 p.m. '
"Mo ved to adopt the meeting agenda of June 25, 2020."
Motion: Kramer '
Second.- Lieberman
I/ote: Aye — 6; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, May 28, 2020.
"Moved to approve the Board Minutes of Thursday, May 28, 2020."
Motion: Mullin
Second.� Armstrong
I/ote; Aye — 6; Nay— 0
3. Board President's Report:
The Board reviewed the Communication with the Dubuque City Council for :
May 2020.
"Moved to receive and file the Communication with the Dubuque City
Council from May 2020."
Motion: Lieberman
Second: Mullin
I/ote: Aye— 6; Nay— 0
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4. Motion to Receive and File Inforr�ation�l Iter�s:
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A. Library Director's Report Summary and Update:
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1) Library Financial Report Fiscal Year (FY) 20 - Henricks reported May ,
marked 92% of the fiscal year lapsing. Expenditures were at 87% �'
and revenue exceeded projections at nearly 112%. �
2) Library Use — Henricks reported that curbside service has been I'
popular with approximately 500 items waiting for pick up at any
given time. 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 932 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. Of interest, and not mentioned
last month, is that 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:
Consumer Reports 60%
Chilton Car Repair 50%
Morning Star 9% '
E-books, E-audio 46% '
Heritage Quest 49% '
Transparent Languages 155% �
3) Heating, Ventilation, Air Conditioning (HVAC) Bids — Henricks
provided background information on the HVAC system bid process '
for a three year contract. The request for bids includes preventative
maintenance as well as the repair and replacement of failing or
failed parts on the HVAC system. The contract also provides for
emergency service 365 days a year at no additional cost.
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The 44 page bid document was reviewed and approved by City Staff :
and the City Attorney. On June 15, 2020 the bids were opened and '
a comparison chart of listed requirements was made to review bid
submissions for City Legal review. The Operations Committee met
to review the bids.
4) Reopening Plan — Next Phase — Henricks reported that the -
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Governor has lifted the building capacity restrictions with the
recommendation that people in public places maintain social '
distancing.
Henricks is asking for consideration by the Board to open some '
seating for people to check out lap top computers, read a magazine,
or newspaper. The seating would keep the six-foot distance by
either physically removing light-weight furniture, removing seat
cushions, or using tape with "do not sit" signs on the furniture.
Additionally, frequent cleaning of these areas along with use of an
ultraviolet sanitizing wand will help keep these areas sanitized.
Curbside service was discussed and it was agreed that this service
should continue to be offered with future review should the Library
realize a budget cut. Henricks reported that if the library realizes a
30% budget cut, curbside service would be difficult to maintain.
5) Budget Reduction Hours — Henricks reported on the Board's
approval of the overall plan for three scenarios of budget cuts at its
May 21 meeting. Specific line item details were identified with each
supervisor. The line items were reviewed at an ad-hoc committee
meeting on June 22 and the committee agreed with this plan.
The ad-hoc committee also reviewed the library's hours listed in the
budget cut scenarios as supervisors asked for the hours to be
. revised and Henricks agreed. The recommendation from the
committee is under action items.
6) Face Masks in the Library — Henricks reported that patrons have
been very good regarding the social distancing guidelines. Similar to
other public places, many patrons wear masks in the library and
some choose not to do this. Recently, a patron wearing a mask and
using a computer had a person sitting near him at a computer, turn
and cough in his direction. �le was very upset and is in a vulnerable
population group, so reported this incident to her. Another patron
expressed her opinion that masks be required. The City Attorney
reported the Library Board has the authority to make a decision in ,
regard to mask requirements. Henricks recommended that masks
be required when visitors spend time in the building until social
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distancing recommendations are lifted. This would include computer
use (not for children), Maker Space, and public seating as
designated.
B. Comment Cards — The Board reviewed four comment cards received and '
concurred with responses provided.
"Moved to receive and file the informationa/update from the '
Library Director including the Library Expenditure and Revenue
Financia/Reports, Library Use Statistics, Heating, I/entilation, Air '
Conditioning(HI/AC) Bids Background, Reopening Plan Background
Information, Budget Reduction Hours Background Information, Face
Masks in the Library Background Information, and Comment Cards." :
Motion: Kramer
Second.• Mullin
I/ote: Aye — 6; Nay— 0 ',
5. Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY 20 City
purchase order expenditures from May 27, 2020 through June 17, 2020 for
Board review. P-cards expenditures are paid when the credit card statement
is received each month.
"Mo ved to appro ve library expenditures to include Purchase
Orders from May 27 through June 17, 2020."
Motion: Lieberman
Second.• Poggemiller
I/ote: Aye — 6; Nay— 0
B. HVAC Contract Award — Monk reported on the bid opening on June 15, 2020.
The Library received five bids with Northwest Mechanical bid document the
lowest, followed by Total Maintenance, Inc. and then Giese Sheet Metal. A
comparison chart was prepared that listed the requirements of bidders,
which was then sent to the City Legal Department for review. Exceptions by
Northwest Mechanical that were contrary to the bid document were noted.
The City Attorney reported that due to these exceptions not included in the
bid, Northwest Mechanical's bid could be rejected by the Library Board. The '
Operations Committee recommended that Total Maintenance, Inc. be ,
awarded the bid.
"Moved to award the HI/AC bid for fiscal years 2021, 2022 and '
2023 to Total Maintenance, Inc, as set forth in their bid document."
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Motion: Lieberman
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Second: Poggemiller ;
I/ote: Aye — 4;Armstrong, Kramer, Lieberman,
PoggemiUer
Nay—2; Monk, Mullin
C. Reopening Plan — Next Phase —The Board reviewed the possibility of
opening the Library up for patrons to sit and read, and use laptops for a
short period of time when the Library is open. Consideration of specific areas
were discussed including one seating area on the first floor and one on the
second floor. The Board agreed:
1) They would need to closely monitor open seating and respond '
appropriately if restrictions are reinstated by the Governor, or lifted.
2) Seating would be limited and arranged to meet the six foot social '
distancing guidelines.
3) Lift the requirement for advance computer reservations.
4) Lift the need for a staff inember at the main entrance.
5) Scheduling of more frequent cleaning and sanitizing is required.
"Moved to ap,�rove mo�ing into the next phase of the
reopening plan to include limited six-foot social distance seating for
patrons, lift the requirement for advance computer reservations, lift
the requirement for a staff inember to be at the main entrance, and
scheduling of more frequent c%aning and sanitizing of the seating
areas"
Motion. Mullin
Second.• Kramer
I/ote: Aye — 6; Nay— 0
Henricks reported that she will coordinate with staff to implement this next .
phase of the plan.
D. Budget Reduction Hours — Henricks reported that for now the Library can
maintain both curbside and in house hours for the public with morning
curbside currently more popular with patrons. The Operations Committee
reviewed the need for revised hours at the 30% budget reduction cut. The
new hours would provide for morning story times, daytime hours, evening
hours and weekend hours. Henricks reported the complication of scheduling
staff to cover hours on weekends should a 20% or 30% worst case scenario
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budget cut occur. The Board will need to review hours should either scenario �
occur. The Board discussed offering hours on a Saturday versus a Sunday.
The Operations Committee reviewed its recommendation of hours to the -
Board should a 30% budget reduction take place.
"Moved to approve a 30% budget cut scenario for library hours
as Monday and Tuesday 9:00 a,m, to 5:00 p,m.; Wednesday and
Thursday 1:00 p,m, to 7.•00 p,m, and Sunday 1:00 p,m, to 5:00 p,m.;
and, cur,bside Monday through Thursday 11:DO a,m, to 1:00 p,m."
Motion: Kramer
Second.- Mullin - --_____ __ _
I/ote: Aye — 6; Nay— 0
E. Face Mask Requirements for Certain Activities —The Board reviewed the
requirement for the wearing of face masks by visitors for certain activities in
the Library. It was agreed that patrons must wear masks if using the Adult
and Teen computers, the Maker Space, and in two of the three small seating
areas to open. Library staff will offer free masks while supplies last.
Henricks suggested the coffee bar area as the mask free area as this is
where patrons eat. There will be two seating areas — one on first floor, one
on second floor where the wearing of masks is required. The Board agreed
that at this time, it would not require that all patrons wear a mask when
browsing and checking out materials, but will continue to encourage visitors
to wear a mask.
"Moved to recommend patrons to wear a face mask when
using Adult and Teen computers or use the Maker Space, and
designate seating areas in the Library that require face masks; areas
to be determined by the Library Director."
Motion: Lieberman
Second: Mullin
I/ote; Aye — 6; Nay— 0
6. Communications/Public Comment —Trustee Armstrong was appointed to a term on ,
the Library Board of Trustees that expires on July 1, 2024. Monk conducted the
swearing in of Trustee Armstrong. Trustee Monk was appointed to a term on the
Library Board of Trustees that expires July 1, 2024. Kramer conducted the
swearing in of Trustee President Monk.
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7. Library Board Adjournment —The Board adjourned at 5:21 p.m. ;
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"Motion to adjourn." ''
Motion: Kramer
Second.• Mullin
I/ote: Aye — 6; Nay— 0
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Rosemary K mer, Board Secretary Date ,
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