Minutes_Library Board of Trustees 8 27 20 Copyrig hted
October 19, 2020
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council proceedings of 10/5, 10/6, 10/7; Civil Service Commission
of 9/30; Library Board of Trustees Council Update #2020 or 9/24;
Zoning Advisory Commission of 10/7; Proof of Publication for City
Council proceedings of 9/21, 9/28, 9/30.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Airport Commission of 7/25 Supporting Documentation
City Council Proceedings of 10/5/20 Supporting Documentation
City Council Proceedings of 10/6/20 Supporting Documentation
City Council Proceedings of 10/7/20 Supporting Documentation
Civil Service Commission Minutes of 9/30/20 Supporting Documentation
Library Board of Trustees Council Update#202 of Supporting Documentation
9/24/20
Library Board of Trustees Minutes of 8/27/20 Supporting Documentation
Long Range Planning Advisory Commission Minutes of Supporting Documentation
9/16/20
Zoning Advisory Commission of 10/7/20 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
9/21/20
Proof of Publication for City Council Proceedings of Supporting Documentation
9/28/20
Proof of Publication for City Council Proceedings of Supporting Documentation
9/30/20
Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes August 27, 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,
August 27, 2020.
Present in Person: President Christy Monk (arrived 4:02 p.m.), Vice President Pam
Mullin, Secretary Rosemary Kramer, Trustee Robert Armstrong, Trustee Victor
Lieberman, Trustee Patty Poggemiller (arrived 4:07 p.m.), Director Susan Henricks
and, Secretary Denette Kellogg.
Present Electronically: Trustee Greg Gorton
1. Vice President Mullin called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda ofAugust Z7, 2020."
Motion: Armstrong
Second.• Kramer
�ote: Aye —5; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, July 23, 2020.
"Moved to approve the Board Minutes of Thursday, July 23, Z020."
Motion: Mullin
Second.• Lieberman
�ote: Aye - 6; Nay- 0
Monk entered the meeting and took over as chairperson.
3. Election of Board Officers: Nominations and Vote — Monk asked for nominations for
the Board President, Board Vice President and Board Secretary for the fiscal year.
"Moved to nominate Christy Monk as President, Pam Mullin as �ice
President, and Rosemary Kramer as Secretary For Library Board of Trustees
Board O�cers."
Motion: Lieberman
Second: Armstrong
I/ote: Aye — 6; Nay— 0
4. Board President's Report:
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A. The Board reviewed the Communication with the Dubuque City Council for July
2020.
"Moved to receive and file the Communication with the Dubuque City
Council from July 20Z0. "
Motion: Kramer
Second.• Mullin
�ote: Aye — 6; Nay— 0
Poggemiller entered the meeting.
B. Library Board Committee Appointments — Monk reviewed the various
committee appointments. The President is a standing member of each
committee. Monk made the following appointments:
1) Relations Committee — Trustees Armstrong and Kramer
2) Operations Committee — Trustees Lieberman and Poggemiller
3) Planning Committee —Trustees Gorton and Mullin
4) 28E Agency —Trustee Rose Kramer
5) Art Subcommittee — Trustee Armstrong
6) Library Foundation — Trustees Mullin and Poggemiller
5. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
1) Library Financial Report Fiscal Year (FY) 2021 - Henricks reported July
started the new fiscal year FY 2021 with 8% of the fiscal year lapsed.
Revenue generated was at 4% of estimates, and expenditures were at
9%. The City has not implemented any additional budget cuts to date.
Henricks reported that the Library Expenditure report for the Board's
review and approval has been provided in a different format.
2) Library Use Statistics — Henricks reported that the 4,936 number of past
due items over 60 days is higher than it has been since the library
started recording this statistic. Just 66.2% of items loaned are not past
due, and this is a record low. The 4,936 overdue items total
$114,466.35. Materials due between April 1 and June 15 when the
building was closed to the public were placed on "hold" and borrowers
were told that they could hang on to the materials until the library
reopened, or place them in the book drops. Late notices were not sent
during this time.
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The notification of past due materials was reinstated when the library
reopened in June. When the library reopened, all media outlets were
covered by the announcement encouraging people to return materials. In
addition to the standard notifications of past due items, library employees
telephoned individual patrons to remind them to return materials. Social
media has also been used in an effort to reach borrowers. Unfortunately,
the notifications have not had the desired outcome. Henricks reported
that increased notifications continue to take place and formal restricted-
certified letters are sent to those with balances over $200.
Henricks reported that circulation of digital materials is 14% above last
year at the same time. Social engagements are up compared to the
same time last year. The number of visits to the library is down 68% and
do not account for curbside pickup visits. Curbside pickups currently
average about 15 each day.
3) Marketing Report — Henricks report that during June, Flipster digital
magazines was promoted. Use was the highest since the introduction of
this service, with an average of nearly 20 downloads every day of the
month. The increase in use was maintained during the month of July with
only a slight decrease. During July, Transparent Languages was
promoted resulting in a 157% increase in use compared to June and the
highest use in 11 months.
September is National Library Card Sign-Up Month. This year the focus
is on targeting patrons who have not checked out materials from the
library in six months. Patrons will be notified by e-mail to "come back" to
the Library and check out materials. These patrons will have their name
placed in a drawing to win one of four donated Hy-Vee gift cards if they
check out an item in the month of September.
Carnegie-Stout has received the State Library of lowa accreditation
through 2023 and this was reported in a Telegraph Herald article.
4) Strategic Planning Update — Henricks reported On Thursday, August 20,
2020 she met with Rob Cullin and Janet Nelson of KBA, the strategic
planning consultants. They discussed the Library's strategic plan, which
has been on hold, and two concerns were identified. One is that
participation via electronic meetings for focus groups will likely be low
and could represent skewed demographics. The second concern is
crafting a strategic plan in the midst of the pandemic cannot take use,
funding, and community needs into consideration as changes are
unpredictable. The Board agreed that the existing Plan of Service would
continue for now and be updated as needed to reflect the Library's
current services such as adding additional online and digital service
goals.
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5) Staffing Report— Henricks reported completing an evaluation of
workload among the departments so that tasks can be reallocated as
needed to ensure maximum productivity during the time of reduction of
public service hours to the public with no budget reductions at this time.
6) Committee Update: Website Redesign - Monk reported that the Website
ad hoc Committee met with Information Technology (IT) Services
Manager Michael Kerth, and Marketing Coordinator Amanda Dolter, to
review options to bring the Library's website in house. Kerth has built
and designed a new website. This website would need to be updated
with branding, setting standards, and adjusting content. The Committee
agreed to recommend to move forward with this plan, with a new website
to possibly launch by January 1, 2021 but no later than March 30, 2021.
A hosting site would be used with a minimal annual cost and represent
significant savings. Henricks reported that the current web hosting
contract runs through March 2021 , but the service can be terminated at
any time with $1,552 penalty to be paid for the last quarter.
B. Comment Cards — Henricks reported no comment cards were received.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditure and Revenue
Financial Report�s, Library Use Statistics, Marketing Report, and the
Website Committee Update. "
Motion: Poggemiller
Second.• Mullin
�ote: Aye — 7; Nay— 0
6. Action Items:
A. Library Expenditures - Henricks provided an itemized report of FY
21, period one purchase order expenditures, and purchase card
(P-cards) expenditures from June 23 through July 19, 2020 for
Board review. P-cards expenditures are paid when the credit
card statement is received about the 22nd of each month. The
Board reported its approval of the new expenditure report
compiled for review.
"Mo ved to appro ve purchase order expenditures for FY ZI period
one; and, purchase card expenditures from June 23 through July 19,
20Z0."
Motion: Poggemiller
Second.• Lieberman
I/ote; Aye — 7; Nay— 0
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B. Website Redesign —The Board reviewed options to bring the Library's
website in house as presented by the ad hoc Website Committee. Henricks
is requesting that the Board consider approving up to an additional five
hours per week, equating to up to an additional $8,810 per year from the
Mutschler Trust, for the Marketing Coordinator to work on this temporary
project. If approved, both IT Services Manager Michael Kerth and
Temporary Marketing Coordinator Amanda Dolter will work together to
complete the draft website created by Kerth. They will complete the website
by adjusting content, setting standards, and introducing one theme/brand
and voice. The site will launch any time between December, 2020 and
March, 2021 before the current web site contract ends in March 2021.
"Moved to bring the website design in house and not renew the
website service contract with Civic Plus that ends in March 2021; and,
to expand the Temporary Marketing Coordinators hours up to 25
hours per week, funded by the Mutschler Trust, through December
ZOZO."
Motion: Poggemiller
Second.� Kramer
�ote: Aye - 7; Nay- 0
7. Library Board Adjournment - The Board adjourned at 5:02 p.m.
"Motion to adjourn."
Motion: Lieberman
Second.� Armstrong
I/ote: Aye — 7; Nay— 0
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Rosemary amer, Board Secretary Date
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