Minutes_Library Board of Trustees 9 24 20 Copyrig hted
December 7, 2020
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUM MARY: Arts and Cultural Affairs Commission of 10/27 and Master Plan Task
Force and Group of 10/27; City Council Proceedings of 11/16 and
11/23; Library Board of Trustees of 9/24, 10/22, and 11/19; Community
Development Advisory Commission of 11/18; Proof of Publication for
City Council Proceeding of 10/19 and 11/2; Proof of Publication for
2020 Financial Report Fiscal Year Ended 6/30; Proof of Publication for
List of Claims and Summary of Revenues for Month Ending 10/30;
Zoning Board of Adjustments of 11/19.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Arts and Cultural Affairs Commission Minutes of Supporting Documentation
10/27/20
Arts and Cultural Affairs Master Plan Task Force and Supporting Documentation
Group Minutes of 10/27/20
City Council Proceedings of 11/16/20 Supporting Documentation
City Council Proceedings of 11/23/20 Supporting Documentation
Community Development Advisory Commission Supporting Documentation
Minutes of 11/18/20
Library Board of Trustees Minutes of 9/24/20 Supporting Documentation
Library Board of Trustees Minutes of 10/22/20 Supporting Documentation
Library Board of Trustees Minutes of 11/19/20 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
10/19/20
Proof of Publication for City Council Proceedings of Supporting Documentation
11/2/20
Proof of Publication for Fiscal Year 2020 Financial Supporting Documentation
Report
Proof of Publication for List of Claims/ Summary of Supporting Documentation
Revenues for Month Ending 10/30/20
Zoning Board of Adjustment Minutes of 11/19/2020 Supporting Documentation
��fCarnegie-Stout Public Library ���,Q /
Board of Trustees ` ' <
Meeting Minutes September 24, 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,
September 24, 2020.
Present in Person: President Christy Monk, Vice President Pam Mullin, Secretary
Rosemary Kramer, Trustee Robert Armstrong, Trustee Victor Lieberman, Trustee
Patty Poggemiller (entered 4:04 p.m.), Director Susan Henricks and, Administrative
Assistant Denette Kellogg.
Excused: Trustee Greg Gorton
1. President Monk called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda of September 24, 2020."
Motion: Mullin
Second.• Lieberman
�ote: Aye —5; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, August 27,
2020.
"Moved to approve the Board Minutes of Thursday, August 27, 2020."
Motion: Lieberman
Second.• Mullin
�ote: Aye —5; Nay— 0
3. Board President's Report:
A. The Board reviewed the Communication with the Dubuque City Council for
August, 2020.
"Moved to receive and file the Communication with the Dubuque City
Council from July ZOZO. "
Motion: Kramer
Second: Armstrong
I/ote: Aye — 5; Nay— 0
1
�
�
� � � � ��
�,4. ., Mgti;or� to�Receive and File Informational Items: I
..-} ;
A. Library Director's Report Summary and Update: �
�
Poggemiller arrived at 4:04 p.m. !
�-_ _ .,- __ ,__ _ _ �
1) Library Financial Report Fiscal Year (FY) 2021 - Henricks reported the !
end of August marked the passing of 16% of FY 2021. Expenditures
were at 16% and revenue collected was at 10% of projections. Revenue '
is low as the largest funding is received from the State of lowa for the
Open Access and Interlibrary Loan programs and these funds will not ;
arrive until next calendar year. '
The expenditure sheet shows fihat Technical Services is at 131% of its ,
budget for the year. This is due to a line item error. All personnel costs in '
Technical Services were moved to the Adult Services budget because ',
this Activity reports to Adult Services. Moving all employee lines was not
successful and some wages are coming from the Technical Services
budget, which is not funded for salaries. We will need to identify the '
employee in the Technical Services budget and request a correction ,
from the City Finance Department. '
Henricks reported that the Giving Tree Program that asks others to '
donate toward forgiving library account charges for children has been a ''
success. This program raised enough funds to clear all eligible children's
accounts to date with balances and will continue as accounts are '
reviewed and identified for the program. (A child is eligible when a parent
requests to join the Giving Tree).
2) Library Use Report — Henricks reported use of the library is down in all
measurable areas except digital materials. Visits inside the library have
increased compared to the previous months. The number of curbside '
deliveries has decreased, although we do not know if this is related to '
the increase in foot traffic in the building. August curbside pickups ,
numbered 367 and July was 484 (24% decrease). Morning curbside
pickups is the most popular time.
The number of long overdue items decreased in September by just over
1%. ;
�
i
I
2
�1
I
3) Marketing Report— Henricks reported that the Morningstar Investment
Center database was promoted during the month of August with �
increased use of 135% averaging nearly 12 hits every day of the month.
4) Strategic Planning Update — Henricks reviewed the Plan of Service for i
2019. There were 79 objectives in support of the strategic plan for
calendar year 2019 and of these, 76% either met or exceeded the goals. �
Of the 24% not met, they are actively being worked on; for example, the �
Story Book Walk, a new website, and a solution for staffing in the Teen ;
Zone.
;
Henricks reviewed the Plan of Service draft to cover FY 2021 and the '�,
Planning Committee met on September 16 with a recommendation for
the plan for Board review under Action Items. ''
;
5) Staffing Update — Henricks reported that a recommendation for hire has �
been made for the Library Information Technology User Support ;
Specialist. Advertising to fill the Adult Services Manager position ends
on September 27, 2020 and interviews will start soon after. A member of
the Relations Committee will participate in the interview process. Also, a
half-time Circulation Library Assistant has been approved for
recruitment.
Frozen positions are currently a full-time Library Aide in Youth Services
and the new full-time position approved last FY to work with teens. '
6) Library Hours Summary: Background Information — Henricks reported '
that updates from the City Manager and the City Finance Director ',
express confidence that we will not experience a further budget i
reduction outside of frozen line items already in place, such as '
continuing education, conference and travel, and some positions. ''
The Planning Committee met on September 16 to discuss expansion of I
hours to better match the funding level for FY 2021. Challenges
associated with returning to 61 hours include a full-time position shortage I
in Youth Services and maintenance of curbside service, which requires �
one part-time employee; therefore, 54 open hours is recommended. '
B. Comment Cards —The Board reviewed one comment card thanking the
Library for its helpful and friendly service.
"Moved to receive and file the informational update from the i
Library Director including the Library Expenditure and Revenue �
Financial Reports, Library Use Repoit, Marketing Report, Strategic ';
Planning Update, Staffing Update, Library Hours Background i
Information Summary, and Comment Card." �
�
�
i
3
�j
1
Motion: Armstrong �
Second.� Kramer �
I/ote: Aye —6; Nay— 0 �
5. Action Items:
_ _.___ _ __. _ . _ . _ ___ _ _ ;
A. FY 2021 Library Expenditures - Henricks provided an itemized �
report of two purchase order expenditures, and purchase card i
(P-cards) expenditures, from July 21 through August 20, 2020 �
for Board review. P-cards expenditures are paid when the credit '
card statement is received about the 22"d of each month.
Henricks noted the separate report of the Gift Trusts financial
report that includes both receipts and expenditures for the Board '
review.
"Moved to approve purchase order expenditures for FY21 period
two; the purchase card expenditures from July 21 through August 20, '�
2020; and, the FY 21 period two Library Giffs Trusts financial report," I
Motion: Mullin III!
Second.- Armstrong '
�ote: Aye —6; Nay— 0 ',
B. Equipment Loan Policy — Henricks reported the Planning Committee met to '
review the policy. Monk reported that the Committee is recommending
approval of one title revision changing Circulation Supervisor to Circulation
Manager in the fourth paragraph of the policy. Accompanying the policy is
the reformatted Equipment List and Iowa Code, section 714.5 which refers
to Library materials and equipment.
"Moved to adopt the revision to the Equipment Loan Policy
changing the title of the Circulation Super�isor to Circulation Manager ;
in the fourth paragraph of the policy." �,
Motion: Poggemiller �I
Second,- Kramer �
i
l/ote; Aye — 6; Nay—0
;
C. Plan of Service for FY 2021 — Henricks provided a draft of the plan of service �
with new objectives identified in support of the goals taking into ;
consideration the current service options. Poggemiller requested that an �i
objective be added to reach and support families with homework help now ;
that many students are doing their class work from home.
"Moved to approve the FY2021 Plan ofSen�ice."
i
4 �
,
�
Motion: Poggemiller �
I
Second.• Mullin ;
l/ote: Aye — 6; Nay— 0 j
�
D. Library Hours — Monk reported that the Planning Committee met on ;
September 16 to discuss the proposal of expansion of hours to better match '
the funding level for FY 2021 along with the staffing challenges with a full- �
time position frozen in Youth Services and the ability to offer curbside with �,
expanded hours. The library has been operating at 43 hours since mid-June. j
The Committee reviewed two plans, one resuming the 61 open service hours ;
and the second, with 54 open service hours. The Committee recommended ,
54 service hours a week with maintenance of curbside service. '�
"Moved to approve the fol%wing Library open services hours I
effective October 5, 2020: Monday- Thursday 10:00 a.m. — 7.•00 ',
p,m,; Friday—Saturday 10:00 —5.�00, and Sunday 1:00 —5.•00. ',
Curbside ser�ice hours set at Monday—Friday, 10:00 —2:00, and !
Saturday and Sunday, noon —2:00 p.m." ,
Motion: Lieberman
Second.• Mullin
I/ote: Aye — 6; Nay— 0
6. Library Board Adjournment —The Board adjourned at 4:45 p.m. '
"Motion to adjourn." I
Motion: Lieberman '�
Second.• Kramer ''
I/ote: Aye — 6; Nay— 0 ',
�
� i��i�-��..d -
Rosemary Kr mer, Board Secretary Date
I
I
5