Minutes_Library Board of Trustees 11 19 20 Copyrig hted
February 1, 2021
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 1/11 and 1/19; Community Development
Advisory Commission Minutes of 1/20; Historic Preservation
Commission Minutes of 1/21; Housing Commission Minutes of 12/22;
Library Board of Trustees of 11/19; Long Range Planning Advisory
Commission Minutes of 1/20; Proof of Publication of City Council
Proceedings for 12/17, 12/21, 1/4 and 1/11; Proof of Publication for List
of Claims /Summary of Revenues for Month Ending 12/31.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 1/11/21 Supporting Documentation
City Council Proceedings of 1/19/21 Supporting Documentation
Community DevelopmentAdvisory Commission Supporting Documentation
Minutes of 1/20/21
Historic Preservation Commission Minutes of 1/21/21 Supporting Documentation
Housing Commission Minutes of 12/22/20 Supporting Documentation
Library Board of Trustees Minutes of 11/19/20 Supporting Documentation
Long Range Planning Advisory Commission Minutes of Supporting Documentation
1/20/21
Proof of Publication for City Council Proceedings of Supporting Documentation
12/17/20
Proof of Publication for City Council Proceedings of Supporting Documentation
12/21/20
Proof of Publication for City Council Proceedings of Supporting Documentation
1/4/21
Proof of Publication for City Council Proceedings of Supporting Documentation
1/11/21
Proof of Publication for List of Claims/ Summary of Supporting Documentation
Revenues for Month Ending 12/31/20
I
f
Carnegie-Stout Public Library O/�
Board of Trustees �1'��
Meeting Minutes November 19, 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,
November 19, 2020.
Present in Person: President Christy Monk; Vice President Pam Mullin, Secretary
Rosemary Kramer, Trustee Robert Armstrong, Trustee Victor Lieberman, Patty
Poggemiller, Director Susan Henricks and, Administrative Assistant Denette Kellogg.
Present electronically: Trustee Greg Gorton
1. President Monk called the meeting to order at 4:02 p.m.
"Moved to adopt the meeting agenda of November 19, Z020."
Motion: Poggemiller
Second.• Gorton
�ote: Aye — 7; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, October 22,
2020. The Board agreed on the following revisions as follows: page two, item
4.A.2) paragraph three, line two, change "nineteen decreased" to "nine decreased";
and, page three, item 4.A.4) second sentence change "Petersen's" to "Petersen".
"Moved to approve the Board Minutes of Thursday, October 22, ZOZO
as amended."
Motion: Poggemiller
Second.• Armstrong
I/ote: Aye — 7; Nay— 0
3. Board President's Report:
A. The Board reviewed the Communication with the Dubuque City Council for
October, 2020.
"Moved to receive and�le the Communication with the Dubuque City
Council from October, ZOzO. "
Motion: Poggemiller
Second.• Mullin
I/ote: Aye — 7; Nay— 0
1
�
i
;
;
I
1
i
4. Motion to Receive and File Informational Items: �
�,
A. Library Director's Report Summary and Update: �
I
1) Library Financial Report Fiscal Year (FY) 2021 - Henricks reported that ;
33% of the fiscal year lapsed at the end of October, with expenditures at
29% and revenue generated at 20% of projections. !
Henricks reported that the Library Foundation has agreed to cover the
wrap for the new Library van expected to be delivered in January, 2021. ,
2) Library Use Report — Henricks reported visits to the Library are down
averaging 353 visits per day in October. The people who are visiting the '
library, however, are checking out materials. The low number of visits ,
also represents the absence of people that visited the library to sit and ',
read, take laptops to areas and sit to use them, attend programs or
meetings, and who are no longer doing this.
Henricks reported that YouTube continues to grow (86°/o compared to
October of last year). Strong use is associated with access to '
complement crafting kits that library staff members have created.
Digital materials have also increased in use. Comparing the full months I,
of the pandemic, April — September 2020 to April — September 2019 use ,
of e-book and e-audio increased 56.8%. '
Henricks reported that the percentage of items that are 60 days overdue '
is lower than it has been since March. Work is continuing to reduce the
number of overdue items.
The Giving Tree program provides for tax deductible donations to clear .
the library accounts of children that are not in good standing, so that they
can check aut materials again. Since the Giving Tree program began 34 !
children's accounts have been cleared. The amount is approximately �
$1,600. Contact has begun to families that are eligible for the Giving '
Tree program inviting participation. There are about 850 names and 100
families have been contacted to date.
3) Marketing Report - Henricks reported that Tutor.com was promoted in
October. Use of this homework help database was not as strong as �
hoped for with 91 sessions completed. This use, however, was higher �
than just three months in the past 13. Upcoming digital promotions will
include a video, such as how to use Tutor.com, to help increase usage.
;
Work has begun on a self-guided art tour throughout the library. i
TravelStories is an app, and once downloaded will not require internet '
;
access for use. The app uses geotags making it possible to start or stop ;
2 �
1
I
�
�
�
i
i
the art tour wherever one wishes. It can include graphics as well as '
audio and it is possible to have a link for a donation. The cost is high so I
additional vendors will be identified prior to a discussion of funding {
options. '
�
4) Staffing Update— Henricks reported that Amy Muchmore was promoted ;
to the position of Adult Services Manager. The Library now has five
vacancies: a Librarian position, two part-time positions in Maintenance, a
part-time Library Assistant in Circulation, and a part-time Library Aide
position in Youth Services. The one full-time custodian position in
Maintenance was split into two part-time positions. The City Manager
agreed that if the two part-time positions do not work, the full-time
position can be restored. Mark Rothweiler, who previously worked two
days a week, has been promoted to one of the two part-time 20-hour
positions. Interviews are ongoing for all of the vacant positions.
B. Comment Cards —The Board reported no comments cards were received
during this period. :
"Moved to receive and file the informational update from the
Library Director including the Library Expenditure, Revenue and
Budget Financial Reports, Library Use Report, Marketing Report, and
Staffing Update." '
, Motion: Lieberman
Second,• Armstrong
l/ote: Aye — 7; Nay— 0
5. Action Items:
A. FY 2021 Library Expenditures - Henricks provided an itemized report of
period four expenditures that includes both purchase orders and purchase ',
cards expenditures for review. The Gifts Trusts period four financial report ',
includes both receipts and expenditures for the Board review. '
Ongoing expenditures for the boilers were noted. Henricks reported on the '
boiler issues with much of the problem due to the small fin tubes clogging,
which requires a complete replacement. The cost for each of these to be ;
replaced by Service0ne is $1,475.00, with three replaced so far this FY. '
Monk suggested a Capital Improvement Project (CIP) be requested to �
replace this piping or fin tubes, or fix the problem. She asked for additional �
information to follow up. !
��
�
i
j
i
,
3
1
�
�
{
I
I
"Moved to approve expenditures for FY2.� period four, and the FY j
21 period four Library Gifts Trusts expenditures" �
Motion: Poggemiller j
Second.- Mullin i
I/ote: Aye —7; Nay— 0 '
B. Library Hours — Henricks provided summary information in response to an
inquiry from the City Manager's Office regarding closure due to the COVID-
19 infection rate increases in the community. i
The Board discussed the ros and cons of the libra remainin o en. The I��
p rY 9 p ,
Board reviewed the safety protocols and procedures in place. Board '
members agreed that compliance by library visitors to wear masks and stay '
six feet apart from ane another is critical fo the library's ability to remain ;
open. Henricks reported that most patrons are compliant.
The Board agreed that library employees should have no tolerance for '
visitors who will not remain fully masked during their entire visit and should ',
be asked to leave if not willing to have their nose and mouth fully covered. '
The Board agreed to remain open unless the Governor issues a '
proclamation recommending libraries close. The Director will call a special
Board meeting to revisit the decision if a proclamation is made, or if :
something happens at the local level that requires additional discussion. In '
the meantime, the Director will work on a backup plan to deliver services if '
the library closes, with and without keeping curbside service, including
employee furloughs for the Board's review if this becomes necessary.
"Moved to maintain the current library hours and services, '
including stringent mask and sanitizing practices; and, review open
hours and services immediafely at a special Board meeting if the '
Governor issues a proclamation recommending libraries take further ',
action, or should a local emergency occur reguiring immediate action." ',
Motion; Lieberman
Second.• Armstrong �
�ote: Aye — 7; Nay— 0 ;
Gorton asked about liability for the Library should a patron report they got II
the COVID-19 virus at the Library. Henricks will ask the City Attorney and �
report back. �
;
�
i
i
4 �
I
I
�
�
�
�
6. Library Board Adjournment — The Board adjourned at 5:12 p.m.
"Motion to adjourn."
Motion: Armstrong
Second.• Mullin
�ote: Aye - 7; Nay- 0
� '�1�2'I.CI.!' � ��t,�2��Y1�1 LJ %Z�/7�����::Z.0
Rosemary Kr mer, Board Secretary Date
5