Minutes_Library Board of Trustees 1 28 21 Copyrig hted
March 15, 2021
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUM MARY: City Council Proceedings of 3/1;Arts and Cultural Affairs Commission of
11/24, 1/5 and 1/26; Cable TV Commission of 1/8; Community
Development Advisory Commission of 2/22; Housing Commission of
2/23; Human Rights Commission of 2/8; Library Board of Trustees of
1/28; Library Board of Trustees Council Update #207 of 2/25; Zoning
Advisory Commission of 3/3; Proof of Publication for City Council
Proceedings of 2/1 and 2/15; Proof of Publication for List of Claims and
Summary of Revenues for Month Ending 1/31.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 3/1/21 Supporting Documentation
Arts and Cultural Affairs Commission of 11/24/21 Supporting Documentation
Arts and Cultural Affairs Commission of 1/5/21 Supporting Documentation
Arts and Cultural Affairs Commission of 1/26 Supporting Documentation
Cable TV Commission Minutes of 1/8/21 Supporting Documentation
Community Development Advisory Commission Supporting Documentation
Minutes of 2/22/21
Housing Commission Minutes of 2/23/21 Supporting Documentation
Human Rights Commission Minutes of 2/8/21 Supporting Documentation
Library Board of Trustees Minutes of 1/28/21 Supporting Documentation
Library Board of Trustees Council Update#207 Supporting Documentation
Zoning Advisory Commission Minutes of 3/3/21 Supporting Documentation
Proof of Publication for City Council Proceedings of Supporting Documentation
2/1/21
Proof of Publication for City Council Proceedings of Supporting Documentation
2/15/21
Proof of Publication for List of Claims/ Summary of Supporting Documentation
Revenues for Month Ending 1/31/21
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Carnegie-Stout Public Libra �//V
Board of Trustees
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Meeting Minutes �anuary 28, 2021
The Board of Trustees of the Carnegie-Stout Public Library (GSPL) met by
teleconferencing based in the Lacy Board Room at 4:00 p.m. on Thursday, January
28, 2021.
Present in Person: President Christy Monk, Vice President Pam Mullin, Secretary
Rosemary Kramer, Trustee Robert Armstrong, Trustee Greg Gorton, Director Susan
Henricks, and Administrative Assistant Denette Kellogg.
Present Virtually: Trustee Victor Lieberman
Excused: Trustee Patry Poggemiller
1. President Monk called the meeting to order at 4:01 p.m.
"Moved to adopt the meeting agenda ofJanuary 28, ZOZI."
Motion: Kramer
Second.� Armstrong
�ofe: Aye - 6; Nay- 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, December 17,
2020.
"Moved to approve the Board Minutes of Thursday, December 17,
2020."
Motion: Mullin
Second.� Gorton
I/ote: Aye — 6; Nay— 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for
December, 2020.
"Moved to receive and file the Communication with the Dubuque City
Council from Decernber, 20z0."
Motion: Armstrong
Second.• Mullin
I/ote: Aye — 6; Nay— 0
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4. Motion to Receive and File Informational Items: �
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A. Library Director's Report Summary and Update: �
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1) Library Financial Report Fiscal Year (FY) 2021 - Henricks reported that !
December marked 50% of the fiscal year lapsing. Expenditures were at '
38%. Revenue was at 93% of projections. !
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Henricks reported that the Dubuque Racing Association (DRA) awarded the
Library Foundation a $4,000 grant that will partially pay for a Story Book ;
Walk. A Story Book Walk consists of 16 steel pedestal posts with a framed, i
waterproof, display mounted at an angle. The display holds two pages of a
children's picture book. Each post is installed approximately 30 feet apart. !
The Story Book Walk invites people with children to stop and read the story 'i
along a scenic walk, which has been identified as the greenway along the '
22nd Street Bee Branch. Books will change out thematically and seasonally
to keep the walk interesting and fresh. �
Henricks is working on gathering more information for the Library '
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Foundation for possible funding of a self-guided art tour of the library s
artworks.
2) Library Use Report — Henricks reported that December library use was very
close to that of previous months since the library reopened in mid-June. In- '
library use is down, online use is up. The decrease experienced by C-SPL ',
isn't as great as its peer libraries. Henricks provided a summary of the lowa
Urban Public Library Association's (IUPLA) Statistical Comparison FY 2020
for Board review. The decrease in checkouts among its peer libraries in FY '
2020 compared to FY 2019 range from a mild 4.17% (Cedar Rapids) to a '
dramatic 40.9% (Waterloo) drop. (C-SPL experienced a 17% decrease). '
Nine other large libraries in lowa realized a decrease in the number of visits ,
to their facilities which ranged from an 18.1% to a 49.2% drop. Dubuque's
visits did not decrease as much as six other libraries coming in with a 24.8%
decrease. Seven other larger cities have experienced more significant
decreases than Dubuque.
The report also shows that C-SPL is well funded, with good staffing levels,
strong use, and is clearly patron-driven. Resources are dedicated to giving
people what they want. Carnegie-Stout is always in first or second place
with materials owned per capita and is the leader in the percentage of the
overall budget expended on materials. Materials owned per capita is going
to be influenced by how often and what number of materials are weeded ;
from the collection and C-SPL does this continuously to keep the collection I
fresh and up-to-date. ;
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3) Marketing Report— Henricks provided a return on investment chart, which i
she considers a strong estimate, of the library's digital collection promoted in
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the past two years. Of the 15 resources evaluated 12 of them realized �
significant reductions in the cost per hit, ranging from 16°/o to 90%. The ;
mean average of reductions in cost per use was over 47%. Key to success j
is after the promotion and increase in use, is whether the database use is
maintained at a higher level than prior to its promotion as reported. j
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The Board reviewed the summary of news appearing in the Telegraph �
Herald newspaper for the last quarter. �
The Bike Library has new brakes and plans are being made to bring this
successful marketing tool and service point to the community again this
calendar year.
4) Staffing Update — Henricks reported that the City has reviewed frozen
positions. The Teen Library Aide position in Youth Services that will spend ',,
a great deal of time on outreach and programming could be unfrozen if the
library could make a compelling case for this position. Typical outreach !
activities are not taking place now and programs have been reduced. This �
position will be reviewed again closer to summer when the environment
would support hiring for this position.
Henricks reported her announcement of retirement earlier in the month at a '
Relations Committee meeting.
5) Website Update —The new library website is scheduled to debut on March '
1, 2021. The Library's meeting room reservations and program event
calendar product, Evanced is discontinuing its product. Two other products
have been reviewed and the plan is to transition to one of them in time for
the library's website to go live. The goal is to keep the cost around the same ;
as allocated for Evanced and have improved features.
6) Giving Tree Report— Susan provided an update on the Giving Tree ,
program, which matches donors with the accounts of children that are
frozen due to lost materials. During 2019-2020 the accounts df 34 youth
were forgiven through the Giving Tree program, totaling $1,576.99. ;
Identification of new participants took place, beginning with a list of 818 ';
accounts totaling $37,256.25. The parents of 288 children, who represent '
outstanding balances of $12,349.43, were contacted. Of these 36 said yes
to the Giving Tree program, and this total is $1,615.08.
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B. Comment Cards —The Board reported that three comment cards about great !
customer service at the Library were received during this period. '�
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"Moved to receive and file the informational update from the i
Library Director including the Library Expenditure, Revenue and Budget '
Financial Reports, Library Use Report, Marketing Report, and Staffing �
Update." ;
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Motion: Kramer i
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Second.• Armstrong j
I/ote: Aye — 6; Nay— 0
5. Action Items: �
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A. FY 2021 Library Expenditures - Henricks provided an itemized report of ,
December 2020, period six expenditures, that indudes both purchase orders ;
and purchase cards expenditures for review. The Gifts Trusts period six financial j
report includes both receipts and expenditures for the Board review. 'i
"Mo ved to appro ve expenditures for FY 21 period six and the FY 21 '
period six Library Gifts Trusts expenditures."
Motion: Mullin
Second.• Kramer '
I/ote: Aye — 6; Nay— 0 ',
B. Library Director Position Description — Monk reported that the Relations , '
Committee met on January 13, 2021 and Library Director Susan Henricks ,
announced her retirement. The Committee reviewed the library director '
position description. Revisions were made to the position description and the
Committee is recommending approval of the description by the Board.
"Mo ved to appro ve the Library Director s position description." ',
Motion: Mullin '
Second.• Go�ton
l/ote: Aye — 6; Nay— 0
Monk reported on the detailed hiring process for a search for a new Library ;
Director. Advertising is expected to begin on January 31 and run until February '
14. The plan is for the interviewing process to take place starting in late
February with final interviews ending by March 25, 2021 with final approval by
the Library Board at its March meeting. Library staff and the public will have an
opportunity for input as the interview process moves forward. i
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Monk designated a subcommittee of the board as the Library Director Hiring �;
Committee to interview candidates and make a recommendation on the finalists. ';
Assigned to the subcommittee are three Board of Trustee members: Pam Mullin, ;
Patty Poggemiller, and Greg Gorton; and, Paula Connors, who has served as a ;
past member of the Board of Trustees and the Library Foundation, along with ;
Administrative Assistant Denette Kellogg. Susan Henricks will work as the liaison '
to Human Resources and serve in an ex-officio manner. Henricks has agreed to ;
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stay on, if needed, to work with her successor and introduce this person to the j
many aspects of the role as Library Director. �
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6. Library Board Adjournment —The Board adjourned at 5:22 p.m. ;
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"Motion to adjourn." ;
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Motion: Kramer
Second.� Mullin
I/ote: Aye— 6; Nay— 0
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Rosemary K mer, Board Secretary ate �'�,
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