Minutes_Library Board of Trustees 5.27.21Copyrighted
August 16, 2021
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council Proceedings of 8/2 and 8/9; Civil Service Commission of
7/15; Five Flags Civic Center Commission of 7/26; Library Board of
Trustees of 5/27 and 6/24; Library Board of Trustees Update of 7/22;
Zoning Board of Adjustment of 7/22; Proof of Publication for City
Council Proceedings of 7/19; Proof of Publication for List of Claims and
Summary of Revenues for month ended 6/30.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
City Council Proceedings of 8/2/21 Supporting Documentation
City Council Proceedings of 8/9/21
Civil Service Commission Minutes of 7/15/21
Five Flags Civic Center Commission Minutes of
7/26/21
Library Board of Trustees Minutes of 5/27/21
Library Board of Trustees Minutes of 6/24/21
Library Board of Trustees update of 7/22/21
Zoning Board of Adjustment Minutes of 7/22/21
Proof of Publication for City Council Proceedings of
7/ 19/21
Proof of Publication for List of Claims / Summary of
Revenues for Month Ended 6/30/21
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
OR
Libra Carnegie -Stout Public
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Board of Trustees
Meeting Minutes May 27, 2021
The Board of Trustees of the Carnegie -Stout Public Library (C-SPL) met by
teleconferencing based in the Lacy Board Room at 4:03 p.m. on Thursday, May 27,
2021.
Present in Person: President Christy Monk, Vice President Pam Mullin, Secretary
Rosemary Kramer, Trustee Robert Armstrong, Trustee Greg Gorton, Trustee Patty
Poggemiller, Director Nick Rossman, Susan Henricks, and Administrative Assistant
Denette Kellogg.
Present Electronically: Trustee Victor Lieberman
1. President Monk called the meeting to order at 4:03 p.m.
"Moved to adopt the meeting agenda of May 27, 2021. "
Motion: Mullin
Second: Armstrong
Vote: Aye — 7; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of April 22, 2021.
"Moved to approve the Board Minutes of April 22, 2021. "
Motion: Poggemiller
Second: Mullin
Vote: Aye —7; Nay — 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for April,
2021
"Moved to receive and file the Communication with the Dubuque City
Council from April, 2021. "
Motion: Gorton
Second: Kramer
Vote: Aye — 7; Nay — 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
Henricks reported on Senator William Boyd Allison's antique Secretary owned by
the Library that has been on loan to the Dubuque Historical Society and is
located at the Ham House. There is an existing loan agreement for this piece,
and review of these types of loans are needed periodically by the Library Board.
Rossman reviewed a patron with a permanent patron ban for theft of a donation
box from the Library in 2018. Rossman read the letter that included an apology
and permission to come back into the Library and use library services. The
Board agreed restitution would need to be made to move forward with allowing
her library privileges. This could be in the form of a payment plan.
1) Library Financial Report Fiscal Year (FY) 2021— Henricks reported the end
of April marked 83% of the fiscal year lapsing. Expenditures were at 68%
and revenue generated was 120% of projections.
2) Library Use — Henricks reported that the Year -to -Date library visits are down
48% and the number of checkouts for the same time is down 21 %. Curbside
visits numbered 120 for the month of April. This is a significant reduction
compared to previous months. The possibility of offering an on -demand
curbside service during library open hours is an option offered by the
Circulation Manager. New Director Nick Rossman will review this
information as an option for patrons and if recommended will provide an
update to the Board.
The Board held discussion of online programs to patrons noting the low
numbers compared to in-house- programs. Rossman will review the COVID-
19 environment to determine when these programs move to in -library
programs. C-SPL, along with other libraries, will most likely adopt a hybrid
of offering some online programs that have been popular.
3) Past Dues - Henricks provided an overview of the past dues since the
pandemic in March -April, 2020. The current number of items not returned
remains over 3,000 for 60+ days, but there is a 10% improvement lower
than any other time during the pandemic. This results in more library
materials being available for patrons to check out.
Henricks provided an overview of the library materials collection process.
One of the last steps in this process is sending the patron a restricted
certified letter at a cost of $12.51. Proof of sending this type of letter is a
requirement for theft charges to move forward. The Library works closely
with the Dubuque Police Department to collect these materials. When the
Library contacts patrons to return overdue materials, the response is low.
While when the police contact these patrons, the response is much higher.
Another option for delivering the letters to patrons is for the Sheriff's
Department to serve the letter at $30 for each letter plus mileage for those
patrons living in Dubuque. The estimated cost per year would be between
2
$5,000 and $6,000 with the current cost about $2,200. It is possible that the
existing postage budget could cover this expense. Rossman will continue
review of this information.
4) Marketing Report — Henricks reported that during April, Novelist Plus was
promoted. At its most basic service, Novelist Plus is an online database that
matches readers and listeners of books to new authors and titles. The
promotion resulted in the highest use this fiscal year and an 81 % increase
over the previous month.
The Library van digital wrap project was completed using the graphics and
theme from the "Open" campaign. Some bubbling of the wrap occurred and
will be corrected by the vendor.
5) Project/Events — Henricks Reported that the Dubuque Museum of Art is
hosting a photography exhibit beginning on Veteran's Day through February
of 2022 on the topic of the Vietnam War. To date, the library has agreed to
partner with the Museum to promote the book they selected to support the
program. The widely recognized Pulitzer Prize winning book is The Things
They Carried by Tim O'Brien. The library will have copies available for loan
and several e-books, host a movie screening, and a book discussion. The
Museum is arranging to have the author visit Dubuque. The Board reviewed
the possibility of taking this partnership further by doing an All Community
Reads. The topic will be explored further after follow-up with the Dubuque
Museum of Art for more information.
6) Grants Update - Henricks reported on projects with grants funding as
follows:
The Library will apply for the American Rescue Plan Act (ARPA) grant
through the State Library up to $5,000 tied to technology. One possible
project reviewed is a solar powered bench/benches outside the Library
for patrons. The bench/benches would provide the ability for patrons to
power devices and login to the Library's network and digital services.
Kramer suggested one of the benches in the Library's "While You Wait"
reading area at the Dubuque Kennedy Mall. The Board expressed its
interest in the powered benches for patrons to include powered benches
or seating area, whether solar or not.
A grant was submitted to the McDonough Foundation to fund a Library
published children's board book authored by the Library.
An idea for the grant proposal to the Dubuque Racing Association (DRA)
is funding for pop-up programs. The Library Foundation has agreed to
partner in this project and will provide $2,500 in matching funds.
Henricks updated the Board on the proposed partnership project with the
Center for Dubuque History (CDH) in Loras College and the National
Mississippi River Museum, and Aquarium regarding collaboration on a
grant proposal. The CDH is interested in creating a "one -stop -shop" for
local history. The CDH is submitting the grant that would allow for the
planning stages of this large term project.
7) Transition Status — Henricks is currently working half days with Rossman
completing orientation, review of the many facets of the position, including
orientation and higher performance leadership practices with City Staff.
Rossman reported meeting with staff, absorbing as much as he can from
Henricks, Library Staff and City Staff.
B. Rossman reviewed one comment card with the Library Board that included a
donation to the Library of $200.00 along with a note from the patron about the
Library's exceptional service.
"Moved to receive and file the informational update from the
Library Director including the Library Expenditure, Revenue and Budget
Financial Reports, Library Use Report, Past Due, Marketing Report,
Projects/Events, Grants Update, Transition Status, and Comment Card. "
Motion:
Gorton
Second,
Kramer
Vote:
Aye - 7; Nay - 0
5. Action Items:
A. FY 2021 Library Expenditures — The Board reviewed an itemized report of April
2021, period ten expenditures, that includes both purchase orders and purchase
cards expenditures for review. The Gifts Trusts period ten financial report
includes both receipts and expenditures for the Board review.
"Mo ved to appro ve expenditures for FY 21 period ten and the FY 21
period ten Library Gifts Trusts expenditures. "
Motion: Poggemiller
Second. • Gorton (Gorton made the motion but was not present
for the- vote as he exited at 5:13 p.m.)
Vote: Aye - 6; Nay - 0
B. Mask Mandate — Monk summarized the information received from Henricks on
the City's lifting the mask mandate for Dubuque along with the State of Iowa.
Henricks reported that the City of Dubuque continues to require staff to wear
masks. Rossman reported about half of Library patrons are still wearing masks
and most staff are wearing them in public areas. Feedback from Library Staff
shows that 90% of employees have received the COVID-19 vaccination.
Henricks reported that posters in the Library say, "Masks are welcomed and
encouraged."
0
N.
"Moved to lift the mask mandate at the Library effective
immediately, and to welcome and encourage the wearing of masks
while in the Library. "
Motion: Armstrong
Second: Mullin
Vote: Aye —6; Nay-0
C. Partnership with Hillcrest Family Services — Henricks reviewed a request from
Hillcrest Family Services to accept condoms to put in Library restrooms. Direct
reports provided feedback that included; the Library is not the setting to offer
condoms, it would encourage teenage sex, and there could be misuse of the
condoms. The Board discussed concerns in offering condoms whether in the
bathroom or in literature packets. Lieberman requested that if approved, that it
be on a trial basis to review any problems or concerns that occur. Review of
the Library's mission and its role to provide information, such as offering
literature or books about this subject, versus providing condoms was reviewed.
"Moved to decline the request from Hillcrest Family Services to supply
condoms for Library restrooms. "
Motion: Poggemiller
Second: Kramer
Vote: Aye — 5 (Armstrong, Kramer, Monk, Mullin, Poggemiller)
Abstain —1 (Lieberman)
The Board agreed to offer the option of literature from Hillcrest Family Services
on this subject to be offered literature racks for patrons.
Library Board Adjournment — The Board adjourned at 5:33 p.m.
"Motion to adjourn. "
Motion: Poggemiller
Second: Mullin
Vote: Aye — 6; Nay — 0
RosemaryCkramer, Board Secretary
Date