Minutes_Library Board of Trustees 6.24.21Copyrighted
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
Carnegie Stout Public Library 01?1,311V4z
Board of Trustees
Meeting Minutes June 24, 2021
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, June 24,
2021.
Present in Person: President Christy Monk, Vice President Pam Mullin, Secretary
Rosemary Kramer, Trustee Robert Armstrong, Trustee Greg Gorton,Trustee Victor
Lieberman, Trustee Patty Poggemiller, Director Nick Rossman, and Administrative
Assistant Denette Kellogg.
1. President Monk called the meeting to order at 4:00 p.m.
"Moved to adopt the meeting agenda of June 24, 2021. "
Motion; Gorton
Second: Kramer
Vote: Aye — 7; Nay — 0
2. Approval of Library Board of Trustees' Meeting Minutes of May 27, 2021.
"Moved to approve the Board Minutes of May 27, 2021. "
Motion:
Poggemiller
Second:
Lieberman
Vote:
Aye— 7; Nay — 0
3. Board President's Report:
- The Board reviewed the Communication with the Dubuque City Council for May,
2021
"Moved to receive and file the Communication with the Dubuque City
Council from May, 2021. "
Motion: Armstrong
Second: Mullin
Vote: Aye-7; Nay— 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update:
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1. Library Financial Report Fiscal Year (FY) 2021 — Rossman reported that May
31 marked 92% of the fiscal year lapsing. Expenditures were at 76% and
revenue generated was 126% of projections.
Rossman provided a summary of the FY-21 end of year reporting that the
Library will come in under budget for expenditures and raise more revenue
than budgeted. Much of the expenditure budget savings is from frozen
budget lines during this budget year.
2. Library Use — Rossman reported that year-to-date visits are down to 42%
and the number of checkouts for the same time is down 16%. Curbside
visits numbered 86 for the month of May. Kramer asked about curbside
being offered during all open hours as previously discussed should staffing
allow. Rossman will be reviewing this request and report back.
3. Marketing Report — Rossman reported that during May, Libby, the
OverDrive app for downloadable ebook and audiobook collections, was
promoted and resulted in an 8.5% increase over the previous month.
4. Project/Events/Programs — Rossman reported that after discussion with
Margi Buhr and Gary Stoppelman from the Dubuque Museum of Art (DMA),
the All Community Reads approach regarding their winter exhibit and The
Things They Carried has dissipated. The fees to bring the author of the
book, Tim O'Brien, were greater than anticipated and the discount from the
publisher to purchase a bulk order of the title was not ideal. C-SPL is still
planning to collaborate with the Museum with showing of the movie, a book
discussion, and having copies of the book in the Library's collection for
patrons to check out.
The Changing Lives Through Literature (CLTL) is planned for a session this
summer. Previous Library Director Susan Henricks will continue the
program as a volunteer while Rossman learns more about how this unique
program is managed.
Staff have been inquiring about in -person programming as they are
beginning to plan events for the fall and, if possible, begin hosting receptions
for the Art @ Your Library program beginning in August.
The Summer Reading Program launched in June with the music group The
Cats Pajamas who performed at the event at the Arboretum and had
approximately 200 attendees. Rossman reported Arboretum Executive
Director Sandi Helgerson has already inquired about collaborating for
programming again next summer.
5. Grants Update — Rossman reported that the Dubuque Racing Association
(DRA) Grant for the Programs for the People Project (pop-up programs),
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was submitted by previous Director Susan Henricks, along with the
McDonough Grant submission for the board book project.
Premier Bank has awarded C-SPL a $1,500 grant to support the Art @ Your
Library® program.
Rossman reported interest from the Arboretum to support a grant for a story
walk there. The Arboretum will also provide a letter of support for this
project.
6. Personnel Update — Rossman reported that the full-time library aide position
focusing on outreach in Youth Services will be filled beginning July 6.
Interviews are underway for the second library aide position in Youth
Services that focuses on teen programming, and for a number of clerks in
Youth, Circulation and Adult Services.
7. Board Training — Rossman reported that Trustee Board training is required
to meet the State Library of Iowa Accreditation Standards. Rossman will
began this initiative by bringing the Trustee By -Laws and the Trustee Policy
for review at its July meeting in preparation of the annual meeting when the
executive committee is elected and assignments to Committees are made.
Poggemiller requested that the annual meeting be held in August, as she
will not be at the July meeting.
8. Transition Status — Rossman reported on his wealth of information attained
through meetings from both Susan Henricks and City. He continues to work
on areas of budget and finance with City Staff. Rossman reported that he
has had the opportunity to get to know staff and thanked them for being so
welcoming. He also thanked Susan Henricks for her sharing of knowledge
and processes for the Library Director. Rossman is excited for the
challenge and opportunity to come.
B. No comments cards received.
"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,
Projects/Events/Programs Update, Grants Update, Personnel Update,
Board Training, and Transition Status. "
5. Action Items:
Motion:
Gorton
Second .•
Kramer
Vote:
Aye — 7; Nay — 0
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A. FY 2021 Library Expenditures — The Board reviewed an itemized report of May
2021, period eleven expenditures, that includes both purchase orders and
purchase cards expenditures for review. The Gifts Trusts period eleven financial
report includes both receipts and expenditures for the Board review.
"Moved to approve expenditures for FY21 period eleven and the FY
21 period eleven Library Gifts Trusts expenditures. "
Motion: Poggemiller
Second. • Gorton
Vote: Aye - 7; Nay - 0
B. Resume In -Person Programming in Library — Rossman reported on the
possibility of opening up for in -person programming. A majority of staff have
received the COVID-19 vaccine. Most programming is scheduled out until the
end of August, but making the decision to allow in -person programming now
would allow for planning of these programs or events for fall to be scheduled
over the next month. This would also allow for planning an Art @ Your
Library® reception in August. The Board discussed how other buildings are
opening up for in person events and programs. The Board agreed that it could
change services or programs should the COVID-19 environment change. After
reviewing the pros and cons of offering in -person programming, the Board
agreed to offer this service.
"Moved to resume in person programming at staff discretion
immediately. "
Motion: Kramer
Second: Mullin
Vote: Aye - 7; Nay - 0
C. Status of Loan Agreement for Secretary Furniture — Rossman reported on the
need for a new loan agreement with the Dubuque County Historical Society
(DCHS) Ham House for a historic piece of furniture loaned by the Library to the
Ham House in 1973. The Secetary was from the private collection of Senator
William Boyd Allison and given to the Library. In 1973, the Library Board
established a loan for the Secretary with the Ham House. The Board reviewed
recent photos of the Secretary and reviewed possible spaces in the Library the
Secretary could be exhibited. After review, the Board agreed to continue the
loan with the DCHS with a new loan agreement, add attribution by placing a
plaque about the piece and ownership,ensure the piece is adequately insured by
the DCHS, and to review this loan every five years or earlier as needed. The
Library's artworks will be valuated in the coming months and this piece will be
added on to the schedule to be appraised during this process.
E
"Moved to continue the loan of the Library's Senator William
Boyd Allison s Secretary furniture piece with the Dubuque Historical
Society Ham House with a new loan agreement be established, add a
plaque showing ownership and loan from the Library, ensure
adequate insurance on the piece, and review the loan agreement
every five years or sooner as needed. "
Motion: Poggemiller
Second: Gorton
Vote: Aye - 7; Nay - 0
6. Library Board Adjournment - The Board adjourned at 4:54 p.m.
"Motion to adjourn. "
Motion:
Kramer
Second:
Mullin
Vote:
Aye -7; Nay - 0
Rosemary KAAmer, Board Secretary
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