Minutes_Library Board of Trustees 1 28 16_Duplicated Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of January 28, 2016
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Lacy Board Room at 4:00 p.m. on Thursday, January 28, 2016.
Present: President Jenny Weiss; Board Vice President Patty Poggemiller;
Secretary Angela Allred; Trustee Paula Connors; Trustee Pat
Maddux; Trustee Jon Trotter; Trustee Mike Willis; Director Susan
Henricks, Administrative Assistant Denette Kellogg and Recorder
Lacey Tsacudakis.
1. Board President Jenny Weiss called the meeting to order at 4:05 p.m.
"Moved to adopt the meeting agenda of Thursday, January 28,
2016."
Motion: Poggemiller
Second: Trotter
Vote: Aye -7; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of December 17, 2015.
"Moved to approve the Board Minutes of Thursday, December 17,
2015 with a word change on page 3, item 5.A., second sentence
changing the second use of the word 'the'to 'then:"
Motion: Connors
--5econd• — Maddux-
Vote:
adduxVote: Aye — 7; Nay— 0
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for December, 2015.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, December 17, 2015. "
Motion: Connors
Second: Willis
Vote: Aye — 7; Nay— 0
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4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update — Henricks provided a
written summary on the following topics to the Library Board with
additional comments:
1) Library Financial Report Fiscal Year 2016 (FY16) —The Board
reviewed the operational revenue and expenditure reports and
the Gift Trusts report. Henricks reported that December marks
the end of the second quarter of Fiscal Year 2016 with 50% of the
year lapsing, and 48% of the budget expended. Revenue
collections are at 46% of projections.
Henricks reported that the earlier proposed budget cuts that were
previously reviewed by the board have largely been restored in
the City Manager's Budget Recommendation to the City Council.
Four out of 12 improvement packages have also been
recommended for approval by the City Manager. The Library's
budget hearing before the City Council is scheduled for February
10, 2016 at 6:30 p.m.
Henricks reported on the process for collecting fines and fees
from patrons that includes two reminders, followed by an invoice
for material and working with a collection agency. As a last resort
criminal prosecution is pursued. Henricks and Weiss recently met
with the County Attorney and Captain Klein of the Dubuque Police
Department to define the conditions under which the County
Attorney will prosecute. An agreement was made that the
condition for a monetary amount of$200.00 or greater will be met
before a police investigation is initiated if proof of check out is not
available. The group agreed to review this agreement in the
coming months if the number of cases is too many. Allred asked
about the process of notifications to patrons when items are
overdue. Henricks reported that patrons are provided one pre-
notification by email, and two reminders by mail, phone, text, and
e-mail to encourage patrons to return materials.
2) Library Use Statistics — Henricks reported that Circulation
decreased with 2% of this occurring among registered patrons in
Dubuque and 7% among Open Access card holders. Adult print
materials realized the greatest decrease in circulation.
Henricks provided an update on the new security gates reporting
that, since their installation, the counters on the gates have not
been consistently accurate. The manufacturer was aware of the
problem and indicated that the defect would be taken care of with
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a firmware update scheduled for December. That that did not
work. Manual independent counts at both entrances suggest the
gates are off 18 to 22 %. We will change our gate counts by
adding 20% on to past reports once we are certain that the
product is recording accurately. Library volunteers will continue
with manual gate counts until this issue is resolved.
3) Library Ordinance Update — Henricks provided an update and
background on the City Ordinance as well as discussions relating
to the Library Board of Trustee's authority to control funds
appropriated for library operations. The Board agreed that after
the budget hearings take place, a meeting can be called with the
City Manager and Budget Director to discuss this in greater detail.
4) Marketing Update — Henricks reported that the marketing
campaign is moving forward with McCullough Creative. A
tentative schedule for launching the "Check it out at Carnegie
Stout" campaign is planned for the last week of February or first
week of March. The campaign ideas will be phased in with the
focus on venues with the highest visibility to include billboards,
enhanced social media, a new vehicle wrap, and Chamber of
Commerce eBlasts.
The Board discussed a concern in regard to the Dubuque
Museum of Art not recognizing the Library as a partner at an
event recently when it was named an affiliate museum of the
Smithsonian Institute. The Institute remarked during the event
that the Grant Wood paintings (owned by the Library and currently
on loan to the Museum) and the recently sold Curtis collection
(previously owned by the Library and sold to investors for the
Museum) were responsible for the museum's prominence.
5) Grant Update Henricks reported on the 11 grant requests she
has done to help fund the Maker Space project. Also, a grant
request made to Premier Bank in the amount of $1,500 for the Art
@ Your Library@ program was approved, making them a 2016
Presenting Sponsor for the program.
6) Planning Committee Update — Henricks reported that the Library
Board's Planning Committee met on January 7, 2016 to begin
review of various library policies before recommending changes
to the Library Board. Library policies are reviewed every three
years. The Committee also reviewed and revised the Plan of
Service for the Board's final review.
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B. Library Comment Cards Received —The Board reviewed the comment
card received and concurred with the response.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY-16, Library
Use Statistics, Library Ordinance Update, Marketing Update, Grant
Update, Planning Committee Update and the Library Comment Card."
Motion: Connors
Second.• Willis
Vote: Aye - 7; Nay— 0
5. Action Items:
A. Plan of Service — Henricks presented the final draft of the Plan of
Service recommended by the Planning Committee for the Board's
review. The Plan of Service supports the strategic plan and is a
working plan for staff members that outlines goals and objectives for
the coming year.
"Moved to approve the Library Plan of Service."
Motion: Poggemiller
Second.• Trotter
Vote: Aye — 7; Nay— 0
B. Review of Library Policies — Henricks presented the five policies as
reviewed and recommended by the Planning Committee as follows:
1) Internet Policy —The Board agreed with the suggested revisions to
the policy as made.
"Moved to adopt the revisions to the Internet Policy."
Motion: Connors
Second: Maddux
Vote: Aye —7; Nay— 0
2) Citizen Input at Board Meetings Policy —The Board agreed with the
suggested revisions to the policy as made.
"Moved to adopt the revisions to the Citizen Input at Board
Meetings Policy."
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Motion: Trotter
Second: Connors
Vote: Aye - 7; Nay- 0
3) Meeting Room Policy- The Board reviewed the suggested
changes and Connors recommended that under the section on
Responsibilities of Reserving Agencies, page two, number 10, the
sentence referring to the need for beverage containers to have lids
be deleted. The Board concurred with this recommendation.
"Moved to adopt the Meeting Room Policy that includes the
attached Meeting Room Agreement as revised."
Motion: Connors
Second: Trotter
Vote: Aye -7; Nay- 0
4) Food and Beverage Policy- The Board reviewed the revisions to
the policy and suggested that in the second paragraph, line one,
the word "may" be deleted.
"Moved to adopt the Food and Beverage Policy as revised."
Motion: Poggemiller
Second. Connors
Vote: Aye -7; Nay- 0
5) Examination of Public Records Policy - The Board reviewed the
policy as submitted.
"Moved to review the Examination of Meeting Room Policy as
submitted."
Motion: Poggemiller
Second: Trotter
Vote: Aye -7; Nay- 0
6) Library Purchasing Policy - The Board reported that it would
consider this policy at a future meeting.
"Moved to table the consideration and review of a Library
Purchasing Policy."
Motion: Connors
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Second; Willis
Vote: Aye –7; Nay– 0
C. Budget Presentation – Henricks presented the Library's annual report
and the FY-17 budget presentation to the Library Board with the
theme of Telling the Library's Story, The Board approved the
presentation and theme, with a few suggested revisions.
"Moved to approve FY-17 Budget Presentation for the City Council
as reviewed and presented."
Motion: Willis
Second: Connors
Vote: Aye –7; Nay - 0
s. Library Board Adjournment - The Board adjourned at 5:34 p.m.
"Motion to adjourn."
Motion: Willis
Second: Poggemiller
Vote: Aye – 7; Nay– 0
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