Minutes_Library Board of Trustees 3 24 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of March 24, 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, March 24, 2016.
Present., President Jenny Weiss; Board Vice President Patty Poggemiller;
Secretary Angela Allred (arrived 4:07 p.m.); Trustee Pat Maddux;
Trustee Jon Trotter; Trustee Mike Willis; Director Susan
Henricks, and Recorder Denette Kellogg.
Excused: Trustee Paula Connors
Public Present., Alisha Yager, Reporter, Dubuque Telegraph Herald
1. Board President Jenny Weiss called the meeting to order at 4:03 p.m.
"Moved to adopt the meeting agenda of Thursday, March 24,
2016.11
Motion: Poggemiller
Second: Willis
Vote: Aye -5; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of February 25, 2016.
"Moved to approve the Board Minutes of Thursday, February 25,
2016.11
Motion: Willis
Second: Maddux
Vote: Aye —5; Nay— 0
3. Board President's Report — Weiss reviewed the Communication with Dubuque
City Council for February, 2016.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, February, 2016. "
Motion: Poggemiller
Second: Trotter
Vote: Aye —5; Nay— 0
4. Motion to Receive and File Informational Items:
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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, expenditure reports, and the
Gift Trusts report. Henricks reported that February marked 67%
of the fiscal year lapsing with expenditures at 61%. Revenue is at
70% of projections.
The Fiscal Year 2017 operating budget was approved by the City
Council on Monday, March 14, 2016. One change was made to
the budget pertaining to Internet funding, which was reduced due
to negotiations with a different provider negotiated by the City
Information Services Department. The Library will qualify for a
lower cost as well as having access to higher bandwidth in the
future. A commitment for 10 years includes the doubling of
capacity every few years.
2) Library Use Statistics — Henricks reported that check-outs to
Dubuque residents is down 1.3% compared year-to-date to last
fiscal year and Open Access transactions are down nearly 8%
during this same time. The digital collection checkouts (eBooks,
eAudio, music, etc.) are up 31% compared to the same time last
year.
Henricks provided an update on the security gates patron counter
issue. The counter was repaired about one month ago, and it
appears now that the gates may be over-reporting the exit count.
Manual tallies by volunteers will continue and will help confirm
any ongoing issues to make adjustments. Henricks reported she
will talk with the vendor, Tech Logic, Inc., in person at the Public
Library Association (PLA) conference that she is attending next
week.
Henricks provided follow up to a past discussion regarding the
number of items patrons are allowed to check out, which is
currently up to 100 items. Henricks summarized check out limits
for other Iowa peer libraries ranging from 50 per card to no limit.
Reports were also completed to determine who is not returning
items to the Library. Of the items not being returned to the
Library, 84.5% belong to new patron accounts. Henricks reported
that limits for new patrons are currently three items per card for
their first 90 days.
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3) Maker Space Update - Henricks reported that Selser Schaefer
Architects are nearing a final draft, provided to the Board via e-
mail, for the proposed Maker Space. Fundraising efforts continue
for the project with 52% of the cost currently raised to date.
Submission of a grant application to the Roy J. Carver Charitable
Trust is being done and if successful, will bring the total
fundraising efforts to 73% of the total cost.
4) Marketing Update — Henricks provided an update on the
marketing campaign reporting that the Library van has been
wrapped, a Chamber eBlast was sent, and billboards are set for
the year. Components of the plan being worked on now are
social media and getting some of the slogans in a format that we
can use in print media. The Library is scheduled for a two-month
feature of a digital banner on the website of the TH with plans to
have this coincide with the Maker Space project. Discussion was
held on how to implement some of marketing ideas on the
Library's website to include the launching of the Maker Space.
5) Library Hours — Henricks reported on the restoration of hours to
64 effective July 1 , 2016 and provided details of both hours and
use since 2013 for the Board review, along with hour options that
supervisors helped to identify. The Board reviewed the five
options and discussed their preferences as follows:
• Add the three hours to Thursday mornings, opening at 9:00
a.m. as the Library does Monday through Wednesday now.
Result is consistency of hours: Monday — Thursday 9:00 —
8:00; Friday-Saturday 9:00 — 5:00 and Sundays 1:00 — 5:00.
• Add Sunday hours year round, 1 :00 — 5:00. Result is that
Sundays are traditionally the busiest day of the week.
• Change Monday — Thursday 10:00 — 8:00; Friday— Sunday
10:00 — 6:00. Result is adding more consistent weekend
hours, while taking away some weekday morning hours.
The Board agreed to a survey providing the options to the public
for feedback prior to making a final decision on hours. Along with
paper and web page surveys, the Board suggested if possible,
survey links be promoted on receipts patrons receive from
checkout and possibly banner ads in the Telegraph Herald.
Henricks will investigate these possibilities as well, and reported a
press release will also be done to help promote survey feedback
from the public.
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6) Purchasing Policy Update - Henricks reported that she is
scheduled to meet with the Assistant Budget Director and City
Finance Staff on March 30, 2016 regarding a purchasing policy.
The Board agreed to discussing this policy at a future meeting as
well as revisions to the City Ordinance.
B. Library Comment Cards Received — The Board reviewed the two
comment cards received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report FY-16, Library
Use Statistics, Maker Space Update, Marketing Update, Library Hours
Review, Purchasing Policy Update and the Library Comment Cards. "
Motion: Willis
Second: Maddux
Vote. Aye — 6; Nay— 0
5. Action Items:
A. Naming Rights for Maker Space — Henricks provided background
information for naming rights that took place with the Library
renovation project. Naming rights were given for donors from $25,000
to over $100,000. Presently, the Library Foundation has donated 27%
of the cost and the Henry Family Foundation 6% of the cost. If the
Carver grant is awarded this would represent 20% of the cost, and if a
private donor contributes this could represent 31% of the total cost.
The Board reviewed the possibility of naming rights for a donor for the
project and also promoting this possibility for new donors.
"Moved to approve of naming rights for the Maker Space based
on a significant donation."
Motion: Poggemiller
Second: Maddux
Vote: Aye —6; Nay— 0
B. Parking Lot Proposal — Henricks reported on a proposal to lease the
current metered lot across from the Library on Bluff Street to provide
free parking for library patrons. The City is stipulating that no
operating budget funds could be used for this lease, which would cost
the Library over $14,000 annually. The board reported its ongoing
review of the need for parking for library patrons, and discussed
several concerns with this proposal including the control or monitoring
of spaces making sure vehicles that park in this lot would be using
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library services. The Board decided to table this item until the Board is
further along in its discussions regarding the strategic plan, which may
be influenced by the marketing campaign and a future community
survey.
"Moved to table the Parking Lot Proposal until after the Board is
further along it its discussions regarding the strategic plan."
Motion: Poggemiller
Second: Allred
Vote: Aye - 6; Nay- 0
6. Communications/Public Comment — Henricks invited the Trustees to attend the
upcoming Art @ Your Library@ opening reception on Friday, April 1 and the
Annual Volunteer Recognition Event scheduled for April 12, 2016.
7. Library Board Adjournment —The Board adjourned at 4:42 p.m.
"Motion to adjourn."
Motion: Trotter
Second: Willis
v e: Aye - 6; Nay— 0
Angela All d, Board Ae&etary Date
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