Minutes_Library Board of Trustees 11 25 16 Carnegie-Stout Public Library
Board of Trustees
Meeting Minutes of August 25, 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, August 25, 2016.
Present., Vice President Patty Poggemiller; Secretary Mike Willis; Trustee
Robert Armstrong; Trustee Pat Maddux; Trustee Christy Monk;
Trustee Jon Trotter; Director Susan Henricks and Recorder
Denette Kellogg.
Excused: President Jenny Weiss
Public Present., Thomas Barton, Reporter, Telegraph Herald, Dubuque, Iowa
1. Board Vice President Patty Poggemiller called the meeting to order at 4:02 p.m.
"Moved to adopt the meeting agenda of Thursday, August 25,
2016."
Motion: Willis
Second: Maddux
Vote: Aye — 6; Nay— 0
2. Approval of Library Board of Trustees' Meeting Minutes of Thursday, July 28,
2016.
"Moved to approve the Board Minutes of Thursday, July 28, 2016
with the following changes:page 1, item 1., second paragraph
change the date listed from July 2016 to July 2020; and, page 5, item
number 4, third paragraph, first sentence, change to read, "Three
library assistant positions are vacant. Recruitment for these positions
is underway.'
Motion: Trotter
Second: Maddux
Vote: Aye — 6; Nay— 0
3. Board President's Report:
A. Review of Tentative Board Meeting Dates through August 2017 —The
Board reviewed the tentative meeting dates for the upcoming year and
concurred with meeting the fourth Thursday of each month, with the
exception of November and December 2016 when they will meet the
third Thursday due to holiday schedules.
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B. Poggemiller reviewed the Communication with the Dubuque City
Council for July, 2016.
"Moved to receive and file the Communication with the Dubuque
City Council from Thursday, July 23, 2016. "
Motion: Willis
Second: Monk
Vote: Aye — 6; Nay— 0
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update — Henricks reported
that the Library had a pest prevention inspection today and the
building is once again free from pests, including bed bugs. Henricks
provided a written summary on the following topics to the Library
Board with additional comments:
1) Library Financial Report Closing of Fiscal Year 2016 (FY17) —The
Board reviewed the operational revenue and expenditure reports.
Henricks reported that July was the first month of FY-2017 and
represents 8% of the fiscal year lapsing. Expenditures were at
7% and revenue income was at 6% of projections.
2) Library Use Statistics — Henricks reported that the number of
items checked out decreased 9% compared to the same time last
year. The decrease is associated with books. During the board
meeting in July, causes for the reduction in business were
discussed and follow-up took place during the library's
management team meeting. Several potential contributors to the
decline were discussed: breadth and depth of collection, bed bug
scare, crime, and the new county library branch in Asbury. As
mentioned during the last board meeting the collection will be
reviewed using a statistical approach and a collection
development tool that the library has access to for a year. This
tool can aid in identifying gaps in the collection where demand
may not be met as well as items that languish and will not likely
circulate. The outcome of this analysis will be presented as it
becomes known.
Poggemiller suggested that the library consider doing a "pop up"
type registration for the youth summer reading programs at local
grocery stores and the Farmer's Market. Henricks agreed with
this suggestion to promote offsite registration for this program and
to also offer library card signup at the same time.
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Second is the possibility of people believing that the library has
bed bugs. We continue to receive calls inquiring about bed bugs
on a weekly basis and when out in the community staff are
routinely asked about the status of this issue. Bed bugs are a
serious issue in the community, but the library has preventative
measures in place to accompany monthly inspections and the
facility remains bed bug free. Despite this, it is most difficult to
change perceptions.
A third possibility that may influence business is crime. People
perceive this area of the community to be unsafe. The library has
not experienced violence, but again, it is most difficult to change
perceptions.
The last variable considered in discussion was the potential
impact made by the new branch of the County Library System in
Asbury. People living in the west side of Dubuque may find it
more convenient to go to the Asbury library as an Open Access
(OA) borrower than to visit Carnegie-Stout downtown.
Circulations by the County Library to Dubuque residents totaled
21,779 in FY 2016, which represented an increase of 20%
compared to FY 2015. The 21,779 OA transactions completed by
the County Library is equivalent to 3.5% of our total circulations.
Henricks believes that each variable contributes to a degree, but
the greatest influence has been the opening of the new library in
Asbury. It is clear that the opening of this library has made a
difference, because since its opening the total increase of check
outs to Dubuque residents from the County library has increased
302%.
Henricks recommend a community survey that can be
generalized to the entire community, with a confidence level of at
least 95%, take place. This survey's goals should focus on
getting at why people are not using the library as well as the
desire for west side service.
Henricks provided an update on the ongoing issues with providing
accurate gate counts with the electronic gates. Originally the
gates were under counting and statistics for FY-16 were changed
to reflect this with manual comparisons provided by Library
volunteers. Now, it appears the gates are over counting as a
separate counting device has been installed to check the
accuracy of the main counters. Henricks has been in contact with
Tech Logic, Inc., the vendor for the gates, about this ongoing
problem. Henricks reported she has asked the vendor to come
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for an onsite visit to either fix the problem or remove the gates for
a full refund and will keep the Board updated on this issue.
3) Maker Space Project Update — Henricks reported that a
construction update meeting was held on August 10 and Board
member Christy Monk represented the Operations Committee at
the meeting. The meeting went well and the projected completion
date is September 23. Maddux reminded everyone that the
library technologies involved must come together. He noted that
work needs to take place to make sure everything works properly
and that the staff members who will oversee and be responsible
for the area receive training in order to launch the new space in a
knowledgeable and professional manner.
4) Marketing Update — Henricks reported that billboards to advertise
the Maker Space will begin to appear in September and banner
ads on the TH website will also run mid-September to mid-
October beginning with "coming soon" and moving to the
message of "now open."
A campaign for digital advertising through OnMedia will begin
September 1 for three months and it, too, will start with "coming
soon." This is a new advertising approach for the library;
however, 83% of the target market should be reached.
5) Delinquent Borrowers — Henricks provided a detailed report
reviewing procedures for recovering materials from delinquent
borrowers. The Library has a notifying process that includes
multiple notifications, an invoice, and a collection agency. The
goal is to have the materials returned to the collection. If the
notification process is not effective, the next step is legal action
resulting in charges of theft for the patron following the provisions
provided for by Iowa Code.
The Board members discussed the procedures and
recommended that the procedures be established for earlier legal
intervention when theft has taken place.
B. Library Comment Cards Received —The Board reviewed the comment
card received and concurred with the responses.
"Moved to receive and file the informational update from the
Library Director including the Library Financial Report, Library Use
Statistics, Maker Space Project Update, Marketing Update,
Delinquent Borrowers, and Library Comment Cards."
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Motion: Maddux
Second: Monk
Vote: Aye - 6; Nay– 0
5. Action Items:
A. Library Expenditures – Henricks provided an itemized report of FY-17
August expenditures for Board review and identified expenditures for
the annual renewals of the cataloging contract with the Online
Computer Library Center (OCLC) and the renewal of the Tutor.com, an
annual subscription.
"Moved to approve Library expenditures for August, 2016."
Motion: Armstrong
Second: Trotter
Vote: Aye – 6; Nay– 0
B. West Side Service Options – Henricks provided alternative service
options for Westside service expansion as requested by the Board at
its July, 2018 meeting to replace the vending machine that was
removed from the Asbury Plaza Hy-Vee. She spoke with the Asbury
Hy-Vee Store Director about the possibility of offering a service point
at the store in the future as the Lending Library has been removed.
He offered to review a future request, but.was hesitant to commit due
to the operational issues with the previous Lending Library machine.
Henricks provided a follow up about the lending library machine that
will be sold. She has contacted the vendor, Public Information Kiosk,
Inc. to see if a service contract could be available to the new buyer
when the machine is sold. She is waiting to hear back and will provide
an update at the next meeting. The plan was to sell the machine to a
Library at the Iowa Library Association Conference to be held in
Dubuque in October.
The Board reviewed the alternative service options provided by
Henricks. They agreed that a community survey is needed to identify
what the community wants—from collection and technology to off-site
service points in the western part of the city.
The Board discussed the possibility of partnering opportunities with the
County Library. Henricks agreed to meet with the Director of the
County Library System, which could be followed with a meeting of
both Board committees to further discuss opportunities.
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"Moved to charge the Library Director to explore avenues of
service collaboration with the Dubuque County Library."
Motion: Willis
Second: Maddux
Vote: Aye - 6; Nay- 0
C. Holiday Calendar/Closing through January 2018 - The Board reviewed
the proposed holiday and closing calendar for the Library through
January 2018.
"Moved to approve the Library Holiday and Closing calendar
through January 2018."
Motion: Willis
Second: Trotter
Vote: Aye - 6; Nay- 0
D. Background Checks for New Hires - Henricks reported the Board
previously reviewed this topic of performing background credit checks
but the City had not moved forward with implementation of the policy
at that time. The City has begun implementation of reviewing a
candidate's credit history as part of a background check. The policy
applies to candidates that handle money. The Board discussed the
pros and cons of this practice including the cost impact to the library.
and how and why the City is using this tool. The Board requested
additional information on this issue and suggested the City Personnel
Manager could be invited to the next Board meeting to provide
additional information.
"Moved to table the new policy on Background Checks for
New Hires and to request information from the City Personnel
Manager on how and why the City is using this tool and the criteria
for which this is used to determine eligibility of an applicant for
hire."
Motion: Maddux
Second: Willis
Vote: Aye - 6; Nay- 0
6. Communications/Public Comment- Henricks reported that the Library has
earned its accreditation through June of 2020 and shared the accreditation
certificate with the Board.
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7. Library Board Adjournment -The Board adjourned at 5:07 p.m.
"Motion to adjourn."
Motion: Trotter
Second. Maddux
Vote: Aye - 6; Nay- 0
MV& �-
Michael Willis, Secretary of the Board Date
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