Minutes Library Board of Trustees 7 24 08~/'~+ _
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of ]uly 24, 2008
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m. on Thursday, July 24, 2008.
Present: President Diann Guns, Secretary Kristen Smith; Trustee Paula
Connors; Trustee Becky Hauder; Trustee Beverly Kolz, and
Trustee Elizabeth Leeper (participated via conference phone);
Library Director Susan Henricks; and Recorder Denette Kellogg.
City Staff.• City Manager Mike Van Milligen, 50 W. 13th Street, Dubuque,
Iowa
Public Present: Jason Burds, 10768 Cox Springs Road, Peosta, Iowa
Deborah Fliegel, 1860 Stumptown Road, Platteville, Wisconsin
Colleen Kersch, 456 N. Booth, Dubuque, Iowa
Ed Vandermillen, P.O. Box 77, East Dubuque, Illinois
Daryl Mozena, 900 W. 3rd Street, Dubuque, Iowa
Terry Mozena, 900 W. 3rd Street, Dubuque, Iowa
Geri Shafer, 1207 Adeline, Dubuque, Iowa
Jeff Mozena, 1207 Grove Terrace, Dubuque, Iowa
Tim Conlon, 430 Wartburg, Dubuque, Iowa
Ed Ritts, 1960 S. Grandview Avenue, Dubuque, Iowa
Cinda Welu, 2609 Broadway, Dubuque, Iowa
Dick Vorwald, 2921 Washington,- Dubuque, Iowa
Fred Miller, 2462 Central Avenue, Dubuque, Iowa
Fran Henkels, 890 West 3rd Street, Dubuque, Iowa
Mary Rae Bragg ,Dubuque Telegraph Herald Reporter, Dubuque,
Iowa
1. Board President Guns called the meeting to order 4:02 p.m. and the agenda
was adopted with the addition of a check presentation by the Dubuque Old
House Enthusiasts.
Guns reported that Board Member Michael Shubatt has resigned due to his
recent appointment to Judge for the Iowa Judicial District 1A. The Board
expressed its gratitude to Shubatt for his dedicated years of service as
Trustee of the Library Board and wished him success in his new appointment.
Guns welcomed the members of the public and requested that they sign in
for the record.
Library Board Trustee Elizabeth Leeper joined the meeting via conference
phone at 4:05 p.m.
"Moved to adopt the meeting agenda of Thursday, July 24, 2008
with the addition of a presentation of a donation to the Library Renovation
Fund by the Dubuque Old House Enthusiasts. "
Motion: Kolz
Second: Connors
Vote: Aye - 6; Nay - 0
2. Presentation by the Dubuque Old House Enthusiasts (DOHE) - Guns
welcomed Dick Vorwald, DOHE President and Cinda Welu, DOHE Grants
Committee Chairperson. Vorwald reported on the mission of the DOHS and
on the efforts of its many volunteers that participate in the Annual
DubuqueFest Old House Tour each year. Vorwald reported that for the past
22 years the organization has been conducting an Old House Tour. The
funds raised from the house tour are donated to worthwhile preservation
related efforts and that this year, the Library renovation project was selected
to receive the DOHE Community Grant in the amount of $4,000. Vorwald
presented the check to the Library Board on behalf of the DOHS. Welu
stated that the DONE is very pleased to be able to give back to the
community and to worthwhile projects such as the Library renovation project.
Guns received the check and on behalf of the Library Board thanked the
DOHE for its donation to the renovation project and for its ongoing hard work
and efforts.
3. Library Curtis Collection -Review and Action on Offers Received: Guns
reported that prior to this meeting, four offers had been received in regard to
the sale of the Library owned Edward Curtis Collection. The Library's Curtis
collection is a limited edition set of 20 volumes of ethnographic text about the
American Indian, illustrated with high quality photoengravings. Each volume,
bound in leather, is accompanied by large size photogravures.
Henricks reported that two of the offers received from Andrew Smith Gallery
in Sante Fe, New Mexico were withdrawn.
Guns reported that two offers remain and reviewed the memo to the Library
Board from the Library Director in regard to information about the offers
received dated July 21, 2008 and the shortfall in funds needed to move
forward with the Library renovation project. The first offer is from James
Maroney, Inc. for $1.1 million to be paid in cash in 30 days time. The second
offer is from the newly formed Dubuque Cultural Preservation Committee for
$500,000, to be paid on or about October 1, 2008.
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Guns reported on a request received from a group of investors, The Dubuque
Cultural Preservation Committee, to present their offer to the Library Board.
Jeff Mozena, Premier Bank, addressed the Board and reported on the
members of the Committee, a newly formed Iowa General Partnership, as
himself, Darryl Mozena, Tim Conlon, Randy Lengeling, and Mark Falb (not
present.) Mozena read the letter, dated July 24, 2008, addressed to the
Library Board of Trustees that contained information about the newly formed
business group, the offer itself, and stated that the collection, if sold to them,
would be housed at the Dubuque Museum of Art. He emphasized the group's
commitment to the collection's preservation and availability as a community
resource.
Conlon also addressed the Board and asked to read a letter presented at the
meeting from Dubuque Museum of Art Director Edwin Riffs dated July 23,
2008. Point of order was called to hold the letters until public input. Guns
accepted the letters into record. Conlon read the letter that addressed the
Library's two Martin Johnson Heade paintings. Henricks reported one
correction to the letter presented, in that Maintenance Supervisor John Young
and Administrative Assistant Denette Kellogg discovered the paintings during
the process of an art audit and subsequently moved the paintings to the
Special Collections room where Library Director Susan Henricks contacted
Riffs for his opinion on the authenticity of the two paintings.
Conlon read a second letter from Ritt received dated July 22, 2008 in regard
to the Museum's agreement to insure and show the collection, should the
Dubuque Cultural Preservation Committee purchase the collection and loan it
to the Museum.
Connors asked if the ownership would be an outright gift by the Committee
to the Museum. Jeff Mozena responded that the Dubuque Cultural
Preservation Committee would maintain ownership. Connors expressed a
concern that the collection could be sold by the private group. Mozena
reported on the group's intent to keep the collection in Dubuque.
Smith asked why the offer was so far undervalue in comparison to the value
of the collection and less than a verbal offer spoken about a month ago.
Mozena reported that they discussed the gap with the City Manager who said
he would recommend that the shortfall would be covered in future Capital
Improvement Project (CIP) requests. Conlon stated that they only had so
much time to raise money. Mozena reported that the collection would remain
in public access for Dubuque citizens.
Guns reported that the Board's motivation to sale the collection, as a last
resort, was driven by the need to fund the Library renovation project to help
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the project move forward. The Board had hoped and believed that donations
from the Community and City support would fund the project without the sale
of this special Library asset.
Henricks provided a financial summary of the renovation project that included
the need to replenish Library Trust funds and increases in materials and
construction costs since the last cost estimate 18 months ago. Henricks
estimates the shortfall between $1 million and $1.2 million. The sale of the
Heade painting, that she included in these funds; was in addition to these
estimates and not intended to make up for the shortfall.
Kolz reported that the Heade painting might not sell for a period of time.
Kolz asked if the City would make up the shortfall should the painting not sell
for a while, or not sell at all. Connors asked if the City could make up the
shortage, whether $300,000 or $600,000. City Manager Mike Van Milligen
assured the Library Board that he would recommend to the City Council that
the shortfall be made up in future capital improvement project funding
whether or not the Heade painting is sold right away. Van Milligen reported
that the project can have alternate bids, which would allow for this funding to
occur over a few years time.
Smith asked if the City could reconcile its previous position of the funds
needing to be in the bank before the bid process could begin. Van Milligen
responded yes and that with bid alternates this can be accomplished. Smith
asked if the bid process would move forward quickly if this scenario is
approved and Van Milligen responded yes.
Guns asked Ritts how the Museum would share this cultural resource with the
community. Ritts reported that they would hope to have educational
programs for the schools. Conlon reported that the group intends to conduct
any restoration needed to the collection beginning in the next few years.
Smith asked, as point of order, to allow any other input from the public
present and public input was invited.
Cinda Welu addressed the Library Board. Cinda stated her love for the
Library and the Museum. She expressed aconcern/suggestion that the
community members interested in purchasing the collection, donate the funds
needed for the project and keep the collection at the Library. She expressed
a second concern that the Museum is private and charges a fee to citizens to
view these items, whereas the Library is free and open to the public.
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Fran Henkels addressed the Board. As a friend of the individuals of the
Dubuque Cultural Preservation Committee, he expressed his support for their
offer and for the Committee's intent to preserve this collection in Dubuque.
Darryl Mozena addressed the Board. As a Dubuque Cultural Preservation
Committee member, he hopes to provide more information about this
collection to local colleges and schools. He reported that the Museum has the
experience to bring this collection to the Dubuque community.
Leeper asked if the collection would be available to the Dubuque community
for free. Darryl Mozena responded that they definitely plan on providing
"free" days to the public and Ritts agreed.
Van Milligen again assured the Library Board that funding would be provided
and that the City Council would approve of letting the project out for bid
immediately or in a very short time.
Hauder asked if the funds are committed or would the City Council need to
approve the funds. Van Milligen responded that the City Council has the final
word and approval of funds.
Guns closed public comment and brought the agenda item back to the table.
"Moved to accept the offer for sale of the Library's
Curtis Collection as stated in the offer from James Maroney
on behalf of the Amon Carter Museum for $1.1 million
dollars. "
Motion: Kolz
Second: Connors
Discussion: Kolz explained her reason for the
motion. The offer from fhe Dubuque Cultural
Preservation Committee (DCPC) is so far below
market value and the Board had agreed at its June
meeting not to accept any bids lower than the market
value. She reported her appreciation to both the
Preservation Committee and to the City Manager for
their work and support. Kolz reported her support of
the Amon Carter Museum as it specializes in this area
and has the space and staff to utilize the collection to
its fullest value.
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Connors reported her second to the motion in that
she is not conFdent that the City Council will cover
the funding shortages the project has.
Guns reported that she is not in agreement with this
motion. Guns reported her belief in the City
Manager's commitment on behalf of the City Council
for funding as promised. While she agrees that the
collection at Amon Carter Museum would be greatly
utilized and viewed, she believes that with the
promises from the Dubuque Cultural Preservation
Committee the collection will be seen and used more
in our .Community. She expressed a concern about
creating discord between the Library and art
advocates.
Leeper reported her support of the offer as this would
mean the project could move forward immediately
without any delays as construction fees usually
increase.
Guns asked the other Board members what value
keeping the collection in Dubuque would have.
Leeper responded that she does realize the value, but
the $600,000 difference in the offers is a great deal of
money on behalf of the taxpayers of Dubuque. With
her other concern being that community members
with resources waited until now to become involved,
and not showing an interest in the collection
throughout all of these years until now, creating an
air she described as "opportunistic. "
Guns warned of the ramil7cations of this offer being
accepted as this group is very influential and not to
discount what this could mean down the road to the
Library.
Guns allowed additional input from the City Manager.
Van Milligen promised that there is nothing that would
keep or stop the renovation project from moving
forward immediately if the Board would accept the
offer by the Dubuque investors. He also showed
support for sale of the collection to the Dubuque
investors.
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Guns indicated that the Board is not a body unto
itself, and if the Council has agreed to fund the
project, that the Board give weight to that support.
Connors reported speaking with City Council
members and not receiving full support of this
decision by the City Council for funding and for the
project to move forward promptly.
Van Milligen reported he has spoken with each City
Council member and they support moving
forward immediately.
Smith and Hauder expressed a concern and a
responsibility to the citizens of Dubuque to ensure a
fair exchange or price for the asset. Smith reported
that the investors had originally offered a higher
figure that she was more comfortable with, and now
the figure is much lower. Hauder agreed and
reported that there was a verbal offer from the
investors for $800,000 and she felt more comfortable
going to Council to ask for the gap in funding.
Kolz expressed a concern that early on in the Library
capital campaign, that some campaign partnerships
were used to leverage opportunities for other groups
instead of partnerships being formed with the Library.
Vote: Aye - (3) Hauder, Leeper, Kolz;
Nay - (3) Connors, Guns, Smith
Motion failed.
Guns reported that the motion failed and asked the Board for any other
discussion or motions.
"Moved to accept the offer for sale of the Library's
Curtis Collection as stated in the offer from the Dubuque Cultural
Preservation Committee, an Iowa General Partnership, for
$500, 000. "
Motion: Smith
Second: Connors
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Discussion: Leeper asked for City Manager Mike Van Milligen to
clarify the City's assurance for funding.
Van Milligen reported that the Board would be doing
the Community a favor by passing this motion. Van
Milligen stated that if this motion passes it would
allow the project renovation project to go to bid
immediately, the Heade painting would be sold and
the Library Gift Trust Funds would be replenished.
Using the balance of the sale toward completing any
components of the project that was delayed because
of the bidding. Whatever is not done through those
mechanisms, he has had discussion with the Mayor
and City Council and Van Milligen is committed to
making recommendations in the future to fund the
rest of the project. Van Milligen reported that once
bid, the project may come in less than estimated and
additional funding may not be needed. Whatever the
result, he is committed to fund the entire project until
completed if the Board accepts this offer.
Henricks expressed a concern that commitments and
Fnancial options discussed did not include the cost
increase in the project which could run up to
$340,000. The Board may want to contact the
architect or Durrant to learn exactly what the increase
will be. A large funding shortfall will result in so many
alternates that the project may not meet the criteria
to be phased in.
Van Milligen stated that he commits that if the Heade
painting is not sold by the time to award the bids, the
City will frnd the $340,000 that would cover that gap
until the art work is sold.
Vote: Aye - 6; Nay - 0
Motion passed.
Cinda Welu expressed a concern that public meeting protocol was not
followed.
The public present at the meeting exited the meeting.
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Henricks reported that she is scheduled to meet with the .project Architect
and she will be discussing alternates bids. The Board reported on the City
Manager's promise that the entire project as designed would be funded and
completed.
4. Approval of Library Board of Trustees' Minutes of Tuesday June 24, 2008.
"Moved to approve the Board minutes of Tuesday, June 24, 2008. "
Motion: Kolz
Second: Connors
Vote: Aye - 6; Nay - 0
5. Board President's Report
A. Nomination of Board Officers -The Board discussed appointments for
officers to the Library Board.
"Moved to approve the following slate of officers for the
coming year: President -Diann Guns, Vice President -Beverly
Kolz, Secretary -Kristen Smith. "
Motion: Kolz
Second: Connors
Vote: Aye - 6; Nay - 0
B. Communication with the Dubuque City Council. Guns reported on the
summary report of the Board to the City Council from the June 24,
2008 meeting.
"Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Kolz
Second: Connors
Vote: Aye - 6; Nay - 0
6. Motion to Receive and File Informational Items:
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A. Library Director's Report Summary and Update: Henricks provided
a written summary of the following items to the Library Board with
the additional comments:
1) Library Financial Report -Henricks reported that June
marked the end of the fiscal year and the Library came in
2.58% under budget. The Board congratulated Henricks
on coming in under budget.
2) Library Use .Statistics -Henricks reported that the end of
the year showed a three percent increase in circulation,
with the greatest increase in use from Dubuque residents.
Both Reference and Directional questions were up for the
year (13% and 6% respectively.)
3) Personnel Update -Henricks reported that David March
has accepted the position of full-time Custodian. Henricks
reported that interviews for the position of Youth Services
Manager would begin soon.
4) Library Security -Henricks reported that the while the
Library has had its share of behavior issues this summer,
this summer has had a significant reduction compared to
previous years. Henricks contributes this to both the Police
Sub-station located at the Library and zero tolerance for
inappropriate behavior.
5) Renovation Update -Henricks reported that on July 30,
2008 a meeting is scheduled at the Library with OPN,
Durrant Group, KJWW and City Engineer Steve Brown.
Plans for the upcoming bid letting, construction schedule
and alternate bids will be discussed.
Henricks reported on the Library's portfolios that went with
the Curtis collection that the Dubuque Museum of Art
discarded. The Board requested Henricks to first try
resolving this issue through discussions with the new buyer
and the source that has the portfolios for sale and to
report back next month.
B. Library Comment Cards -The Library Board reviewed the four
comment cards received, which included a special poem written about
the Library by patron Cinda Welu.
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"Moved to receive and file the informational update
from the Library Director on the Library Financial Report, Library
Use Statistics, Library Personnel Update, Security Update,
Renovation Planning Update, Proposals for Curtis Collection and
four Library Comment Cards. "
Motion: Connors
Second: Leeper
Vote: Aye - 6; Nay - 0
7. Items for Action -Request to Remain Open After Hours:
A. Wedding Reception on August 15, 2008 -Henricks reported on a
request for anon-alcoholic wedding reception to be held at the Library
on August 15, 2008.
"Moved to approve opening after hours for a wedding
reception on August 15, 2008. "
Motion: Smith
Second: Kolz
Vote: Aye - 6; Nay - 0
B. Library Event on October 3, 2008 -Henricks reported on a Library
movie screening for banned books week program scheduled at the
Library.
"Moved to approve opening after hours for a Library
program on October 3, 2008. "
Motion: Smith
Second: Connors
Vote: Aye - 6; Nay - 0
7. Communications/Public Comment -Henricks reported on the receipt of a
petition from a group of Dubuque citizens asking that the Curtis Collection be
kept in the community.
"Motion to receive and file petition from Mark Wahlert
and Amy Weber in regard to the Library owned Curtis Collection. "
Motion: Smith
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Second.• Connors
Vote: Aye - 6; Nay - 0
8. Library Board Adjournment -The Board adjourned at 5:57 p.m.
"Motion to adjourn. "
Motion: Connors
Second.• Kolz
Vote: Aye - 6; Nay - 0
Kristen Smith, Board Secretary
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