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Minutes Library Board of Trustees 10 25 07e?: '.` s w~ ~ Carnegie-Stout Public Library Board of Trustees' Meeting Minutes of October 25, 2007 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, October 25, 2007. Present.• President Alan Avery; Secretary Kristen Smith; Trustee Beverly Kolz; Trustee Sue Lindsay; Trustee Michael Shubatt; Library Director Susan Henricks; and Recorder Denette Kellogg. Excused.• Vice President Diann Guns and Trustee Becky Hauder StaffPresent.• Maynard Phillips, Resident Campaign Manager of Jerold Panas, Linzy & Partners. 1. Board President Alan Avery called the meeting to order 4:01 p.m. and the agenda was adopted. "Moved to adopt the meeting agenda of October 25, 2007. " Motion: Shubatt Second.• Kolz Vote: Aye - S; Nay - 0 2. Approval of Library Board of Trustees' Minutes of September 27, 2007. "Moved to approve the Board minutes of September Z7, 2007 'Board" in the first sentence. " Motion: Shubaft Second.• Kolz Vote: Aye - 5; Nay - 0 3. Board President's Report: A. Communication with the Dubuque City Council. Avery reported on the summary report of the Board to the City Council from the September 2007 Board meeting. "Moved to receive and file the Communication with the Dubuque City Council. " Motion: Kolz Second.• Shubatt Vote: Aye 5; Nay - 0 1 4. Motion to Receive and File Informational Items: A. Library Director's Report Summary and Update: Henricks provided a written summary of the following items to the Library Board with the following additional comments: 1) Library Financial Report -Henricks reported that twenty- five percent of the fiscal year has passed with the Library expending twenty-five percent of its budget. Revenue received through September is at 19.6 percent of projections for FY-08. 2) Library Use Statistics -Henricks reported that Library use slowed slightly in September with visits down two percent over last year at this time. Circulation is one percent over last year, but in September circulation to Dubuque residents was down about one percent. Overall increases relate closely with use by Open Access patrons with an eight percent increase. Open Access patrons are those people who live in other communities with libraries (such as Dyersville, the County Library, Cascade, or most public libraries across the state.) Henricks reported that Internet use continues to increase with a 22 percent jump in use over the same time last year. Henricks reported a decrease in deliveries to extension sites. Dubuque Nursing and Rehab and Stonehill have dropped out as extension sites, and Mt. Carmel is temporarily not receiving deliveries while undergoing renovations. Henricks reported that online database use has increased, including an increase of visitors to our web site. 3) Personnel Update -Henricks reported that Abbey Holt has been hired in the position of Library Aide -Cataloger in the Technical Services activity. Holt holds a Master's Degree in Library Science. Barb Nyheim has been promoted from On-Call Library Assistant in the Circulation Activity to regular part-time Library Assistant in that activity. Nyheim 2 fills the position vacated by Stormy Mochal who moved to the Youth Services Activity. 4) The Big Read -Henricks reported that the Big Read is an initiative of the National Endowment of the Arts designed to restore reading to the center of American culture. Adult Services Manager Michelle Hellmer wrote the successful grant to implement the Big Read program in Dubuque. The major event, scheduled to begin January 12, 2008, lasts one month and incorporates a book which is read by the entire community, film screenings, author visits and partnerships with other institutions. The matching grant award total is $20,000. The Foundation has already committed to an $8,000 author visit and staff are currently working on nationally recognized visitors for this event. 5) Architect /Plans Update -Henricks reported on a day-long meeting with OPN Architects, Durrant Group and City Staff in regard to reviewing the renovation project and costs. Henricks provided the Library Board with the Statement of Probable Cost and renovation schedule for review. Henricks provided information from KJVW1l Engineering Consultants in regard to their lighting qualifications for the project. OPN is working on a cost estimate and design changes possible in respect to relocating the Administrative offices. "Moved to receive and file the informational update from the Library Director on the Library Financial Report, Library Use Statistics, Personnel Update, Art Audit Update, Library Foundation Update, Friends of the Library Update, and Introduction of New Services " Motion: Shubatt Second.• Ko/z Vote: Aye - 5; Nay - 0 B. Library Comment Cards -The Library Board reviewed the two comment cards received and concurred with the responses provided. "Moved to receive and file the two Library Comment Cards received. " Motion: Kolz 3 Second.• Shubatt Vote: Aye - 5; Nay - 0 5. Item for Action: A. Library Renovation Update and Campaign Tasks -Phillips reported that funds raised to date is 1.62 million with a lot more requests to be completed. Phillips reported now that the public phase of the campaign has begun, a transition plan has been developed by him, Avery, and Guns. Guns has been appointed to the Cabinet and will be the contact when Phillips leaves, with her main volunteer duties to be working with other cabinet members and donors to coordinate the campaign moving forward. The Campaign Cabinet will be holding a conference call weekly and Phillips will be working with Guns to train her for the necessary duties. Avery reported that Guns volunteered for this plan and the cabinet has been meeting weekly via conference call. Smith asked if October 20, 2007 was the date that the all large donor commitments should have been completed. Phillips reported that not all requests to the major donors were made in the timeframe anticipated. Phillips stated that plans are to keep this moving forward by gaining memberships on the Lead and Major Gifts Divisions as things proceed. The process of Lead and Major Gifts could continue into the middle of 2008. Phillips provided an updated campaign timeline and reported that most of the various Committees' tasks should be done by the end of December 2007. Kolz expressed a concern of being more than half way finished with the campaign, but lagging behind in the schedule and the volunteer responsibilities that Guns would be undertaking. Phillips reported that he hopes to complete many of the requests or "asks" and to move tasks along. He does plan to complete the top 20 "asks" before mid- November. Avery reported that the contract with Jerold Panas, Linzy & Partners may need to be extended to get through the next month's duties and tasks. Henricks reported that the Iowa Great Places Grant requires that the renovation project should be started by March 2008. 4 "Moved to extend the fundraising firm ofJerold Pangs, Linzy & Partners contract week to week up to one month at the current compensation. " Motion: Smith Second.• Shubatt Vote: Aye - S; Nay - 0 Henricks reported on her meeting with the OPN Architects, Durrant Group and City Staff and provided an update of the new statement of probable cost based on the timeline being pushed back. Henricks provided an updated cost estimate of $6,481,559, which is $189,709 higher than the original estimate, with half of the increase due to inflation. Henricks reported that winter is the best time to let bids. Costs as discussed today are good for four months. Henricks reviewed the revised timelines that provide for five phases over fourteen months. Henricks reported that at today's meeting it was agreed to include the replacement of the roof in the project as the work could be done to coincide with the work on the Library's skylights. Discussion was held in respect to the design options for the Administration offices and the changes that would affect the renovation cost. Henricks reported that OPN Architects would have this information by mid-November. "Moved to tab/e the agenda item Library Renovation Cost as reviewed. " Motion: Shubatt Second.• Kolz Vote: Aye - 5; Nay - 0 B. West Side Library Service Update -Henricks reported on the draft agreement for service at Kennedy Mall during the course of the Library renovation. Kolz suggested one change to item number 1 in regard to being spick-off location and the Board agreed with the wording. "Moved to approve the memorandum of understanding between the Library and the Kennedy Mall in regard to being adrop-off and pick-up point /ocation during the upcoming Library renovation project. " Motion: Smith Second.• Ko/z Vote: Aye - 4; Nay - 0; Abstain -Shubatt C. Request to Host After Hours Children's Program -Henricks reported on the Library Birthday Party awarded as a result of the public kickoff event on October 20, 2007. The overnight birthday party would most likely be scheduled in December 2007. "Moved to approve of the Library hosting an a>terhours Children s birthday early. " Motion: Ko/z Second.• Smith Vote: Aye - 4; Nay - 0 D. Meeting Room Policy -Henricks provided an update on the proposed changes to the Library's meeting room policy. Shubatt recommended some wording changes and revisions including changing the word "agency" to "party" where applicable. The Board concurred with the recommended changes. "Moved to approve of the Library hosting an afterhours Children s birthday early. " Motion: Shubatt Second.• Lindsay Vote: Aye - S; Nay - 0 E. Art Task Force -Avery reported receiving a request from the Dubuque Museum of Art to begin to move forward with the Art Task Force as described in the June 2007 proposal to the Museum. The Board discussed the timeline in the proposal, which indicated that the Task Force would be formed after the Library's fundraising campaign for the renovation is completed. The Board discussed starting the process of forming the Task Force. Avery requested that he, Shubatt and Henricks be Library representatives on the Task Force. 6. Communications/Public Comment - Henricks provided the schedule of upcoming Board meetings for November 15 and December 13 which meet earlier than usual. The Holiday reception with Library Staff and Volunteers is scheduled for Thursday, December 13 prior to the Board meeting. Henricks reported that the Library's Annual Christmas Tree Lighting is scheduled for Sunday, December 2, 2007. 6 7. Library Board Adjournment -The Board adjourned at 4:53 p.m. "Motion to adjourn. " Motion: Kolz Second.• Lindsay Vote: Aye - S; Nay - 0 7 Kristen Smith, Board Secretary