Minutes Library Board 1 15 07,~~.
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of November 15, 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, November 15, 2007.
Present.• President Alan Avery; Vice President Diann Guns, Secretary
Kristen Smith; Trustee Becky Hauder; Trustee Beverly Kolz;
Trustee Sue Lindsay; Trustee Michael Shubatt; Library Director
Susan Henricks; and Recorder Denette Kellogg.
StaffPresent.• Maynard Phillips, Resident Campaign Manager of Jerold Panas,
Linzy & Partners; and Dawn Grierson, Library Administration.
Pub/ic Present.- Jim Kolf, Project Manager, The Durrant Group, Dubuque, Iowa.
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 November I5, 2007 with
the change of moving the agenda item 4.A.6) Renovation P/ans -Design
to be inc/uded with agenda item S.C. Library Renovation Update, and
move item S.D. Proposed Revision to Personnel Manual before S.C. Library
Renovation Project Update. "
Motion: Guns
Second.• Ko/z
Vote: Aye - 7; Nay - 0
2. Approval of Library Board of Trustees' Minutes of October 25, 2007.
"Moved to approve the Board minutes of October 25, 2007. "
Motion: Shubatt
Second.• Ko/z
Vote: Aye - 7; 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. "
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Motion: Guns
Second.• Lindsay
Vote: Aye 7; Nay - 0
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 thirty-
three percent of the fiscal year has passed with thirty-four
of the budget expended. Revenue received through
September is at twenty-six and one half percent of
projections for FY-08.
Henricks reported that the FY-2009 budget request has
been submitted to the City Manager and Budget Director.
Henricks is scheduled for a hearing with City Staff over the
next month to review the operational and improvement
level decision packages with the budget presentation to
the City Council in early 2009. Henricks reported that the
FY-09 budget is $961 less than the FY-07 budget. If the
renovation adheres to our target deadlines, additional
staffing will be required during the last quarter of FY-09.
The staffing model calls for all part-time employees, most
at entry level positions. Henricks reported that the staffing
was requested as part of the fourteen Improvement
Packages submitted with this request given highest
priority.
2) Library Use Statistics - Henricks reported that the trend
observed over the past two years continues with an
increase in Circulation up two percent. Circulation for the
month of October has broken all previous records for the
month. An average of 43 new Library cards was issued
each day during the 31 days of business in October.
3) Art Update - Henricks provided a final report of the Art @
Your Library® series of exhibits that included a detailed
financial report. The program has been the most
successful program ever hosted and the Art Sub-
committee would like to continue this program in the
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renovated facility. The Sub-Committee will meet over the
next year to define the scope of the future of Art @ your
Library. Lindsay asked about the status of the funds
received. Henricks reported that the majority of the funds
raised were placed in the Gift Trust fund. The funds
donated by Terry Mozena, upon her request, have been
placed in the Gift Trust fund and restricted for use in
future Art At Your Library® type programs or events.
The audit of the final pieces of the art work is being
completed by Gary Germaine with the sculptures and
special pieces expected to be completed by the
Thanksgiving Holiday.
4) Upcoming Events - Henricks reported on the annual
Christmas tree lighting ceremony scheduled for Sunday,
December 2, 2007. The program will include activities for
children, holiday music sing-a-longs and refreshments.
The annual board hosted holiday reception for staff and
volunteers will be held from 3:00 p.m. to 4:30 p.m. on
Thursday, December 20, 2007 prior to the Board meeting.
B. Library Comment Cards -The Library Board reviewed the one
comment card received and concurred with the response provided.
"Moved to receive and fi/e the informational update from
the Library Director on the Library Financia/Report, Library Use
Statistics, Art Update, Upcoming Events and Library Comment
Cards "
Motion: Guns
Second.• Ko/z
Vote: Aye - 7; Nay - 0
5. Item for Action:
A. Proposal from Artist John Anderson-Bricker - Henricks reviewed the
October 29, 2007 letter from John and Kristin Anderson-Bricker in
regard to their proposal to donate four Gospel of Wealth sculptures,
Robber Barons, Philanthropy, Homestead, and Upwards and Onwards
to the Library. The sculptures were part of Anderson-Bricker's Art
@Your Library ®exhibit done during the month of June 2007 and
their theme is Andrew Carnegie. Henricks reported that usually an
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artist who would like to donate would first go through the Art Sub-
committee. In this case the Committee has already encouraged the
acceptance of this donation. Henricks reported that the sculptures
would fit in the renovation with placement at the far end of the stacks
facing the reading room in the Rotunda area. Anderson-Bricker's
request asked for consideration for the exhibit to travel to other
institutions, and values the donation at $16,000 which could be used
as a matching gift to the building construction capital campaign.
Security of the sculptures was discussed and it was agreed that
security and safety evaluation would be ongoing to address these
issues.
"Moved to accept the gracious donation of four
Gospe/ of Wea/th scu/ptures, Robber Barons, Phi/anthropy,
Homestead, and Upwards and Onwards to the Library valued at
$16,000 from John and Kristen Anderson-Bricker. "
Motion: Smith
Second- Guns
vote: Aye 7; Nay - 0
Phillips reported that a donation form for this type of gift is available
and will request that Campaign support staff provide Anderson-Bricker
this receipt.
Henricks reported that a gift plate would be provided to go along with
the sculptures.
B. 2008 Library Closings -Henricks reviewed the list of proposed 2008
closings that follow the same schedule as the City..for holiday closings.
"Moved to approve the Library c%sings for 2008 as fo/%ws-
New Years Day January 1
Easter Sunday March 23
Memoria/Day May 26
Independence Day Ju/y 4
Staff Deve%pment Day August 14
Labor Day September 1
veteran s Day November 11
Thanksgiving Day November 27
Day After Thanksgiving November 28
Christmas Eve December 24
Christmas Day December 25
New Year's Eve December 31
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New Years Day 2009 January 1, 2009
Motion: Guns
Second.• Lindsay
Vote: Aye 7; Nay - 0
C. Proposed Revision to Personnel Manual -Henricks reviewed the two
proposed addendums to the Personnel Manual. Henricks reported that
the City Attorney asked that the addendum in regard to separation
from Library positions be added for employees that have not worked
for a period of six months. Henricks reported that over the past years
she has reviewed the need to add information about dress in the work
place and recommended that the information now be added to the
Personnel Manual.
"Moved to adopt the addendums to the Personne/
Manual as proposed in regard to Separation from Library
Positions and Dress in the Work P/ace pending Tina/ review by
the City Attorney. "
Motion: Guns
Second.• Ko/z
Vote: Aye 7; Nay - 0
D. Library Renovation Project Update -Henricks provided cost estimates
and reviewed the proposal for moving the Administration offices to the
third floor at the request of some of the campaign cabinet members.
The Board agreed to review the possibility of this change pending the
ability to raise the additional funds needed for the move. Avery
asked that the Library Board tour the areas of the Library in respect to
the three different proposals to gain a better understanding of the
proposals.
Project Manager ]im Kolf, The Durrant Group, joined the meeting.
Henricks reported that Kolf provided the cost estimate in respect to the
proposed changes.
The Board members toured the third floor of the Library beginning at
4:30 p.m. and then returned to the Board room at 4:50 p.m.
Discussion was held in regard to the proposals and the loss of space
for Library Administration that would be realized in comparison to the
Architect's original plans.
The Board reviewed the cost of the change that is estimated at
$230,700. This estimated cost for the changes of Administration's
move to the new location only and does not include costs to change
the existing rooms to another use. The Board discussed their concern
of how to raise the additional funds for this change. Kolf suggested
that the Board could select an alternate to the plans that would
provide for moving the Administration offices contingent upon the
additional funds for the selected option be raised. This way both
designs would be provided for in the bidding process. The Board
agreed with this idea. Shubatt suggested that, at the next Cabinet
meeting, the information in regard to cost of the requested changes be
provided and feedback of the information from the Cabinet be
conveyed back to the Board.
The Board reviewed the timeline to get the project moving forward
leaving little time left to raise the campaign goal. The Board agreed
that, due to other grant restrictions and rising construction costs, the
project must move forward with the bidding process. It is necessary to
have the campaign goal reached in time for the City Council in January
2009. The architects also need time to work on redesigning the plans
to include the option as discussed in preparation for the bidding
process.
The Board discussed its appreciation of the campaign volunteers and
their hard work and efforts, and the need to help the momentum of
the campaign to move forward. The contract Maynard Phillips,
Resident Campaign Manager of Jerold Panas, Linzy & Partners is
ending and Guns has volunteered to take the lead on the campaign.
Both Guns and Avery have been working to solicit donations.
"Moved to adopt the Library renovation p/an a/ternate
Option A For the Library Administration Offices to be located on
the third floor with the understanding that some of the design
board room space wi// be used for the Friends room space in a
ratio to be determined, conditional on the Campaign Cabinets
ability to raise an additional $250,000. "
Motion: Shubatt
Second.• Lindsay
Vote: Aye 7; Nay - 0
6. Library Board Adjournment -The Board adjourned at 5:44 p.m.
"Motion to adjourn. "
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Motion: Ko/z
Second.' Lindsay
Vote: Aye - 7; Nay - 0
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Kristen Smith, Board Secretary