Minutes Library Board 12 13 07f
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of December 13, 2007
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:30 p.m. on Thursday, December 13, 2007.
Present.• President Alan Avery; Vice President Diann Guns, Secretary
Kristen Smith; Trustee Becky Hauder; Trustee Beverly Kolz;
Trustee Sue Lindsay; and Trustee Michael Shubatt; Library
Director Susan Henricks; and Recorder Denette Kellogg.
StaffPresenl:• Dawn Grierson, Library Campaign Coordinator
1. Board President Alan Avery called the meeting to order 4:33 p.m. and the
agenda was adopted.
"Moved to adopt the meeting agenda December 13, 2007 with the
addition of 4.A.S) Update from the Re/ations Committee meeting. "
Motion: Ko/z
Second.• Hauder
Vote: Aye - 7; Nay - 0
2. Approval of Library Board of Trustees' Minutes of November 15, 2007.
"Moved to approve the Board minutes of November I5, 2007. "
Motion: Guns
Second.• Hauder
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
November 15, 2007 Board meeting.
"Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Guns
Second.• Ko/z
Vote: Aye -7; Nay - 0
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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 forty-two
percent of the fiscal year has passed with forty-three
percent of the budget expended. Revenue received
through November 2007 is at forty-seven percent of
projections for FY-08.
2) Library Use Statistics - Henricks reported that overall
Internet access was up four percent. Calls from Telecirc,
the Library's automated phone notification system, have
increased as the system can now make long distance calls.
Eleven long-distance calls last month were made for a cost
of $.47. The cost to send out mailers to these patrons
would have been $17.71, indicating that Telecirc is very
cost effective. Henricks reported that circulation stats
appear to be the mirror image of last fiscal year at this
time.
3) Library Programs Update -Henricks reported that Grover,
the character from Sesame Street, read to 107 attendees
at the Library on his recent visit to the Library while in
town performing at Five Flags Center. Over 300 people
attended the Christopher Paul Curtis author visit that the
Library held at Eleanor Roosevelt Middle School on
November 13, 2007. The Friends of the Library sponsored
a bus to transport guests to the event who could not
otherwise make it.
4) Art Update -Henricks reported that art valuator Gary
Germaine, Germaine Fine Art, has completed the art audit
with the sculptures, bronzes and grandfather clock valued
in a range between $69,750 and $100,300. The total
value of the Library-owned artwork, without the Grant
Wood paintings and Curtis Collection, including the antique
furniture, is between $331,695 and $362,245. Value on the
three collection areas are $40,725 for Furniture; $221,220
for paintings; and, $69,750-$100,300 for bronzes,
sculptures and clocks.
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Henricks reported that the documentation and valuation
part of the audit is complete and that the next step in the
audit is to review our insurance coverage with the City
Finance Department. Once this is accomplished an off-site
climate-controlled secure storage must be identified and
provided for all of the items that were valued during the
period of time that the Library will be under construction.
The Board discussed ideas for secure storage and Henricks
agreed to investigate.
5) Relations Committee Meeting Update -Henricks reported
that the Relations Committee of the Library board met on
November 27, 2007. The Committee reviewed ideas for
workload and time management. The Committee agreed
to implement some strategies and to continue to review
this area in coming months.
The Board discussed the need to continue to provide art in
the Library and the need to evaluate how the Library's art
would be shown and located in the renovated facility.
B. Library Comment Cards -The Library Board reviewed the two
comment cards received and concurred with the response provided.
"Moved to receive and fi/e the informational update
from the Library Director on the Library Financial Report, Library
Use Statistics, Library Programs Update, Art Audit Update,
Relations Committee Update and Library Comment Cards "
Motion: Guns
Second.• Ko/z
Vote: Aye - 7; Nay - 0
5. Item for Action:
A. Art Museum Proposed Agreement for Loan of Artwork - Shubatt
reported on two meetings that he, Avery, and Henricks attended with
two Board members and the Director of the Dubuque Museum of Art
(DMA) in regard to the Library's loan agreement with the museum.
Shubatt reported that the DMA members reported its consensus and
approval of the addendum. The Board discussed the 25-year loan
period for the Grant Wood art works and the terms of the agreement
which includes language for each side to terminate the agreement
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under certain circumstances. Kolz recommended that a grammatical
change be made to the last sentence.
"Moved to the approve addendum #3 to the Loan
Agreement between the Carnegie-Stout Public Library and the
Dubuque Museum ofArt that allows for a loan period of2S years
for the two Library paintings by Grant Wood, Appraisal and
Victorian Survival with the revision to the last sentence of
Section 10.1 to de%te the words "there. is" fol%wing 2). "
Motion: Shubatt
Second.• Hander
Vote; Aye -7; Nay - 0
B. Review and Adoption of the Library Internet Use Policy -Henricks
reviewed the minimal revisions to the Library Internet Policy.
Henricks discussed recent incidents of abuse of the Library laptop
computers by patrons accessing inappropriate sites grid the
recommendation to add information to the policy in regard to the
Library's right to block access to inappropriate sites. The Board
discussed the proposed changes. Smith asked if there would be a
Committee of Librarians to decide which sites to block based on
collection development specifications. Susan reported that the
Library's Activity Managers and Librarians will have ongoing input into
this area.
"Moved to adopt the revisions to the Library Internet
Use Po/icy as submitted, "
Motion: Lindsay
Second.• Shubatt
Vote; Aye -7; Nay - 0
C. Library Renovation Project Update
1) Review and Adoption of Campaign Gift Receipts, Donor Recognition
and Stewardship Guidelines - Henricks provided the guidelines for
campaign gift receipts, donor recognition and stewardship
guidelines. Guns reported on the need for an additional policy in
regard to campaign gifts and agreed to develop this policy with
Henricks for the Board's review.
"Moved to tab/e this agenda item until deve%pment
of a Campaign Giti~ Po/icy is deve%ped. "
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Motion: Hauder
Second.• Guns
Vote: Aye -7; Nay - 0
2) Fundraising Update -Guns, who has taken on some of the
fundraising duties, provided an current update of the campaign.
She reported that $1,731,446 has been raised as of today. Guns
provided suggested donor levels for the capital campaign's naming
wall. Guns noted that a donation(s) for level 7 at the $250,000
level has not been received to date. Lindsay expressed a
concern of meeting our goal in time for the January City Council
meeting without at least one large, $250,000 or more, donation
from a community member.
"Moved to approve the Library donor /evels for the
Library campaign. "
Motion: Hauder
Second.• Guns
Vote: Aye -7; Nay - 0
Guns provided an update on the draft of the donor naming
opportunities of locations throughout the Library with the
renovation. Avery asked that Board members provide input via e-
mail to him as soon as possible, as he agreed to review the draft
list of naming opportunities for donors and provide and
updated list to the Library Board.
3) Fundraising Options -Guns provided a detailed report of the status
of the campaign and on the work of the Campaign Cabinet to raise
the needed funds. Henricks provided a detailed letter dated
December 10, 2007 that provides funding recommendations for the
renovation project. The Board discussed its hope to raise the
needed funds by the March 30, 2008 construction target date.
Henricks reported that the project would need to be presented to
the City Council at its second meeting in January to meet the
construction date of March 30, 2008.
"Moved to approve working with the City Engineering
Department to submit the appropriate documentation and
first resolution for the Library renovation project to the City
Council at their second meeting in January, 2008. "
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Motion: Hauder
Second.• Guns
Vote: Aye -7; Nay - 0
The Board agreed to meet on Thursday, January 17, 2008 to
review the campaign status and to prepare for the project to go
before the City Council.
Henricks reported that she has submitted a request for the Iowa
Great Places timeline to be pushed back to meet the revised
construction timeline.
Henricks reported that she has completed taping of a City of
Dubuque City Channel 8 interview in regard to the Library
renovation project. The informational interview should be available
for viewing on City Channel 8 at the end of January 2008.
6. Library Board Adjournment -The Board adjourned at 6:08 p.m.
"Motion to adjourn. "
Motion: Ko/z
Second.• Lindsay
Vote: Aye - 7; Nay - 0
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Kristen Smith, Board Secretary
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