Minutes Library Board 5 1 08Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of May 1, 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, May 1, 2008.
Present.• President Diann Guns, Secretary Kristen Smith; Trustee Becky
Hauder; Trustee Beverly Kolz; Trustee Michael Shubatt; Library
Director Susan Henricks; and Recorder Denette Kellogg.
1. Board President Guns called the meeting to order 4:02 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of May 1, 2008. "
Motion: Shubatt
Second.• Hauder
Vote: Aye - 5; Nay - 0
2. Approval of Library Board of Trustees' Minutes of March 20, 2008."
"Moved to approve the Board minutes of March 20, 2008. "
Motion: Shubatt
Second.• Hauder
Vote: Aye - S; Nay - 0
3. Board President's Report:
Communication with the Dubuque City Council. Guns reported on the
summary report of the Board to the City Council from the March 2008
Board meeting.
"Moved to receive and fi/e the Communication with the
Dubuque City Counci/. "
Motion: Hauder
Second.• Smith
Vote: Aye - 5; Nay - 0
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4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update: In addition to the
summary Henricks provided an updated certificate of liability insurance
dated April 18,..2008 received from the. Dubuque Museum of Art for
artwork on temporary loan to the Museum. 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 seventy-
five percent of the fiscal year has passed with seventy-five
percent of the budget expended. Revenue received through
April is at eight-seven percent of projections for FY-08.
Henricks updated the Library Board on the upcoming project
to reproduce some items from its fine art collection and sale
of the reproductions.
2) Library Use Statistics - Henricks reported that Library
circulations were up three percent over the same time last
year and two percent year to date. Reference questions are
up significantly along with volunteer hours. In the last
month the Library has added a new collection of MP3 players
for circulation and this collection has circulated 71 times.
Database use has increased in use of some of our databases
such as Ebsco Automotive, Learn-a-Test, Tutor.com and
Web Feat.
3) Friends of the Library Update -Henricks reported that at the
recent Friends of the Library Board meeting, they approved
funding for Adult programming and also pledged $10,000 to
the capital campaign.
4) Library Foundation Update -Henricks reported that the
Library Foundation approved $45,000 in funding for seven
special library projects including funding for a new web site,
census microfilms, high definition DVDs, travel and countries
collection of 72 DVDs, library programming, teen non-fiction,
and special audio collections.
5) Library Programs and Marketing Update -Henricks reported
that planning for the Adult and Children's Summer Reading
Programs is nearly completed. The theme for the second
Adult Summer Reading Program is, "Think Green, Live
Green, Read Green." Best-selling author Tess Gerritsen will
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kick off the summer reading program with a presentation on
June 5, 2008.
In the upcoming months the Library will begin marketing
through different media: .television and web advertising
aimed at marketing the downloadable audio and video.
Results of the effectiveness of this campaign will be
measured by database use.
The Board reviewed the reports from Staff who attended the
Public Library Association conference.
6) Envision Iowa 2010 Report -Henricks reported that the
Library Envision Committee met on April 24, 2008 to review
the planning summary for west side service as completed by
Library Planning Consultant Anders Dahlgren. Henricks
reported that his recommendation is to form a larger unit of
service through a partnership with other libraries. Henricks
reported she will present a proposal in regard to forming a
District Library for consideration at the next Board meeting.
Shubatt requested that the Library Board be kept informed
of any initial planning. Henricks assured the Board that all
plans will be provided for review. Henricks reported that the
full 80 page report from the Consultant will be sent via email
and will be available in hard copy for review by the Board.
B. Library Comment Cards -The Library Board reviewed the one
comment card received and concurred with the response provided.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Friends of the Library update, Library Foundation Update,
Library Programs and Marketing Update, Certificate of Liability
Insurance from the Dubuque Museum ofArt, Envision 2010 Report,
and the Library Comment Card. "
Motion; Ko/z
Second.• Smith
Vote; Aye - S; Nay - 0
5. Items for Action:
A. Library Renovation Project Fundraising Campaign Update - Guns
provided a detailed report on the recent small group meetings held
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with City Council members in regard to the status of the project and
their recommendations on how to best move forward with the project.
The possibility of selling assets to make up for the shortfall in funding
was discussed with Council members. Several of the Council members
supported this effort and ideas for _po~sible cuts or phasing in the
project were also discussed. The Board discussed several options for
moving forward with the project as the Council has requested all funds
be raised before proceeding. The Board also reviewed the current and
future financial climate, the local economy, and the rising constructions
costs. Also discussed was the large dollar amount that the project is
currently short, and the need to get closer to the project cost before
looking at feasible cuts, such as furniture.
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Shubatt expressed a concern from donors on pledges due as donors
must be confident the Library is moving forward with the project as
originally shown to them when they were asked for donations. The
Board agreed that keeping the donors informed needs to be a priority.
The Board agreed on the importance of moving forward and reviewed
the options enabling them to move forward with the project.
The Board agreed that it must be diligent in its efforts to move forward
with the project and the need to review sale of assets to accomplish
this task.
"Moved to pursue the sa/e of assets to raise funds for the
upraised balance of the renovation costs, which amount is
$1,072,000, in order to ful/y fund the project. "
Motion: Shubaft
Second.• Smith
Vote: Aye - 5; Nay - 0
The Board discussed the need for a communications plan for the
donors and the public. The Board agreed on sending a letter updating
the donors of the Board's efforts and to prepare a press release
updating the public on its plans in regard to the renovation.
The Board agreed that care and due diligence be taken when getting
appraisal value on any of its assets to ensure that the maximum value
and most reputable opinions are received.
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B. Request to Open After Hours for a Private Reception -Guns reported
that a reception for campaign volunteers is scheduled after hours at
the Library for Friday, June 6, 2008.
"Moved to approve opening after .hours on Friday, June 6,
2008 for a reception for campaign vo/unteers "
Motion: Hander
Second.• Smith
Vote: Aye - 5; Nay - 0
6. communications/Public Comment - Henricks reported that four people have
submitted applications to fill the two vacant positions on the Library Board.
Two new Board members are scheduled to be appointed by the Mayor at the
May 5, 2008 meeting.
7. Library Board Adjournment -The Board adjourned at 5:44 p.m.
"Motion to adjourn. "
Motion: Hander
Second.• Ko/z
Vote: Aye - 5; Nay - 0
Kristen Smith, Board Secretary
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B. Request to Open After Hours for a Private Reception -Guns reported
that a reception for campaign volunteers is scheduled after hours at
the Library for Friday, June 6, 2008.
"Moved to approve opening after hours on Friday, June 6,
2008 for a reception for campaign vo/unteers "
Motion: Hander
Second.• Smith
Vote: Aye - S; Nay - 0
6. communications/Public Comment - Henricks reported that four people have
submitted applications to fill the two vacant positions on the Library Board.
Two new Board members are scheduled to be appointed by the Mayor at the
May 5, 2008 meeting.
7. Library Board Adjournment -The Board adjourned at 5:44 p.m.
"Motion to adjourn. "
Motion: Hander
Second.• Kolz
Vote: Aye - 5; Nay - 0
Kristen Smith, Board Secretary
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