Minutes Library 6 22 06
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Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of June 22, 2006
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., June 22, 2006
Excused:
Library Board President Alan Avery; Vice President Sue Lindsay;
Trustee Becky Hauder; Trustee Michael Shubatt; Trustee Kristen
Smith; Trustee Diann Guns; Library Director Susan Henricks; and
Recorder Genesis Gaule.
Library Trustee Beverly Kolz
Present:
1. Board President Avery called the meeting to order at 4:05 p.m.
"Moved to adopt the meeting agenda of June 2~ 2006. "
Motion:
Second:
Vote:
Shubatt
Guns
Aye -6; Nay - 0
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2. Approval of the Board Meeting Minutes of April 2006:
''Moved to table the Board minutes of April 27, 2006. "
Motion:
Second:
Vote:
Shubatt
Guns
Aye -6; Nay - 0
3. Board President's Report:
A. Communication with Dubuque City Council - Avery reviewed the update
and the Board received and filed the monthly Board of Trustees update
that is provided to the City Council following each Board meeting.
''Moved to receive and file the informational update on the
Communication with Dubuque City Council. "
Motion:
Second:
Vote:
Guns
Lindsay
Aye -6; Nay - 0
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Library Board of Trustees
Minutes of June 22. 2006
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B. Board and Committee Appointments for FY-07: The Board agreed to
keep the current slate of officers the same as FY-06.
"Moved for the slate of executive officers to the Library Board
for FY-07 to remain the same as FY-06 as follows: Alan Avery for
Board President, Sue Lindsay for Board Wce President anct Kristen
Smith for Board Secretary. "
Motion:
Second:
Vote:
Lindsay
Smith
Aye -6; Nay - 0
Committee Assignments - Avery reported feedback from the Board
members and reported that Committee membership would remain the
same as FY-06.
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Avery provided the following Committee appointments to the Library
Board:
. Operations Committee of the Library Board - Trustee
Smith and Trustee Kolz
. Planning Committee of the Library Board - Trustee Guns
and Trustee Hauder
. Relations Committee of the Library Board - Trustee
Shubatt and Trustee Lindsay
Avery reported that, in accordance with the Bylaws, he is a member of
each standing committee and would attend Committee meetings as
needed.
4. Motion to Receive and File Informational Items - The Board received the
following items and information for review in the Board packets:
A. Library Board Planning Committee Meeting Minutes of May 25 and
June 15, 2006.
B. Library Director's Report Summary and Update - A Board Memorandum
report was provided dated June 19, 2006 from the Director on Library
use statistics, Library financial expenditure and revenue reports, a
facilities update of current building project and a personnel update.
Guns noted that the budget line for Education and Training shows it has
not been fu lIy used. Henricks reported that much of the past year's
training cost less due to most of the training being provided locally or by
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Minutes of June 22. 2006
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presenters who did not charge an honorarium. Also, some recent
training will reflect in the expenditure budget in next month's report.
C. Library Comment Cards - The Library Board reviewed three comment
cards received.
''Moved to receive and file the informational update on the
Board Relations Committee, Operations Committee, Library Director's
Report Summary, and Library feedback comment cards and
responses as reviewed. "
Motion:
Second:
Vote:
Hauder
Kristen
Aye -6; Nay - 0
5. Items for Action:
A. Relations Committee: Henricks reviewed her memorandum to the
Library Board dated June 19, 2006 that provided a summary and
background for the action items.
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1) Library Closures:
a) Request for Wedding at Library - Henricks reported a
request for a wedding has been received for October 28,
2006 and a request for a wedding rehearsal on Friday,
October 27, 2006 from approximately 5:00 p.m. to
8:00 p.m.
Guns asked if the fees for opening the library for this
service will be covered and Henricks responded that the
fees charged do provide for this special request.
b) Request for Staff Development Training - Susan reported
on the planned staff development day training that would
include an afternoon session on disaster preparedness and
another session in the fall on a Thursday morning that
would require that we open an hour later than usual.
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''Moved to approve the request for the Library to
open after hours for a wedding rehearsal on Friday,
October 27, 2006; and, to close on August 17, 2007 for
Staff Development day training activities as reviewed, and
for a session to be conducted in the Fall 2006 on a
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Minutes of June 22,2006
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Thursday morning for Library Staff in which the Library
would open one hour later at 2:00 p.m. "
Motion:
Second:
Vote:
Lindsay
Guns
Aye -6; Nay - 0
B. Planning Committee:
1) Selection of Fundraising Consultant for Building Renovation -
Henricks reviewed her memorandum dated June 19, 2006 in
regard to the interviews conducted of fund raising consultants in
2003 and provided the ranking of the results from the Library
Board of the companies interviewed. The Planning Committee
recommended that the information be provided for Board review
as the consultant first hired is no longer available.
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Lindsay reported that the Board should discuss all of the options
available in fundraising including the possibility of selling the
Library Trust assets such as the artworks. Lindsay would like to
have it be made known about the options available as
construction costs increase as time goes by and the Board needs
to stick to timelines.
The Board gave their varying input on this subject and agreed
that the option of selling library owned artworks should be a last
resort and could be looked at if the exploration of other options
of fund raising do not work. The Board agreed to review this
further at its scheduled meeting in September 2006.
The Board discussed the need for the Library to be a priority on
the City's list at their annual goal setting meeting in August 2006.
Henricks reported that once the Library is a high priority, the
Council and the City Manager could consider more budget funds
for the project, which would keep in line with the timeline for the
Library renovation project. Henricks reported that information
on the City Manager's recommendations on Capital Improvement
Projects should be available in November.
The Board agreed that the funding elements of the project need
to be closely monitored.
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Guns recommended that the Library Board move forward with
hiring a consultant and the Board reviewed the information
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Minutes of June 22, 2006
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provided in regard to consultants. The Board reviewed where
the funds for the consultant would come from and agreed that
the consultant fees should be closely monitored by Henricks.
Henricks reported that the funds will come from the Library
renovation fund.
''Motion to direct Susan to solicit a proposal and
contract from Saterbak and Associates, Janesville,
Wisconsin as the Librarys professional fundraising
consultant to lead the capital campaign on the Library
Boards behalf. "
Motion: Lindsay
Second: Kristen
Aye -6; Nay - 0
2) Approval of Plans for Library Promotional Video for Building
Renovation Project - The Board reviewed the Planning
Committees report in regard to a promotional video including the
Video and renovation "Message" correspondence dated June 16,
2006 from the Library Director.
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Guns reported the Committee's recommendation to move
forward with the promotional video to be done by Loras
Productions and completed by the end of summer. It was
suggested that the fundraising consultant be involved in the
communications in regard to the video.
Hauder exited the meeting at 4:47 p.m.
Discussion was held as to the cost of the video to be paid for
from the Library's renovation fund.
''Move to approve plans for the promotional video,
having Susan head up the project with Loras, after
discussing with the planning consultant"
Motion: Guns
Second: Shubatt
Aye -S; Nay - 0
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In addition to the action items the Library Board discussed the
renovation project timeline. The Board discussed the need to get the
message out regarding the renovation and the benefits of this project to
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Library Board of Trustees
Minutes of June 22, 2006
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the users and the community. The Board discussed mailing invitations
to people to attend Townhall meetings to learn about the project and
ask for their support. The Board charged Henricks with moving forward
with this project in a timely manner.
Henricks reported that she is scheduled to go with the members of the
Library Foundation to visit the Des Moines Public Library to learn more
about how their fundraising campaign was developed. The Library
Foundation in Des Moines committed to 23 million dollars of a 48 million
dollar project and have successfully raised 21.5 million dollars to date.
6. Communications/Public Comment - Henricks provided an article on special
collection type books to the Library Board.
7. Meeting Adjournment - The meeting adjourned at 5:00 p.m.
''Motion to adjourn. "
Motion:
Second:
Vote:
Smith
Guns
Aye -5; Nay - 0
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Kristen Smith, Board Secretary
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