Minutes Library Bd 7 27 06
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of July 27, 2006
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The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m., July 27, 2006.
Guests:
President Alan Avery; Vice President Sue Lindsay; Trustee Becky
Hauder; Trustee Beverly Kolz; Trustee Michael Shubatt; Trustee
Kristen Smith; Trustee Diann Guns; Library Director Susan
Henricks; and Recorder Denette Kellogg.
Kurt Saterbak, Saterbak and Associates, Janesville, Wisconsin
Present:
1. Board President Avery called the meeting to order at 4:06 p.m.
"Moved to adopt the meeting agenda of July 27, 2006. "
Motion:
Second:
Vote:
Shubatt
Lindsay
Aye -7; Nay - 0
2. Approval of the Board Meeting Minutes of June 22, 2006, July 7, 2006 and
Summary Notes of April 27, 2006 Meeting:
''Moved to adopt the Board Summary Notes of April 27, 2006; Board
Meeting Minutes of July 7, 2006; and, the June 22, 2006 with
recommended revisions. "
Motion:
Second:
Vote:
Guns
Smith
Aye -7,' 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: Guns
Second: Kolz
Library Board of Trustees
Minutes of July 27,2006
Vote: Aye -0' Nay - 0
Hauder entered the meeting at 4: 10 p.m.
4. Presentation by Library Fundraising Consultant: Kurt Saterbak, Saterbak and
Associates, provided an overview of the process of a fundraising campaign that
included several handouts outlining the different phases. Saderbak reported
that the timeline would be aggressive so the Study Report can be provided to
the City Council at its goal setting session scheduled for the end of August
2006.
Saterback reported that the Planning Study phase includes development of a
case for support, which is the community's case for support, and contains the
complete story of the campaign and is the key to successful campaign along
with the study report. Some of the phases have a committee or task force
involved to complete critical components of each phase. Saterbak reviewed
the eight phases of the campaign, a summary of key points of what each
phase consists of, and provided the following timeline for the campaign
phases:
. Phase I
. Phase II
. Phase III
. Phase IV
. Phase V
Planning Study (August, 2006)
Includes a Planning Study Committee, Case for Support
and Study Report
Pre-Campaign Activities (September-January, 2007)
Includes four pre-campaign task forces of Steering
Committee, Case Validation Committee, Communications
Task Force and Prospect Development Task Force. The
most important key to entire campaign takes place during
this phase with selection of the Campaign Chair.
Campaign Organization (January, 2007)
Organize campaign cabinet and train Division Chairs for
Recruitment, Benefactor and Community and Donor
Divisions. Ninety-five percent of funds to be raised are
done so during this phase.
Advance Gift Division (February-April, 2007)
Recruit and train Division Associate Chairs, train and
assign prospects. Assign and solicit prospects.
Benefactor Gift Division (March-May, 2007)
Recruit and train Division Associate Chairs, assign and
solicit prospects.
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Minutes of July 27,2006
. Phase VI Community Gift Division (May-August, 2007)
Recruit and train Division Associate Chairs, assign and
solicit prospects, hold community-wide campaign kickoff,
. Phase VII Victory Gift Division (September, 2007)
Develop prospect list, locate phonathon facility, and recruit
callers.
. Phase VIII Victory Celebration (September, 2007)
Send thank you letters, complete Board and Council's
closing report. Groundbreaking for project takes place.
Promotes ownership of campaign.
Saterbak provided a preview of the first phase which includes input from 50
community individuals and the Planning Study Committee, which is made up of
approximately ten members, who will make calls for interviews to be accomplished
by the consultant. The Campaign Planning Study is the result of the interviews as
advice is received from persons who are successful community members who
indicate general interest in project and campaign process. This interest creates
momentum which is the fuel that drives the campaign. Questions requiring
answers before we proceed will be identified at this time. Saterbak requested that
each Board member provide names of people who could be assigned to this
committee.
The Board discussed the need for the study to be available for the City Council at
its goal setting session beginning August 30, 2006. They discussed the need for
the Council to receive a summary of the planning study and a PowerPoint pictorial
for review at their goal setting session. The Board charged Henricks to contact
the City Council and appropriate City staff to let them know that the report is
coming for review at their goal setting session and to keep the Council informed.
The Board agreed to meet at 8:00 a.m., on August 28, 2006 to review and
approve the study report.
The Board reached a consensus to approve the preliminary outline of campaign
activity and planning study timeline as provided. Avery and Guns agreed to
represent the Board on this committee.
Shubatt exited the meeting at 5:23 p.m.
5. Motion to Receive and File Informational Items - The Board received the
following items for review in the Board packets:
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Minutes of July 27, 2006
A. The Library Director's Report Summary and Update - Henricks reviewed the
detailed summary which included the following information and projects
update:
1) Library Financial Report - The Library ended the year in very good
standing coming in under budget at 97% for expenditures and collecting
more than budget in revenue at 113%.
2) Library Use Statistics - Total questions are up by patrons compared to
last fiscal year and electronic access of the library continues to grow.
3) Library Van and West Side Service Update - The Library van will take
approximately twelve weeks to arrive and the book drops have been
ordered.
4) Review of City Planning Services Comprehensive Plan
5) Status of Personnel Manual Revision
6) Library Personnel Update
7) Police Sub Station update
8) Library Marketing and Advertising Update
B. Library Feedback Cards and Responses - The Board reviewed four
comment cards received.
''Moved to receive and file the informational update on the Board
Relations Committee, Operations Committee, Library Directors Report
Summary, Communication With Dubuque City Council, and Library feedback
comment cards and responses as reviewed. "
Motion:
Second.'
Vote:
Guns
Hauder
Aye -7; Nay - 0
6. Items for Action:
A. President's Report:
1) 28E Agency Agreement - Henricks reviewed her memo regarding library
service to counties and cities outside the 28E area and concerns about
setting a precedent when the agreement conflicts with practice. The
public library in Dyersville decided to sell library cards to individuals
from Delaware County which could weaken the 28 E Agency agreement
by challenging equitable service and inviting other communities to
bargain for a less expensive library card. Henricks reported that the
current agreement has set an example around the State of Iowa for
libraries working together to provide service in exchange for equitable
funding. Henricks reported that currently C-SPL receives approximately
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Mmutes of July 27, 2006
$16,000 in revenue each year in funding from the Agency.
Recommendation to forward letter to agency - Henricks provided a
review of the 28E agency agreement reviewing the process of library
services in Cities without libraries and reciprocal agreement with other
cities and counties in Iowa.
''Moved to approve sending a letter of concern in regard to
the Boards concern of selling library cards outside the 28E
agreement and the weakening effects on the agreement by such
practices. "
Motion:
Second:
Vote:
Guns
Smith
Aye -7; Nay - 0
Henricks reported that this concern would also be discussed at the next
28E Agreement Committee meeting.
B. 1) Library Disaster Plan - Henricks reported that she is currently
developing an emergency and disaster plan for the Library. As part of
the plan a need was identified to have off site storage for the computer
systems. Henricks reported that the plan includes a temporary plan of
installing a remote server off site at one of the technology staff's home.
The Board questioned the Internet security of doing this and suggested
that there are companies existing that are in a remote location away
from Dubuque. Henricks is recommending the current plan for the short
term with the goal to write an improvement package to have a
professional firm provide these critical services. The Board reported its
concern that this may not be the best resolution and asked for further
review. Henricks suggested that the Technical Services Staff could
provide a summary of why this type of storage is critically needed at the
next board meeting.
''Moved to table the agenda item, Library Disaster Plan, for
further review at its August 24, 2006 meeting. "
Motion:
Second:
Vote:
Guns
Hauder
Aye -7; Nay - 0
7. Library Board Adjournment - The Board adjourned at 5:14 p.m.
''Motion to adjourn. "
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Library Board of Trustees
Mmutes of July 27,2006
Motion:
Second:
Vote:
Ko/z
Hauder
Aye -7; Nay - 0
Kristen Smith, Board Secretary
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