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Minutes Library 10 26 06 Carnegie-Stout Public Library Board of Trustees' Meeting Minutes of October 26, 2006 The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the Library Board Room at Noon. Excused: Guests: President Alan Avery; Vice President Sue Lindsay; Trustee Beverly Kolz; Trustee Sue Lindsay; Trustee Michael Shubatt; Trustee Kristen Smith; Trustee Diann Guns; Library Director Susan Henricks; and Recorder Denette Kellogg. Trustee Becky Hauder Bruce Hamous, OPN Architects, Inc. and Kurt Saterbak, Saterbak & Associates Present: 1. Board President Avery called the meeting to order at 4:00 p.m. "Moved to adopt the meeting agenda of October 26, 2006. /I Motion: Second: Vote: Guns Shubatt Aye -6; Nay - 0 2. Approval of Library Board of Trustees' Minutes of September 21, 2006 and September 28, 2006: ''Moved to approve the Board minutes of September 21, 2006 and September 28, 2006 respectively. /I Motion: Second: Vote: Guns Kolz Aye -6; Nay - 0 3. Board President's Report: A. Communication with Dubuque City Council - Avery reviewed the monthly Board of Trustees update that is provided to the City Council following each Board meeting. B. Update on Signing of Contract for Grant - Henricks reported on the Board's prior approval of contract of services for KB Consulting to write and submit the Kresge Capital Challenge Grant program application. Avery reviewed the contract with the Library Board. The Board Library Board of Trustees Minutes of October 26, 2006 requested that the grant process move forward and include information about Green Design to be included. Henricks reported that the funds for these services are being provided from the City CIP Library Renovation Fund. ''Moved to receive and file the September 21 and 28,2006 Informational Update on the Communication with Dubuque City Council. " Motion: Second: Vote: Kolz Guns Aye -6; Nay - 0 4. Motion to Receive and File Informational Items (Action): A. Library Director's Report Summary and Update - Henricks provided a Board memorandum summary of the following items to the Library Board: 1) Library Financial Report - Budget expenditures are at 27% with 25% of the fiscal year lapsed. Revenues are at about 19% and are expected to be low until program funding from the State of Iowa is received. 2) Library Use Statistics - Visits to the library are up 8% over last year. 3) Library Van Update - The Library van has arrived and a reserved parking place has been arranged in the public lot on Bluff Street. Materials return boxes have been released for shipment and will be installed at Eleanor Roosevelt Middle School as soon as they arrive. 4) Art At Your Library@ Exhibit - The opening reception of the exhibit held on October 20, 2006 was considered a success with over 200 people in attendance. 5) Library Renovation: Iowa Great Places Grant Update - The City of Dubuque has been named a finalist as an Iowa Great Place. Judges visited the City and ended their visit at the Library where a presentation was provided by several of the entrants. A decision of the grant award is expected by October 27, 2006. - 2 - Library Board of Trustees Minutes of October 26, 2006 B. Library Comment Cards Received (Seven cards received). ''Moved to receive and file the informational update from the Library Director on the Library Financial Report, Library Use Statistics, Library Van Update, Art At Your Libra,yw Exhibit Update Library Personnel Update, Library Security Update, and review of seven Library Comment Cards received. " Motion: Second: Vote: Guns Kolz Aye -6; Nay - 0 4. Items for Action: A. Library Renovation Project: Green Design Presentation by Architect Bruce Hamous, OPN Architects - Library Renovation Architect Bruce Hamous gave a presentation on Green Design and options available for achieving Leadership in Energy and Environmental Design (LEED) certification. Hamous provided handouts explaining information on LEED and sustainability. Hamous reported that this Green Design is sweeping the nation and is energy conservative and environmentally friendly. Green Design is the catch-all term for a growing trend within the fields of architecture, landscape architecture, engineering, industrial design and interior design. The essential aim is to produce places, products and services in a way that reduces use of non-renewable resources, minimizes environmental impact, and relates people to the natural environment. Green design is often viewed as a necessary tool for achieving sustainability . United States Green Building Council (USGCB) established the LEED rating system. Hamous is a LEED certified architect. Hamous reported that in reference to LEED, sustainability should be looked at first and the LEED certification criteria should be used as a tool to help achieve sustainability. Hamous reported that there are six categories in the rating system and four levels of certification with 26 of 69 points to be certified at minimum level. Shubatt asked if there is a benefit to C-SPL, financially or otherwise, to be LEED certified. Hamous replied that the certification itself is prestigious for both the library and the community. Advantages for being LEED certified pertain more to the project itself being Green Design and environmentally - 3 - Library Board of Trustees Minutes of October 26, 2006 friendly. Many foundations such as Kresge Foundation favor this approach when awarding grants. Hamous reviewed various statistics in regard to LEED and reported that there is a two to three percent increase in productivity level for employees who work in that environment. In the long run there is a positive return on investment (ROI) that could reach 20 to 30 percent. Hamous commented that the Library plans as developed would adapt well for LEED certification with the only effect on the cost of construction being in materials, with an estimated cost of an additional $150,000 in project costs. Hamous reported that there are many funding opportunities to help pay for architectural and engineering fees toward LEED certification and noted it is best to make the decision to be LEED certified as early in the project as possible. Hamous suggested that, based on the budget developed, the Library work toward sustainability versus certification. The Board agreed that they would like to shoot for a LEED certified building. The Board discussed the possibility of a roof garden as part of the Green Design. Hamous reported that this cost would be estimated at $25.00 per square foot, with the cost variable depending upon the type of plants selected. Low-maintenance plants are higher in cost; high maintenance plants are lower in cost. The Board charged Henricks with contacting the City Manager in regard to exploring the City's support of the Library renovation project being LEED certified. Henricks reported that the City encourages Green Design for City projects. The Board agreed to move forward to explore LEED certification with Architect Bruce Hamous and approved the expenditure of $450 to register the Library renovation project. B. Renovation Project: Next Steps Regarding Funding - Henricks reported that originally the Architect's design phase of the project was to start in December 2006 and pending a decision about funding by the City, the Library cannot commit funds. Hamous reported on behalf of OPN Architects they would be willing to sign a contract with a contingency in this regard. The Board agreed to review the revised contract at a future Board meeting. - 4- Library Board of Trustees Minutes of October 26, 2006 The Board held a discussion on how the project stands and its commitment to moving forward and need for City support. The Board agreed that it needs to continue to move forward with the various aspects of the project with hopes of City support in order for the project to succeed and Saterbak concurred. C. Saterbak and Associates Contract Negotiations - Henricks reported on review of the options for services with Saterbak and Associates. The Board reviewed Kurt Saterbak's letter dated October 27, 2006 to the Library Director providing alternative payment options for services over the project's fund raising phase completion as well as some cost savings. Henricks reported that cost savings in the options are provided. Lindsay exited the meeting at 5:42 p.m. and the Board adjourned its meeting to the Library Director's office. The Board reviewed its decision at an earlier meeting to move forward with a contract option of $122,500 for payment of services. The Board discussed retaining the firm on an hourly basis versus moving forward with one of the contract options. Saterbak recommended that the project continue to move forward as several community leaders have agreed to serve as honorary chair and momentum needs to keep moving forward for the project to succeed. Shubatt reported that the options are non- cancellable. Saterbak reported that the options include payment covering the period of time it takes. The Board reviewed the need to move forward without knowing the City's full commitment. Saterbak reported on the phenomenal opportunity for a successful campaign based on the Planning Study report recommendations that include the City's investment. Henricks reported that the current year Renovation Project Capital Improvement Project (CIP) would cover option C of the proposal, the construction management firm expenses and architectural expenses through June 30, 2007. Shubatt recommended that conditions include a clause in regard to the firm adequately performing the duties under the scope of services. The Board concurred with this recommendation. "Moved to contract Saterbak and Associates through the completion of the renovation fundraising campaign for a total of $109,000 to include all services to the Library, per diem, postage and telephone expenses per payment plan as outlined in the - 5 - Library Board of Trustees Minutes of October 26, 2006 agreement as reviewed to include the condition in regard to non- cancellation clause in regard to adequately performing the duties as defined under Scope of Services. " Motion: Second: Vote: Smith Kolz Aye -5; Nay - 0 Saterbak reported that he would revised the agreement to include the conditions as requested. Avery exited at 6:14 p. m D. Library Closings for 2007 - Henricks reviewed the list of recommended holiday closing including a one day closing for staff development day in 2007. Henricks reported that the holiday closings are very similar to the City's observances. ''Moved to approve the following holiday closings in 2007 including staff development as follows:" Monday, January 1 Monday, May 28 Wednesday, July 4 Thursday, August 16 Monday, September 3 Monday, November 12 Thursday, November 22 Friday, November 23 Monday, December 24 Tuesday, December 25 Monday, December 31 New Years Day Memorial Day Independence Day Staff Development Day Labor Day For Veterans Day Sunday, Nov. 11 Thanksgiving Day Day after Thanksgiving Day Christmas Eve Christmas Day New Years Eve Motion: Second: Vote: Shubatt Guns Aye -4; Nay - 0 E. Library Long Range Planning: ''Moved to go into closed session in accordance with Iowa Code, chapter 21.5j: To discuss the purchase of particular real estate where disclosure could be reasonably be expected to increase the price the government body would have to pay for that property. " - 6- Library Board of Trustees Minutes of October 26, 2006 Motion: Second: Vote: Katz Guns Aye -4; Nay - 0 The Board moved into closed session at 6:15 p.m. "Motion for the Library Board to move into open session. " Motion: Second: Vote: Guns Katz Aye -4; Nay - 0 The Board moved into open session at 6:23 p.m. 5. Library Board Adjournment - The Board adjourned at 6:30 p.m. "Motion to adjourn. " Motion: Second: Vote: Guns Shubatt Aye -4; Nay - 0 Kristen Smith, Board Secretary - 7-