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.
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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
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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.
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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
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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. "
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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
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