Minutes Library 9 28 06
4
Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of September 28, 2006
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Iowa Communications Network (ICN) Room at 4:00 in the Library Board
Room.
Present:
Vice President Sue Lindsay; Trustee Becky Hauder; Trustee
Beverly Kolz; Trustee Kristen Smith; Trustee Diann Guns; Library
Director Susan Henricks; and Recorder Denette Kellogg.
Board President Alan Avery; Trustee Michael Shubatt
Kurt Saterbak, President, Saterbak & Associates, Janesville,
Wisconsin
Excused:
Guest:
1. Board Vice President Lindsay called the meeting to order at 4:03 p.m. and
amended the agenda to include Gift Fund Expenditure and a Long Range
Planning closed session.
''Moved to adopt the meeting agenda of September 28, 2006 with
the following additions; Long Range Planning - Library Parking, and Gift
Fund Expenditure. "
Motion:
Second:
Vote:
Guns
Kolz
Aye -4; Nay - 0
2. Approval of the Board Meeting Minutes of August 24, August 28 and
September 8, 2006; and closed session Meeting Session Minutes of August 24,
2006. The Board reviewed the minutes as submitted and requested one
wording change to the August 24, 2006
''Moved to approve the Board minutes of August 28, September 8
and closed session minutes of August 24, 2006; and, motion to approve
August 24, 2006 meeting minutes with replacing the word "finar with the
word ''preliminary'' on page five, last sentence in paragraph one. "
Motion:
Second:
Vote:
Kolz
Guns
Aye -4; Nay - 0
Library Board of Trustees
Minutes of September 28, 2006
3. Communication With Dubuque City Council - Lindsay reviewed the monthly
Board of Trustees update that is provided to the City Council following each
Board meeting.
''Moved to receive and file the August 24 and August 28, 2006
Informational Update on the Communication with Dubuque City
Council. "
Motion:
Second:
Vote:
Kolz
Guns
Aye -4; 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 for Board review.
1) Financial Report - Guns asked about the expenditure of
supplies and services being high at 34% percent expended.
Henricks reported that the Library has annual contracts for
supplies and services that are expended at the beginning of
the fiscal year which is reflected at 34% of supplies and
services expended to date versus 17% of the year's budget
expended. Henricks reported that these lines should level
off as the year progresses.
2) Library Use Statistics.
3) Library Personnel Update - In addition to the memorandum
Henricks reported that part-time Library Assistant Betsy
Killins, who was fluent in Spanish, has submitted her
resignation. Henricks reported that when filing this position
finding a person who speaks Spanish would be preferred.
Technical Services Manager Deb Fliegel is scheduled to be
out for approximately six weeks on medical leave and her
staff would be reporting directly to Henricks during this
time. Hauder suggested that Staff could also be trained in
basic Spanish at Thursday morning training sessions.
4) Library Security Update - Lindsay brought up a concern of a
group of young children unattended and not adhering to
Library policy, and asked if the police presence been enough
to make a difference? Henricks reported that she has
requested the Information Desk keep a log of the police
- 2-
Library Board of Trustees
Minutes of September 28, 2006
presence to help evaluate the program at the six month
level, and to address this problem specifically, has asked
public service desk staff to periodically check outside and be
proactive in dealing with problem patrons.
B. Library Comment Cards Received (Eight cards received).
''Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Library Personnel Update, Library Security Update, and
review of eight Library Comment Cards received. "
Motion:
Second:
Vote:
Guns
Kolz
Aye -4; Nay - 0
5. Items for Action:
A. Library Renovation Fundraising Report - Lindsay reported that Kurt
Saterbak, Saterbak and Associates, would be presenting the final
Development Planning Study Report. Saterbak began by reporting to
the Board on the positive feedback received from interviewees and
noted that the responses received appeared to be coming from the
heart of the participants.
Saterbak reviewed the 26 page completed Development Planning Study
Report dated September 28, 2006. Saterbak reported his excitement in
regard to Dubuque being one of the most philanthropic savvy
communities he has ever dealt with. Saterbak reported that this
campaign could be the most successful campaign he has been involved
with in his company's history.
Smith entered the meeting at 4:33 p.m.
Henricks noted that Board President Avery had provided feedback,
which included the need for the public to feel the sense of importance
for the project. Saterbak reported that the more they understand the
more urgent it becomes, and this would be part of the pre-campaign
push.
The following bullet points were noted by Saterbak:
· Interviewees have a great expectation that the City will support
the project by at least V2 of the project cost.
- 3 -
Library Board of Trustees
Minutes of September 28. 2006
. Almost everyone agreed to volunteer at some level.
. Positive feedback overall.
. Pool of donors very good.
. Pool of leadership is great
The Board reviewed the study recommendations as follows:
. That the Library Board of Trustees and the City of Dubuque adopt
this report, accept its findings, and support its conclusions as a basis
for further action.
. That the Dubuque City Council formally commits to at least 50% of
the Carnegie-Stout Public Library renovation costs as the next action.
. That the Library Board of Trustees continues to retain professional
counsel to guide the capital campaign process.
. That the Mayor and President of the Carnegie-Stout Public Library
Board of Trustees, guided by Saterbak & Associates, recruit 6-8
volunteers identified in the study to serve as members of a Steering
Committee to begin the campaign planning process.
. That the Steering Committee, working with campaign counsel, forms
a Capital Campaign Cabinet
. That the Capital Campaign Cabinet, working with campaign counsel,
form appropriate task forces comprised of community leaders
necessary to ensure the success of the fundraising drive. Initial
areas to be addressed would include: formulating a case for support,
developing a comprehensive communications plans, identifying and
recruiting campaign leadership, and identifying the contributor base.
. That the management of the campaign and the determinations of a
campaign goal be delegated by the City to the Campaign Cabinet
based on the early commitment of leadership gifts.
Saterbak also provided a capital campaign materials packet for the Board to
review that includes a list of action items for next steps including things
that need be done while waiting for the City Council's decision and timeline
for the campaign. Saterbak estimated a total of 750 hours from this point
forward for his firm as the campaign moves through its various phases and
provided information on his firm's hourly charge.
"Moved to adopt the final Development Planning Study
Report, with some format changes, including the acceptance of the
report recommendations, and to move forward with the
recommendations listed on page 26 of the report. "
Motion: Guns
Second: Kolz
- 4-
Library Board of Trustees
Minutes of September 28, 2006
Vote: Aye -5; Nay - 0
The Board charged Henricks with contacting City Staff to set a worksession
with City Council. Henricks reported, the Board concurred, that the
preliminary steps must continue to move forward as momentum for the
project is essential.
Saterbak presented his firm's final bill completing the fundraising contract
for this phase of the project.
Henricks reported that Loras Productions is scheduled to conduct some
filming for the promotional video about the renovation on September 30,
2006.
Henricks reported that City Attorney Barry Lindahl had reviewed the
document for services for OPN Architects and has suggested some standard
changes. The Board reviewed the proposed changes.
''Moved to approve the document for services as revised by
the City Attorney between C-SPL and OPN Architects for the Library
renovation project"
Motion:
Second:
Vote:
Guns
Hauder
Aye -5; Nay - 0
B. Library Personnel Manual Review - Henricks reported that Library Staff has
been provided an additional opportunity to review the suggested changes
to the Personnel Manual. The Board had previously reviewed the document
and concurred pending any additional input from Library Staff.
''Moved to adopt the revisions to the Library Personnel
Manual. "
Motion:
Second:
Vote:
Guns
Hauder
Aye -5; Nay - 0
C. Grant Writing Opportunity - Henricks reported that the Library Board
requested additional information on the fee structure and other background
information on Henrick's recommendation to contract with professional
grant writer Kim Byers to submit a Kresge Foundation Grant on behalf of
C-SPL. Henricks reported that Byers' fee structure is based on an hourly
rate at $65.00 per hour with an estimate of 100 hours to complete the
- 5 -
Library Board of Trustees
Minutes of September 28, 2006
project. The Kresge Grant is similar to a federal grant in complexity of
preparation. Henricks reported that she had met with Durrant Construction
Management yesterday and in the course of discussion, they noted that the
Kresge Foundation is known for its support of green design. The potential
for a grant is up to $1,000,000. Henricks reported that the grant writer
would cost approximately $6,500.
''Moved to contract on an hourly basis with grant writer Kim
Byers to begin initial work to apply for a Kresge Foundation Grant on
behalf of C-SPL at $65. 00 per hour not to exceed $fi500 should the
project move forward. "
Motion:
Second:
Vote:
Guns
Kolz
Aye -5; Nay - 0
The Board requested that this process move slowly until further information
is received on the City's support of the project to ensure that project
continues to move forward.
D. Gift Fund Expenditure - Henricks reported that the Library has been
experience ongoing problems with its Internet scheduling software and
currently has the opportunity to purchase a new Internet software
management system that other libraries have used and are satisfied with.
Henricks reported that the cost of the new software is $5,500 with most of
the expense being covered from the operational budget. Henricks
requested that the Board approve $1,000 from the General Gift Trust Fund
to help pay for the new software.
''Moved to approve the expenditure of $1,000 from the
General Gift Trust Fund for the purchase of Internet software
management system. "
Motion:
Second:
Vote:
Guns
Hauder
Aye -5; 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 September 28, 2006
Motion:
Second:
Vote:
Ko/z
Guns
Aye -5; Nay - 0
The Board moved into closed session at 5:45 p.m.
''Motion for the Library Board to move into open session. "
Motion:
Second:
Vote:
Guns
Ko/z
Aye -~. Nay - 0
The Board moved into open session at 6:00 p.m.
6. Library Board Adjournment - The Board adjourned at 5:30 p.m.
''Motion to adjourn. "
Motion:
Second:
Vote:
Hauder
Guns
Aye -5; Nay - 0
Kristen Smith, Board Secretary
- 7-