Library Board of Trustees,• i/
Carnegie-Stout Public Library ,~'~
Board of Trustees'
Meeting Minutes of November 16, 2006
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 3:30 p.m. on Thursday, November 16, 2006.
Present.• 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 (via conference phone); and Recorder Denette Kellogg.
Guest.• Kurt Saterbak, Saterbak & Associates, Janesville, Wisconsin
1. Board President Avery called the meeting to order 3:30 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of November 16, 2006. "
Motion: Lindsay
Second.• Shubatt
Vote: Aye -7; Nay - 0
2. Approval of Library Board of Trustees' Minutes of October 16 and October 26,
2006:
"Moved to approve the Board minutes of October 16 and October 26,
2006 with the change to reflect that the October 26, 2006 meeting
adjourned at 6:30 p.m. "
Motion: Guns
Second.• Kolz
Vote: Aye -7; Nay - 0
3. President's Report: Communication with Dubuque City Council - Avery
reviewed the monthly Board of Trustees update that is provided to the City
Council following each Board meeting.
4. Motion to Receive and File Information Items:
A. Library Director's Report Summary and Update - Henricks provided a
Board written summary of the following items to the Library Board with
the following additional comments:
Library Board of Trustees
Minutes of November 16, 2006
1) Library Financial Report -Budget expenditures are at 37%
with 33% of the fiscal year lapsed. Revenues are at about
24% and are expected to be low until program funding from
the State of Iowa is received.
2) Library Use Statistics -Trends in circulation noticed earlier
in the year continue with circulations by Dubuque residents
up four percent. Year to date circulation growth is up two
percent and visits are up nine percent year to date.
Electronic access continues a growth trend. Kolz questioned
the decrease in online Ebsco use. Henricks reported that
she is in the process of investigating the accuracy of the
report as all other months have seen an increase in usage.
Henricks reported that she would follow up with the Board.
3) Library Van Update -The new Library van began pickups at
drops at Eleanor Roosevelt Middle School on Monday,
November 13. Henricks shared the design for the graphics
for the van and Library Board concurred with the innovative
design. The graphics are scheduled to be applied to the
van within the next month. Guns asked if the public has
been made aware of the new service. Henricks reported
that a press release has been sent to all media. Once the
van graphics have been completed, a larger media blitz will
be made.
4) Parking Lot -The City will purchase a parking lot on the
corner of 12"' and Bluff streets. The lot will be repaved,
striped, and include a light and security camera. The lot will
be metered and Library staff will have an opportunity to
reserve spots for a monthly fee.
Library Staff will be encouraged to park in the lot to provide
more accessible parking for patrons. The Board thanked
Henricks for her work on this special project.
5) Library Renovation: Iowa Great Places Grant Update -
Henricks reported that Dubuque was awarded a State of
Iowa Great Places grant. The Library will be a recipient of
this grant and could expect the award to be up to $200,000
toward the Library renovation project.
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I ~ Library Board of Trustees
Minutes of November l6, 2006
6) Library Events Update -Henricks reported that the Library's
six annual Christmas Tree Lighting Ceremony will be on
Sunday, December 3, 2006 in the 2"d floor rotunda.
The annual reception for the Library Boars Staff, Friends,
Foundation and Library Volunteers will be on December 14
at 3:00 p.m. prior to the board meeting. Avery encouraged
the Board to attend these important events.
7) Personnel Update - A request for the Library to hire a
Campaign Coordinator has been sent to the City Manager
for approval. Once approved, the position will be advertised
and interviews will take place. As the position is temporary,
the funds for the position will be taken from the Library's
CIP renovation fund. Review of the position will take place
as the campaign comes to conclusion.
Interviews will begin soon for the vacant Library Assistant
position in Circulation services.
8) Library Budget FY-2008 -Henricks reviewed a summary of
the Improvement Decision Packages submitted for FY-2008.
The Library's Budget Hearing before the City Council is
scheduled for 7:00 p.m. on Thursday, March 1, 2007. Board
members are encouraged to attend this important meeting.
B. Library Comment Cards -The Library Board reviewed the seven
comment cards received and concurred with staff responses.
"Moved to receive and fi/e the informational update from the
Library Director on the Library Financia/Report, Library Use
Statistics, Library Van Update, Parking Lot Update, Iowa Great Places
Grant Update, Library Events, Personnel Update, Library Budget FY-
2008, and Library Comment Cards. "
Motion: Kolz
Second.• Shubatt
vote: Aye -7; Nay - 0
5. Items for Action:
A. Library Renovation Project: Selection of Construction Management Firm
- The Board reviewed its interviews of the three construction
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Library Board of Trustees
Minutes of November 16, 2006
management firms conducted on October 30, 2006. The Board
reported that all three firms interviewed were qualified. The Board
discussed the cost saving advantages of hiring a local firm. Henricks
reported on the need for the contract with the firm selected to cover as
many contingencies as possible to keep the cost of the firm close to the
original contract.
"Moved to engage the DurrantArchitects, Dubuque, Iowa for
construction management of the Library's renovation project: "
Motion: Hauder
Second.• Kolz
Vote: Aye -Ci; Nay - 0; Abstain -1 (Shubatt)
Shubatt recused himself from voting due to his
attorney client relationship with Durrant Group.
B. Renovation Project: Next Steps with Project Funding -The Library's
fundraising consultant, Kurt Saterbak, Saterbak and Associates,
provided an update on the fundraising campaign status. Saterbak
reported on a productive meeting with Dubuque City Manager Mike Van
Milligen on Monday, November 13, 2006. Saterbak requested a written
endorsement of leadership from the City without a commitment to the
amount of funding, so that the campaign can move forward with
recruitment of honorary chair lead donors. Henricks agreed to follow-
up with the City Manager in regard to this request.
Saterbak report on a number of prominent individuals who have
stepped forward to be considered as honorary chairs of the fundraising
campaign. He commented on the positive efforts of moving forward,
merging with the City at the same point, both showing significant
commitment at same time for the campaign.
Avery reported that a meeting was held last week to review possible
names of members to recruit for the Steering Committee. Avery
reported that the meeting was attended by him, Guns, Henricks, Mayor
Boul and Saterbak.
Guns reported that the Steering Committee is apre-campaign
committee that builds awareness and selects the leaders for the other
Committees before moving forward with the campaign.
Guns described the Steering Committee as a short term (2 -3 months)
committee with the main tasks of pre-campaign, laying ground work,
building awareness, getting our case validated, and selecting the leader.
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Library Board of Trustees
Minutes of November 16, 2006
Four task forces work under the Steering Committee and the group is in
the process of recruiting task force members. These task forces are the
Communications Task Force, Case Validation Study, Leadership Task
Force and Prospect Development and Review.
Avery reported that each Board member will be asked to participate on
a task force. Saterbak reported that a list of names to head the task
forces have been identified.
Guns reported that one board member would be nominated to the
Steering Committee and the Board agreed on Beverly Kolz, who then
accepted to serve on Steering Committee. The other members of the
Committee will be announced. Saterbak reported that the Steering
Committee makes sure that task forces are moving forward.
Avery reported that recruitment of the Steering Committee members
should be wrapped up next week.
Saterbak reported that he would provide detailed job descriptions of
task forces to each Board member so they can decide on which task
force they are interested in serving. Avery reported that the Board
would be kept informed as recruitment occurs for the Steering
Committee and Task Force members.
C. Request for Sale of Books -Henricks reported on an outside interest in
purchasing one of the Library's special collections. The Board charged
Henricks with investigating the interest and report back with further
details including the collections estimated worth.
D. Request to Open After Hours for Staff Holiday Party -Henricks
requested that the Board approve the after hours Staff Holiday Party on
Friday, December 1, 2006 from 6:30 p.m. to 9:00 p.m. Henricks
reported that she is attending the gathering.
"Moved to approve opening of Library's second floor rotunda
for a private Staff Holiday Party from 6:30 p. m. to 9:00 p.m., Friday,
December 1, 2006. "
Motion: Guns
Second.• Kolz
Vote: Aye -7; Nay - 0
6. Library Board Adjournment -The Board adjourned at 4:21 p.m.
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Library Board of Trustees
Minutes of November 16, 2006
"Motion to adjourn. "
Motion: Shubatt
Second.• Guns
Vote: Aye -7; Nay - 0
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Kristen Smith, Board Secretary