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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. z- 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 -3- 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. -4- 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. -5- Library Board of Trustees Minutes of November 16, 2006 "Motion to adjourn. " Motion: Shubatt Second.• Guns Vote: Aye -7; Nay - 0 -6- Kristen Smith, Board Secretary