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Minutes Library Board 1 25 07 Carnegie-Stout Public Library Board of Trustees’ Meeting Minutes of January 25, 2007 The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the Library Board Room on Thursday, January 25, 2007 at 4:00 p.m. in the Library Board Room. Present: Vice President Sue Lindsay; Trustee Beverly Kolz; Trustee Kristen Smith; Trustee Diann Guns; Library Director Susan Henricks; and Recorder Denette Kellogg. Excused: Board President Alan Avery; Trustee Becky Hauder; and Trustee Michael Shubatt 1.Board Vice President Lindsay called the meeting to order at 4:00 p.m. “Moved to adopt the meeting agenda of January 25, 2007.” Motion: Kolz Second: Guns Vote: Aye –4; Nay – 0 2.Approval of Library Board of Trustees’ Minutes of December 14, 2006: “Moved to approve the Board minutes of December 14, 2006.” Motion: Guns Second: Smith Vote: Aye –4; Nay – 0 3.President’s Report: Communication with Dubuque City Council: A. Communication with Dubuque City Council - Lindsay reviewed the monthly Board of Trustees update that is provided to the City Council following each Board meeting. Motion: Kolz Second: Smith Vote: Aye –4; Nay – 0 Library Board of Trustees Minutes of January 25, 2007 4.Motion to Receive and File Informational 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: 1)Library Financial Report – Library Expenditures are at 51% while 50% of the year has lapsed. Revenues are at 48.5% of budget projections. Henricks provided a summary of the City Manager’s FY-08 Improvement Package budget recommendations for the Library that included funding for: Library Clerk hours ? Additional funds for the both the DVD collection and ? graphic novels budget Funding for the movie licensing fees ? Increasing the Adult programming budget. ? A subscription to Tutor.com database ? Attendance for the Library Director to attend the Iowa ? League of Cities conference in 2007. Henricks reported that an improvement decision (IP) package represents additional funding for staff or projects outside the operating budget. The Library’s budget presentation to City Council is scheduled for 6:30 p.m. on March 1, 2007. Henricks reported that every five years the City Manager requests that each City Department complete a department review. The Library recently completed its review that evaluated the department’s efficiency, possible budget savings, outsourcing, staffing and what its needs are. After the review is completed, recommendations are reached in regard to staffing and other priorities. The Board requested that Henricks provide the executive summary report with the Library Board via e-mail. 2)Library Use Statistics – Visits to the library are up seven percent over last year at this time and overall circulation year to date is up three percent. DVD format continues to the fastest growth collection with circulations to Adults increasing 66 percent and Children’s increasing by 38 percent year to date. - 2 - Library Board of Trustees Minutes of January 25, 2007 Henricks reviewed the quarterly statistics reporting that electronic database use is experiencing strong growth. 3)Security Update – Henricks reported on meeting with Community Oriented Policing (C.O.P.) Captain Russ Stecklein to discuss and set goals and objectives in respect to Library security. Henricks reported since the meeting an increase in visits by the C.O.P.s has been noted. Lindsay reported on being approached by Library Staff in regard to security concerns. Lindsay suggested that plans be made for having extra security during the summer months. The Board agreed to frequently review how the police substation is helping with Library security overall. Henricks reported that incidents requiring higher-level action and banning have been on the decrease since the substation opened. This is most likely due to a combination of variables: police substation as a deterrent even without it being staffed, being proactive in dealing with problem patrons by taking appropriate actions, such as banning problems patrons from using the library or calling the Police Department, and additional staff training. The Board discussed the need to empower staff to be responsive to non-police security issues. Kolz asked if Staff has been responsive to training already provided and suggested maybe more training could be offered to deal with non-police type issues. Henricks reported that additional training would be useful so Library Staff can handle tasks related to enforcing rules and regulations with confidence as well as understand when it is appropriate to call the police. 4)Iowa Library Trustee’s Association – Information for Trustees to join the association was provided. 5)Library Parking Update – An update on patron parking was th provided. A security camera for the 12 Street parking lot would most likely not be installed until the library renovation. Henricks reported that the Relations Committee would continue an ongoing review of this item. - 3 - Library Board of Trustees Minutes of January 25, 2007 6)Library Foundation Update – The Library Foundation has agreed to fund the following projects totaling over $30,000 through their annual appeal: Historical Newspaper Database, Author Visit, Popular Music Start-Up Collection, Children’s Graphic Novel Start-up Collection, MP3 Players and Playaways. 7)Art Works Update Summary – Henricks provided an update on the art audit. 8) Marketing Update – Henricks provided an update of articles that appeared in the Telegraph Herald from July – December 2006. The Library has expanded the marketing efforts of its automobile repair database to the Dubuque Speedway. Henricks shared the artwork to be used for the colorful banner during the racing season and advertising in the racing magazine for one year. Henricks reported that because of the target audience, usage statistics could be directly tied to the advertisement. Kolz reported her enthusiasm for the Library to be promoted as a place where everyone can get many kinds of information. Update on the Library’s selection as, “Heart of the Community the Libraries We Love.” Henricks reported on C-SPL being selected from hundreds of nominations to be one of the 80 libraries to be featured in Heart of the Community: The Libraries We Love. This book is the first to celebrate the diversity, value, and potential of our beloved public libraries. Henricks shared the book in which the libraries selected are highlighted with information and photos about each library. The Library Board noted its enthusiasm of the Library being selected for this prestigious book. B. Library Board Relations Community Meeting Minutes. “Moved to receive and file the informational update from the Library Director on the Library Financial Report, Library Use Statistics, Security Update, Iowa Library Trustee’s Association, Library Parking Update, Library Foundation Update, Art Works Update, Marketing Update, and Relations Committee Meeting Minutes.” - 4 - Library Board of Trustees Minutes of January 25, 2007 Motion: Guns Second: Kolz Vote: Aye –4; Nay – 0 It was noted that no comment cards had been received for review at this meeting. 5.Items for Action: A. Library Renovation Project and Fundraising Update - Henricks provided the following update: The Communications Task Force had its first meeting today and will ? be meeting more frequently once the case statement is completed. The Case Task Force has met twice with its task almost done of ? developing the case statement report, which is being prepared by Kurt Saterbak for review by the Task Force. The Leadership Task Force announced Jim Normandin, Publisher of ? the Telegraph Herald and Vice-President of Woodward Communications, has agreed to be Campaign Chair. The Prospect Development Task Force has met and is developing a ? list of prospective donors and supporters of the project. A chart has been developed for naming opportunities for the project. Henricks reported working with the Lacy Trust in Boston who is interested in donating a lead gift of $100,000. Henricks reported on providing the Trust with naming opportunities and provided information on the history of the Lacy family from Dubuque, who was very active in the Library during its early years. That Henricks is scheduled to meet on January 26, 2007 with a ? kickoff meeting to discuss the project phasing and timeline with the project architect, the project-engineering firm, the project management firm, and staff from City Engineering. That Henricks is scheduled to meet and work with the grant writer ? on the Kresge Grant on Monday, January 29, 2007. Henricks reported on the positive momentum of the campaign. ? She reported that Jim Normandin, Campaign Chair, suggested that the project cost should be higher to cover contingencies and the Board agreed. The Board discussed the need for an endowment fund and the impact funds could have on personnel needs. Henricks reported that Jan Powers of Powers of Communication, ? Dubuque, Iowa has been sub-contracted by the Library’s Fundraising Consultant Kurt Saterbak to assist with marketing of the campaign. The Library’s informational video for the project and campaign is ? scheduled to be completed by March 10, 2007. - 5 - Library Board of Trustees Minutes of January 25, 2007 The Board held a discussion in regard to the logo being used for the campaign. The Board agreed that the campaign logo has been established with the public and should remain the logo for the campaign. Henricks reported on working with Planning Services Department in investigating the possibility of the Library becoming designated as an historic landmark in the city through the Historic Preservation Commission. “Moved to approve the application with the City Planning Services Department to the Historic Preservation Commission in their efforts to have the Library designated as an historic landmark in the City.” Motion: Smith Second: Guns Vote: Aye –4; Nay – 0 Henricks reported that part of the case study is to provide answers to a number of questions that the public may ask in regard to the project that the Case Study Task Force is addressing. There are two specific questions that should be addressed by the Library Board. The first question concerns Library-owned artwork and the role, if any, in funding the renovation. Guns reported that west side service is the other question to be addressed. Guns suggested that since Avery and Shubatt were not at this meeting, a separate meeting might be needed to get their input. Henricks shared the feedback she had received. Due to the timeline the Board agreed to provide a statement and, if needed, the Board could have a special meeting to address these items. Guns provided the following response to which the Board agreed: Our first responsibility and priority as the Library Board of Trustees is to provide top-notch library services to the community. We also take very seriously the care of the artwork that has been donated to the Library and this community. As long as those two things do no conflict in our minds we do not see an issue. As Board members we are not tying our hands or taking any idea off of the table. We are committed to finding other avenues of funding and as long as those other avenues work out we will follow them. We have shown our commitment to finding other avenues and will continue along those lines. - 6 - Library Board of Trustees Minutes of January 25, 2007 Westside Services – Kolz reported that the Board is also committed in the same way to West Side services. Henricks read the following points provided by Guns, who serves on the Case Study Committee, in response to the west side library services question: The Board agrees that providing library services to the west side of ? Dubuque is a priority. The subject of exactly what services are needed and the most effective way of delivering those services is complex. The Board has every intention of pursuing the subject once the downtown renovation project is settled and underway. To answer the question of why we are spending the dollars ? downtown instead of west side? This is our main facility or branch no matter what happens on the west side. The size of our community does not justify two equal size branches and we would not want to abandon this facility to build a main branch on the other side of town. The quality of services that originate from this main library set the tone for library services throughout the community and keeping our main building up to date and vibrant is critical to maintaining patronage that warrants expending services to other parts of the community. Once we establish that maintaining and improving this facility is important we will have plenty of justification for why it’s needed. If these points are valid, it’s understandable why the Board cannot consider expanding west side service until this project is underway. Another item discussed was the efforts the Library Board has and is currently undertaking to provide services to the community besides the main library. Henricks reported on the receipt of a grant to have a consultant provide a feasibility study for library services in the community including details such as what type of library service can best meet the needs on the west side and if that is determined to be a branch, where it should be located. The Board discussed the funding issue of ongoing operating costs as the largest hurdle to overcome to provide a library branch. “Motion to charge the Library Director to draft statements for the case study on the two issues of Library art and Library west side service using the Board’s concepts as agreed upon at this meeting. That the statements be provided to all board members for review and consensus. If any member objects to the statements as - 7 - Library Board of Trustees Minutes of January 25, 2007 introduced, the Board would hold a special meeting to review the items.” Motion: Guns Second: Kolz Vote: Aye –4; Nay – 0 Henricks reviewed a suggestion in regard to reprinting some of the Library’s Curtis collection photogravures that are located in the Dubuque Museum of Art with the intention of using them in the capital campaign as either a gift for a particular level of donations and/or for sale as a fundraiser initially for the campaign and for general fundraising thereafter. The idea of making one of the prints a limited edition printing was also suggested. “Motion to move forward with further investigation of the cost of reprinting some of the library’s Curtis collection photogravures and selection of prints for the purpose of using them in the capital campaign as either a gift for a particular level of donation and/or for sale as a fundraiser initially for the campaign and for general fundraising thereafter.” Motion: Smith Second: Kolz Vote: Aye –4; Nay – 0 B.Relations Committee: 1)Recommendation to Open for After Hours Library Art Reception – ® Henricks reported on the request for an Art @ Your Library reception by the February 2007 artists Gene Tully and Stormy Mochal from 5:30 to 7:30 p.m., Friday, February 2, 2007. “Motion to open for a Library after hours art reception from 5:30 to 7:30 p.m. on Friday, February, 2007. Motion: Guns Second: Kolz Vote: Aye –4; Nay – 0 2)Art Sub-Committee Request for Special Project Funding – Henricks ® reported on a special Art At Your Libraryproject that includes a request for funding. The Board requested some additional visual information on the project. - 8 - Library Board of Trustees Minutes of January 25, 2007 “Motion to table the Art Sub-Committee Request for Special Project Funding until the February 2007 Board meeting.” Motion: Kolz Second: Guns Vote: Aye –4; Nay – 0 6. Library Board Adjournment – Board Vice President Lindsay called for adjournment and the Board adjourned at 5:30 p.m. “Motion to adjourn.” Motion: Kolz Second: Guns Vote: Aye –4; Nay – 0 Kristen Smith, Board Secretary - 9 -