Minutes Library Board 2 22 07~~
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Carnegie Stout Public Library
Board of Trustees'
Meeting Minutes of February 22, 2007
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 4:00 p.m. on Thursday, February 22, 2007.
Present.• President Alan Avery; Vice President Sue Lindsay; Trustee Becky
Hauder; Trustee Kristen Smith; Trustee Diann Guns; Library
Director Susan Henricks; and Recorder Denette Kellogg.
Excused.• Trustee Beverly Kolz and Trustee Michael Shubatt
Guest.• Kurt Saterbak, Saterbak & Associates, Janesville, Wisconsin
1. Board President Avery called the meeting to order 4:00 p.m. and the agenda
was adopted.
"Moved to adopt the meeting agenda of February 22, 2007. "
Motion: Lindsay
Second.• Guns
Vote: Aye 5; Nay - 0
2. Approval of Library Board of Trustees' Minutes of January 25, 2007:
"Moved to approve the Board minutes ofJanuary 2S, 2007. "
Motion: Guns
Second.• Lindsay
Vote: Aye 5; Nay - 0
3. 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.
"Moved to receive and fi/e the Communication with the Dubuque City
Council. "
Motion: Guns
Second.• Hauder
Vote: Aye 5; Nay - 0
Library Board of Trustees
Minutes of January 25, 2007
B. Review of Library Board Terms -Avery and Henricks reported that
currently five Board terms end the same year and reported on efforts to get
the terms staggered to provide for better continuity of the Board. The
Board agreed to ask the Mayor to consider a recommendation for staggered
terms to allow for two Trustee's terms to be extended by one year and two
with four-year terms to begin in July 2007. This would allow for no more
than two terms to come up at once. The Board suggested it was
advantageous for the current Trustees to serve through the completion of
the renovation project. Avery reported he would contact the Mayor to
consider the recommendations as discussed.
"Moved to approve that the Board President fo/%w-up with the
Mayor to request a review of Library Board terms being staggered with two
Trustees terms being extended by one year and two Trustees terms
beginning Ju/y 2007 which won/d resu/t in better continuity of the Library
Board. "
Motion: Guns
Second.• Hander
Vote: Aye 5; Nay - 0
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:
1) Library Financial Report -Budget expenditures are at 58
percent with 58 percent of the fiscal year lapsed. Revenues
received are at 65 percent with funding from the State of
Iowa received in January for the Open Access and Open
Access Plus programs in which the Library participates.
2) Library Use Statistics -Use of the Library continues to be a
positive growth trend. Circulations continue to increase and
are up two percent year to date. The growth is attributed
to use by Dubuque residents, which is up by 5 percent. Use
by non-resident and open access patrons is down 4 and 36
percent respectively. Visits to the Library are also up 6
percent and Internet access is up 19 percent year to date.
3) Grants for the Library -Grants have been submitted by the
Director on behalf of the Friends of the Library, Library
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Library Board of Trustees
Minutes of January 25, 2007
Foundation, and the Dubuque Area Libraries in Cooperation
(DALINC). The grants were:
^ Friends of the Library to the Dubuque Racing
Association (DRA) for two major author visits during
the summer of 2007 to support the Children's and
Teens' reading programs.
^ Library Foundation to the Diamond Jo for the
sponsorship of a Murder Mystery Dinner Theater to
be held at the Library tying in with the Adult Summer
Reading Program.
^ Library Foundation to the DRA for ten in-library
circulation lap top computers.
^ DALINC to the DRA for funding of downloadable
audio books from OverDrive which includes Carnegie-
Stout Public Library as a partner.
Hauder asked about the status of the Kresge Grant.
Henricks reported that the library's project is on the fast-
track and Kresge Foundation requires that when submitting
a request for funding that twice the amount of the award
needs to be raised. Henricks reported that the grant writer
is contacting the Kresge Foundation to review further the
Foundation's requirements.
Saterbak reported that Kresge's primary goal is to improve
communities through successful campaigns.
Henricks reported that the grant writer has been paid about
half of the contracted amount at this point. Henricks
reported that the background information used for the
Kresge Grant would be used for other grant requests.
The Board concurred to continue to pursue the viability of
Kresge Foundation grant.
4) Library Chapters Newsletter -The Library employee
newsletter highlights general information, information on
library projects, and other policy guidelines for Library
employees.
The Library's Budget Hearing before the City Council is
scheduled for 6:30 p. m. on Thursday, March 1, 2007. Board
members are encouraged to attend this important meeting.
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Library Board of Trustees
Minutes of January 25, 2007
B. Library Comment Cards -The Library Board reviewed the two comment
cards received and concurred with staff responses.
"Moved to receive and file the informational update From the
Library Director on the Library Financia/Report, Library Use
Statistics, Library Grants for the Library; Library Chapters Newsletter
and Library Comment Cards "
Motion: Guns
Second.• Hauder
Vote: Aye 5; Nay - 0
5. Items for Action:
A. Library Renovation Project:
1) Campaign Status and Update -Saterbak reported that the
pre-campaign Task Forces under the direction of the
Steering Committee are moving forward with a task force
meeting held earlier today. Hauder attended the meeting
and reported on the very positive results from the meeting.
Hauder indicated the outstanding quality of, and
commitment for the project by the community's task force
members. Hauder reported that Campaign Chair Jim
Normandin charged task force members to identify five
target areas of the project that will be °fixed." Hauder also
reported that the Library renovation project has become the
number one priority of the Telegraph Herald's top seven
priorities for 2007.
The Board discussed its role in areas of decision-making that
may affect the campaign and the need to be in cooperation
with the Campaign Cabinet and task forces.
Hauder exited the meeting at 4:43 p.m.
The Board discussed the review of the campaign logo and
agreed to refer the design and slogan to the
Communications Task Force for final review. Saterbak
reported that the Communications Task Force has the
expertise in marketing and designing this type of
information and concurred with the referral.
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Library Board of Trustees
Minutes of January 25, 2007
"Moved to refer the final design of the campaign
logo and slogan to the Communications Task Force. "
Motion: Lindsay
Second.• Guns
Vote: Aye -4; Nay - 0
The Board reported on its appreciation for all of the work
done thus far by the task forces and noted the high caliber
and expertise of each individual participating.
Henricks reported on the upcoming schedules of the various
task forces.
Saterbak reported that the Case Statement Task Force has
been working hard to complete the case statement with
completion expected for the Board's review on March 22,
2007.
Saterbak reported on the positive feedback by a number of
community members interested in becoming honorary chairs
of the campaign.
The timeline for the public campaign indicates that the kick-
off would take place in mid to the end of May 2007.
The Board reviewed the Library promotional video which is
near its completion being done by Loras Productions.
Henricks asked that absent Board members review the video
and provide feedback to her as soon as possible.
2) Building Design Progress Report -Henricks reviewed the
minutes of meetings held with OPN Architects, KJWW
Engineering, Durrant Group and City Engineer Steve Brown.
Construction scheduling of the renovation project was
identified and will take place in five phases, primarily
revolving around the air handling units which will need to
continue to support the facility with heating and cooling. It
is not likely that the historic building can support the weight
of a roof garden. The Library's addition might support a
roof garden, but the roof is relatively new postponing a roof
garden on this wing. KJWW will evaluate the Carnegie roof
more carefully. If it cannot hold a roof garden the money
dedicated to this green design features will be used to
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Library Board of Trustees
Minutes of January 25, 2007
achieving green design in the building. Leadership in
Energy and Environmental Design (LEED) certification would
be significant as Carnegie-Stout would be the first existing
library building in Iowa and the Midwest to achieve this
designation.
Henricks reported that the contracts for the architect and
construction management firm are currently being reviewed
by attorneys for both sides.
B. Library Art Special Projects:
1) Proposal to Fund $1,500 for Special Art Exhibit -Henricks
provided an overview of a recommendation from the Art
Sub-Committee for the Library to partially fund $1,500 of
the $3,000 for materials for the proposed original exhibit.
The unique Carnegie themed sculpture for the Art @ your
library° exhibit in June 2007 is being made by artist John
Anderson-Bricker. Other grants for the balance of the
project are being investigated. It is expected that this
unique exhibit will draw visitors to our Library from beyond
Dubuque.
"Moved to approve the expenditure of $1,500
from the Genera/ Gift Fund for a special Carnegie
themed art sculpture exhibit by John Anderson Bricker
as part ofArt ~ your librar~ June 2007 events at the
Library. "
Motion: Lindsay
Second.• Guns
Vote: Aye -4; Nay - 0
2) Proposal to reproduce prints from Library Art Collection for
Capital Campaign and General Fundraising -Henricks
reviewed her memorandum dated February 19, 2007 to the
Library Board in regard to this project. Henricks reported on
the popularity in the market for Curtis Collection
photogravure reprints as availability is limited. The prints
currently available to the public go for $250 to $3,000.
General fundraising for the Library could be very successful.
The idea of using the prints for a limited printing for donor
recognition for the fundraising campaign was discussed.
The Board agreed to refer the idea to the Campaign Cabinet
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Library Board of Trustees
Minutes of January 25, 2007
for the renovation project and to wait to conduct general
fundraising until the Campaign Cabinet has reviewed the
idea.
"Moved to proceed, pending a decision from the
Campaign Cabinet to use as donor recognition, with
reproduction of the Library's Curtis Col%ction
photogravures for the purpose of fundraising. "
Motion: Lindsay
Second.• Guns
Vote: Aye -4; Nay - 0
3) Recommendation from Library Art Audit -Henricks reviewed
her recommendation to de-accession two paintings in poor
condition that were stored in the basement.
"Moved to approve move forward with de-
accessioning the two paintings. "
Motion: Lindsay
Second.• Smith
Vote: Aye -4; Nay - 0
C. Library Hours -Request to Open After Hours for "Art @ your library°"
Reception on March 2, 2007 -Henricks reviewed the request for the
Library hosted event from 5:30 to 7:30 p.m. on Friday, March 2, 2007.
"Moved to approve opening the Library after hours on Friday,
March 2, 2007 from 5.•30 to 7.•30 p. m, for an Art C~ your Library~"~
reception in the Librarys 2''d floor rotunda and gallery. "
Motion: Smith
Second.• Lindsay
Vote: Aye -4; Nay - 0
D. Library Budget Presentation to City Council for FY-08 -Henricks
provided the Library's PowerPoint budget presentation that is scheduled
to be presented to the City Council at the Library's budget hearing on
Thursday, March 1, 2007. The Board noted its consensus on the
presentation and commended Henricks on her work on the budget
process.
6. Library Board Adjournment -The Board adjourned at 6:05 p.m.
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Library Board of Trustees
Minutes of January 25, 2007
"Motion to adjourn. "
Motion: Guns
Second.• Smith
Vote: Aye -4; Nay - 0
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Kristen Smith, Board Secretary