Minutes Library Board 04 18 07
Carnegie-Stout Public Library
Board of Trustees’
Meeting Minutes of April 18, 2007
The Board of Trustees of the Carnegie-Stout Public Library (C-SPL) met in the
Library Board Room at 11:30 a.m., Wednesday, April 18, 2007 in the Library
Board Room.
Present: Trustee Diann Guns; Trustee Becky Hauder; Trustee Beverly Kolz;
Trustee Michael Shubatt; Library Director Susan Henricks; and
Recorder Denette Kellogg.
Excused: Board President Alan Avery; Trustee Sue Lindsay; and Trustee
Kristen Smith
Guest Present: Douglas Dillon, Senior Partner, Jerold Panas, Linzy & Partners (Via
conference phone)
Media Present: Ed Anderson, KDTH, Dubuque, Iowa.
1.Board Trustee Michael Shubatt led the meeting and called the meeting to order
at 11:31 a.m.
“Moved to adopt the meeting agenda of April 18, 2007.”
Motion: Kolz
Second: Hauder
Vote: Aye –4; Nay – 0
2.Proposal from the Fundraising Firm of Jerold Panas, Linzy & Partners:
Shubatt reviewed the proposal and documentation received by the fundraising
consulting firm of Jerold Panas, Linzy and Partners. Shubatt noted that the
firm would be joining the meeting via conference phone so the Board could ask
any questions in regard to the firm’s services. Shubatt reported that the City
Attorney has reviewed the fundraising consulting services proposal and has
suggested the addition of the City’s insurance and indemnification language.
Shubatt discussed a few areas of the contract requiring clarification.
The Board discussed the need to have a consultant on board as soon as
possible as well as the importance of using any valid information from the body
of work on the campaign up to this point and to keep up the campaign’s
momentum.
Library Board of Trustees
Minutes of April 18, 2007
Shubatt suggested, the Board concurred, that the incoming consultant must do
an immediate assessment of what has been completed with a campaign status
report to the Library Board no later than two weeks from the firm’s first day.
Shubatt reported speaking with Campaign Chair Jim Normandin and Library
Board President Alan Avery, who both reported they are in favor of moving
forward.
The group provided the following comments in regard to campaign needs:
Henricks stressed the importance of informing the new firm that the
?
Prospect Development Task Force work completed is valid and can be used.
The Board commented on the hard work and expertise of the volunteers
participating in the campaign and noted that much of the outcome from
their work and efforts can be used.
Henricks asked if this is the time when a decision can be made in regard to
marketing assistance from a local source that has been providing valuable
services up to this point. Guns reported that marketing services are
included in the proposal.
Guns expressed a concern about starting over versus taking the valid
?
information gathered and move on from that point.
Shubatt suggested that review of this issue and other needs will be better
understood once the consultant does his assessment for the Board, as the
consultant has not had time or access to all materials needed to make a
recommendation.
Guns expressed a concern about the financial aspect of additional costs.
?
The Board reviewed the original budgeted funds and the costs as outlined
in the proposal. Shubatt reviewed the budget provided by Henricks
outlining the funds available for a fundraising consultant. Shubatt reported
his hope that the campaign could exceed its goal.
Kolz noted that the proposal provides for them reassessing the fundraising
?
goal while the goal has already been previously set. Shubatt reported that
this firm refers to the goal as minimum need and the firm’s desire to
exceed the minimum need.
Doug Dillon, Senior Partner of Jerold Panas Linzy & Partners joined the
meeting by conference phone at 11:58 a.m.
-
2 -
Library Board of Trustees
Minutes of April 18, 2007
Shubatt reported the need to add the City’s indemnification and insurance
language to the contract. Shubatt also reported that most important concern
by the Library Board is that the campaign cannot lose momentum, or energy,
and the need to use any valid information compiled to date.
Dillon responded that his firm believes it is not coming in to do a different plan,
that they are ready to go with strengths the campaign already has and utilize
materials already presented. The goal is to build upon what we have right
now. Dillon reported that he understands that the Board is looking to move
forward without losing any momentum and understands the sense of urgency
involved.
Shubatt requested if that if firm’s Campaign Manager Maynard Phillips comes
on board as early as next Monday, that the Board receive a state of campaign
address within two week to include what information can be used and where
we go from here.
Dillon agreed, adding that this request meets his expectations, and this
information along with a campaign timeline would be provided as a result of
Phillips familiarizing himself with the information and contacting key campaign
members.
Kolz asked what role Phillips, the Campaign Manager, would have at the event
on April 27, 2007. Dillon responded that Phillips’s role that evening would be
to be introduced to attendees as the fundraising consultant and to have a
presence there, so that momentum of the campaign is not lost.
Shubatt asked questions in regard to the contract proposal and who
reimburses living expenses. Dillon responded that the Campaign Manager will
have his living costs and expenses. Paid by the firm, and not the Library.
Should Dillon be requested to come to Dubuque, travel costs would be charged
and if Phillips is required to travel to a prospect, for example, to Chicago, those
travel costs would be incurred by the Library in addition to the contract.
Shubatt asked a question in regard to section (iv) of the contract in regard to
campaign materials. Dillon reported that any and all campaign materials,
notes, files, records, equipment and other property is owned by and solely
belongs to the Library.
Dillon reported that the City’s contract language in regard to indemnification
and insurance should be able to be added without any problems.
Dillon reported that his firm is willing to do anything it takes for the campaign’s
success and his firm is willing and eager to begin working with the Library.
-
3 -
Library Board of Trustees
Minutes of April 18, 2007
Dillon requested that the Board contact him as soon as possible in regard to
approving the agreement and the Board agreed.
Dillon disconnected from the meeting at 12:57 p.m.
“Moved that the Board approve the contract with Jerold, Panas,
Linzy & Partners, subject only to agreement between the City Attorney and
the Jerold firm regarding indemnification and insurance language.”
Motion: Shubatt
Second: Guns
Vote: Aye –4; Nay – 0
The Board discussed the need for office space for Phillips and agreed to
discuss this further once Phillips arrives. Guns suggested that Phillips and the
Campaign Coordinator work together and should be located near each other.
3. Library Board Adjournment - The Board adjourned at 1:04 p.m.
“Motion to adjourn.”
Motion: Guns
Second: Kolz
Vote: Aye –4; Nay – 0
Kristen Smith, Board Secretary
-
4 -