Minutes Library Board 6 28 07Carnegie-Stout Public Library
Board of Trustees'
Meeting Minutes of dune 28, 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, June 28, 2007.
Present.• Vice President Sue Lindsay; Secretary Kristen Smith; Trustee
Beverly Kolz; Trustee Diann Guns; Library Director Susan
Henricks; and Recorder Denette Kellogg.
Excused.• President Alan Avery, Trustee Shubatt and Trustee Hauder
StaffPresent.• Maynard Phillips, Resident Campaign Manager of Jerold Panas,
Linzy & Partners, and Dawn Grierson, Library Campaign
Coordinator
1. Board Vice President Sue Lindsay chaired the meeting and called the meeting
to order 4:03 p.m. and the agenda was adopted.
"Moved to adopt the meeting agenda of June 28, 2007 with the
addition of agenda item 5. B, to discuss the Dubuque, Iowa City Ordinance
pertaining to the sa/e of donated items "
Motion: Smith
Second.• Guns
Vote: Aye - 4; Nay - 0
2. Approval of Library Board of Trustees' Minutes of May 24 and June 15, 2007:
"Moved to approve the Board minutes of May 24 and June 1S,
2007, "
Motion: Kolz
Second.• Guns
Vote: Aye - 4; Nay - 0
3. Board President's Report:
A. Communication with the Dubuque City Council. Lindsay reported on
the summary report of the Board to the City Council from the April 26,
2007 Board meeting.
"Moved to receive and file the Communication with the
Dubuque City Council. "
Motion: Guns
Second.• Smith
Vote: Aye - 4; Nay - 0
B. Election of Board Officers -Lindsay reported the need to review Board
Officers for the coming fiscal year and information received by the
members in regard to the slate of officers.
"Moved to appoint the fol%wing s/ate of Library Board
Officers for FY-08; Board President - A/an Avery, Board Vice
President -Diann Guns, and Board Secretary Kristen Smith. "
Motion: Guns
Second.• Smith
Vote: Aye - 4; Nay - 0
Henricks reported that the Board President would provide Committee
assignments at the next Board meeting.
4. Motion to Receive and File Informational Items:
A. Library Director's Report Summary and Update -Henricks provided a
written summary of the following items to the Library Board with the
following additional comments:
1) Library Financial Report -Henricks reported that the
month of May represented 92 percent of the fiscal year
had lapsed. Expenditures were at 89 percent of the
budget. Revenue has exceeded budget projection for the
year at five percent collected. Projections indicate that
the Library will end the fiscal year under budget. Henricks
provided an update on its contract with Saterbak and
Associates.
2) Library Use Statistics -Henricks reported that Library
circulation is up three percent as it nears a half million
transactions. The population influencing this trend is from
Dubuque residents with a 4 percent increase in use. The
number of visits to the Library is up 6 percent over this
time last year.
Along with Library use, Lindsay inquired in regard to public
relations and security with the busy summer months
beginning. Henricks reported on meetings held these past
months with the officer in charge of the Community
Oriented Policing Services (COPS) Captain Russ Stecklein.
Library Managers have also had the opportunity to meet
with the COPS for a goal setting session and are in
agreement that the presence of the COPS has made a
significant difference in the decrease of security incidents.
Should a need arise, on short notice the Library has the
ability to contract with an outside firm for security services
as needed. Henricks reported on the possibility of officers
assigned to the schools being assigned to the COPS for the
summer, which could result in more presence at the
Library.
Lindsay asked how the recent Tarot Card Program went.
Henricks responded that she attended the program which
was entertaining and the teen participants and a few
accompanying adults appeared to enjoy the program.
3) Personnel Update -Part-time Library Assistant Stormy
Mochal has been selected to replace Part-time Library Aide
Tom Resnick who is moving in early August to San
Francisco. Henricks reported on her upcoming schedule.
The job announcement for Youth Services Manager will be
posted on July 3, 2007 with hopes of filling the position by
the end of August 2007.
4) Art Audit Update -The Library's art audit is nearly
complete. Gary Germain of Germain Fine Arts has begun
valuation of all artworks previously not appraised with a
targeted completion date of the end of August. Henricks
reported that Germain would be working with two other
experts to value the furniture and the sculpture pieces.
The Board requested that as the Library artworks are
evaluated, the insurance coverage for each item should be
checked. The Library needs to have adequate insurance
on the items at the Library and that the Dubuque Museum
of Art has adequate coverage on items on loan to the to
the museum. Lindsay reported that once the valuation is
completed the Board would need to re-address this issue
to insure that works on loan are adequately covered.
5) East Dubuque Library -Henricks reported on the request
for the East Dubuque Library in regard to a letter indicating
that the Board supports their efforts to expand their
Library. The Board concurred with the request and asked
that Henricks draft the letter of endorsement to the East
Dubuque Library.
B. Library Comment Cards -The Library Board reviewed the three
comment cards received and concurred with staff responses.
"Moved to receive and file the informational update from the
Library Director on the Library Financial Report, Library Use
Statistics, Personae/ Update, Art Audit Update, East Dubuque
Library, and Library Comment Cards "
Motion: Kolz
Second.• Guns
Vote: Aye -4; Nay - 0
5. Items for Action:
A. Library Art Works Loan Agreement Review with Dubuque Museum of
Art -Guns reviewed her June 6, 2007 memorandum to the Library
Board in regard to the loan agreement review. Guns reported that
Shubatt has reviewed the memorandum and has concurred with the
proposal. The Board discussed the composition of the Ad-hoc
Committee and discussed additional changes needed to be made to
the agreement. The Board agreed that the art audit and campaign
both need to be completed before moving on with this project.
"Moved to approve the proposal with changes as discussed
and to include acomp/etion date for the art audit. "
Motion: Smith
Second.• Kolz
Vote: Aye -4; Nay - 0
B. Library Renovation Project Campaign Update:
1) City Ordinance Review -The Board discussed whether
there is a need to review the ordinance in respect to
Library donations and agreed that no recommended
changes are needed at this time.
2) Update from Maynard Phillips of Jerold Panas, Linzy &
Partners and Library Director Susan Henricks -Renovation
Project Campaign Update -Phillips reported on $250,000
Great Places Grant submitted by Henricks awarded to the
Library. Funds will be used to rework the glass floor and
open the skylight above that area. Phillips reported that
to date over $450,000 has been raised. Phillips reported
that the campaign is moving forward with Campaign Chair
Jim Normandin leading the Cabinet Members with positive
feedback received from all Cabinet Members. Donna
Bauerly has been appointed as a Chair on the Cabinet to
identify Foundation grants.
Phillips reported on the $63,125 cumulative donation from
the Library Board and the recommendation of a naming
opportunity for the Library Board. The Board asked if
there would be a shortage of naming opportunities, as
they would not want to take this opportunity away from
someone else. Phillps responded that there would not be
a shortage of naming opportunities for other donors.
"Moved to request that the donation from the
Library Board of Trustees for the Library Renovation
Project be recognized with a naming opportunity for
the Library Administration Offices. "
Motion: Guns
Second.• Smith
Vote: Aye -4; Nay - 0
3) Agreement with Jan Powers -Henricks reviewed the
agreement between Jan Powers and the Library Board in
reference to services to be provided by Powers for the
Board's capital fund campaign as reviewed by the City
Legal Department.
"Moved to accept and execute the agreement
as written and recommend that the Board President
sign the agreement on beha/f of the Library Board of
Trustees "
Motion: Guns
Second.• Smith
Vote: Aye -4; Nay - 0
6. Communications/Public Comment - Henricks reviewed a letter of thanks from
the President of NAMI Dubuque and a letter from a patron in regard to an
Inter-Library Loan from another Library.
"Motion to receive and file the two items of correspondence as
reviewed and received. "
Motion: Smith
Second.• Guns
Vote: Aye -4; Nay - 0
7. Library Board Adjournment -The Board adjourned at 5:49 p.m.
"Motion to adjourn. "
Motion: Smith
Second.• Guns
Vote: Aye -4; Nay - 0
Kristen Smith, Board Secretary