Scottsbluff Public Library

Board

Regular Meeting – 8:30 a.m.

January 14, 2009

Minutes

 

  1. Roll Call

    2. President Teresa Clark called the meeting to order at 8:30 a.m. in the library meeting room. Present were Library Board members Teresa Clark, Sue Waite, Kristin Wiebe, and Eric Vath. Library Board member Carol Holyoke was absent. Also present were members of the Library Foundation Board Peggy Olsen, Deb Post, John Massey, Barb Goerke, and Margo Hartman. Steve Olsen, Dr. Dave Duey, Clark Wisniewski, and Terri Martin were absent. Library Director Bev Russell and Children’s Librarian Deb Carlson were also present. Deb took notes for the Board.

    A notice of the meeting had been published on January 9, 2009, in the Star Herald, a newspaper published and of general circulation in the city. The notice stated the date, hour and place of the meeting, that the meeting would be open to the public. Anyone with a disability desiring reasonable accommodation to attend the council meeting should contact the Library Director’s office. An agenda of the meeting, kept continuously current, was available for public inspection at the office of the Library Director. The Library Board could modify the agenda at the meeting if it is determined that an emergency so required. A similar notice, together with a copy of the agenda, also had been delivered to each Library Board member.

     

  2. For public information, a copy of the Nebraska Open Meetings Act is posted by the doors on the north side of the library meeting room.

    3. Teresa announced that a copy of the Nebraska Open Meetings Act was posted by the meeting room doors.

  3. Notice of changes in the agenda. (Additions may not be made to this agenda less than 24 hours before the beginning of the meeting unless added under item 3 of this agenda.)

    4. There were none.

  4. Citizens with business not scheduled on the agenda. (As required by state law, no matter may be considered under this item unless the board determines that the matter requires emergency action.)

    5. There were none.

  5. Approve Regular Library Board meeting minutes of December 10, 2008.

    6. Eric Vath moved that the minutes of the December 10, 2008 meeting be approved. Kristin Wiebe seconded.

    Yes – Vath, Clark, Weibe, Waite No – None

    The minutes were approved as presented.

  6. Correspondence: There was none.
  7. Building Fund Capital Campaign
    1. Discussion with Scottsbluff Public Library Foundation Board about the status of the capital campaign and future fundraising plans.

      2. John Massey stated that he had appointed three new members to the Foundation Board, and although it was not required, he desired ratification of those members by the board. However, since there was not a quorum of the seated Foundation Board members in attendance, they could not conduct official Foundation Board business.

      Bev reported that the Secret Life of Bees movie/fundraiser at the Midwest Theater was a great success. She estimated that it raised between $1,700 and $1,800 for the library expansion fund. This included raffle ticket sales, donations to sign the architectural drawing, and 30% of admission ticket sales. She will send a note to thank the Midwest and Friends of the Midwest and asked the group to express appreciation when they see them.

      Sue Waite passed around a copy of Bev’s article in the Bluffs Beat newsletter that discussed the library expansion project to date.

      Bev suggested that this group be responsible for naming this last phase of our fundraising effort. She gave several suggestions on the agenda, but said she would like this group to come up with a better phrase or name.

      John Massey said that there needed to be joint approval to move forward with the fundraising campaign. He also said that a goal (dollar amount to raise) would need to be established. He said the two boards would be called a Campaign Cabinet, and they would work together as one group to meet the fundraising goal. Bev stated that Sue Waite and Teresa Clark are presently Library Board liaisons on the Foundation Board. John stated that with 5 library board members and 9 foundation board members this would make a nice group for the cabinet.

      After realizing there had been no introductions, all present introduced themselves and their position.

      Teresa Clark and John Massey discussed the way they see this process working. John said that he plans to meet monthly with the Library Board at their meetings, but that the group will need to meet more frequently during this final fundraising process. He asked two questions of the group. The first was whether we want to have a campaign. If the answer is yes, then we will all need to work on it. Second, he wanted to know what amount of money needed to be raised.

      Bev explained that there needed to be a campaign because if we do not meet our goal, we will lose the Peter Kiewit Foundation and Ethel S. Abbott Charitable Foundation grants of $500,000 and $104,380 respectively. She also told the group that are at present three remaining outstanding grants that total over $1 million.

      Kristin Wiebe stated that with some of the additional "green grant" opportunities available, she believed that the goal amount could be $500,000. Teresa commented that a timeline needed to be established soon.

      There was general discussion from the group. Kristin suggested we revisit the "500 people at $1000" project. Eric Vath said many businesses have not been approached to donate. His belief is that if they are asked personally, they will give.

      John Massey stated that first we need to establish a goal, get leadership in place, and develop a prospect list. After those steps are completed, we will begin to plan and strategize.

      Teresa Clark stated that this is really "nitty gritty" time. Sue Waite wondered whether it would be appropriate to approach some of our big givers again. John explained that he thinks 12 – 15 people will be a good-sized group to work on this final fundraising project. He explained that then a larger group will be involved in separate meetings during the actual campaign. Lots will also happen outside the large meetings. Bev shared her concern about the difficulty of recruiting leadership for the campaign. John stated that the leadership should come from this group.

      John explained that some of our trouble in receiving substantial donations is because the library has no history of our asking for money or of financial development. It is his belief that if people don’t believe they are jumping in alone, they will commit also.

      Bev agreed with Kristin that we should set the goal for $500,000 and plan that the remaining amount needed would come from somewhere else such as other grants.

      Sue Waite and Bev mentioned that a "donor wall" has been frequently requested by donors and prospective donors. It was their impression that it is very important issue.

      Sue also indicated that the fundraising should be put in place quickly since our deadline will be fast approaching. When asked where the finances stand at this point, Bev stated as of December 31, 2008, $605,094 in the bank now and more that $700,000 has been donated or pledged locally.

      When discussion began about the Mystery Dinner, John Massey suggested that it should be the celebration at the end. He feels there is plenty of time to raise the money. There was discussion about possible problems with summer conflicts. It was decided that March, April, and May would be the key months for raising the $500,000, with June as the "spill over" month. Deb Post suggested we consider some projects to do again with the schools before the end of the school year.

      The consensus of the two Boards was to set $500,000 as the goal to be raised.

      The two groups (cabinet) will meet on January 29th at 5:30 p.m. at JG Elliott to begin planning the campaign. John Massey will have an agenda to put out before the meeting, and Bev Russell will notify both boards of the meeting time and place.

      Peggy Olsen stated that the theme name should be something upbeat. She suggested something like "We’re almost there!" Those present liked the phrase, and agreed to discuss it at the next meeting. It was shared that if there are people who have been waiting to see whether this addition would actually happen, now is the time for them to give! They need to be asked now.

    2. Building project update:

Bev informed the boards that Ed Vidlak, the Project Manager from Leo Daly Firm would be in town tomorrow (Jan. 15th). He will meet with Rick Kuckkahn, Kent Hadenfeldt and Bev to negotiate the architectural contract. She gave background on how vested and devoted the Leo Daly group has been to our project. Sue Waite suggested that we ask Ed for input on the way to proceed with the donor wall project. John asked the group to be careful not to let recognition drive the campaign.

c. Oregon Trail Community Foundation Annual Meeting presentation – January 26 – 5:00 Social Hour – Dinner @ 6:00

Bev will present a report to the Oregon Trail Foundation on January 26, 2008 about the progress on fundraising and the building project.
  1. Reports and recommendations from the Library Director and/or Library Staff:
    1. Library statistics and activities for December 2008 (See Board Packet)

      2. Bev said the statistical report was attached to their agenda, and that some of our numbers are down since we are not open Sundays and are closing at 7:00 p.m. rather than 8:00 p.m. Monday through Thursday. We were forced to decrease the hours the library is open because of staffing cuts.

    2. New employees at the library – Sara Davis, Library Technician at 30 hours per week and Mary Fraass, Library Technician at 20 hours per week, replacing two employees, who recently resigned.

Two new employees have been hired to fill the vacancies left by Gina Gonzalez and Katie Hansen. Sara Davis will work thirty hours per week and Mary Fraass will work twenty hours weekly.

  1. Action Items:
    1. Approve change to Library Board Bylaws: The Library Board will meet on the 2nd Wednesday of the month at a time to be determined by the sitting Board.

The board voted to approve a change to the Library Board Bylaws. This was the final step needed, which changed the bylaws to read, "The Library Board will meet on the 2nd Wednesday of the month at a time to be determined by the sitting board."

  1. Adjournment: The meeting was adjourned at 9:30 a.m. The next meeting will be a special meeting of both boards at 5:30 p.m. on January 29, 2008, at J. G. Elliott Insurance Center.