Scottsbluff Public Library

Board

Special Meeting – 5:30 p.m.

January 29 2009

Minutes

 

  1. Roll Call

    2. President Teresa Clark called the special meeting of the Library Board to order in the Conference Room of the J. G. Elliott Insurance Center at 5:30 p.m. Those present were Library Board members Teresa Clark, Kristin Wiebe, Sue Waite, Carol Holyoke, and Eric Vath. Also present were Library Foundation Board members John Massey, Deb Post, Terri Martin, Steve Olsen, Dr. Dave Duey, and Barb Goerke. Library Director Bev Russell also attended the meeting. Peggy Olsen and Margo Hartman, members of the Foundation Board, were unable to attend.

    A notice of the meeting had been published on January 23, 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 library board 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 mentioned that a copy of the Nebraska Open Meetings Act was posted

    by the conference room door.

  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 no changes to the agenda..

  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. Correspondence: There was none.
  6. Approve Regular Library Board meeting minutes of January 14, 2009.

    7. Carol moved that the minutes of the January 14, 2009, Library Board meeting be approved. Eric seconded.

    Yes – Clark, Vath, Holyoke, Wiebe, Waite No - None

  7. Capital campaign for library building fund planning work session with Scottsbluff Public Library Foundation Board.

President Teresa Clark turned the meeting over Library Foundation Board President John Massey, who led the working session.

John passed out an information packet titled, "Keys to a Successful Campaign". He emphasized six keys to success.
    1. Campaign for people: The recruitment of good volunteers to fill out the campaign organization chart will insure the success of the campaign.
    2. Leadership gifts: These gifts set the pace for the campaign and will influence giving levels in the future.
    3. Meeting attendance: Attendance at meetings correlates directly with the success of the campaign.
    4. Personal Solicitation: Every solicitation will be face to face. Volunteers will be trained in how to do this.
    5. Campaign materials: All materials will support the campaign and the campaign's image.

Several things must be accomplished before the campaign kickoff.
    1. Clearly define the project scope and financial need.
    2. Finalize a campaign calendar
    3. Develop the campaign organizational chart.
    4. Recruit and train volunteers for solicitation.
    5. Cultivate and appraisal of prospects.
    6. Develop campaign materials. Much of this has already been done.

The proposed campaign cabinet will be both the Library Board members and the Foundation Board members. Bev Russell will be the Campaign Director and act in a clearing-house fashion for anything campaign related. We are in the process of finding an individual to act as the Campaign Secretary who will be in charge of all the clerical duties. We may have a volunteer who will be an Advisor to the campaign.

John passed out a Gift Chart, which provided a guideline for how many gifts would be necessary and at what levels to reach a $500,00 goal. According to this chart, 200 people must be approached for gifts. About 86 gifts will be necessary to achieve the $500,000 goal.

John discussed the proposed campaign calendar. We will try to kickoff the campaign at the end of March. He plans for the campaign to run 60 to 90 days. The time before the kickoff will be used to recruit volunteers and train them. A victory celebration will be held in June.

John discussed a list of questions that the board members might have. Following this, discussion focused on names of possible volunteers, donors and donor levels.

During the planning phase of the campaign the two boards will meet together as the Campaign Cabinet. The Library Board decided to move their regular meeting time to Thursdays at 5:30 p.m. for the convenience of Foundation Board members who could not meet in the morning. This will be for a couple of months while planning and training is taking place. Because Pre-School Story Time is held at the library every Thursday evening, the Boards will continue to meet at J. G. Elliott Insurance Center for their planning work sessions.
  1. Action Items: There were no actions items
  2. Adjournment: President Teresa Clark adjourned the meeting at 6:30 p.m. The next meeting will be Thursday, February 12, 2009 at J. G. Elliott Insurance Center, 1111 E. 20th St., Scottsbluff, NE 69361