Scottsbluff Public Library

Board

Regular Meeting – 8:30 p.m.

October 8, 2008

MINUTES

 

  1. Roll Call

    2. President Teresa Clark called the meeting to order at 8:30 p.m. Library Board members Teresa Clark, Kristin Wiebe, Sue Waite, Carol Holyoke and Eric Vath were present. Also present were Library Director Bev Russell, Library Foundation President John Massey and Librarian Jana Kehn, who took notes.

    A notice of the meeting had been published on October 3, 2008, 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 noted 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 September 10, 2008.

    6. Carol moved that the minutes of the September 10, 2008, meeting be approved. Eric seconded.

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

  6. Correspondence: Letter appointing Sue Waite to the Library Board.

    7. A letter was received from City Manager Rick Kuckkahn, appointing Sue Waite to a five-year term on the Library Board. This will be Sue’s first term on the Library Board. She just completed an unexpired term.

  7. Building Fund Capital Campaign
    1. Discussion regarding expanding the membership of the Scottsbluff Public Library Foundation Board with John Massey, Foundation President

      2. Bev reported that Kristin, Teresa, John and Bev met after the last Library Board meeting to discuss the makeup of the Foundation Board. All agree that membership on the Board needs to be expanded.

      John suggested that the Board should have eight to ten members with staggered terms. The terms for John and Steve Olsen expired in June. John believes that the Board should consist of people who have a passion for the library. The Foundation also needs a clear definition of its function. The Library Board should discuss their expectations of the Foundation Board with them. Does the Library Board expect an annual fundraiser? How much money needs to be raised each year?

      Sue distributed a handout of ideas from the book Fundraising Magic. These thoughts should be presented to people who are recruited for the Foundation Board.

      Kristin said the Foundation should be the library’s ambassadors.

      Carol stressed the importance of attendance in a job description for Foundation Board members.

      Eric believed that nine members on the Foundation Board were a feasible number to recruit.

      John said that this could be accomplished either by bringing on three new people for the next two years or starting with nine people serving 1 year, 2 year and 3 year terms. The Foundation by-laws could be revised to accomplish this, but we need to consult an attorney on the by-laws. John thought the Library Board should recruit the new Foundation Board and after that it would be self-perpetuating.

      Teresa asked for volunteers for a sub-committee to work with Bev and suggest persons for the new Foundation Board. Sue and Carol volunteered to form this subcommittee.

    2. Review of Commemoration areas and amounts

      3. Commemoration opportunities for the library were discussed. At present the list of commemoration areas and amounts will be left the same. All commemorations are subject to Library Board approval.

    3. Discussion regarding continued fundraising efforts
    1. 500 for $1,000 campaign
    2. Business Campaign

Discussion centered on the idea of a campaign to raise $500,000 by having 500 new donations of $1,000 each. John said that the business campaign could be part of this overall effort, but businesses would be asked to donate more money.

Kristin wondered if the city should be approached again for additional funds.

Teresa felt that it would not be effective for the Library Board to approach the city for more money. They have heard from the Library Board and were not receptive.

Kristin emphasized that during the next phase of the campaign new people are needed to help. It can not just be the Library Board, or it will not be as effective.

John suggested one or two chairpersons and a campaign cabinet of several people under them. The cabinet would then recruit five additional people and those five would recruit five more, etc. With 50 to 100 people making five solicitation calls each the effort isn’t so daunting.

Teresa suggested an action plan was needed to start recruiting people. To do this we should have a special meeting before the regular November Library Board meeting.

John said that the Board, Friends and Staff were the most important people in this effort.
    1. Report to the Board on the Ethel Abbott Charitable Trust Challenge Grant.

      2. Bev reported that the Ethel Abbot Charitable Trust has awarded the Library a challenge grant for $104,380. The intention of the grant is to use the money for the Heritage Room. We have until September of next year to raise the rest of the $4.1 million. If the money is not raised, then the grant will be negated. With the Kiewit Grant added to this $604,380 is dependent upon our ability to raise another $1.1 million. We lose both of these grants if we can not raise the total amount.

    2. Report on the Friends of the Library book sale October 17, 18, 19 at the

      3. Hampton Inn.

      The annual Friends book sale will be October 17, 18, 19 at the

      Hampton Inn. The profits from the book sale will go to the library expansion project.

    3. Discussion of Peter Kiewit Foundation Fund-Raising School – November 17-21, 2008.

The Kiewit Foundation is holding a fundraising school in Omaha Nov. 17-21. If anyone is interested in attending, the registration must be sent by October 10. John took the registration information and will check his schedule to see if he can go.
  1. Reports and recommendations from the Library Director and/or Library Staff:
    1. Library statistics and activities for September 2008 (See Board Packet)

      2. Bev presented the library statistical information for September. This is included with the minutes.

    2. Process for reviewing bids for an architect to design the library building.

Architect proposals are due to the City Clerk by 2:00 today, October 8. A team of board members, library staff and Bev will review the proposals and make a recommendation to City Council.
  1. Action Items: There were none.
  2. Adjournment:

Carol moved that the meeting be adjourned. Eric seconded. The meeting adjourned at 9:45 a.m. The next regularly scheduled meeting of the Library Board is November 12, 2008 at 8:30 a.m. in the Library Meeting Room.