FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF SPECIAL MEETING

August 10, 2006

 

 

            Members of the Fondulac District Library Board of Trustees met in special session on Thursday, August 10, 2006.  President Herring called the meeting to order at 6:05 p.m.

 

            On roll call the following members were present:  Mr. Brimberry, Mrs. Cole, Mr. Goff, Mrs. Herring, Mr. Johnston, Mr. Lasswell and Mr. Mingus.  Also present were Ms. Falasz-Peterson, Director, Miss McKeever, Assistant Director and Mrs. Geier, Administrative Assistant.  Randy Gibson from PSA Dewberry was also in attendance.

 

            Mr. Gibson stated that even though there are nine months until the election, time will go by quickly.  He stated that the last few of months before the election would be the time when we would execute the big push towards passing the referendum.  Mr. Gibson said that between now and the end of the year is when we would get everything into place with subtle outreach.

 

            One of the first steps for the board is to identify key people in the community.  Mr. Gibson feels that first and foremost the board of trustees should take an active role.  Mr. Gibson also suggested getting a variety of people from across the community involved.  He stated that the staff will also be doing a lot of “heavy lifting” as they work with the public on a daily basis.  Mr. Gibson also stated that we need to be thinking about who the target groups are.  Usually it can be figured that there are 20% for and 20% against a referendum.  He feels that victory is in the middle 60% of voters. 

 

            Mr. Gibson will facilitate the process every step of the way.  He will not organize committees, as this is usually done by the board because they know the strengths and weaknesses of the community.  Mr. Gibson will help to get the right committees set up and make sure they stay on schedule.  He stated that each board member should participate in a committee, but not in a leadership position. 

 

            Mr. Gibson asked the board for positive messages that would help sell our referendum.  Some suggestions were:

 

·        Value for the dollar – meeting space for groups that is not available now

·        Expanded collection

·        Community pride – this building would be state of the art in this area

·        Education of children in the community

·        Community center (Destination)

 

Mr. Gibson reminded the board that they all need to know the facts and everyone needs to say the same thing.  He stated that nothing can kill a campaign faster than doubt.

 

            Mr. Mingus suggested possibly putting together different campaigns focusing on different messages for different groups of people.

 

            The next step would be to identify key constituents.  Some suggestions were:

 

·        Families with younger children

·        Business owners

·        Senior citizens

·        Current patrons

·        Residents of newer areas

·        Educators

·        East Peoria Women’s Club

·        Service clubs

·        Government leaders

·        Newspapers

 

There was some discussion on how to reach people who live in East Peoria but work in another city.  These people may have more ties in the community in which they work.  Mrs. Herring stated that the board will have to figure out a way to reach these people.  Mr. Gibson suggested holding evening educational forums.  Mr. Mingus suggested going door to door or doing a mailing.  Mrs. Herring stated that this is where neighborhood leaders could come in handy.  Mr. Gibson suggested giving all elected officials or potential elected officials a tour of our building.  Mr. Gibson asked if there were any other user groups in the library that could be utilized.  Mr. Goff thought this would be an opportunity to expand the Friend’s group, not as constituents but as advocates.  Mrs. Herring stated that the whole board should be members of the Friends group.  She asked that Friends brochures be emailed to each board member.

 

            The next step is to identify key individuals for leadership roles.  Mr. Gibson asked the board if anyone had any names for each of the constituency groups or if the board would rather brainstorm.  Mr. Mingus stated that there would be leaders from our Long Range Planning committee.  Mr. Johnston suggested contacting former board members.  Mr. Mingus asked if anyone had contacted Jeff Giebelhausen.  Mrs. Herring asked if Mr. Mingus and Mr. Brimberry would contact Mr. Giebelhausen on behalf of the board.  Mr. Gibson stated that the board should keep in mind that there are key people merely for the sake they are key people.  The library can benefit from their influence in the community.  It was decided that the board would think of names of key individuals and send them to Ms. Falasz-Peterson by August 24th at 12:00 p.m.  She will put together a list to bring to the next board meeting.  Ms. Falasz-Peterson and Miss McKeever will also talk to staff to get names of patrons that may be willing to help with the referendum. 

 

Mr. Gibson stated that he would take each of the constituencies and match names to each group.  Mr. Gibson said that ultimately there will be a steering committee which will be at the top of the “food chain” which is just below the board.  This is where you don’t care in what aspect of the community the people are influential; they are the recognizable names within the community.  Since the board can’t be involved in the campaign itself, the steering committee is the hand picked people who will be out there campaigning on behalf of the board.  Then there will be a series of committees under the steering committee which is where we would start to populate with the people who are influential in specific groups.  Mrs. Herring suggested looking at past voting records to find out where in the community we need to be focusing our campaigns.  Mr. Mingus stated that there is a list that can be sent from the county which shows who is a regular voter.  He stated that he would call the county to see if they would mail it to him.  Mr. Lasswell volunteered to put the information into Microsoft excel format. 

 

            The board took a break at 7:30.  The meeting returned to session at 7:45.

 

            Mr. Gibson discussed organization of the campaign.  As mentioned earlier, there will be the formation of a steering committee that is ultimately responsible for implementation.  This committee is really responsible since the board can’t be involved.  There will be a need for various committees depending on what the mission is, and they would be populated by influential citizens.  Some of the types of committees are:

 

·        Marketing committee – which will take the themes and turn them into a marketing plan

·        Outreach committee – they will be doing the door-to-door campaign, the phone campaign which typically make calls the day before the election

·        Fundraising/Finance committee- to raise money

 

Mr. Mingus asked if the money that is currently in a CD needs to be put into a fund for a campaign.  Mr. Gibson recommended talking to our attorney about this.  Mrs. Herring stated that we should also explore if checks coming from that money can be written from the library or if the library needs to establish that fund through the friends group and they write the checks.  Mr. Mingus asked that if there was money left, where would that money go.  Mr. Brimberry stated that the friends group could donate it back to the library.  Mr. Goff suggested also getting a clarification from the attorney on exactly what the trustees can and cannot do. 

 

Mr. Johnston asked Mr. Gibson when typically during the process of the referendum the rate is established.  Mr. Gibson stated that we are in a unique situation as we have started the process early.  He feels that if there is not going to be active campaigning, he would wait until December.  Mr. Gibson is comfortable with the projected costs as some inflation was built into the project.  He also stated that if the board feels strongly that they need to start communicating with the public, then the rate should be determined.  Mr. Gibson suggested the board figure the average assessed home value and look at the impact for the average home owner.  If it’s positive, start floating that message now.  On the other hand, if the board feels it would be problematic or too high, then wait.  Mr. Mingus asked what the board thought the increase would be. 

 

 

 

Mr. Johnston stated that a rough calculation is a 30 cent rate increase, which would double the library’s taxes.  Ms. Falasz-Peterson asked Mr. Gibson what if a board member is out in the community and is approached by someone, what they should say.  He stated that the answer could be that at this time we aren’t sure as all the numbers haven’t been run, but it will possibly be around $9.00 per month for the average homeowner. 

 

            Mr. Gibson stated that the board also needs to decide how this project is going to be financed.  Is the library going to finance the “bricks and mortar” through a bond issue?   Is the library thinking of rolling an operating rate increase into the bond or have a separate question or at some point in the future hold another referendum?  There will be increase costs in operation and upkeep.  PSA will help with the pros and cons of each option.    

 

            Mrs. Herring reminded the board of their assignment.  She asked Ms. Falasz-Peterson to email the categories to the board, so they can look at them and come up with some names for each category. 

 

            Mr. Gibson stated that he feels we are still a meeting or two away from completing this portion of the process.  He wondered if the board wanted to meet again on a regular board night or have a special meeting.  The board didn’t have a preference.  Mr. Gibson is not available on the next board meeting date.  Ms. Falasz-Peterson will talk with Mr. Gibson to discuss dates and she will contact the board with some options.

 

            Mr. Lasswell made the motion to adjourn the meeting at 8:10 p.m.