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Bozeman Public Library Board of Trustees Meeting
Library Director’s Office
Bozeman Public Library
June 20, 2002
3:00 P.M.
ATTENDANCE
Trustees: Brenda Davis, Chair; Jerry Bancroft; Holly Brown; Al Kesselheim; Molly Richardson, Foundation Board; Lois Dissly and Liza McClelland, Staff; and Alice Meister, Director. Guest: Mark Headley, Overland Architects.
CALL TO ORDER
The meeting was called to order by Chair Davis at 3:15 p.m.
APPROVAL OF MINUTES
The minutes of the June 3rd Board meeting were approved as submitted.
CORRESPONDENCE
Meister read several comments from the public which complimented Nancy Hatfield’s helpfulness and courtesy in the children’s library, a suggestion for a change jar for collecting building fund monies, a complaint about the placement of the bar code on the backs of materials, thanks for the extra Internet computers, a request for another floor, and someone who liked the computers and the quiet and said she loves books and “couldn’t live without them!” There was a thank you from a patron who will be entering the Peace Corps but appreciated the Library while living in Bozeman. He said “the Library has been a great source of information, as well as a provider of communication and word processing ability” and promised the new Library an artifact from South America.
There was a thank you from Marypat Zitzer for the successful use of the Library for the Longfellow School art display. Architect Ben Lloyd of Comma-Q Architecture, Inc. thanked the Library for choosing his firm as a finalist in the architectural process and wished us luck. A note from staff at Yellowstone Public Radio indicated their satisfaction and expressed their appreciation for help with the KBMC recording studio dedication on May 11th.
FRIENDS OF THE LIBRARY REPORT
Meister said the next Friends meeting is Tuesday, July 9th to discuss the August 10th book sale. Bancroft mentioned he hopes a representative from the Friends will be able to attend the Board meetings regularly, as he misses that connection.
FOUNDATION REPORT
Richardson reported that the Foundation Board will be meeting on Wednesday, June 26. It has established a new Financial Committee, consisting of Charlie Hamp, Molly McCabe, and Jacki McGuire, to set up investment policies and an endowment policy. Richardson suggested the Foundation and Library Boards work out a path of payment for architectural and other bills the Foundation will be paying, which probably will not occur until next spring after the bond money is expended. Trustees are invited to attend the Capital Campaign Pacesetter Kick-Off immediately after this meeting, at which Campaign Chair Tim Swanson will preside. There was discussion about the commemorative giving opportunities, and it was decided to eliminate the naming of the building and the depot renovation from the list but keep
as options and add green building funding.
DIRECTOR’S REPORT
Meister reported that after eleven and a half months or 95% of the fiscal year, the budget shows 10% remaining, which is good. Circulation for May increased 2.3%, with non-print increasing nearly 16%. Fiction and magazine usage are down. The number of adult programs is up 27%, and renewals increased nearly 14%. Dissly recently graduated from the Chamber of Commerce Leadership Bozeman program and attended the Gallatin County Libraries Long Range Planning Meeting in West Yellowstone on June 17th while Meister was in Atlanta for the American Library Association Conference, where she attended several programs on new buildings. Five librarians from the Republic of Kazakhstan visited our Library on June 13th for information on services and programs. Meister will be
showing the 2002 Tribal College Librarians Professional Development Institute the new Library site and discussing funding strategies on June 25. Picnics on the Lawn began on June 13 but will start at the earlier time of 6:00 p.m. in order to allow families to attend the Downtown Bozeman Association concerts at 7:00 p.m. A summer reading program is available for all ages: children, young adults, and adults with lists of “Good Reads” available at the Information Desk. Patrons can win prizes by checking out books that have been pre-selected; this giveaway will coincide with the Summer Reading Program June 8-August 24. The Sunrise Rotary Club and Reading is Fundamental (RIF) will once again give away free books to all third graders on Thursday, July 11th, from 5:00 to 6:00 p.m. Also this club continues to donate $500 annually for international materials. Four staff members attended the Gates Institute Workshops June 11-13 and
toured other attendees through the Library on June 12th. The Library will begin a virtual reference pilot project this July to determine its viability with training given to the reference staff on June 28th. The Librarian II - Head of Reference & Adult Services position is being advertised with a closing date of July 8th. The City is currently reviewing Library management and mid-management staff, and other staff will have performance appraisals soon. Mary Jo Stanislao and the Circulation Desk staff added new book shelves and picture book shelves and had the CD shelving and map case moved, while Dissly and Henley moved the word processing computers downstairs, so the Library has had some physical changes.
There was an incident filed about a patron on an outside bench, who appeared ill. Police were called, but the patron left.
ITEMS FOR DISCUSSION: STORY DISTRIBUTING PROPERTY; CONTRACTS WITH OVERLAND PARTNERS AND LIBRARY CONSULTANT DAVID SMITH; NCIPA
Meister said that she had discussed the sale of the Story Distributing Property with the owner, and he is still planning to sell it to the Library. She also suggested a change in our Internet Access Policy to comply with the Neighborhood Children’s Internet Protection Act (NCIPA). The new policy would suggest guidelines for parents and guardians to ensure that their children have positive online experiences, both at home and in the Library. The policy also reiterates that the public library, unlike schools, does not serve in loco parentis (in place of a parent). Action: After discussion, Kesselheim moved that the new Internet Access Policy be changed to include these guidelines in compliance with NCIPA, Bancroft seconded, and the motion passed unanimously. Bancroft discussed the
contract with Library Consultant David Smith with concern about the fees. Staff Attorney Tim Cooper had reviewed it and suggested that a statement be added about Smith being an independent contractor and not an employee of the City nor the Library. Action: After discussion, Brown moved that the Trustees enter into a contract with Library Consultant David Smith for Step 1, which is to review and update the Library Building Program for $8,500, and then consider Step 2 (Initial Design Review) as an option at a later date. Kesselheim seconded, and the motion passed unanimously. Bancroft will contact Smith about a new contract to include Cooper’s suggested wording and also about verifying the program by the end of July. He then distributed “Guidelines for New Library Project,” which the Trustees agreed was well-done and conveyed their sentiments appropriately. Cooper had reviewed the contract with Overland Partners and made some suggestions:
increasing the commercial liability insurance for all the subcontractors to $2,000,000 (Article 1.4.2.1); adding the City as “Additional Insured” (Article 1.4.2.1) indemnifying and defending the City and Library to the fullest extent permitted by law to hold them harmless from damages and losses arising from the architect’s negligent acts, errors or omissions (Article 1.4.2.2); and the legality of adding the retainer fee of $25,000 (Article 1.5.7). Brown suggested that the retainer apply to the Schematic Design phase (due to be completed by December 2, 2002) or six months, whichever comes first, instead of taking it out of the final payment. Mark Headley of Overland Partners was asked to enter the meeting at 4:30 p.m. and was amenable to these changes. Action: Kesselheim moved to approve the AIA Contract with Overland Partners pending final Staff Attorney review, Brown seconded, and the motion passed unanimously. Headley
inquired about an Autocad site survey and key to the lock on the gate to the property, which Meister will check with Resource Technologies Inc. He also wanted to discuss the Construction Manager (CM) at Risk versus competitive bid, which was tabled until James Goehrung has returned to work July 1st. Headley said he, Bonnie Hershberger from Design Workshop, and Tim Blonkvist from the San Antonio office will be working on site analysis the week of June 24 (it is due to be completed by August 5th) and wanted to meet with the Building Committee on Tuesday, June 25th, at 4:00 p.m. Meister will arrange that meeting via e-mail as well as one with staff.
BOARD MEMBERS’ AND CITY COMMISSIONER’S REPORTS
There was nothing else.
ADJOURNMENT
The meeting was adjourned at 5:07 p.m. The next regular meeting will be Thursday, July 18th, at 4:00 p.m. in the Library Director’s Office.
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