Bozeman Public Library Board of Trustees Meeting
Library Director’s Office, Bozeman Public Library
July 18, 2002 - 4:00 P.M.
ATTENDANCE
Trustees: Brenda Davis, Chair; Jerry Bancroft; Al Kesselheim; MarciaYoungman, City Commissioner; Tara Gallagher, Friends of the Library Board; Liza McClelland, Staff; and Alice Meister, Director. Guests: Clark Johnson, City Manager and James Goehrung, Superintendent of Facilities and Public Lands.
CALL TO ORDER
The meeting was called to order by Chair Davis at 4:10 p.m.
APPROVAL OF MINUTES
The minutes of the June 20th Board meeting were approved as submitted.
CORRESPONDENCE
Meister read a request from Intergalactic Fire and Magic to use the new Library property for a pyrotechnic display to celebrate the twenty-fifth anniversary of the Sweet Pea Festival on August 3rd. Noting that the Fire Marshall had approved the request and the proper insurance was in place, the Board approved the request. Meister will inform owner Neil Fenton. The Library received a thank you from the U.S. Department of State for hosting the recent Kazakhstan guests. A patron requested that the Library separate the for-sale items on the public bulletin board from other items and eliminate the business cards. Another one commented that she loves how we rearrange every other day. Shelver Jon-Erik Henley submitted his letter of resignation which is effective August 23. Also
a fax of a letter sent by Mark Johnson of Resource Technologies Inc. to the U.S. Department of Labor/OSHA was received, in which he asks about safe site visitation on the East Main site and about the approval of two hour asbestos awareness training rather than 24 hour training. Three incidents involving pornographic material in the Library or on the Library’s desktop were reported. Meister mentioned she had been contacted by a realtor about purchasing the new Library, and Bancroft suggested there be a file of letters from possible buyers. Johnson indicated the City was not interested in the current building, and he felt there should be one City facility to hold all offices. He suggested the Board consider a City building on the property, in particular on top of the new Library. He estimated the City would need 75,000 to 100,000 square feet with the possibility of leaving one floor empty. However, he doesn’t want to affect anything the
Library wants to do nor its fundraising endeavors. The City would obviously pay the cost of this project.
FRIENDS OF THE LIBRARY REPORT
Gallagher reported that the Friends made $3,061 in proceeds from their spring book sale and are now working on their August 10th sale. There was a meeting July 9th with the next one scheduled for mid-September. New board members are being recruited.
FOUNDATION REPORT
There was no report from the Foundation Board other than the capital campaign continues, and all Trustees and Foundation Board members will be solicited by Chair Tim Swanson.
DIRECTOR’S REPORT
Meister reported that the FY2001-02 budget showed 2.2% left at the end of the year. The FY 2002-03 budget shows less than 1% spent after two weeks into the new fiscal year, which is fine as it should be at 4.16%. The Library’s circulation increased 1.76% in the last fiscal year, reference questions increased 4.25%, door traffic increased 4.36%, while meeting room attendance decreased 4.36% and children’s attendance decreased 14.19%. All volunteers, including Trustees, are invited to the Volunteer Brunch on July 26th at Valley View Country Club. Five people will be interviewed for the Librarian II position; however, no job can be offered until after the special legislative session. Library consultant David Smith and library architect Ray Johnston will meet with
staff and the Building Committee next week to re-verify the building program. Six staff members will be attending the Pacific Northwest Library Association conference in Missoula August 7-10. The Library is featuring a pilot project on virtual reference where patrons can chat live with a reference librarian. Sunrise Rotary distributed free books to 24 children as part of the “Reading is Fundamental” Book Giveaway. Terri Dood, Montana Library Association (MLA) Director-at-Large for western Montana, and Sue Howe, MLA Secretary/Treasurer, will be attending a MLA Retreat August 1-2. The Foundation will again be sponsoring the “Live! @ Your Library” creative workshops for children in August. The adult summer reading program has had 26 reading logs submitted so far with a deadline of August 24. Taught by the Reference staff, Learning at the Library classes for FY2002 concluded in May with the most popular classes
continuing to be Beginning Internet, Intermediate Internet, and Basic and Advanced Email. Two sessions of Information for Grant-seekers drew a total of 46 participants. McClelland distributed a “Magazine Use Analysis,” which determined a standard of use (25% of total number of issues for three years). Most titles which had low circulation were found to be either new, reference only, no longer being received, or the use count was for one year only. The Harvard Health Letter and the DAR magazine, which is donated, were the only ones that had not circulated at all according to our standard of use. The conclusion is that nearly all titles are circulating at least 25% of the time, a number that warrants keeping the current titles in the collection. The number of requests for new magazines cancels out the number that cease publishing, so the Library has stayed at about 235 titles (including
newspapers) to meet our patrons’ needs and provide a service for those who cannot afford to subscribe for themselves. Bancroft thanked McClelland, Mary Jo Stanislao, and volunteer Andy Hintzpeter for their work on this project, as he had questioned the decrease in magazine usage in the circulation statistics. Much of that is attributable to InfoTrac, our magazine database. The Board wished McClelland well as her last day is August 2nd. The Trustees were invited to a farewell party in her honor, which will be held July 30th.
ITEMS FOR DISCUSSION: STORY DISTRIBUTING PROPERTY; CONSTRUCTION MANAGER AT RISK; REMEDIATON; ICMA
Meister said that Holly Brown had been in contact with the Story Distributing Property’s attorney, but there was nothing new to report on that front. Goehrung explained the concept of the Construction Manager (CM)At Risk, which included the advantages of: more accurate cost estimates and construction schedules; less potential of change orders; the weeding out of “bid busts,” increased potential for high quality craftsmanship and cost savings; more input on subcontractor selection by owner and architect; and ability to fast track project. Disadvantages include: more effort from the owner; higher fees; and more “hand-holding” with subcontractors due to unfamiliarity with the process. Meister reported that Bob Gutzman had talked with Duane Lyons of Hamilton Schools who was favorably
disposed toward the CM At Risk process. He recovered $20,000 in savings and saw no downside at all. Bancroft felt it was a good process and wished to recommend it. Action He moved that the Board move forward with the Construction Manager At Risk process, Kesselheim seconded, and the motion passed unanimously (Brown and Gutzman had told Meister earlier they were both in favor of the motion) . Bancroft then said he had talked with David Smith and felt comfortable with the changes in his contract. Action Kesselheim recommended that the Board sign the library consulting contract with David Smith and go through the first phase with a reconsideration of the second phase, Bancroft seconded, and the motion passed. Meister showed the “Voluntary Cleanup Plan for the CMC East Main Depot Bozeman, Montana” that Resource Technologies, Inc. had submitted to the Montana Department of Environmental Quality (MDEQ), which
now has 30 calendar days to review its completeness. The entire process should be completed by mid-November.
BOARD MEMBERS’ AND CITY COMMISSIONER’S REPORTS
Youngman said that Holly Brown had been reappointed to the Library Board with a five-year term to expire on June 30, 2007. She highly commended Nikki Naiser, who had also applied to be on the Board.
EXECUTIVE SESSION RE: DIRECTOR’S PERFORMANCE APPRAISAL
Chair Davis stated that she was closing the meeting to finish the discussion about the Library Director’s annual performance appraisal and benefits pursuant to Section 2-3-203(3) Montana Code Annotated. The open meeting was closed at 5:35 p.m.
Chair Davis reconvened the open meeting at 5:50 p.m.
ADJOURNMENT
The meeting was adjourned at 5:55 p.m. The next regular meeting will be Wednesday, August 14th , at 4:00 p.m. in the Library Director’s Office.
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