Bozeman Public Library Board of Trustees Meeting
Library Director’s Office
Bozeman Public Library
November 13, 2002
4:00 P.M.
ATTENDANCE
Trustees: Brenda Davis, Chair; Jerry Bancroft; Holly Brown; Bob Gutzman; Al Kesselheim; Charlie Hamp, Foundation Board; Lois Dissly and Terri Dood, Staff; and Alice Meister, Director. Guests: Mark Johnson, Resource Technologies Inc.(RTI) and James Goehrung, City Superintendent of Facilities and Public Lands.
CALL TO ORDER
The meeting was called to order by Chair Davis at 4:07 p.m.
APPROVAL OF MINUTES
The minutes of the October 15th Board meeting were approved as submitted.
CORRESPONDENCE
Meister read comments from the public which included a request to return to the traditional due date card and pocket, a request to leave the date of publication on the spine labels of novels (to which Dissly responded by saying that the date of publication varied according to a number of factors such as reissue and was not always an accurate indicator of its true publication date), a remark that cell phone usage is rude and should not be allowed (already in library policies), and a thank you for ordering a requested novel. An author sent an e-mail expressing her gratitude for all the help she had received in researching and writing her latest novel. Another patron is concerned about the negative psychic energy in the Library and wishes to bring in her dog to detect its source. An attendee at the recent
Lewis and Clark Bicentennial Training Academy wrote to thank Beth Boyson for her workshop on using the Foundation Center collection. Senator Burns sent a letter announcing nearly $7 million from the Defense Appropriations bill he had secured for the Bozeman area . Dr. Ken Younger of Medical Eye Specialists sent a letter expressing interest in purchasing the current building.
FOUNDATION REPORT
Hamp emphasized the importance of all Board members contributing to the capital campaign, as it is especially important when trying to secure grants. Due to financial considerations, Don Nelligan of the Cosgriff Company has left the campaign six weeks early, and Wendy Lewis has moved her office from the Library to the J & V Restaurant Supply & Refrigeration office at 544 E. Mendenhall. Julee Shepard will continue her administrative assistant position working for Lewis. Everyone is invited to the special fund raising event on December 6th to celebrate “Great Books Make Great Gifts.”
FRIENDS OF THE LIBRARY REPORT
Meister reported that she and Co-President Cameron Hildreth had met with Marilyn Lockhart, President of AAUW, and revised the Memorandum of Understanding. AAUW was also informed that the Friends plan an on-going sale in the new Library which will obviate the agreement and relationship with AAUW. The Friends will sponsor a program with the Greater Yellowstone Coalition on Wednesday, November 20th, featuring Scott Bischke discussing a trip he and his wife took on the Yellowstone River. The Friends/AAUW Fall Used Book Sale will be November 16-18.
DIRECTOR’S REPORT
Meister reported that after five and a half months or 45% into this fiscal year, the budget report shows 67% remaining. The statistical report showed a 5.65% increase in circulation for October, nearly a 40% increase in reference and information questions asked, and a 33% increase in adult program attendance.
The third public architectural meeting went well on November 7th at the Emerson Cultural Center with approximately 50 people in attendance. Public comment is encouraged through December 9th. The Environmental Remediation Public Meeting and Hearing is scheduled for November 20th at the Emerson Cultural Center with Dave Bowers of the Montana Department of Environmental Quality (MDEQ) in charge. Representatives from MDEQ will also be in town that day for a 4:00 p.m. meeting of the Environmental Remediation Subcommittee; it was decided to invite the City Commissioners, City Manager, and City Attorney. MSU Marketing students are currently distributing a survey to help the Library with its marketing strategy which might help reduce impact fees as well. The Harry Potter Costume
Party on November 9th attracted approximately 150 children and parents. November 18-24 is Children’s Book Week, and special programs are planned during that week. Liz Babbitt and Pam Henley are attending a Virtual Reference Conference in Chicago November 10-13 offset by a grant from the Broad Valleys Federation; they will present virtual reference programs at library workshops and conferences on this topic. An incident report on November 6th indicated a patron had passed out; 911 was called though she regained consciousness by the time they arrived. Mary Jo Stanislao and Lois Dissly have been meeting with representatives from 3M and Checkpoint to determine which materials flow management system to purchase for the new Library. The Library will soon be buying a self-check system, part of the materials flow management system, with the $35,000 received in the Capital Improvements Program (CIP) budget. Meister passed out
items for the FY2004-2008 CIP which included: computer time and print management software for $13,300; library vehicle for $32,000; materials flow management system for $380,000; migration to Horizon Public Access Catalog & Circulation System for $100,000; and a teaching and computer lab in the new Library for $47,600. Action Brown moved to approve submission of these items for the FY2004-2008 Capital Improvements Program; Kesselheim seconded, and the motion passed unanimously.
ITEMS FOR DISCUSSION: CALA; STORY DISTRIBUTING PROPERTY; BROAD VALLEYS FEDERATION BY-LAWS
Brown said the Controlled Allocation of Liability Act (CALA) will be discussed at the 4:00 p.m. meeting on Wednesday, November 20th. Bancroft reported that Doug Alexander still wants to sell the Story Distributing property to the Library but it will have to happen after June 2003. He will explore the idea of a lease on the property. Meister reported that the new Broad Valleys Federation By-Laws were written to incorporate multi-type federations consisting of public, school, academic, and special libraries rather than just public libraries which formerly were the only ones allowed to have federation membership. Action Kesselheim moved to accept the new Broad Valleys By-Laws; Bancroft seconded, and motion passed unanimously.
BOARD MEMBERS’ AND CITY COMMISSIONER’S REPORTS
Building Committee Chair Bancroft distributed copies of the new building project cost. NorthWestern Energy has indicated it will make a grant of $360,000 to the project, including paying for engineering studies. Capital Campaign Chair Tim Swanson is continuing to work on federal appropriations. The City has yet to approve the Construction Manager-At Risk contract with Martel Construction. Karin Caroline, James Goehrung, and Mark Headley will meet about the proposed CTEP funding of $239,000. Goehrung had visited with the new Historic Preservation Planner, and that Board will be meeting later this month to discuss the depot. A Coordinating Subcommittee comprised of representatives from the City, the Library Board, the Capital Campaign, the Foundation Board, Overland Partners, and Resource
Technologies Inc. (RTI) will be meeting on Friday, November 22nd to monitor the revenues and the expenditures. Mark Johnson of RTI noted that he had subbed out laboratory work between $175,000 to $200,000, which shifted funds from the category of “Site Remediation costs”to “Engineering fees and subcontracts-remediation” though it did not change the overall total. Johnson also suggested checking into the cost of Stop Loss Insurance, which puts predictable limits on the project expenses though might cost up to 10% of the project cost. Chair Davis said she would like for him to bring some figures to the next meeting.
ADJOURNMENT
The meeting was adjourned at 5:42 p.m. The next meeting will be Wednesday, December 11th, at 4:00 p.m .in the Library Director’s Office.
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