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Bozeman Public Library Board of Trustees Meeting
Library Director’s Office
Bozeman Public Library
September 17, 2003
4:00 P.M.
ATTENDANCE
Trustees: Brenda Davis, Chair; Jerry Bancroft; Bob Gutzman; Al Kesselheim; Wendy Lewis, Foundation Board; Lois Dissly, Staff; and Alice Meister, Director. Guests: Erica Howe Dungan, Chair of the Art Subcommittee; and James Goehrung, City Superintendent of Facilities and Public Lands.
CALL TO ORDER
The meeting was called to order by Chair Davis at 4:06 p.m.
APPROVAL OF MINUTES
The minutes of the September 5th Board meeting were approved as submitted.
CORRESPONDENCE
Meister read letters of resignation from Library Aide I Mandy Knight and Alex Grubb, who worked at the Library through a Human Resource Development Council program. She also received expressions of thanks from the Books For Africa Program for book donations and from the Montana Conservation Corps Youth Crew for computer assistance. Comments from the public included: requests for specific titles; a request for doors on the adult restrooms; a suggestion to sell t-shirts to benefit the new Library; and a note from a grateful patron who loves the Library, its staff and collection, and feels lucky to have this facility. There was also an e-mail from a family in Oklahoma who enjoy the Library’s web site and want to move to Bozeman.
FRIENDS OF THE LIBRARY REPORT
Meister reported that the Friends met September 16th and are planning their annual meeting for October 15th . They are sponsoring tonight’s program with the Montana Center for International Visitors featuring Sherry Mueller, President of the National Council for International Visitors. They are also planning a coupon for newborns during Children’s Book Week in November that would include a Library card and free children’s book. Their semi-annual book sale with the American Association of University Women will be held November 15-17. Bancroft wanted greater visibility from the Friends during this critical aspect of the capital campaign such as t-shirts and special events. Meister said she would urge a Friends’ officer to attend the monthly Board meetings.
FOUNDATION REPORT
Lewis reported that the Foundation Board met September 9th and has added a new member, Latrelle Scherffius. The Foundation will be receiving $11,000 this year from the Montana Community Fund, which will be used for operating expenditures. The Foundation applied for and received $8,000 from the Mountain Sky Guest Ranch for “Raising Readers @ The Library” to teach emergent literacy skills. They hosted a breakfast for the staff on September 5th about the annual Foundation author fund raising event on December 5th; copies of books to be sold will be donated to the Library for display and check out. To date $7,500 has been received in sponsorships for this event. Gifts of stock have been received in the last week, and the capital campaign
steering committee is still looking for a lead donor. A new brochure, direct mail pieces, and advertisements will be unveiled in October. There will be a Fall House Party featuring Al Kesselheim and Stuart Weber of Confluence to raise visibility for the campaign. Tax Increment Financing (TIF) money is still feasible, and the Foundation continues to work on federal appropriations with our congressional delegation. Davis suggested a meeting with the City about potential financing; Lewis will arrange that meeting. Davis and Meister had attended a County Commission meeting earlier today to request help for the Library Project, and Davis shared a letter she had written suggesting ways the County could help such as allocating Capital Improvement Program new construction monies, selling a piece of property and donating the money, and/or donating space in the County’s landfill for City use. Commissioner Murdock said the County could loan up
to $1,000,000 without a bond referendum. Davis and Meister will meet with Ed Blackman, Gallatin County Fiscal Officer, on October 1st to discuss these options. Davis had used a $14,000,000 figure for the Library Project in order to include the City’s in-kind contribution of landfill fees. Lewis indicated that pledges were being paid on time with little slippage. (At 5:10 p.m. Lewis and Dungan left the meeting. Dissly left the meeting five minutes later.)
DIRECTOR’S REPORT
Meister reported that August circulation had decreased 3.89%. Web site visits had increased over 36% though InfoTrac usage was down 55%. At this time $3,125,437.94 has been spent in the Bond Funds. Robert Martin, Director of the Institute of Museum and Library Services (IMLS), had notified Meister that the Community Service Award Ceremony will probably be delayed until next year due to First Lady Laura Bush’s schedule. The public announcement will be made October 21st, and a decision was made to award $10,000 to the winners. For the third time the Library has won the Governor’s Award for Safety and Health in the workplace, which will be awarded on October 2nd. Library Card Sign Up Month continues with 320 cards issued. Staff has been to Montana
State University and the County Health Department and will be at the Strand Union, the Senior Center, and the County Courthouse to give out Library cards. Mary Jo Stanislao, Camille Jackson, Mary Ann Childs, and Dissly will be attending the State Library Workshops in Lewistown on September 26-27. Beth Boyson will be attending the Montana Book Festival in Missoula September 19-20 and participating in a panel discussion on “One Book Montana.” There will be a discussion of this book Winter Wheat on Sunday, September 21st. Meister and Cindy Christin attended a Chamber of Commerce Eggs and Issues Breakfast this morning to hear City Commission candidates. “Learning @ the Library!” classes have started for this fall and will be held at 8:30 a.m. Banned Books Week will be celebrated September 20-27. Over 300+ visitors put pins in the Library’s world map this summer. A group of fifth grade
Longfellow students want to plant willows at the Peet’s Hill area which Goehrung said would be a worthwhile project. There had been an incident where the cleaning service discovered stories about rape and women’s underwear in the men’s restroom; the police were called and the Library staff has increased its surveillance. The police were called to talk to a man who has been loitering and panhandling on Library grounds.
ITEMS FOR DISCUSSION: ART POLICY; SALARIES; PROJECT COSTS
The Art Policy was deferred to the next meeting. Meister reported that Gutzman, Terri Dood, Stanislao, Dissly, and she had met to discuss the percentage increases for the substitute staff and the regular part-time staff who are not members of Montana Public Employees Association (MPEA). The committee recommended that the salaries of the regular part-time staff be increased 3% per year for the years they have worked in order to bring their salaries up to equity. The substitutes would receive the following increases: 0 to 1 year: 0% increase; 2 to 3 years: 2% increase; 4+ years: 3% increase. All would receive a six month increase when they have successfully completed their probationary period. The raises would be retroactive to July 1, 2003. Also both Librarian II’s would be making
the same amount. All of this would cost approximately $6,612 to bring people to equity; next year a salary schedule would be developed dependent on available revenues. Action After discussion, Bancroft moved to accept these recommendations; Kesselheim seconded, and the motion passed. The Trustees also agreed to give Meister a 5.25% increase in salary retroactive to July 1. Martel Construction has some new project costs which total approximately $14,000,000 but he has some recommendations on how costs could be cut, which were presented to the Building Committee and approved by them. In-Kind contributions will involve subcontractors being asked to donate 5% of the construction costs, or approximately $429,670. Bid or Add Alternates can only be implemented if the bids are low and include roofing (EPDM to TPO) for an estimated value of $12,600; window treatments (mecho-shades and blinds to be added later) for an
estimated value of $21,860; eliminating ornamental flower pots for an estimated value of $28,000; eliminating the solar photovoltaic system for $308,878 pending investigation into its effect on the NorthWestern Energy grant; substituting masonry (substitute Arriscraft Stone with split-face CMU ) for an estimated value of $85,000; and using a different entry flooring (substitute slate with stained concrete) for an estimated value of $28,000. Design modifications, which will be immediately implemented, include sheet vinyl flooring with vinyl wall covering in lieu of tile in staff restrooms for an approximate savings of $15,000; reduction of interior masonry finishes and substitution with wood veneer panels for approximately $30,400; shelling out of the coffee shop with the space being finished out by the tenant/operator for an amount to be determined; and floor plan reduction to tighten floor plan by 2,000 to 3,000 square feet without sacrificing the project’s vision
or functionality subject to review and approval by Library staff. More reductions still need to be found to bring the project in line with the budget, but the Trustees felt comfortable proceeding with these. (At 5:45 p.m. Kesselheim left the meeting.) The Board discussed leaving the contingency at 0% and decided to do so pending greement from the other two Trustees.
BOARD MEMBERS’ AND CITY COMMISSIONER’S REPORTS
Bancroft brought up Amendment No. 2 to the AIA Document B141, which revises the contract to reflect the current project schedule and establishes a new total fee for basic services, still calculated at 10% of the total project construction budget or $789, 952. The three remaining Trustees were in favor but Meister will contact the two who were not there for their approval. Bancroft commended Brown for persevering on the flood plain issue and calling a meeting on September 12th with the State Flood Plain Coordinator Karl Christians and appropriate individuals. A topographic map will be prepared by Allied Engineering to determine exactly how much of the new building if any is in the flood plain. It appears that a basement would still be feasible in the portion of the building not in the
flood plain, though the ideal is to not have any of the building in the flood plain.
ADJOURNMENT
The meeting was adjourned at 6:15 p.m. The next regular meeting will be Thursday, October 9th at 4:00 p.m. in the Library Director’s Office.
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