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Bozeman Public Library Board of Trustees Meeting
Library Director’s Office
Bozeman Public Library
December 7, 2004
4:00 P.M.
ATTENDANCE
Trustees: Ron Farmer, Chair; Jerry Bancroft; Holly Brown; Al Kesselheim; Marilyn King; Marcia Youngman, City Commissioner; Wendy Lewis, Foundation Development Director; Lois Dissly and Terri Dood, Staff; and Alice Meister, Director. Guests: Steve Wagner, The Union Hall manager.
CALL TO ORDER
The meeting was called to order at 4:09 p.m. by Chair Farmer.
APPROVAL OF MINUTES
The minutes of the November 9, 2004 meeting were approved as submitted.
CORRESPONDENCE
Meister read a thank you from former State Librarian Karen Strege for flowers the Library sent. A thank you was also received from the Montana Center for International Visitors (MCIV) for hosting a delegation of Russian visitors. A resident of Aspen Point thanked Beth Boyson for her suggestion of a book to discuss at a book club group. A patron wrote a letter of appreciation for a newspaper article Jane Basile had sent to him. A letter of resignation due to an urgent medical condition was received from shelver Jean Dunbar. Karen Vinton sent a note on behalf of SCORE (Senior Corps of Retired Executives) to thank the Library for co-sponsoring a series of workshops. She noted that the first one in October went well, and she is preparing a schedule of upcoming ones. The U.S. Department
of Housing and Urban Development (HUD) sent a Certificate of Project Completion and the Grant Close-out Agreement for the $178,830 grant received in 2003, which was sent to City Grants Administrator Sara Folger. Comments from the public included a request to resume the automatic phone calls for overdue and/or hold notices. Due to the migration to the Sirsi automated system, the Electronic Notification System (ENS) is no longer operable; to purchase a new one would cost over $30,000 with an annual maintenance cost of $7,500. Other patrons are dissatisfied with the holds function and lack of due date on the records. These concerns will be shared with the Montana Shared Catalog (MSC) staff.
FRIENDS OF THE LIBRARY REPORT
Meister reported that the Friends will be providing holiday gift wrapping on December 11 from 10 a.m. to 9 p.m. at Borders Books and Music. Any donations made during those hours will be given to the Friends. Each wrapper will receive a special 20% bonus store wide coupon usable that day. Co-President Beswick is still looking for several more volunteers.
FOUNDATION REPORT
Lewis invited the Trustees, Foundation Board members, and staff to an Open House at the Foundation office on Friday, December 10th, from 8:30-9:30 a.m. to honor the outgoing Board members Walter Goldstein, Jane Hawks, and Rick Weaver. The Foundation Board will be electing new officers at its January 12th meeting and gearing up for the spring groundbreaking. They will also be working on a publicity plan for the coming year. She also distributed a sheet which showed a gift profile based on the feasibility study done by Cosgriff versus the actual figures. To date the capital campaign has raised $4,359,000 from 309 gifts compared with the Cosgriff projection of 573 gifts needed to total $4,000,000.
DIRECTOR’S REPORT
Meister reported that the monthly financial report shows 64.74% of the budget left with 58.34% of the year left to complete. The total Project Report for the new Library showed $4,519,636.36 spent to date. In her Director’s Report, Meister noted that the Library celebrated Christmas Stroll by offering cider, cookies, and Christmas piano music that Saturday afternoon along with a class on holiday card-making and ornament making for children. “Public Diplomacy and U.S. Foreign Policy” will be the focus of the next Great Decisions discussion group meeting on December 9. The last international speaker series event of the year will be December 15 and will feature a film on the Venezuela presidential coup in 2002. Jeffry Safford will discuss his recently published book The
Mechanics of Optimism on December 13 at 7 p.m. Jean Dunbar, who was recently hired as a shelver, has had to resign due to health concerns. The job should be filled as soon as possible. Gallatin County libraries made their annual report presentations to the County Commissioners this morning and thanked them for their support. The Reference Department is currently updating the on-line Community Resource Directory. There will be a Volunteer Open House on December 14 from 4-6 p.m. to thank the Library’s many helpful volunteers.
ITEMS FOR DISCUSSION: BUILDING PROJECT; ARCHITECT’S CONTRACT
Wagner asked for permission to discuss his Union Hall project, which is intended to be a non-alcohol/non-smoking multi-generational dance venue in the Labor Temple at 422 E. Mendenhall. He has had support from the Turner Youth Foundation, DUI Task Force, and Mothers Against Drunk Drivers (MADD) as well as donations of materials from local businesses. Recently he was denied a Certificate of Occupancy from the City due to a lack of parking spaces, which he is appealing. Currently he is requesting that the Trustees allow parking in the Library parking lot from 8 p.m. to 1 a.m. on weekends. Action After discussion, Bancroft moved to deny the request based on potential negative impacts on the parking lot but endorse the concept and possible joint programming with the Library and the Union Hall. Brown seconded, and the motion passed unanimously. Building Committee Chair Bancroft then reported on the architectural contract, noting that the agreement to transfer the architectural
contract from Overland Partners to StudioFORMA needs to be signed as soon as possible. Action Brown moved to authorize Chair Farmer to sign the transfer agreement, King seconded, and the motion passed unanimously. Amendment #5 with StudioFORMA needs to have some professional rates adjusted based on average state rates Bancroft received. The Trustees were hesitant about the high rates from Design Workshop, the landscape architect, and wanted the firm removed from the consultant list to be replaced with a local firm approved by James Goehrung. Bancroft proposed that the Trustees accept Amendment #5 as stipulated with the rates to be negotiated by Goehrung, which will come to the next Trustees meeting. The Trustees preferred to have additional Board meetings on December 16 and 29, January 7, and March 16 in addition to Building Committee meetings on December 13 and 28 and January 13 and 27. The new dates show bids being let on February 9 and received on March 9. Groundbreaking
would take place on April 1, 2005. Kath Williams has agreed to do the LEED (Leadership in Energy and Environmental Design) certification accounting, which is a major contribution to the project. A proposal from the Ensar Group in the amount of $12,300 was received to do the energy analysis. Action Bancroft moved to approve the Ensar Group’s proposal of $12,300 based on meeting the City’s legal requirements, Brown seconded, and the motion passed. A proposal was received from Facility Improvement Corporation (FICO) in the amount of $40,762 with additional fees in the amount of $9,643 to do the LEED commissioning work. Due to the large amount, the Trustees will request Headley to
get another bid so that they will have a market competitive price for the work.
BOARD MEMBERS’ AND CITY COMMISSIONER’S REPORT
Commissioner Youngman asked that the donated landfill fees be added back into the financial figures. She also is working with the Commissioners to prepare publicity to benefit the Library project. The Library came out high but not at the top of the goal-setting list; however, after the November 29 Commission meeting and vote, the Library is at the top of the list. The City Commissioners now need to go to the congressional delegation with their list. Youngman asked if Brenda Davis would speak to Senator Burns Chief of Staff Clark Johnson to see why the Library was not included in this year’s federal appropriations. The Project Manager concept was also high on the list, and City Manager Kukulski will probably be speaking to the Trustees about this matter. It was also
decided to tell Montana Capital Resources that the Trustees are in the process of selling the triangles of land on the new Library site. The City is also pursuing the cash-in-lieu of park land trade in order to reimburse the Library for the park land on its new property.
PUBLIC COMMENT
There was none.
ADJOURNMENT
The meeting was adjourned at 6:21 p.m. The next regular meeting will be Thursday, December 29 at 4:00 p.m. in the Library Director’s office.
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