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Bozeman Public Library Board of Trustees Meeting
Library Director’s Office
Bozeman Public Library
August 25, 2005
4:00 P.M.
ATTENDANCE
Trustees: Ron Farmer, Chair; Jerry Bancroft; Marilyn King; Terri Dood, Staff; and Alice Meister, Director. Guest: Chris Kukulski, City Manager.
CALL TO ORDER
The meeting was called to order at 4:17 p.m. by Chair Farmer.
APPROVAL OF MINUTES
The minutes of the July 20 and July 28 meetings were approved as submitted.
CORRESPONDENCE
Meister read a letter from Senator Max Baucus saying he appreciated being able to help the new Library through the $1,125,000 Federal Highway Transportation Bill appropriations he was able to secure for the project, and it was good to be in Bozeman to present a symbolic check in that amount. Volunteer Jack Kligerman had sent pictures of the Library Book Cart Drill Team which appeared in the Sweet Pea Parade and apologized for their quality; Meister sent him a thank you card. The State Library sent a $7,100.97 Interlibrary Loan reimbursement check and noted that the reimbursement formula will be changed over the next two years to benefit net lenders only. (The term “net lender” refers to libraries which have made a greater number of qualifying interlibrary loan transitions than borrowing
transactions.) Meister received a thank you and photograph from the American Library Association (ALA) for her 2002-2005 Council term. In response to the July 15 Gallatin Community Clinic’s request to close the alley between its parking lot and the Library’s west parking lot, Director of Public Services Debbie Arkell sent a memorandum, which noted the alley will be closed at approximately the west property line of the Clinic’s parking lot. The Library’s dumpsters will be relocated, thus freeing up two parking spaces for library patrons. This is a “revocable encroachment permit,” which recognizes the alley could be opened again in the future if it is in the best interest of the public.
A donor noted on her contribution card the kindness of the library staff when she needed research help years ago. Two e-mails from the same patron said the staff was doing a great job, and he also liked the Book Cart Drill Team’s participation in the Sweet Pea Parade. An out-of-town patron donated books to the Library and said he enjoyed using the Library while he was there. Patron comments included one regarding the need to check on the functionality of a specific DVD and one requesting a counter on the time-print management for the last minute. Currently patrons are signaled five minutes before their time expires, which this patron does not think is sufficient. Head of Automated and Technical Services Dissly replied to a patron who felt she was not given the hour promised by the
time-print management software, noting that this problem has been corrected. Initially patrons who used the Express stations for 15 minutes did not get a full hour on the other stations. The patron also said the line to pay for printing was too long, and Dissly replied that staff can now take money for printing at two different stations, which should alleviate the wait. Another patron wrote to express appreciation for “sharing new books with internet library users. The Bozeman Public Library and you are a credit to the Bozeman community.” Another patron complimented the staff on being “very friendly and helpful!” A patron expressed the wish for the Library to open at 9 a.m. during the summer time, which is not possible due to limited funds. A patron complained about the shortcomings of the Montana Shared Catalog (MSC), saying she found the system “cumbersome, redundant, and useless.” Dissly
responded that there was a MSC committee looking into her concerns, and that with permission she would forward her e-mail message to MSC administrators so they could understand her frustrations. The same patron wrote back to express her appreciation to Dissly for acknowledging her concerns. Another patron suggested a public mail drop off and noted, “Your entire staff has been AWSOME!! (sic) when I ask for help or questions. Keep up the great work.” A patron suggested all staff wear their nametags, and another said she loved the new time-print management system as it makes it fairer for all users. A patron wrote to thank the very helpful person at the Library who provided assistance, which was “very quick, very professional, and very courteous.” Meister responded to an e-mail question about the urban plaza and the federal appropriations earmarked for it.
FRIENDS OF THE LIBRARY REPORT
Meister reported that the Friends will be having a meeting in September to discuss their legacy project of the coffee shop/book sale area in the new Library.
FOUNDATION REPORT
Development Director Lewis sent a report with a campaign update. The Foundation unveiled a campaign billboard at the site along with a print ad campaign and greeted the public during the Sweet Pea Parade on August 6. August 9th marked the first “Hard Hat Tour” on site for Major Donors. Tours are by invitation only and will be scheduled twice a month, weather permitting. On August 12, Senator Max Baucus announced a grant of $1,125,000 in federal funding. On August 1, the Foundation delivered its monthly check in the amount of $200,000 to the City of Bozeman. To date payments totaling $1,650,000 have been made. The next Foundation Board meeting is Wednesday, September 14 at 8:30 a.m. at the Foundation Office.
DIRECTOR’S REPORT
Meister reported that the July circulation was down 5.05% from last year. Children’s and Young Adult programming attendance increased 86.45% from last year. To date the new Library Project Activity Listing shows $6,974,998.03 received in revenues and $6,509,692.27 spent. The final FY2005 budget showed a deficit of $415.04 but a refund of $500 needs to be put back in the account. FY2006 monthly expenditure percentages have not yet been calculated by the City. The Library is now wireless, so patrons can bring their own laptops into the building in order to get Internet service. No time restrictions apply; however, patrons still have to abide by the Library’s Internet Access Policy. Printing is not available using the wireless connection. The Marketing
Committee is considering a new logo for the new Library and has commissioned BrickhouseCreative Inc. to develop one. There will be several options available for the Board and staff to decide on by September. The Community Resource Directory is now on-line again thanks to the efforts of volunteer Debra Becker. Bozeman Daily Chronicle microfilm for 2003-2004 has finally been received. The CybraryN time-print management system has been going fairly smoothly with some compliments and some complaints. It certainly has increased the number of library cards issued, since one is now needed to use a computer for Internet access. Borders Books is holding a raffle to raise money for the new Library and to celebrate the release of Christopher Paolini’s Eldest. Tickets costing $3 each or 4 for $10 are available August 23-September 3 at Borders and the Library. The grand prize winner will receive signed copies of Eragon
and Eldest and be first in line at the booksigning September 3. Three runners up will receive items from the Eldest promotional coffers; participants need not be present to win. The Library is once again participating in Montana State University’s Catapalooza August 24-25. Head of Circulation Services Mary Jo Stanislao signed up 88 individuals to receive a library card. The Library raised $425 for the “Pennies for Peace” project, a Montana Library Association incentive to build a library in central Asia through the Central Asia Institute. Meister will be hosting a Rotary International visitor from Belgium and touring him around the city August 30. The Great Decisions Foreign Policy Discussion Group starts its fall meetings September 8. The first International Speaker series begins September 22. Both programs are sponsored by the Montana Center for International Visitors (MCIV) and the Friends of the
Library. The Friends also sponsor the Library Book Club, which meets September 7 to discuss Year of Wonders: A Novel of the Plague by Geraldine Brooks. Bu, a Great Horned Owl, will be here on September 20 as part of this year’s Raptor Fest. Also visiting will be Sally Butcher, author of Friend Owl. There will be a Charlie and the Chocolate Factory Party September 24, and Dad’s Night will be offered the third Tuesday of each month. The ten Creative Workshops for Children, which are sponsored by the Foundation and offered in August, brought in 173 children and cost approximately $1500. There will be an all-staff quarterly meeting on September 2, where Kukulski will discuss City Core Values and staff will tour the new Library site. A patron incident was reported of teenagers using multiple library cards to extend their computer time. They were warned and will be watched in the future for this infraction. These same teenagers were involved in another incident involving
lack of respect for the staff. A different teenager hacked into the Library system with his laptop and was warned. Another incident involved an individual who suspected two women of stealing her car keys. An individual tried to register for a library card without proof of county residency and became very agitated when told he could only receive a temporary card. The Library was broken into on August 18 with two glass doors broken out and Meister’s desk drawer jimmied open. Police were notified and responded.
ITEMS FOR DISCUSSION: PROJECT COSTS; APPROVAL OF FY2006 BUDGET; ANNUAL ELECTION OF OFFICERS; FY2006 HOLIDAY SCHEDULE; SALE OF LIBRARY BUILDING; CITY/LIBRARY LANDS TASK FORCE RECOMMENDATIONS; HIRING FREEZE
Kukulski discussed the hiring freeze as he needed to leave early. He distributed a handout showing where the City planned to borrow the money to loan the Library for bridge financing. Sources include: $860,000 from the Waste Water Fund; $200,000 from the Insurance Proceeds Fund; $600,000 from Special Projects (Valley Unit); $400,00 from Development impacts; and $1,040,000 from the General Fund Reserve for a total of $3,100,000. These amounts were discussed with the Commission at its August 8th work session and met with its approval. Kukulski is willing to lift the freeze and will incorporate in the FY2007 Library budget a plan to repay the debt such as borrowing from a bank or applying for a state Intercap loan. He, Paul Reichert of the Downtown Bozeman Association, and Art Thompson have been
meeting to discuss an urban site design at the Library site. Meister requested the Library Board be included in those meetings. There was discussion about the $1,125,000 in federal funds and how it could be used. It is conceivable that a certain percentage will be taken by the State Department of Transportation for project oversight. At 4:55 p.m. Kukulski left the meeting. Meister explained that another $9,700 had to be taken out of the FY2006 budget, as she had recently discovered the janitorial contract was that much higher. The only place to reduce the budget was in the materials budget, which means it is 10.15% less than last year. Supplies were cut 22.6%, Maintenance cut 21%, Utilities increased 12%, Contracted Services increased 16.3%, Travel & Training decreased 55%, Miscellaneous decreased 3.6%, and Personnel decreased 3.4%. Meister noted that in spite of all these budget cuts, the Commissioners voted not to collect the
full amount of allowed property tax at its August 22nd meeting. Action Bancroft moved to accept the FY2006 budget in the amount of $1,155,905, King seconded, and the motion passed 3-0. Bancroft distributed handouts and proceeded to discuss project costs and the VE (Value Engineered) list of items approved at the Building Committee meeting on August 19. They total $328,423, which would reduce construction costs by that amount with $200,000 going back to Martel’s fee as Tony Martel agreed to cut their initial fee by that amount in order to move the project forward with the understanding it would be rebuilt. This would now be balanced at the original base bid of $441,825 plus $8,980 for change orders, bringing their total fee to $450,805. The balance left or $128,423 would be added to the Contingency Balance for a total of $389,698. Bancroft hopes to add VE-04 back into the budget, as it is the 6th course of brick
accent header which would give the Library a desirable banded look. He discussed and explained the other VE items on the handout. He also had discussed the blinds issue with architect Mark Headley, who recommends that another company be allowed to rebid due to some changes in the bid proposal. Action King moved to approve the VE items approved on August 19 by the Building Committee, Bancroft seconded, and the motion passed 3-0. The next Building Committee meeting will be September 8 to discuss materials and colors with interior designer Laura Fedro. Bancroft discussed the urban site design that Art Thompson had conveyed to him earlier today, which might be a possible conflict of interest due to Thompson’s role as Foundation President. The Trustees asked Meister to invite Thompson to the next meeting to discuss his ideas. Action King then moved to approve the FY05-06 Holiday Schedule, Bancroft seconded, and the motion
passed 3-0. The Trustees also requested that Staff Attorney Tim Cooper and Superintendent of Facilities James Goehrung proceed with the legal requirements in order to sell the current Library building. The City is still waiting on an appraisal of the Library site property, City Hall, and Soroptimist Park in order to determine its interest in buying the building at its appraised value. Regarding the sale of land at the new site, Meister read the July 11, 2005 Draft Commission Minutes, “Following extensive public comment and Commission discussion, it was moved by Commissioner Youngman, seconded by Commissioner Kirchhoff, that Commission Resolution No. 3818, accepting the recommendations of the library lands task force, be adopted as revised to delete the line pertaining to relocation of the Soroptimist Park and selling of the current site, and postpone consideration of that issue indefinitely while: (1) giving the IDB and BID as well as citizens until October
to identify alternative funding; (2) giving the DBA and others time to master plan downtown plazas, picnic area and green space; (3) giving an opportunity to explore redevelopment of property along North Wallace Avenue; (4) preparing of an urban design for a portion of the library site not needed by the library; (5) proceeding with appraisal of the property at the new library site and the Soroptimist Park, and (6) committing to not selling additional land at the new library site simply to cover the shortfall created by deleting sale of the Soroptimist Park site.” This Resolution passed 4-0. It was decided to wait until the next meeting for the election of officers in hopes all Trustees would be present.
BOARD MEMBERS AND CITY COMMISSIONER’S REPORTS
There was none.
EXECUTIVE SESSION RE: DIRECTOR’S PERFORMANCE APPRAISAL
Chair Farmer stated that he was closing the meeting to conduct the annual performance appraisal of the Library Director pursuant to Section 2-3-203(3) Montana Code Annotated. The open meeting was closed at 6:05 p.m. Chair Farmer reconvened the open meeting at 6:17 p.m.
PUBLIC COMMENT
There was none.
ADJOURNMENT
The meeting was adjourned at 6:27 p.m. The next meeting will be September 22 at 4:00 p.m. in the Library Director’s Office.
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