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Bozeman Public Library Board of Trustees Special Meeting
Library Director’s Office
Bozeman Public Library
November 22, 2005
4:00 P.M.
ATTENDANCE
Trustees: Ron Farmer, Chair; Jerry Bancroft; Al Kesselheim; Marilyn King; Chris Mehl, Foundation Board; Marcia Youngman, City Commissioner; Lois Dissly and Terri Dood, Staff; and Alice Meister, Director. Guests: James Goehrung, City Superintendent of Facilities; and Sara Folger, City Grants Administrator.
CALL TO ORDER
The meeting was called to order at 4:13 p.m. by Chair Farmer.
APPROVAL OF MINUTES
The minutes of the October 25, 2005 meeting were approved as submitted.
ITEMS FOR DISCUSSION: PROJECT COSTS; SALE OF LIBRARY BUILDING; SALE OF ONE ACRE PARCEL AT NEW LIBRARY SITE AND NEW PROPOSAL FOR LAND
As there were no objections, Chair Farmer changed the agenda in order to allow Folger to speak to the Trustees regarding the national transportation bill allocation in the amount of $1,125,000. She distributed a memorandum stating that the “authorization to expend the funds includes language specific to parking, urban plaza, and pedestrian/cyclist enhancements, which prompted the Montana Department of Transportation (MDT) to administer these Federal Highway funds via CTEP (Community Transportation Enhancement Program).” In a letter dated November 7, Mike Wherley, MDT/CTEP Bureau Director, stated his understanding of how funds may be expended within the context of CTEP guidelines and the legislative language. Wherley also requested that the City and Trustees present his office with a proposal and
timeline soon to ensure that planned construction activities are eligible for CTEP funding, which can be completed by the planned Library opening next year. Folger’s list included the following: main parking lot; plaza/trail head; east grounds landscaping/
irrigation; Peets Hill parking lot; acquisition of right-of-way through purchase of Story Distributing Property; and the Milwaukee Railroad Rail Trail. Currently the irrigation and landscaping project for $110,000 and the rail trail for $220,000+ are in other CTEP grants; CTA Architects were chosen as a consultant on the rail trail project. Also the funds cannot be used for work already completed, though Bancroft wondered if the date could be moved back in order to capture some of that funding since the Trustees want to utilize the funding in a way that most benefits the Library. In order to have more flexibility, Mehl suggested that the Trustees talk to Senator Baucus about moving the date back to when the legislation passed, so Farmer will contact Baucus’s field representative David Cobb.
Goehrung worried that such a contact might alienate MDT, since this is already an earmark and more work for them. Currently MDT is willing to work with us and use the existing bids. After further discussion, the priority for the projects were ranked in this order: 1) main parking lot; 2) plaza/trail head; 3) acquisition of right-of-way since street alignments are a priority; and 4) Peets Hill parking lot. The timeline would be to contact Baucus’s office first about an agreed-upon date, then have Martel Construction figure costs that fit with that date; and finally have Folger present the package to MDT. Folger needs a quick answer so she can get back to MDT as soon as possible. Kesselheim felt it was a great list. (Folger left the meeting at 5:12 p.m.) Bancroft said the construction was going well with the steel up, the glu-lam beams now set, and 20% of the steel stud walls in. The HVAC ducts are going in along with
plumbing work in the basement. He commented that Martel Construction is going a great job. Goehrung had some concerns about the interpretative display of the sustainable elements in the building, as he still needs to contract with a firm to do the interactive part. It was suggested that a subcommittee be formed of LEED (Leadership in Environmental and Energy Design) knowledgeable individuals such as Kath Williams to work on this display. A neighbor had complained about the bad condition of Wallace Avenue, so Goehrung will take care of that concern. The Art Committee is currently concentrating on expending its funds on creating an artistic entryway into the children’s library and then the banners for the front of the building. A third but possibly later project would be a mobile over the circulation desk. There was some discussion about moving the furniture and collection, as a Request for Proposal (RFP) would need to be issued early
next year in order to provide adequate lead time. Since Mike Delaney was not present, Meister mentioned a proposal he made at the Foundation meeting on November 9. Delaney had proposed declaring his 777 building on East Main Street and the surrounding area, including the new Library, a blighted area in order to create a Tax Increment Financing (TIF) District; then the TIF funds could be used to keep the library land intact and not have to sell an acre as proposed by the City-Library Land Task Force. Youngman mentioned that several Commissioners thought there should be a master plan for the whole property and thus they might have some hesitation about selling off just one acre. She suggested talking to the new Commissioners about this topic. The appraisal as commissioned by the City on one acre of land behind the new Library came in at $370,000. Action King moved to proceed with the RFP for the sale of one acre of property at 626 East
Main Street behind the new Library, Bancroft seconded, and the motion passed 3-0. Goehrung will work on the RFP.
CORRESPONDENCE
Meister said staff reported a patron said how impressed she was with our new book and periodical selection. Sue Howe has announced her resignation as of December 31 and said she has always been so proud of the Library and has appreciated working here for the last 21+ years.
FRIENDS REPORT
Meister reported that the Friends held their annual meeting on November 17 in conjunction with the Montana Center for International Visitors (MCIV) program on Global Poverty. Though there was not a quorum and thus no official election of officers, Paula Beswick has resigned as co-president, and John Gallagher will assume that position along with Rose Vallor, who has agreed to remain as co-president. Beswick will remain on the Friends Board one more year. The AAUW/Friends Book Sale grossed $7298. Minus expenses, the net was $6204 or $3102 for each group. The Friends will meet in December to discuss the RFP for the coffee shop/book sale space in the new Library.
FOUNDATION REPORT
Mehl reported that the Foundation’s capital campaign has reached $5,020,000, including over $10,000 in response to solicitations from the City water bill. Radio ads publicizing the campaign have been donated by Big Sky Western Bank, and additional print ads have been donated by the Chronicle. The Foundation has worked diligently with Galusha, Higgins and Galusha to complete the FY2004 audit for the City. Artist Jennifer Lowe has donated original artwork entitled “Discover Your Wild Side at Bozeman Public Library.” Limited edition prints will be sold exclusively to benefit the new Library with printing donated by Artcraft Printers. An artist reception is scheduled at Visions West Gallery on November 25, and Jennifer will also sign posters at the Library on December 3. On
November 1 the Foundation delivered a check in the amount of $200,000 to the City, bringing its total amount to $2,250,000. (Goehrung, Young, and Mehl left the meeting at 5:45 p.m.)
DIRECTOR’S REPORT
Meister reported that the October circulation increased 4.39% from last year. Children’s and Young Adult programming attendance increased 17.54% from last year, and reference questions increased 6.96% To date the new Library Project Activity Listing shows $7,987,283.56 received in revenues and $8,198,692.97 spent, leaving a deficit of $211,409.41. Meister will be advertising for a Supervisory Librarian I position to replace Sue Howe; this will be a new position for a children’s library department head, which is needed for efficiency and for growth as the move is made to the new Library. The reference staff is doing a small survey to determine patrons’ interests in interfiling all the fiction collection or continuing separate genre collections (i.e. mysteries, westerns, and science
fiction). The overwhelming response has been to keep them the way they are. The Library will host the Interagency Council on December 13, and Terri Dood will discuss the Community Information Directory, which the Library is attempting to market more. Dood and Howe attended a free DuPage College teleconference program on Google on November 18. Children’s Book Week was November 14-20, and two special programs were offered during that time: the Pippi Longstocking Story Hour on November 15 featuring MSU’s Office of International Programs, which provided Swedish snacks and favorite scenes from the book by Astrid Lindgren. Approximately 70 children attended, while 35 attended the Harry Potter Party on November 19 to help celebrate the latest movie. The MSU English Club was the co-sponsor. The Gates Foundation is offering money to upgrade the 2000 Gates computers the Library received. The deadline for the Public Access Computer
Hardware Upgrade Grant is December 21, and previous recipients are given priority. The Library has received a new scanner through a Broad Valleys technology grant, and staff childhood photographs have been scanned for a Holiday bulletin board. The Library will also participate in the Christmas Stroll on December 3 by offering children’s crafts, a greeting card class, holiday piano music, and refreshments. Catherine McMullen has accepted the Library Aide II position. Her former Library Aide I position closes November 21. Two Library Aide II substitute positions are also open. The Library is planning a Holiday Party for volunteers on December 9 to thank them for all they do. Meister also distributed a brochure of Frequently Asked Questions about the new Library, which Cindy Christin designed. The Trustees thought it was well-done and would be well-received. Meister reported on the Gallatin Valley Human Rights Task Force,
which offered to donate money to the Library to purchase books on the topics of human rights, tolerance, prejudice, oppression, hate crimes, and religion. Country Bookshelf offered a 25% discount, and book plates were placed in the 40 selected books. The books will be displayed in conjunction with Human Rights Day on December 10. One incident involved a patron who wanted a guest card, but when the reference librarian reached for his identification, he pulled it away as he is afraid of germs. He became belligerent, and Meister met with him to discuss his attitude.
BOARD MEMBERS AND CITY COMMISSIONER’S REPORTS
There were none. The Trustees expressed their utmost gratitude to Youngman for her support of the Library during her twelve-year tenure on the Commission.
PUBLIC COMMENT
There was none.
ADJOURNMENT
The meeting was adjourned at 6:00 p.m. The next meeting will be Thursday, December 22 at 4:00 p.m. in the Library Director’s Office.
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