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Bozeman Public Library Board of Trustees Special Meeting
Library Director’s Office
Bozeman Public Library
December 22, 2005
4:00 P.M.
ATTENDANCE
Trustees: Ron Farmer, Chair; Jerry Bancroft; Holly Brown; Marilyn King; Rose Vallor, Friends of the Library; Chris Mehl, Foundation Board; Lois Dissly and Terri Dood, Staff; and Alice Meister, Director. Guests: Andy Epple, City Planning Director; and James Goehrung, City Superintendent of Facilities.
CALL TO ORDER
The meeting was called to order at 4:12 p.m. by Chair Farmer.
APPROVAL OF MINUTES
The minutes of the November 22, 2005 meeting were approved as submitted.
FOUNDATION REPORT
As there were no objections, Chair Farmer changed the agenda in order to allow Mehl to update the Trustees regarding the Library Foundation. He said that Mike Delaney (6 years on the Board), Molly Richardson (6 years), Wendy Blake (3 years), and Art Thompson (1 year) had completed their Board terms and had been honored for their commitment, hard work, and generosity. Mehl said the Board was successfully working on replacing these members. Wendy Lewis and Richardson had briefed incoming Commissioners Kaaren Jacobson, Sean Becker, and Jeff Rupp on the Foundation’s campaign for the new Library. Galusha, Higgins and Galusha delivered the Foundation’s FY2004 audit to the City. The Foundation had received over $50,000 in response to the water bill solicitation, print and radio ads, poster
sales, and the year-end appeal sent to donors and prospective donors. On December 1, the Foundation delivered a check in the amount of $200,000 to the City, which brings its total amount paid to $2,450,000. Mehl said there will be a positive op-ed piece about the new Library written by Delaney in the Chronicle soon.
FRIENDS OF THE LIBRARY REPORT
Vallor reported that John Gallagher will assume the co-president position due to Paula Beswick’s resignation. Beswick will remain on the Friends Board one more year. Vallor has agreed to remain as co-president. Stephanie Wichman, who has served as Treasurer for two years, is also resigning so the Friends will be searching for a student similar to Wichman who would gain experience by being Treasurer. The Friends have committed $40,000 to finishing out the coffee shop/book sale space in the new Library and have met with Laura Fedro of Laura Fedro Interiors and Dave Mrockowski of Martel Construction about doing so. They plan to release a Request for Proposal (RFP) in January for a coffee vendor to run the space with proposals received in February. They would like to coordinate the schedule with
Martel so that Martel’s subcontractors could be used on the project. Meister mentioned that there might be a need for a door between the coffee shop space and the storage room in the small community room. There will be one last book sale with AAUW in March, and the joint Memorandum between AAUW and the Friends will be reviewed in January.
ITEMS FOR DISCUSSION: PROJECT COSTS; SALE OF LIBRARY BUILDING; SALE OF ONE ACRE PARCEL AT NEW LIBRARY SITE
Building Chair Bancroft had nothing new regarding the project costs and deferred to Goehrung, who said he had a bill which needed payment as well as change orders which needed signatures. He also noted that the interior/exterior walls on the new Library are going up, and it could possibly be roofed in January. He then spoke about the Proposed Scope of Work prepared by City Grants Administrator Folger in accordance with the City’s written request entitled “Proposed Scope of Services Outline for CTA (Engineers) for the Library Site and Rail Trail Project.” These are the individual items prepared for the federal highway funding earmark Community Transportation Enhancement Program (CTEP) funding in the amount of $1,125,000. Folger noted that there would be a substantial savings if CTA were
to be awarded this bid as items such as meetings with the Trustees, review of existing plans, project manual, and bid administration could be condensed. There were 5 items listed in priority order in Folger’s Proposed Scope of Work: 1) Parking Lot Landscaping (not to exceed $6,000); 2) Plaza Landscaping (not to exceed $11,850); 3) East Side Landscaping (not to exceed $10,350); 4) Peets Hill Parking Lot (not to exceed $18,150); and 5) Milwaukee Railroad Rail Trail Corridor (not to exceed $41,325). In addition, there were two subconsultant bids: one for environmental work (Hyalite Environmental’s cost estimate is $8,500) and the second for irrigation well design, construction management, pump testing, and groundwater rights (Resource Technologies, Inc.’s cost estimate is $9,668.80). Folger and Goehrung both recommend omitting RTI’s well proposal in favor of hiring a local well drilling company. Brown questioned whether work on Story
Distributing Property to relocate the exit point could be added. She is comfortable with the scope of services from CTA Engineers as well as the recommendation of retaining a local well drilling company. Mehl suggested contacting Senator Baucus’s office to let them know that the federal highway funds might have to be used for projects not directly related to the Library (such as the Peets Hill parking lot and the Story Distributing Property). Meister said she had left a message for Baucus’s Legislative Director Sara Roberts alluding to that possibility. Action Bancroft then moved to approve the Proposed Scope of Work as submitted with the omission of the well proposal for expenditure of the federal highway earmark CTEP funding with the additional inclusion of the Story Distributing Property and exit with nothing to be spent until the date for expenditure of federal highway funds can be determined. Brown seconded, and the motion passed
4-0. Brown will visit with Doug Alexander, owner of Story Distributing Property, to determine his current interest in selling that property to the Trustees/City. She wondered how comfortable the City Commission is with a buy/sell agreement with a contingency. Goehrung said that the new City Commission will meet on January 3 to discuss such topics, and this is one they will need to discuss. Meister said she had discussed the sale of the current Library at the latest appraisal price with City Manager Chris Kukulski; he is still interested but needs to discuss this plan with the new Commission. Epple then reported that there had been some discussions with the owners of Empire Building Materials about trading their land on East Main and Wallace for Mandeville Farm land. A design firm named ThinkTank has been employed to do the master plan for Mandeville Farm, and architect Rob Pertzborn has been hired to look at the City’s present and
future spatial needs (including the Library building) at all of the City’s facilities. Epple noted that the north land on the Library site is zoned B-2 but the land behind the Library site has been zoned R-4 (planned for high density residential district) since 1983 so that 51% has to be residential, and non-residential uses (i.e. office development) cannot comprise more than 49% of the total square footage in the building. One entity interested in the property (Greater Yellowstone Coalition or GYC) would not qualify as a community center, and they are not interested in a mixed use development. The property could be reclassified as R-O (Residential Office District) or B-P (Business Park District) but the Trustees would need to apply for a Growth Policy Amendment (GPA) to change the 20-20 Plan. The recommendation would go first to Epple, then to a public hearing with the Planning Board which would make a recommendation to the City Commission, which
has the ultimate authority. The other step would necessitate a Zone Map Amendment (ZMA), which goes from the Planning Department to the Zoning Commission which holds a public hearing. The GPA and ZMA processes could possibly be concurrent, but they would involve application fees unless the City Commission initiates the process. Asked how he felt about re-zoning the acre behind the new Library, Epple replied that he was not unfavorable to it, though he did like the idea of residential development there. However, he realizes the space limitation problems inherent in that property. Meister inquired about zoning that property PLI (Public Lands and Institutions District), but Epple was uncertain whether an entity such as GYC would qualify for PLI. He mentioned concerns about spot zoning (one spot zoned differently from the surrounding land) and contract zoning (land zoned a certain way in order to fit a contract) but felt that he and his staff
could come up with the most appropriate and suitable zoning. Action After further discussion, Bancroft moved that the Trustees request the City Commission initiate Growth Policy Amendment and Zone Map Amendment proceedings, along with the appropriate ordinance, to change the zoning from R-4 on the acre behind the new Library site to zoning which would allow office development. Brown seconded, and the motion passed 4-0. Meister will write the letter to the Commission to be presented to the Commissioners on January 3. Goehrung had concerns that the bidding process could become more competitive if the zoning is changed. Restrictions could still be imposed through the RFP process. The appraisers who appraised the land had it listed at R-O; Farmer will check into that error. Meister inquired of Epple about the proposed plan for an Urban Renewal District for a blighted area in the Library vicinity, but Epple said Assistant City Manager Ron Brey
would know more about that. Farmer indicated that Kukulski did not believe this blighted designation could or should take place.
CORRESPONDENCE
Meister distributed copies of administrative rules proposed by the Montana State Library regarding Public Library Standards. A public hearing will be held at the State Library on January 11, 2006 to obtain oral comments; written comments must be received at the State Library by January 19. She advised the Trustees to read and comment upon them, as they affect the operations of the Library. She also distributed City Ordinance No. 1658, which amended the City Municipal Code by adding Chapter 2.05 pertaining to acquisition and transfer of city property. Roc Wheels, Inc. had sent a thank you to the Library for displaying their wheelchairs. A thank you was received from an anonymous patron who appreciated the prompt, courteous reminders when CDs were not returned, friendly assistance, and returning
a gift certificate left in a book. Jennifer Flinn gave her two week notice for resigning her six-hour a week Library Aide I position. Comments from the public included a request to move the typewriter so that sunshine did not hit a laptop computer screen in that carrel, which was done. Another patron noted that people seem to be worse about talking on their cell phones while using the computers; this person requested quiet rooms with no cell phone usage in the new Library.
DIRECTOR’S REPORT
Meister reported that the November circulation increased 3.67% from last year. Children’s and Young Adult programming attendance increased 14.39% from last year, and reference questions increased 6.11% To date the new Library Project Activity Listing shows $8,187,293.56 received in revenues and $8,869,032.93 spent, leaving a deficit of $681,739.37. At 45.83% of the fiscal year completed, there should be 54.17% left to spend, and the financial report shows 55.71% remaining in the budget. There will be a farewell breakfast for Sue Howe on December 30, and Trustees and Friends are invited to attend to pay honor to Sue for her 21+ years of work in the children’s library. The Friends are paying for the breakfast as a staff appreciation event. The Library has hired Jennifer Vogan as a
Library Aide I, a 40-hour per week shelving position. She will begin work January 2. Brenda Boyd and Susan Andrus have been hired as substitute Library Aides. Recruitment should start soon for the Librarian I position as well as the six-hour per week Library Aide I position. Jack Pollari had knee replacement surgery on November 28 and is recuperating well. He plans to return to work on January 2. The Friends and the Montana Center for International Visitors will co-sponsor an International Speaker series program on Pakistan January 19. Mary Jo Stanislao traveled to Helena on December 8 and Dissly on December 9 to receive training in JavaClient, a SirsiDynix upgrade to the system the Library uses through the Montana Shared Catalog (MSC). The system will be down January 2 and 6. Meister traveled to Helena on December 13 to attend the MSC Executive Committee meeting to discuss MSC incorporation into the Montana State Library and
expenditure of unused funds. Meister distributed a Fiction Survey which the Reference Department had been conducting. Out of 222 surveys submitted, 140 wanted the fiction to remain separated into the genres the Library currently has. Dood has finished the inventory and weeding of the Reference collection and also did a presentation on the Community Information Directory to the Community Interagency Council on December 13. The fourth annual Winter Book Bingo starts January 2. All Library departments have met with Kelly Livingstone, a consultant with Laura Fedro Interiors, to finalize the furniture layout for the new Library staff areas. Meister, Vallor, and Gallagher met with Dave Mrockowski of Martel at the new Library site to discuss the Friends space. Two more programs for January have been added to the“What’s Your Story? Find It at the Library” series for senior citizens–two brown bag lunch programs, one on January
12 on organization and one on January 26 regarding ownership of personal property after death. Patron incidents included a woman who refused to get a library card and was angry about it, several men who loiter and sleep in the Library, and a regular patron who is manipulating the time-management system.
BOARD MEMBERS AND CITY COMMISSIONER’S REPORTS
There were none.
PUBLIC COMMENT
There were none.
ADJOURNMENT
The meeting was adjourned at 5:51 p.m. The next meeting will be Thursday, January 26, 2006 at 4:00 p.m. in the Library Director’s Office.
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