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Bozeman Public Library Board of Trustees Regular Meeting
Library Meeting Room
Bozeman Public Library
June 21, 2006
4:00 P.M.
ATTENDANCE
Trustees: Ron Farmer, Chair; Jerry Bancroft; Holly Brown; Al Kesselheim; Mayor Jeff Krauss; Wendy Lewis and Chris Mehl, Foundation Board; Lois Dissly and Terri Dood, Staff; and Alice Meister, Director. Guests: James Goehrung, City Superintendent of Facilities; Sara Folger, City Grants Administrator; Eirik Heikes, CTA LandWorks Division; Robert Gollehon,
CTA LandWorks Division; Mark Westenskow, CTA Nelson Engineering; Chris Thelen, Hyalite Environmental; and Carol Lee-Roark, Hyalite Environmental.
CALL TO ORDER
The meeting was called to order at 4:02 p.m. by Chair Farmer.
ITEMS FOR DISCUSSION: PROJECT COSTS; MEMORANDUM TO THE CITY COMMISSION
Chair Farmer changed the agenda so that Project Landscape Architect Eirik Heikes of CTA LandWorks Division could discuss concepts for the trail and plaza design utilizing funds from the federal highway transportation bill. He introduced his colleagues and noted that CTA was getting ready for a public presentation on this project, and they needed input and feedback in the most appropriate way possible. There has been a revised scope of cost, and the project is divided into five items. A handout delineating these items was distributed and showed Item #1 to be the Milwaukee RD Rail Trail, which will be funded with $228,000 in CTEP (Community Transportation Enhancement Program) funds outside the federal highway funds. The total for the trail portion is $221,385 though additional trail amenities items,
which could be funded with highway funds, amounted to a grand total of $351,269.55 or the use of $129,884.55 in highway funds. Item #2, which is the Library parking lot landscaping, amounted to $18,019.50. Item #3, which is the Library plaza landscaping, amounted to $36,469.50; item #4, the Library east side landscaping, amounted to $59,710.35; and item #5, Peets Hill trail head, amounted to $226,465.14, for a grand total of $691,934.04. Subtracting $20,000 which is the cost saving for awarding all phases simultaneously, the total amounted to $671,934.04. Heikes also distributed a breakout of CTA’s fees, which totaled $91,862.05. The highway funds are dispersed over six years with $524,000 available in October; the CTEP funds of $228,000 are also available for a total of $752,000. There still is approximately $453,000 that cannot be used for direct library expenses due to the way the contract was let. Bancroft asked whether those funds could
be used for the Wallace Street realignment right-of-way to bring Babcock Street into the site. The answer is probably yes but the Montana Department of Transportation would need to answer that question. The money cannot be used to buy one acre along the linear park, as that would make it recreation-oriented rather than library-oriented. Heikes noted that a wetlands delineation of the property has been done with a full trail alignment, which is ADA compliant. Meister questioned whether the trail system, which was not located next to the Library, was appropriately sited and was assured by Heikes and Folger that this trail had been agreed upon by different entities such as the Gallatin Valley Land Trust (GVLT) as the appropriate route for years. Heikes showed a PowerPoint presentation of the trail system, which crosses Story Ditch at two points which would require two bridges. CTA tried to have only two crossings rather than three. Two bridge
renditions were shown–both steel bridges, one with decking and one with a culvert; it should cost less than $1,000 per lineal foot span for either option. Comments included shortening the bridge, using vaulted options, trying for a railroad trestle concept and/or an arched bridge design, and a more ethereal feel. Bancroft suggested more of a relationship with the Library and its curvature. It was also suggested to eliminate the cables for liability purposes and to look at the GVLT bridges around town for replication. Heikes stated that design criteria included a bridge developed for a 24-hour event and a 100 year flood event. Mayor Krauss asked CTA to consider electrical supply to the plaza area for musical events as well as to supply lighting for a large Christmas tree. It is questionable whether a skating rink could be established in the plaza area. CTA will have changes done by the end of this week, as Heikes is anticipating a public
meeting in July. One comment was to show the extensive shrubbery and ponds in the PowerPoint presentation to make the site more realistic-looking. Regarding the plaza design, the comment was to landscape with more trees and greenery and eliminate the statuary. The Library can gain a Leadership in Energy and Environmental Design (LEED) point if the pavement is shaded. Heikes will ascertain if there is an ample budget for greenery. It was suggested that CTA get the original schematic designs for the plaza design from StudioFORMA Architects. Meister gave Heikes a copy of citizen comments regarding the project, plaza, and trail system. After further discussion regarding the lighting and code compliance and the most efficient use of water with possibly a dripperline system which might garner another LEED point, CTA left the meeting at 5:27 p.m. The Board of Trustees will have a special meeting with CTA LandWorks on Thursday, July 13th at 4 p.m. to review their latest proposal
and work on the details before a public meeting is scheduled for either July 19 or 20. At the June 5th Commission meeting, Resolution 3920 was passed to amend the City budget to transfer $1,000,000 from the General Fund and $1,500,000 from the Solid Waste Fund to the Library Construction Fund to cover the $2,500,000 cost to purchase the current library building from the Trustees. The memorandum from the Trustees to the Commissioners regarding the transfer of library land at the new building site for forgiveness of the debt remaining at the end of the project was discussed. Chair Farmer and Meister had attended two Commission meetings; at the second meeting on June 19th, the memo was discussed with no real resolution as several Commissioners wanted more definite budgetary figures regarding the debt before a decision could be made. Krauss suggested the possibility of floating a bond issue for the amount remaining at the end of the
project. Kesselheim said that the idea of redeveloping Wallace could potentially bring in a great deal of money for the City. There was also concern that the neighborhood adjacent to the Library will object to potential City uses of the land. Mehl suggested that there should be a specific proposal to discuss regarding the three concepts: everyone agrees in principle about the debt; there is concern about open space; and also concerns about the potential Wallace Street development. He suggested that a MOU (Memorandum of Understanding) be developed between the Trustees and the Commissioners regarding the land so that everyone knows specifically what is being discussed. Krauss said there are too many special interest groups already, but there is a need to save the open space. He suggested that an interested party establish the value of this urban density area, so that the Wallace development can be done correctly and appropriately. He also said that
the proceeds from the sale of the Story Mansion would not the best way to secure money to forgive the debt. Krauss still felt that a bond was the best way to go, but the Trustees and Foundation Board have reservations about proceeding that way. It was decided to move forward with the MOU. Meister then distributed the bid tab sheet for Library furniture and shelving as the bids were opened on June 19. Two companies bid on the furniture–Agati Inc. at $168,057.94 and Jasper Library Furniture at $114,034.05. Only one company–Technical Furniture Systems, Inc–bid on the Library stacks, and its bid amount of $246,216.96 greatly exceeded the budgeted amount of $155,400. Also the signage was not included in the bid. Work will begin on dealing with these bids.
APPROVAL OF MINUTES
The minutes of the May 17, 2006 meetings were approved as submitted.
CORRESPONDENCE
Meister received a thank you from a staff member for her encouragement and assistance in professional development, as this staff member had won a PEEL (Professional Education and Employment for Librarians) scholarship from the State Library to work on her MLIS (Masters in Library and Information Science) degree from the University of Washington. Trustees are invited to an Appreciation Celebration given by the City in celebrating Citizen Boards on June 22 at the Emerson Cultural Center. A thank you for the gardening basket donated by the Library for the Sheila Cates Scholarship Fund was received. A patron concerned about the late arrival of the New York Times was contacted and told the Library was investigating the matter. The Library was notified that it did not receive either the Looking
At: Jazz grant nor the We The People Bookshelf grant. A patron wants the Library to consider purchasing a speciality printer with printing, faxing, scanning, and copying capabilities. She also requested a larger computer text book section, especially on computer programming. She also left information about a Montana Convention Center design she wanted Meister to share with others in the community. Another patron requested earlier opening hours a few days a week; she was notified that there was no extra money to make this possible. A thank you was received from a patron who had requested and received a specified obituary. Another patron commented how much s/he “LOVED the library!” and enjoyed our collection of DVDs. This person suggested more books on CD selections as well as certain magazine subscriptions. Another patron wanted to discuss the Foreign Policy series meeting times. An individual sent a copy of
a letter he was sending to the Bozeman Daily Chronicle suggesting that GVLT use some of its money to acquire some or all of the new Library land.
FRIENDS OF THE LIBRARY REPORT
The Friends have chosen Wild Joe’s Organic Coffee Shop as the coffee vendor for the new Library. They are currently negotiating a contract with its owners, Aimee and Dan Gerharter. The Trustees will be negotiating a contract with the Friends about this arrangement. The Friends book sale will be held during Crazy Days on July 21 and 22 from 10 a.m.-5 p.m.. The Friends also have new book bags with the new Library logo for $14.
FOUNDATION REPORT
The Foundation celebrated a big event on June 15 when Lewis handed over an over-sized check in the amount of $5,850,000 to Krauss, as the Foundation reached its goal which had been stretched $1,000,000 from $4,850,000. There was an excellent editorial in the June 18th Chronicle about the success of the Foundation’s capital campaign. Lewis provided a sheet showing that the Foundation gave the City a check in the amount of $1,000,000 for the construction account, which accelerated its disbursements to the City for July through November, 2006. Only one $200,000 payment remains to be paid to the City.
DIRECTOR’S REPORT
Meister reported that the May circulation increased 6.47% over last year. Children’s and Young Adult programming attendance increased 10.18% from last year, and reference questions increased 2.42%. To date the new Library Project Activity Listing shows $12,884,482.16 received in revenues and $12,911,985.45 spent, leaving a deficit of $27,503.29. At 95.8% of the fiscal year completed, there should be 4.2% left to spent, and the financial report shows 6.82% left to spend. The Summer Reading Program theme is “Paws, Claws, Scales, and Tales!,” and over 200 parents and children showed up for the kick-off event featuring magician Jeff Lang on June 10. To date over 300 kids have signed up to participate in the Summer Reading Program. There will be many different types of
animals in the children’s library this summer. Meister is participating in the Montana State Library’s Summer Institute this week; there will be a tour of the new Library on Thursday morning. Meister also took librarians from Uzbekistan and Kazahkstan on a tour of the new Library on June 19. Goehrung, Pat Wold (in maintenance), Kelly Livingston, and Meister met with representatives from Mergenthaler and Lux about moving the contents of this building, and they have been touring the building in preparation for submitting a bid by June 30. Tentatively the Library is planning a book brigade on Saturday, September 30 in the afternoon, and then the Library would be closed for a month to move into the new building. Meister has also scheduled a moving workshop on July 26 with Relocation Advisers, who have advised on other library moves. On June 26 there will be a meeting of the Gallatin Library Long-Range Planning Committee in West
Yellowstone. Currently Belgrade Community Library is seeking a new director. The Human Resources Employment Specialist Stacy Randle suggested the Library hire an 18.25 hour per week Library Assistant II in order to bring our equivalency up to 19.66 FTEs (Full Time Equivalents). Currently Terri Dood, Jane Basile, and Meister are screening applicants for that position. Circulation will be hiring Kelley Smith as the new shelver to replace Lindsay Dick (her daughter). An incident was reported regarding a patron who was upset because he could not renew his materials a second time. The paramedics responded to a call at the Library when a patron had a seizure. Library staff was unaware of the call. Another incident involved the book drop being tipped over, rendering it useless because it could not be opened up at all. It was put back into its proper position.
BOARD MEMBERS AND CITY COMMISSIONER’S REPORTS
There was nothing else.
PUBLIC COMMENT
There was none.
ADJOURNMENT
The meeting was adjourned at 6:15 p.m. The next regular meeting will be Wednesday, July 19, 2006 at 4:00 p.m. in the Director’s Office. There will be a special meeting with CTA LandWorks Division on Thursday, July 13 at 4:00 p.m. in the Director's Office.
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