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Bozeman Public Library Board of Trustees Regular Meeting
Library/Staff Conference Room
Bozeman Public Library
Wednesday, December 20, 2006
4:00 P.M.
ATTENDANCE
Trustees: Ron Farmer, Chair; Holly Brown; Al Kesselheim; Jacki McGuire; Jeff Krauss, Mayor; John Gallagher, Friends of the Library; Lois Dissly and Terri Dood, Staff; and Alice Meister, Director. Guest: James Goehrung, City Superintendent of Facilities.
CALL TO ORDER
The meeting was called to order at 4:06 p.m. by Chair Farmer.
APPROVAL OF MINUTES
The minutes of the November 22, 2006 meeting were approved as submitted.
CORRESPONDENCE
Meister received many suggestions from the patrons regarding the new Library. Many of the disparaging comments were directed at the parking lot design, a need to change the traffic circle interior into parking spaces, and lack of convenient handicapped spaces. A patron suggested salting the handicapped spaces, as she had fallen in the parking lot. Also people were concerned about the low lighting levels throughout the building, the need to change the DVD shelving to spine out shelving, need for a drive-up book return, lack of sidewalk if approaching from the south parking lot, and shelving too close together. Other people suggested park benches in the entry lobby, moving the community bulletin board, better magazine exchange bin storage, lowering the heat in the children’s room, and a U.S. Postal
Service mailbox (staff contacted the post office staff who will pursue this possibility). One person complained about not finding a newspaper and suggested putting up signs asking patrons to return magazines/newspapers to their proper shelves. Another noted that the Library needed to put labels on the magazine and newspaper shelves. One person requested rubber or felt spots so shelving panels would not create a noise when closed. Someone commented on the lack of order in the older shelved magazines and newspapers. Another noted that the coffee shop should have music more suitable to a library. A patron noted that the large computer tables wobble when used (the furniture company has been notified about this problem). One patron suggested the Library give a 5 minute warning at closing in addition to the 15 minute warning (this is being done). Another patron suggested the Library subscribe to a specific climbing magazine; another suggested a specific title to
purchase. One person suggested the theft detector at the entrance be re-installed (the Library was unable to afford a new security system). A patron suggested that a seven day loan on new books is far too short and should be extended to fourteen days. There was a request to alphabetize the non-cataloged paperbacks. A patron was charged a dollar for a color copy, and he felt he should not have to pay this amount as there was no sign indicating this fee. There was a request for several straight back chairs for patrons with health concerns. There was a suggestion for a light over the outdoor book return area. There was a request for parking spaces for pregnant women and parents with children. A patron requested better bathroom signs (which the Library will do). Another requested the signs be taken down at the old library building. A patron noted that people were parking in the Nash-Finch handicapped spaces. There was a request for a sign on the south
reading room door letting people know it was an emergency exit (this has been done). Another requested a coat rack or place to leave coats. A patron requested foot stools in the children’s bathrooms (this has been done). One patron was concerned about the lack of a drive-up book return, saying that kids can not be safe if they are left in the car while materials are being returned. She said, “The library needs to be more concerned with the safety of our children!!!” Many were complimentary about the building with one person saying it was “a really great place for kids and adults to read... and for the kids to do homework and school projects,” but another noted that the circulation desk was not adequately staffed. Several patrons complained that the Martel trucks took up the prime parking spaces when they had a meeting at the Library. Staff suggestions included the need for a loudspeaker system throughout the building as
announcements cannot be heard in the children’s room, a need to close on Mondays and Tuesdays in order to create time for staff to do their work, a need to continue flushing the building, a request to count items in pickup at the end of the day and add to circulation statistics, a request for more plastic display holders for materials, and a sign over the interior book returns. Also lines for checking out materials are too long. Girl Scout Troop 520 sent a thank you for the use of a meeting room for a babysitting class. City Neighborhood Coordinator Tracy Oulman thanked Jack Pollari and Meister for conducting tours for the neighborhood association party on December 12. Also Meister received an e-mail thanking her and Pollari for the “wonderful tour,” saying that the “new library is a magnificent facility and will continue to be a focal point in Bozeman for a very long time. Now if we can get Santa to deliver some much needed staff–that would be a great start to a new year.
That is one item we will bring up in our neighborhood get togethers.”
FRIENDS OF THE LIBRARY REPORT
Gallagher reported that the Friends basement book storage area has been organized, and there will be volunteer training on January 6 regarding procedures for dealing with the donated materials and getting the newer ones to the book store. The Friends received the prorated rent for November from Wild Joe’s Coffee Shop and sold over $1,400 in used books; they also realized $60 or 1% of total sales (since the total sales did not exceed $13,000). There are currently two vacancies on the Friends Board, and there are possibly four prospective members. The Friends are bringing more process to the Board, so there is now a Board member application and possibly interviews will be set up. The 2007 budget will be finalized by January 31; when the Friends meet in January, they will decide which
Library needs to fund. They are also seeking artists for the hanging mobile, which is their legacy project. Through a request from Foundation President Chris Mehl, an op-ed article was submitted to the Bozeman Daily Chronicle from both the Friends and the Foundation. Gallagher is now the contact person for Wild Joe’s in order to alleviate some of Meister’s responsibilities. Wild Joe’s seems to be pleased with the space and the way it is working. The next Friends meeting will be Monday, January 22 at 6:30 p.m. in the Library Board/Staff Conference Room.
FOUNDATION REPORT
Meister said that Development Director Wendy Bay Lewis has submitted her resignation effective December 31, 2006. The Foundation Board will be advertising for her replacement, which is a half-time position. The Foundation received a $1,000 donation designated for a new safe, which was on the Library’s Needs List (it has been ordered). Chair Farmer mentioned that the Noon Rotary Club was interested in donating $3,000 to the Library. The next Foundation Board meeting is Wednesday, January 24 at 8:30 p.m. in the Library Board/Staff Conference Room.
DIRECTOR’S REPORT
Meister reported that the October statistical report showed 16,024 items checked out the first week; however the Library was closed for the following three weeks. In November the Library circulated 39,104 items during the three weeks it was open. To date the new Library Project Activity shows $13,782,741.66 received in revenues with expenses of $16,188,265.32, leaving a deficit of $2,405,523.66 (the Foundation still owes $450,000). At 45.83% of the fiscal year completed, the Library has spent 39.24% of its budget, leaving 60.76% yet to spend. Meister reported that the Library continues to remain very busy even during the traditionally slower holiday period. She hopes there will be additional staffing in the next fiscal year and thanked the staff for their hard work during a trying time. The
Montana State Library Commission met at the Library on December 13 and took a tour led by Meister. They were very impressed with the facility as were the Federation Coordinators, who were interviewed by one of the local television stations. The Commission discussed its upcoming legislative agenda, which includes a bill for new or remodeled library construction, and met with two Gallatin County legislators who came for lunch. Parmly Billings Library Director Bill Cochran will visit the new Library on December 21, as will Flathead County Library Director Kim Crowley on December 26. Tours are still being given for requesting groups, and a “green” brochure on the sustainable aspects of the new Library will be available in January. The Library did receive its LEED (Leadership in Energy and Environmental Design) Silver certification earlier this month, achieving 35 points (39 was needed for the Gold level). Today is a Volunteer Reception to
thank all of the Library’s volunteers for the incredible job they do and also to honor former library director Peg Hilemen, who will be moving to Alabama in January. George Cole of KEMC/KBMC will be interviewing Cindy Christin for a program on children’s holiday observances, which will air Christmas Day. He will be interviewing reference librarian Jane Basile and Meister about adult books, which will air New Year’s Day. On December 11, the Gallatin County Libraries Long Range Planning Committee met in Three Forks with an ongoing discussion about a county-wide card and policies. The group will meet again on January 24 at the new Library for a tour, and then the libraries will make their annual report presentation to the County Commissioners at 1:30 p.m. that afternoon. Incidents included a patron who complained about ice on the parking lot surfaces and noted that a woman fell, hitting her head and hip very hard. Also an individual
came into the staff circulation services area, looking for the public phone. He said he had worked on the building, talked about the work, and then later came back into the staff area to ask the Library employee if she was involved with anyone. After that he left. A patron who left her purse at the Library had about $10 in cash stolen from it while it was in Library custody. Another incident involved four young boys who were verbally attacked by an intoxicated frequent library patron; Meister told him to leave the building and warned him that his library privileges would be lost if there is another incident.
ITEMS FOR DISCUSSION: PROJECT COSTS; MEMORANDUMS OF UNDERSTANDING; COLLECTION MANAGEMENT POLICY
Chair Farmer said that he had been approached by Mark Headley of StudioFORMA Architects requesting fees for three of his firm’s consultants, which would be considered Additional Services. Farmer distributed copies of Headley’s letter to everyone. The three firms are Laura Fedro Interiors (LFI), Allied Engineering, and Associated Construction Engineering (ACE). Headley requested $12,000 for LFI, $6,382.60 for Allied, and $4,755 for ACE. His firm contributed a total of in-kind donations of $24,570 plus a monetary donation, which would put his firm on the donor wall at the Community Founder (or highest) level. He said his firm’s name did not appear on the printed list of donors and supporters, and he wanted follow up regarding this oversight. Meister said she would speak
with the Foundation about this oversight. Goehrung said that Laura Fedro did an outstanding job, with which the staff agreed. He also mentioned how satisfied he has been with the work of John Phillips of FICO, which has been the commissioning agent. However, there are no additional funds, and the request from ACE was for work done toward the LEED Gold certification, and all that funding has been expended. There was a consensus that once the bid is made, the company needs to stick with it, but their names can be added to the donor wall for in-kind donations. Action After further discussion, Brown moved to deny the requests for Additional Services of $12,000 for Laura Fedro Interiors, $6,382.60 for Allied Engineering, and $4,755 for Associated Construction Engineering, Kesselheim seconded, and the motion passed 3-0 with one abstention. Goehrung will formalize a letter to Headley regarding the low lighting issues, which have been verified by FICO. He also mentioned that several
neighbors are concerned about the size of the Peets Hill parking lot, believing that 55-60 spaces would be better than the 30 currently proposed. However, the larger lot had been proposed but the Park and Recreation Board decided on the smaller Gallatin Valley Land Trust (GVLT) suggested lot. The alley will have controlled access in the present landscape design. There was nothing new on the Memorandums of Understanding. Head of Reference and Adult Services Terri Dood presented the Collection Management Policy, which is updated every three years in order to stay on the Montana State Library’s Honor Roll. Action After discussion, Kesselheim moved to approve the proposed Collection Management Policy, McGuire seconded, and the motion passed 4-0.
BOARD MEMBER’S AND CITY REPRESENTATIVE’S REPORT
There was none.
PUBLIC COMMENT
There was none.
ADJOURNMENT
The meeting was adjourned at 5:18 p.m. The next regular Library Board meeting is scheduled for Wednesday, January 17,2007 at 4:00 p.m. in the Library Board/Staff Conference Room.
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