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Home My WebLink About09-18-24 - Library Board of Trustees - Agendas & Packet MaterialsA. Call meeting to order - 4:00 p.m. B. Changes to the Agenda C. Public Comments on Non-agenda Items Falling within the Purview and Jurisdiction of the Board D. Approval of Minutes D.1 Approval of June 12, 2024 Minutes (Gregory) E. Action Items E.1 Election of Library Board Officers(Mohr) E.2 2026-2030 Capital Improvement Plan (CIP) Request (Henderson) E.3 City Ordinance 2157: Decorum at City Commission and City Board meetings.(Gregory) F. Reports F.1 Correspondence Director/Staff Reports City of Bozeman Report Foundation Report Friends of the Library Report(Gregory/Department Heads) G. Adjournment THE LIBRARY BOARD OF TRUSTEES OF BOZEMAN, MONTANA LBT AGENDA Wednesday, September 18, 2024 Please state your name and place of residence in an audible tone of voice for the record. This is the time for individuals to comment on non-agenda matters falling within the purview of the Committee. There will also be an opportunity in conjunction with each action item for comments pertaining to that item. Please state your name, and state whether you are a resident of the city or a property owner within the city in an audible tone of voice for the record and limit your comments to three minutes. Please limit your comments to three minutes. Elect Board Chair and Vice Chair For more information please contact Susan Gregory, sgregory@bozeman.net This board generally meets the 3rd Wednesday of the month from 4:00 to 5:30 p.m. Committee meetings are open to all members of the public. If you have a disability and require assistance, please contact our Acting ADA Coordinator, Max Ziegler, at 406.582.2439 In order for this Board to receive all relevant public comment in time for this meeting, please submit via the Public Comment Page or by emailing comments@bozeman.net no later than 12:00 PM on the day of the meeting. Public comment may be made in person at the meeting as well. 1 2 Memorandum REPORT TO:Library Board of Trustees FROM:Bozeman Public Library SUBJECT:Approval of June 12, 2024 Minutes MEETING DATE:September 18, 2024 AGENDA ITEM TYPE:Minutes RECOMMENDATION:Approve STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:Minutes from previous meeting UNRESOLVED ISSUES:None ALTERNATIVES:Approve with Corrections FISCAL EFFECTS:N/A Attachments: Board Minutes, June 12, 2024 Report compiled on: September 12, 2024 3 Bozeman Public Library Board of Trustees Meeting June 12th, 2024 Minutes Attendance Trustees Pam Henley, Jennifer Pawlak, Ken Spencer, Bozeman Public Library (BPL) Director Susan Gregory; Assistant Director Kit Stephenson; Administrative Assistant Lauranna Cossins; Department Heads Carmen Clark, and Ellie Newell; City Commissioner Jennifer Madgic; Library Foundation Director Janay Johnson; Friends of the Bozeman Public Library Chair Brittany Eilers; City Attorney Greg Sullivan Not Present: Library Board Chair Stewart Mohr, Trustee Mike Redburn Call to Order Meeting was called to order by Trustee Jennifer Pawlak at 4 pm. Change in agenda- Vice Chair Pawlak stated that she was going to change the order of the agenda and have the reports first due to a trustee running late. The action items that need a vote will be later in the meeting when a Board quorum is present. Public Comment – No Public present, therefore no comments. Highlights Correspondence Director Gregory shared recent comments from Library patrons: “I think we should do a thing where you can check out a blank notebook. You could draw pictures and write short stories and experiences to share with the community. So have a shared diary.” “Put in a coffee shop like the library in Helena and Missoula.” “Can you find a way to keep the privacy here without using the screen protector? I have bad vision.” “The women's bathroom door is very hard to open - please fix it.” “Please put a table next to the return kiosk inside the door for ease of use.” Director’s report - - Director Gregory provided her report to the Library Board prior to the meeting. Highlights were reviewed. The Bozeman Pride Kick-Off was June 1st on the Library’s front plaza. There was excellent law enforcement support from both the Bozeman Police Department (outside of the building) and 4 Invictus Security (inside the building). A crowd of approximately 200 people listened appreciatively to several presenters and enjoyed the lovely weather. The event was peaceful, and attendees and organizers thought it was a very successful celebration. Gregory discussed the update about the roof repairs needed on the flat section of the roof over Tech Services, on the Library’s first floor. This department, which receives and processes all the incoming new materials, continues to have numerous leaks in the ceiling when it rains. Strategic Services Director Jon Henderson and Gregory met to discuss options for roof replacement or repair. Jon stated the most practical option at this point would be to replace the membrane, which would be around $150,000. We will have more information on this in the future. Department Heads’ Highlights – Department reports were provided to the Board prior to the meeting. Several staff shared highlights of their reports. The American Library Association conference is at the end of June in San Diego, CA. Assistant Director Kit Stephenson is participating in a panel session presented by the Architecture in Public Libraries committee she belongs to titled “Building 101: Everything you need to know when beginning a Building or Renovation project.” Corey Sloan, the former department head of Adult Services and Outreach, has left to take a job with the Montana State Library so Stephenson is assuming her duties temporarily until a new department head is hired. Ellie Newell said that the Youth Services department is in the first week of the Summer Learning program and that more than 150 people attended a special story time with the cellist from the Bozeman Symphony. Gregory commented that the attendance numbers are steadily increasing and that the Library is beginning to see the public attendance that it had before the pandemic. The statistical report for the period between May 5th and May 18th stated that 12,595 people came to the Library and the Bookmobile. The April report showed that 27,000 people came to the Library within that time span. We are anticipating a big summer. The large attendance numbers are a great sign that we’ve gotten past the pandemic and renovation periods of periodic closings and smaller numbers. Stephenson added that during the renovation we got new people counters. They were moved to the entrances of the Library so the lobby numbers are included, as well. We also added a counter to the entrance to the Children’s department to track attendance there, too. City Commission Library Liaison - City Commissioner Jennifer Madgic reported that the recent City Commission meeting was the second of three scheduled City FY25-26 Budget meetings and that there will be more information on the Budget before month’s end. There is a full roster of Commissioners now due to Emma Bode’s appointment to fill former City Commissioner Chris Coburn’s vacant seat. This year marks the start of a new biennial budget process, which means that City staff and Commission will produce a new budget every other year. Library Foundation- Foundation Director Janay Johnson reported that the big news is that the Friends of the Bozeman Public Library and the Library Foundation are going to merge, so one Library fundraising organization will exist instead of two. It will be more efficient and hopefully 5 less confusing for the public and donors. Both boards agreed to a general organizational structure and to move forward with the merger. They are hoping to complete the transition by the first of the year. The Library Foundation staff is in the process of creating a Library advocacy program that they hope to launch this fall. Training sessions will be led primarily by Library staff. Sessions will include information about the Bozeman Public Library and issues that affect libraries nationally and internationally, as well. Friends of the Bozeman Public Library (FOL) – Vice-Chair Eiler stated that the Friends have had some book donation events that have been very successful and well attended. They will host a book “Drive by and Drop Off” event on Saturday, July 13th, at the Library. Recognition of Trustee Jennifer Pawlak - Trustee Pawlak is terming off the Library Board after serving two, five-year terms. This is her last meeting. Trustee Ken Spencer read a beautiful letter of recognition and thanks for Jennifer’s time on the Library Board. She has been a stellar Trustee and passionate advocate for the Library. We are very grateful to her for her service to the Library. Approval of Minutes Action Trustee Spencer moved to approve the minutes from the May 15th, 2024, meeting. Trustee Henley seconded. There was no further discussion. The Board voted unanimously to approve the minutes. Action/ Discussion Eastside Easement Review & Approval – City Attorney Greg Sullivan presented the easement document that he prepared for the Library Board of Trustees to discuss and vote on. It was reviewed by the Board prior to the meeting. The easement is proposed to be for a period of no more than 25 years. The architect who represents MFGS Designs reported to the Board about the need for an easement for their client’s property adjacent to the Library at 702 E. Main. The firm did a brief presentation to the Library Trustees on this issue in a Board meeting six months ago. She presented a PowerPoint overview of the requested boundary easement and the building’s proposed renovation. The existing building used to be the East Main Trading Company. The current project for the property will be an adaptive reuse of this historic building. Improvements will include a new entry and a structural retrofit. The plan is to have the main level be an owner residential unit with short term rentals in the basement. The purpose of this easement is to allow the new owner continued use of the existing driveway and access to Main Street. The driveway is currently encroaching a few feet on the Library property. None of the Library property or landscaping will be affected by the granting of the easement. Action: Trustee Spencer moved to approve the east side easement, Trustee Henley seconded, no further discussion. The Board voted unanimously to approve the easement. 6 Interlibrary Loan Policy Collection Management Department Head Carmen Clark highlighted the proposed changes to the Interlibrary Loan policy. Clark stated that one change would be to increase the fee from $3 to $5 per request for additional items over the limit of five items. The checkout period will also be changed from two months to five weeks. The changes will hopefully address the issue of patrons requesting numerous different items and never picking them up. Action Trustee Henley moved to approve the Interlibrary Loan Policy as presented. Trustee Spencer seconded. No further discussion. Trustees unanimously approved the updated policy. Staff Day/Holiday Schedule FY25 The proposed Staff Holiday schedule was presented by Director Gregory. Action Trustee Spencer moved to approve the FY25 Library Staff Holiday Schedule. Trustee Henley seconded. Trustees unanimously voted to approve the motion. There being no further business, Trustee Pawlak adjourned the meeting at 5pm. Next Board Meeting: Sept 18th at 4pm, Library Cottonwood Room, 2nd floor. 7 Memorandum REPORT TO:Library Board of Trustees FROM:Library Board Chair SUBJECT:Election of Library Board Officers MEETING DATE:September 18, 2024 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Elect Board Chair and Vice Chair STRATEGIC PLAN:1.2 Community Engagement: Broaden and deepen engagement of the community in city government, innovating methods for inviting input from the community and stakeholders. BACKGROUND:Board officers shall be elected at the first regular meeting of the Board following July 1 of each year. The Chair and the Vice Chair shall be appointed members of the Board and shall hold offices for one year or until their successors are named. UNRESOLVED ISSUES:N/A ALTERNATIVES:N/A FISCAL EFFECTS:None Report compiled on: September 12, 2024 8 Memorandum REPORT TO:Library Board of Trustees FROM:Strategic Services SUBJECT:2026-2030 Capital Improvement Plan (CIP) Request MEETING DATE:September 18, 2024 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Approve STRATEGIC PLAN:2.2 Infrastructure Investments: Strategically invest in infrastructure as a mechanism to encourage economic development. BACKGROUND:Capital Improvement Plan (CIP) is a commitment to improving and maintaining the City of Bozeman’s infrastructure, facilities, parks, and roads to aid in the vision of Bozeman being the most livable place. UNRESOLVED ISSUES:None ALTERNATIVES:N/A FISCAL EFFECTS:N/A Report compiled on: September 12, 2024 9 Memorandum REPORT TO:Library Board of Trustees FROM:Library SUBJECT:City Ordinance 2157: Decorum at City Commission and City Board meetings. MEETING DATE:September 18, 2024 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Discussion STRATEGIC PLAN:3.3 Friendly Community: Ensure Bozeman continues to welcome diversity through policies and public awareness. BACKGROUND:Ordinance 2157 became effective on July 25, 2024. UNRESOLVED ISSUES:None ALTERNATIVES:N/A FISCAL EFFECTS:None Report compiled on: September 12, 2024 10 Memorandum REPORT TO:Library Board of Trustees FROM:Bozeman Public Library SUBJECT:Correspondence Director/Staff Reports City of Bozeman Report Foundation Report Friends of the Library Report MEETING DATE:September 18, 2024 AGENDA ITEM TYPE:Plan/Report/Study RECOMMENDATION:Review STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:Departmental news & monthly highlights UNRESOLVED ISSUES:N/A ALTERNATIVES:N/A FISCAL EFFECTS:N/A Attachments: 2024_Summer Mobile Services Report.docx _YS Board Rpts (15).pdf APO Sept 2024 report.pdf Collection Management Board Report Sept 2024.png September Board Report 2024 Public Services.pdf FY24 Stats-Final.pdf Report compiled on: September 12, 2024 11 Mobile Services Report Summer 2024 Summary Stop data: Total Stops: 188 Total Service Hours: 199.25 Total Patrons: 2457 Programming Data*: Total Programs: 153 55 public Summer Learning programs (103 Birth-5, 213 Elementary, 9 Teen, 143 Adults) 5 BELLA summer camp programs (0 Birth-5, 163 Elementary, 23 Teen, 32 Adults) 93 Outreach Storytimes (1121 Birth-5, 101 Elementary, 0 Teen, 219 Adult) Total Program Attendees: 1224 Birth-5, 477 Elementary Age Children, 32 Teens, 394 Adults. Total: 2127 *Some Data will overlap with Youth Services Report Patron browsing at Hillcrest Aspen Pointe Patrons browsing at The Springs Living Patrons working on a craft a Valley West Park BELLA campers looking at our Naturalist Petting Zoo 12 The Children’s Storytelling Festivalconnects youth with storytellingprofessionals (this year songwriting with alocal musician) and invites the communityto celebrate the stories youth create. YOUTH SERVICES B OZ E MAN PU B L I C LI BR A R Y S E P T E M B E R 2 0 2 4 WHEW! THERE GOES SUMMER! HERE COMES SEPTEMBER! Summer Snapshots(Left) Teens craft their ownboba tea concoctions withSteep Mountain Teahouse (Middle) A family searches formacroinvertebrates in pondwater with GallatinConservation District (Right) A family surveys theirplaydough creations duringToddler & PreschoolStorytime The Literacy Trail relaunches at BozemanPond Park in collaboration with Parks &Recreation and MSU College of Education,Health, and Human Development. Family Maker Lab continues to inviteelementary schoolers and their caregiversto investigate science, art, and the culinaryarts together. Coming up: dal! The dramatic play invitations just keepgetting better and better in the Children’sRoom! Catch the farm and market standsoon before we install the greasy spoonbreakfast diner. Teens learned about flavor science and thescientific method by experimenting withSynsepalum dulcificum, an African tropicalfruit that confuses your taste buds duringTeen Maker Lab. Teens will explore the comic bookpublishing industry during Teen WritersWorkshop, connecting with a veterancomics illustrator. -Ellie Newell, Y S Dept Head 13 C r e a t i v e L a b s C e l e b r a t i o n s Beth Boyson: James Patterson honored 250 librarians with a $200 bonus and Beth was a recipient! Ben Nielsen: From tough competition, Ben rose to the top during our hiring process for Department Head of Adult Programming and Outreach. He starts on September 24th and we can’t wait! H e a l t h & W e l l n e s s Continuing our active programming in the summers, we had an amazing line up these last few months. Yoga for All (in the Chronicle!), Gyrokinesis, Retro Aerobics, Midweek Mindfulness (walking the labyrinth), and Wednesday Walks. 589 participants in June, July & August FUN AT BPL Lots and lots going on in the Creative Labs this summer. A couple shown here - Harry Potter’s Birthday Party, Mediterranean Diet class with Dr. Joe from Bozeman Health. I became an expert on the embroidery machine making Sweet Pea parade t-shirts . 14 15 September 2024 Public Services Department Board Report Prepared by Sarah Widger, Department Head swidger@bozeman.net, 406-582-2403 (desk), 406-579-9271 (cell) Statistics Summer quarterly statistics were gathered between August 6 – 19. During that time: 15,483 people visited the library building and the bookmobile Staff answered • 3,217 reference questions, 299 of which were related to Early Literacy • 4,578 policy and procedure questions (what do I need to get a library card, how can I use the Work Bench, etc.) • 1,766 directional questions (where is the nonfiction section, where is the Buttercup Study Room, etc.) • 370 folks were shown how to use the self-checkout units • 231 program questions and 141 meeting/study room questions Summer Info Increased patron visits: June: 29,294 July: 31,882 August: 32,124 Lots of library cards created: June: 605 July: 554 August: 558 Busy meeting rooms (non-library events): June: 94 July: 85 August: 100 Photo: Emma, Fiona, Robyn, Mo, Elianna holding bunnies and a baby duck on September 3, 2024 16 Circulation857,964 294,287 536,954 26,723 Mobile LibraryCirculationBuildingCirculation eResourcesAccess 228,810 19,407 287,795 Fiction 99,893 Nonfiction 75,839 Magazines 1,192 Non Print 51,822 Fiction 18,055 Nonfiction 634 Audio 715 Fiction 214,989 Nonfiction 47,876 Magazines 275 Non Print 24,655 Audio 8,363 Visual 39,880 Other 3,579 Audio 10,043 Visual 13,014 Other 1,598 C i r c u l a t i o n S u m m a r yFY24Total Circulation Adult Collection Young Adult Collection Juvenile Collection 17 12,098 Visits to the Bookmobile 10,463 in FY23 680 Service Hours617 in FY23 729 Bookmobile Stops 638 in FY23 423 Programs323 in FY23 26,723 3,014 466 23,243MobileLibrary 189 New Library Cards Made 149 in FY23 JuvenileCollections AdultCollections M o b i l e L i b r a r ySummary F Y 2 4 Total Mobile Library Circulation Young AdultCollections 18 eResources294,287 19 191,768 97,866 67,840 26,062 21,846 16,965 15,529 e R e s o u r c e s U s e F Y 2 4 Total Use eResources Over Most Popularwith Audiobooks eBooks MagazinesDownloads Borrows Uses Streams 9,618 Views 19 Programs1,411 42,515 P r o g r a m S u m m a r y F Y 2 4 513 Adult 619 Birth-5 200 Elementary 43 Teen 36 All Ages Programs Program Participants # Programs by Age Group: 20 PublicServices292,134 2,944 Visits to Bozeman Public Library 5,647 New CardsCreated 68,242 Holds Placed byBozeman Patrons 239,489 Overdue NoticesSent 12,771 Items Sentvia Courier 15,479 Items Receivedvia Courier P u b l i c S e r v i c e s S u m m a r y F Y 2 4 Hours Open Prepared by Sarah Widger Public Services Department Head Bozeman Public Library September 12, 202421