HomeMy WebLinkAbout11-14-25 - 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 Library Board Minutes from Oct 15, 2025 (Gregory)
E. Action Items
E.1 Site Decision Making Framework Development Proposal (Redburn)
F. Reports
F.1 Director & Staff Reports / Correspondence (Gregory/Department Heads)
F.2 Friends & Foundation Report(Johnson)
F.3 Commission Liaison Update(Madgic)
G. FYI/Discussion
H. Adjournment
THE LIBRARY BOARD OF TRUSTEES OF BOZEMAN, MONTANA
LBT AGENDA
Wednesday, November 19, 2025
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.
Approve
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 ADA Coordinator, David Arnado, at 406.582.3232.
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
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of the meeting. Public comment may be made in person at the meeting as well.
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Memorandum
REPORT TO:Library Board of Trustees
FROM:Bozeman Public Library
SUBJECT:Approval of Library Board Minutes from Oct 15, 2025
MEETING DATE:November 19, 2025
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:Written record of key details discussed during the meeting, which includes
actions taken and next steps. Minutes are the formal document that
captures the date, time, attendees, agenda items, and any motions and
actions taken.
UNRESOLVED ISSUES:None
ALTERNATIVES:N/A
FISCAL EFFECTS:None
Attachments:
BPL Board Oct 15, 2025 Minutes
Report compiled on: October 15, 2025
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Bozeman Public Library
Library Board of Trustees
Oct 15th, 2025
Minutes
Attendance: Library Board Chair Ken Spencer, Trustees Pam Henley, Mike Long, Stewart Mohr
and Mike Redburn; Bozeman Public Library (BPL) Director Susan Gregory; Assistant Director
Becky Kasten; Administrative Assistant Lauranna Cossins; Department Heads Carmen Clark,
Ellie Newell, Ben Nielsen and Sarah Widger; Library Friends & Foundation Communications
Director Sonja Bahr; Bozeman City Commissioner Jennifer Madgic
Call to Order: The meeting was called to order by Board Chair Ken Spencer at 4pm.
Public Comment- Bozeman resident, Daniel Carty, co-author of the Bozeman Water Adequacy initiative,
also known as WARD. His comment was in two parts: first a comment on the City 's claims of producing
sufficient affordable housing, and second a thank you to the Bozeman Public Library for its support of
direct democracy.
Part 1. The affordable housing ordinance showed that developers could only designate 5% of their rental
for affordable housing, and then anything beyond 5% may not pencil out. Unfortunately, 5% will never be
enough by the City 's own admission. This is not working, and it will not work in the long run.
Part 2. Montana 's constitution reads in part that the people reserve to themselves the powers of initiative
and referendum. During the past two years, the Bozeman Public Library Board has supported the letter,
spirit and intent of this direct democracy pathway by allowing the Bozeman plastics ordinance working
group and then the WARD working group to collect signatures at a table and otherwise meet at the
Library. Speaking on behalf of the WARD working group, he offered sincere thanks to the Library Board
for allowing them to do all these things.
“The WARD initiative offers a concrete plan to create affordable rentals and for sale housing for every
new residential development of three or more units that uses the City 's water rights program. Whether
WARD passes or not will not be up to the City of Bozeman, but it will be up to Bozeman voters, who by
way of direct democracy will be the final deciders.”
Approval of the Minutes Action: Trustee Mohr moved to approve the minutes from the Oct. 15, 2025, Library Board
meeting as submitted. Trustee Long seconded. There was no further discussion. The Board voted
unanimously to approve the minutes as submitted.
Discussion- A presentation was provided by David Fine, the City Urban Renewal Program Manager, on
Water Adequacy for Residential Development (WARD) Ballot Education. This was a factual presentation
for educational purposes of the Trustees and others present on the current cost of affordable housing
development and water availability in town. Fine encouraged those present to learn about the issues on
the ballot and vote according to their own beliefs.
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Action Items
FY 27 Capital Improvement Plan (CIP)- Gregory provided the Board with an overview of what the
City Facilities department has planned for Library maintenance in Fiscal Year 27, which is a to replace
the Air-Cooled Chiller. The Library cooling system consists of a single air-cooled chiller which provides
the critical environmental controls for the Library. The average life expectancy of an air-cooled chiller is
15-20 years. The current chiller was originally installed in 2006.
Action: Trustee Henley moved to approve the FY27 Capital Improvement Plan (CIP) as presented.
Trustee Mohr seconded. There was no further discussion. All voted in favor. FY 27 CIP was approved as
submitted.
FY26 Library Service Contract with Gallatin County- Gregory provided the Board a copy of the
FY26 Library Services City-County Contract for approval. This interlocal agreement, created in the mid-
90’s, states that the County agrees to pay the City of Bozeman for Library privileges for its residents each
year. The funds are to be used to assist in the operation of the Library. This year, the sum of $1,000,482.
will be paid to the City. The County will also pay the Library $100,000 in capital funds to be used in
FY2026. The duration of this contract shall be for the period of July 1, 2025, through June 30, 2026.
Action: Trustee Redburn moved to approve the Library Services Contract with Gallatin County and
authorize the Board Chair to sign. Trustee Henley seconded. All voted in favor of the Library Board Chair
signing the Library Services agreement with Gallatin County for 2026.
Library Governance Policy/Bylaws- Trustee Mohr presented the Board with an edited and updated copy
of the current Governance policy. Discussion followed regarding edits to the Governance policy and the
Bylaws. The policy was reviewed by all, and corrections made to reflect current needs.
Action: Trustee Mohr moved to accept the Governance policy and By-laws with updates and corrections
as presented. Trustee Redburn seconded. All voted in favor. The Governance policy and By-laws were
approved, with the date of approval of October 15th, 2025.
Reports
Correspondence Highlights were shared by Director Gregory.
“Just passing through Bozeman- this library is spectacular! Public libraries are a treasure!”
“Get smaller puzzles.”
“Please consider adding dry erase boards in the study rooms. It’s a good way to study subjects like Math.”
“Beautiful facility! Full of Fun & Learning. Well Done.”
“Please keep up the excellent job you all do. In these strange times, this beautiful library gives me joy. Your dedication and hard work is noticed!”
“Language classes would be fantastic (Spanish, Italian, Russian, German etc.).”
“The toxic fragrances in the Community meeting room caused me to leave the event.”
“The woman’s room downstairs has an awful odor which has been getting worse throughout the week. It smells like death! Otherwise, love the library.”
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Director Report- Director Gregory provided her report to the Library Board prior to the meeting.
Highlights from the Directors’ report- Gregory shared a letter from State Librarian Jennie Stapp
congratulating the Bozeman Public Library on successfully meeting the essential Public Library
Standards and going above and beyond to provide excellent library services to our community. Stapp also
congratulated the Library on providing superior and innovative programming to our patrons.
Gregory shared that she has received several emails from a patron regarding our collection development
choices of new nonfiction books purchased in October.
Department Reports provided in the Board packet prior to the meeting.
Friends & Foundation Report – Director of Development and Communication Sonja Bahr stated that
this year’s Library Gala brought in roughly $135,000, which is on par from previous years. Photographs
of the fun evening are on the Friends & Foundation website. Foundation Director Janay is continuing to
work with the Montana Library Association working group on the marketing campaign for Montana
libraries that will focus on rural communities. The Friends & Foundation staff are working on the year-
end fundraising campaign. The Friends Book sale will be on Nov 1st and 2nd.
Commission Liaison Update – City Commissioner Madgic- the Commission is continuing to work hard
on the zoning development code, with the help and assistance of the Community Development Board.
Commissioner Magic encouraged everyone to take the community survey on the City website as it is a
good chance to provide input.
The meeting was adjourned at 5:20pm by Chair Spencer.
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Memorandum
REPORT TO:Library Board of Trustees
FROM:Trustee Mike Redburn with the Bozeman Public Library Board
SUBJECT:Site Decision Making Framework Development Proposal
MEETING DATE:
November 19, 2025 AGENDA ITEM TYPE:
Plan/Report/Study RECOMMENDATION:
Discuss and move forward with draft outline STRATEGIC PLAN:
1.3 Public Agencies Collaboration: Foster successful collaboration with other
public agencies and build on these successes.
BACKGROUND:
Develop a policy/procedure outlining a decision making framework for
responding to questions, requests or other issues related to the use of the
library site.
UNRESOLVED ISSUES:
None at this time ALTERNATIVES:
N/A FISCAL EFFECTS:
N/A
Attachments:
Site Planning Proposal.pdf
Report compiled on: October 15, 2025
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Site Decision Making Framework Development Proposal
For
The Bozeman Public Library Board of Trustees
DEFINITION OF TERMS:
“Site” – Those areas on the Library property external to the building facility generally including parking,
lawn and sidewalks.
“Facilitator” – A trained or experienced individual who can lead a group through discussions that result
in the meeting of the group’s specific purpose. This person is not intended to function as a consultant.
“Entities” - Governmental agencies, non-profit (non-governmental) organizations, business/commercial
enterprises.
PLANNING PROPOSAL PURPOSE:
Develop a policy/procedure outlining a decision making framework for responding to questions,
requests or other issues related to the use of the library site.
PLANNING METHODS:
1.Hold a special meeting work session or sessions to address the purpose noted above.
2.Plan and facilitate the session(s) as a board with a facilitator.
3.It is anticipated that this policy/procedure development would take two to three hours of
facilitated discussion, and could be done in a single session, or shorter multiple sessions.
4.In addition to the Trustees, the session should also include the Library Director, another city
official outside of the library, the Library Friends and Foundation Executive Director and
(Other ideas from Trustees?).
5.A recorder that is not one of the participants should also be used.
Preliminary Planning Session Orientation
1.Review purpose and process for the planning session
2.Review the legal authority of the Board of Trustees
3.Review the legal definition of the library site and review site map.
SITE PLANNING TIMELINE:
It is suggested in this proposal that the policy development and final Board adoption be completed by
the end of the Trustee’s February meeting, 2026.
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Memorandum
REPORT TO:Library Board of Trustees
FROM:Bozeman Public Library
SUBJECT:Director & Staff Reports / Correspondence
MEETING DATE:November 19, 2025
AGENDA ITEM TYPE:Plan/Report/Study
RECOMMENDATION:Updates & 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:
Adult Programming and Outreach Report
Mobile Services Report
Youth Services Report
Public Services Report
November 2025 - Stats Report
Report compiled on: October 15, 2025
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APO Department Report
October-November 2025
Program Highlights
Work Bench Two Year Survey
• We partnered with the League of Women Voters on two candidate and
election forums. The community room was packed on both nights with
people eager for information about their ballot choices. (Ben)
• A moving remembrance gathering was held for those honoring passed
loved ones. A remembrance board started at the gathering continues to
collect memories of loved ones outside the community room throughout
the month of November. (Emily with Eden Health)
• The estate planning workshops are a big hit again this year. The first one was in October and we have
two more to go in November and December. (Liz with Dr. Marsha Goetting)
• Local English muffin bakers Furrow and Fly came to the Kitchen Table to teach patrons how they
griddle up amazing breakfast delights. (Emily)
The Work Bench opened two years ago on Oct 10. In the spirit of continual improvement, David
administered both a staff an patron survey to gather feedback on how it has been going and how we can
improve. Over 125 patrons participated in the survey and they had many great things to say about their
experiences in the Work Bench. Here are a few highlights:
• Over 80% of patron respondents indicate they are more creative then before using the Work Bench.
• Favorite projects created by patrons in the Work Bench include: podcast, embroidered hat, wall-
mounted battery dispenser, wearable dog sleeping bag, earrings, logo, wedding presents, Halloween
costumes, Christmas stockings, hiking gear for a hike from Montana to Mexico, and many more!
• Most of the concerns patrons expressed had to do with the laser cutter being down recently. David
worked with the repair service to restore it as quickly as possible, but patrons did feel inconvenienced
by it.
• Other suggestions included: allowing longer reservations on the machines, offering more advanced
training, allowing more material types on the machines, and having lower tables for sewing.
• A few comments:
• “The library makes it easy to learn something that seems challenging.”
• “I like the freedom to be creative without needing to spend money on all of the equipment.”
• “People are always working on such cool projects too and happy to talk about them.”
• “I love the availability of the sewing machine, amount of materials and space.”
• “Thank you for providing this novel and unexpected benefit to our community.”
• “Thank you so much!! What an amazing resource that we have.”
Furrow and Fly make English muffins
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Mobile Services Report
October 2025 Summary
Stop data:
Total Stops: 77
Total Service Hours: 69.75
Total Patrons: 1432
Programming Data*:
Total Programs: 58 Outreach Storytimes
Total Program Attendees: 832 Birth-5, 1
Elementary Age Children, 0 Teens, 160 Adults.
Total: 993
*Some Data will overlap with Youth Services Report
The bus was pulled out of services briefly in October to have the tires replaced. Luckily we were able to get the bus in for
these repairs quickly and the appropriate size tires were in stock and available to make the repair right away. As the
need for this repair coincided with previous cancelations related to the MFPE Educators Conference, only two stops
were affected and received service via the library SUV instead of the bookmobile.
Kiersten successfully passed her written CDL test in order to receive her learners permit and has begun training to
complete the practical portions of the test in early 2026.
After discussion, Mobile Services will be trialing and every-third-week schedule starting in January of 2026.
Communication has begun with all stops and community partners to facilitate this change.
Kiersten dressed up for Halloween Bozeman ABCs posters being distributed A snapshot of our J Comic shelving
on the bookmobile this was a full 8 shelves prior to the
start of the school year
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RENOVATION DREAMS
YOUTH SERVICES
B O Z E M AN P U B L I C LI B R A R Y
N OV EM B E R 20 2 5
We are in the land of big dreamsover here as patrons and staffenvision what a renovatedChildren’s Room and TeenCorner could be.
We sent out a press release atthe end of October formallyannouncing the project andinviting public input. Architectsfrom MSR and SMA launchedthree online surveys, designed avariety of in-person engagementtools, and conducted a week ofdesign and listening sessionswith the public and staff alike.We’re still compiling all of thegood data we gathered and I willshare a summary of thatinformation on the EngageBozeman page in the comingweeks.
Publicity, Public & StaffEngagement Underway
Visit www.engage.bozeman.net/children forregular Children’s Renovation project updates
Briefly, it appears that the public values both the collection and playspaces in the Library,would like spaces for indoor gross motor movement, and sometimes find our current roomcrowded and overstimulating.
There’s an excited buzz in the air as the word gets out about this project. After four yearsof quietly prodding at this project from behind the scenes, it’s joyful to be able to startdreaming about it out loud with the whole community.-Ellie Newell,Youth Services Department Head
(Above) A toddler and her mom assemble a vision board for the renovatedChildren’s Room at a public engagement session.
A sampling of asks:
Breastfeeding room
An activevolcanoCoffee
Climbingstructures
Bettersightlines
Calm down/sensoryspaces Bigger Children’s Room 12
November 2025
Public Services Department Board Report
Prepared by Sarah Widger, Department Head
swidger@bozeman.net, 406-582-2403 (desk), 406-579-9271 (cell)
Staffing Update
Mystique, one of our 0.375 FTE Library Aides (15 hrs/week), is expecting a baby! We will be relying on other
part time personnel to fill in scheduling gaps while she is away.
Montanans for Libraries Coalition
Last November, Montana Library Association launched the website www.montanansforlibraries.org, and used
it to communicate with library supporters across the state during Montana’s 69th legislative session. Work has
begun on the interim session – there is a library resource sharing study being done by the Interim Budget
Committee for Education. The Montanans for Libraries Coalition is meeting monthly to determine the best
people and method to share library success stories, along with stories of need, with the committee.
Meeting Room Use Updates
Emma Treut, the library’s Meeting Room Coordinator, is gathering feedback from staff and the Friends and
Foundation on how meeting rooms can best be used to support patron needs when they are not in use.
Options include shared quiet workspace, walk-ins for solo or small group work, and more. Staff need and
workflow will be taken into account when determining best course of action, and the meeting space use policy
will be updated to reflect these practices.
Explore Bozeman Status
Explore Bozeman is on hiatus still due to technical reasons. Sarah and Ben Nielsen shared a Project Brief for
the service with Becky and determined that Explore Bozeman will remain on hiatus until mid-2026. Until then,
the Adult Programming and Outreach Department and the Arts & Culture Librarian Liz DeVries will take over
the workload from the Public Services Department. A new software search will begin, as will discussions with
existing partners to determine future offerings upon re-launch.
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November 2025 – Creative Labs Statistics
Prepared by Sarah Widger, Department Head, Public Services
swidger@bozeman.net, 406-582-2403 (desk), 406-579-9271 (cell)
*May 2025: Embroidery Machine offline all month; September 2025: 3D printer down for maintenance, Laser Cutter offline all month
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2
15
3
**Programming data pulled from Communico; started using in February 2024.
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Memorandum
REPORT TO:Library Board of Trustees
FROM:Bozeman Public Library Friends & Foundation
SUBJECT:Friends & Foundation Report
MEETING DATE:November 19, 2025
AGENDA ITEM TYPE:Plan/Report/Study
RECOMMENDATION:Discussion/Highlights
STRATEGIC PLAN:7.3 Best Practices, Creativity & Foresight: Utilize best practices, innovative
approaches, and constantly anticipate new directions and changes relevant
to the governance of the City. Be also adaptable and flexible with an
outward focus on the customer and an external understanding of the issues
as others may see them.
BACKGROUND:Standing item on the Library Board of Trustees agenda - Friends &
Foundation provides an update of pertinent information for the Library.
UNRESOLVED ISSUES:None
ALTERNATIVES:None
FISCAL EFFECTS:None
Report compiled on: October 15, 2025
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Memorandum
REPORT TO:Library Board of Trustees
FROM:City of Bozeman
SUBJECT:Commission Liaison Update
MEETING DATE:November 19, 2025
AGENDA ITEM TYPE:Plan/Report/Study
RECOMMENDATION:Discussion-City of Bozeman Commission Updates
STRATEGIC PLAN:7.3 Best Practices, Creativity & Foresight: Utilize best practices, innovative
approaches, and constantly anticipate new directions and changes relevant
to the governance of the City. Be also adaptable and flexible with an
outward focus on the customer and an external understanding of the issues
as others may see them.
BACKGROUND:Standing item on the Library Board of Trustees agenda - City Commissioner
Liaison provides an update of pertinent information for the Library.
UNRESOLVED ISSUES:None
ALTERNATIVES:None
FISCAL EFFECTS:None
Report compiled on: April 9, 2025
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