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HomeMy WebLinkAbout08-22-12 Library Board of Trustees Minutes Bozeman Public Library Board of Trustees Regular Meeting Library Board/Staff Conference Room Bozeman Public Library Wednesday, August 22, 2012 Minutes Attendance Present: Board Chair, Ron Farmer; Trustees Jacki McGuire, Jennifer Pawlak, Judy Mathre, John Gallagher; Bozeman Public Library (BPL) Director, Susan Gregory; BPL Foundation Director, Paula Beswick; BPL Department Head Lois Dissly; Deputy Mayor Jeff Krauss; City of Bozeman Superintendent of Facilities James Goehrung; BPL Friends Vice-President, David House, Treasurer Sharyn Anhalt. Call to Order The meeting was called to order by Chair Farmer at 4:03 p.m. The Board then took a moment to welcome the new Trustee John Gallagher. Approval of Minutes Trustee McGuire moved that the July 12, 2012 meeting minutes be approved. Trustee Mathre seconded the motion. The Board voted unanimously to approve the minutes. Correspondence Susan shared comments from Library patrons and community members. Susan received a letter from Montana State University Provost and Vice President for Academic Affairs Martha Potkin thanking her for serving on the selection committee for the new Montana State University Library Dean. There was also a note from a Bozeman teacher thanking Library staff for finding her wandering child, as well as a letter from a patron thanking staff for patiently helping when her child had a “melt-down”. A patron wrote to thank the Library for arranging the Pinky & the Floyd concert on July 29th, which was held on the Library Plaza. There were several requests for materials, and one regarding a cataloging change. A patron wrote to complain about the elevator's functionality, and a note was received that complained about debris in front of the Library. A neighboring resident complained about the roofing crew starting work too early. There was a complaint regarding the Library's collection of materials dealing with global warming. Susan received a complaint about the Montana Meth Project sculpture outside the front door. A community member complained about service dogs in the Library based on a family member’s allergies. A patron and donor called to complain about a non-partisan display on Social Security that was exhibited in front of the Library during the Sweet Pea Festival; Susan explained the Library's policy regarding displays and petitions. Jacki asked whether Board members receiving calls at home complaining about this or similar questions shouldn't perhaps respond by inviting the plaintiffs to present their complaints at a regular Board meeting. Susan agreed that this was a good response and said that she had suggested that the patron contact the Library Board with further objections. She will be sure to remind patrons that they are welcome to attend Library Board meetings with input at any time. Friends Report Friends Vice-President David House presented an update of their activities. The Friends have completed their Mission Statement review, which David read aloud to the Board. They intend to follow with a review of the Friends' bylaws. Friends Treasurer Sharyn Anhalt announced that the Friends will begin taking over the initial sorting process of gifts from Library staff, and that they are coordinating with MSU's College of Business to present students an opportunity to advise on the new process. They are planning on possibly having another Drop-Off Day in the spring of 2013, once they've established their sorting processes. Foundation Report Foundation Director Paula Beswick presented a report on their activities. Paula began by passing out new BPL pens and refrigerator magnets, and spoke about the Library’s presence at Catapalooza, the welcoming event for incoming students on the MSU campus. She presented new posters for One Book One Bozeman, then mentioned Condoleezza Rice's upcoming visit on September 5th as well as other related events in conjunction with One Book One Bozeman. The popular College Prep workshops will continue beginning September 19th. The Foundation will present Cinema Circus West, a children’s short film festival, on September 9th. On September 29th there will be a staged reading of the play “8” with a reception to follow. Paula announced that the Foundation Board will change to a bi-monthly meeting schedule to allow more time for committee meetings and work. The final Day on the Green concert on August 19th was a great success, and Paula received numerous positive comments; Pinky & the Floyd and the Hooligans have both expressed interest in returning for the 2013 series. Trustee Judy Mathre announced that Paula is to be honored by Humanities Montana on October 8th. Paula will be recognized as a “Humanities Hero” for her tireless work in bringing outstanding humanities programs to the Bozeman community. The celebration will be held in the Library’s large meeting room. Director’s Report Susan Gregory began by mentioning her participation in the Leadership Bozeman program, and then announced a BPL Staff Day on October 8th at the historic Gallatin Gateway Inn for staff training and planning. She spoke about the Library's participation in the Sweet Pea parade. Susan also announced a collaboration with librarians from MSU and Bozeman High School for a Banned Books program at the Library on October 2nd, which will be preceded by a reception featuring a sculpture made up of challenged and/or banned books by artist George Cole, hosted by the Library Foundation. A proposal for managing multiple reservations of meeting rooms via co- sponsorships with groups was presented. Susan discussed her attendance at the Global Leadership Summit on August 9th and 10th. She mentioned the Library's participation in Catapalooza, and then spoke about the Sculpture Park's opening on August 25th presenting six (6) new works by regional Montana artists. The Bozeman Sculpture Park, on the Library’s south grounds, now features fifteen (15) sculptures. Arrangements are being made for Library staff members to attend the Montana State Library Fall Workshop in Billings on September 16th and 17th. Items for Action/Discussion Action Item Chair Farmer began by opening discussion of the Lindley Perk lease. Trustee Mathre asked whether City Attorney Greg Sullivan was satisfied with the lease; Friends Treasurer Sharyn Anhalt spoke with Greg for clarifications with the Memorandum of Understanding (MOU) and lease, and he expressed his satisfaction with one change in wording of the lease. Trustee Jacki McGuire expressed some concerns with wording on the Action lease, and asked for explanation of certain passages. Trustee Jennifer Pawlak moved to approve the lease and MOU as edited, which was seconded by Judy Mathre. The Board's vote was four in favor, with John Gallagher recusing himself. Action Item James Goehrung presented an update on the roof repair project. He explained the necessity for two change orders regarding modification of snow guards and rib systems Action which will add a couple of weeks to the project. After discussion, John Gallagher moved to approve both; Judy Mathre seconded, and the Board voted unanimously to approve. James then spoke about two further change orders dealing with using a different flashing material around the edge of the roof which will mean a slight cost increase, while the second will mean a cost reduction. Action Item Chair Farmer invited discussion of a proposed change to the Board's regular meeting schedule due to Susan Gregory's participation in Leadership Bozeman, from the 3rd Action Wednesday of each month to the 4th. The change was unanimously approved without a vote. Discussion Jennifer Pawlak had some questions about the FY2012 end of year budget and the overage which has accumulated over the years, the current plan for which is to place the overage into the Library depreciation fund. City Report Deputy Mayor Jeff Krauss spoke about the City Commission meeting regarding the rezoning of the neighborhood around the Library. Adjournment There being no further public business, Chair Farmer called the Board into a closed Executive Session at 5.25pm. The next meeting will be Wednesday, September 26, at 4 p.m. in the Library Board/Staff room.