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1 November 9, 2006 MINUTES Present: Lloyd Mickelson, Board Chair, Dan Carter, Linda Grosskopf, Bill Lamdin, Paulette Laszlo, Lyn McKinney; Bill Cochran, Library Director; Jim Peters, Assistant Library Director; Dee Ann Redman, Systems Administrator; Sandy Raymond, Senior Administrative Coordinator; Leslie Modrow, Development Director for the Library Foundation Public Comment Cochran provided Board members with a copy of the letter sent to Nancy Fowler according to the Library Board recommendation from the October 12, 2006 meeting. MOTION: Approve minutes with a correction on page 3 – OCLC is a cooperative and not a corporation. Approved Lamdin/Carter Friends of the Library report Peters reported: • $17,600 is the estimated revenue collected during the annual book sale • $900 is the estimated revenue collected during the $2.00 per bag sale • the Friends will sponsor a performance by the Big Sky Chorus at the Library in December Peters and the Friends were presented an award for the Promotion of Literacy by the Montana State Reading Council, which Cindy Patterson accepted on their behalf at the MSRC annual conference held in Great Falls in October. Foundation Modrow reported: • the Smuin Ballet project was successful; in addition to the $5,100 raised by the event, the Foundation received much favorable publicity and two large gifts from Domino’s Pizza and St. Vincent Hospital • the next Food for Thought event will be held May 31, 2007 • Yearend mailing for fund raising will be going out soon • lunches in the Library with community leaders are going well • Stella Fong and the Foundation will host a reception for the Library and Friends Boards on December 4, 2006 Staff Report Redman reported on the Library software system upgrade that was installed November 7. ---PAGE BREAK--- 2 Strategic Planning Cochran reported on the development of the plan and discussion followed. Copies of the meeting notes from the final planning committee meeting were given to the Board. The service responses and goals will be in place for FY08 through FY10, with the current objectives focused on the first year. Objectives will be added and revised as the process moves forward. MOTION: Adopt the Strategic Plan as presented. Approved Lamdin/McKinney A consensus was reached to schedule a presentation of the planning information to the City Council during its work session January 16, 2007. Cochran will pursue a date to present the information to the County Commissioners. Cochran reported on the draft Mission Statement for the Library and discussion followed. Board members will review the statement and discuss again at the December meeting. MOTION: Table adoption of the Library Mission Statement until the December meeting. Approved McKinney/Grosskopf Funding for Joint Community Library project Cochran discussed committing some Library reserves to the planning efforts of the project, per the City Council’s guidance at its October 16 Work Session. Any recommendation from the Board will be sent to the City Council for action at a regular meeting. MOTION: The Library Board recommends the City Council approve the use of $150,000 from Library reserves and any additional funds the City Council is willing to provide for planning the Joint Community Library Project. Board Retreat Cochran discussed the annual Board retreat and it was decided to hold the retreat on February 3, 2007 from 9:00 a.m. – 12:30 p.m. at the MSU-B Downtown Campus. Agenda items will include the strategic plan, Library policies, ethics and Board assessment. Fund Raising Essentials Mickelson discussed the information presented during a fund raising workshop he and Modrow attended. Mickelson recommended that the retreat include a discussion regarding fundraising and a consideration for the Foundation to set up a Library building fund. He would also like to see someone attend the retreat to give a presentation about this. ---PAGE BREAK--- 3 Mickelson provided a copy of an article from the November 2006 ALA publication titled Libraries Incubate New Ventures and requested the addition of the topic to the retreat agenda. Adjournment