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October 12, 2006 MINUTES Present: Lloyd Mickelson, Board Chair, Dan Carter, Linda Grosskopf, Tony Hines, Bill Lamdin, Paulette Laszlo, Lyn McKinney, Steve Tucker; 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; Nicki Broch, President of the Friends of the Library Public Comment Cochran read a letter from Nancy Fowler dated September 25, 2006 regarding Library services. MOTION: Staff will send a letter to Ms. Fowler with a ‘Statement of Concern’ form along with an explanation of the ILL process. Approved Carter/Grosskopf Strategic Plan Objectives Cochran discussed the Board’s opportunity to add its statement to the Service Response 1: Commons section of the Strategic Plan draft document. Cochran reported that this was an opportunity for the Board to provide the City Council with its recommendations for Library facilities, as well as permitting the Council to coordinate improvements or relocation of the City office space on the 4th floor and the 4th & Broadway development planning. The process for the recommendations will be to present them to the Strategic Planning Committee on October 28, and then review the Committee’s feedback at the November Board meeting. After action by the Board at that meeting, the plan will be presented to the City Council and County Commission. The Board then drafted the following objectives for Goal 1: Objective: 1.1 Develop a Joint Community Library on the campus of the Montana State University - Billings College of Technology, scheduled in the City Capital Improvement Plan for FY09. Objective: 1.2 ---PAGE BREAK--- Facilitate the development of a process that includes the City Council, County Commission, Library Board and staff, and other stakeholders in a comprehensive process to address downtown Library facilities. Objective: 1.3 Formally solicit representation by the Library Board in the planning efforts of the City Council, County Commission, Billings School District Big Sky Economic Development Authority, and other entities, which impact existing Library facilities or pose opportunities for joint facilities. MOTION: Accept recommendations as drafted. Approved Hines/Laszlo Capital Improvement Plan Cochran reported that any updates to the City’s CIP must be in by the end of October. The current CIP contains a recommendation for a General Obligation Bond Issue in FY09 to renovate this facility and for the joint use facility with MSU-Billings College of Technology. MOTION: Leave current funding in the FY09 plan for MSU-B COT and delay renovation of the downtown facility until FY12. Approved Lamdin/Carter MOTION: Approval of the September 14, 2006 minutes. Approved Lamdin/Carter Friends of the Library Broch reported: • Friends book sale will be held October 19-22 and the annual meeting will take place at 7:00 p.m. on October 19 • 50 people attended Antigone: 2026 the Friends sponsored program presented by The Montana Repertoire Theatre • Requested approval of a funding request for $100 to sponsor a Library program by the Big Sky Chorus on December 9 MOTION: Approve funding request Approved Mickelson/McKinney ---PAGE BREAK--- Library Foundation Modrow reported: • September 22 ribbon cutting ceremony, in memory of Bette Bohlinger, for the express internet station and the wireless internet was well attended • Modrow provided the group with an updated listing of the Foundation members • Ticket sales for the Smuin Ballet performance and after party on October 20 are going well • Dancers from the Ballet will be in the Library on October 19 to demonstrate some dance moves and to read to books to children • She will be attending a reception hosted by the Montana Committee for the Humanities at the end of the month • The first of what will become regular luncheons to introduce community members to the Library and the Foundation was held in October Staff Report Cochran recognized the accomplishments of Board Member McKinney who is currently the President of the Montana Library Association and is also the western representative to OCLC, an international non-profit corporation that provides cataloging services to libraries. McKinney reported that the annual MLA conference April 25-28 in Helena will include training for Library Trustees and encouraged Board members to attend. Mickelson reported that he is involved in downtown planning and will be working on the Tax Increment Fund districts. Cochran reviewed the first quarter statistics and reported on special Library card signup promotions. Cochran advised the group that it is time to start to plan a Library Board Retreat which, in the past, has been held in January. Strategic Planning Cochran provided copies of the Goals and Objectives developed to date and reviewed them with the Board. City Council Work Session Cochran reviewed a PowerPoint presentation on implementation of the new Library Interlocal Agreement which will be shown during the October 16 City Council work session and advised the Board that its report is the first item on the agenda. Mickelson and Dr. Sexton, MSU-Billings Chancellor, will give a ---PAGE BREAK--- presentation to the Council requesting reaffirmation of its support of the Joint Community Library project. MOTION: Present the Joint Community Library project to the City Council with a goal of getting their input and inclusion Approved Carter/Lamdin Statement of Concern Peters reported on the Statement of concern from Linda Millard regarding the book My Mom’s Having a Baby. He then reviewed the staff recommendation to move the book from Easy Readers to the Juvenile section. MOTION: Approve staff recommendation. Approved McKinney/Tucker Library Director Goals Cochran reported on a recommendation from Board Member Dave Ward to provide input to the City Administrator on the Library Director’s annual performance in the form of a letter at the time of the annual evaluation each year. MOTION: The Library Board will send a letter to the City Administrator regarding Cochran’s performance at the time of each annual evaluation. Approved Carter/Grosskopf Trustee Training Workshop Cochran reviewed the information regarding the training Fund Raising Essentials which will be presented by the Montana State Library on October 28 from 9:a.m. to 4:00 p.m. at the Billings Holiday Inn. Adjournment