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1 September 13, 2007 MINUTES Present: Lloyd Mickelson, Board Chair; Dan Carter, Linda Grosskopf, Paulette Laszlo, Lyn McKinney, Shari Nault Pullar, Jean Warner; Bill Cochran, Library Director; Jim Peters, Assistant Library Director; Sandy Raymond, Senior Administrative Coordinator; Leslie Modrow, Development Director Library Foundation; Nicki Broch, President Friends of the Library; guest Gabriele Ramsbrock Public Comment Ramsbrock expressed her concerns, which were also addressed in her letter to the Director dated September 3, 2007, regarding the annual $40 charge for a Library card for people who live outside of Yellowstone County. Ramsbrock was advised that the Board would take her request under consideration and report to her at a later date. Cochran was directed to contact Ramsbrock advising her of the options available to her via interlibrary loan with the Roundup Library. Approval of minutes of August 18, 2007 meeting Approved Friends of the Library report Broch reported: • they will sponsor a program September 19, at which Montana author John Clayton will talk about his book The Cowboy Girl: The life of Caroline Lockhart • they will sponsor a performance of Frankenstein on September 27 by the Montana Repertory Theatre group • annual book sale will be held October 18-21, 2007 • planned for early December is a program by David Grimland on “Islam and the West” Foundation Report • Modrow reported on the Illustrate a Story event scheduled for October 16, and its coverage in Magic City Magazine • Julia Siler, author of The House of Mondavi, will hold a writers workshop at noon and a book discussion and wine tasting event in the evening on October 15 • A new format for the Turning Page newsletter has been selected and they expect to assume production in the next few months, guided by an editorial board with members from the Library Board, Foundation and Friends Boards and staff • Foundation Investment Committee voted to recommend to the Foundation Board that they establish a building fund for the Library and also provide annually funds for operations, set as a percentage of the Foundation’s unrestricted assets ---PAGE BREAK--- 2 Mickelson requested that a member of the Board serve on the newsletter editorial board; Nault will serve. Staff Report Cochran reported on the proposed administrative policy for the Study Room; no suggestions for revision were proposed. Cochran provided copies of an article from Yahoo! News regarding the inadequate number of internet stations available at public libraries. Length of Board Meeting Cochran provided copies of a letter from Board Member Dave Ward dated September 5, 2007 and an e-mail from Ward dated August 6, 2003 regarding the length of the Board Meetings. Discussion followed and the following solution was decided upon: 1. Whenever possible, all Staff, Friends, Foundation, and Committee reports should be provided as Word file attachments via e-mail to Library Director, by the Thursday the week before the Board meeting, to permit them to be mounted on the Board meeting homepage. 2. Along with the minutes, the above reports will be included in a first, Consent Agenda item on the agenda, which will be acted on as a single item, unless a Board member separates it to be addressed specifically. 3. All items requiring action by the Board, and therefore a quorum, will be placed at the beginning of the agenda, immediately after the Consent Agenda item. 4. An effort will be made to schedule special meetings to address issues that are expected to require more discussion than a regular Board meeting of approximately an hour’s length will permit. Governance and Organizational Structure policy review Cochran reported on the Governance and Organization Structure document and the current Library policies for each of the items on the list. After discussion the Board directed staff to develop draft policies for items CIR-5: Reserves and CIR-9: Borrowing materials by staff, and to prepare a report and recommendations on CIR-2: Library cards for non-residents, in view of the concerns expressed by Ms. Ramsbrock at the beginning of the meeting. Funding Committee No report at this time. ---PAGE BREAK--- 3 Facilities Committee Mickelson reviewed the draft Statement of Purpose for the committee. Members are: Dan Carter, MSU-B, Chair Bill Cochran, Library Director Jim Peters, Assistant Library Director Candy Beaudry, City/County Planning Director Nicki Broch, Friends Paulette Laszlo, Library Board Bruce MacIntyre, Chamber of Commerce Kim Olsen, Foundation Board Joy Stevens, City Council Jim Reno, Yellowstone County Commission Steve Zeier, Big Sky Economic Development Authority MOTION: Approve the statement of purpose and proposed members of Facilities Committee. Approved Carter/Grosskopf Joint Community Library Committee Cochran reported on the two meetings held by the committee to date. The first meeting was a brainstorming session and at the second meeting participants decided upon sub-committees to work on specific areas. High Plains Book Award Mickelson reported on the plans to date and provided a copy of logo for the event. The banquet will be held October 19 at the MSU-B Ballroom. A single ticket is $35 and to purchase a table for eight the cost is $275. An invitation to the event will be sent to the Friends and Foundation mailing lists. Other Mickelson showed the Board members a copy of a letter that was sent to the City Administrator as the Board’s input to her in her annual evaluation of Cochran. Adnournment.