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1 August 10, 2006 MINUTES Present: Board Chair Lloyd Mickelson, Dan Carter, Linda Grosskopf, Tony Hines, Paulette Laszlo, Lyn McKinney; Bill Cochran, Library Director; Jim Peters, Assistant Library Director; Dee Ann Redman, Systems Administration; Sandy Raymond, Senior Administrative Coordinator; Nicki Broch, President of the Friends of the Library Public Comment None MOTION: Approve the July 13, 2006 minutes Approved Carter/Grosskopf Friends of the Library report Broch reported on the proposed slate of officers for the Friends and provided a job description for each officer. Broch also reported that Barnes & Noble is working on a fund raising event with the Friends and Foundation. Hines will be signing copies of his book on Saturday, August 12 and 25% of the funds collected from sales of the book will be donated to the two groups. Broch requested permission for a new Friends member to attend the August 19 planning meeting. Mickelson responded that it is a public process and anyone can attend as an observer. Peters presented a funding request to the Friends for the purchase of furniture in the Children’s story time area in the amount of $3,744.99. MOTION: Approve the funding request to the Friends of $3,744.29 to purchase furniture for the Children’s area. Approved McKinney/Laszlo Library Foundation report Cochran reported that the Foundation board did not plan to meet in August. They have added a new member, Evelyn Noennig. Peters requested Board approval of an item that will be presented to the Foundation in September for $170 to match the grant the Library received from the Project to Promote Tolerance. MOTION: Approval of a request for the Foundation to match $170 grant from the Project to Promote Tolerance to purchase Library materials. ---PAGE BREAK--- 2 Approved Carter/Hines Staff Report Redman requested Board approval to accept $5,725 from the Bill and Melinda Gates Foundation to purchase public use computer equipment. MOTION: Approve acceptance of the Gates grant in the amount of $5,725. Approved McKinney/Carter McKinney reported that she appreciates all the staff work involved with securing grants and hopes the City Council is aware of this. Hines suggested the Library prepare a presentation on all the extra efforts of the Library staff. Peters requested a volunteer from the Board to participate in a Programming Committee that will meet on August 24 in the afternoon to plan adult programs for the Library and to help the Library decide how to market them. Hines volunteered to attend the meeting. Strategic Planning Cochran reported that the July 15 planning meeting went well. Three facilitators: Candi Beaudry, Interim Director of the City - County Planning Department Lora Mattox, Neighborhood Planner, City – County Planning Department and Suzanne Reymer, Statewide Technology Librarian, Montana State Library worked with the groups. The exercises completed by the Committee were: 1. Community Visioning 2. SWOT Analysis and Community Needs 3. Community Needs and the Library 4. Service Response Selection and Prioritization – five were selected a. Commons b. Current Topics and Titles c. Information Literacy d. Business and Career Information e. Lifelong Learning Library staff completed a SWOT analysis for each of the recommended Service Response committee recommendations. Cochran reported that today’s meeting was the opportunity for the Board to provide feedback to the Committee regarding the proposed service responses. ---PAGE BREAK--- 3 Carter reported that the meeting went well and there was positive discussion about how to take the Library to the next level. Broch reported that she thought there was good representation from the community. The committee went through two or three iterations in ranking its priorities. McKinney asked if the Committee planned to set future goals for the Library. Cochran reported that the committee is advisory to the Board and that goals and a proposed mission statement for the Library would be prepared for Board approval. The Board will receive regular reports on the progress of each of the goals. McKinney reported it is important to point out areas where problems exist with the Library regarding a shortage in parking and staff positions. Cochran provided to the Board copies of comments developed by the Board of the Yellowstone Genealogy Forum, in response to a request from a Foundation committee. The Board accepted the comments but declined to have them shared with the Planning Committee, as they are not a part of the PLA process. All Board members attending the meeting were in agreement with the goals that were developed. Joint Community Library Project Carter presented a 2-minute visual presentation of the College of Technology Master Plan for expansion including the sites being considered for a new Library. The first phase of construction for the COT expansion will be completed in the fall of 2007. A recent meeting was held with various representatives from MSU-B, COT, City and Library staff to begin planning for the use of the $250,000 federal appropriation for planning a joint use facility. Cochran reported that a request for funding for the joint use facility is included in the City CIP for FY09. Book Award Mickelson proposed the Board consider creating an annual Literary Award similar to the one given in Missoula. Corby Skinner and Sue Matthews have agreed to co-chair a committee for this. MOTION: Pursue investigation of an annual Literary Award sponsored by the Library. Approved Grosskopf/Carter Adjournment.