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1 April 12, 2007 Minutes Present: Lloyd Mickelson, Board Chair, Dan Carter, Linda Grosskopf, Paulette Laszlo, Lyn McKinney, Shari Nault, Dave Ward; Bill Cochran, Library Director; Jim Peters, Assistant Library Director; Dee Ann Redman, Systems Administrator; Leslie Modrow, Development Director of the Library Foundation; Bill Rightmire, Vice-President of the Friends of the Library; Mona Harris, Friends of the Library; Ann Ferguson, Yellowstone Genealogy Forum. Public Comment None MOTION: Approval of the March 8, 2007 meeting minutes. Approved Friends of the Library report • Harris reported that there will be a sale on May 12 to liquidate the collectibles and for some special promotions. The hours will be 10 a.m. to 2 p.m., with the first hour for members only. • Harris said plans are underway for Summerfest, and the Friends are discussing an August mini-sale. • Rightmire highlighted the Peter Fletcher concert that will be held on Tuesday, May 8, with the Friends underwriting the classical violinist’s appearance. • Mickelson asked about sponsorship for one of the High Plains Book Awards. Rightmire says that the Friends will fund $500 for an award. Mickelson further asked whether the Friends could accept and disburse funds on behalf of the Awards. Rightmire replied that should be possible. Library Foundation • Modrow reported that plans are being finalized for the Food for Thought event on May 31. They are looking for a few more table sponsors, and other sponsors. Tickets for the event will be $60 per person. The event begins at 6 pm, with dinner and conversations beginning at 7 pm. • Modrow stated that the Foundation board had agreed at its April meeting to fund one of the High Plains Book Awards this year. Staff Report Cochran distributed brochures for the Library’s Lunch and Learn series and the Book Club Resources, asking that the book brochure be passed on to someone in a book club. Cochran reported his follow-up reply to correspondence from Bob Jones regarding computers. ---PAGE BREAK--- 2 Redman handed out the Library’s third-quarter statistics. Review and action on by-laws Cochran distributed the proposed bylaw language regarding unexcused absences. MOTION: Insert proposal into bylaws as Article IV, item 6 Approved Carter/Ward MOTION: Adopt bylaws as revised. Approved Ward/Nault Budget Update Cochran reviewed the current status of the Library’s budget and supplemental budget requests. Another supplemental request regarding roof repairs was submitted after the deadline. If all supplemental requests are approved, this will be the sixth year of deficit spending. Ward asked when a levy will be needed. Cochran replied that this would be an issue for the Board’s new Funding committee to explore, but that at the current rate, the reserves could be expended in six to seven years. Funding Committee The Board’s Funding Committee was established at the retreat held on February 3, 2007. Membership is to include Board members Dave Ward, Shari Nault and Steve Tucker along with representatives from the City Finance Division, the City Council, the County Commission, MSU-Billings and the Parmly Billings Library Foundation. Ward was appointed to chair the committee. A meeting date will be arranged soon. Information Policy Review Cochran provided copies of the Library Bill of Rights and the Freedom to Read Statement to Board members. Peters reviewed the suggested topics to be addressed in a Priorities for Reference Service Policy. The Library has been operating without such a written policy. MOTION: Direct staff to develop policy proposal regarding Priorities for Reference Service. Approved McKinney/Carter ---PAGE BREAK--- 3 Peters reviewed the Interlibrary Loan Policy. This policy was revised and updated earlier this year and adopted by the Board in February. Cochran recommended no further action on this policy at this time. Redman reviewed policies on internet and computer usage, filtering of computers throughout the Library and particularly in the Children’s and Teen Pit areas, and the Parental Guidance policy. Carter asked about penalties for infractions, which have been handled under existing behavior policies. Staff recommends dividing the Internet Use policy into separate policies for internet usage and the use of Library-provided computers. MOTION: Direct staff to develop policy proposal regarding Internet Usage and Use of Library-Provided Personal Computers. Approved Mickelson thanked the staff for their work on policies. City Council Lunch and Tour The Council will be at the Library on Thursday, April 19 from 1 to 3 p.m. for a tour of the facility. This will include a walk around the building for the first hour, then a presentation on the third floor about Library services and issues. Cochran encouraged Board members to attend from 2 to 3 p.m. Montana Library Standards Cochran distributed the draft language that was prepared by the Montana State Library to address the alternative governance of Title 7 libraries like Parmly Billings Library, and praised the work of State Library staff. This language will allow such libraries to more easily comply with the standards. Staff will work to revise the Collection Management Plan and to implement a disaster plan, the items the Library does not yet comply with. Book Award Committee Grosskopf reviewed the minutes from the April 4, 2007 meeting of the High Plains Book Award Committee. Mickelson discussed the current membership of the committee. Other Mickelson described the nature of a letter received from the City Administrator and his reply. The City Administrator had sent the letter out to all boards and commissions affiliated with the City regarding their purpose and activity. Adjournment.