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1 June 14, 2007 MINUTES Present: Lloyd Mickelson, Board Chair, Dan Carter, Linda Grosskopf, Lyn McKinney, Shari Nault, Paulette Laszlo; Bill Cochran, Library Director; Jim Peters, Assistant Library Director; Dee Ann Redman, Systems Administration; Leslie Modrow, Development Director for the Library Foundation; Mona Harris, Friends of the Library Representative; Yellowstone Genealogy Forum Member Ann Ferguson Public Comment None Minutes MOTION: Approval of the May 17, 2007 meeting minutes. Approved Staff Report Cochran distributed a copy of letter from the Board to the Parmly Billings Library Foundation Board offering congratulations on the success of the Food For Thought fundraising event on May 31, 2007. Cochran announced that Board member Dave Ward has been reappointed by the County Commission for another term. Cochran passed out a copy of a letter from the Board to former member Steve Tucker thanking him for his service on the Board. Cochran advised the Board that the City Council’s upcoming work session on June 18, 2007 will address issues regarding the Library’s budget, and an administrative change in how the City’s mill levy will be described and distributed. Board members were encouraged to attend this work session, which will be held at 5:30 p.m. at the Community Center. Cochran requested that Board members attend the Library’s budget presentation to the County Commissioners if possible. The presentation will take place on June 20, 2007 in the Commission chambers at the County Courthouse. Facilities Committee Due to several issues that have arisen with regard to Library facilities, Cochran recommended that the Board choose members for the Facilities Committee and charge them to develop a purpose statement. Cochran cited the need for the Board’s proactive involvement. Dan Carter volunteered to serve on the committee. ---PAGE BREAK--- 2 Cochran reported on an idea proposed by Public Works Director Dave Mumford regarding moving all City departments housed in the Library building to the Depot site. Cochran presented a series of slides regarding the development of the Joint Community Library Project with the MSU-Billings COT, including the recent decision of the Board of Regents to build athletic facilities in the area adjacent to the proposed building. Management policies report back Cochran went over the suggested policy listings from Policies for Results by Sandra Nelson and distributed a report on the Staff recommendations. Citing a lack of any such policies by other public libraries, Cochran recommended that no policy on the gathering of statistics was necessary. The Library will continue to gather statistics as required for its own needs and as required by the Montana State Library in order to receive state aid. New policies were recommended for exhibits and displays, and on the distribution of non-Library materials, with suggested wording, to be implemented in FY09. Customer service policies review Cochran reviewed the suggested listings from Policies for Results by Sandra Nelson and reported on the Library’s status on them. He cited recent Board review of the Library’s Patron Behavior and Unattended Dependent Persons policies and concluded we need not revise them at this time. Cochran did recommend that staff assess the need to develop policies for customer services and ongoing staff training on serving customers. Public awareness/21st Century Library Nault described a potential project she had discussed with staff at Yellowstone Public Radio for a series of short programs and audio tours regarding library services as they exist today and how that contrasts with people’s traditional expectations of libraries. She requested a recommendation from the Board to pursue this project. MOTION: Approval of development of joint project with Yellowstone Public Radio regarding profiles of library services. Approved Carter/McKinney Bozeman Library Tour Mickelson reminded the Board of the interest in touring the new Bozeman Public Library facility, and recommended getting possible dates for such a tour. Modrow volunteered to organize this visit in conjunction with the Foundation Board, as their members were also interested in such a tour. ---PAGE BREAK--- 3 Election of Officers in July Mickelson appointed Nault, Laszlo and McKinney as the nominating committee for the July elections. Friends of the Library report Harris reported that the Friends had lost another long-time volunteer with the death of Berta Morrison, following the death in January of Barb Sessions. The Friends are planning a gift to the Library in memory of these members. Harris also reported that the Friends plan to sell materials at Summerfair again this year on July 14-15, 2007. Library Foundation Modrow reported that the Food for Thought event was a sold-out success. She thanked the Board for their support and the staff of the Library for their efforts in preparing the facility for the fundraiser. The amount raised will be announced at the upcoming Foundation Board meeting. Modrow reported that the request to the Foundation to provide funding for the next film series will be considered by that Board at its June meeting. The Foundation continues to sponsor the Lunch at the Library tours, and the next one will take place on July 10, 2007. Modrow reported that plans are in the works for “Illustrate a Story” to be held October 16, 2007 at the G&G Advertising building. There will be an auction of one-of-a-kind books written and illustrated by local notables. Book Award Committee Mickelson reported that seventeen books were nominated and qualified for the various awards. Books are going out to the first set of readers, who will develop the short lists. Tentative plans include a reading by the Emeritus Award winner on the evening of October 20, 2007. Awards will be announced at a dinner event on October 19, 2007. Mickelson requested that anyone who could help with that event to contact him. Statement of Concern Peters informed the Board that there would be a Statement of Concern brought before them at the next meeting regarding a children’s picture book. The title is Sam and Lucy by Harriet Ziefert. Adjournment.