Carnegie Public Library

Board of Directors special meeting followed by the regular meeting

April 9, 2009 5:00-7:00 PM

Minutes

Present: Kathy Agnew, Chair; Susie Mosness, Vice-Chair; and Trustees Dale Garrett and Linda Larson. Librarian Kate Lewis was also present.

Guests: Dan Smart, Bob Steensland, Jerry Wheatley, and Don Moss were present from the Legion.

Old Business: Legion representatives were present to discuss the WWI war memorial to be placed on the lawn of the library with the CPL Board of Directors. Mr. Bob Steensland reported that the plaque recalls the trees that were planted in front of the library in honor of WWI Veterans. The overgrown trees have been removed. Representatives from the Legion requested that the plaque which will be mounted on a large rock be placed near the new tree with the bench placed around it. The bench was discussed and a decision was made to remove it. Trustee Mosness moved to accept the plan from the Legion to place the rock in front of the new tree facing toward McLeod Street. Trustee Garrett seconded the motion. A tentative plan was made to coordinate the placement of the rock in the yard of the Library on Memorial Day in conjunction with other memorial services traditionally held that day.

Special Meeting

Capital Resource Fund: The mission statement for the CRF fund was read aloud and discussed by Board members in order to begin a discussion regarding spending guidelines for the fund. The mission statement follows: “The Carnegie Public Library is funded every year by public tax dollars from the City of Big Timber and Sweet Grass County. The goal of the Carnegie Public Library Capital Resources Fund is to fund programs, projects and necessities not provided for in the regular budget. The monies will be used to enhance library operations above and beyond what the budget provides.” Areas of need identified by the discussion were a reserve fund for emergencies, a fund for a mailing, technology development, library acquisitions, library programming, and building enhancement. Chair Kathy Agnew will write up a formal proposal for CFR Spending Guidelines.

Regular Meeting

Minutes: Minutes from March 12 were approved by all.

Review Budget Items: Budget information from the Work Meeting held on April 6^th in conjunction with the City Council was shared. Current spending was reviewed. Librarian Lewis submitted the new contract from Tri-County Sheet Metal for maintenance of the HVAC system for 2009-2010. The contract was signed by Kathy Agnew and Lewis was requested to return the signed contract to Tri-County and also give a copy the City of Big Timber. Lewis requested $250 be added to the supply budget so that the housekeeping staff could buy supplies for the kitchen. Trustee Larson was asked to get a contract from Blake Nursery for 2009-2010 landscaping services. Lewis submitted a quote from Big Timber Glass for the window frosting for the downstairs windows in the basement of the older part of the library. Trustee Garrett moved to accept the bid from Big Timber Glass and Trustee Larson seconded the motion. The $975.00 expense will be paid by the Capital Resources Fund.

Parking Barriers: Kathy Agnew shared information she received from Kris Novotny from City Works. If the Board will purchase regular parking barriers, City Works will install them using rebar to hold them in place. All were in favor of this taking place.

By-Laws: By-Laws for the Board of Directors Meetings were tabled until the next meeting.

Montana Shared Catalog Meeting/Training: The Spring MSC Meeting will be held May 7 & 8 in Bozeman this year. Lewis asked the Board for leave for Jacque Scott on the 7^th for training and for both she and Scott on the 8^th so they can attend the meeting. Scott will stay overnight in Bozeman the night of the 7^th. Kathy Jones, President of the FOL, will operate the library on the 8^th. All approved.

Garbage: The need for more room in the garbage can for refuse left from meetings in the meeting room was discussed. The solution seemed to be a larger or a second garbage can. Trustee Garrett motioned that a second or larger can be ordered and Trustee Mosness seconded the motion.

Date of Next Meeting: May 14, 2009