Carnegie Public Library

Board of Trustees Meeting

February 19, 2009  5:00 PM

Present:  Chair Kathy Agnew, Vice-Chair Susie Mosness, and Trustee Linda Larson.  Librarian Kate Lewis was also in attendance.  Absent were Trustees Garrett and Streeter.

Minutes from January 8, 2009 were amended and approved as amended.  All approved.

Public Comment: Tom Biglen, chief fundraiser for the Montana Community Foundation, was present with an update on the library endowment campaign.  Mr. Biglen reported that the balance in the fund was close to $2000.  He also brought news of a challenge grant proposed by library supporter Penny Wilson.  She has offered to match $10,000 of donated monies to the fund.  He asked permission from the Board to place a sign in the library advertising the Penny Wilson Challenge Grant.  The sign will have envelopes for patrons who are interested in making a donation to the endowment fund. The goal of the fund is $25,000, the minimum needed to create an endowment fund with the MCF.  The 3 year fundraising deadline is February of 2010, but Mr. Biglen reported that Ms. Cathy Connor of the MCF said that an extension for further fundraising was a good possibility if needed.  The Board approved Mr. Biglen’s request and thanked him for his efforts on behalf of the library.

Librarian’s Report:  The Librarian requested permission from the Board to approve that a door specialist be hired by the library to work on the doors.  She reported that there is a significant leak of air from the 4th Street doors during cold weather and that one can see out the crack between the doors.  Also reported was an accident which happened on February 7th when Dart Fahrenbruch exited the meeting room and tripped over the floor unit that holds the door open.  Since the doors were closed, she did not look down and subsequently fell after catching her foot on the unit.   Lewis thought that a door expert could adjust or replace the door hinges so they would not need the floor unit.  The Board advised the Librarian to remove the floor unit.  Lewis also asked the Board for permission to purchase parts for the low-flow toilet tanks because the one in the men’s room has worn out and is causing occasional flooding and sometimes runs all night or even all weekend if it goes unnoticed. The parts are not available at Ace Hardware.   Lewis contacted the architect who responded with the name of the plumbing supplier for the building project.  The Board advised Lewis to call the local plumber.

Lewis reported on vendors with whom she has been in contact regarding various library projects. Josh Vogl submitted an invoice for $50.00 for the retrofit of the new opening on the old book-drop.  Lewis submitted the invoice to the Board to be paid by the CRF. Trustee Mosness moved to approve this expense and Trustee Larson seconded the motion.  Lewis obtained a bid from Big Timber Glass to frost the downstairs windows of the old section of the library.  Kevin Dawes quoted $470.00.  Trustee Larson moved to go ahead with the project as long as the bid included labor.  Trustee Mosness seconded the motion.   Bill Holmes of Always Manufacturing visited the library with a catalog of metal silhouette artwork which could be placed in the lintel above the 4th Street  doors .  The estimated cost for this project is $400.00.  The Board decided to place this project on hold.  Lewis also presented a bid from Vogl Concrete for the building of a permanent parking barrier for the library parking lot.  The barriers now being used are often found on the lawn after being hit by vehicles during parking.  The Board asked Lewis to get two more bids from Dennis Moos and Dave Groff and find out from the City of Big Timber if it is legal to construct a permanent parking barrier.  The bid that was received was for $962.00.

Lewis submitted to the Board a rough draft of a three-year plan for the Library which could be accomplished without the formal assistance from the State Library.  The plan would map out all actions and expenditures  for the next three years to be taken by the Library and the Board.  Lewis asked for consideration and thought about the plan from the Board.

Trustee Mosness reported that her visit to the Montana State Library on Legislative Day in January was fun.  The MSL hosted a BBQ, slide shows, and live music in addition to being visited by numerous legislators.   Mosness posed for a poster photo which will advertise the library.

Old Business: 

Carnegie Resource Fund:  Chairperson Agnew reported that the Resource fund drive took in $23,705.00 minus some expenses for postage, thank you cards and bookkeeping. Trustee Mosness moved to pay Tamara Warwick for her bookkeeping services.  Trustee Larson seconded the motion. 

Blake Nursery Services:  Trustee Larson, representing the Garden Club and the Library Board, spoke to Sandi Blake of Blake Nursery regarding future lawn and grounds care for the Library.  Blake unofficially quoted $300 annually for the services of pruning and chemical applications for weeds and fertilizing.  This quote does not include additional bark or extra watering.  Garden Club has volunteered to remove debris and do the weeding.  Larson was asked to get a signed contract from Blake.  The cost of bark was estimated at $5.50/bag and 10 bags were thought to be needed.  The need to water the trees during dry winter months was discussed.  Lewis agreed that she could take care of that chore.

By-Laws: Because the full board was not present, discussion of the by-laws was tabled until full input could be given.  Board discussion of Article 3- Members, Section 4: Rights of Members is needed.

New Business:

Window Frosting:  Window frosting and parking barriers were discussed during the librarian’s report.

Circulation Computers:  Librarian Lewis discussed the need for new circulation computers for the circulation desk.  The replacement cost for each would be approximately $800, there are two.  Both more ram and memory are needed to keep up with State Library and cataloging functions.  The two used computers could replace the older PAC computers for general use.

Next Board Meeting:  The next Board Meeting will be March 14, 2009 @ 5:00 PM.

Next Budget Discussion:  The next budget discussion will be preliminary and is scheduled for some time in April.