Library Advisory Board

Board of Trustees - Meeting Minutes December 6, 2022 5:30 p.m. Belgrade City Council Chambers 1. Roll Call Board Chair Cynthia Cheney called the meeting to order at 5:39 pm. Board members Bob Coughlin, Scott Mullen, Martha Sellers, and Chrysti Smith and Library Director Gale Bacon attended. Circulation Specialist Kathleen Godfrey was present to take minutes and present the digital Board packet. City Manager Neil Cardwell attended as a guest. 2. Introductions None 3. Public Comment None 4. New Business 4.1. Trustee Education: Working Effectively with the Library Director The Board viewed the second portion of a Trustee Academy video from United for Libraries. Cynthia noted that in her years on the Board, the Board and Director have had a good relationship and worked well together. She appreciated both the training and the good results that have come from the Director and Board working together. Other Board members and Gale expressed their agreement and appreciation of the willingness to respect each other and work together, even regarding difficult situations. Organizational charts were one topic referenced in the training video. Gale and Becky Wilbert, the City of Belgrade Human Resources Director, drew up two proposed phases for the Library’s organizational chart, pending City Manager approval. 4.2. Updated Strategic Plan Gale and a leadership team, consisting of the Adult Services Librarian, Youth Services Librarian, and the Community Outreach & Technology Specialist worked together to design and then update the Strategic Plan. It is based on the Library’s mission statement. Gale answered questions from Board members. The City Manager also added details and answered questions. The Library releases updates regarding the new library building after 45 Architecture and the City Manager approve them. Bids will be taken in January. Demolition of the old building should occur in March, and a groundbreaking ceremony will likely be held at the end of March. Davis Street will be closed for several months. Motion made by Scott Mullen to adopt the 2022-2023 Strategic Plan, seconded by Martha Sellers, and passed unanimously. 4.3 2023 Board Meeting Schedule Motion to approve the 2023 Library Board Meeting Schedule made by Martha Sellers; seconded by Bob Coughlin, and passed unanimously. 4.4 2023 Library Closure Schedule Motion to adopt the 2023 Library Closure Schedule made by Martha Sellers; seconded by Chrysti Smith, and passed unanimously. 1 of 3  4.5. Circulation Policy The Board tabled the Circulation Policy until the next meeting. 4.6. Meeting Room Policy - First Reading The City is currently working on a Facility Master Use Plan - a single policy for all City meeting rooms, which will supersede the Library’s current Meeting Room Policy. The Meeting Room Policy has been submitted to the City Attorney for review. The City Manager added information and answered questions. The City has been performing studies to see what will fit in the current library building. Right now, the Police Department needs about 15,000 square feet more than the current Library building. Likely the City will purchase an additional house at 111 Kennedy St. to be made into Community Development Offices. The City is looking for a good location for the Police Department long term. The City Manager believes that it is important for City Offices to stay in downtown Belgrade, which includes the opportunity to support the downtown economy. 5. Library Updates 5.1. Budget Overview Gale gave a verbal report of the status of the Library’s revenue and expenditures. Referenced documents will be attached to the meeting minutes. The City has not yet received taxes for this fiscal year. The Library previously estimated $800/year in overdue fines, but the Library is now fine free. Approximately $150 has been donated as “fine forgiveness” money. Technology expenses are now charged to the Technology Department and charged back to the Library at a later date, if applicable. The City Manager provided details. The Technology fund is an internal services fund. Each department will have to contribute a portion to this fund after an analysis to determine how much each department should contribute. 5.2. Donations and Grants Gale overviewed donations and grants the Library has received so far this fiscal year. 5.3 Highlighted Programs Program numbers continue to stay strong. The Library has started a kids’ Crafternoon Club, especially since the Adult Crafternoon has been so popular. The Candidate Forum was very successful and had 67 participants. The Library gave away bookmarks, books, and other prizes at Trick or Treat Street. Many parents expressed appreciation for the fact that the Library was giving away books to kids. Over 700 people stopped by the Library’s table. The Library received funds from Barnard Construction. Yellowstone Club Community Foundation will fund the 2023 Summer Reading Program. The Cook Foundation gave a 5-year, phased donation toward collection development. The Library is using the first donation in part toward a Spanish collection and graphic novels for adults. Some funding will also be used toward Playaways and nonfiction books. The Library will be closed from 10:00-2:00 on Saturday, December 10, and will instead be open from 4:00-8:00, with lots of activities and fun for the Festival of Lights. One Book Belgrade will be announced at the beginning of January. Programs will tie in with themes from the book The Last Green Valley by local author Mark Sullivan. For every five books that adults read, they will receive an entry into a drawing for gift cards to local restaurants and/or businesses. The Library has about 70 copies of the book available for 2-week checkouts. No more book donations will be taken in the current building, with the exception of books in good condition that have been published within the last year. Board members expressed concerns about this and whether there are other locations for patrons to take their books. There is not enough room to sort and store donated books in the current Library building. The BCL Foundation and City will likely have a new discussion about taking donations once the new library is built. Since July 1, the Library has offered 173 programs, with a total participation of about 5,193 people. 6. Approval of Minutes Motion to approve the 09.27.22 Library Board Meeting minutes and 10.11.22 Joint Foundation and Library Board Meeting minutes made by Bob Coughlin, seconded by Chrysti Smith, and passed unanimously. 2 of 3  7. Adjournment Motion to adjourn the meeting at 7:03 p.m. made by Martha Sellers, seconded by Scott Mullen, and passed unanimously. Cynthia Cheney Belgrade Community Library Board Chair Kathleen Godfrey Belgrade Community Library Circulation Specialist 3 of 3