Library board minutes October 13, 2009

Meeting called to order at 9:17 AM, Tuesday, October 13, 2009.
ROLL CALL:  Chris Spute, Pres., Jaenell Manchester, George and Lynne Jensen (via teleconference).

APPROVAL OF MINUTES from June 1st, 2009 meeting.  Jaenell read the minutes.
MOTION:  Lynne moved and Jaenell 2nd that the minutes from the June 1st, 2009 meeting be approved as read.  All approved.  Motion passed.

CALENDAR REVIEW: 
--Technology Plan update due in 2010.
--NCO’s need to be written and submitted to Council for approval (see below).
--Quarterly Report due at next City Council meeting in November (we missed presenting at our regular slot for October).

UPDATES (OLD BUSINESS):
1.  BUDGET REVIEW:  P&L report and Purchase Order review not available for this meeting.   
     NCO’s needing to be submitted to City Council for approval:
a)  Quilt Raffle proceeds:  $4,604.50 needs to be moved from the City’s “Raffle/Gambling” account into the following Library Accounts: 
Income:  Fundraising income account; 
Expenses:  Fundraising expense account (to match actual expenses); and the remaining into Library Materials account.
MOTION:  George moved and Lynne 2nd that the Library staff and board members submit the necessary paperwork to the City Council in order to move the $4,604.50 funds from the raffle fund to the appropriate library accounts.  All approved. Motion passed.

b)  Anonymous donation of $800.00: 
MOTION:  George moved and Jaenell 2nd that the Library staff and board members submit the necessary paperwork to the City Council in order to move the $800.00 donation funds into the appropriate Library accounts.  All approved. Motion passed.
Income:  $800.00 into Donations income account.
Expenses:  $800.00 into Library Materials account, earmarked specifically for books at donor’s request.

c)  PLAGrant award of $1500.00 for Sylvia to attend the Pacific Library Association (PLA) conference in Portland, OR in March, 2010.
Sylvia applied for and was awarded a travel grant to attend the PLA conference in the amount of $1500.00. 
MOTION:  George moved and Lynne 2nd  that the Library staff and board members submit the necessary paperwork to the City Council in order to move the $1500.00 PLA travel grant funds into the appropriate Library accounts.   All approved. Motion passed.
Income:  $1500.00 into Library Grants account
Expenses:  $1500.00 into Library Travel/Training Account

ACTION:  Lynne will work with Sylvia, with advice from Kaypryce, to compose the NCO’s for submission to the Council.

2.  SUMMER READING Review and Strategies for Future Funding:
a)  Tabled:  discussion to address possible pay inconsistency for summer reading staff.
 
b)  Future Summer Reading Funding:  ACTION:  Jaenell will set up a meeting with the Principal at Gustavus School to be attended by Jaenell, George and Lynne to discuss future funding for summer reading from Chatham School District, especially to encourage the District to put the funding into the Gustavus budget as an annual line item.

3.  MAINTENANCE IN LIBRARY:
a)  Roof Update:  The City of Gustavus is following through with engineer reports and plans and will keep us posted on progress.  This project will not be completed for this winter, so the library will need to plan for timely snow removal.

b)  Interior Lighting:  Sylvia is continuing to work with John Nixon to replace interior lighting in the library.

c)  Boiler Maintenance and Fuel Tank Level:   Mark Berry is scheduled to do the Fall Maintenance and Review on Oct. 19th.

d)  Other:  ACTION:  Snow Removal will need to be scheduled for the winter, both parking lot/driveway as well as around the windows, doors and book drop.

4.  GRANTS:
a)  Reports and Upcoming Deadlines:
--PLA (Public Library Assistance) grant:  check with Sylvia about deadlines
--Technology Grant: 
ACTION:  the board and staff will need to appoint a sub-committee and seek advice from the Tech committee to review and update the Technology Grant, which is due in 2010.

5.  FUNDRAISERS:
a)  Cookbooks:  ongoing sales and upgrades continue.
b)  Quilt Raffle:  get NCO to transfer funds from City to Library accounts
c)  Next Fundraiser:  Table till November meeting

6.  LIBRARIAN’S REPORT:
Submitted in writing by Kate Boesser.  (see attached)

7.  FINANCE COMMITTEE MEMBER TO ATTEND LIBRARY MEETING:
The library board had voted at our June meeting to invite a member of the Finance Committee to our October meeting to discuss our budgeting and purchasing procedures.   This has been tabled until the November meeting.
ACTION: George will call a member of the Finance Committee and invite them to the November meeting.

NEW BUSINESS:
1.  RESIGNATION;  Chris Spute presented her letter of resignation from the Board.  She noted that she had enjoyed her many years of serving on the library board and offered to help with future fundraisers or special projects. 
MOTION:  Lynne moved and Jaenell 2nd to reluctantly accept Chris Spute’s letter of resignation.   All approved. Motion passed.
ACTION:  Chris will deliver her letter of resignation to City Hall. 

2.  NEW BOARD MEMBER:  Eileeen Clark has volunteered to serve on the library board to fill the existing vacant position.  We now have to fill Chris’s vacant seat.
MOTION:  George moved and Lynne 2nd to send a letter of recommendation to the City Council to accept Eileen Clark as a library board member.   All approved. Motion passed.
ACTION:  Chris will submit a letter of recommendation from the board to the Council for Eileen Clark to be appointed to the library board. 
Lynne will call Artemis to see if she would be interested in joining the library board.

3.  NEW WORK SCHEDULE FOR KATE AND SYLVIA:
Kate Boesser has accepted a position in the Juneau School District, but would like to retain her staff position at the Gustavus Library.  Kate and Sylvia worked out a schedule for Sylvia to work 30 hours a week in the winter with Kate working 5 hours every other Saturday from Aug. 28th, 2009 - June 15th, 2010.  At that date Kate will begin working 30 hours a week and Sylvia will work 5 hours every other week from June 15 - August 15th, 2010.  They will then switch their schedules again for the winter until Kate returns to Gustavus full time. 
MOTION:  Lynne moved and George 2nd to approve the new work schedule proposed by Kate and Sylvia.   All approved. Motion passed.

4.   PERSONS WISHING TO SPEAK ON NON-AGENDA ITEMS:  None.

5.  JOB ASSIGNMENTS:
LYNNE:  
1.  Lynne will work with Sylvia, with advice from Kaypryce, to compose the NCO’s for submission to the Council.
2.  Lynne will call Artemis to see if she would be interested in joining the library board.

JAENELLE:  Jaenell will set up a meeting with the Principal at Gustavus School to be attended by Jaenell, George and Lynne to discuss future funding for summer reading from Chatham School District.

 GEORGE: George will call a member of the Finance Committee and invite them to the November meeting.

CHRIS: 
1.  Chris will deliver her letter of resignation to City Hall. 
2.  Chris will submit a letter of recommendation from the board to the Council for Eileen Clark to be appointed to the library board.

STAFF and BOARD: 
1.  Board and staff will appoint a sub-committee and seek advice from the Tech committee to review and update the Technology Grant, which is due in 2010.
2.  Library Board members will write a Thank You letter to Chris for her years of service.
3.  Staff will work with Lynne to write up the Quarterly Report to present to the City Council meeting in November.

SYLVIA:  Snow Removal will need to be scheduled for the winter.

6.  AGENDA ITEMS + DATE FOR NEXT MEETING:  
AGENDA for Friday, Nov. 6th, 9:00 AM at the Library

Roll Call:
Approval of Minutes from Oct. 13th 2009 meeting. 
Calendar Review: 

UPDATES (OLD BUSINESS):
1.  Budget Review: 
a)  P&L report and Purchase Order review.   
b)  NCO’s to be submitted to City Council for approval (review):
---Quilt Raffle proceeds $4,604.50:
---Anonymous donation of $800.00
---PLA Grant award of $1500.00
c)  Finance committee member, invited guest: 
---review our budgeting and purchasing procedures,
---seek advice on streamlining current practices,
---seek recommendations for formulating the FY2011 budget.
2.  Summer Reading: 
a)  Future Summer Reading Funding:  Reschedule meeting with Principal?
b)  Discussion to address possible pay inconsistancy for summer reading staff.

 3.  Maintenance in Library:
a)  Interior Lighting:  John Nixon to replace interior lighting in the library.
b)  Boiler Maintenance and Fuel Tank Level:   review of Mark Berry’s is Fall Maintenance and Review on Oct. 19th.   Review of Fuel Tank refill schedule.
c)  Snow Removal:  schedule for parking lot/driveway as well as around the windows, doors and book drop.
d) Other?
4.  Grants:
--PLA (Public Library Assistance) Grant:  check with Sylvia about deadlines
--Technology Grant:  set up a committee to review and work on updates.  Check with Tech committee for advice.
5.  Fundraisers:
a)  Cookbook:  report from Sylvia on sales and upgrades.
b)  Future Fundraisers:  determine amount needed for budget and list ideas for fundraisers
6.  Librarian’s Report:

NEW BUSINESS:
1.   New Board Members:  Welcome Eileen Clark as new board member and follow up search for current vacancy.
 2.  Persons wishing to speak on non-agenda items:
3.  Job Assignments:
4.  Agenda Items + Date for next meeting:
5.  Adjournment

ADJOURNMENT:    10:15 AM, October 13, 2009
MOTION:  George moved and Lynne 2nd to adjourn the meeting.   All approved.  Motion passed.

Respectfully Submitted:

Lynne Jensen
Board Member