Library Board Minutes December 15, 2009

 December 15th Board Meeting   9:00 am @ the library

Roll Call: 
Board Members:  George Jensen, Lynne Jensen, Eileen Clark, Artemis BonaDea. (Absent:  Jaenell Manchester)
Staff:  Sylvia Martinez

Minutes from Oct. 13th 2009 meeting were read by Sylvia. 

MOTION:  Eileen moved that the October 2009 minutes be approved as read.  Lynne 2nded.  All approved, motion passed. 

Calendar Review: 

UPDATES (OLD BUSINESS):
1.  Budget Review: 
• Budget:  the library board will need to approve upcoming NCO’s at the January 2010 meeting in order to amend/correct the current budget. 

• Purchase Orders:  the City has allowed Sylvia to do purchase orders “in house” for all purchases that do not involve credit card charges. 

     b)  NCO’s:  the following NCO budget changes passed at the Dec. 10th City Council meeting.
---Quilt Raffle proceeds $4,604.50, moved from fundraising to gambling.
---Anonymous donation of $800.00 moved from fundraising to donations
---PLA Grant award of $1500.00 added to grants

     c)  Finance committee member attendance at Nov. 6th meeting: 
Paul Berry and Jim Martell attended the library board meeting on Nov. 6th.  We did not have a quorum, but Jim and Paul discussed budgeting procedures with those present and informed us that purchase orders for library materials may now be issued by Sylvia, except for credit card purchases.

2.  Summer Reading Funding: 
a)  We need to revisit the pay method for summer reading employees for the future -- contract vs. employee status. 

b)  Funding from Chatham School District/Gustavus School for summer reading:
We need try to secure funding for the 2010 summer reading program from Chatham. 

MOTION:  Eileen moved that the Library board and staff produce a report outlining the uncharged services provided to the school by the public library, and that this report be distributed to the Advisory School Council (ASC), the principal of the Gustavus School, the Regional School Board, the Gustavus City Council, the Gustavus School staff and be posted on local bulletin boards.
Artemis 2nded.  All approved, motion passed.  

4.  Maintenance in Library:
a)  Interior Lighting:  John Nixon is looking for a tall ladder to change out the halogen lights.
b)  Boiler Maintenance and Fuel Tank Gauge:   Done by Mark Berry and Sylvia
c)  Snow Removal:  Sylvia got a bid of $65.00/hour for snow removal from around the West side of the building under the window.  We have $1,000.00 budgeted, which should be enough.
d) Other:  Carpet tiles need to be cleaned or replaced in reading room under windows.  Sandi Marchbanks is working on cleaning them, but if not successful, they will need to be replaced.  We have extra tiles but need to acquire special glue compatible with in-floor heating (ask Charlie Rice)

5.  Grants:
--PLA (Public Library Assistance) Grant: we get $6-7,000.00/annually from the State of AK, $3500.00 of which must go for library materials.  Due in 2010.
--Technology Plan:  the initial paperwork for this has been filed, but the updated Tech Plan must be submitted by Feb. 2010. 

6.  Fundraisers:
a)  Cookbook:  sales and updates are ongoing.
b)  Bricks:   Ask Carolyn Elder if she would coordinate the next order.
c)  Future Fundraisers:  determine amount needed for budget and a list of ideas for fundraisers.  Board members expressed a preference to provide more programs and fundraisers at the library and to move away from large food oriented fundraisers with unpredictable success.

NEW BUSINESS:
1.   Welcome New Board Members:   Eileen Clark and Artemis BonaDea

2.  CIP Grant:  Deadline for requests to City = 4PM Monday,January 4th, 2010.
      Ideas suggested for CIP requests:
• Snow shed roof on West side of library with clear panels to allow light into building and with a cement pad to facilitate easier shoveling of snow. 
• Power and data ports along west wall of reading room and also along south wall of solar entryway.
• Educational reading:  update Juvenile Fiction and Nonfiction collection in order to better support the school and homeschool students.
• Repair the outside siding at the base of the library outer walls.
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3.  Persons wishing to speak on non-agenda items:
No one wished to speak, but Artemis proposed that in the future we provide this opportunity at the beginning and at the end of our meetings.

4.  Job Assignments:
Sylvia:  will prepare NCO’s for approval at January library board meeting.
Sylvia and Lynne:  will review budget and will also finalize the Tech Plan for library board and city council approval.
Eileen, Sylvia and Lynne:  will produce a document of uncharged services the library provides to the school.
Sylvia and Gus:  will present request for Summer Reading funding at January ‘10 Regional School Board meeting. 
Eileen:  will present the Summer Reading list of services and request for funding at the January ‘10 ASC meeting, and will also be in attendance at the Regional School Board meeting.
Eileen and Lynne:  will ask the Mayor and/or the Finance Committee to clarify the differences between a contract and a city employee, and determine which one the City would recommend for summer reading hires.
Lynne:  will ask Carolyn Elder if she would coordinate the next brick order.
Eileen and Artemis:  will come up with some ideas for programs and fundraisers.

5.  Agenda Items + Date for next meeting:   Date for next meeting:  Tuesday, Jan. 5th, 9:00 am
Suggested Agenda Items:
Roll Call:
Persons wishing to speak on non-agenda items:
Approval of Minutes:
Calendar Review:
Updates (old business):
--Librarian’s Report
--Budget:
 Budget Report and Purchase Order review by Sylvia
 NCO’s to be presented and approved by library board and forwarded to City Council
 Subcommittee to be formed to begin work on FY 2011 budget
 CIP (Capital Improvement) review
--Summer Reading Funding:
--Maintenance in Library: 
 Interior Lighting
 Snow removal and safety procedures for book drop/side door.
 Carpet tiles
 Other?
--Grants/Plans:
 PLA grant:
 Tech Plan:
 Other?
--Fundraisers:
New Business:
--Persons wishing to speak on non-agenda items:
--Job Assignments
Adjournment 

6.  Adjournment:
Eileen moved that the meeting be adjourned.  Artemis 2nded.  All approved, motion passed.
Meeting adjourned at 11:00 am.

Respectfully submitted:
Lynne Jensen