Library Board Minutes June 1, 2009

 
Approved ______________________________Date________

LIBRARY BOARD MEETING
MONDAY, JUNE 1ST, 2009, 9:30 AM
GUSTAVUS PUBLIC LIBRARY
Attendance: 
• Board Members:  Chris Spute, George Jensen, Lynne Jensen
• Staff:  Sylvia Martinez and Kate Boesser
• Guests: Sandi Marchbanks, Council Liaison and Rita Wilson, volunteer

Approval of Minutes from May meetings and minutes from 2 previous meetings:
MOTIONS:
May 8th  minutes were read: George Jensen, moved to approve the minutes of  May 8th board meeting.  Lynne 2nded the motion.  All approved.

April 6th minutes were read:  George moved to approve the minutes of the April 6th board meeting, Chris 2nded.   All approved.

April 10th special session minutes were read:   Lynne moved to approve the minutes of the April 10th special session. George 2nded.   All approved.

UPDATES:
1.    Calendar Review:
• Quarterly Report due on June 11th. Kate and Sylvia are working on it.
• Summer Reading Report and PLA grant report due in August.

2.  Librarian’s Report
• Sylvia submitted and read what’s New at the Library in Juneau.  
• Kate submitted a Library News what’s Happening at the Library printed report.

3 Budget Review
Profit and Loss (P & L) statement:  Sylvia related that we are waiting for Kapryce to finish posting the latest purchase orders so that we can determine how much money is left in each line item.  Sylvia submitted several purchase orders by the deadline day of Friday, May 29th.

Sandi Marchbanks stated that the Finance Committee would like to meet with the various committees on a quarterly basis to discuss and review budgets.  Sandi suggested that the library board should initiate an invitation to one of the Finance Committee members (Bruce, Becky or Jim Martell) to attend a library board meeting on each month the library’s quarterly report is due.   Our next quarterly report after this June one is October.
ACTION ITEM:  The Library Board will invite a finance committee member to our October meeting. 

Purchase order status and review of the P.O. process. 
Discussion about the ongoing problem of library purchase orders not getting filled in a timely manner.   Sylvia suggested that possibly two library board members could sign off on the purchase orders and then those orders could be filled in a timely manner directly by library staff.  A monthly report of purchases could then be submitted to Kapryce for her to update the P&L statements and help track the library’s line item spending.
ACTION ITEM:  Sandi will talk with the council members about the problems of timely filling of purchase orders and mention our suggested solution.

4.  E-rate:   
The State Library E-rate Coordinator has sent verification that our e-rate was approved to be increased from 80% funding to 90%.
ACTION ITEM:  Kapryce needs to certify this document which increases the e-rate funds from 80% to 90%. 

5.  $1800.00 for key board trays and privacy screen:   
These items were ordered and have all arrived.  Sylvia feels that the one sample privacy screen ordered works beautifully.
The keyboard trays need to be installed.
ACTION ITEMS: 
a)  More privacy screens will be ordered after the fiscal year to cover the rest of the monitors.
b)  George Jensen will install the keyboard trays.

6.  Maintenance in Library:
a)Installation of new lights:  John Nixon has not returned calls to install the lights at the library.  This needs to be done before the end of the fiscal year to fulfill our budgeted line items.
ACTION ITEM:  Sylvia will call John again and remind him of the fiscal year deadline.

b)Roof design and engineer’s report:  Summary of progress to this date on the project. 

• T.J. Lazar has submitted an invoice for $450.00 to produce drawings of the project for city approval.
 
• Bids were solicited from 2 engineering firms for the engineering of the project.   Chris Gianotti, PND Engineering Firm in Juneau, submitted a bid for a not to exceed cost of $2240.00.  We are waiting for a bid from another engineering firm, North Star Design Build, Jodie Pessolano, for her not to exceed proposal.  She is to have that proposal to the library by Thursday morning of this week.
 
• Copies of the architectural drawings, which were located at the architects, Mitch Ritter, will be sent to Copy Works for full size duplicating so that the library will have their own copy of the drawings.  A half size copy will also be requested for dispersal to future contractors for library building projects.   Sylvia has submitted a P.O. request to Kapryce for T.J.’s invoice as well as a P.O. request for Copy Works to do the photocopying.
 
• Sandi Marchbanks recommended that a Library Board member needs to go to the next city council work session to present the work done to date on this project, including T. J’s bid, the engineering bids, etc.  The project would then go to the City and the library would be out of this responsibility. 

MOTION:  George moved that the board send a library board member to the City Council work session on Thursday, June 4th, to present the information on the roof add-on project.  Chris 2nded.  Roll Call:  All approved.

ACTION ITEM:  George Jensen will attend the city council work session on June 4th to present the roof add-on project information.

8.    Summer Reading Start up: 
Wednesday, June 3rd.  Eileen Clark and Heather Sellards are doing a fantastic job of coordinating the program!  

9.  Fundraisers
a) Cookbooks:  Sylvia sold several at the Farmer’s Market this past weekend and will continue to sell cookbooks and the quilt raffle tickets at future markets this summer!

b) Quilt and raffle tickets needed:  Sylvia has submitted a purchase order request for printing of the raffle tickets.  After they arrive, the library board and staff will need to take charge of distributing and selling the tickets. 
ACTION ITEMS: 
i)  Chris Spute will collect tickets & money from businesses around town throughout the summer.
ii)  Sylvia is waiting for purchase order number in order to have the tickets printed.
iii)  Board members and staff will distribute and sell tickets for the quilt, print photos of the quilt for display around town, and help with displaying the quilt in various locations around town.

NEW BUSINESS:

1.Persons wishing to speak on non-agenda items: 
Rita Wilson asked about the necessity of staying open until 4:30 pm each day now that school is out.   The staff relayed to her that with summer usage on the increase we are having lots of people stay until closing hours. 

2.  Board Resignation: 
Anne Gibson’s resignation letter from the library board was read aloud.
MOTION:  George moved that the board regretfully accept Anne’s letter of resignation.  2nded by Chris.   All approved.  

ACTION ITEM:  The board needs to recruit several possible candidates so there will be a slate to choose from and so that there are interested persons ready for any future vacancies.

3. Calendar update and job assignments:
a)  The Library Board will invite a finance committee member to our October meeting. 
b)  Sandi will talk with the council members about the problems of timely filling of purchase orders and mention our suggested solution.
c)  Kapryce needs to certify the document which increases the e-rate funds from 80% to 90%. 
d)
 --Sylvia will order more privacy screens after the fiscal year to cover the rest of the computer monitors.
--George Jensen will install the keyboard trays.
e)  Sylvia will call John Nixon again and remind him of the fiscal year deadline for installing lights.  She will also install the florescent lights in the lower ceiling fixtures. 
f)  George Jensen will attend the city council work session on June 4th to present the roof add-on project information.
g)  RE: Quilt Raffle
--Chris Spute will collect tickets & money from businesses around town throughout the summer.
--Sylvia is waiting for purchase order number in order to have the tickets printed.
--Board members and staff will distribute and sell tickets for the quilt, print photos of the quilt for display around town, and help with displaying the quilt in various locations around town.
ACTION ITEM:  RE:  Board Vacancy.  The board needs to recruit several possible candidates so there will be a slate to choose from and so that there are interested persons ready for any future vacancies.

4.  Summary of Motions made at this meeting:
MOTIONS:
May 8th  minutes were read: George Jensen, moved to approve the minutes of  May 8th board meeting.  Lynne 2nded the motion.  All approved.

April 6th minutes were read:  George moved to approve the minutes of the April 6th board meeting, Chris 2nded.   All approved.

April 10th special session minutes were read:   Lynne moved to approve the minutes of the April 10th special session. George 2nded.   All approved.

MOTION:  George moved that the board send a library board member to the City Council work session on Thursday, June 4th, to present the information on the roof add-on project.  Chris 2nded.  Roll Call:  All approved.

MOTION:  George moved that the board regretfully accept Anne’s letter of resignation.  2nded by Chris.   All approved.

5. Agenda items for the next meeting and meeting date:  Monday, August 3rd, 9:30amá
Roll Call:   Board Members,  Staff,  Guests
Approval of Minutes:       Motion to approve.
1.   Calendar Review:
Summer Reading Report and PLA grant report due in August.
2. Librarian’s Report
3Budget Review:
a)Profit and Loss review
b)Update of the Purchase Order process with the city.
4.  Grants:    (due in August)
a)PLA
b)Summer Reading
5.  Maintenance:
a)  Lights (John Nixon and Sylvia)
b)  Roofing add-on project (City Council)
c) Keyboard tray installation (George Jensen)
6.  Fundraisers: 
a)  Quilt Raffle
b)  Cookbook Sales
7.  Board Vacancy recruitment:

NEW BUSINESS:
1. Persons wishing to speak on non-agenda items
2.. Calendar update and job assignments
3.  Summary of Motions made at this meeting:
4. Agenda items for the next meeting and meeting date: