Library Board Minutes Feb. 5, 2010

Approved by ________________________________________date________________

GUSTAVUS PUBLIC LIBRARY BOARD MEETING  
FRIDAY, FEB. 5, 2010     10:00 AM

Roll Call: , Artemis BonaDea and Sylvia Martinez.  Eileen Clark, George and Lynne Jensen by teleconference.  Jim Mackovjak, library liaison.   Guest:  Charlie Rice

Persons Wishing to Speak on Non-Agenda Items:  Charlie Rice spoke about three concerns:
1.  Snowshed roof design:  There were original plans for a gable roof over the east side of the library, but not enough money to construct it.  He suggested that we look at those original drawings for an alternative design.  He suggested that the west side could be handled by using knee braces and a 2-3 foot roof extension, as well as using a front end loader to remove excessive snow in a timely manner. 
MOTION:  George moved that the library board ask Charlie Rice to draw up simple plans for snow shed roof extensions for the east and west sides of the library in two phases, exploring costs for building and materials:  Phase I would be for the east side and Phase II would be for the west side.  These plans would be used to explore funding sources and a budget.  These plans would incur no costs to the library from Charlie.  Lynne 2nded.  All approved.  Motion passed. 

ACTION:  Jim Mackovjak will make a resolution at the next council meeting to use local materials in all city projects when possible.  Artemis will attend that meeting.

2.  Deferred Maintenance:  Charlie recommended that the library do the following:
• Pressure wash and paint the building.
• Put metal skirting along the bottom of the East and West walls
• Replace the controls for the HRV (heat recovery ventilators) with manual overrides
• Move the HRV relay shut down switch to where it can be reached
• Set up a fan for the bathroom with a timer switch (need to order).

ACTION:  Sylvia and Artemis will research the needs on this list for resources and costs.

3.  Extension on North side of Library:  Charlie presented the idea of adding an extension on the north side of the library to accommodate a city community building.  He stated that the building could be extended up to 50% on that side.  This would require either a change in the MOU with DNR and Chatham School District OR may be easier for the city to annex the land. 
The City may also choose to upgrade the existing building at Salmon River Park. 
Sylvia:  approves of multi-use of buildings.  Artemis:  How would we allocate the use of this new potential space?

Approval of Minutes from January 5th, 2010 meeting.  
MOTION:  George moved and Artemis 2nded to approve the minutes.  All approved.  Motion passed. 

Calendar Review:  
E-rate:  Sylvia is monitoring the deadlines for paperwork, including the
Technology Plan: Paul Berry is reviewing.  We need to approve the Tech Plan at this meeting.
Budget:  March=Finance Committee review.  April 1st=budget is due at City Hall.
PLA grant:  due April 1st to State.  Approve at March meeting.

OLD BUSINESS:
Summer Reading Funding:    
Eileen and Sylvia attended the Regional School Board meeting via teleconference. 
Eileen attended the local ASC meeting and Sylvia attended a staff meeting.  The summer reading funding was discussed at all of these meetings. 
We have received the $3,000.00 from the Gustavus School Fund.
We have not yet received the $6,000.00 from Chatham School District.
Eileen reported that we CAN use the $6,000.00 over 2 summers if the money is spent in Fiscal year of 2011 (After July 1, 2010 and before June 30th, 2011).

ACTIONS: 
1.  Have Kate write a thank you letter to Chatham (and Gustavus School?).  
2.  Determine how we can pay the summer reading employees:  either via contract or as employees of the city.  Sylvia and Eileen with research this with the City and the Finance Committee.
3.  Follow up on funding from Chatham School District (Sylvia and Eileen).

Maintenance:  
Interior Lighting:  Done by John Nixon (center lights).  The side rooms need to have lights changed out by staff and/or volunteers.

Snow Removal and Safety:  Barricades were in place for the recent snow fall.  Snow was removed by front end loader on west side.  Snow plowing for parking lot will be done early in the morning instead of at end of day. 

Carpet tiles:  Sandy Marchbanks will be asked to try to clean them again. 
ACTION:  Sylvia will offer to pay her for her supplies. 

Septic evaluation:  Ponch will check the septic in the spring.  If we need to have it pumped out, it will need to be done before June 30th. 
ACTION:  George and Artemis will work on this with Ponch.  Sylvia will put on the calendar to contact Ponch in the spring for checkup. 

Water Testing:   We need to find out what rules apply to our building and then have our water tested. 
ACTION:  Artemis will call the DEC water quality department to determine qualifications and procedures. 

Grants/Plans: 
Technology Plan:  Sylvia and Lynne drafted the technology plan and budget. 
MOTION:  George moved and Artemis 2nded that the Technology Plan be approved.  All approved.  Motion Passed.

AkLA State Library Conference:  Travel grant approved.  Eileen and Artemis and  Sylvia will be attending the AkLA conference in March.
PLA (Pacific Library Assoc.) Conference:  Sylvia will be attending in March.

Fundraisers and Programs: 
Wishing Tree/National Book Month:  the tree is in place with bookmarks noting needed items. 
Publicity needed for this-- Poster at Post Office and at the library.  Put an article in the Capital City Weekly. 

Bricks:  Reply to the woman who requested a brick as a memorial for her grandson.   Send her a form and tell her that we will bill her in July in the next fiscal year for her brick.  We will begin a new brick fundraiser this summer. 

NEW BUSINESS:
Quarterly report due to City on Feb. 4th:  Sylvia will present.
Book donation request:  Fran from Kodiak would like to donate several boxes of books from her collection to our library.  She plans to move here in the next year. 

ACTION:  We need to:  
• devise a PLAN for accepting donations and for fundraising;
• educate the public about what is covered by volunteers and donations;
• find if we have an Acquisition Policy -- update or write a new one. 

JOB ASSIGNMENTS:
ACTION:  Jim Mackovjak will make a resolution at the next council meeting to use local materials in all city projects when possible.  Artemis will attend that meeting.
ACTION:  Sylvia and Artemis will research the needs on the deferred maintenance list for resources and costs.
ACTIONS for SUMMER READING FUNDING: 
1.  Kate will write a thank you letter to Chatham (and Gustavus School?).  
2.  Sylvia and Eileen with research how we can pay the summer reading employees:  either via contract or as employees of the city. 
3.  Sylvia and Eileen will follow up on getting $6,000.00 from Chatham School District.
ACTION:  Sylvia will offer to pay Sandi Marchbanks her for her carpet cleaning supplies.  
ACTION:  George and Artemis will work with Ponch on Septic Evaluation in May.  Sylvia will put on the calendar to contact Ponch in the spring for checkup. 
ACTION:  Artemis will call the DEC water quality department to determine qualifications and procedures for testing the library’s water. 
Wishing Tree/National Book Month:   Advertise with a poster at Post Office and at the library.  Put an article in the Capital City Weekly.  
Bricks:  Reply to the woman who requested a brick as a memorial for her grandson.   Send her a form and tell her that we will bill her in July in the next fiscal year for her brick.  We will begin a new brick fundraiser this summer.  (Sylvia and Artemis)
ACTION:  
• devise a PLAN for accepting donations and for fundraising;
• educate the public about what is covered by volunteers and donations;
• find if we have an Acquisition Policy -- update or write a new one. 

Adjournment:  12:20 pm.  MOTION:  George moved and Artemis 2nded to adjourn.  All approved.  Motion passed. 

Agenda and date for next meeting:  Next meeting March 16th unless we need to vote on NCO’s for March Council meeting -- we will then meet on March 1st.
Agenda for next meeting:
Roll Call:
Persons wishing to speak on non-agenda items:
Approval of Minutes (Motion to approve and 2nd):
Calendar Review:
OLD BUSINESS:
Finances:  Budget, NCO’s, Purchase Order Review
Summer Reading Funding and Employee Payment method
Maintenance:  Carpet Tiles, Septic, Water Testing, Other
Grants/Plans: 
Fundraisers/Programs:  Wishing Tree, Bricks, Other
NEW BUSINESS:
Persons wishing to speak on non-agenda items
Job Assignments
Agenda and date for next meeting
Adjournment:   time_______ , Motion to approve and 2nd.