Library Board Minutes, January 5,2010

 Final MINUTES,      LIBRARY BOARD MEETING,

Tuesday, January 5th, 2010, 10:00 AM

Roll Call:   Board members present:  George Jensen, Eileen Clark, Artemis BonaDea and Lynne Jensen.   Absent: Jaenell Manchester

Also present = Staff member Sylvia Martinez and City Council liaison Jim Mackovjak.

Welcome to our new library liaison, Jim Mackovjak!

Persons wishing to speak on non-agenda items:   Wayne Clark reported from the Strategic Planning Committee meeting held yesterday evening that the library’s request for the protective snow shed roof project had been moved from 6th to 4th place on the priority list and that the committee had been impressed with our proposal.

Approval of Minutes:

December 15th, 2009 Board Meeting: 

MOTION:  Artemis moved that the minutes be approved.  Eileen 2nded.  Passed unanimously.

December 29th, 2009 Special CIP Planning Meeting:

MOTION:  Eileen moved that the minutes be approved.  Eileen 2nded.  Passed unanimously.

January 4th, 2010 Special CIP Approval Meeting

MOTION:  Lynne moved that the minutes be approved.  Eileen 2nded.  Passed unanimously.

Calendar Review:

February:  E-rate; Technology Plan; plus Board Report to City Hall on Feb. 11th

March:  Budget and last NCOs due to City by March 4th;  AKLA conference in Anchorage

UPDATES (OLD BUSINESS):

--Budget:

·         Budget Report and Purchase Order review by Sylvia:  The new purchase order process is going well.  The budget was reviewed by Sylvia and Lynne at a December work session in order to write the NCO for revision.  The finalized budget will be ready for the February meeting.

·         NCOs to be presented, approved by library board and forwarded to City Council.

·         MOTION:  Eileen made a motion to approve an amendment to the Library’s 2010 budget, via the NCO process, to reduce the amount of fundraising income expected and to remove money from fundraising and contractual services expenses to equal that reduction.  Artemis 2nded.  Passed unanimously.

·         Subcommittee to be formed to begin work on FY 2011 budget:  Sylvia, Eileen and Lynne will begin writing up the FY2011 budget.

·         CIP (Capital Improvement) review:  The library board met in special session on December 29th and again on Jan. 4th to write and approve a CIP proposal to fund the building of protective snow shed roofs for the east and west sides of the library.  The proposal was submitted to the City by deadline of 4:00 pm on Jan. 4th.

Summer Reading Funding:

1.  Eileen presented news from school principal David McCourtney and Supt. Scott Butterfield that the library should be receiving approx. $4,150.00 for the summer reading program 2010 from the district stimulus money funding. 

2.  Sylvia reported that she will be attending a school staff meeting tomorrow, Jan. 6th, to request $3,000.00 from the Gustavus School Fund to cover the unfulfilled funding from Chatham School District for the 2009 summer reading program.

3.  Sylvia will be making a presentation to the Regional School Board via teleconference to request funding for next year’s summer reading program.  Eileen will also be in attendance.

--Maintenance in Library: 

·         Interior Lighting:  we are still waiting for John Nixon to procure a ladder to change out the high ceiling circulation lights.  Artemis will call John Nixon regarding status of this project

·         Snow removal and safety procedures for book drop/side door: 

For the next major snowfall, Artemis will donate 2 sawhorses, Sylvia will obtain some hazardous tape and Sylvia and Artemis will create signs for the back window over the bookdrop and for the sawhorses.  The book drop will be blocked off from use and the back door will have safety tape crisscrossed over the outside, which will still allow egress from the building in case of emergency.  The snow will need to be shoveled away from the door in order to maintain this exit.  

·         Snowplowing schedule remains a problem for the parking lot.  Artemis will call Joe Lassiter, head of the road committee to ask if the snow plow contractor could plow the library parking lot at the beginning of the day and possibly again at the end of the day.  If needed, Artemis will also speak at a Council meeting about the problem.

·         Carpet tiles:  Sylvia will call Sandi Marchbanks to schedule another try at cleaning the carpet.  If that doesn’t work, she will order the special glue and contract someone to change out the old carpet squared with new ones on hand.

·         Other:  the Septic System evaluation will need to be scheduled for this spring, as well as a water testing.  George will call Mark Berry for recommendations.

--Grants/Plans:

·         PLA grant:  due in March

·         AKLA State Library Conference: Eileen Clark will be in Anchorage during the conference and has expressed an interest in attending.  The library budget has money to pay for her  registration fee and conference meals. 

·         Tech Plan:  Sylvia and Lynne will finish by February for final approval.

--Fundraisers:

·         Bricks:  Artemis has agreed to look at the information we have on the brick fundraising for possible fundraising campaign.

·         Wishing Tree:  Eileen and Artemis will work with Kate and Sylvia on putting up a ôWishing Treeö in the entryway of the library for the month of February, National Book Month.  Hearts with ôwishesö of books or DVDs will be hung from the tree for people to take and donate for the collection. 

NEW BUSINESS:     No new business for this meeting

--Persons wishing to speak on non-agenda items:   None

--Job Assignments

Artemis:  

·         Will check w/Kapryce at City Hall for protocol on city procedures and requirements.

·         Will call John Nixon about the circulation lighting.

·         Will call Joe Lassiter about the snow plowing schedule for library parking lot and/or will speak at a Council meeting regarding the problem.

·         Will donate 2 sawhorses for the blockade to be erected in from of the book drop during snow events.

·         Will help Sylvia make signs for the window and sawhorses for snow events.

·         Will investigate the brick fundraising process for feasibility.

·         Will help with construction of the Wishing Tree for FebruaryÆs National Book Month.

Eileen:

·         Will work with Sylvia and Lynne on the FY2011 budget subcommittee.

·         Will work with Sylvia on funding for summer reading program and attend Regional School Board teleconference meeting.

·         Will work with Artemis on Valentine Wish tree fundraiser

George:

·         Will call Mark Berry about Septic Evaluation and Water Testing

Lynne:

·         Will work with Sylvia on Tech Plan update and mission statement

·         Will work with Sylvia on Budget revisions/NCOs

·         Will work with Sylvia and Eileen on FY2011 budget subcommittee

Syliva:

·         Will obtain safety tape for marking areas off due to snow falling off roof.

·         Will work with Artemis to make signs for safety area around book drop/office door

·         Will work with Lynne on Tech plan update/mission statement and budget/NCO revisions

·         Will work with Lynne and Eileen on FY2011 budget subcommittee.

·         Will attend Gustavus School staff meeting on Jan. 6th re: funding for summer reading (SR).

·         Will attend Regional School Board meeting teleconference re: future funding for SR.

·         Will call Sandi Marchbanks to set up a time to work on carpet cleaning.  If carpet cleaning is not successful, will research and order appropriate non-toxic glue to replace carpet tiles.

Adjournment    :

MOTION:   Eileen moved and Artemis 2nded to adjourn the meeting at 11:45 AM.  Passed unanimously.