Minutes of the James River Valley Library System Board of Directors Monday, April, 18, 2016, 4:30pm.
Board members present were Jay Nitschke, Dar Jung, Dale Marks, Roger Parsons, and Sue Anderson. Also present was Bill Kennedy of Kennedy Consulting, Library Director Joe Rector, and Assistant Director Jennifer Senger. Board members Lynn Krueger and Jim Nyland were absent.
Dale called the meeting to order at 4:30 pm.
Dar motioned to approve the minutes as written, seconded by Sue. Unanimous Aye. Motion passed.
Joe went over the financial report. He stated that to date the library has received 80.7% of the income budgeted for the year.
Roger motioned to approve the bills to be paid, and payroll as paid, seconded by Sue. Unanimous Aye. Motion passed.
ISSUING CHECKS FOR BILLS:
Joe stated that we are having an issue paying two bills on time due to the bills needing to be approved by the board prior to paying them. The two bills are from FCCU and Pitney Bowes. He asked the board to approve a specific amount that he could pay for the year on those accounts so that we can write checks for those accounts as needed. He asked the board for $10,000 per account.
Dar motioned to pre approve the use of the Pitney Bowes and FCCU accounts up to $10,000 for each account for 2016, seconded by Sue. Roll call vote showed: 5 ayes, 0 Nays, 2 absent. Motion passed.
AUTHORIZATION TO MOVE CD’S (CERTIFICATE OF DEPOSIT)
Joe asked the board for approval to place two CD’s which are expiring on May 3, 2016 into the library’s general checking account to be used for the purchase of the new bookmobile.
Sue motioned to authorize the transfer of CD numbers 64123, and 64124 to the library’s general checking account for use with the new bookmobile, seconded by Dar. Roll call vote showed: 5 ayes, 0 nays, 2 absent. Motion passed.
The Seed Library and the booth at the Home and Garden Show were very successful.
NEW BOOKMOBILE UPDATE:
Roger stated that the new bookmobile should be delivered to O.B.S in May so they can begin the interior work. He also informed the board that any warranty work that would need to be done on the new bookmobile will be covered by Buffalo City Diesel.
Joe stated that he is working on the interior of the bookmobile and the outside wrap with staff. Joe and the bookmobile staff went to Edgeley to get ideas for the interior.
SIGNING FINANCIAL DOCUMENTS:
Dar motioned to add Jay Nitschke as an authorized signer for all financial documents for the library, seconded by Roger. Roll call vote showed: 5 ayes, 0 nays, 2 absent. Motion passed.
Joe informed the board that we are adding dimmer switches in the plan for new lights in the meeting room at ADPL. The extra cost will be $421.10. The reason for doing this is so the lighting can be flexible for the various uses of the room.
Joe also gave the board an updated bid for the lights in the back room in the adult library at ADPL. The pricing is the same as before, but the type of light fixture is different.
Joe explained that S&S Cabinets has given us a proposal of $40, 607.79 to replace all of the shelving in the children’s department. Joe stated that he would like to do the project a piece at a time instead of doing it all at once. He asked the board for approval to replace the perimeter shelving in the children’s department at an estimated cost of $12,000.
Joe explained that we did ask for a grant for the children’s shelving, but unfortunately we did not get the grant.
Dar motioned to approve the replacement of the perimeter shelving in the children’s department as per the proposal from S&S Cabinets, seconded by Sue. Roll call vote showed: 5 ayes, 0 nays, 2 absent. Motion passed.
It was also discussed that Bill will work with Jay to find volunteers to help move the old shelving instead of paying S&S to do it for us.
INTERIOR DESIGN PROJECT:
Joe informed the board that the interior project is still being worked on; however, we are not sure if all of the work will be done this year, or if it will continue into next year.
Joe submitted a contract renewal proposal from Dardis Reality. Joe stated that the contract is the same as before.
Sue motioned to accept the contract form Dardis Reality, seconded by Jay. Roll call vote showed: 5 ayes, 0 nays, 2 absent. Motion passed.
CONTRACTING FOR BUDGET PREPARATION & LIBRARY ADVANCEMENT:
Joe stated that we need to present our budget more professionally to the County than we have in the past, so he will be working with Schauer & Associates to accomplish this.
He also stated that once we decide what we are going to do in regards to a new library that he would like to contract with somebody that can help us get our financial numbers in order. That way we can provide the public with a detailed list of all the costs involved in the project.
Bill stated that to date we have raised $51,982 including the $35,000 grant from USDA toward the purchase of the new bookmobile.
RENEWAL OF BILL KENNEDY’S CONTRACT:
Joe gave the board a contract renewal proposal from Bill Kennedy of Kennedy Consulting. Joe stated that there are no changes to the contract from the previous year.
Sue motioned to approve the renewal of the same contract as the previous year, seconded by Dar. Roll call vote showed: 5 ayes, 0 nays, 2 absent. Motion passed.
The next meeting will be Monday, May 16, 2016 at 4:30 pm.
Meeting adjourned at 5:25 pm.