Minutes of the James River Valley Library System Special Board Meeting Thursday, February 4, 2016.
Board members present were Charlotte Freeberg, Dale Marks, Sue Anderson, Roger Parsons, and Gary Riffe. Also present were Bill Kennedy of Kennedy Consulting, Library Director Joe Rector, and Assistant Director Jennifer Senger. Board members absent were Darlene Jung and Jim Nyland.
Dale called the meeting to order at 4:30 pm.
Gary motioned to approve the January 14, 2016 minutes as written, seconded by Charlotte. Unanimous aye. Motion passed.
Gary motioned to approve the bills to be paid, and payroll as paid, seconded by Roger. Unanimous aye. Motion passed.
Roger went over the final detail and cost sheet from O.B.S for the new bookmobile. The new bookmobile will be painted blue with chrome accents, it will also not have a winged dash or a chrome sun visor; however, the price will remain the same due to some additional chrome accents. The final cost of the new bookmobile will be $239,502.00 not including a possible 12% FET tax.
Char motioned to approve the final O.B.S proposal for a new bookmobile, seconded by Roger. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
Joe stated that the proposed policy revisions regarding timing of raises, process of sick leave notification, vacation requests, and bereavement/family illness policy clarifications will be brought the next regularly scheduled meeting for their consideration.
Bill stated that we have received 46 gifts from individuals and 10 gifts from businesses thus far for the new bookmobile.
The next regularly scheduled board meeting will be held on Monday, February 22, 2016, at 4:30 pm.
Char motioned to adjourn the meeting, seconded by Gary. Unanimous aye. Motion carried.
Meeting adjourned at 4:45 pm.
Minutes of the James River Valley Library System Board Meeting Monday, February 22, 2016.
Board members present were Charlotte Freeberg, Darlene Jung, Sue Anderson, Roger Parsons and Jim Nyland. Also present was visitor Lynn Krueger, Bill Kennedy of Kennedy Consulting, Director Joe Rector and Assistant Director Jennifer Senger. Dale Marks and Gary Riffe were absent.
Charlotte called the meeting to order at 4:35 pm.
Sue motioned to approve the minutes from the last meeting, seconded by Darlene. Unanimous aye. Motion carried.
OUTGOING BOARD MEMBERS
The terms for board members Charlotte Freeberg, and Gary Riffe are up at the end of February. Joe thanked Charlotte and Gary and all of the board members for their service to the library board.
Joe went over the financial report with the board.
Roger motioned to approve the bills to be paid and payroll as paid, seconded by Jim. Unanimous aye. Motion carried.
FUND BALANCE POLICY
Joe stated that after checking the rates at several banks he wrote a check to Unison Bank for $10,000 for a Certificate of Deposit (CD).
Darlene motioned to accept the 12 month .25% interest CD at Unison Bank, seconded by Jim. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
Joe stated that we need to start drawing out CD’s that are expiring to avoid paying early withdrawal penalties on them later. He stated that funds would go directly into the library’s general checking account to help pay for the new bookmobile.
Joe stated that this will require a board member and himself to go to the bank to sign for the transfer.
Sue motioned to move the CD totaling $26,560 that will be maturing on February, 29, 2016 into the library’s general checking account, seconded by Darlene. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
Roger gave the board an update of how the new bookmobile is coming along. He stated that everything should be in place for O.B.S to continue moving forward with the project.
Joe informed the board that he made the changes that the board requested at a previous meeting to the proposed policy revisions for the following policies: timing of raises, sick leave notification and vacation requests.
Joe also added that the bereavement/family illness policy needed clarification. He stated that under the sick leave policy it states that sick leave may be used for immediate family illness and that immediate family shall include spouse, children, parents, siblings, and grandparents, however, under the section of family and medical leave it states that you can use sick leave as well, but only for a spouse, child, or parent. He asked the board to clarify which is correct. Discussion was held.
Jim motioned to add sibling and grandparent into the family medical leave policy, and to leave the interpretation of the policy up to the director to decide on an individual basis if leave should be granted to an employee who requests leave for the illness of a step parent or an in-law, seconded by Darlene. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
Jim motioned to approve the changes as written for the timing of raises, sick leave notification, and vacation requests, seconded by Sue. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
APPROVAL OF PAYROLL HOURS TO BE PAID
Joe stated that our attorney has suggested that we approve the expenditures before they are paid, however, payroll is paid every two weeks and the board only meets once per month. The attorney suggested that we list the employees and the estimated hours they will work in 2016 and have the payroll hours be approved in advance.
Roger motioned to approve the payroll hours to be paid in 2016, seconded by Jim. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
ELECTION OF SECRETARY AND TREASURER
Joe stated that we need to hold an election to elect a secretary and a treasurer of the board due to the banks requiring that we have those elected officials in order to sign for financial transactions.
The banks would also like a resolution of everyone who may sign financial documents.
Darlene motioned for Jim to be the treasurer, seconded by Sue. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
Jim motioned for Sue to be the secretary, seconded by Roger. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
RESOLUTION OF WHO MAY SIGN FINANCIAL DOCUMENTS
Darlene motioned to make the resolution that the following people may sign financial documents: Sue Anderson, Roger Parsons, Dale Marks, Jim Nyland, Darlene Jung, Joe Rector, and Jennifer Senger, seconded by Roger. Roll call vote showed 5 ayes, 0 nays, 2 absent. Motion carried.
FYI ELECTRICAL WORK & FURNITURE ARRANGEMENT
Joe informed the board that the new lights in the children’s department will be installed this week, and he will be rearranging some of the shelving in the adult library soon.
FYI GRANT PROPOSAL FOR ADJUSTABLE SHELVING
Joe informed the board that he and Bill are working on a grant proposal to the State Library that would ask for funding to make all of the wood shelving in the adult library adjustable. The grant is a 50% cost share.
Bill went over the progress of the capital campaign with the board. He gave the board information regarding the bookmobile campaign. He stated that there are 51 new donors and that we have received approximately $44,000 in donations for the bookmobile thus far.
The next meeting will be held on Monday, March 21, 2016 at 4:30 pm.