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Welcome to theJames River Valley Library System

Minutes of the James River Valley Library System Board Meeting Monday, November 16, 2015.

 

Board members present were Charlotte Freeberg, Sue Anderson, Dale Marks, Roger Parsons, Gary Riffe, Darlene Jung and Jim Nyland. Also present were John Chrastka Executive Director of Every Library based in Chicago, Bill Kennedy of Kennedy Consulting, Library Director Joe Rector, and Assistant Director Jennifer Senger.

 

Dale called the meeting to order at 4:30 pm.

 

MINUTES:

Gary motioned to approve the October board meeting minutes, seconded by Sue. Unanimous aye. Motion carried.

 

FINANCIAL REPORT:

Joe went over the financial report with the board. We have received 97.6% of the expected income for the revised budget. Joe stated that he is confident we will receive the remaining funds that were budgeted for before the end of the year.

 

Joe also explained to the board the reason some of the line items in the budget are overspent; he explained that it is due to unexpected repairs and an increase in purchasing of various materials for both branches. He explained that while some line items are over there are several that are under as well, and the difference will be made up overall.

 

Sue motioned to accept the financial report, seconded by Charlotte. Unanimous aye. Motion carried.

 

INTRODUCTIONS:

The newest board member Darlene Jung was introduced to the board.

 

BILLS:

Charlotte motioned to approve the bills as paid, seconded by Roger. Unanimous aye. Motion carried.

 

BOOKMOBILE SCRAPE:

Due to a minor accident with the bookmobile hitting a building the bookmobile has some minor scrapes along one side. Joe asked the board if they would like us to re-paint it, or leave it since we are working on getting a new bookmobile.

Charlotte motioned to leave the bookmobile scrape as it is and not re-paint it, seconded by Jim. Unanimous aye. Motion carried.

 

HOLIDAY BONUSES:

Joe asked the board to approve a $100.00 holiday bonus to be given to each staff member.

 

Jim motioned to approve the $100.00 bonuses for each staff member, seconded by Gary. Roll call vote showed: 7 ayes, 0 nays, 0 absent. Motion carried.

 

FUND BALANCE POLICY & COPYRIGHT POLICY:

The fund balance policy and the copyright section of the policy manual are currently being reviewed by our attorney.

 

LIBRARY ADVOCACY:

Bill introduced John Chrastka of Every Library to the board.

 

John Chrastka spoke to the board about library advocacy and why it is important during a capital campaign for a new library.

 

Discussion was held about the various ideas that were introduced in regards to what the future is for the library, and what the next step is.

 

Gary Riffe left the meeting at 5:45 pm.

 

John asked the board to decide whether or not they want to partner with Every Library to help with library advocacy for our next Capital Campaign. The board decided to discuss this topic at a future meeting.

 

SPECIAL MEETING

Wednesday, November 18, 2015 at 4:30 pm.

 

NEXT REGULAR MEETING:

Monday, December 21, 2015 at 4:30 pm.

 

Jim motioned to adjourn, seconded by Darlene. Unanimous aye. Motion carried.

 

Meeting Adjourned at 6:00 pm.

 

Respectfully Submitted,

Jennifer Senger

 

 

Minutes of the James River Valley Library System Special Meeting Wednesday, November 18, 2015

 

Board members present were Charlotte Freeberg, Sue Anderson, Dale Marks, Roger Parsons, Gary Riffe, and Jim Nyland. Also present were Bill Kennedy of Kennedy Consulting and Erik Johnson of Erik R. Johnson Law Firm who was present via conference call, Director Joe Rector and Assistant Director Jennifer Senger. Board member Darlene Jung was absent.

 

Dale called the meeting to order at 4:35 pm

 

BOOKMOBILE PROPOSALS

The board reviewed the proposals that were provided by three separate companies for the purchase of a new bookmobile.

The board carefully reviewed each proposal and Roger Parsons who has a background in auto mechanics assisted the board members in understanding what each of the specifications was and why they were important.

 

The board members each completed an evaluation form that rated each company on a scale of 100 points in the following areas:

  • Cost for proposal for completed bookmobile
  • Meeting RFP Specs
  • References of comparable custom bookmobile construction
  • Delivery date of completed vehicle to Jamestown, ND
  • Prompt payment discount offered

According to the scoring evaluation form that each board member completed, the proposal from OBS best matched the RFP (Request for Proposals) and specifications.

 

Roger motioned to accept the proposal from OBS which matches our specifications, seconded by Charlotte. Roll call vote showed: 6 ayes, 0 nays, 1 absent Motion carried.

 

2016 RAISES:

Joe asked the board to approve a 4% raise for all library staff which would begin on January 1, 2016.

 

Discussion was held.

 

Gary motioned to approve a 4% raise for all library staff which will be effective on January 1, 2016, seconded by Sue. Roll call vote showed: 6 ayes, 0 nays, 1 absent. Motion carried.

 

NEXT MEETING

The next board meeting will be on Monday, December 21, 2015 at 4:30pm.

 

Gary motioned to adjourn, seconded by Roger. Unanimous aye. Motion carried.

 

Meeting adjourned.

 

Respectfully Submitted,

Jennifer Senger

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