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Minutes of the James River Valley Library System Board of Directors

Regular Meeting

Monday, October 21, 2019

 

Board members present were Lynn Krueger, Jay Nitschke, Carolgene Wolf, and Ilana Xinos. Absent were Roger Parsons, Ramone Gumke, and Char Freeberg. Also present was Library Director Joe Rector.

 

Lynn called the meeting to order at 4:05 pm.

 

MINUTES:

Carolgene motioned to approve the September 16 minutes as written, seconded by Jay. Unanimous aye. Motion carried.

 

FINANCIAL REPORT:

Joe reported on the library finances. The library has received 94.6% of its budget so far this year.

 

BILLS TO BE PAID AND PAYROLL AS PAID:

Ilana motioned to approve the bills to be paid and the payroll as paid, seconded by Jay. Unanimous aye. Motion carried.

 

CENTENNIAL INITIATIVE CHECK:

Ilana motioned to approve a check to the Centennial Initiative account for $600 to keep the minimum balance in the account, seconded by Carolgene. Roll call vote showed: 4 ayes, 0 nays, 3 absent. Motion carried.

 

REVISED BUDGET:

Joe presented a revised budget for 2019 & 2020, amending line items currently in need of additional funding. The new budgets show projected savings under the fund balance policy of $68,000 this year and $50,000 next year. This year’s projected savings for 2019 would break down as follows: $35,000 for general needs, $23,000 for SCL upgrades, and $10,000 for a new bookmobile. Savings will be set aside in the form of CDs pending board approval.

 

STRATEGIC PLAN:

The Strategic Plan draft was discussed, along with revisions suggested by Joe. Ilana motioned to approve the Strategic Plan with Joe’s revisions, except that the feasibility study listed as part of Goal 6 should remain part of the plan, seconded by Jay. Roll call vote showed: 4 ayes, 0 nays, 3 absent. Motion carried.

 

AD HOC REPRESENTATIVE TO FRIENDS OF THE JRVLS:

The Strategic Plan calls for a library board member to serve as a liaison to the Friends of the JRVLS, and for the Friends to appoint their own liaison to the library board. The board tabled this item for further consideration, but suggested that the responsibility could rotate among library board members.

 

SALARIED POSITION UPDATES:

Joe promoted Jill Pfaff to assistant director on September 27, offering her a salary of $40,000 per year. (At the August 24 meeting, the board set the salary range for the assistant director position as $40,000 - $49,000 depending on experience and qualifications.) Joe requested that the board affirm Jill’s salary at $40,000 per year, effective September 30.

 

Ilana motioned to approve Jill Pfaff’s salary at $40,000 per year, effective September 30, seconded by Jay. Roll call vote showed: 4 ayes, 0 nays, 3 absent. Motion carried.

 

Joe informed the board that the search for a children’s librarian is ongoing.

 

POLICY CHANGES:

Joe presented updated job descriptions and an updated organizational chart for the Personnel Policy (part of Strategic Plan). As part of the updated job description for Library Director, Joe pointed out that his title is actually Executive Director of Library Services as spelled out in the 2009 Memorandum of Agreement between the City of Jamestown & Stutsman County (see also the bylaws of the library board). Thus, Joe has used the title Executive Director for his job description. Joe also requested that the Administrative Team be renamed Leadership Team in the job descriptions and throughout the Personnel Policy.

Ilana motioned to approve all requested policy changes, seconded by Carolgene. Roll call vote showed: 4 ayes, 0 nays, 3 absent. Motion carried.

 

RAISES:

Joe requested a $1.00/hour raise for Nichole Greshik, the new Stutsman County Library Branch Manager (promoted from Bookmobile). Jay motioned to give Nichole Greshik a raise of $1.00/hour, seconded by Ilana. Roll call vote showed: 4 ayes, 0 nays, 3 absent. Motion carried.

 

Joe requested a $1.00/hour raise for Laurel Pfau, who has been promoted to Teen Librarian in addition to her other responsibilities. Jay motioned to give Laurel Pfau a raise of $1.00/hour, seconded by Ilana. Roll call vote showed: 4 ayes, 0 nays, 3 absent. Motion carried.

 

Ilana left the meeting at 5:15 pm.

 

REPORT OF THE LIBRARIAN:

Joe reviewed the following items in his report:

  • library usage statistics for September
  • the library is looking to hire two bookmobile drivers
  • Joe will take a Dale Carnegie leadership class in Fargo, 8 am – 5 pm, November 8, 15, & 22 (Lynn stated that the library should pay for a hotel room for Joe since he has to be in Fargo at 8 am, and the board gave consensus approval)
  • LeAnn Fuchs will discuss best practices for board review of financial documents at the next board meeting (part of Strategic Plan)
  • Laurel Pfau did not present information about the new video game collection due to recovering from illness.
  •  

NEXT BOARD MEETING:

Next regular board meeting is Monday, November 18, 2019, 4:00 pm, ADPL.

 

ADJOURNMENT:

Lynn adjourned the meeting at 5:25 pm.

 

Respectfully submitted,

Joseph Rector

 

 

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