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2016-03-21 Board minutes.finalBoard Meeting Minutes North Jefferson County Public Library District The Clancy Library, Montana City Library and North End Services March 21, 2016 Chair Jane Hamman called the regular meeting to order at 5:01 p.m. at the Elkhorn Inn meeting room in Montana City. In attendance were library board members Mari Jean Bellander, Lynora Rogstad, Marty Clark, and Beth McNamara. Also attending were County Commissioner Bob Mullen, Chief Librarian Carly Delsigne, Old Red Schoolhouse Foundation representative Mary Catherine Pancich, and Board Clerk Jamie Guenther. Agenda: Beth moved to set the agenda; Marty seconded, all approved. Motion carried. Minutes: Marty moved to accept the minutes from the January meeting, with minor revisions. Lynora seconded, all approved. Motion carried. Correspondence: None reported. Reports: District Library- Carly reported plans to do a full assessment of both libraries, including stats, comparisons, and possibly focus groups and/or surveys. HR training over the next year will focus on technology, teaching staff how to use ebooks and tablets in order to better assist patrons with their issues. She said that Kaley is back to work for 8 hours a week in Montana City, following maternity leave. Carly is working to hire and train a new aide for Montana City and Clancy, due to the recent resignation of Montana City assistant librarian, Gaylen Grundhoefer. Planning is in progress for the Summer Reading Program, with major changes planned. Carly also presented her highest priority “wish list” for enhancements to both Montana City and Clancy libraries. (More details following. Full report on file.) County Commission Liaison- Commissioner Bob Mullen reported that the Montana City Volunteer Fire Department broke ground on their new building. He also discussed possible avenues for the Jeffco Sheriff’s Department to have a stronger presence in Northern Jefferson County. Other items mentioned by Bob included: the Lewis & Clark Humane Society shelter near Ashgrove; general road maintenance issues; the upcoming election for county attorney; the Clancy Water and Sewer District grant funding difficulties; Golden Sunlight Mine employment and budget implications; and, the Boulder Study Circle Project to reinvent the future of Boulder after the MDC closes. The Friends of the Library Liaison- Mari Jean reported that the Friends’ Book Cellar has added new shelving and their March sales netted $125. They also assisted with revisions to bylaws. They won’t be doing the lunch line during Clancy Days this year. Schoolhouse Foundation- M. C. Pancich reported that work will begin soon on the new windows in the meeting room and bathrooms. The bathroom windows will be frosted, for privacy. The Foundation will cover the full cost of the windows. The final cost was significantly less than the estimate of $4,300. For their next major project, they plan to seek funding to replace the aged steps in the front of the building (to enter the museum). As usual, they will have a table at Clancy Days. Building Facility & Maintenance (Clancy)- Marty reported finding more problems with the old gutters (the portions that haven’t yet been replaced). He said he found water under the crawl space, due to the deteriorated gutters and downspout. He recommends replacing the front gutters over the double doors and the gutters on the back of the building. Marty offered to get bids to present to the board. Carly and Marty said the inspector found a boiler code violation, due to the emergency overflow detector being moved. The issue has been fixed. (There are currently three working boilers in the building.) Budget- Lynora presented the draft budget for 2016/17. (See New Business.) Community Meeting Room- Beth noted that everything is going fine. Montana State Library- Carly reported that the MSL will be limiting its investment in databases, with plans to eliminate the online Ebso Discovery Tool. They plan to focus their lobbying efforts to expand broadband availability across the state and protecting the increase in Direct State Aid. The priority will be to assist libraries with technical issues, such as broadband difficulties. Broad Valleys Federation Liaison- Carly reported that new Lewis and Clark Library librarian, John Finn, will be the new Broad Valleys Coordinator and lobbyist during the coming legislative season. Jane added that the trustee sessions were very informative at the recent Broad Valleys meeting. Unfinished Business Draft Vision statement – Beth presented the draft vision statement to the board for the second time. This draft incorporates suggested revisions from board members. The board then discussed the 5-year Focus Areas. The board will prioritize the top three items. Beth provided a list of items from the planning session and asked board and staff to rank these items, by priority. This form may be sent electronically to the board and staff from Beth or Jamie prior to the next meeting. Memorandum of Agreement with JeffCo- Jane is awaiting a response from the Jefferson County Attorney regarding the MOA. She sent County Attorney Steve Haddon copies of all major board documents for review with examples of the board’s questions, such as who is responsible for minor and major maintenance and capital expenditures for the Old Red Schoolhouse building. She requested his guidance on the matter. Evaluation Forms- During the recent Broad Valley’s meeting, trustees discussed employee evaluations for the Chief Librarian. The recommendation was to complete an annual performance review. Jane downloaded several evaluation forms from the Montana State Library, combined the most relevant portions, and presented a form to the board for possible use. Carly asked Jane if she had conferred with Kellie Doherty, head of Jefferson County HR. Jane said she had not. Carly recommended the library board honor its MOU with Jefferson County, its policies and the decision voted in at the Dec. 2010 meeting by consulting with Kellie on all personnel matters. Jane said she would contact Jefferson County to look into this further. Montana Memories Project Metadata - Jane reported significant progress. Currently, a MSL volunteer is creating the metadata. Once that’s complete and approved, it will be uploaded to the MMP website, along with the document scans. CLANCY LIBRARY: Facility Improvements: -Check Out Counter: Carly plans to redesign the checkout and staff areas to better utilize the space. The “new” checkout counter, donated by the Lewis & Clark Library, will be installed; $1,200 has been dedicated to the refurbishing and installing by the FOL. -Internet Enhancements: Carly said the Clancy Library is having some internet issues. specifically in regards to networking. Unfortunately, this results in very slow internet and there is no wifi due to the lack of a hot spot generator. Carly estimated the increased cost to upgrade both libraries would be $319. However, she only recommended the upgrade for Clancy, which would cost $180 more per year, plus a $99 installation fee. This is all dependent on the hiring of and participation of a Jefferson County Technology position. The board suggested researching potential alternate providers to Charter, which Carly plans to do. - Misc: Carly’s other priorities include having some electrical work done in the staff and nonfiction areas, as well as reorganizing shelving in the second room. There will soon be a new “Open” flag, courtesy of Pat Reddick, a volunteer and substitute. New Flooring – The new flooring has been installed in the Clancy Library and looks great! Carly said the total cost amounted to $9,516, about $736 under budget. The majority of the expense was for purchasing the carpeting, which the Floor Show generously sold to the library “at cost”. She added that the library was only closed for two weeks and was done in a well-organized manner, thanks to many volunteers. The board expresses special thanks to the Friends of the Library volunteers, as well as Lynora and Marty from the board. MONTANA CITY LIBRARY: Facility Improvements: Carly suggested adding shelving and reorganizing the library space to better suit patron use and traffic patterns. The board expressed general approval of the idea and Carly said she would get bids to present to the board in the future if she was using board funds to pay for the improvements. New Business 2016-2017 Draft Budget: Lynora presented the board with the draft budget, adding that it isn’t significantly different from previous budgets. It does reflect a moderate increase in costs, including the possible purchase of a new copier to replace the old one that recently broke down and increased internet costs (see Clancy Library). The board discussion included concerns regarding the Jefferson County budget challenges, due, in part, to decreased revenue from the Golden Sunlight Mine. Fortunately, the NJCPLD tax levy is fixed, which means funding won’t be an issue in the future, regardless of the overall JeffCo budget situation. Policies: Carly suggested the board review current policies and consider a modified Collection Development Policy over the coming year. The policies need to be revised to reflect all of the district changes, including the addition of the Montana City Library. She also presented the board a document—ARM: Public Library Standards, administrative rules for all public libraries to aspire to. Lynora made a motion for Mari Jean and Beth to serve on the Subcommittee on Policies. Marty seconded. All approved, motion carried. The board asked Carly to draft her recommendations for policy changes and send them to the board policy subcommittee. Once both Carly’s and the subcommittee’s recommendations are finalized, they will be presented to the full board for review. The final revised policies will be open to public comment for three board meetings. Meeting Dates: The board decided to change the next two meetings (May & July) because Carly is unable to attend. Beth will send a “doodle” to the board to determine the best dates for those meetings. Warrants were signed. Beth made a motion to adjourn at 6:25 p.m. All approved. Motion carried. Respectfully submitted, Jamie Guenther NJCPLD Board Clerk