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2018-03-15 MNUTES Board Meeting Minutes North Jefferson County Public Library District The Clancy Library,Montana City Library and North End Services March 15,2018 Chair Jane Hamman called the regular meeting to order at 5:05 p.m. at the Meeting Room in the Jackson Creek Restaurant in Montana City. In attendance were library board members Beth McNamara,Marty Clark,Lynora Rogstad and Jane Hamman. Also attending were Chief Librarian Carly Delsigne, County Commissioner Bob Mullen, Paul Backlund representing the Jefferson County Museum and Cultural Preservation Board,and Board Clerk Jennifer Davis. Agenda: The agenda as posted and distributed was approved. Minutes:The minutes from the January 11th meeting as distributed prior to the meeting were accepted. Reports: District Library-Carly reported the foods for fines campaign in February yielded 115 pounds of food that was donated to the East Helena Food Share. She also noted the March 8th Dinner/Lecture series with Terri Atwood at the Legal Tender Pub and Bistro benefitting the Clancy Library was successful with a nearly full house.A thank you note was sent to the Legal Tender for hosting this fundraiser. Carly is waiting on receipt of the funds raised. Jane noted these dinner/lecture series will continue monthly with funds going to different charities in the area.Upcoming dates include:April 18th Mike O'Connor will present on the life and times of Thomas Francis Meagher and May 10th Ellen Baumler will present on the Lump Gulch Mining Communities.Additionally,Carly noted tinkerlabs thus far have been successful and two more dates are still upcoming. Both the Clancy and Montana City Libraries have seen an influx of tax preparation needs this year.Not only the libraries'usual role of helping provide paper forms, secure internet access, and computers,but this year also the district's partnership with United Way/HR Block through MyFreeTaxes.com and being a verified site for AARP's tax program. However,the library cannot actually do people's taxes so they've been directing those in need of tax preparation services to Lewis&Clark Library(AARP),to the Helena Community College and Senior Centers. Carly noted both the state and federal government stopped providing paper tax forms this year.The Clancy and Montana City libraries presently do not charge for printing of tax-related items.It was noted this policy should be reviewed at a later date. Painting the Montana City and Clancy Red Drop boxes,juvenile nonfiction section refresh project, and special purchases for the Montana City Library grant paperwork with the Rotary is still underway and has been quite labor intensive.The bids have been received and matching donation forms are completed. Grant will be submitted March 31St,with a response regarding funded amounts in May,and anticipated funding the end of August. Clancy Library building work funded by the anonymous bidder is going ahead smoothly and should be completed by May. In response to our 2018 lease renewal and rent increase letter, super thick foam and plastic was installed by the landlord at the west door of the Montana City Library so it closes tight.The furnace and thermostat were replaced. Noted the Montana City Library is the power for and is heating the basement room below the Montana City Library. Montana City hosted the mystery book club the"Clancy Whodoneits"last month. Jefferson County Museum and Cultural Preservation Board Liaison—Handrails for museum have been delayed due to weather and staffing.Paul is ensuring the new railing will meet ADA and other requirements. Have a contractor picked out for this project. Temporary library substitute willing to help out at the Museum,Pat,has retired and therefore,the museum is looking to hire a substitute. Paul discussed an opportunity to partner with the library to reduce the amount of staffing at the county level. Carly will keep that in mind and offer that option to new substitute library hires. Bob Marks'Land Abstracts/Montana Memory Project created through the efforts of Jane Hamman,the Library District,and the Montana State Library is complete.The historic documents are available online through the Montana Memory Project.The museum plans to link these documents on the patron computer and erect a poster noting their availability. Jamie Guenther sent an email with kudos relating to the work completed including the lobby carpeting, tree limb removal, and Bob Marks'Land Abstract/Montana Memory Project completion. County Commission Liaison-Commissioner Mullen reported the Clancy water&sewer group received funding and Great West Engineering is working on the Preliminary Engineering Report(PER).The Clancy Library will again act as the receiver of the new income survey for grants created by the CWS and Megan Bullock. Safety officer,Carolyn Henry,has retired. Do not have an interim safety officer. Mr. Mullen stated there is an issue with a waste site located on the northern end of the county near Montana City.The county has hired an Engineering Firm to help with those efforts.Mr.Mullen also stated a company has been touring Montana Tunnels this past week. Marty requested the county remove several big snow piles west of the library and near the post office for safety reasons and Commissioner Mullen will talk with the Road Dept. The Friends of the Library Liaison-Jane provided an update on behalf of the Friends of the Library. She stated the Book Cellar had a slow month in February.New president,Concetta Eckel,will need to be added to the contact list. Clerk to update this list prior to the next meeting. Clancy Old Red Schoolhouse Foundation-Jane provide an update on behalf of the Old Red Schoolhouse Foundation. A GoFundMe Campaign for the Helena Community Foundation in coming up in May.Discussed listing the Old Red School House or the Friends of the Library to raise funds for new carpet in the Clancy Community Meeting Room and reinforce a soft spot in the room.Jane to submit one-page application in the next few weeks.Estimated cost of installation and repairs is$4,000.Discussed previous carpet improvements in front entry and library that were installed by Jamie Cyr with the Floor Show.Museum planning to contact Ms. Cyr regarding a quote for their entry/hall.Discussed a shout-out to the Floor Show for their services. The Clancy Old Red Schoolhouse Foundation requested to be on both the March and May library board agendas. Carly—who attended the Foundation meeting in the absence of a library board member—reported that the Foundation plans on applying for an Elkhorn Foundation Grant and would like the library board to sign on as a supporter along with other building stakeholders. The Foundation is also creating a building survey for stakeholders which should be filled out at the May board meeting to shape the planning and visioning for the building. The Library Board agreed that they would support the Elkhorn Foundation Grant Application. Estimated cost for project is$3,533 as of 2016 bid(up 10-15%). By consensus the board decided to participate in this grant. Next Schoolhouse Foundation Meeting is Monday,March 19th at 10 AM. Building Facility&Maintenance(Clancy)-Carly reported issues with the wiring in the staff and non-fiction areas of the library. Chris Bulkley with Bulkley Electric Inc.was onsite to do an estimate and discovered in the staff area that the insulation had been burnt. Currently library staff are not using that light but it will need to be repaired.The Library District has upgraded the lighting/wiring in the meeting room, storage room,remainder of the library,foyer and the bathrooms.Unsure of updates/wiring in museum. Gutter downspouts continue to be problematic due to snowfall amounts this winter and spring melt. Though things are better this year due to Marty's conscientious use of the roof rake. Water has seeped into the basement located near the County Health Department storage area.Discussed crawl space and possible confined space permit needs in the southwest side of the building.Also discussed methods of snow removal and piling of dirt around the foundation to lessen probability of water entering the basement. Lean-to over the west entrance to the library is causing issues with drainage and is recommended by Marty to be replaced or removed. Hatch above this entrance gives access to attic which attracts local teenagers. Discussed issues with plumbing in the women's restroom.A sink and toilet presently out of order. Marty to meet with plumber to discuss repairing facilities. County Health storage in basement and shed was designated for emergency disasters but has not occurred due to lack of funding.Noted no FEMA-related evacuation place located within the north end of Jefferson County. Discussed lack of senior citizen center contracts in the north end of the county. Discussed memorializing upgrades to the building.Marty recalled '90s replacement to the flat roof,drainages near the library and gym. Dead tree limb removal has occurred by John Johnson to the north of the library as planned and supervised by Marty and paid for by Clancy School District. Museum thinks the cottonwoods should be removed entirely. Discussed cutting several of the trees to tabletop height for use as picnic tables and saving/planting replacement trees to provide shade and protection. The draft emergency closure policy will be fmalized at the next meeting after Carly emails Kellie regarding county policy for paid staff vs.unpaid staff in such an event. Budget-Carly presented expense report as of March 15th,2018.All accounts are in good standing. The NJCPLD has lost$4,000 per year in FY 2018 and 2019 per capita state revenue due to State cuts to the State Library budget in coal severance tax and general fund revenue. Community Meeting Room-Meeting room use has doubled the last two months.Turning people away. Revisit policy relating to meeting room. Montana State Library–Carly reported the State Library plans on doing a PR campaign of libraries as essential services in anticipation of the upcoming legislative session. The State Library also plans on creating a foundation to fund State Library Consortium items such as OCLC,My Montana Library to go and the Montana Memory Project. The State Library hired a new lifelong learning librarian,Amelia Kim. New Business Discussed raising the rent for the Museum and the Health Department to reflect covering expenses such as maintenance and janitorial. Carly to submit janitorial and maintenance costs to Lynora for compilation with plowing, utilities,mowing,and other costs as information needed for justification of a requested increase in their 2019 county budgets. 2018 Board Meetinii Dates:Next meeting May 17,2018 in the Clancy Meeting Room at 5:00 PM.Marty to bring treats. Jane adjourned the meeting at 6:51 PM. Respectfully submitted, Jennifer Davis NJCPLD Clerk