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2018-05-17 NORTH END MINUTES Board Meeting Minutes North Jefferson County Public Library District The Clancy Library,Montana City Library and North End Services May 17,2018 Chair Jane Hamman called the regular meeting to order at 5:40 p.m. at the Community Room in the Clancy Library following a 5 p.m. Farewell Community Reception for Trustee Marty Clark and Bonnie Clark. In attendance were library board members Beth McNamara, Marty Clark, Lynora Rogstad and Jane Hamman.Also attending were Chief Librarian Carly Delsigne,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 March 15th meeting as distributed prior to the meeting were accepted. Reports: District Library—Carly reported the Dinner/Lecture series held March 8th at the Legal Tender Pub and Bistro netted $205.Board members present signed a thank you note to be sent to the Legal Tender. The 2018 Summer Reading Program Kickoff Party will be held Tuesday,June 12th from 4:30-6:00 pm at the Montana City Volunteer Fire Station.This years'theme is: Libraries Rock! The kickoff party will have a tour of the fire station,hot dogs,popcorn,lemonade and climbing passes will be awarded.A second program will be held July 17th at 10 am in the northern side yard of the Old Red Schoolhouse.The theme for this program will be Music, Mayhem,and Magic.A magician will perform at this event. MC Pancich was the main organizer of the Kickoff Party, and Kaley Deffinbaugh has been instrumental in the Summer Reading Program. Kassi Schmitz and MC will be presenting the Summer Reading Program at area schools throughout the next few weeks. Circulation and meeting room use statistics are on the rise. County Commission—No report provided.Bob Mullen at a candidate forum in Boulder. Friends of the Library—Carly provided an update on behalf of the Friends of the Library.The Book Cellar will be closed over the summer with a large push to reduce inventory during Clancy Days,June 9th.The Friends are also gearing up for the Summer Reading Kickoff Party the following week.They have also set up an Amazon Smile profile in which 0.5%of eligible purchases are donated to the Friends of the Library. Concetta Eckel is serving as the current president of the Friends. Clancy Old Red Schoolhouse Foundation—Carly and Paul provided an update on behalf of the Old Red Schoolhouse Foundation.The 2018 Community Survey has been released with responses due May 21 st.The Foundation has asked the Board to complete the survey as a whole and submit. Building Facility&Maintenance—Marty and Bonnie Clark will be relocating to Arizona;therefore,the facility and janitorial positions will need to be filled.Bob"Beep"will be taking over the facility mowing and shoveling contract. Cheryl Vukasin and a Helena family business have expressed interest in the janitorial work. The Clancy Old Red Schoolhouse Foundation(CORSH)is submitting a request for gutter replacement funds to the Elkhorn Foundation with the goal of receiving a$800 award.Estimated cost of project is$4,400. Looking for a match from the Museum and Health Department. Budget Update and Action—Carly presented expense report as of May 17th,2018. Lynora reported all accounts are in good standing.We do not anticipate much in rollover monies this fiscal year. June 25th is the last day to submit claims for 2018.Lynora met the deadline for the 2019 budget submission. Lynora moved that she be authorized to work with Bonnie Ramey regarding final expenditures,retention of up to $80,000 for cash flow from July 1 through November month end tax collections,and to make a sweep of any remaining funds into the North Jefferson County Public Library Depreciation Reserve Fund,as authorized by 22-1- 306,MCA. Beth seconded the motion and all approved adoption. Community Meeting Room Update—Meeting room use is significantly up,Beth reported. Hours of utilization still on the rise. Some rotating groups and also new users as well. Montana State Library—Carly reported all library services are going up in cost at least 5%.The state library no longer has the staff time or experienced negotiators to pull together statewide consortium buys of things,thus libraries are not getting deals as good as prior years.The state library had some vacancy savings that were put into the consortium projects to lower prices of My Montana Library to go and OCLC. Carly also reported a continued turnover of positions at the State Library. Coal severance monies being allocated differently this year.The State Library must keep track of funds and wait for monies to accrue prior to spending it. It is anticipated that coal severance checks will not be distributed until April 2019 or later. Jefferson County Museum—Paul reported the museum donated$250 to the Old Red Schoolhouse gutter replacement fund. Museum increased rental amount by$160 and has asked for an additional 2-3%increase to assist with shared facility costs.The museum also provided some one-time janitorial supplies.The museum is moving forward with getting their vestibule carpeted and the handrails installed by July 1st.Jennifer Davis has been asked to provide substitute services to the museum.The museum will be open 4 hours on Sundays through the summer.Have not decided on the hours but are anticipating either 12-4 pm or 1-5 pm. Budget-wise they had some monies left in professional services(bringing in new exhibits)but have changed focus on more local things such as the Elkhorn Cemetery,Judges of the 5th Judicial District, etc. The museum is planning to have Bob Marks speak on the MMP records project accomplished by Jane Hamman and the North Jefferson County Public Library District. Unfinished Business Community Room/GoFundMe Campaign-Received an offer of donation of hardwood flooring from Steve Marks for the Community Room.Raised approximately$847.74 from the GoFundMe Fundraiser on May 3rd and 4th.Bonus gifts from the Helena Area Community Foundation have not yet been included in the total making it$1,097.17. Thanks to Beth and Carly for completing the participation request. Community Foundation is seeking proposals between the meeting and June 24th.Discussed utilizing the report from Great West Engineering, funds raised,and floor donation as the premise for this funding request. Discussed the installation of flooring donated from Steve Marks versus installing carpet.Discussed long-term maintenance of hardwood floor.More information will be obtained. Emergency Closure Policy—Carly inquired with the county to determine if the Library would be able to pay employees lost wages in the event of an emergency closure.According to the county,that is not viable as the Library is subject to the rules and regulations set forth by the county.Beth made a motion to accept the emergency closure plan as outlined. Lynora seconded.All approved,motion carried. Paint MC&Clancy Red Boxes—Carly reported that we are still waiting on the grant.Awards are anticipated May 31 st. If awarded,the grant monies will be available in August. Discussed moving the red boxes in June and paying for the work ahead of time.Motion by Beth that if approval of the grant with the Rotary,we will proceed with the project prior to the reciept of monies,and prior to moving forward with any contractor,we will contact the rotary regarding ensuring their needed level of engagement and involvement with the project. Marty seconded.All approved,motion carried.An email will be sent to board members and the board will act accordingly. Memorializing Updates to the Building—To be discussed at a later date. Electrical ring and Air Conditioner-installation in the library completed. Bulkley Electric donatedthe labor part of the electrical work.A thank you note was sent out to Bulkley Electric. Bathroom/Plumbing—Styles Plumbing came and put new elbows and pee traps in the restroom. Time for repairs was also donated.Marty advised the faucets are getting worn out and may need attention. Standing Water in Jefferson Health Department Storage Area—Mortar and rocks in affected area in need of repair. County Health Department put up plastic sheeting to try to keep water out.Also periodic water in other areas of basement. Clancy Sewer and Water District—The board was asked to support the Clancy Sewer and Water District via signature of a drafted letter of support.Board members expressed concerns and had questions for the Sewer and Water Board. Board members elected to attend the next meeting on May 22nd in lieu of signing the letter of support. New Business Contact list-Contact list has been updated.Another update will be coming. Marty Clark-The Board discussed appointing a replacement for Marty Clark,who has two years left on his term. The incumbent would need to run next year during the election and in 2020 when the term is up. Interested candidates to contact board to receive a description of duties.An email vote would suffice per the bylaws. Community Survey Response-2018 Community Survey responses are due to Jennifer by May 21st.Jennifer will compile responses and submit to the Clancy Old Red Schoolhouse Foundation. Clancy Day and Governors Cup June 9th—Governors Cup some races starting in Jefferson City and Clancy. 2018 Board Meeting Dates-Next meeting July 12,2018 in the Montana City Meeting Room at 5:00 PM. Jane adjourned the meeting at 7:25 PM. Respectfully submitted, Jennifer Davis NJCPLD Clerk