April Board Minutes

 

Gunnison County Library Board Meeting

April 16, 2009-3:30 p.m.

County Commissioner’s Meeting Room

 

Board Members Present: Bruce Bartleson, Jim Barron, Vicki Spencer, Kevin McGruther, and Marj O’Reilly

Board Member Absent: Pat Lazerus

Library Director: Larry Meredith

Guests Present: Donna Ford, Jane Thomas, Brooke Murphy

Pres. Bruce Bartleson called the meeting to order at 3:30 p.m.

Approval of Agenda:  After some discussion it was decided to leave agenda as is.

Approval of Minutes: Vicki Spencer made a motion to delete the numbers $1,45,12.35 and replace it with in lieu of approximately one million dollars. Jim Barron seconded the motion. It passed unanimously.

Literacy Report:  Larry reported for Paul that the literacy program is having its largest enrollment ever with fifty-two students.  They meet twice a week.

Friends of the Library:  Brooke Murphy from CB FOL reported that they continue to get new members on board and they are going to began researching new library programs in order to encourage more people to come into the library.

Financial Report:  Vicki reviewed the new accounting format.  It met with everyone’s approval.   She made a motion that we institute a check writing policy that the person who signs on behalf of the payer cannot be the payee.  Marj seconded the motion. No one opposed the motion, so it passed unanimously.

Donna Ford explained that we have received a sizable amount of property tax money from the county and in June we will receive even a larger sum of money.  Questions were asked about the

’07 and’08 grants from CB.  Marj will get copies of the grants to Donna.  Larry will check to see how much money is left from the ’07 grant.

Larry asked for board approval of 3 checks:  (1) one to the County for $47,504.29 to cover payroll and other services from Feb.  Vicki made a motion that we approve that Larry writes this check to the county.  Kevin seconded the motion.  The motion passed unanimously. (2) A check to Marmot for $1,231.70 for another session. Vicki made a motion that Larry pay Marmot for this session with the understanding that the board review the use of the additional session at the end of the year.  Jim seconded the motion.  Motion passed unanimously. (3) Cliggett and Associates presented a bill for $1,700.  After some discussion, Vicki moved that the board authorize payment to Cliggett and Assoc for this amount upon the satisfactory explanation of billable hours upon the approval of the finance committee.  Marj seconded the motion. No one opposed the motion so it passed unanimously.

 

 

 

 

Survey Report:  Of the 3000 surveys mailed, 706 have been returned with a good representation from all towns in Gunnison County.  Board members are invited to join Larry on 4/29 at 8:00 a.m. at Hurst Hall at Western to get the final analysis.

Mountain States Employers Council, Inc:  Larry explained that the purpose of this council is to provide advice regarding HR issues.  After discussion, it was decided that before we pay for the program which is $1100 per year, Larry continue to do more research concerning our questions and report to the board at a later time.

Matching Grant Update:  Larry and Bruce met with the Gunnison Town Council and will meet with other entities to find sources for the $6500, which is needed by the district for the matching funds for the Gates’ Grant.  This money is needed by 8/31.

Van Tuyl Estate:  The library and the hospital are in agreement that they will each ask for ½ of the money left in the estate.  DOA will ask for the land.  Larry and Vicki will research the agreement, especially the terms of the cost and fees that will be assessed to the library.  Upon that clarification, Bruce will sign the document.

Rural Philanthropy Days:  It was decided that Larry, Paul, Kevin and one staff member from each library register for this event.  It is a 3-day event to be held in MTCB on June 17, 18, and 19.

Interim Director’s Report: Larry applied for a bulk non-profit permit for bulk mailings.   The library was able to use the County’s bulk rate for the surveys, as the permit wasn’t yet granted.  The US Postal service upon receiving the bulk non-profit rate will reimburse the library the difference.

Larry has asked Beth Marcue to continue to create new documents/ brochures for the library.

The number of patrons at both libraries using both libraries continues to increase over the past years.

Larry needed to let the Gunnison County Elections Board know that the district is still considering going on the ballot this November.

Larry made a proposal that we look for ways that the library continues to gain status in the community.  He is developing an award that would be presented annually to a Gunnison County resident who through the use of their words inspired people to make a change.

Old Business:  None

New Business:  Marj asked that a new tape recorder for recording bd. minutes be purchased. Larry will follow through with that request.

Next Meeting:

Larry encouraged us that we set the first Thursday after the 10th of the month as a regular meeting date.  The next library bd. meeting will be May 14 at 3:30 at the Family Services’ Building in Gunnison.

Executive Session:

Vicki moved that we move into executive session at 5:35.  Jim seconded the motion.  Motion passed unanimously.

Jim moved that we come out of Executive Session at 6:00.  Vicki seconded the motion. Motion passed unanimously.

 

Adjournment:

Vicki moved that we adjourn the library board meeting at 6:00.  Bruce seconded the motion.  Motion passed unanimously.

Respectfully Submitted:

 

Marj O’Reilly

Library Board Secretary