August 2015 Minutes

BITTERROOT PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
August 20, 2015

OPENING – 9:00 a.m.

• Board chair Bruce called the meeting to order at 9:05 a.m.
Trustees present: Nikki McConnell, Carole Olson, Bruce Weide, Rick Fuhrman and Warren Neyenhuis.
Staff present: Mark Wetherington, Library Director.
• Adoption of the agenda. The agenda was amended to include the new business item “Authorized Representative Approval for Erickson Account” and “Proposed Holiday Leave Revision” and adopted as amended.
• Public Comment: No members of the public were present to comment.
• Minutes of the previous meeting. (ACTION) Nikki McConnell made a motion to accept the previous minutes, approved unanimously.
• Claims for approval. (ACTION) Warren Neyenhuis moved to approve the August claims as presented, approved unanimously.

REPORT

• Lift Discussion
Prior to the approval of claims, Dave Schlechten, architect, addressed the board regarding the meeting he attended with James of Big Sky Elevators (authorized Savaria lift installer and dealer), trustees Nikki and Rick, the library director, and accessibility consultants. Various options for enclosing and covering the ramp and installing a lift were discussed and Dave provided his thoughts on the various options. Dave said that he would create a preliminary design with estimates for the board to review prior to the next meeting.

• Financial
Rick, Warren and Mark had a finance committee meeting to discuss the month’s expenses on August 20th at 8:30 a.m. and to review the claims for approval. The cash balance, expenditures and revenue for FY 2015-2016 were reviewed.

• Director
The director presented basic statistics (circulation, programming, etc.) related to the library’s operations in July. The director also discussed the lift project, an Eagle Scout project which will place a tile art piece on the concrete stairwell wall on the west side of the library, the collection development policy, an audit for FY14-15, a quote for concrete repair, and the upcoming Fall Fund Drive and Library Foundation garage sale.

During the discussion of the lift project, the director provided the board with an estimate to have an automatic door opener installed on the current door at the top of the ramp. Rather than wait until the installation of the lift, the board made a motion to have this improvement made independently of the lift project. Warren made a motion to have the automatic door opener installed, approved unanimously.

• Trustees
Rick agreed to continue serving as a trustee after his term expires at the end of 2015 (Rick is currently filling the unexpired term of Bob Brophy). A letter recommending Rick’s appointment will be sent to the county commissioners.

UNFINISHED BUSINESS

There was no unfinished business to discuss.

NEW BUSINESS

Final FY2015-2016 Budget Approval
The final FY2015-2016 budget was approved with the understanding that a reserve fund be developed and implemented by the end of the year. Nikki McConnell made the motion, approved unanimously.

Early Closing of the Library on Sept. 30th
A motion was made to close the library at 1 p.m. on Wednesday, September 30th (rescheduled from September 9th), so that staff can attend a staff retreat. Rick Fuhrman made the motion, approved unanimously.

Authorized Representative Approval for Erickson Account
The board adopted a resolution naming the library director as an authorized representative of the library in regard to the Erickson investment account managed by Edward Jones. Rick Fuhrman made the motion, approved unanimously.

Proposed Holiday Leave Revision
A proposed revision to the holiday leave policy was presented which allows employees to take holiday leave on a day during the same, preceding or next pay period, when the holiday falls on or is observed on a day that they are normally scheduled off. Rick Fuhrman made the motion, approved unanimously.

CLOSING
• Next Meeting Date
The next meeting of the library board is scheduled for September 17, 2015 at 9 a.m. Meeting adjourned by board chair Bruce.

Hours and Phone Number

Monday: 10 am to 6 pm

Tuesday: 10 am to 8 pm

Wednesday: 10 am to 8 pm

Thursday: 10 am to 6 pm

Friday: 10 am to 5 pm

Saturday: 10 am to 5 pm

Sunday: Closed

Phone: (406)-363-1670 Fax: (406)-363-1678

306 State Street; Hamilton, MT 59840

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