Scottsbluff Public Library

Board

Regular Meeting

May 18, 2005

Minutes

 

  1. Roll Call

    2. Karon Harvey called the meeting to order at 5:10 p.m. Present were Karon Harvey, Rita Brown, Marj Mandujano, Steve Viessman, Library Director Bev Russell and library staff member Jana Kehn who was assisting as Recording Secretary. Clark Nichols arrived at 5:20 p.m.

  2. Notice of changes in the agenda. (Additions may not be made to this agenda less than 24 hours before the beginning of the meeting unless added under item 3 of this agenda.)

    3. There were none.

  3. Citizens with business not scheduled on the agenda. (As required by state law, no matter may be considered under this item unless the board determines that the matter requires emergency action.) There were none.
  4. Approve special board meeting minutes of April 13, 2005. The April 13th minutes were corrected to read April 13, 2005 not 2006. Marj moved the approval of the minutes as corrected. Steve seconded. The minutes were approved as corrected.
  5. Petitions, communications, public input: There were none.
  6. Reports and recommendations from the Library Director and/or library staff:
    1. Statistical reports: April 2005 (see board packets)

      2. The board received the April statistical report.

    2. Library activities for April 2005

Bev reported that this will be done again next year, and the book will probably be a Mari Sandoz book.

Jana reported on some of the upcoming books, which the book club will be reading.

The Membership Committee has become active and has set goals of increased membership.
    1. Presentation of architect’s report to City Council at their May 31, 2005 meeting.

Clark expressed his disappointment with the Leo Daly team. He felt they should have spent more time exploring other sites and not focusing so much on the library’s current site. He wanted more options considered. Other board members and Bev expressed their satisfaction with the job the Leo Daly team had done, saying the public and City Council members clearly preferred the library site by a wide majority.

Clark will not be available to make the presentation to City Council. Karon and Bev will make the presentation and will meet before the City Council meeting to discuss the presentation.

d. Discussion of accounting procedures and how best to handle funds, donated for the library expansion.

Bev and Clark met with the Oregon Trail Community Foundation and discussed setting up an account through them for the building project. After visiting with City Finance Director Renee Griffiths, both Clark and Bev think the simplest solution would be to turn funds over to the city as they are received. The city would then set up an account just for the library building project. This will eliminate the middle man and get bills paid in a more timely fashion.

Clark discussed the Quick Books for Non-profits software which had been recommended to him. It would allow for the clearer accounting of any designated funds. Bev will invite Renee Griffiths to the July meetings to discuss accounting for the library building project.

This was not considered a likely option because it is aimed at very large foundations.

No ideas were suggested.

  1. Actions items:
    1. Final approval of the Library Board By-Laws

      2. Karon wondered it Article III, Section 1, shouldn’t read that officers were elected annually instead of selected annually. After discussion Marj moved that the By-laws be approved with the substitution of "elected" for "selected" in Article III, Section 1. Karon seconded. The By-laws were approved as amended.

    2. Discussion and possible revisions to the Library Use and Personnel Policy.

      3. Library staff had a number of suggestions for changes in the Library Use Policy. Bev will e-mail the recommended changes before the next meeting so that board members have an opportunity to study them.

    3. Clark Nichols resignation from the Library Board.

Clark Nichols presented a letter of resignation from the library board, effective immediately. He will be moving to Colorado. The letter is addressed to the City Manager because the City Council appoints Library Board members. Steve moved that the Library Board deeply regrets his resignation from the Board. Marj seconded. The motion carried unanimously.

8. Adjournment: The meeting adjourned at 6:07 p.m.