Carnegie Public Library

Library Board Meeting May 15, 2008

Minutes

 

Present: Delores Hanson; Chair, Kathy Agnew; Vice-Chair, Susie Mosness, Dale Garrett, Dick Stanton and Kate Lewis.

Guests:  Mary Jo Engle

 

Minutes from April 10, 2008 were amended, then approved as amended.

Librarian read Librarian’s Report for end of March, beginning of April.  Included in the report was the solution to patrons parking on the grass offered by the Dept. of Transportation.  John Brekke contacted them about cement tire stoppers for the library parking lot.  Not only were they willing to give us some, but will deliver them with a forklift.  Both Mr. Brekke and the DOT will get a thank you note from the Librarians.

 

Public Comment- Mary Jo Engle was present representing the youth enrolled in the after school program.  She requested that the library color code the children’s books in order to facilitate kid’s choices for the Accelerated Reader Program. This step will assist kids in making book choices by identifying them by level of difficulty and point value.  Currently all new children’s books coming into the library are being AR labeled.  Librarians have agreed to try to have the rest of the collection labeled by next fall.

 

OLD BUSINESS 

Budget- Items discussed were: 1. A separate line item for technology in order to satisfy e-rate requirements and to create a replacement schedule for technology items including the copier and the computers.  2. How to pay for a new copier.  3. Postage rates and interlibrary loan expenses, and 4. The need for a maintenance person for the library building and for the landscaping. 

 

HVAC System Contract- Susie Mosness brought a new quote for the maintenance of the library heating and cooling systems.  The latest quote was from Tri-County Sheet Metal of Livingston, MT.  The cost for the planned service agreement from May 31, 2008 to April 30, 2009 is $1,200 plus $186 2x annually when the filters need to be changed.  Kathy Agnew moved to accept the service contract, Susie Mosness seconded the motion, all approved.  Delores signed the contract and it was delivered to the City of Big Timber and faxed the Tri-County Sheet Metal.  Susie also contacted Blue Sky Carpet, owned by Jim and Penny Willyerd of Livingston for a cleaning bid.  After measuring the library floor space, they quoted $1508.00 for all carpet and upholstery.  They would be willing to clean half one year and half the next to break up the cost.

 

4th Street Door-The electrical needs for the installation of automatic door opener were inspected by Lonnie McDermott who is bonded with the City of Big Timber for electric work.  He estimated $500 would be needed for the wiring for the doors.  Quotes from two Livingston companies were compared.  Guy’s Glass quoted 2 wireless openers for $4,000 and Nevin’s quoted $1920 each or $3840 for both.  The two bids will be faxed to the architect for his opinion.

 

 

 

 

 

 

 

WW1 Memorial and Landscaping Report-Delores reported that the meeting between Legion representative Bob Steensland, Sandi Blake, and herself was constructive.  The War Memorial will be placed on a large boulder which will sit in the front yard of the library.  All present approved of this plan.  It was also decided by the Board that the remaining donor plaque for the landscaping will be placed on the brick wall to the right of the column by the McLeod St. entrance.  The Olness plaque which showed up on the bench in front of the library was an exception to the policy for donations.  In the future, it was decided that all recognition plaques be approved by the board.

 

Temporary Help Job Description-the idea of hiring a third person for the library was modified by the librarians to a temporary help position.  A job description was created and will be included in the budget request.  The request will be for 20 days a year to be used only when Kate or Jacque have to be absent from work, for example, if one librarian is ill, leaves for training, or takes vacation leave.

 

Warranty Work- Since the one year walk-through for the building project, no electrical contractor has shown up to do the warranty work.  Delores has contacted the architect who will try to contact the vendor directly instead of waiting for the contractor to do it. Since the contractor is no longer in business, he has been out of touch.  Other repairs pending include a new door closer for the storage closet by the kitchen and the repair to the drinking fountain.

 

NEW BUSINESS

Interlibrary loan fees- The librarians documented annual spending for lending to and borrowing from other libraries.  Because postage rates continue to increase, the cost of the library service has also increased to approximately $900 a year.  Patrons currently pay the postage one way when they request a book from another library but there is no recovery when another library requests a book from us.  Board members indicated that they were in favor of continuing the service if possible and suggested that the fee for Carnegie patrons for borrowing be increased to help defray the postage expenses.  We will receive reimbursement for ILLs to other libraries this year only, then the program will be discontinued.

 

Library Director’s Annual Evaluation

Delores Hanson and Dale Garrett were appointed to prepare the annual evaluation for Kate Lewis, the Library Director.  They will then present the document to the Board for approval.  The evaluation for the Library Assistant, Jacque Scott, will be done by the Library Director.

 

Mr.Richard Stanton announced he would leave the Board at the end of June. He is moving.  Delores Hanson will also be at the end of her term, the Board will need 2 members.

 

Meeting was adjourned at 8:15.