Donnelly Public Library District

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Trustee Meetings FY 2018-2019

Trustee Meetings FY 2018-2019

October

Donnelly Public Library District

Minutes: Special Meeting, October 1, 2018 @ Donnelly Library

 

Members Present: Laura Bettis, Jean Keese, Lydia Justice Edwards, Lisa Andresen

 

Others Present: Sherry Scheline

 

Absent: Susan Dorris

 

Call to Order @ 3:34pm

 

Pledge of Allegiance

 

Approval of agenda: Motion to approve by Lydia, second by Lisa, all in favor, none opposed

 

Staffing Issues

 

  • Motion in compliance with Idaho Code 74-206 to enter executive session to allow for discussion of personnel matters by Lydia, second by Jean, all in favor, none opposed. Entered executive session at 3:40pm.

 

  • Minutes of the discussion regarding employee performance and qualifications are exempt from Idaho’s public records law under Idaho Code 74-106.

 

  • Motion in compliance with Idaho Code 74-206 to close executive session by Lisa, second by Jean, all in favor, none opposed. Closed executive session at 4:02pm.

 

Accept Resignation of Executive Library Director Sarah Roach. Motion by Jean, second by Lisa, all in favor, none opposed. President of the Board has drafted an acceptance letter to respond to Ms. Roach.

 

Appointment of Interim Director

  • At this time the best course of action is to appoint an Interim Director.  Motion to appoint Sherry Scheline as Interim Director, along with continuing her duties as Program Director. Motion by Lydia, second by jean, all in favor, none opposed.

 

Review structure of Library Staff

  • Motion to table this discussion to the October meeting. Motion by Lydia, second by Jean, all in favor none opposed.

 

Authorization to Hire

  • There is an immediate need for additional staff. Motion to authorize Interim Director to hire an additional staff member. Motion by Lydia, second by Jean, all in favor, none opposed.
  • There is also an immediate need for library substitutes. Motion to authorize Interim Director to hire substitutes by Jean, second by Lydia, all in favor, none opposed.

 

Comments

  • President is revising library policies. New structure will include an Operations Manual for staff use and a Policies & Procedures Manual for the general public. Once complete they will be brought to the Board for review & approval.

 

Adjournment @ 4:21pm, Motion by Laura, Second by Lydia, all in favor, none opposed

 

November

Donnelly Public Library District

Minutes:  November 20, 2018 Regular Board Meeting

 

Board members present:  Laura Bettis, Jean Keese, Lisa Andresen

Others present:  Sherry Scheline, Tammy Angier, JoAnn Fly

 

Laura called the meeting to order at 5:50 pm

 

Approval of agenda:  Lisa moved to approve agenda, Jean seconded, all approve, none opposed

 

Minutes of September 18th meeting corrected:  $100 donation from Roots Preschool, delete “poss” from possmay under Announcements.  Lisa moved to approve corrected minutes from September 18th regular meeting and minutes from Oct. 1st special meeting, Jean seconded, all approve, none opposed.

 

Officer reports:

Chair:  Laura’s items are agenda items

Vice Chair:  Susan not in attendance

Treasurer:  JoAnn to report during Financial report

Secretary:  to be addressed later in meeting

Clerk:  Jean needs to submit Local Taxing District Election Information before Nov. 30th, 2018.  Passed form along to everyone for review and Laura’s signature.  No elections prior to Nov. 2019.

 

Fiscal Report:  JoAnn provided Profit and Loss Report Budget vs. Actual for period ending Oct. 31st, 2018.

 

Director Report:  Sherry submitted written report to all officers.  Sherry would like two staff in the library at all times.  Budget is the issue.  After School Program trial taking place at Donnelly Elementary School on Tuesday and Thursday afternoons in December.  Tuesdays will be STEM focused and run by University of Idaho Extension.  Thursdays will be reading club.  3rd-5th graders only for this trial program.  K-2nd will still attend after school at the library.  The library collection has been reconfigured (inventory has been moved to different shelves).  Sherry gave tour.

 

Unfinished Business:

Staffing Structure:  Lisa moved to combine two Director positions to 1 Library Director (Sherry Scheline) at 30 hours a week, Jean seconded, all approve, none opposed.  Lisa moved second assistant could be hired to work up to 10 hrs/week to be paid out of programming grant funds, Jean seconded, all approve, none opposed.  Lisa moved staff working on Saturdays will receive $2 more per hour, Jean seconded, all approve, none opposed.

 

New Business:

Secretary election:  Lisa nominated Sherry as Secretary, Jean seconded, all approve, none opposed.

Holiday closure/extra hours policy:  Lisa moved Sherry can extend opening 1 extra hour on any day the library is already open for special events, Jean seconded, all approve, none opposed.  Holiday closures for calendar year 2019 will be decided at December regular meeting.

 

Change regular meeting date/time:

Lisa moved regular meeting date and time be changed to the second Tuesday of every month at 6 pm beginning in December 2018, Jean seconded, all approve, none opposed.

 

Library Policy & Procedures & Operations Manual:  Laura handed out draft and asked for feedback before December meeting.  The manuals will be actionable at the December meeting.

 

New bathroom sink:  Lisa moved to approve up to $500 for a new, more functional bathroom sink, Jean seconded, all approve, none opposed.

 

Letter of support for city grant application to construct a pathway along the north side of E. Roseberry from Main Street to Donnelly Elementary:  Lisa moved the Board write a letter in support of this grant application, Jean seconded, all approve, none opposed.  Laura will draft support letter.

 

New TV:  The library received a grant from the Idaho Community Foundation for $425.00 to be used for a Smart TV.  Lisa moved to use the grant funds for this purpose, Jean seconded, all approve, none opposed.  Tammy will shop Black Friday deals and purchase TV and wall mount.  Any cost over $425.00 will be paid by the Friends of the Library.

 

Lisa was joined by Laura and Jean in congratulating library staff, especially Sherry for doing such a wonderful job in running the library amidst all of the transition lately.

 

Jean moved to adjourn, Lisa seconded, all approve, none opposed.

 

Meeting adjourned at 7:20 pm.

December

Donnelly Public Library District

Minutes:  December 11, 2018 Regular Meeting

 

Board Members Present:  Laura Bettis, Lydia Justice Edwards, Lisa Andresen, Susan Dorris,

Others Present:  Joann Fly, Sherry Scheline, Tammy Angier

 

Meeting called to order at 6:01 pm by Laura Bettis

 

Approval of Agenda:  Lisa moved, Lydia seconded, all approved, none opposed

 

Minutes of November 20, 2018 corrected:  delete “poss” from, not form.  Lisa moved approval of minutes with correction, Lydia seconded, all approved, none opposed.

 

Officer Reports:

President:  none

Vice-President:  none

Treasurer:  deferred to Joann during Fiscal Report

Secretary:  deferred to Director’s Report later

Clerk:  not in attendance, but Laura reported that Jean had sent in the Local Taxing District Election Information form

Finance Committee:  none

 

Fiscal Report:

Joann Fly submitted forms prior to meeting.  Laura emailed to trustees prior to meeting.  Sherry asked Joann if the $600 check from Friends to purchase books throughout the year was listed in Grants & Donations.  Joann replied yes.

Sherry will do a deposit every two weeks when she submits payroll and give copies to Joann.

Joann informed that the library should see the first check from the property tax assessment in the next couple of weeks.

 

Director’s Report:

A copy was submitted prior to meeting and emailed to trustees by Laura.

Christmas Around the World is programming for Dec 13th.

Caroling is programming for Dec. 20th

Averaging 35-40 kids on Tuesdays and Thursdays for Trial After School Program.

 

Unfinished Business:

Policies and Procedures and Operations Manual:  Lisa mentioned the change to Board of Trustees meeting dates/times in Section 5 should be revised to reflect changes voted on and approved at November 2018 regular meeting.  Lisa also suggested adding library staff to section 2B on patrons causing disturbances.  Sherry informed that the draft had been reviewed by Kevin at ICfL.  Lisa moved to approve Policies and Procedures and Operations Manual with revisions, Susan seconded, all approved, none opposed.

 

New Business:

Holiday Closures

Beginning in 2019, the library will be closed for the following holidays:

New Year’s Eve

New Year’s Day

The 4th and 5th of July

Thanksgiving and the day after Thanksgiving

Christmas Eve

Christmas

The day after Christmas if Christmas Eve or Christmas fall on a Monday when the library is already closed

2 in service days to be determined by the Director each year

Susan moved, Lisa seconded accepting these closures, all approved, none opposed.

 

Trainings:

ICfL and ICRMP (insurance) will travel to Donnelly to do half day training with trustees.  Sherry will send email with suggested Tuesday dates and coordinate setting up training with both organizations.

Conference in Seattle put on by the American Libraries Association.  Sherry could get grant to attend.  Laura may attend and pay her own way.  Lisa moved to authorize Sherry to attend, Susan seconded, all approved, none opposed.

 

Google Drive/website demo:

Sherry and Laura explained the difference between Team Drives and email specific Drives.

Sherry is publishing a blog on the website.

The library is now set up for OverDrive (digital books) and is a member of the Idaho Digital Consortium.

 

Lydia thanks the library for being progressive.

 

Lisa moved to adjourn, Susan seconded, all approved, none opposed.

 

Meeting adjourned at 7:14 pm.

 

January 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

MINUTES OF MEETING

January 8, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID 

 

Call to Order by Chair Laura Bettis at 6:03 p.m.

Pledge of Allegiance

 

Members Present:  Laura Bettis, Jean Keese, Susan Dorris, Lisa Andresen

Others Present: Sherry Scheline (Library Director and Board Secretary)

 

Approval of Agenda – motion by S. Dorris, 2nd by L. Andresen, all approve

 

Approval of Minutes  12/11/18 minutes L. Bettis said to correct ICrimp to ICRMP.  L. Andresen moved to approve with correction, J. Keese 2nd, all approve

 

Reports of Officers & Committees

Chair:  L. Bettis reported that she is working on some loose ends with outstanding grant awards from Idaho Community Foundation.

Vice Chair: nothing to report

Treasurer: $600 for building fund donated this month

Secretary: nothing to report

Clerk: nothing to report

Finance Committee: nothing to report

 

Fiscal Report – JoAnn Fly and L. Bettis went over actual vs. budgeted expenses, mostly on target, no problem categories, deposit reporting emails are working well

 

Director Report – Sherry Scheline (full written report available in Google drive) reported that attendance and circulation numbers are good, she is in discussion with City about plowing, she is working with 4-H on after school program, Overdrive added 10,000+ books to our collection, Tammy Angier left for full time employment, Sarah Roach is filling in, Katy Quackenbush hired to cover some hours, purchased new TV from grant funds, received new educational toys for kids’ room from Friends and other donations .

 

Unfinished Business

Strategic Plan – It is agreed by everyone that this is a top priority.  WIth regard to process,  L. Bettis suggested we start with a community brainstorming session.  At that session, we could get a committee established to put together recommendations.  We would have a month for community input before any recommendations were made.  We will reach out to as many local groups as possible to get engagement.  Board discussed length of plan and decided since we are a new organization, a shorter timeline is appropriate.  This will be part of public discussion, but Board thinks 2-3 years plan is appropriate. Plan should address administration development, building/space issue, possible programs, fundraising.  Community members may identify other areas as well.  A date for Brainstorming Session was discussed.  It was decided to wait until after Winter Carnival.  Sherry will check with City to see if February 5, 6, or 7th is available for 6 p.m. to have meeting at  Community Center since library is too small.

 

Building

TV is purchased, not yet installed.  Sink has not been ordered yet.

 

Trainings

Board/Staff with ICfL/ICRMP here in Donnelly – Sherry will work on dates to get a training on a board meeting day. Previously discussed Seattle ALA Conference – breakout sessions not really applicable to us, not going.

New Business

Association of Small and Rural Libraries (ARSL) Membership – S. Dorris moved to join at the “library” level for $150, J. Keese 2nd, all in favor.  There is an Annual Conference Sept 4-9 Vermont – Discussion about sending Sherry, possibly a board member also.

 

Questions/comments from the public: none

Adjournment – J. Keese move to adjourn, S. Dorris 2nd, adjourned at 7:14 p.m.

 

February 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

SPECIAL MEETING

February 19th, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID 

 (called due to cancellation of meeting February 12th, 2019 due to weather)

 

  1. Call to Order 6:00 p.m. Laura Bettis noted that a Special Meeting was called due to cancellation of the Regular Meeting that was to be held February 12th due to weather.

Lisa called meeting to order. Second by Susan

In Attendance: Laura, Lisa, Susan, Lydia, Jean

Also present JoAnn Fly (DPLD bookkeeper) and Sherry Scheline (DPLD Library Director and Secretary of the Board)

  1. Pledge of Allegiance 6:02 P.M.
  2. Approval of Agenda / Minutes

Susan moved to approve. Jean seconded. Motion passed.

  1. Consent Agenda
    1. Reading, correcting, approving or disposing of minutes of previous meeting

Susan moved, Jean seconded. Motion passed.

    1. Reports of Officers
      1. Chair: Laura Bettis handed out strategic planning session materials (library information packet and brainstorming session questions/format) and reported on the results of the brainstorming session. The Strategic Planning brainstorm narrowed focus to 4 things: Building Expansion, Administration, Programming (especially adult), and Technology.   Laura requested two board members join the strategic planning committee. (Jean and Lisa volunteered).

Lydia moved to approve Jean and Lisa’s serving on the strategic planning committee.  Susan seconded.

Motion passed.

      1. Vice Chair nothing to report
      2. Treasurer  referred report to JoAnn Fly.  JoAnn reported January income of $21,475.16

 

Laura requested that JoAnn include a budget comparison for the year to date profit/ loss report for the future meetings.

 

      1. Secretary
      2. Clerk
    2. Reports of standing committees
      1. Finance Committee
    3. Reports of special committees
    4. Fiscal Report – JoAnn Fly
    5. Director Report – Sherry Scheline
  2. Unfinished Business
    1. Strategic Plan
      1. Results of Brainstorming Session – Discussed the committee being Jean, Lisa, Mary Stegner, Cec Tyler and some members of the Friends.  Laura spoke very well of the three children involved and encouraged we include them.
    2. Building
      1. Sink/TV
    3. Trainings
      1. Board/Staff with ICfL/ICRMP here in Donnelly
        1. Board Availability
        2. Kuna training Director/Board conference – April 6th.  Need to register.
  3. New Business: Nothing to report
  4. Questions/comments from the public: Nothing to report
  5. Adjournment at 6:55

Lisa moved to close. Susan seconded. Motion passed.

 

March 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

March 12th, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID

 

  1. Call to Order 6:00 P.M. Laura

Library Trustees in Attendance: Laura, Lisa, Susan, Jean

Also present: JoAnn Fly (DPLD accountant) and Sherry Scheline (DPLD Library Director and Board Secretary)

  1. Pledge of Allegiance 6:05 P.M.
  2. Approval of Agenda

Lisa moved to approve / Jean second / Motion passed

  1. Consent Agenda
    1. Reading, correcting, approving or disposing of minutes of previous meeting

Lisa moved / Jean second / Motion passed

    1. Reports of Officers
      1. Chair: Laura Bettis
        1. Election Material.  Laura is preparing to run for library trustee in the election in May.
        2. Change in Email. We continue to get some emails on the old email and on occasion we miss important things.  We are behind on our LSO registration.

Laura to file LSO (Legislative Services Organization) paperwork and get the email changed. Sherry to check other places that email may need changed.

      1. Vice Chair nothing to report
      2. Treasurer referred report to JoAnn the DPLD accountant.  (financial reports posted at library)
      3. Secretary
      4. Clerk

 

    1. Reports of standing committees
        1. Strategic Planning Committee
          1. Discussed asking members from the friends group to be involved.
          2. First meeting is set for April 2nd.  Sherry to put it on library website. It is open to the public, but not subject to open meeting laws.
          3. Goal to have strategic plan presented at June board meeting.
    2. Reports of special committees
    3. Fiscal Report – JoAnn Fly

Clarification discussion that payroll marked “programming” goes under grant expense program and not under the general payroll.

YTD we have received $34,040.33 from the Tax Levy

Laura requested that the YTD report include a comparison to budgeted.

    1. Director Report – Sherry Scheline (Full report in separate document)

Discussed talking to Shannon McKnight about blogging her Good Reads reviews.

  1. Unfinished Business
    1. Building
      1. Sink/TV still need to be addressed.  Sherry will work on and have completed in April.
    2. Trainings
        1. ICfL Director/Board training in Kuna 4/6/19 Lisa, Laura and Sherry to attend.  No charge for trustees/library director.
  2. New Business:

Discussed submitting an application to Laura Moore Cunningham Foundation (due May 1).  We currently have about $53,000 toward expansion.  The current estimate on total cost for expansion is $150,000, but that is just a guess. The goal is to have the strategic plan completed by June and then to immediately start looking for funding for the expansion.

Lisa made a motion for Sherry to write a grant proposal for $85,000 to the Laura Moore Cunningham Foundation (LMCF) $10k for general expenses of the library and $75,000 to be used specifically on the library expansion.  Jean seconded.  The motion passed with Laura abstaining.

  1. Questions/comments from the public: Nothing to report
  2. Adjournment

Lisa moved to adjourn / Susan second / Meeting adjourned 6:42 p.m.

April 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

April 9th, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID

1. Call to Order 6:07 P.M. Laura
Lisa called meeting to order. Second Susan
Attendance Laura, Lisa, Susan, Jean
Also present JoAnn Fly (DPLD book keeper) and Sherry Scheline (DPLD Library Director and secretary)
2. Pledge of Allegiance 6:11 P.M.
3. Approval of Agenda
Lisa moved to approve / Susan second
4. Consent Agenda
a. Reading, correcting, approving or disposing of minutes of previous meeting
Lisa moved / Jean second
b. Reports of Officers
i. Chair: Laura Bettis
1. Election Material. Laura is preparing to run in the election in May. Asked Clerk
to clarify if the appropriate documents were filed.
2. Lisa, Sherry and Laura attended a training
ii. Vice Chair
1. Easter Egg Hunt
iii. Treasurer referred report to JoAnn the DPLD accountant. (financial reports posted at
library)
iv. Secretary: referred to Director Report / Read Director Report
v. Clerk
1. Clerk will check with county to see if someone is running against Laura.

c. Reports of standing committees

1. Strategic Planning Committee
a. Discussed the need to have members from the friends group involved.
b. Goal to have strategic plan presented at June board meeting. (June 11)
c. Jean asked for $300 for 2 weeks of ads
d. Survey to be emailed, social media, print
e. Discussed approval process for newspaper ads. (Logo, grammar, etc…)
Trustees recommended one extra set of eyes.

d. Reports of special committees
e. Fiscal Report – JoAnn Fly
Clarification discussion that payroll marked “programming” goes under grant expense program
and not under the general payroll.
Discussion regarding Katy’s payroll.
Quarterly we will make a payroll report noting which portion needs to be programming.
Quarterly we will do a journal entry to reflect the grant expense portion of payroll.

5. Unfinished Business
a. Budget Hearing Date (deadline April 30 th )
Letter to County to set Budget Hearing for Tuesday July 9 th at 6:00 P.m.
Motion by Lisa Second Jean
b. Trainings

1. Kuna training Director/Board conference attending (Lisa, Laura and Sherry
attended.)
2. Sherry and Laura to attend Tax Training on May 30 th .
3. Board Volunteer Logs will be emailed.

6. New Business:

1. Terrorism Coverage
Lisa made a motion to reject the terrorism coverage offered by the insurance
company. Jean second.
2. Budget for strategic Planning
Susan made a motion to allow the library to use $500 for Strategic Planning.
Sherry to disperse funds to pay for newspaper, fees, etc.

Susan Motion / Lisa second Passed
3. Proposal to City
Lisa made a motion to send a letter to the City of Donnelly to rent the back lot
for $1 and have the library maintain the vacant lot. Jean second.
4. Memberships joining dues, etc…
Lisa made a motion to join VMLC and the STEM consortium. Susan Second.

7. Questions/comments from the public: Nothing to report
8. Adjournment
Lisa motioned to close
Jean Second
Meeting adjourned 7:32 p.m.

 

May 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

May 14 th , 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID

1. Call to Order 6:05 P.M. by Chair
Trustees Present: Laura Bettis, Lisa Andresen, Susan Dorris, Jean Keese (fifth position vacant)
Also present: JoAnn Fly (DPLD book keeper) and Sherry Scheline (DPLD Library Director and Secretary)
2. Pledge of Allegiance 6:07 P.M.
3. Approval of Agenda
Susan moved to approve / Jean second
4. Consent Agenda
a. Reading, correcting, approving or disposing of minutes of previous meeting

Jean moved / Susan second

b. Reports of Officers
i. Chair: Laura Bettis
1. Election; Laura updated everyone regarding election filing and spoke about
posting regarding Lydia’s replacement.
2. Budget is coming up soon – Laura and Sherry to attend training.
ii. Vice Chair : Nothing to report
iii. Treasurer deferred report to JoAnn the DPLD accountant. (financial reports posted at
library)
iv. Secretary: referred to Director Report / Read Director Report
v. Clerk: Deferred to Chair discussion regarding election and filling vacancy.
c. Reports of standing committees
i. Finance Committee – would anyone else like to join? Laura, Sherry and JoAnn will
convene meetings to work on budget before July.

d. Reports of special committees
i. Strategic Planning Committee
Goal to have strategic plan presented at the June board meeting. (June 11)
Jean briefly discussed results of survey and progress of the Strategic Plan.
e. Fiscal Report – JoAnn Fly reports on target for most categories compared to budget.
Board Chair clarified that payroll marked “programming” goes under grant
expense program and not under the general payroll so that it will relate back to
grant rather than tax revenue. Quarterly we will make a payroll report noting
which portion needs to be programming. Quarterly we will do a journal entry
to reflect the grant expense portion of payroll. We discussed how this may not
work as previously discussed. Joann, Sherry and Laura scheduled meeting for
June 5 th to discuss FY 2020.

5. Unfinished Business
a. Budget Hearing Date : Letter sent to County Clerk to set Budget hearing for July 9, 6:00 p.m. to
be followed by regular meeting.
b. Trainings

1. Sherry and Laura to attend Tax Training on May 30 th .

c. Board Volunteer Logs will be emailed. Laura showed an example of Board Volunteer Logs.
6. Questions/comments from the public: None
7. Adjournment
Lisa moved to adjourn/Jean second
Meeting adjourned 7:52 p.m.

 

June 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

June 11, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID 

MINUTES

This regular monthly meeting and Annual Meeting following the May election was called to order by Chair Laura Bettis at 6:00 p.m.

Trustees Present: Laura Bettis, Susan Dorris, Jean Keese,  Mary Stegner

Others Present: Valley County Commissioner Elt Hasbrouck, Sherry Scheline, JoAnn Fly

 

Swearing in of Trustees Bettis, Dorris, Keese and Stegner by Commissioner Hasbrouck.

 

Election of Officers – on a motion by Susan Dorris, seconded by Jean Keese, the following slate of officers was elected:

Chair – Laura Bettis

Vice Chair – Susan Dorris

Treasurer – Lisa Andresen

Secretary – Sherry Scheline

Clerk – Jean Keese

 

Approval of Agenda (Motion by Susan, Second by Jean, unanimous)

 

Reading, correcting, approving or disposing of minutes of previous meeting (Motion by Jean, Second by Susan, unanimous)

Reports of Officers – None

 

Finance Committee Report – Laura Bettis reported that she, Sherry, and JoAnn will be working on the budget next week to meet deadline for publication and July public meeting.

 

Strategic Planning Committee – Jean Keese presented the final Strategic Plan.  The Strategic Plan was unanimously adopted (moved by Susan, second by Laura).  The Strategic Plan will be uploaded to the website, available in hard copy at the Library and distributed to the Star News.  Jean will put together a press release for both the plan and Mary’s appointment.

 

Fiscal Report – Laura Bettis reviewed the monthly reports, most categories are on target or under budget.  We questioned Commissioner Hasbrouck about the usual percentage of taxpayers who pay their tax bills by the June 20th deadline and the percentage of revenues.  He explained that 70-80% need no reminder and pointed out the long list in the paper of delinquent taxpayers.  We are interested to see what percentage of our requested tax revenues we actually receive.  As we write next year’s budget, we will be monitoring cash flow closely.   After this report, the Oaths of Office were notarized and Commissioner Hasbrouck left.

 

Director Report – Sherry Scheline focused on the summer reading program beginning tomorrow.  She reported that the City of Donnelly will be doing dust abatement tomorrow.  Sherry reported that she completed performance evaluations on the two employees.  She recommended $1/hour raises of which the budget committee will be evaluating the feasibility.

 

Unfinished Business

 

Building – we are still looking into sink replacement options.  There was an issue with the toilet, so we are monitoring that.

 

Board Volunteer Logs – Only two Trustees’ logs are complete, Laura and Lydia.  Laura handed out blanks to the remaining Trustees. The hours need to be submitted to the ICfL and the details are important records of the Trustees’ work.

 

Director Evaluation – Laura Bettis will use the employee evaluations Sherry used as a starting point to develop this.  She will circulate to Trustees for input.

 

New Business

 

State Insurance Fund authorization – the Trustees unanimously approved the SIF contract effective July 1, 2019.

 

Chamber of Commerce – Sherry reported that they recently changed nonprofit memberships to half price of regular (previously there was no charge).  The Trustees approved $25 fee (Susan moved, Jean second, unanimous)

 

Questions/comments from the public – non

 

Adjournment – on a motion by Jean, second by Susan, the meeting was adjourned at 7:01 p.m.

 

This notice is posted in compliance with Idaho Code 74-204 (Idaho Open Meeting Law).

July 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

July 9, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID 

 

PUBLIC BUDGET HEARING MINUTES

  1. Call to Order at 6:00 p.m.
    1. Trustees present: Laura Bettis, Lisa Andresen, Susan Dorris
    2. Others present: Sherry Scheline (Library Director) and JoAnn Fly (bookkeeper)
  2. Pledge of Allegiance
  3. Proposed FY20 Budget
    1. Budget presented by Chair
    2. Public Comment
      1. No members of the public made comment.
    3. Board discussion and resolution regarding budget
      1. JoAnn Fly reviewed expenses/income statement for the year in detail.  For first year budget the Trustees felt like it was pretty close.
      2. Staffing expenditures are increasing the most of any category mostly due to high usage and attendance.
      3. Taxing District numbers are not finalized, so the taxing district amount is a few hundred dollars higher than what might be allowed.  Any amount over that allowance when the L2 paperwork is received will be moved to dues, fees & miscellaneous income.
      4. Lisa A. asked about a $5000 line item of income and JoAnn explained it was additional grant funding received.
      5. Lisa Andresen moved to approve the budget as presented, Susan Dorris second, unanimous.
  4. Close hearing at 6:26 p.m.

 

REGULAR BOARD MEETING MINUTES

  1. Call to Order at 6:28 p.m.
  2. Consent Agenda
    1. Reading, correcting, approving or disposing of minutes of previous meeting and 6/11/19 special meeting
      1. Motion by Lisa Andresen, Susan Dorris second, unanimous
    2. Reports of Officers
    3. Reports of standing committees
      1. Finance Committee
    4. Reports of special committees
    5. Fiscal Report – JoAnn Fly
    6. Director Report – Sherry Scheline
      1. Focused on Summer Reading numbers and high library attendance.
      2. Still working on maintenance bids for landscaping.
  3. Unfinished Business
    1. Board Volunteer Logs
      1. Board members must finish by end of fiscal year (September) for ICfL reporting purposes.
    2. Director Evaluation
      1. Chair will research and circulate a draft
      2. Needs approved at next meeting
      3. Evaluation will be between August and September board meetings.
  4. New Business
    1. Employee Compensation/Bonuses
      1. There was $1000 in budget for “other personnel” which included employee appreciation.  Rather than buy gifts or take employees to dinner, it was decided that in recognition of their work this year, one time bonuses would be provided.  $500 to Sherry Scheline, $300 to Sarah Roach, and $200 to Katy Quackenbush.  Lisa Andresen moved to approve bonus payments, Susan Dorris second, unanimous
      2. Pay rates of employees were discussed.  Laura Bettis did an analysis of director pay based on ICfL statistics.  We are not providing benefits, but a proposed raise puts our director pay in a comparable level to other similar sized libraries.  Pay rates of $17.50/hour for Library Director, $12.00/hour for Programming Librarian and $12.00/hour for Staff Librarian were proposed. Lisa Andresen moved to approve these rates based on the earlier approved budget.  Susan Dorris second. Unanimous.
      3. It was proposed by the Library Director that we establish a separate lower training rate for off site training.  She proposed $8/hour.  Because training also provides a benefit to the employee and many times off site trainings are many hours, the Board thought it might be appropriate, but there was not a true consensus.  The Library Director asked if we could approve it for right now as there was an impending training, and then revisit the policy at the next meeting.  Lisa Andresen moved to approve a temporary training rate of $8/hour. Susan Dorris second.  Unanimous
  5. Questions/comments from the public – NONE
  6. The meeting was adjourned at 7:06 p.m. on a motion by Lisa Andresen, second by Susan Dorris and unanimous approval.

 

August 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

August 13, 2019, 6:00 pm

Donnelly Public Library, 150 E. State St., Donnelly, ID

 

Minutes

  1.  Call to Order at 6:01 p.m.
  1. Trustees present:  Jean Keese, Lisa Andresen, Mary Stegner (absent: Susan Dorris, Laura Bettis)
  2. Others present:  Sherry Scheline (Library Director and acting as Chair in Laura

Bettis’s absence), JoAnn Fly (bookkeeper), Sarah Roach (Assistant Librarian)

  1. Pledge of Allegiance
  2. Consent Agenda
  3. Reading, correcting, approving or disposing of minutes of previous meeting.
  4. Motion by Lisa Andresen, Jean Keese second, unanimous
  5. Reports of Officers – none
  6. Reports of standing committees
  7. Reports of special committees
  8. Fiscal Report – JoAnn Fly
  9. Director Report – Sherry Scheline
  10. July was busiest month; served 1022 patrons
  11. July activities included 4H petting zoo and Star Lab

Iii.  August focuses on Space Camp

  1. Unfinished Business
  2. Building/Grounds

No one to take care of lawn, must be bonded or volunteer

Need someone to remove snow

  1. Reminder about board volunteer logs, Sept. deadline
  2. Director evaluation form
  3. Motion by Lisa Andresen to approve form, Jean seconds
  4. Jean and Lisa will evaluate Sherry.
  5. Lease of back property
  6. Get on city council’s meeting agenda at 6:00 p.m. on August 19, 2019 to open

Discussion

  1. Employee training policy
  2. Proposed:  Training wage:  $8.00 per hr. in addition to mileage.
  3. Jean asks about length of day; Mary asks about regular wage
  4. Jean suggests a separate budget for training; Lisa suggests a per diem over 8

hours of $100.

  1. Lisa Andresen moves to institute a training wage with a mileage reimbursement:

training of $8.00 per hour for training, over 8 hours, $100. Jean Keese seconds,

unanimous.

vii. Budget approval to county:  L2

A  Lisa Andresen moves to table it, Jean Keese seconds

 

viii.  Grants

  1. ICF Southwest Fund; August 15, 2019 deadline
  2. $5000 for digital books, mainly children’s
  3. Lisa Andresen moves to approve grant; Mary Stegner seconds
  4. Shelton; Sept. 1 deadline
  5. Up to $5,000, not sure what to use it for yet
  6. AmeriCorps
  7. Eleven months, $8,000, 40 hour week plus benefits, programming only, possible

partnership with school/homeschoolers

  1. Lisa Andresen moves to pursue AmeriCorps proposal, Jean Keese seconds
  2. Kindergarten Readiness
  3. $10,000 for supplies, pre-school reading hour 2x week, include Head Start and day

Care

  1. Jean Keeses moves to approve grant; Lisa Andresen seconds
  2. Amy Stavynskyy will do a coding class, lasting 8 weeks.
  3. Adjournment
  1. Lisa Andresen moves to adjourn at 7:25 p.m., Jean Keese second.  Motion carries.

September 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

September 10, 2019, 6:00 p.m.

Donnelly Public Library, 150 E. State St., Donnelly, ID 

Minutes (Not yet approved by Board)

  1. Call to Order @ 6:05pm by Laura Bettis
    1. Board Members present – Lisa Andresen, Laura Bettis, Mary Stegner. Absent – Susan Dorris, Jean Keese
    2. Others present -Joann Fly (bookkeeper), Sherry Scheline (Library Director)
  2. Pledge of Allegiance
  3. Approval of Agenda
  4. Consent Agenda
    1. Approve minutes from August 13, 2019 with correction of spellings for Andresen and Keese- motion by Mary Stegner, 2nd by Lisa Andresen, all in favor, none opposed, motion carries.
    2. Reports of Officers – defer to Business section
    3. Reports of standing committees
      1. Finance Committee – defer to Fiscal Report
    4. Reports of special committees
      1. Strategic Planning Committee – no report
      2. Programming Committee – working on ideas for afterschool programs. Met with Allyson Statz of 4H. Also looking at partnering with Americorp and Youth Advocacy Coalition (YAC).
      3. Building Committee – will be scheduling first meeting
    5. Fiscal Report – JoAnn Fly – 18/19 fiscal year closes September 30, 2019. Year to date have received $51,207.72 of $54,000 of tax levy funding. Overall we are looking good for our first budget year with both income and expenses.
    6. Director Report – Sherry Scheline – Just returned from the annual conference of the Association of Rural and Small Libraries (ARSL). Conference was held in Vermont and attended by 875 libraries from 48 states. More information and ideas from conference to follow. Friday coding class ended up with 15 students enrolled – there was a small fee for this program. Harvest Fest at Donnelly School is October 26. Scheline family will be providing hay rides. Would like to give out books.
  5. Unfinished Business
    1. Building/Grounds – still an ongoing need.
    2. Board Volunteer Logs – submitted by Laura, Lydia, Mary and Lisa. Currently missing Jean and Susan.
    3. Director Evaluation – Board members will complete form and return to Lisa or Jean. Results will be compiled by Lisa & Jean who will then meet with Sherry.
    4. Lease of City Property – pending.
    5. Employee Training Policy – in policies and procedures manual add sections for training rate and travel reimbursement.
  1. Staff Training
  2. Training Rate
  3. a) Employees will be compensated for hours spent attending training, either on site or off site, at a rate of $8.00 per hour for up to 8 hours per day. Any training in excess of 8 hours per day will be compensated at a per diem rate of $100. Travel time is not compensated.
  4. Travel Reimbursement
  5. a) Employees may request reimbursement for any business mileage incurred. Business mileage is the travel an employee incurs beyond normal commute mileage (from home to the library and home again) on a normal workday. Mileage is reimbursable at the current IRS mileage rate.

Motion to add new policies by Mary, 2nd by Lisa, all in favor, none opposed, motion carries.

    1. Grants
      1. ICF SW Fund – $5000 for Idaho Digital Consortium (deadline 8/15) – has been submitted
      2. ICF Shelton Grant (deadline 9/1) – has been submitted
      3. K readiness grant ICfL (deadline 9/15) – postpone until next year. Library is not currently in a position to have a complete proposal.
    2. Americorps Opportunity in partnership with U of I Extension Office – only ½ time available, will wait to hear back from Extension Office.
  2. New Business
    1. End of Fiscal Year Report – for ICFL, in process but waiting for year end. Report due in January. Report to ICFL of summer programs is due September 15.
    2. Event on 10/3 with Friends – Thursday, 3:00-8:00pm @ Library.
    3. Setting FY20 Meeting Dates – legal requirement is to meet every other month. Propose to follow an every other month schedule on the second Tuesday at 6:00pm – November 12, January 14, March 10, May 12, July 14 and September 8. Board members would be expected to use additional time in committees and other library functions. In ‘off’ months financial reports and director report would still be completed and sent via email. Motion by Lisa, 2nd by Mary, all in favor, none opposed, motion carries.
    4. Donnelly PTO Harvest Fest – approve up to $500 to be spent on books to give out on hay ride. Motion by Mary, 2nd by Lisa, all in favor, none opposed, motion carries.
  3. Questions/comments from the public
  4. Adjournment – motion to adjourn at 6:40pm by Lisa, 2nd by Mary, all in favor, none opposed, motion carries.