Donnelly Public Library District

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Trustee Meetings FY 2019-2020

Trustee Meetings 2019-2020

Director’s Reports:

Sept / October 2020

July / August 2020

May / June 2020

March / April 2020

Board Meetings:

Special Meeting September 21st, 2020

September Meeting 2020

November 2019

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

Meeting Minutes

Tuesday, November 12, 2019, 6:00 p.m.
Donnelly Public Library, 150 E. State St., Donnelly, ID

1. Call to Order @ 6:00pm. Members Present – Laura Bettis, Lisa Andresen, Mary Stegner, Jean Keese,
Susan Dorris Members Absent – None Others Present – JoAnn Fly
2. Pledge of Allegiance
3. Approval of Agenda
4. Consent Agenda
a. Motion to approve prior meeting minutes from September 2019 by Jean, 2 nd by Mary, all in
favor, none opposed, motion carries.
b. Reports of Officers
i. Chair – Report back from ILA Meeting
1. Employee Manual (ICRMP) – ICRMP has Idaho Library employee manual that is
specific to Idaho law. We need to look at this and adopt as a whole or adopt in
part for DPLD. The current DPLD manual is based on National standards.
2. Annual Policy Review – good practice to review & approve policies each year.
3. Board Training – recommended to take 10-15 minutes of each meeting for
Board Training. This could be policy review, review of board roles &
responsibilities, among other ideas. Reminder – No board position or single
board member has any power. Power of the board lies in the group making
policies/decisions together.
ii. Other officers – no reports
c. Reports of standing committees
i. Finance Committee – Have one complete year of information. Need to meet after first
annual report.
d. Reports of special committees
i. Strategic Planning Committee – motion to disband committee until needed again.
Strategic plan is in place and does not need to be updated. Maybe replace with a grant
committee to help with grant opportunities & funding? Motion to disband the Strategic
Planning Committee by Mary, 2 nd by Jean, all in favor, none opposed.
ii. Programming Committee – focusing on goal as set in strategic plan. Continuing to offer
after school opportunities, pre-school story hour, book club. Unable to work with
Americorp due to lack of housing for employee. New focus in January will be
participating in 2020 census. Afterschool programs in Donnelly is still a big need the
library can’t provide on its own. Partner with PLCA? Bigger space? Next steps include
utilizing volunteers, expand offerings, continue to recruit community partners, create
comment/feedback cards and participant surveys for programs.
iii. Facilities Committee – Current balance approximately $116,000. Short term
goals include possibility of bigger portable building to use for storage and meeting
space. First step in building expansion is to get new plans drawn. Long term goals
include acquiring additional space such as lot next door or lot from church.

e. Fiscal Report – JoAnn Fly

i. FY2019 Year End Budget/Actual – Year End: We finished our first complete budget year
and year end actuals look within budget. Current budget: need financial reports at
board meetings to reflect 2 months to follow the schedule change to meeting every
other month. October Payroll was higher than budgeted due to library event, Harvest
Fest, Halloween. Need a plan to keep overtime & event payroll expenses under control.
Remember to use volunteers.
f. Director Report – Sherry Scheline
i. End of year report – not present, report submitted via email
1. General – currently working on End of Year report and library inventory. New
laptop and scanner will allow for more accurate and complete inventory &
weeding of collection.
2. Service population – According to ICfL the service population is 2,770. Valley
County did a calculation and estimates population to be 2,186.

5. Unfinished Business
a. Board Volunteer Logs – everyone please remember to keep current.
b. Director Evaluation – thank you everyone for your input. Evaluation is completed.
c. Lease of City Property – table until next meeting.
d. Americorps Opportunity in partnership with U of I Extension Office – unable to secure housing
for Americorps employee.

6. New Business
a. ICRMP 2020 rate/approval/payment – slight increase in rate. Motion to approve ICRMP
expense for 2020 by Lisa, 2 nd by Jean, all in favor, none opposed, motion carries.
b. Fee Increase – Chair proposes slight membership fee increase. Authorize Library Director to
waive membership fees as deemed appropriate to individuals/families who have a connection
to Donnelly and display a need. Implement a system to track how many memberships are
awarded. Motion to increase fees to $25/individual and $40/family. Motion by Jean, 2 nd by
Mary, all in favor, none opposed, motion carries.
c. Inventory/Fall Weeding closure day (December 3) – More accurate inventory & successful
process if library closes for 1 day. Motion to authorize library to be closed on December 3 for
annual inventory. Motion by Susan, 2 nd by Jean, all in favor, none opposed, motion carries.
d. LSO State Registry due 12/1 – on track for timely report submission.
7. Questions/comments from the public
8. Adjournment – Motion to adjourn @ 7:20 by Susan, 2 nd by Jean, all in favor, none opposed, motion
carries.

January 2020

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

January 14, 2020

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

MEETING MINUTES

 

  1. Call to Order 6:00 p.m. by Chair Laura Bettis

 

Trustees in Attendance: Laura Bettis, Lisa Andresen, Susan Dorris, Mary Stegner

Also present: JoAnn Fly (DPLD bookkeeper) and Sherry Scheline (DPLD Library Director and Board Secretary), Maggie Bryant (public)

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

Lisa motion to strike Strategic Plan from agenda / Susan Second / Motion Carried

Mary  moved to approve / Lisa second /Motion Carried

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

Mary  moved / Lisa second / Motion Carried

    1. Reports of Officers
      1. Chair: Laura Bettis

Committees all need to meet

      1. Vice Chair nothing to report
      2. Treasurer  referred report to JoAnn the DPLD bookkeeper  (financial reports posted at library)
        1. Current Balances on hand: $52,668.80 Building: $119,414.92
        2. Discussion regarding Director’s pay.  $17.50 an hour was approved for this fiscal year at the July 2019 meeting, but Director’s pay in timekeeping system was only raised to $17.00. Mary moved to authorize that the Director’s pay be raised to $17.50 in the timekeeping system and that the Director receive a check for back pay for $.50 /hour since October 1st, 2019 / Lisa Second / Motion Carried
      3. Secretary
      4. Clerk

 

    1. Reports of standing committees

No Updates

    1. Reports of special committees

Grants: Laura explained grant tracking spreadsheet that is accessible on the shared drive for grants.  The following slate of grants was put to the Board:

  1. Midas Gold for shed / expansion (approx. $20,000 – $30,000)
  2. ICF – Perc and Gladys Shelton Fund and Forever Idaho Southwest & South Central up to $5000 each for library equipment / books / technology
  3. LMCF (up to 20 K)
  4. Donnelly LOT
  1. Director to write letter asking for 2019/ 2020 money already awarded.
  2. August 2020 LOT application – general operation and facility upgrade $15k- $20 k
  1. Progressive Club Summer Reading up to $2500
  2. Rotary Club (Development wage for After School Program) $10,800
  3. NEA Big Read approx. $5k (Cascade will be making request for all 3 libraries, our share is $5k)
  4. ICFL
  1. K- readiness $10k
  2. Summer Reading Program $500
  3. Summer Intern Grant $1000
  4. BTip (Broadband program – ask for technical assistance, exact amount unknown authorize for up to $2000)

Lisa moved to approved slate of grants / Mary Second / Motion Carried

 

      1. Director Report – Sherry Scheline

 

  1. Unfinished Business
    1. Annual Review of Policies and Procedures

Created working group: Sherry, Laura, Mary and Jean

Lisa motioned to create working group / Susan second / Motion Carried

  1. New Business:

No new business

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

Susan moved to adjourn, Lisa second, Meeting adjourned by Chair 6:49 p.m.

 

Respectfully Submitted,

Sherry Scheline

Secretary

March 2020

DONNELLY PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES

Tuesday, March 10, 2020, 6:00 p.m.

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

Meeting Minutes *Draft*

  1. Call to Order @ 6:02pm
    1. Board members present – Mary Stegner, Jean Keese, Laura Bettis, Lisa Andresen. Absent – Susan Dorris (at voting polls)
    2. Others present – JoAnn Fly. Absent – Sherry Scheline (at candidate forum)
  2. Pledge of Allegiance
  3. Approval of Agenda – motion by Mary, 2nd by Jean, all in favor, none opposed, motion carries
  4. Consent Agenda
    1. Reading, correcting, approving or disposing of minutes of previous meeting. Motion to approve by Lisa, 2nd by Mary, all in favor, none opposed, motion carries.
    2. Reports of Officers
      1. Chair – will meet with architect soon
      2. Other officers – no reports
    3. Reports of standing committees
      1. Finance Committee – defer to fiscal report
    4. Reports of special committees
      1. Programming Committee – grant submitted to rotary for funds
      2. Building Committee – waiting for additional info from architect
    5. Fiscal Report – JoAnn Fly. Expenses all in line with budget
    6. Director Report – Sherry Scheline. Summer theme is Imagine Your Story. Will host programs at library and continue to attend Donnelly Farmers Market. Looking to build a cart for use at farmers market. Working on a cooperative fall reading project with Cascade & McCall.
  5. Unfinished Business
    1. Annual Review of Policies/Procedures and Employee Manual – will continue to review. Postpone discussion until Library Director is in attendance.
  6. New Business
    1. Grants
      1. Awarded summer reading STEM and intern grant – will use funds similar to last year to support summer reading program
      2. Submitted Rotary grant – if approved funds dispersed in fall
      3. Friends $2000 for OverDrive holds – motion to approve Sherry requesting $2000 from Friends to expand the digital collection, focusing on requested books and those with long hold times. Motion by Mary, 2nd by Jean, all in favor, none opposed, motion carries.
    2. Parking Concerns from City of Donnelly – postpone discussion until Library Director in attendance
  7. Questions/comments from the public
  8. Adjournment – motion to adjourn at 6:26pm by Jean, 2nd by Mary, all in favor, none opposed, motion carries.