Board Meeting 8-11-2010

	JTEL Board of Directors Meeting 8.11.2010 Agenda: Roll Call Minutes from July 14 board meeting Officers' Reports Presentation: revised site plan, building design (Prouty & Pohl) Opportunity for Public Comments Old Business: state Designated Legislative Grant for FY 2011 draft of nonprofit application: review & questions thank-you letters, donor database & thank-yous, FTVRR letter Opportunity for Public Comments New Business: procurement policy liability insurance gazebo policy new board members Opportunity for Public Comments Events: next library lecture: September? LiBerry Music Festival (updates) (Huebert, Musick) Readers on the Run annual meeting Next meeting: September 8, 2010 Board Meeting Minutes Call to order: 7:10 Attendance: Nancy Burnham, Eric Glos (proxy), Melinda Harris, Deirdre Helfferich, Monique Musick Guests: Scott Allen, Meritt Helfferich, Bob Huebert, Gary Pohl, Matt Prouty, Trey Simmons Minutes: Adopt from July 14, 2010 meeting Make sure that the person who makes a motion gets documented Nancy: move to adopt Melinda: Second Unanimous adoption OFFICERS' REPORTS President’s Report New blog Sent invitations to board, sans Eric (no e-mail), Board is invited to contribute What do we do? How? Post to it every now and then People organizing events: post it New titles, movies: post it Interact with the public Deirdre does not want to be the only one posting to the blog Inform membership what is going on at library: Put out calls for work parties Make the websites more static- the blog more fluid and up to date Blog lists events and other information Library websites are blogs in many cases Another means of providing service to the public, Another way of reaching our public More detail on a blog than Facebook More convenient than Web- any computer can log in Interact once a week or more Facebook up to 232 fans Vice President Absent excused Treasurer’s Report Sent out financial report New account with Denali Federal Credit Union- new signers Deirdre & Nancy Transferred money $5,000 for ECA land payment Income $275 3 reimbursements- office expenses & gazebo supplies Total $5645.67 checks out Balance $12,262.22 savings Checking $368.63 Keep $500 in checking at all times Secretary’s Report Thank yous to Guttenberg and Thomas sent Public comments: Bob Huebert: Not a cohesive experience for browsing Websites. Integrate into single Web presence. RSS feeds into website. Willing to assist with figuring out how. Too many different entities Monique: Hard to find on Facebook: Li-Berry vs. LiBerry on Facebook. Deirdre does a lot of it but needs help. Put “Find us on Facebook” on posters- but had trouble doing it myself Presentation: revised site plan, building design Matt Prouty and Gary Pohl, USKH New design plans One point of control- as per Tripplehorn’s suggestions Rich Seifert’s information on glass and shading- summer and winter 7’ sunscreen on south windows Integrates higher stacks and library ladder Topographic challenges: Orient due south-especially considering future addition Right now it’s oriented 15% south-southeast Picked up efficiencies by removing staircase Moved jut-out to front instead of back Do we need both a mens’ and womens’ room? Future expansion yes- keep fixtures out of one now and use for storage Septic will involve land clearing Slant is designed for optimal solar angle Typical roof-wall relationships-- mitigate big problem areas Provides summertime shading Utilizing typical annual solar data From parking standpoint it makes sense to face due south Easier parking at right angle to road Rotating design probably makes sense Still need to drop in “real” topography data The bump out? No private meeting space- have Hartung hall for that. Exams- private space is important space. Proctoring is not paid for, can we afford to build for it? Put in header with folding screen (turn front window area into private space). Storage space double-duty for exam room? Extend building to Southwest corner? Future expansion to East Book capacity 13,692 Green is the “buzz” word for federal money, Green elements help us with grants, Justifies masonry & passive design expenses Monique: move to adopt design Melinda: second ACTION: Unanimous Prepare for Fire Marshall- good conversation with him. Modify per his input if desired. He’s on our side $2000 to USKH for services Revise to remove ECA reference and mention Deirdre by title Nancy: move to adopt USKH contract as amended Monique: Second ACTION: Unanimous Created a project tracking database: People-project-tasks. So we know who is doing what and when. Keep track of contact information. Make that available via Google docs OLD BUSINESS State designated Legislative grant Had questions: contact, official grant person Named Deirdre in letter, Makes sense as Library President. Someone else could take that role on Nancy: what is status? Need to provide project description: scope of work, description, timeline, Will review with board Created full project timeline & budget narrative Estimate of $10,000 site design from Stutzman Engineering; Redesign $2,000 Electrical? Engineering? Septic? Don’t know costs; Electric pole $2,000; Driveway materials and building pad: Roger Moore will give discount per yard; Dan Givens- Stone Castle Masrony $24,000 masonry heater; Project Management $7,500; Electrical design $5,000: Total looks like $37,500 for preliminary engineering & design Plug in numbers from construction, No more disclosures than necessary, Explain how we will be using the specific funds Decision making- what numbers get included: Makes sense to only provide those numbers that are relevant Deadline: June 30, 2011 Get this in as soon as possible Nonprofit application: Worked one on one with Nancy and Deirdre. Financials and Narrative- two key parts gathered Need to do final formatting Need to make appointments with other folks on their sections Send full application out for review Deirdre- comments back from Merritt on narrative: Important remark: under fundraising- mention Friends of Ester Library, Delete mention of future Foundation, Too many strings Thank you letters- Sent to Guttenberg and Thomas sent Revised TVRR letter- signed by Monique Others being worked NEW BUSINESS Draft procurement policy- Meritt Read and review- comments next time Liability insurance- need to get it soon. Eric isn’t here with quotes and info Gazebo policy Usage policy- do we need rental terms? What kind of use policy do we need? Set up a calendar schedule. For now make sure we post any events early. Nancy will be a contact for gazebo New board members Facebook note- board job descriptions. Lots of people tagged, Was kind of confusing. Let them know why they were tagged, Explain that an election is coming Board member resigning, 3 positions opening up, Need two alternates, Pro-tem alternates Annual meeting in October- election Bob Hubert- willing to fill in until October election Potential schedule conflict for Melinda- Wednesday night class EVENTS Library lecture: Contact Jamie and book him for late September LiBerry Music Festival Pie judge- some interested in auctioning position Ads in newspaper- great deal Posters, handbills Facebook event Facebook page Webpage Word of mouth What’s up with Lost Dog? Do we try to replace them or end the Hartung earlier? Readers on the Run Second Sunday of October Organizer in past Ed Rouleau- Nancy will contact him; Find someone else if not, Possibly Geoff Orth Annual meeting- Sunday October 24, 2010 ADJOURN


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