MEAGHER COUNTY CITY LIBRARY
BOARD OF TRUSTEES MEETING MINUTES
TUESDAY, DECEMBER 11, 2012
ATTENDANCE: Library Trustees: Gordon Doig, Leone Michalec, Steve Hicks,
Elton Lee, Gretchen Rader
Library Director: Debbie Benedict
The meeting was called to order at 6:05 p.m. at the Meagher County City Library.
It was moved by Steve, seconded by Gretchen, and unanimously carried to approve November 13, 2012 meeting minutes as presented.
It was moved by Leone, seconded by Steve, and unanimously carried to approve bills as presented for payment.
Replacement of HVAC Filters
Elton replaced the roof filter above the Montana Room and the hallway filter adjacent to the children’s area. The hallway filter tends to crimp and does not hold in place and the metal frame is difficult to remove so Elton and Steve will look into this and come up with a solution. Debbie requested the roof filter be replaced each season prior to activating the air conditioning/heating at which time the hallway filter can also be replaced.
Library Finances
Leone continues to monitor the library finances and explained a situation involving entitlement money she will be working to correct. She continues working closely with Dayna on the library budget.
Renewal of Short-Term Worker
It was moved by Leone, seconded by Elton, and unanimously carried to renew Alana Mueller-Brunkhorst’s short-term position for another year.
Friends of the Library
Debbie provided each a written copy of the Friends of the Library report, which is on file at the library.
Open Meeting Act/Quorum
Leone presented information on Montana Open Meeting Law discussed at a recent online training she attended. If three individuals on the library board meet it constitutes a meeting and must be posted to be in compliance with open meeting law. There are only two reasons to have a closed session: 1) personnel review of an employee and only if the employee requests a closed session, and 2) litigation involving a private company or individual. The board agreed to future working committees of 2 individuals; otherwise, meetings will be posted.
Printer Replacement/Repair
The Lexmark T630 printer stopped working and needs to be replaced.
It was moved by Steve, and seconded by Leone to allow Debbie to find and purchase a replacement printer, which will be charged to the library’s print 320 account.
Gift Certificates
Because the library is not a private institution receiving private funds, gift certificates cannot be given to employees.
It was moved by Gretchen, seconded by Steve, and unanimously carried to purchase a $30 gift certificate to JoAnn’s to recognize Sandy Pritchard’s volunteer service to the library.
It was moved by Gretchen, seconded by Steve, and unanimously carried to purchase a $30 gift certificate to Cougar Mercantile for Larry Johnson to express appreciation for his prior voluntary work on the library HVAC system.
Librarian Report
Debbie provided copies of the Librarian Report, which is on file at the library.
Mabel Tung gave a $50.00 gift to the library in September and notified Northern Trust’s Matching Gift Program about the donation. Debbie has been in contact with Northern Trust and received confirmation they will take care of this matching gift request. Payments for the Northern Trust Matching Gift Program are made quarterly.
Debbie was asked by Judy Garrison, whose husband Lary Garrison is President of the Lyons Club in Billings, about possible ways they could support the library since this year’s theme revolves around projects that promote literacy. She told her about the library’s ongoing summer reading program and Books for Babies program both of which promote literacy.
Date of Next Board Meeting
The next board meeting is scheduled for Tuesday, January 15, 2013, 6:00 p.m. at the library.
There being no further business to discuss, it was moved by Leone, seconded by Elton, and unanimously carried to adjourn the meeting at 7:20 p.m.
Respectfully submitted,
Debbie Benedict
BOARD OF TRUSTEES MEETING MINUTES
TUESDAY, DECEMBER 11, 2012
ATTENDANCE: Library Trustees: Gordon Doig, Leone Michalec, Steve Hicks,
Elton Lee, Gretchen Rader
Library Director: Debbie Benedict
The meeting was called to order at 6:05 p.m. at the Meagher County City Library.
It was moved by Steve, seconded by Gretchen, and unanimously carried to approve November 13, 2012 meeting minutes as presented.
It was moved by Leone, seconded by Steve, and unanimously carried to approve bills as presented for payment.
Replacement of HVAC Filters
Elton replaced the roof filter above the Montana Room and the hallway filter adjacent to the children’s area. The hallway filter tends to crimp and does not hold in place and the metal frame is difficult to remove so Elton and Steve will look into this and come up with a solution. Debbie requested the roof filter be replaced each season prior to activating the air conditioning/heating at which time the hallway filter can also be replaced.
Library Finances
Leone continues to monitor the library finances and explained a situation involving entitlement money she will be working to correct. She continues working closely with Dayna on the library budget.
Renewal of Short-Term Worker
It was moved by Leone, seconded by Elton, and unanimously carried to renew Alana Mueller-Brunkhorst’s short-term position for another year.
Friends of the Library
Debbie provided each a written copy of the Friends of the Library report, which is on file at the library.
Open Meeting Act/Quorum
Leone presented information on Montana Open Meeting Law discussed at a recent online training she attended. If three individuals on the library board meet it constitutes a meeting and must be posted to be in compliance with open meeting law. There are only two reasons to have a closed session: 1) personnel review of an employee and only if the employee requests a closed session, and 2) litigation involving a private company or individual. The board agreed to future working committees of 2 individuals; otherwise, meetings will be posted.
Printer Replacement/Repair
The Lexmark T630 printer stopped working and needs to be replaced.
It was moved by Steve, and seconded by Leone to allow Debbie to find and purchase a replacement printer, which will be charged to the library’s print 320 account.
Gift Certificates
Because the library is not a private institution receiving private funds, gift certificates cannot be given to employees.
It was moved by Gretchen, seconded by Steve, and unanimously carried to purchase a $30 gift certificate to JoAnn’s to recognize Sandy Pritchard’s volunteer service to the library.
It was moved by Gretchen, seconded by Steve, and unanimously carried to purchase a $30 gift certificate to Cougar Mercantile for Larry Johnson to express appreciation for his prior voluntary work on the library HVAC system.
Librarian Report
Debbie provided copies of the Librarian Report, which is on file at the library.
Mabel Tung gave a $50.00 gift to the library in September and notified Northern Trust’s Matching Gift Program about the donation. Debbie has been in contact with Northern Trust and received confirmation they will take care of this matching gift request. Payments for the Northern Trust Matching Gift Program are made quarterly.
Debbie was asked by Judy Garrison, whose husband Lary Garrison is President of the Lyons Club in Billings, about possible ways they could support the library since this year’s theme revolves around projects that promote literacy. She told her about the library’s ongoing summer reading program and Books for Babies program both of which promote literacy.
Date of Next Board Meeting
The next board meeting is scheduled for Tuesday, January 15, 2013, 6:00 p.m. at the library.
There being no further business to discuss, it was moved by Leone, seconded by Elton, and unanimously carried to adjourn the meeting at 7:20 p.m.
Respectfully submitted,
Debbie Benedict
