MEAGHER COUNTY CITY LIBRARY
BOARD OF TRUSTEES MEETING MINUTES
TUESDAY, FEBRUARY 21, 2012
ATTENDANCE: Library Trustees: Gordon Doig, Leone Michalec, Steve Hicks, Elton Lee
Library Director: Debbie Benedict
The meeting was called to order at 6:10 p.m. at the Meagher County City Library.
It was moved by Leone and seconded by Steve and unanimously carried to approve January 17, 2012 meeting minutes as presented.
It was moved by Leone and seconded by Steve and unanimously carried to approve bills as presented for payment.
It was moved by Elton and seconded by Leone and unanimously carried to approve Industrial Towel bill (check 4325 paid 11/15/12) in the amount of $8.59.
Library Sign Update
Elton followed up with Logan Pierce. Material has not been obtained to complete the library sign. Harlowton was not paid for the initial work. The shop teacher needs to be reminded to submit a bill for payment. Once basketball season is finished, Logan may have time to work on the remainder of the sign.
Receipt Status of City Revenues
There is no system in place to ensure quarterly payment of city revenues to the library. Leone agreed to visit with Shelly quarterly to request payment. It is critical the year end payment be received in time to post to current fiscal year records.
Fax/Printer/Copier Replacement
Debbie presented information from Gagnon’s and Superior Business Equipment on recommended machines. How to pay for a copier was discussed. Gordon and Leone will meet with the county commissioners on March 13 to discuss funding.
It was moved by Steve and seconded by Elton and unanimously carried to order the Canon ImageRunner 1025 if from Superior Business Equipment in Great Falls at a cost of $1424.91.
Broad Valleys Federation March 9 Meeting
Elton will continue representing the library board on the Broad Valley Federation. He will check his schedule and inform Debbie if he can/cannot attend the upcoming meeting. Leone plans to attend the Friday afternoon session on library funding.
Ordering Duplicate Copies of Montana Books
Elton expressed concern about availability of certain Montana books, particularly those out of print, and whether the library should purchase duplicate copies. He relayed his conversation with Debbie and Friends of the Library questioning how to pay for such books. For now, if the library has a copy of a Montana book, a duplicate will not be purchased. Montana books not in the library collection will continue to be purchased as funding is available.
Repair Hallway Vent/Install Outdoor Display Case/Replace Florescent Light Bulbs
Steve repaired the hallway vent and replaced florescent light bulbs prior to the meeting. He agreed to install the outdoor display case.
Recognition for Courier Service
Gordon expressed that Tim Benedict has acted as the library courier moving books back and forth from the library to Helena for several months without any recognition from the library board.
It was moved by Steve and seconded by Leone and unanimously carried to give Tim a $75.00 gift certificate to the Silver Star Steak Company in Helena in appreciation for his service as courier.
Debbie will submit a claim to the courthouse requesting a check to be issued to pay for the gift certificate. Also, Sherry Pritchard’s volunteer service operating the circulation desk in Debbie’s absence will be recognized by a thank you card from the board.
Library Memorials
Gordon continues to receive complaints on how library memorials are being processed. There are families not entirely at ease when benevolence on behalf of their beloved one is placed in a fund established in another person’s memory. Establishing a Meagher County Library Foundation account possibly using Donald W. Johnston Memorial Library Trust funds will create a venue for these situations. This will be discussed at the upcoming foundation meeting. A Meagher County News article can outline the procedure for donating to the library via either fund. Also, future acknowledgement letters will not specify donation amounts.
It was moved by Leone and seconded by Steve to close the library Wednesday, February 22 at 6:00 p.m. so Debbie can attend the Meagher County Library Foundation meeting.
Library Board Replacement
Mari Johnston-Hamm’s term will be completed June 30, 2012. She has served two consecutive terms and is not eligible for reelection. NOTE: Mari has only served one term and is eligible for re-election – correction made at March 13, 2012 meeting.
Librarian Report
Debbie provided copies of the Librarian Report, which is on file at the library.
Date of Next Meeting
The next board meeting is scheduled for March 13, 2011 at 6:00 p.m. at the library.
There being no further business to discuss, it was moved by Steve and seconded by Leone and unanimously carried to adjourn the meeting at 7:15 p.m.
Respectfully submitted,
Debbie Benedict
BOARD OF TRUSTEES MEETING MINUTES
TUESDAY, FEBRUARY 21, 2012
ATTENDANCE: Library Trustees: Gordon Doig, Leone Michalec, Steve Hicks, Elton Lee
Library Director: Debbie Benedict
The meeting was called to order at 6:10 p.m. at the Meagher County City Library.
It was moved by Leone and seconded by Steve and unanimously carried to approve January 17, 2012 meeting minutes as presented.
It was moved by Leone and seconded by Steve and unanimously carried to approve bills as presented for payment.
It was moved by Elton and seconded by Leone and unanimously carried to approve Industrial Towel bill (check 4325 paid 11/15/12) in the amount of $8.59.
Library Sign Update
Elton followed up with Logan Pierce. Material has not been obtained to complete the library sign. Harlowton was not paid for the initial work. The shop teacher needs to be reminded to submit a bill for payment. Once basketball season is finished, Logan may have time to work on the remainder of the sign.
Receipt Status of City Revenues
There is no system in place to ensure quarterly payment of city revenues to the library. Leone agreed to visit with Shelly quarterly to request payment. It is critical the year end payment be received in time to post to current fiscal year records.
Fax/Printer/Copier Replacement
Debbie presented information from Gagnon’s and Superior Business Equipment on recommended machines. How to pay for a copier was discussed. Gordon and Leone will meet with the county commissioners on March 13 to discuss funding.
It was moved by Steve and seconded by Elton and unanimously carried to order the Canon ImageRunner 1025 if from Superior Business Equipment in Great Falls at a cost of $1424.91.
Broad Valleys Federation March 9 Meeting
Elton will continue representing the library board on the Broad Valley Federation. He will check his schedule and inform Debbie if he can/cannot attend the upcoming meeting. Leone plans to attend the Friday afternoon session on library funding.
Ordering Duplicate Copies of Montana Books
Elton expressed concern about availability of certain Montana books, particularly those out of print, and whether the library should purchase duplicate copies. He relayed his conversation with Debbie and Friends of the Library questioning how to pay for such books. For now, if the library has a copy of a Montana book, a duplicate will not be purchased. Montana books not in the library collection will continue to be purchased as funding is available.
Repair Hallway Vent/Install Outdoor Display Case/Replace Florescent Light Bulbs
Steve repaired the hallway vent and replaced florescent light bulbs prior to the meeting. He agreed to install the outdoor display case.
Recognition for Courier Service
Gordon expressed that Tim Benedict has acted as the library courier moving books back and forth from the library to Helena for several months without any recognition from the library board.
It was moved by Steve and seconded by Leone and unanimously carried to give Tim a $75.00 gift certificate to the Silver Star Steak Company in Helena in appreciation for his service as courier.
Debbie will submit a claim to the courthouse requesting a check to be issued to pay for the gift certificate. Also, Sherry Pritchard’s volunteer service operating the circulation desk in Debbie’s absence will be recognized by a thank you card from the board.
Library Memorials
Gordon continues to receive complaints on how library memorials are being processed. There are families not entirely at ease when benevolence on behalf of their beloved one is placed in a fund established in another person’s memory. Establishing a Meagher County Library Foundation account possibly using Donald W. Johnston Memorial Library Trust funds will create a venue for these situations. This will be discussed at the upcoming foundation meeting. A Meagher County News article can outline the procedure for donating to the library via either fund. Also, future acknowledgement letters will not specify donation amounts.
It was moved by Leone and seconded by Steve to close the library Wednesday, February 22 at 6:00 p.m. so Debbie can attend the Meagher County Library Foundation meeting.
Library Board Replacement
Mari Johnston-Hamm’s term will be completed June 30, 2012. She has served two consecutive terms and is not eligible for reelection. NOTE: Mari has only served one term and is eligible for re-election – correction made at March 13, 2012 meeting.
Librarian Report
Debbie provided copies of the Librarian Report, which is on file at the library.
Date of Next Meeting
The next board meeting is scheduled for March 13, 2011 at 6:00 p.m. at the library.
There being no further business to discuss, it was moved by Steve and seconded by Leone and unanimously carried to adjourn the meeting at 7:15 p.m.
Respectfully submitted,
Debbie Benedict
