MEAGHER COUNTY CITY LIBRARY
BOARD OF TRUSTEES MEETING MINUTES
TUESDAY, JUNE 14, 2011
ATTENDANCE: Library Trustees: Gordon Doig, Leone Michalec, Steve Hicks, Elton Lee
Library Director: Debbie Benedict
The meeting was called to order at 6:14 p.m. at the Meagher County City Library.
There being no additions or corrections to the May 10, 2011 meeting minutes, they stand approved as presented.
It was moved by Steve and seconded by Leone and unanimously carried to approve bills as presented for payment.
Signing of Library Foundation Articles of Incorporation
Each board member present signed the document which will be notarized by Teresa Doig, and copies made for the library file and each board member. Friends of the Library will be asked to pay the $20.00 application filing fee which will be reimbursed at a later date once a checking account is established.
Library Foundation By-Laws (Status Update)
Committee members Gordon, Leone and Mari have yet to meet.
It was moved by Elton and seconded by Leone and unanimously carried to apply for 501c3 tax free status for the Foundation.
FY-2012 Budget
Budget committee members Gordon, Leone and Elton met with County Clerk and Recorder Dayna Ogle to establish a broad outline of budget requirements including last year’s cash carryover/unpaid liabilities and Library Director’s unused sick leave and vacation balance. Gordon will speak with Dayna about $1500 in the building account that has yet to be adjusted as it will impact next fiscal year’s cash carryover. Invoices for this fiscal year may be submitted through July 15, 2011. Leone will update the county budget request form and submit to Dayna. The board went into executive session from 6:54 p.m. to 7:06 p.m. to discuss personnel issues.
It was moved by Elton and seconded by Steve and unanimously carried to change the Library Director from an hourly employee to a FLSA Exempt employee effective July 1, 2011 with an annual salary of $26,000 beginning July 1, 2011 and monthly salary equaling $2166.67.
Leone will prepare a letter for Gordon’s signature to submit to Dayna outlining this personnel change.
Vacuum Cleaner
Vacuums were discussed.
It was moved by Steve and seconded by Elton and unanimously carried to purchase the vacuum recommended by Wayne Johnson.
Debbie will contact Wayne who will place the order.
Painting of the Library
This will be an August project in warm weather and following the summer reading program. Tintina Resources has salaried employees who can help. The lap siding will need to be ordered. Elton has a pressure washer. Further details will be discussed at next month’s meeting.
Compensated Absences Fund
The Clerk and Recorder is authorized by the State to set up a Compensated Absences Fund to collect county employee unused sick and vacation funds. Each county entity will have a fund category to protect their monies. Dayna has asked for an authorization letter from the library board specifying this fiscal year’s carryover amount into this fund.
It was moved by Leone and seconded by Steve and unanimously carried that Meagher County establish a Library Compensated Absences Fund for monies the board determines be transferred at a later date totaling approximately $3,000.
Friends of the Library
Debbie provided a written copy of the Friends of the Library report.
Public Library Standards 2011 Certification Form
It was moved by Leone and seconded by Elton and unanimously carried that the library meets 2011 Public Library Standards.
Gordon and Debbie will sign the Montana State Library document which will then be mailed.
Map Cabinet
Meagher County News has an excess map cabinet which might be of use to the library. Elton will look at the cabinet so a decision can be made.
Steve Hicks Library Board Term
It was moved by Leone and seconded by Elton to appoint Steve Hicks to another five year board term.
Debbie will prepare a recommendation letter for Gordon’s signature.
Librarian Report
Debbie presented a written Librarian Report which is on file at the library.
The next board meeting is scheduled for July 12, 2011, 6:00 p.m. at the library.
There being no further library business to discuss, it was moved by Steve and seconded by Elton and unanimously carried to adjourn the meeting at 8:08 p.m.
Respectfully submitted,
Debbie Benedict
BOARD OF TRUSTEES MEETING MINUTES
TUESDAY, JUNE 14, 2011
ATTENDANCE: Library Trustees: Gordon Doig, Leone Michalec, Steve Hicks, Elton Lee
Library Director: Debbie Benedict
The meeting was called to order at 6:14 p.m. at the Meagher County City Library.
There being no additions or corrections to the May 10, 2011 meeting minutes, they stand approved as presented.
It was moved by Steve and seconded by Leone and unanimously carried to approve bills as presented for payment.
Signing of Library Foundation Articles of Incorporation
Each board member present signed the document which will be notarized by Teresa Doig, and copies made for the library file and each board member. Friends of the Library will be asked to pay the $20.00 application filing fee which will be reimbursed at a later date once a checking account is established.
Library Foundation By-Laws (Status Update)
Committee members Gordon, Leone and Mari have yet to meet.
It was moved by Elton and seconded by Leone and unanimously carried to apply for 501c3 tax free status for the Foundation.
FY-2012 Budget
Budget committee members Gordon, Leone and Elton met with County Clerk and Recorder Dayna Ogle to establish a broad outline of budget requirements including last year’s cash carryover/unpaid liabilities and Library Director’s unused sick leave and vacation balance. Gordon will speak with Dayna about $1500 in the building account that has yet to be adjusted as it will impact next fiscal year’s cash carryover. Invoices for this fiscal year may be submitted through July 15, 2011. Leone will update the county budget request form and submit to Dayna. The board went into executive session from 6:54 p.m. to 7:06 p.m. to discuss personnel issues.
It was moved by Elton and seconded by Steve and unanimously carried to change the Library Director from an hourly employee to a FLSA Exempt employee effective July 1, 2011 with an annual salary of $26,000 beginning July 1, 2011 and monthly salary equaling $2166.67.
Leone will prepare a letter for Gordon’s signature to submit to Dayna outlining this personnel change.
Vacuum Cleaner
Vacuums were discussed.
It was moved by Steve and seconded by Elton and unanimously carried to purchase the vacuum recommended by Wayne Johnson.
Debbie will contact Wayne who will place the order.
Painting of the Library
This will be an August project in warm weather and following the summer reading program. Tintina Resources has salaried employees who can help. The lap siding will need to be ordered. Elton has a pressure washer. Further details will be discussed at next month’s meeting.
Compensated Absences Fund
The Clerk and Recorder is authorized by the State to set up a Compensated Absences Fund to collect county employee unused sick and vacation funds. Each county entity will have a fund category to protect their monies. Dayna has asked for an authorization letter from the library board specifying this fiscal year’s carryover amount into this fund.
It was moved by Leone and seconded by Steve and unanimously carried that Meagher County establish a Library Compensated Absences Fund for monies the board determines be transferred at a later date totaling approximately $3,000.
Friends of the Library
Debbie provided a written copy of the Friends of the Library report.
Public Library Standards 2011 Certification Form
It was moved by Leone and seconded by Elton and unanimously carried that the library meets 2011 Public Library Standards.
Gordon and Debbie will sign the Montana State Library document which will then be mailed.
Map Cabinet
Meagher County News has an excess map cabinet which might be of use to the library. Elton will look at the cabinet so a decision can be made.
Steve Hicks Library Board Term
It was moved by Leone and seconded by Elton to appoint Steve Hicks to another five year board term.
Debbie will prepare a recommendation letter for Gordon’s signature.
Librarian Report
Debbie presented a written Librarian Report which is on file at the library.
The next board meeting is scheduled for July 12, 2011, 6:00 p.m. at the library.
There being no further library business to discuss, it was moved by Steve and seconded by Elton and unanimously carried to adjourn the meeting at 8:08 p.m.
Respectfully submitted,
Debbie Benedict