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Minutes, December 7, 2011
12/16/2011 1:50:31 PM
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Minutes of the James River Valley Library System, December 7, 2011
The James River Valley Library board met December 7, 2011, at 5:00pm, at the Alfred Dickey Library. Present were Joel Davy from JLG Architects, Board members Charlotte Freberg, Barb Laraway, Judy Brueske and Jim Nyland. Also present were Library Director Daphne Drewello and Jennifer Senger. Dale Marks, Lynn Krueger and Gary Riffe were absent.
Jim called the meeting to order.
The majority of the meeting was spent going over renderings from JLG Architects for a possible addition to the current library building. Joel Davy presented his drawings to the board. Joel went through the plans in detail, he mentioned that the current plans for the bookmobile parking are for a smaller bookmobile and he stated that the larger bookmobile that we currently have would not be able to fit into the space provided in the plans to add an addition to the current building, therefore we would need to purchase a smaller bookmobile.
Charlotte Freberg expressed her concern about the cost of purchasing a new bookmobile. She stated that would be too expensive and we need the larger one that we currently have because of the amount of students that use it. A smaller bookmobile would not accommodate the high level of traffic it receives.
The rest of the board agreed with Charlotte and they started discussion about what should be done.
Judy Brueske stated that we could keep the bookmobile parked where it currently is and bring it over to the library to load it before going on the routes. The other board members were in agreement with that idea and asked Joel if he could change the plans to make a loading zone instead of a garage for the bookmobile. Joel stated that, that should be possible and that would also add floor space to the library.
Joel Davy then answered various questions about the floor plan and where things would be throughout the building.
Joel Davy left the meeting.
The board did not approve the minutes as written from the November 21 meeting. Barb Laraway stated there was an omission of a person in attendance of the meeting; Mike Jan, a public guest was in attendance.
Charlotte motioned to accept the November minutes after the amendment was made and Barb seconded the motion and all were in favor.
The profit and loss financial report was presented by Daphne and the board reviewed the details.
Charlotte motioned to approve the profit and loss financial report and Judy seconded the motion all were in favor.
The revised 2011-2012 budget was tabled until the January meeting.
The board held discussion about the library foundation and the fundraising that needs to be done.
The board members agreed that the Library Board and the Library Foundation need to have a meeting to discuss what the future of the Library Foundation is and what their plans are for fundraising for a building project.
The next regular meeting will be held on January 18, 2012.
Charlotte motioned to end the meeting Judy seconded the motion and all were in favor.
Meeting adjourned.
Respectfully Submitted,
Jennifer Senger
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Minutes, November 21, 2011
12/8/2011 1:16:59 PM
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Minutes of the James River Valley Library System, November 21, 2011
The James River Valley Library Board met November 21, 2011, at 5:00pm, at The Alfred Dickey Library. Board members Gary Riffe, Lynn Krueger, Jim Nyland, Barb Laraway and Dale Marks were present. Also present were Library Director Daphne Drewello, Jennifer Senger and public guest Mike Jan. Judy Brueske and Charlotte Freberg were absent.
Dale called the meeting to order.
Barb motioned to approve the September minutes as written, Lynn Krueger seconded the motion and all were in favor.
The bills were accepted as paid.
Discussion was then held about the financial report.
Krueger questioned the mill levy and how it is decided; Drewello then explained how the levy is set.
Drewello asked the board if the employees of the library would receive a yearend bonus. Gary Riffe made a motion in favor of bonuses and Jim Nyland seconded the motion and all were in favor.
Drewello started discussion about the PERS benefit, and stated that there will be increases in the cost. Drewello then asked the board if they wanted to remain paying the same percentage of the fees. Lynn Krueger made a motion to remain paying the same percentage and Jim Nyland seconded the motion all were in favor.
The mill levy was then discussed and what effect it would have on the library and what we would need to do if there was ever a time that we did not receive the funding from a mill levy. The board members decided that will be something they need to consider so there is a plan in place. They will hold more discussion at future meetings about this issue.
Salaries for the employees of the library system were then discussed and what percentage of raises for 2012 would be given.
Gary Riffe motioned to give a 3% raise to the employees of the library system and Lynn Krueger seconded, all were in favor.
The 2012 budget was reviewed and tabled until the December board meeting for further revisions and discussion.
Daphne spoke about her upcoming plans for retirement; she explained that she is planning to turn in her resignation in January and retire in June of 2012.
The board then held discussion about what the plans were for hiring a new director of the library and decided to have more discussion in the upcoming meetings.
The board also asked about Community Foundation grants and Daphne stated that she is going to apply for a grant through this foundation.
The Library Foundation was discussed; the library board decided to set up a meeting with the Foundation so that the two boards can discuss the fundraising for the new library, and talk about the future plans of the Foundation.
Daphne will schedule the meeting between the Library Board and the Foundation.
Daphne then turned the discussion to the days that the library will be closed for Christmas and whether or not the library should be closed the day before Christmas Eve being that the holiday falls on a Saturday. The Library board then held discussion about this issue.
Barb Laraway motioned to stay open on December 23rd 2011 and Gary Riffe seconded the motion all but Lynn Krueger were in favor.
Dale Marks motioned to end the meeting, Jim seconded and all were in favor.
Respectfully Submitted,
Jennifer Senger
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Minutes, September 20, 2011
11/21/2011 4:56:04 PM
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Minutes of the James River Valley Library System, September 20, 2011
The James River Valley Library Board met September 20, 2011, at 5:00pm, at the Alfred Dickey Library. Barb Laraway, Lynn Krueger, Charlotte Freberg, Jim Nyland, Daphne Drewello, and Pat Yatskis from red plum Media were present. Dale Marks, Gary Riffe, and Judy Brueske were absent. Charlotte moved and Lynn seconded to approve the August and September bills. All were in favor. The remainder of the meeting was devoted to the startegic plan being facilitated by Red Plum. Pat said the library needs to study the role of the libraries in the past, including recent times, and what the outlook is for the next 10-20 years. A time line should be developed. The library's values should be well-defined and reflected in all aspects of the organization, from how work is conducted to what bills are being accrued. In a time of adversity, how are decisions going to be made? How do those decisions point back to the library's values? What four values should govern the operation of the board and the relationship of the library to its patrons? It was stated that the library must show respect for patrons by maintaining a focus on what the community wants and needs. How are these needs discovered and implemented? Jim emphasized that the library's commitment to the community takes precedence over everything else. It is important for the library staff and board to really listen to what the community has to say about the future of the library services in Jamestown and Stutsman County. Discussion was held regarding the purpose of the long-range plan in relation to the building of a new facility. It is important to be open to what really is/will be needed, not just the dreams of the board and staff. Questions that must be answered included:
Other Libraries have gone through this process and wound up building new facilities. Case studies of those communities should be examined.
People need to be convinced that investing scarce resources in the library would be money well spent. Concern was expressed regarding the pace of the strategic planning process. Jim suggested that a couple of longer meetings on a Saturday or Sunday should be considered. Pat will check his calendar to see when he is available and get back to us. Respectfully submitted, Daphne Drewello Secretary |
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Minutes, 2011 August 10
8/29/2011 12:40:33 PM
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James River Valley Library System Board Minutes, August 10, 2011 The Library Board met Wednesday, August 10, 2011 at the main library. Present were Board members Charlotte Freeberg, Barbara Laraway, Judy Brueske, Gary Riffe, and Jim Nyland. Also present were Linda Mohn of Schauer and Associates, Director Daphne Drewello and assistant Brenda Gibson. Joining the meeting half-way through were Pat Yatskis and Mindy Clark of Red Plum Media. Lynn Krueger and Dale Marks were absent. Riffe moved to approve the minutes as written, Laraway seconded the move and all were in favor. Brueske moved to approve the bills paid, Freeberg seconded the move and all were in favor. Linda Mohn, of Schauer and Associates, presented the 2010 James River Valley Library System audit report. Riffe moved to accept the audit report, Freeberg seconded the move and all were in favor. Drewello presented the current financial report and stated that the library is doing well financially. Brueske moved to approve the financial report, Freeberg seconded the move and all were in favor. Drewello said a new Children’s Librarian has been hired. Jennifer Senger has been working part time at the library and has been hired for the position of Children’s Librarian. Drewello reported on the rust repairs that the bookmobile needs and presented a bid for the work. She said that Dan Poland was available to do the work before the bookmobile needs to go out to the schools in September. Riffe moved to accept the bid from Dan Poland, Freeberg seconded the move and all were in favor. Drewello spoke about some of the upcoming repairs that will be needed, such as the replacement of one air conditioner and possibly the elevator. With that in mind she suggested purchasing two $25,000 Certificates of Deposits to set aside money for such expenses. Brueske moved that two $25,000 Certificates of Deposits be purchased, Laraway seconded the move and all were in favor. Drewello said she attended a workshop where it was mentioned that library boards could become a 501C3. Drewello said she would gather more information on this for the board’s consideration if the foundation does not get enough member support. Pat Yatskis and Mindy Clark of Red Plum Media joined the meeting to continue strategic planning. Yatskis facilitated discussion on putting together a mission statement. The next regular meeting will be Wednesday, September 21, 2011 at 5pm at the library. The next strategic planning meeting will be Tuesday, September 6, 2011 at 4:30 at the library. Respectfully Submitted Brenda Gibson |
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Minutes, 2011 July 20
8/29/2011 12:37:35 PM
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James River Valley Library System Board Minutes, July 20, 2011 The Library Board met Wednesday, July 20, 2011 at the main library. Present were Board Chairman Dale Marks and members Barbara Laraway, Gary Riffe, Charlotte Freeberg, Jim Nyland, Lynn Krueger, and Judy Brueske. Also present were Library Director Daphne Drewello, assistant Brenda Gibson, Pat Yatkis and Mindy Clark of Red Plum Media. Brueske asked to be removed from the Library Foundation Board; the Board accepted her resignation and Jim Nyland was appointed to fill her position as Library Board representative. Pat Yatskis of Red Plum Media presented the strategic plan process and began by asking the board to describe why they are on the library board and who has been involved in strategic planning before. Yatskis said there would be six strategic planning meetings with the library board. Yatskis asked the board to consider for the next meeting the following questions: What are the values? (Philosophy) What does a library look like 15 years from now? Respectfully Submitted Brenda Gibson |
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Minutes, 2011 July 11
8/29/2011 12:34:08 PM
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James River Valley Library System Board Minutes, July 11, 2011 The Library Board met Monday, July 11, 2011 at the main library. Present were Board President Dale Marks and members Barbara Laraway, Lynn Krueger, Gary Riffe, Judy Brueske, and Jim Nyland. Also present were Library Director Daphne Drewello and assistant Brenda Gibson. Charlotte Freeberg was absent. The library board met after attending the library foundation meeting. Drewello presented the bills for approval. Laraway asked about the bill paid to CSI, Drewello presented the bill with the breakdown of costs. Riffe moved to accept the bills as paid, Krueger seconded the motion and all were in favor. Drewello said the bookmobile will be at the block party held downtown on August 25th. She said Mary Schwartzkopf has been hired to be the “Cat in the Hat” in the crowd inviting people to stop in and tour the bookmobile. The board asked about the strategic plan. Drewello said the next step in the process is for the board to meet with Red Plum representative Pat Yatskis, she said she would invite him to the next meeting. The next meeting will be held Wednesday, July 20th at the library. Respectfully Submitted Brenda Gibson |
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Minutes, 2011 May 18
6/2/2011 10:17:19 AM
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James River Valley Library System Board Minutes, May 18, 2011
The Library Board met Wednesday, May 18, 2011 at the main library. Present were Board members Jim Nyland, Lynn Krueger, Barbara Laraway, Charlotte Freeberg, and Gary Riffe. Also present were Eric Peterson, Joel Davy, architect, and Brenda Gibson. Director Daphne Drewello was in Bismarck at a PERS meeting. Also absent were Dale Marks and Judy Brueske.
Eric Peterson introduced himself as an interested citizen, new to town and working at Ottertail. Peterson stated that he requested Mayor Anderson appoint him to the board and is waiting for her decision.
Joel Davy presented the interior and exterior renderings his firm designed and explained some of the features. Freeberg asked if one of the renderings could be used on a billboard, Davy answered yes and said to let him know so he could send a high-resolution image that could be used for that purpose. The board discussed the challenges ahead, but expressed their determination to continue. Davy said his firm would be interested in working with the board whether they built new or remodeled. Remodeling was then discussed with the board in agreement that taking that route would not solve the library’s basic needs for expansion, namely space for the bookmobile, parking, and efficient use of staff with one floor rather than two. Davy said this is an old building that will include costly maintenance and repair if the library were to remain in the current building.
Davy left the meeting.
Gibson noted the cement wall in Director Drewello’s office that is in need of repair, she said she called Hillerud Construction to come and give an opinion about what is needed.
Riffe moved to accept the bills as they were paid, Krueger seconded the move and all were in favor.
Freeberg moved to approve the minutes as they were written, Laraway seconded the move and all were in favor.
The Board discussed their concern over the direction the library foundation is taking. Riffe said he heard from someone who is interested in giving money to the library project, but not while the foundation is in disarray. Riffe wondered if the library could work with Jamestown Area Foundation and he said he would check into the possibility.
The next regularly scheduled board meeting will be held Wednesday, June 22nd at 5pm at the library.
Respectfully Submitted
Brenda Gibson
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Minutes, 2011 April 20
6/2/2011 10:15:57 AM
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James River Valley Library System Board Minutes, April 20, 2011
The Library Board met Wednesday, April 20, 2011 at the main library. Present were Board President Dale Marks, members Lynn Krueger, Barbara Laraway, Gary Riffe, and Charlotte Freeberg. Jim Nyland and Judy Brueske were absent. Also present were Library Director Daphne Drewello and assistant Brenda Gibson. Joining the meeting later were J.P. Cozby and Blaze Culliton from Redplum Media.
Gibson noted that a change needed to be made to the March 29, 2011 minutes. She said Judy Brueske informed her that the University of Mary students that are working on the library project suggested reaching out to the Jamestown High School alumni, not the Jamestown College alumni as the minutes stated. Riffe moved to accept the amended minutes, Krueger seconded the motion and all were in favor.
Riffe moved to accept the bills paid, Freeberg seconded the motion and all were in favor.
Drewello presented the financial report.
Drewello stated that Joel Davy, architect, has sent renderings of the outside of the library, and he sent an email saying they will be producing three dimensional interior renderings at no additional cost. The board expressed their appreciation for the renderings received and said three dimensional interior renderings would be a real asset.
Gibson stated that she requested bids from both Bohl Iron Works and Midwestern Machine for repairing the fence that was damaged during snow removal. She said that once the repairs are made and the bill is received, the bill will be turned over to Mr. Rudnick, whose snow removal equipment damaged the fence. Gibson said that only Bohl Iron Works provided a bid for the new iron fence. After reviewing the bid, Freeberg moved to accept the bid from Bohl Iron Works and replace the damaged area of fence, Krueger seconded the move and all were in favor.
Gibson explained the need for a change to the Lost or Damaged Materials policy, stating that normal wear, through several uses, is causing small cracks at the center of the DVD and some DVDs eventually crack all the way. She said she would like to change the policy to read, “If a DVD is cracked or broken there is no charge applied if the library has owned the DVD for a year or more, this is because small cracks begin at the center through normal wear and eventually they crack across the whole DVD.” Freeberg moved to accept the change to the Lost or Damaged Materials policy, Riffe seconded the move and all were in favor.
Drewello stated that Cliff Weixel resigned from the Library Foundation and shared his resignation email with the board. Concern over the Foundation’s direction and its losing members was discussed and the subject of hiring a company to do some fundraising was brought up. Drewello said there is an upcoming fundraising workshop in Seattle and asked if the board would like her and Gibson to attend. After some discussion it was decided not to send Drewello and Gibson to the fundraising workshop. Riffe said he would rather use the money to send library employees to a workshop on new technology or something else directly related to library work. The board discussed hiring someone to research and write grants for the library.
Blaze Culliton, Account Service Director and J. P. Cozby, Creative Director for Redplum Media joined the meeting. They presented their estimate for writing a strategic plan for the library, stating that a strategic plan is needed to look credible in the community and because the two libraries have joined into one and there needs to be a strategic plan in place for moving forward.
After discussion, Freeberg moved to accept the estimate of $3,936.00 from Redplum Media, Laraway seconded the move and all were in favor.
Krueger moved that the library board request $3,936.00 from the Library Foundation to be used to pay Redplum Media for the strategic plan, Freeberg seconded the move and all were in favor.
The next regularly scheduled meeting will be on Wednesday, May 18th at 5pm.
Respectfully Submitted
Brenda Gibson
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Minutes, 2011 March 29
4/19/2011 4:09:48 PM
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James River Valley Library System Board Minutes, March 29, 2011
The Library Board met Tuesday, March 29, 2011 at the main library. Present were Board President Dale Marks, members Charlotte Freeberg, Jim Nyland, Lynn Krueger, Barbara Laraway, Judy Brueske, and Gary Riffe. Also present were Library Foundation members Jim Nowatzki, Margaret Harding, Phyllis Bratton, and Cliff Weixel, Library Director Daphne Drewello and assistant Brenda Gibson.
Marks called the meeting to order and talked about the city’s Finance and Legal committee’s no vote for the library to enter into a purchase agreement at this time, he asked “where do we go from here”, and then stated “from here we work together”. Marks said more money needs to be raised before going back to the city and county for permission to enter into a purchase agreement with Essentia. He stated that “it will take everyone working together”.
Bratton said she and Brueske spent some time together at the Home and Garden Show booth talking about some fund-raising ideas and she handed out their list of ideas. Bratton stated that the important thing is to keep the project in front of people.
Brueske said the University of Mary students working on the library project suggested reaching out to the Jamestown College alumni for building project donations.
Freeberg said the Bremer Bank has grant applications available for projects within 50 miles of one of their banks and she stated there is a Bremer Bank in Carrington.
The two boards continued to discuss the fund-raising possibilities with Laraway discussing what the Stutsman County Museum has done, with Harding discussing the hospital’s fund-raising project to put donors names on pavers of varying sizes based on the amount donated, and Freeberg discussing a fund raising project using area restaurants.
Brueske said the UM students wanted to have Red Plum Media design a website, Nyland offered to visit with the owners, Drewello said she would call to set up an appointment for Nyland.
Bratton asked if there were any of their fund-raising ideas on the list that the Library Board would not want them to do. Nyland said we need to “try to do as much as we can as effectively as we can”.
Marks asked what from the list should be focused on. Bratton said she would write a letter that could be sent to area businesses. Drewello said she would track down information on the charitable gambling and will get information on grants from companies in the area.
Nowatzki addressed his concern over the price of the Essentia lot, the board discussed the research that has gone into a site and how they came to determine that this is the best location and a fair price.
Freeberg said that at the public hearing the appearance of the library foundation and the library board not being in agreement and not working together caused a library patron to decide not donate to the foundation. Freeberg stressed that the two boards must be in agreement and work together on the project. Nowatzki said he understood and wanted the boards to work together; he then suggested a raffle as a fund-raising project and offered a prize.
Meeting adjourned.
Respectfully Submitted
Brenda Gibson
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Minutes, 2011 March 16
4/19/2011 4:07:16 PM
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James River Valley Library System Board Minutes, March 16, 2011
The library board met Wednesday, March 16, 2011 at the main library. Present were Board President Dale Marks and members Jim Nyland, Barbara Laraway, and Judy Brueske. Charlotte Freeberg, Lynn Krueger, and Gary Riffe were absent. Also present were Jamestown Sun reporter Katie Ryan-Anderson, Library Director Daphne Drewello and assistant Brenda Gibson.
Laraway moved to approve the minutes as written, Brueske seconded the move and all were in favor.
Nyland moved to approve the bills as paid, Laraway seconded the move and all were in favor.
Drewello presented the financial report stating that 24.6% of the budget has been expended. She stated that this percentage is slightly high for this time of year because several contracts come due during the beginning of the year and the final bill from Michael J. Burns was paid. Brueske moved to approve the financial report with Nyland seconding the move.
Gibson presented the updated James River Valley Library System policy manual noting that all areas have been reviewed and updated to reflect the new library system. Brueske moved to accept the policy manual Nyland seconded the move and all were in favor.
Drewello asked the board to consider whether they want to charge out of county patrons an annual fee. Drewello said she would gather figures on the number of out of county patrons we have and bring that to the next meeting.
Gibson explained that several library employees had more vacation hours than first thought and that using the hours before June was presenting a staffing hardship. She asked that the board extend the date the previous year’s vacation had to be used by to the end of September. She said this extension would only apply to this year as the employees use up vacation that has accumulated for several years. Laraway moved to extend the date vacation from previous years needs to be used by to the end of September, Brueske seconded the move and all were in favor.
Drewello explained the repairs needed to the elevator and the cost involved. Brueske moved to accept the bid to repair the elevator, Nyland seconded the move and all were in favor.
Drewello asked the board if they wanted to request the money the Foundation received from the Monsanto Company so that it may be used to purchase more materials for Library2Go. After discussion on other ways the money could be used Nyland moved to table the decision until the next board meeting, Brueske seconded the move and all were in favor.
Brueske provided an update on the library foundation’s activity. She said they have an opportunity to set up a table at the Home and Garden Show (March 26) and are looking for help from the board to take 2 hour shifts at the information table.
Marks stated that the public hearing will be at 5pm on Monday, March 21st at City Hall, he encouraged all to attend.
Respectfully Submitted
Brenda Gibson
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Minutes: March 2, 2011
3/10/2011 12:43:31 PM
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James River Valley Library System Board Minutes, March 2, 2011
The library board met Wednesday, March 2, 2011 at the main library. Present were Board President Dale Marks and members Judy Brueske, Charlotte Freeberg, Barbara Laraway, Lynn Krueger, and Jim Nyland. Gary Riffe was absent. Also present was Assistant Director Brenda Gibson.
Brueske moved that the board pay the final bill from Michael J. Burns, Architects, Ltd., Laraway seconded the move, five board members voted in favor of paying the bill, with Krueger voting against. Motion passed.
Marks said he inquired about the Orriginals building, speaking with the owner of the building. The owner said he would be open to selling. Marks said he then talked to Reed Schwartzkopf, city engineer, about the cost of vacating the alley. Schwartzkopf said to reroute the utilities would cost about a million dollars. Marks said even if it cost half that it puts the cost of that location too high. Nyland said he had called Interstate Engineering for an estimate on vacating that alley and is waiting to hear back from them. Marks said Scwartzkopf emphasized the safety factor of the Essentia site. Stating that the Eagles site would put the library between two very busy streets, Main Street and 2nd avenue, concern for children walking to the library was expressed by Schwartzkopf. Gibson said the other safety factor is the two bars that are located on the same block as the Eagles site, she noted that children walk to the library from St. John’s Academy, the Middle School, and Roosevelt after school and several children wait at the library into the evening for their parents to pick them up, making the Essentia site safer for children in the evening.
Discussion was held over possible donors to purchase the Essentia Site.
Gibson noted that the next regular meeting will be held on Wednesday, March 16th at 5pm.
Nyland moved to adjourn, Lynn seconded that move, meeting adjourned.
Respectfully Submitted
Brenda Gibson
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Minutes February 17, 2011
2/23/2011 5:37:02 PM
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James River Valley Library System Minutes, February 17, 2011
The Library Board met Thursday, February 17, 2011 at the main library for a special meeting. Present were Board President Dale marks, members Barbara Laraway, Charlotte Freeberg and Judy Brueske. Gary Riffe, Lynn Kruegar and Jim Nyland were absent. Also present were City Attorney Ken Dalsted, Library Foundation members Phyllis Bratton and Jim Nowatzki, Library Director Daphne Drewello and assistant Brenda Gibson.
Dalsted stated that he was acting as city attorney. He said both city and county approval would be needed to acquire property; the request would be specific to one location. Dalsted spoke on the basic procedure to follow, outlined in the North Dakota Century Code. See attached notes from Dalsted.
Marks said he was scheduled to meet with the city’s Finance and Legal on February 22nd at 4pm and that he turned in a packet of information today for them to review.
Drewello said she would contact County Auditor, Noel Johnson for the cost of a special election.
Dalsted left the meeting.
Discussion followed between board members and Nowatzki about comments he was quoted as having said to a Jamestown Sun reporter as the president of the library foundation.
The next regularly scheduled meeting is Wednesday, March 16th at 5pm at the main library.
Respectfully Submitted
Brenda Gibson
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Minutes February 16, 2011
2/23/2011 5:35:59 PM
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James River Valley Library System Board Minutes, February 16, 2011
The Library Board met Wednesday, February 16, 2011 at the main library. Present were Board President Dale marks, members Charlotte Freeberg, Barbara Laraway, Jim Nyland, and Judy Brueske. Lynn Kruegar and Gary Riffe were absent. Also present were University of Mary students Steve Anderson, Jody Lindbo, Mike Dreier, Tricia Shirley, and Jacee Lund, Architect Joel Davy, State Librarian Hulan Bivins, and Cindy Clairmont-Schmidt, Library Foundation members Jim Nowatzki and Phyllis Bratton, Daren Peterka and Travis Dillman from Interstate Engineering, Library Director Daphne Drewello and assistant Brenda Gibson.
Marks called the meeting to order and asked for approval of the minutes. Laraway moved to approve the minutes as written, Nyland seconded the move and all were in favor.
Freeberg moved to approve the bills as paid, Laraway seconded the move and all were in favor.
Drewello presented the financial report Freeberg moved to accept the financial report Nyland seconded the move and all were in favor.
Architect Joel Davy spoke about the schematic drawings for the library, stating that the size and cost were reduced from the program based on discussions he had with Drewello, Gibson and staff.
Brueske asked about designing a two level building vs. one level and whether that would be more cost effective. Davy stated that the cost would balance out, the reason for building up would be if more of the site was desired to be left vacant for another use. Drewello expressed concern over two floors because it is less efficient use of staff. Drewello asked Bivins, State Librarian, what his opinion was on the number of floors. Bivins stated that at his former library the rule was after reaching 32,000 square feet, build up.
Nowatzki asked the Davy if the projected cost included contents such as shelving and furniture. Davy said that was part of the estimate.
Marks said the board would like the building wired to the max. Davy said the building would be post and beam with no bearing walls so wall could be easily moved in the future. The board agreed that a single floor would be the better option.
The bookmobile garage was discussed with both pros and cons of a drive-through garage being discussed. Davy said the garage is purposely made wide, with an extra wide driveway so that backing in would not be difficult.
The drive-up book drop was discussed. Bivins expressed security concerns over having a drop going directly into the building; Drewello said she had the same concerns. Davy said a drive-up free-standing drop box could be part of the design.
Davy said they are estimating $190 per square foot. This is based on what other libraries are built for and based on mid-point of the time-line of construction. He also said that no one can predict the future, this is an estimate.
Davy said he would be making a presentation at 6 pm at the public meeting on February 22nd.
Freeberg moved to adjourn the meeting, Laraway seconded the move. Meeting adjourned.
Respectfully Submitted
Brenda Gibson
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Minutes February 10, 2011
2/18/2011 11:45:28 AM
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James River Valley Library System Board Minutes, February 10, 2011
The Library Board met Thursday, February 10, 2011 at the main library for a special meeting. Present were Board President Dale Marks, members Jim Nyland, Lynn Krueger, Judy Brueske, Barbara Laraway, and Charlotte Freeberg. Gary Riffe was absent. Also present were Library Foundation members Margaret Harding, Phyllis Bratton, Cliff Weixel, Barb Entzel, Jim Nowatzki, and MaryAnn Fluth. Attorney Tim Ottmar, Library Director Daphne Drewello, and assistant Brenda Gibson were present.
Drewello asked if the Foundation Bylaws in front of them were the most recent. Entzel answered yes.
The two boards discussed their relationship and how the bylaws apply, gathering input from attorney Tim Ottmar.
Ottmar stated that the sole purpose of the library foundation was for the betterment and improvement of the library.
Nyland stated one on the foundation has talked of holding public meetings to determine the site of a new library. Ottmar said that is legally outside of the position of the foundation.
Nowatzki asked about whether the library foundation could require the library board to get an appraisal of a site. Ottmar said that is the business of the library board. The foundation board can make suggestions, but cannot require the library board to follow through. Again he repeated, the sole purpose of the foundation board is to raise money and dispense it for the betterment and improvement of the library.
Ottmar said individual foundation members can express their opinion, as a citizen. To represent the Library Foundation, there must be a foundation board vote and minutes to back them up.
Ottmar stated that to sell a building or to purchase land for a building the library board will need the approval of city hall and possibly the county commission. Drewello asked who goes to ask permission. Ottmar answered that some from the library board would make this request.
Entzel stated that the library foundation answers to the IRS and the secretary of state and that is all, Ottmar said that is correct.
Bratton said that if any foundation member does not agree with the goal of the library board then that person needs to resign.
Harding stated that the foundation’s goal is to support the library board in the choices they make.
Ottmar said the library foundation cannot hold the library board hostage. As long the library board’s request for funds from the foundation fits “the betterment and improvement of the library”, the foundation is obligated to fund the request as best they can.
Marks spoke on the cost of the Essentia site and the breakdown of those costs.
Nowatzki asked what the relationship is of the librarian to the library board. Drewello said she is an employee of the library board.
The meeting concluded with the library board stating they will send a request for funds in written form.
Meeting adjourned.
Respectfully Submitted
Brenda Gibson
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Minutes February 4, 2011
2/18/2011 11:44:19 AM
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James River Valley Library System Board Minutes, February 4, 2011
The Library Board met Friday, February 4, 2011 at the main library. Present was Board Chairman, Dale Marks and members Charlotte Freeberg, Lynn Krueger, Judy Brueske, Jim Nyland, and Gary Riffe. Barbara Laraway was absent. Also present were Director Daphne Drewello and assistant Brenda Gibson.
Drewello presented the letter attorney Ken Dalsted had written to architect Michael J. Burns regarding final payment of services. Freeberg moved that the letter be sent, Krueger seconded the move and all were in favor.
The board discussed the relationship that the library board has with the library foundation. They then looked over the bylaws of the library foundation and determined that they needed to speak to an attorney. Drewello said she will talk to attorney Tim Ottmar and ask him to come to a meeting on Thursday, February 10th at 5pm.
Nyland discussed the figures he received from Interstate Engineering on the breakdown of costs for preparing the Innovis site. Marks said he would call Robert Bakkum and ask him to confirm the costs for the Innovis site. Brueske suggested Bakkum be asked if he might be willing to go public with the figures.
The next meeting will be held on Thursday, February 10th at 5pm if Tim Ottmar is available to attend.
Respectfully Submitted
Brenda Gibson
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Minutes January 26, 2011
2/18/2011 11:40:12 AM
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James River Valley Library System Board Minutes, January 26, 2011
The Library Board met Wednesday, January 26, 2011 at the main library. Present were Board members Jim Nyland, Lynn Krueger, Charlotte Freeberg, Judy Brueske, and Barbara Laraway. Also present were Daphne Drewello and Brenda Gibson. Dale Marks and Gary Riffe were absent.
Freeberg moved to accept the minutes as written, Laraway seconded the move and all were in favor.
Krueger moved to accept the bills paid, Brueske seconded the move and all were in favor.
Drewello said Michael J. Burns, architect responded to city attorney Ken Dalsted’s letter with a bill that included new charges. Dalsted suggested that Drewello have Interstate Engineering review the bill. The board consensus was to pay any bills up to termination, but they were not willing to pay for billed hours after termination. Drewello said she will talk to Dalsted about the matter.
Gibson presented the updated Personnel Manual. Freeberg moved to adopt the new Personnel Manual, Krueger seconded the move and all were in favor.
Gibson said that Twin City Roofing removed the snow from the roof.
Gibson presented a proposal from Otis Elevator Company to put in new front and rear entrance protection devices. The bid for the two doors came to $5000. Gibson said it was a safety issue and protection for slow-moving passengers. Freeberg moved to accept the proposal, Laraway seconded the move and all were in favor.
Drewello said architect Joel Davy called and arranged to meet with Gibson and Drewello at 3pm on February 16th to review drawings, and then again with the board at 5pm. He also arranged for the next public meeting to be February 22nd at 5:30pm.
Drewello said that in the building process two of the previous state librarian’s have been consulted. Drewello said she would invite Hulen Bivins, the new State Librarian of North Dakota, to the next public meeting at 5pm to visit with the board before the meeting begins.
Drewello said Cliff Weixel is new to the Library Foundation Board and she will talk to Pam Phillips to see if she would serve on the board. Freeberg suggested either Denise Steele or Jane Kamlitz may also be interested in serving on the board if approached. Drewello then asked Judy Brueske if she would serve on the Foundation Board as the Library Board Representative. Brueske agreed.
Freeberg suggested that a personal letter about the building project be sent to people through a county wide mailing. She said many people do not get the newspaper. She also suggested making use of both cable and radio shows. Nyland said he would be willing to do the radio shows if he had a week or more notice, Drewello said she would make arrangements with the radio stations.
Drewello said she would like to see a brief list of bullet points at the front desk, so that questions can be answered by the staff.
Nyland said that booths could be rented at the Home and Garden Show or similar shows to get the word out.
Brueske said she would talk to the U of M students about setting up a website for the foundation and have them contact Gibson.
Drewello said she would like to see the special election be in June. She expressed concern over losing the momentum that is going now and said that August is a very slow month at the library, many families are on vacation. Gibson said that after the January public meeting she asked Joel Davy how many more public meetings there would be, he said one for sure (the February meeting) and maybe two, leaving time to be ready for a vote by June. The board agreed and Drewello said she would set up a meeting to start the special election process.
Drewello presented a bill from JLG Architects. Brueske moved to pay the JLG bill, Freeberg seconded the move and all were in favor.
The next regular board meeting will held on Wednesday, February 16th at 5pm.
Respectfully Submitted
Brenda Gibson
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2010, December 15 Board Minutes
2/18/2011 11:36:24 AM
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James River Valley Library System Board Minutes, December 15, 2010
The Library Board met Wednesday, December 15, 2010 at the main library. Present were Board President Dale Marks, members Barbara Laraway, Jim Nyland, and Judy Brueske. Also present were Library Foundation members Phyllis Bratton and Charlie Kourajian and Library Director Daphne Drewello along with assistant Brenda Gibson. Board members Lynn Kruegar, Gary Riffe, and Charlotte Freeberg were absent.
Brueske moved to accept the minutes as prepared, Nyland seconded the motion and all were in favor.
Nyland moved to accept the bills paid, Laraway seconded the motion and all were in favor.
Drewello presented the attached financial report, stating the library’s finances are in good shape.
The public meeting held by the architects was discussed Drewello said she was pleased with how the meeting went. Kourajian asked how many were present at the meeting, Drewello said that information was not available in the report that she received from the architects, but that she would contact them for that information.
Drewello presented a bill from JLG architects, Nyland moved that the bill be paid, Laraway seconded that move and all were in favor.
Marks spoke about Nowatzki’s offer, first the old Strauss Building and then the offer of $25,000 to increase computers and technology. The board discussed how there just isn’t space for more computers to be added to the library. Marks said he will thank Nowatzki for his generous offer and mention that his offer fits into the board’s vision for the new library and that a donation towards the future library would be appreciated.
Marks asked about the role of the library foundation. Bratton announced that she will be stepping down from the foundation board in January due to graduate school obligations. Kourajian said the library foundation is struggling. Drewello said she asked Pam Phillips if she would be interested in being on the library foundation, Phillips said she would give it some thought.
Laraway asked if the library foundation has a website, Kourajian said no. After discussing some possibilities for setting up a site, Kourajian said he would talk to someone he knows that might be able to set up a website for the foundation.
Drewello said a patron suggested that the foundation have a Paypal link on a website to make it easier to donate to the library foundation.
Drewello said we need to come up with a campaign for the foundation to raise money for the library building project. She said she would talk to the advisor of the University of Mary students so see if this is a project they could work on.
Marks said there is a need for foundation members and asked if people will be called from the list of names the board came up with at a past meeting. Kourajian said they haven’t called anyone but that the annual meeting is January 17th and some of the members present could be asked to be on the foundation board. Drewello said she was concerned about the foundation not having a full board until the end of January at the earliest and that she would speak to Pam Phillips again to see if she would be interested in being on the foundation board.
Marks asked about the timeline and if June was too soon for a special election. August was suggested for a special election. Drewello said we need another meeting with Noel Johnson and Jeff Fuchs to see what steps need to be taken to set a special election in motion.
The proposed 2011 raises were discussed. Brueske moved to increase Drewello’s raise by another percent since she has taken on more responsibility as director of both libraries, Nyland seconded the move and all were in favor. The proposed raise increases for the rest of the staff were discussed and Nyland moved to accept the raises, Brueske seconded the move and all were in favor. The wage and salary increases are attached.
Laraway moved to close the library on Friday December 31st for the New Year’s holiday, as both the city and county offices are closed that day, Nyland seconded the move and all were in favor.
Respectfully Submitted
Brenda Gibson
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November 17, 2010 Minutes
11/18/2010 1:23:26 PM
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James River Valley Library System Board Minutes, November 17, 2010 The Library Board met Wednesday, November 17, 2010 at the main library. Present were Board President Dale Marks, members Barbara Laraway, Lynn Krueger, Charlotte Freeberg, Judy Brueske, Jim Nyland and Gary Riffe. Also present were Jeremy Aham and Jacee Lund, University of Mary students. Library Director Daphne Drewello and assistant Brenda Gibson were present.
Riffe moved to accept the November 3rd minutes as written, Freeberg seconded the move and all were in favor.
Freeberg moved to accept the bills as paid, Nyland seconded the move and all were in favor.
Drewello presented and reviewed the financial report.
The University of Mary students were introduced and they spoke about the final project that they will be working on beginning in February. They said they would like to do a business project for the library, but want to do something that would be of benefit. Drewello said that if the project is approved she would like to see them do something related to fundraising or passing the mill levy to build a library. The students said they and others would be present at the first public meeting and that perhaps they would be able to gather feedback from the public.
The first public meeting will be open house style with information booths on Tuesday, November 30th from 6:30 to 8:30 at The Lantern Room. Drewello said there would be refreshments.
Aham and Lund left the meeting.
The board discussed the Straus building offer; Nyland had prepared a list of issues that make the Straus building addition option unworkable. The board agreed they have considered the Straus building in the past, as did a previous board, and the conclusion is still that it does not address the library’s needs of parking, bookmobile garage, and space, they have also found that the expense of remodeling does not make this a good option as a temporary space solution. Laraway moved that the offer by Nowatzki, of the Straus building, be declined due to the issues found during extensive research and consideration. Krueger seconded the motion and all were in favor, motion passed. Marks said he will talk to Nowatzki.
The email from Travis Dillman regarding the invoice from Michael J. Burns Architects, Ltd. was considered. The board expressed desire to be done with MJBA and wanted to make sure this was the final bill. They asked Drewello to have Ken Dalsted, City Attorney, review the invoice again and draft a letter to Burns stating that this is the final payment.
Year-end bonuses were discussed and Drewello said she ran the paying of bonuses by Linda Mohn, CPA a couple years ago and Mohn said as long as the bonuses are part of the salary and taxes are paid on them, this can be done. Riffe moved to approve the bonuses, Krueger seconded the motion and all were in favor.
Drewello said there is a fundraising workshop that she plans to attend in Bismarck on November 18th.
Drewello said the Library Foundation is meeting at the library on Friday, November 19th at 5pm.
Drewello said Linda Mohn, CPA will be doing the audit for the combined library on January 18, 2011.
Drewello said Christmas falls on Saturday and she requested that the library be closed Friday through Sunday, December 24, 25, and 26. Laraway moved that the library be closed December 24 - 26 for the Christmas holiday, Nyland seconded the move and all were in favor. Drewello said New Years Day falls on a Saturday and she plans to close the library for just that day.
The next regularly scheduled meeting will be Wednesday, December 15th at 5pm at the library.
Respectfully Submitted
Brenda Gibson
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November 3, 2010 Minutes
11/12/2010 12:47:24 PM
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James River Valley Library System Board Minutes, November 3, 2010
The Library Board met Wednesday, November 3, 2010 at the main library. Present were Board President Dale Marks, members Lynn Kruger, Barbara Laraway, Gary Riffe, Judy Brueske, and Jim Nyland. Charlotte Freeberg was absent. Also present were Jamestown College Librarian Phyllis Bratton, Daren Peterka and Travis Dillman from Interstate Engineering, Library Director Daphne Drewello and assistant Brenda Gibson. Joining the meeting late was Jim Nowatzki.
Laraway moved to accept the minutes as written, Brueske seconded the move and all were in favor.
Bratton spoke about the future of libraries. She said she believes there will be more data bases for material that is copyrighted and can’t be reached through Google. There will be fees for these data bases and the library will be the axis point for these data bases. Bratton stated that OCLC is global and the library participates through cataloging. This will continue, she says, and OCLC is working on developing a circulation system. Bratton says we can expect more content in a mobile fashion, ebooks and mobile applications for accessing the library catalog through a phone with Internet access. Pamphlets on the James River Valley Library System’s new audio, video and ebook lending library, Overdrive, were handed out.
Nyland said the information Bratton presented pertains to the library’s building project because an old building does not adapt well to technology changes and needs.
Bratton said there is a need to build a building that is flexible and then over wire it. She said she received this advice when building ‘make your best estimate of the space you need and double it’, she was glad she listened to that advice. Make the space flexible, she said, it will be different in five years.
Drewello said she spoke to attorney Ken Dalsted about the final bill from architect Mike Burns. Dalsted said to make sure he is billing off the original contract. Dillman said he looked at the bill and wondered about some of the dates on the bill. With a consensus, the board asked that Interstate Engineering thoroughly review the bill before it is paid.
Marks asked Nowatzki to talk to the board about the proposition he presented to him. Nowatzki expressed his desire to help the library with expansion and said he was interested in seeing the library expand into the former Straus building. Nowatzki said he and the owner of Maranatha Custom Churches have been negotiating building space and Nowatzki said he may soon own the former Straus location and was interested in donating the building to the library. He said he knew that this may not be enough space, but that it could be a temporary expansion until the library has the money to build new.
The board asked Peterka to talk about his observations on combining the two buildings. Peterka said the floor elevations were different, about a 1 ½ foot difference between the two buildings so there would need to be a ramp or stairs built in. He also said book weight load is 4 times as much as a normal building so there would need to be reinforcements added to the structure and the outside walls likely could not hold that weight so columns would need to be installed.
Nowatzki said there was no hurry in making the decision and Marks said the board appreciates the offer and that the offer would be considered.
Nowatzki left the meeting.
Peterka said the board needs to consider what best meets their vision. Do they want to expand into a space that would be a temporary solution or do they want to put the time, effort and money into a new facility?
Several on the board expressed concern for where the bookmobile would be parked and that the current lack of patron parking spaces would not be resolved. Concern over wiring for more computers was expressed.
All the board members felt it was a generous offer and that it was important to give it consideration. Nyland said there should be a full and complete answer to whether this property would provide for the library’s needs.
By consensus the board asked Interstate Engineering to get together with Dave Hillerud (someone Nowatzki said he trusted) to look at the cost of renovating the Straus Building for the Library.
The next Library Board meeting will be Wednesday, November 17th at 5pm, located at the main library.
Respectfully Submitted
Brenda Gibson
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October 20, 2010 Minutes
11/12/2010 12:44:43 PM
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James River Valley Library System Board Minutes, October 20, 2010
The Library Board met Wednesday, October 20, 2010 at the main library. Present were Board President Dale Marks, members Barbara Laraway, Charlotte Freeberg, and Jim Nyland. Also present were Nina Sneider and Donna Zimmerman from Buffalo City Tourism and Director Daphne Drewello and assistant Brenda Gibson. Lynn Krueger, Gary Riffe, and Judy Brueske were absent.
Freeberg moved to approve the minutes as written, Nyland seconded the move and all were in favor.
Freeberg moved to accept the bills as paid, Nyland seconded the move and all were in favor.
Laraway moved to accept the financial report, Freeberg seconded and all were in favor.
Sneider spoke about Buffalo city Tourism’s interest in purchasing the library building when the library moves into a new building. She said they would like to have their main offices here with a satellite office out by the interstate.
Zimmerman said she is on the tourism board and they would be interested in not only having offices in the library building, but also using it as an Interpretive Center for Louis L’Amour, Peggy Lee and Darin Erstad, and others should the families give permission.
Zimmerman asked who owned the library building. Drewello said the deed is in the name of the library board, but the board must go to the city for approval to sell. Drewello said she would call City Attorney, Ken Dalsted and confirm this, as well as other questions about the process. Sneider and Zimmerman said they need to find out what they need to do to be able to take on the debt of purchasing a building.
Drewello said she spoke to Dalsted about the purchase agreement with Innovis and he said they had called requesting some information, he send that information out to them and has not heard back from them yet.
Drewello said architect Joel Davy is coming for a visit to review the needs of the library so they can write a narrative to go with the Technical Building Program BCA put together. He will be here on Monday, October 25th, 1:30 – 4:30pm.
Drewello said she went to the ADA workshop to learn about the 2010 rules that were published in September. She said these rules are optional now but will firmly apply to any new or remodeled construction in March 2012.
Gibson and Drewello spoke about the repair work done to the story room walls and the painting and chalking done to the outside of the building.
Drewello said there would be a Library Foundation meeting Monday, October 25th at 5pm located above Officeland. She said they are still in need of a few members.
Freeberg moved to accept the offer to have a market class work on a library project, Nyland seconded the move and all were in favor.
The next regularly scheduled meeting will be held Wednesday, November 17th at 5pm at the library.
Respectfully Submitted
Brenda Gibson
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