The Joint Library Board met Wednesday, December 2, 2009 at the Alfred Dickey Library. Present were board Chairman Dale Marks and members Barbara Laraway, Charlotte Freeberg, Gary Riffe and Lynn Krueger. Judy Brueske and Jim Nyland were absent. Also present were Daphne Drewello, Thelma Guthmiller and Brenda Gibson.

 

Riffe moved to approve the minutes as written, Freeberg seconded the move and all were in favor.

 

Marks expressed appreciation for the letters Nyland wrote to the Eagles and Innovis representatives. Marks said that Nyland deserves special recognition for the outstanding letters written and for the interview with the newspaper.

 

Freeberg presented the joint library salary and benefit schedule for 2010 that she and Drewello worked on. 

 

Riffe moved to pay for eligible employees health insurance based on the percentage of hours worked, Freeberg seconded the move and all were in favor. 

 

Krueger moved to contribute 7.26% of an eligible employee’s salary toward the employees NDPERS retirement plan, Riffe seconded the move and all were in favor.

 

Riffe moved to make Drewello the authorized representative for NDPERS, Laraway seconded the move and all were in favor.

 

Salaries will be discussed at a later meeting.

 

Freeberg moved to use the name James River Valley Library System, Krueger seconded the move. Drewello pointed out that the name was for the library system not the buildings; they would retain their current names. She said the library system needed a name to get a new tax ID, for checks, letterhead, the foundation, etc. She also pointed out that a future library building could be given a donors name or whatever name was chosen at that time. All were in favor, motion passed.

 

Bank signature cards were discussed, Drewello said it is good to have more than one board member that can sign checks in case that board member is out of town. It was decided that that all board officers will be on the signature card.

 

The next meeting will be held Wednesday, December 16^th at 5pm.  Daren Peterka and Travis Dillman, of Interstate Engineering, will be present to discuss the building project and Drewello will present the 2010 budget.

 

 

Respectfully Submitted

Brenda Gibson

The Joint Library Board met Wednesday, November 4, 2009 at the Alfred Dickey Library. Present were board members Charlotte Freeberg, Barb Laraway, Judy Brueske, Gary Riffe, Jim Nyland, and Lynn Krueger. Dale Marks was absent. Also present were Realtor Tish Johnson and library employees Thelma Guthmiller, Jean Zachrison, Peggy Zabadil, Daphne Drewello and Brenda Gibson.

 

Johnson expressed appreciation for those serving on the board. She then presented her two-page letter to the board with questions for consideration when entering into a purchase agreement. She said she visited with architect Mike Burns and he felt it was time to consider these questions.

 

Johnson recommended someone who specializes in contract law, such as Ken Dalsted or Fritz Fremgen assist in writing a purchase agreement because the library’s lender will be the voter.

 

The purchase agreement would be contingent on a bond issue being passed on a particular date. Johnson said be very specific in the purchase agreement.

 

It was explained by Johnson that earnest money indicates how committed you are to a property, more earnest money may be expected if the buyer wants the seller to hold the property for them for a an extended time, she also said earnest money is negotiated.

 

Johnson advised the board to be specific about asbestos in their purchase agreement. How will the outcome of the inspections be addressed? This should be covered in the purchase agreement.

 

Johnson suggested narrowing the site search to two locations and drafting a letter to the representative of the site stating that the library board is earnest about acquiring a property and would like to know if they are interested in selling and at what price.

 

Johnson said she personally would like to see the library built on a site that is accessible to walkers, older and younger, a central location.

 

Riffe asked Johnson if the board needs a negotiator to go out and visit with the seller for them. Johnson said that the situation with the library is different and that the first step would be for the board to draft letters to the two sites they are most interested in.

 

Johnson said that looking at a new library building is an emotional process for the community and the board needs to ask people what the library can do for them, because they are the user. Make people know they have a voice in the process.

 

Johnson again said she felt that the library board is in the best position to negotiate on its own behalf. She suggested starting with a letter and then if the board needs further assistance there are other people that could help them.

 

Johnson said the purchase agreement can include a statement that purchase is contingent on a licensed appraisal, stating that it must meet or exceed the purchase price and that all earnest money will be returned if it does not. Johnson was asked if it should be a local appraiser, she said it need not be someone local and an objective opinion might be good.

 

Johnson said hazardous waste should be a consideration and that the inspection should be in the process, but the board should plan on bearing the cost.

 

Johnson said to be sure to include an exit clause in the purchase agreement.

 

Johnson left the meeting.

 

Freeberg moved to approve the minutes as written, Riffe seconded the move and all were in favor.

 

Drewello said she spoke with a representative of the Nierling Foundation. They have grants available when the library is farther along in the building process. He spoke of providing grants of up to $50,000 for specific items.

 

The board decided to write letters to Innovis Clinic and the Eagles, Drewello said she would write the letters and run them by the board before mailing them. Drewello also said she would speak to Ken Dalsted and Jeff Fuchs about some of the questions presented in the letter from Tish Johnson. 

 

Drewello said she and Freeberg needed to meet and discuss some personnel issues before the next board meeting.

 

The next meeting will be Wednesday, December 2, 2009 at 5pm at the Alfred Dickey Library.

 

 

Respectfully Submitted

Brenda Gibson

The Joint Library Board met Wednesday, October 14, 2009 at the Alfred Dickey Library. Present were board Chairman Dale Marks and members Charlotte Freeberg, Judy Brueske, Jim Nyland, and Gary Riffe. Barb Laraway and Lynn Krueger were absent. Also present were architect Mike Burns, Thelma Guthmiller, Phyllis Bratton, Daphne Drewello and Brenda Gibson.

 

The minutes were approved as written.

 

The bids from ODIN and Book Systems were discussed, Freeberg moved to accept the bid from Book Systems, Nyland seconded the move and all were in favor.

 

Gibson mentioned that Peggy Zavadil has been hired to work at the county library and be a second driver for the bookmobile.

 

Gibson presented information about the advocacy conference she, Drewello and Bratton will be attending in Sioux Falls, SD on November 17 – 18, 2009. The conference is being provided through a grant from the Bill & Melinda Gates Foundation.

 

Marks said he spoke with the owner of the Strauss building and learned that they are interested in selling the building. Discussion followed with concerns being expressed over the different floor levels, floor weight limits, no elevator, and the expense of staffing two floors. Concern was also expressed about a place for the bookmobile and patron parking.

 

Burns said he spoke with a representative from Innovis Clinic. They are meeting with representatives from the hospital and discussing the possibility of moving to the new hospital location. Burns said the Innovis site holds the greatest promise for a new facility. He also stated that the Eagles site is land-locked, there would not be enough parking spaces to satisfy building ordinances, and would need to be a two story building, which means more staffing expense. Burns spoke about a time frame if the Innovis site becomes available and said the representative stated that they would be out of the building by 2011 if they are moving. Burns said with schematic drawings, public meetings, going to the voters, design phase and seeking bids it would be 2011 by the time we are ready to build.

 

Burns said the Coke Plant would not need to be razed, but the Innovis building would. Concern was expressed about the location of the Coke Plant. Brueske asked how many children walk to the library. Gibson said several classes walk to the library in the spring for a tour and children from both the middle school and St. John’s walk over after school. She also said there were many children that walk to the library in the summer.

 

Brueske said we need to know the purchase price for the Eagles Building and the Wonder Bar, Innovis, and the Coke Plant. Drewello said if we are serious we need to hire a realtor. 

 

Nyland said we cannot continue to keep looking at sites, at some point we need to stop looking and decide.

 

Burns said a commercial real estate agent would know what buildings should cost.

 

Drewello said; “let’s build something the community deserves. Don’t look only at price and square footage”.

 

Riffe moved to authorize Drewello to talk to realtor, Tish Johnson and see if she would represent the library in finding out if the four properties of interest are for sale and for how much. Nyland seconded the move and all were in favor.

 

The board also asked Drewello to have Project Managers, Daren Peterka and Travis Dillman with Interstate Engineers, look at the Strauss building structure.

 

The next meeting will be Wednesday, November 4, 2009 at 5pm at the Alfred Dickey Library.

 

Meeting adjourned.

 

 

Respectfully Submitted

Brenda Gibson

 

 

 

 

 

 

      

 

 

The Joint Library Board met Wednesday, September 16, 2009 at the Alfred Dickey Public Library. Present were Chairman, Dale Marks and members Lynn Krueger, Charlotte Freeberg, Barb Laraway, Judy Brueske, and Jim Nyland. Also present were Library Foundation members Jean Neuman and Charlie Kourajian, Jamestown Sun reporter Toni Pirkl, building project managers Daren Peterka and Travis Dillman, and library employees Jean Zachrison, Thelma Guthmiller, Agnes Jensen, Daphne Drewello and Brenda Gibson.  

 

Laraway moved to approve the minutes as written, Brueske seconded the move and all were in favor.

 

The board ran through the list of building sites that have been considered. Peterka and Dillman answered questions about issues such as square footage, ceiling heights, soil testing and the need for the building to bear the weight of bookshelves.

 

Brueske asked if the goal was to have the library on one floor. Drewello said she would like to see the public space on one floor to make better use of staff. Office and meeting space could be on a second floor.

 

Laraway said that some of the people living at the Garden Hills complex requested that the bookmobile stop there. Jensen said she thought that was a possibility and would look at the schedule.

 

Drewello said the advertisement for a bookmobile driver has gone to the newspaper and job service.

 

The next meeting will be Wednesday, September 30^th at 5pm at the Alfred Dickey Library.

 

 

Respectfully Submitted

Brenda Gibson

 

Riffe moved to approve the August minutes as written, Freeberg seconded the move and all were in favor.

 

Marks reported that the request to be on the city’s health insurance was accepted by the city finance and legal committee and now goes to the city council for approval.

 

Drewello said she received the wording of a motion, from NDPERS, that must be approved by the board in order to continue with the process of joining the NDPERS Defined Benefit Retirement Plan. The motion is as follows:

 

Ø A motion was made by Char Freeberg for the Stutsman County / Jamestown Joint Library Board to affirm to North Dakota Public Employees Retirement System that the Stutsman County / Jamestown Joint Library is formed pursuant to N.D.C.C. 40-38-11 and is neither a non-profit corporation nor a for-profit corporation, to join the NDPERS Defined Benefit Retirement Plan and offer the plan to all eligible employees of the Stutsman County / Jamestown Joint Library. The motion was seconded by Gary Riffe. The Board approved joining the NDPERS Defined Benefit Retirement Plan effective November 1, 2009.

 

Drewello said Mike Burns, architect, will be at the Alfred Dickey Library Thursday between 11am and 12pm to visit with her about the future library building. Drewello invited those on the board to come; reminding them that if there were four or more members present it would need to be a public meeting.

Most said they would not be available to come at that time.

 

Jensen said the county board agreed to provide a cell phone for the bookmobile staff; they have a contract with Alltel.

 

Jensen said the schedule at the county library building is covered until her last day, which is October 21^st since she has vacation time she will be taking through the rest of October. Drewello said she would be hiring another staff member to be a second driver for the bookmobile. 

 

Drewello said Atriuum is the software system the automation committee is seriously looking at. A representative from Atriuum will be at the Alfred Dickey Library on September 22^nd. She will provide a comparison of actual costs when she receives them.

 

Drewello said she talked to Ken Dalsted, city attorney, about the position of treasurer. He said that the treasurer is someone who signs the checks and looks at the vouchers or bank register, not the person who does the accounting. She will speak with the State Auditor to ask questions on whether we need a new tax payer I.D. number. Riffe said the accounting should be kept in house so that Drewello can keep a closer watch on the budget. 

 

Marks opened up the position of treasurer to nominations or volunteers. Brueske volunteered for the position.

 

Drewello said she has started the process of job descriptions.

 

Drewello asked that someone on the board focus on personnel issues and recommended Freeberg. Freeberg volunteered for the position.

 

Marks asked if the board was far enough along with the building process to ask the foundation to start raising money. Drewello said the Board first needs to decide if they want to build, pick a site, have plans drawn, and then ask the foundation to raise money for the project. After discussion Drewello said she would ask Interstate Engineering to come to the next meeting to review sites considered. Freeberg asked that the Jamestown Sun be invited to come and Brueske asked if someone from the foundation would come to the meeting. Drewello said she would ask both the Jamestown Sun and members of the library foundation to be present. 

 

The next meeting will be Wednesday, September 16, 2009 at 5pm at the Alfred Dickey Library.

 

Marks called for a motion to adjourn the meeting, Brueske so moved with Freeberg seconding the motion. Meeting adjourned.

 

 

Respectfully Submitted

Brenda Gibson

The Joint Library Board met Wednesday, August 19, 2009 at the Alfred Dickey Library. Present were board members Barb Laraway, Judy Brueske, Jim Nyland, Gary Riffe, Lynn Krueger, Dale Marks, and Char Freeberg.  Also present were Jean Zachrison, Thelma Guthmiller, Agnes Jensen, Daphne Drewello and Brenda Gibson.

 

Riffe moved to approve the May minutes as written, Freeberg seconded the move and all were in favor.

 

Drewello and Jensen presented the preliminary joint library budget for 2010. Drewello said the joint library budget for 2010 is in the black and there would be money to put in a bookmobile fund. Brueske moved to approve the budget, Riffe seconded the move and all were in favor.

 

Jensen presented her resignation, effective October 31, 2009. She also presented her concerns and recommendations for the county library location. After discussion of hours and staff it was decided that Jensen and staff members Thelma Guthmiller, Jean Zachrison, and Julie Silbernagel would decide what hours could be covered by them and report back to the board at the next meeting.

 

Marks asked if Drewello could handle all the administration work for both library locations. Drewello said she thought she could, though she would need to see what is all involved.

 

Krueger asked if money was put in the budget to automate the county library location and bookmobile. Drewello answered yes.

 

Drewello presented a county/city health insurance rate comparison. Discussion of cost difference followed with Riffe asking about the difference in coverage of the two plans. Freeberg said she did a comparison and they were very similar with a difference in the amount that was paid for prescriptions. Nyland asked Freeberg if there was a significant difference in plans. Freeberg said she saw no significant difference. Riffe said with the significantly higher cost of the county health plan he felt it would be best to be on the city health plan since coverage is similar. Drewello said the enrollment period for the city is now. Riffe recommended that the board request to be on the city’s health plan. Marks and Drewello will go to the finance and legal committee meeting to ask about the joint library board employees being on the city health plan.

 

The next meeting will be held on Wednesday, September 2, 2009 at 5pm at the Alfred Dickey Library.

 

Marks called for a motion to adjourn the meeting. Nyland moved to adjourn the meeting, Krueger seconded the move and all were in favor. Meeting adjourned.

 

 

Respectfully Submitted

Brenda Gibson

The Joint Library Board met Wednesday, May 27, 2009 at the Alfred Dickey Public Library. Present were Board Chairman Dale Marks, and members Gary Riffe, Judy Brueske, and Barb Laraway. Also present were Srinivas R. Goluguri, a representative of NDPERS, Agnes Jensen, Jean Zachrison, Thelma Guthmiller, Norma Kaiser, Daphne Drewello and Brenda Gibson. Absent were board members Char Freeberg, Jim Nyland and Lynn Krueger.

 

Goluguri present the retirement benefits and health insurance plan that NDPERS offers.

 

Drewello said she will write a letter to Goluguri to find out if the library is eligible to be on the county’s plan. Goluguri will run the letter by the Attorney General.

 

Marks asked if there were any additions or corrections to the last minutes, there were none and the minutes were approved as written.

 

 

Respectfully Submitted

Brenda Gibson

 

 

The Joint Library Board met Wednesday, May 13, 2009 at the Stutsman County Library. Present were Chairman Dale Marks and members Lynn Krueger, Char Freeberg, Barb Laraway, and Judy Brueske. Also present were Daphne Drewello, Agnes Jensen, Julie Sibernagel, Thelma Guthmiller, Jean Zachrison, and Brenda Gibson. Jim Nyland and Gary Riffe were absent.

 

Krueger moved to accept the minutes as written, Freeberg seconded the move and all were in favor.

 

Drewello said she talked to Barbara Dammen at ND PERS to see if she would come to this board meeting to answer questions about health insurance and pension with PERS. Her supervisor said he didn’t know if we would be eligible to be on PERS and requested that Drewello fill out a form that they could take to the Attorney General to see if the library would be eligible. She faxed the filled out form back to ND PERS and is waiting to hear from them.

 

Drewello said she talked to Jim Vandrovec at Blue Cross and he thought it would be up to the City Council to decide if the joint library should be allowed to be included in the city’s health insurance plan. He also said he anticipated the city’s 2009 increase would be between 7% and 15%, though that was just an estimate and we won’t know for sure until August. 

 

Drewello pointed out on the combined budget that there is no room for significant increases in the health insurance costs, stating that the budget is very tight. She said another consideration in the budget is finding room for the automated circulation system.

 

Drewello said that the auditor for the Alfred Dickey Library would be at their board meeting on Wednesday, May 20^th at 5pm to present the audit and that would be a good time to ask questions regarding the joint library finances. Drewello invited all joint library members to attend the meeting.

 

Representatives from Odin met at the Alfred Dickey Library on Monday, May 11^th to discuss the Odin circulation system. Drewello said there would be an annual fee with this system but was not given a quote on Monday; she was told she would receive information about the cost of the system on Friday, May 15^th.

 

Drewello said they will be going to Cooperstown for an Attriuum workshop on May 26^th and requested that Jean Zachrison come along to ask questions about using the circulation system on the bookmobile. Zachrison said she would join them.

 

The board decided to forego the contest to rename the library since people thought they would be renaming the building. The board decided the contest and renaming would create confusion. This would also leave the way open for a future library building to be named after a donor. 

 

Drewello said she would like to see the bookmobile in the White Cloud Days parade.

 

If the Attorney General decides the library is eligible to be on PERS and a representative from ND PERS can come, there will be a meeting on Wednesday, May 20^th at 4pm at the Alfred Dickey Library. The Alfred Dickey Library Board meets at 5pm and all are welcome to stay to speak with the auditor.

 

 

Respectfully Submitted

Brenda Gibson

 

The minutes stand approved as written.

 

Brueske reported on information the finance committee received about health insurance from Kelly Steckler, Director of the Mandan Library. Drewello said she spoke with Jeff Fuchs, he stated that he wasn’t sure the library could be on the city’s health insurance plan because we are not a city agency. Drewello said she placed a call with Blue Cross and is waiting to hear back. She said she will look into the matter more before the next meeting. The board considered both the county and city health insurance costs, benefits and whether an employee’s pre-existing conditions would be covered if they moved to a different plan. Marks said he would talk to Noel Johnson about the county’s health Insurance plan.  

 

Drewello said she and MaryJane Westerhausen are going to Minot on May 19^th to learn about both Attriuum and Follett circulation systems. She also said they would be going to Cooperstown on May 26^th for a full day of training on the Attriuum system. Representatives from Odin will be meeting at the Alfred Dickey Library on May 11^th. 

 

Drewello provided a list of the sites the Alfred Dickey library board considered for a new library building.

 

Krueger used one of the library’s computers to show photos he took of the new Fargo library.

 

Zachrison and Jensen provided a tour of the bookmobile.

 

Drewello said she will be taking vacation the last week in May and the first 2 weeks in June, but will be in town if the board needed her at a meeting.

 

Drewello invited all on the JLB to attend the Alfred Dickey Board meeting on May 20^th at 5pm at the Alfred Dickey Library to hear the audit report by Linda Mohn of Schauer & Associates.

 

Freeberg presented the findings of the bookmobile committee. She said the committee wants to make sure the new library provides enough space for the bookmobile garage and utility room. Also that the committee would like to create a different pay scale/grade for the bookmobile personnel, she pointed out that the duties of a driver are so much more than clerical. Drewello said the questions on the handout regarding an automated circulation system will be helpful when viewing the different circulation systems. The board agreed that they would like to see a cell phone on the bookmobile. Jensen said she would check into which phone would provide the best coverage of the area the bookmobile covers. Freeberg said that Gibson will be going out to the county schools to provide storytimes and asked about providing mileage and which budget it would come out of now. It was mentioned that there will be one budget as the two libraries join and mileage would be a minimal cost and could be covered. Gibson said she went to Medina and Buchanan schools for a storytime and would not be going again until the school year begins again in the fall. She said that the teachers in both schools said they enjoyed the storytime and requested she come back. Gibson also said that she will be inviting all the county schools to come to the library for a field trip in the fall and again next spring.

 

The next meeting will be held on Wednesday, May 13^th at 5pm at the Stutsman County Library.

 

 

Respectfully Submitted

Brenda Gibson

The Joint Library Board met Wednesday, March 25, 2009 at the Alfred Dickey Library. Present was board President Dale Marks and members Lynn Krueger, Barbara Laraway, Judy Brueske, and Char Freeberg. Also present were Director Agnes Jensen, Director Daphne Drewello, Assistant Brenda Gibson, and news reporter Toni Pirkl. Board members Gary Riffe and Jim Nyland were absent.

 

Marks called the meeting to order and asked for approval of the minutes. Laraway moved to approve the minutes as written, Freeberg seconded the motion and all were in favor.

 

Drewello presented the 2009 budget for the Alfred Dickey Library and Jensen presented the 2009 budget for the Stutsman County Library. After discussion Marks said the areas in need of further review are salaries, health insurance and retirement.

 

Laraway asked how many books the bookmobile held; Jensen said the bookmobile holds up to 5000 items.

 

Marks said there is a need for committees to be formed and asked for volunteers. Drewello said she had the college librarian, the cataloger at Alfred Dickey, and the librarian from Cooperstown who has had experience in researching systems offer to be on a committee to look at a new circulation/catalog system. After further discussion the committees are as follows:

 

Circ/Cat System: 

Phyllis Bratton (College Librarian)

MaryJane Westerhausen (Alfred Dickey Cataloger)

Bonnie Krenz (Cooperstown Librarian)

 

Policies:

Agnes Jensen (Director at Stutsman County Library)

Daphne Drewello (Director at Alfred Dickey Library)

Brenda Gibson (Assistant Director at Alfred Dickey Library)

 

Building Project Committee:

Lynn Krueger (Board Member)

Gary Riffe (Board Member)

James Nyland (Board Member)

 

Finance Committee:

Judy Brueske (Board Member)

Barbara Laraway (Board Member)

 

Drewello reported that Ken Dalsted, city attorney, said he was willing to help with any legal advice, with the exception of the Eagles building since that would be a conflict of interest for him.

 

After discussing the building project, Marks asked Drewello to invite Daren Peterka and Travis Dillman, project managers from Interstate Engineering, to the next meeting to answer any questions the board may have regarding the building project.

 

Marks said that the committees should report their progress at the next meeting.

 

It was suggested that the libraries could hold a contest to name the new library. Freeberg moved to have a contest to name the new joint library system, Brueske seconded the move. During discussion Krueger asked if it would be legal to change the name of the library. Drewello said she would check with the city attorney for an answer to that question. Action on the motion was delayed until an answer from the attorney is received.

 

The next meeting will be held on Wednesday, April 1^st at 4pm at the Alfred Dickey Library.

 

 

Respectfully Submitted

Brenda Gibson