The Library Board met Wednesday, August 4, 2010 at the main library. Present were Board President Dale Marks, members Barbara Laraway, Charlotte Freeberg, and Lynn Krueger. James Nyland was out of town. Also present was Brenda Gibson.

 

Marks opened the meeting. Krueger moved to approve the minutes as written, Freeberg seconded the motion and all were in favor.

 

The environmental report of the Innovis building, by Legend Technical Services, and the offer from Innovis Health were looked at and discussion began. Krueger asked if the report had been taken to Interstate Engineering, the library’s project manager. Marks said he took the report to them this morning.

 

Judy Brueske, Daphne Drewello and Gary Riffe joined the meeting already in progress.

 

Brueske asked whether there should be a market analysis or appraisal done. She also said she felt there needed to be a site survey done. Drewello said that Interstate Engineering was doing a topographical survey. 

 

Marks said the board has 2 weeks to put this on the ballot, the sooner the better. Drewello asked about whether the proposal needed to go before the county commission and city council. It was decided that Marks would talk to Noel Johnson at the county to start the process of putting it on the ballot and Drewello would talk to Jeff Fuchs at the city.

 

Daren Peterka, Interstate Engineering, was called and he joined the meeting via speaker phone. He was asked about the need for a legal survey, expressing concern over a 5 foot strip that appeared on an earlier survey as not being owned by Innovis. Peterka said the topographical survey would be sufficient at this time, he said a legal survey was not critical at this time. The board asked Peterka to contact Bob Bakkum, Innovis Health, to ask for the abstract. Peterka said the purchase agreement could address the concern over property lines. He stated that the new owner would pay for a new abstract and the old owner would pay for a legal survey to clear this matter up.

 

Drewello asked Peterka about having an independent appraisal done. Daren said this could be done, but he didn’t know if much could be accomplished by having an appraisal done. Peterka said we could hire an appraiser to review the current appraisal, stating that that would be due diligence on the library board’s part. Marks said he would call Gordon Christianson about doing a review of the appraisal Innovis had done.

 

Drewello asked about the price of asbestos removal in the report. Peterka said if we were salvaging the building this would be a larger dollar project, but when demolition is planned it would cost less. He felt the $90,000 Innovis included in the sale for removing the asbestos and demolishing the building was a fantastic price. He stated removal of the debris from the site could be detailed in the purchase agreement.

 

The board thanked Peterka and the call was ended.

 

Riffe moved to ask attorney Ken Dalsted to write a memorandum of understanding for $690,000 for the Innovis site, asbestos removal, demolition and disposal of debris, contingent on property lines and approval of the building project by a public vote. Krueger seconded the motion. Discussion followed. Marks called for a vote, the vote was unanimous, including the email sent by James Nyland with his opinion.

 

Drewello said she would follow up on the motion by talking to Ken Dalsted.

 

The meeting was adjourned.

 

The next meeting will be August 18^th with Linda Mohn presenting the 2009 Alfred Dickey Library audit.

 

 

Respectfully Submitted

Brenda Gibson

 

 

 

 

 

 

 

 

 

 

 

 

 

The Library Board met Tuesday, July 20, 2010 at the library. Present were Board President Dale Marks, and members Barbara Laraway, James Nyland, Judy Brueske, Lynn Krueger, and Charlotte Freeberg. Also present were Mike Burns, architect, Daphne Drewello, Library Director, and Brenda Gibson, assistant. Gary Riffe was absent.

 

Burns reviewed parts of the contract and said the contract needs to be rewritten because there has been a change of names and the time line has changed. He also suggested a programming update and a site evaluation.

 

Burns said the architect’s fee would be 7.9% of the total construction, plus any reimbursable costs.

 

Gibson asked about the cost of schematic drawings that could be taken to the public before the vote. Burns said the cost would be 22% of the total architect’s fee. Brueske questioned the need for schematic drawings. Burns said we “owe it the public to give them a true approximation of what the design would be like”. Drewello said we need the drawings to know the best estimate cost of construction so that can be disclosed to the public before the vote. Burns said at the public meetings there will be questions by the public that could not be answered without the schematic drawings.

 

Property lines were discussed and Burns said the library needs to have the property surveyed or have Innovis survey the property.

 

Drewello said she would talk to Daren Peterka at Interstate Engineering about surveying the property.

 

Nyland left the meeting.

 

The timeline was discussed and Freeberg asked about whether it would be better to have a special election and what the cost would be. Marks said he didn’t know the cost of a special election. Burns said he thought the architectural firm could be ready for presenting the information to the public before a November election. Marks said the next steps are to have a survey of the property, get the environmental study done, then let the Michael J. Burns architectural firm know of the board’s decision. 

 

Burns said to ask for a legal survey to get the information needed. Marks said to put in on the fast-track.

 

Burns said the timing of the project is an advantage since building costs are down and interest rates are rock bottom. “It’s a great time to be building if you need to build”, said Burns.

 

 

Respectfully Submitted

Brenda Gibson  

    

 

The library board met Wednesday, July 14, 2010 at the main library. Present were board president Dale Marks, and members Lynn Krueger, Barbara Laraway, Judy Brueske, Jim Nyland and Charlotte Freeberg. Also present were Ken Dalsted, City Attorney, Daphne Drewello, Library Director and Brenda Gibson, assistant.

 

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

 

Progress on the building project was discussed and Dalsted suggested having a contingency to purchase based on the bond issue passing.

 

Marks asked about bids for asbestos removal. Drewello said Interstate Engineering was getting quotes from companies that could do an asbestos study. Marks said the asbestos study needs to be done soon so the board will be in a position to make an offer.

 

Dalsted suggested an option agreement with Innovis if the board was concerned that another party would come forward to purchase the building. He said there are three options that could be taken. One would bind both parties, agreeing to purchase when the bond was passed, another option would be to put money down providing a guarantee that the property would be held until the bond issue was voted on, and the third, and least binding, is a memorandum of understanding. The last option would be an agreement between Innovis and the library board that the property would be available for the library for a limited amount of time, though neither party would be legally bound to the agreement.

 

Dalsted also said the board may wish to have an appraisal of the Innovis property done.

 

The board discussed the time frame and the need to be ready to be on the ballot by September 1^st.

 

Nyland said the environmental assessment should be put on the fast track. Marks said we need that study to be able to move forward.

 

Marks said he will call Interstate Engineering about the environmental study. He asked Drewello to call Mike Burns about getting sketches in time for a November vote and to call an appraiser to set up an appraisal of the Innovis site.

 

Freeberg asked if the board should have Dalsted work on a contingency agreement. Dalsted explained the three options again. Marks asked Dalsted to speak to Bob Bakkum at Innovis to see if they are agreeable to a memorandum of understanding. 

 

Drewello will ask Mike Burns, architect, how soon he can get the board presentation materials, concept drawings, and the cost of both.

 

Marks provided a letter with an estimate on the demolition of the clinic from RTS Shearing, for information purposes.

 

Dalsted asked about the zoning on the Innovis property, the board did not know what the zoning was, so Dalsted said he would find that out.

 

Dalsted left the meeting.

 

Drewello said the library is set to receive a materials grant for $5000 from the State Library, but the board needs to approve the submission of the grant first. Freeberg moved to approve the grant, Nyland seconded the move and all were in favor.

 

Drewello said the library now has a contract with OverDrive to provide books in electronic format for patrons using electronic book devices. This contract includes several other libraries in North Dakota.

 

The next meeting will be held on Wednesday, July 21, 2010 at 5pm. Linda Mohn, auditor, will be present with the 2009 Alfred Dickey Library audit. 

 

 

Respectfully Submitted

Brenda Gibson

 

The Library Board met Thursday, June 3, 2010 at the main library. Present were Board Chairman Dale Marks, and members Lynn Krueger, Judy Brueske, Jim Nyland, Charlotte Freeberg, and Barbara Laraway. Also present were Director Daphne Drewello and assistant Brenda Gibson. Gary Riffe was absent.

 

The letter Marks received from Innovis Health was discussed. Drewello said Mike Burns, architect, said to ask Innovis to remove the asbestos prior to the sale or find out how much removal would cost and offer that much less. Concern was also expressed on whether there was asbestos in the house included with the property.

 

Drewello said she will take the environmental assessment report to Interstate Engineering tomorrow and ask Daren Peterka to tour the buildings and come up with an estimate on how much asbestos removal will cost.

 

Marks said he will contact Bob Bakkum and ask him if he has any other information about the asbestos in the buildings.

 

Marks asked if the Innovis price was fair or should they make a counter offer? Nyland, Freeberg and Laraway said they were not opposed to the amount, but they were concerned about the cost of asbestos removal and felt that should be considered first and then the price of the property.

 

Brueske asked whether Tish Johnson, realtor, could be contacted and asked whether the price was fair, Drewello said she would do so.

 

The TRAC site was discussed. Nyland said as far as he was concerned the TRAC site was off the table unless the Innovis site falls apart. Marks said he doesn’t like the idea of the library being all the way up there. Nyland said he is uncomfortable with not knowing who would be managing the site and the “mall” atmosphere. Drewello said she is curious about the feasibility study being done and the community’s response to the project. She also expressed concern about the ongoing cost of the entire facility.

 

The next meeting will be as soon as more information is found out about the asbestos removal costs.

 

 

Respectfully Submitted

Brenda Gibson 

The Library Board met Tuesday, May 25, 2010 at the library. Present were Board Chairman Dale Marks, and members Barbara Laraway, Charlotte Freeberg, Judy Brueske, James Nyland and Gary Riffe.  Also present were Innovis representative Bob Bakkum, Director Daphne Drewello and assistant Brenda Gibson.

 

Marks began the meeting by explaining that the library is in need of more space and how the library board came to the point of considering the Innovis site for a new library.

 

Marks inquired about the possibility of Innovis being willing to sell the site for $1, in effect making a donation to the library.

 

Bakkum said they are in business to stay in business. He said they had obtained an appraisal of the site and building and had passed that along to the library board. He also said he would pass the request along to Innovis, but did not think there would be interest in selling the building for $1. He said he would have a letter written to the library board with Innovis’ price for the land and building.

 

Bakkum asked about whether the building would be torn down.  Marks said with the weight of books and for other reasons the existing building would have to be torn down and a new building built. Bakkum said there is likely asbestos in the building.

 

The meeting with the TRAC board and their project was discussed.

 

The next meeting will be as soon as the library board receives the letter from Innovis. 

 

Drewello said the auditor would be coming to the July 21^st board meeting.

 

 

Respectfully Submitted

Brenda Gibson

 

 

The Library Board met Wednesday, May 19, 2010 at the main library. Present were Board President Dale Marks, members Judy Brueske, Lynn Krueger, Barbara Laraway and Charlotte Freeberg. Also present were Charlie Kourajian, Mayor Clarice Liechty, Director Daphne Drewello and assistant Brenda Gibson. Jim Nyland and Gary Riffe were absent.

 

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

 

Charlotte Freeberg moved to approve the bills, Krueger seconded the move and all were in favor.

 

Drewello presented the financial report.

 

Drewello said the safe deposit box needs to be put in the new library name and that a larger box is needed. She stated that the change needs to have the board’s approval. Freeberg moved to have Drewello check into a larger box at Unison Bank and change the name on the box to the James River Valley Library System with the board officers and library director on the signature card. Brueske suggested having the items of the box indexed. Freeberg said she would like to include indexing the contents of the box in the motion, Krueger seconded the motion and all were in favor.

 

Marks said with the bar not willing to sell the Eagles location is out, Freeberg said we don’t want a bar by children and Drewello said the Eagles location was not enough space on its own. Marks suggested negotiating with Innovis. Drewello said architect Mike Burns suggested the same thing.

 

Both Brueske and Krueger asked about the sequence of the project. Drewello said it would start with negotiating with Innovis and simultaneously Interstate Engineering can start soil borings and testing. Then the architects need to come out and begin drawing up plans. Brueske and Marks said they wanted to wait with Interstate Engineering until negotiations with Innovis look like they are progressing.

 

Drewello said the deadline for putting the library project on the November ballot is September 1^st.

 

Mayor Liechty said she would really like to see the library located at the Eagles site and she didn’t think it was a problem having a library next to a bar, stating The Arts Center has been next to the bar. She also said that she didn’t think of the Innovis site as being downtown and wanted the library to be downtown. 

 

Kourajian said if the library board is no longer interested in the Eagles site that we should let them know as they had other people interested in the location.

 

Marks said that he would contact the Eagles and let them know that the library is no longer interested in the Eagles site.

 

The next meeting will be as soon as Marks hears something from his negotiations with Innovis.

 

 

Respectfully Submitted

Brenda Gibson

 

The library board met Wednesday, April 21, 2010 at the main library. Present were Board Chairman Dale Marks, and members Lynn Krueger, Charlotte Freeberg, Judy Brueske, Jim Nyland, Barb Laraway, and Gary Riffe. Also present were Pam Musland and Bob Toso from TRAC, Margaret Harding, Phyllis Bratton and Charlie Kourajianfrom the Library Foundation, Travis Dillman and Daren Peterka of Interstate Engineering, and Director Daphne Drewello along with assistant Brenda Gibson.

 

Musland and Toso talked about the goals of the Two Rivers Activity Center (TRAC) board. Musland said the TRAC board is currently in the process of conducting a 12 week developmental study to gauge community support for this project. Toso said Jamestown Public Schools has land on which the activity center would be built. 

 

Drewello asked about the study being done. Musland said ACB from Minneapolis is doing the developmental study for them, she said it is a step by step process and that ACB is talking to the community to find out what they want and asking whether this project is a good idea.

 

Gibson asked who would own the building. Musland and Toso responded that TRAC would own the building; there would be a governing board. They also said that many of the details have not been worked out and that if the library was interested in being part of the project they thought there would be a place on the board for a library representative as well.

 

Musland and Toso left the meeting.

 

Riffe moved to approve the minutes, Laraway seconded the move and all were in favor.

 

Freeberg moved to approve the bills, Riffe seconded the move and all were in favor.

 

Drewello presented the financial report stating that the library is doing well financially.

 

Drewello introduced Daren Peterka and Travis Dillman from Interstate Engineering. Riffe stated that Clarice Liechty suggested considering going east and west with the building at the Eagles site and wondered about issues involved in building across an alley. They stated that there would likely be underground gas and fiber optic lines that would need to be relocated. They said that relocation may be possible but would be costly. They also said there would be the cost of demolishing a building that is part of a larger structure. The question was asked of the engineers as to whether the Eagles building would have to be razed. They responded that there are different floor levels and they won’t hold book loads, there are also two basements that are not connected, these issues could be resolved, but the cost would likely be as much as razing and starting new. 

 

Next the engineers were asked if the library were to build new on the Eagles site whether it would pay to have a basement. Peterka answered that there is a hole already, with the two existing basements, so it would be somewhat economical, but then he said to consider whether it is worth the cost. He said to consider how the basement would be used. Riffe said there could be a board meeting room in the basement to save space on the main floor, but even then an elevator would have to be put in, adding to the cost.

 

Peterka suggested doing soil borings to see if there is any contaminated soil before purchasing, making that a part of the purchase agreement.

 

Riffe then asked about their knowledge of the Innovis property. Peterka and Dillman said they did not have knowledge of the property, but did not expect any surprises.

 

Drewello said she talked to Mike Burns, Architect, about doing some drawings of both sites.

 

Drewello asked if either Peterka or Dillman had an opinion on the two sites. Peterka said there are benefits to each site; it all depends on how the board ranks their priorities. She then asked if there was enough square footage at the Eagles site. Peterka said the bar location and some of the parking lot would need to be acquired to have the amount of space the library needs.

 

Peterka recommended that if the architects do some drawings for both sites, the library board be specific in what they want and have that in a written contract.

 

Dillman said to be aware that it would get costly having the drawings done.

 

The TRAC site by the High School was also discussed and Nyland asked if the location is enough of a detriment to justify spending more money for a central location.

 

Peterka said the board’s priorities could be weighted and this can help in making a complicated decision such as this. He will send a form to Drewello so the board can use it to determine their priorities.

 

Drewello asked whether she should have Mike Burns and Rick McCarthy, Architects, come and speak to the board and give the board some ideas on how the buildings might look on the sites. She will also get an estimate from them on the cost of drawings for the sites.

 

Brueske asked whether the board should consider being a part of TRAC’s developmental study. Nyland thought they should table that decision. Brueske asked how the board could say no to being included in on the study. Drewello said she didn’t want to give the impression that the library was going to be built at that location if that wasn’t the case. Nyland said it could split the vote if people were confused on where the library would be located and that we could do our own study later if it comes to that. After further discussion Drewello asked if she should request to be a part of the study. Marks said the board is taking it under advisement. Brueske said we need to be open minded about future needs. Harding said with TRAC being years away from possibly building she was concerned that holding the project off that long might cause community interest to die.

 

Kourajian asked about the library’s name since the foundation wanted to change their name to reflect that of the library. Drewello said the name on the Federal Tax I.D. is James River Valley Library System.

 

The next meeting will be held at the library on Wednesday, May 19^th at 5pm. 

 

An earlier meeting will be held if the Architects are able come sooner.

 

 

Respectfully Submitted

Brenda Gibson

 

 

 

 

 

Charlotte 

 

 

The library board met Wednesday, March 31, 2010 at the main library. Present were Board Chairman Dale Marks, and members Judy Brueske, Lynn Krueger, and Barbara Laraway. Also present were Myron Knutson, from Public Financial Management, Library Director Daphne Drewello and Assistant Director Brenda Gibson. Absent were Gary Riffe, Charlotte Freeberg, and James Nyland.

 

Myron Knutson of Public Financial Management, the largest financial advisor in the US, said he was involved in refinancing the bonds for Jamestown Schools. He said he was visiting with Noel Johnson, Stutsman County Auditor, when Johnson suggested he Drewello a call.

 

Knutson put together some numbers on financing for the library’s project.

 

Knutson reminded the board that it takes 60% of the vote to pass a bond issue and that they need to focus on getting the yes voters out to vote.

 

He said there is no specific debt limit for a library project in North Dakota. However if the county issues the bonds it is the limit of the county that is considered. He said the county’s limit is $30 million and they have no debt outstanding, so there would be no problem with issuing a bond. Knutson said one mill generates $60,000.

 

Knutson said there were three bond options:

1.       Tax-exempt Bonds

2.       Recovery Zone Economic Development Bonds

3.       Build America Bonds

 

He went on to explain the differences between these three and which may be the best option for the library.

 

Knutson cautioned that as soon as a project focuses on money rather than need, you lose the people. He said fund raising done before the vote spurs people to vote, and that September is the deadline for getting on the November ballot.

 

Knutson left the meeting.

 

Drewello said the county cashed in a Stutsman County Library CD of $104,330.60 and it is now in the James River Valley Library System checking account. Drewello requested the board approve purchasing a bookmobile CD for $75,000, another general CD for $25,000 and put the remaining $4, 330.60 in the 2010 Stutsman County book/AV budget. Brueske moved to purchase the CDs and divide the money as Drewello has requested, Krueger seconded the move and all were in favor.

 

Marks said the board needs to work on securing a site and after discussion it was decided that he and Krueger would ask to be able to come to an Eagles board meeting to discuss the building they have for sale. Drewello requested they ask for a copy of the building’s appraisal. Brueske said the board should have their own appraisal done.

 

Drewello said she will again contact the representative for Innovis and ask him to come to a library board meeting.

 

The next meeting is scheduled for Wednesday, April 21 at 5pm at the main library.

 

 

Respectfully Submitted

Brenda Gibson

The library board met Wednesday, March 24, 2010 at the main library for a special board meeting. Present were Barb Laraway, Dale Marks, Judy Brueske, James Nyland, Charlotte Freeberg, and Gary Riffe. Also present were Don Warren from USDA Rural Development, Library Director Daphne Drewello and Assistant Director Brenda Gibson.

 

Mr. Warren spoke about the Community Facilities program available through USDA Rural Development. Money may be available to the library through this program and he said currently there is a push on to work with libraries. USDA provides funding through loans and grants. Warren said the hospital is using this program to help fund their building project.

 

Warren said that projects in a city with a population of 20,000 or less would be eligible to apply for a guaranteed or direct loan.

 

With a Guaranteed Loan you work through a local lender and USDA offers a 90% repayment guarantee; these can be 30 – 40 year loans.

 

A Direct Loan comes from the US government, currently at a 4% fixed rate; these are also 30 – 40 year loans.

 

With the Grant Program the applicant needs the median household income of the area served to meet the grant guidelines. The library’s service area is Stutsman County. Warren said at this time they are using the 2000 census figures.

 

Gibson asked if the qualification for a loan also considered median household income or if that was just for the grant. Warren said income is only considered when they provide grant money; it is not looked at as a qualification for a loan.

 

Warren said applicants always apply for a loan; there is no separate application for a grant. They determine whether the applicant qualifies for a grant or a loan.

 

Mr. Warren then said that the first thing the library board would need to do is get an opinion from the library’s attorney as to whether the library is able to borrow money, if not he said the library foundation, or perhaps the county or city could apply for the loan on the library’s behalf.

 

Warren stated that the maximum grant would be 75% of a projects cost, and with a project of our size, we won’t see that amount of grant money, we would need to piece together a number of different grants to cut down the cost. The rest would need to come through loans. He said the CDBG (Community Development Block Grant) money can be used as match.

 

Warren urged the board to bring all the partners (donors, banks, etc.) together at a meeting and he would discuss the project, once the application was underway.

 

Riffe asked if they should be looking at having a room in the new facility for computer training, children’s programs, and other kinds of partnering to be able to receive money from grants, etc. Warren cautioned that in trying to bring in more partners the library board could lose their focus. He said to keep a strong vision. He said to ask potential partners what money they would have available if the library were providing such as service. Again he stressed, don’t try to get too much in the project, or we could lose the focus. Marks said we want to keep the library focus, but that we will have to have other partners to get that kind of money.

 

Warren spoke about the stimulus money, saying it is scheduled to be gone by September 2010. He said a project like this does not happen overnight. After the stimulus money is gone the money will still be available, it will simply be a different pot of money.

 

Marks asked about pre-payment penalty. Warren said there was none.

 

Brueske asked if there would be a point person assigned to work with the library. Warren said there would be and that they also like to have one or two people assigned to work with them who knows what is going on and can help drive the project.

 

Warren again said to have all the partners at the first meeting after the application is submitted so he can make sure everyone hears the same thing.

 

Warren said that a feasibility study should be done to see if this is the right way to go; should this be built, can it be afforded, is this the best location, is the option you are looking at feasible. He then said the USDA can provide feasibility guidelines, also stating that the pre-application is a part of the feasibility study. Drewello asked about a time-frame for the study. Warren said it should take no more than a month or two.

 

Warren said he started working with the Jamestown Hospital two years ago, stating that we want something successful and sustainable.

 

Brueske asked if the USDA money can be used to purchase property and raze a current building. Warren said it could.

 

Warren said that the library could have 2 or 3 options for the people doing the feasibility study to look at. He said the study is something you can take to the voters.

 

Multi-purpose buildings were discussed.  Warren said when talking to potential partners ask them about their feasibility study and ask if it takes into consideration any transportation issues.  Warren also said in his experience multi-purpose buildings have had one entity owning the building. The city, county, or a private party would be responsible for the building. He said to ask about the potential for growth if you join with another entity and to find out their funding source and whether they have the funds to carry their part of the project. He also stated that USDA Rural Development grants and direct loans cannot be used for recreational centers.

 

Meeting adjourned.

 

 

Respectfully Submitted

Brenda Gibson

 The library board met Wednesday, March 17^th at the main library. Present were Board Chairman Dale Marks, and members Barbara Laraway, Charlotte Freeberg, Judy Brueske, Lynn Krueger, James Nyland and Gary Riffe. Also present were Director Daphne Drewello and Brenda Gibson.

 

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

 

Nyland moved to approve the bills, Freeberg seconded the move and all were in favor.

 

Drewello presented the financial reports stating that there will be adjustments in some areas, but the library is doing well financially.

 

Drewello suggested increasing the juvenile book budget for the bookmobile branch from $2000 to $7000 and to increase the bookmobile branch adult A/V and juvenile A/V from $1000 to $3000 each. She stated that there is money within the budget to make the increases.   Laraway moved to approve the budget change, Krueger seconded the move and all were in favor.

 

Drewello said she hasn’t heard from the Innovis representative as of yet, but will continue to try to reach him and set up a date when he can meet with the board.

 

Marks said some of the board members met with the Arts Center. They expressed interest in having the library build on the site next to the Arts Center. Riffe said they feel it would enhance both entities. Freeberg said her take on the meeting was that they want the library there, but didn’t want to make any commitments. Marks said he checked on any debts the Eagles may have. He said according to the Clerk of Court, they owe $19,223. They are asking $331,000 for their site.

 

Drewello said Charlie Kourajian asked Travis Dillman at Interstate Engineering to speak to the Downtown Association about the library project. Dillman called her to see if she wanted him to speak on the library’s behalf, Drewello said that was the first she had heard about the request and said she would attend the Downtown Association meeting with him.

 

Drewello spoke about the possibilities of getting a USDA loan for the building project. She will look further into whether the library would be eligible before she has a representative come speak to the board.

 

Drewello stated that a representative from Public Financial Management called and talked to her about the possibility of receiving a Recovery Zone Economic Bond. He was willing to talk to the board.

 

Drewello said the library applied for a Gates Grant for money for computers, the grant was approved and the library was to receive money for four computers for the main library and three for the bookmobile branch. She said throughout the grant application process she repeatedly asked whether the match money could come from the budget, they said yes as long as the money was not already budgeted for something else. Then once the computers were ordered and on the way she was told differently. She said emails document her communication with the Gates Foundation representatives. In order for the library to not lose the grant money Drewello suggested the board make a request to the Library Foundation for $4550, the match money. Brueske moved to make a request to the Library Foundation for $4550 match money for the Gates computer grant, Riffe seconded the move and all were in favor.

 

Drewello said the Personnel Manual is being revised by Freeberg, Gibson and herself. It will be presented to the board for consideration when they complete the revision.

 

Drewello asked that Brenda Gibson officially be appointed as assistant director of the James River Valley Library System. She was assistant director of the Alfred Dickey Library, but had not been appointed to the new library system yet. Freeberg moved to appoint Brenda Gibson as assistant director of the library, Brueske seconded the move and all were in favor.

 

Drewello said she is closing out the Alfred Dickey Library bank account and moving the remaining money to the James River Valley Library System bank account.

 

Gibson presented the children’s summer program schedule. Gibson said she was disappointed that The Arts Center was no longer available for a kick-off program; but that she was grateful for the times the library was able to use their site.

 

The next meeting was scheduled for Wednesday, April 21^st at 5pm at the main library.

 

 

Respectfully Submitted

Brenda Gibson

 

Freeberg moved to accept the December 2009 minutes as written, Nyland seconded the move and all were in favor.

 

Riffe moved to approve the resolutions on the back of the Corporate Authorization Resolution from Unison Bank and to agree that the following agents, Daphne Drewello, Brenda Gibson, James Nyland, Charlotte Freeberg, Dale Marks, and Judy Brueske, subject to any written limitation, are authorized to exercise the power to open any deposit or share accounts in the name of the corporation, also to endorse checks and orders for the payment of money or otherwise withdraw or transfer funds on deposit with Unison Bank. Krueger seconded the motion and all were in favor.

 

Drewello presented the proposed 2010 salaries that she and Freeberg worked on. Riffe moved to accept the proposed salaries, Brueske seconded and all were in favor.

 

Drewello said the board should advertise for the director’s position since she is officially the acting director. Drewello left the room while the board discussed the director’s position. All board members strongly favored keeping Drewello as director of the library. Freeberg moved to hire Drewello as Director of the James River Valley Library System and approve her salary as proposed with the understanding that the board will review the salary in 6 months for a possible raise, Nyland seconded the move and all were in favor. Drewello returned to the room. 

 

Drewello proposed setting a new holiday policy. She explained how Stutsman County paid for holidays and what Alfred Dickey Library paid and suggested the new library system use the County’s prorated method for holiday pay since that was more equitable. Brueske said she would like to see holiday pay as a separate line item along with vacation pay. Riffe moved to accept the new holiday pay using the county method of pay making it retroactive to January 1, 2010. Krueger seconded the motion and all were in favor.

 

Drewello mentioned what the board could expect at each board meeting; check register, profit & loss, and balance sheet. After discussion it was decided that Nyland would sign checks unless he was not available, then Brueske or one of the other board members would be asked to sign.

 

Drewello reviewed the Stutsman County Library 2010 budget noting that the budget had been revised since it was first set in October 2009. She stated that she hired a part-time employee to help with automation. Freeberg moved to approve the 2010 Stutsman County Library budget, Krueger seconded the move and all were in favor.

 

Next Drewello reviewed the 2010 Alfred Dickey Library budget. Riffe moved to accept the Alfred Dickey Library budget for 2010, Brueske seconded the move and all were in favor.

 

Drewello said she will combine the budgets, leaving some line items separate, such as books and building maintenance. 

 

Drewello said that Freeberg’s and Laraway’s board appointments are up in March and they will need to be reappointed, emphasizing she would like them both to remain on the board.

 

Drewello said she spoke with architect Mike Burns and he said he would talk to Innovis to see which way they are leaning. Drewello said we need to know where we stand. The Eagles sent a letter with their price. The letter will be kept with the minutes.

 

The board will meet on the third Wednesday of every month at 5pm.

 

The next meeting will have a time adjustment since it is Ash Wednesday. The board will meet Wednesday, February 17^th at 4:30pm.

 

 

Respectfully Submitted

Brenda Gibson