Page 1 May 29, 2014
Nederland Community Library District Board of Trustees Meeting Minutes 5/29/14
The meeting was called to order at 7:02.
ROLL CALL
Present:
Library District Board Members: Dani Dillon, Jim Elder, Emily Fidelman, Karen Fletcher, Charles Wood
Absent: Andrea Begin, Library Director Neli Van Buskirk
PUBLIC COMMENT
A member of the public introduced herself and expressed an interest in potentially serving on the Board. Dani gave a brief explanation of the Board’s mission, recent accomplishments, and current activities.
MINUTES
The April minutes contained a possible error in which what might have just been a discussion was recorded as a formal motion. Andrea was recorded as having seconded this possible motion, so the group deferred on the approval of the April minutes until the June meeting so that she could be consulted.
REPORTS
Library Director’s Report:
Neli submitted the following written report:
Kira from CliC came up again to train staff on Overdrive, OneClick and 3M on 5/16/14. It was a productive 3 hour session for staff. Page 2 May 29, 2014
Erin Rey from John Cutler & Associates conducted the annual audit on April 21st 2014. Andrea and I are waiting to hear back with report.
Tim Williams and mechanical workers came up 4/30/14 to evaluate the system. They will let us know when they are ready to start the project.
The Foundation will be undertaking a fundraiser instead of the library in late summer. There was a little concern from the Foundation that if the library undertook a fundraiser, they could not do a fundraiser this year, as it was too much to ask the community.
Bond payment to UMB Bank was made on 5/6/14 for $42,697.50
The new lobby shelving has arrived and installed. I ended up only putting 3 in the lobby area. The extra shelf is currently in the children’s area for mobile use. I think that will work out well.
Geneva and her volunteer crew have been hard at work getting the garden started. She has wonderful volunteer help and it has been a great advocacy and community talking event.
Amy Carrill and I are working with Buster Keenan (tech specialist/guru) from the Boulder Bookstore on researching and evaluating the idea of starting an Amazon Bookstore for the library. It is in the research stage. Logistics is the main concern at present.
All windows have been cleaned – in and out, top to bottom – for the season. We will probably need to do the outside again after pollen season.
Researched Quickbooks online for the library. To have access for 3 systems, it would be a monthly charge of $26.95. Jake at Accounting Specialist is not keen on it, but will work with us if we choose to take that route.
A donated iPad by Lynda McGingley has been set up for check out as an “Early Literacy iPad” with over 30 preschool apps focusing on literacy ( ages 2 to 6). I will track usage to see if this is a valuable service for the community. Page 3 May 29, 2014
The library will be closed Monday, May 26th for Memorial Day.
Emily asked why Quickbooks online was not recommended, and it was clarified that there are potential problems with concurrent users creating spurious information.
The Board extends thanks to Lynda for her generous donation and Geneva for her work with the garden.
President’s Report:
None.
Vice President’s Report:
None.
Treasurer’s Report:
Andrea submitted the following written report:
1. As of April 30, 2014, we have approximately $3510 in our checking account. We have approximately $144,223 in our Savings account, and $83,500 in our Reserve Fund. Our Capital Fund Accounts have approximately $73,928.
2. Income in April 2014 was approximately $62,860 from Boulder County, and approximately $370 from copy/petty cash/fees/interest. Total Income for April 2014 = $63,230.
3. April 2014 expenses totaled $19,187.30. Of that, $11,852 was for payroll, $2394 for books and materials, of which $1816 was for book purchase, and $2186 was for maintenance, of which $1008 was for janitorial and $599 was for grading the parking lot.
4. According to the auditor the audit went really well and based on the local government budget calendar she has until 6/30 to get us a copy of the audit. Hopefully she will get it to us before then so we can review and ask for any corrections if necessary. We have until 7/31 to either file the audit or request an extension. The auditor did have some confusion about our amended 2013 budget, but she admitted Page 4 May 29, 2014
that she had miscalculated and our budget looks good. In this process Neli and I found that the spreadsheet was not calculating correctly and we actually have about $600 extra to carryover to 2014. Neli and I will amend the 2013 budget reflecting that number in the carryover to 2014 and submit it to the board before our June 2014 meeting. That way we can vote to amend the 2013 budget at our June 2014 meeting. We do not need to amend our 2014 budget reflecting the correct carryover number as we will have a number of other changes by the end of the year that we will need to amend for the 2015 audit.
Emily had two minor questions. The first was why we’d spent a relatively high percentage of our annual utilities budget. The group confirmed it was due to the heating system and not a matter of concern. She also confirmed with the group that the grading of the parking lot was only an expense twice per year, so the seemingly high cost was not problematic.
Library Board Liaison’s Report
None.
NEW BUSINESS
None.
OLD BUSINESS
None.
OTHER BUSINESS
The P.O. Box used to receive applications during the Director Search has been closed.
Tentative plans to hold a Board retreat in July were discussed and it was agreed that July 13th was a good possible date. The group also informally weighed the advantages and disadvantages of bringing in an outside facilitator.
ADJOURNMENT Page 5 May 29, 2014
Emily moved to adjourn the meeting at 8:00 p.m. Jim seconded and the motion passed unanimously.
The next Board meeting will be at 7 p.m. on June 25th, 2014.