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Central Skagit Rural Partial County Library District Regular Board Meeting Agenda April 15, 2021 7:00 P.M

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Central Skagit Rural Partial County Library District Regular Board Meeting Agenda April 15, 2021 7:00 P.M DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Central Skagit Rural Partial County Library District Regular Board Meeting Agenda April 15, 2021 7:00 p.m. Via Zoom Meeting Platform 1. Call to Order 2. Public Comment 3. Approval of Agenda 4. Consent Agenda Items Approval of March 18, 2021 Regular Meeting Minutes Approval of March 2021 Payroll in the amount of $38,975.80 Approval of March 2021 Vouchers in the amount of $76,398.04 Treasury Reports for March 2021 Balance Sheet for March 2021 (if available) Deletion List – 5116 Items 5. Conflict of Interest 5. Communications 6. Director’s Report 7. Unfinished Business A. Library Opening Update B. Art Policy (N or D) 8. New Business A. Meeting Room Policy (N) B. Election of Officers 9. Other Business 10. Adjournment There may be an Executive Session at any time during the meeting or following the regular meeting. DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Legend: E = Explore Topic N = Narrow Options D = Decision Information = Informational items and updates on projects Parking Lot = Items tabled for a later discussion Current Parking Lot Items: 1. Grand Opening Trustee Lead 2. New Library Public Use Room Naming Jeanne Williams is inviting you to a scheduled Zoom meeting. Topic: Board Meeting Time: Mar 18, 2021 07:00 PM Pacific Time (US and Canada) Every month on the Third Thu, until Jan 20, 2022, 11 occurrence(s) Mar 18, 2021 07:00 PM Apr 15, 2021 07:00 PM May 20, 2021 07:00 PM Jun 17, 2021 07:00 PM Jul 15, 2021 07:00 PM Aug 19, 2021 07:00 PM Sep 16, 2021 07:00 PM Oct 21, 2021 07:00 PM Nov 18, 2021 07:00 PM Dec 16, 2021 07:00 PM Jan 20, 2022 07:00 PM Please download and import the following iCalendar (.ics) files to your calendar system. DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Monthly: https://us02web.zoom.us/meeting/tZUtcOiqrzkrHNMz1Ci7FBS8ro0bL6zRlSrH/ics?icsTo ken=98tyKuGprjwrGNWXsR-ARpwcAo_Cd- rzmHpcgo1whk7GCnd1QDCuJO0SMJ4pCurc Join Zoom Meeting https://us02web.zoom.us/j/81071212167?pwd=R3VBNkFtdXlZUWo3MStXc0ppWFhTQ T09 Meeting ID: 810 7121 2167 Passcode: 053762 One tap mobile +12532158782,,81071212167#,,,,*053762# US (Tacoma) +16699009128,,81071212167#,,,,*053762# US (San Jose) Dial by your location +1 253 215 8782 US (Tacoma) +1 669 900 9128 US (San Jose) +1 346 248 7799 US (Houston) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) Meeting ID: 810 7121 2167 Passcode: 053762 Find your local number: https://us02web.zoom.us/u/kEVgQ0pvd DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Central Skagit Rural Partial County Library District Regular Board Meeting Minutes March 18, 2021 7:00 p.m. 1. Call to Order 7:04pm Trustees Present: Tim Howland, Vice Chair Mindy Coslor Darcy Resetar Jane Zillig Staff Present: Jeanne Williams, Director 2. Public Comment No public comment. 3. Approval of Agenda Motion to approve the Agenda as presented. Motion 1: Jane Zillig Motion 2: Mindy Coslor Unanimous 4. Consent Agenda Items Motion to approve the Consent Agenda as presented. Motion 1: Mindy Coslor Motion 2: Darcy Resetar Unanimous Approval of January 21, 2021 Regular Meeting Minutes Approval of January 7, 2021 Special Meeting Minutes Approval of February 4, 2021 Special Meeting Minutes Approval of January 2021 Payroll in the amount of $36,618.11 Approval of January 2021 Vouchers in the amount of $172,270.49 Approval of February 2021 Payroll in the amount of $37,112.57 Approval of February 2021 Vouchers in the amount of $147,327.33 Treasury Report for January 2021 Treasury Report for February 2021 Balance Sheets for December 2020 Balance Sheets for January and February 2021 5. Conflict of Interest None reported. 5. Communications None reported. March 18, 2021 Minutes Page 1 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 6. Director’s Report (attached to previous meeting materials) 7. Unfinished Business A. New Library Update B. Honorific Naming Policy (Appendix 1) Mindy Coslor went over the edits to the Naming and Memorials Policy. The Trustees provided input on the edits involving definitions of significant contributions and substantial funding as well as corporate donations and signage. A final draft was created in this discussion. Motion to accept the Naming and Memorials Policy. Motion 1: Mindy Coslor Motion 2: Jane Zillig Unanimous C. Art Donation Policy Tabled to later meeting. 8. New Business A. 2021 Director’s Contract (Appendix 2) Jeanne Williams shared that a contract needed to be in place and that the contract presented comes from previous contracts, with the only a change in vacation accrual to offset not receiving a cost-of-living adjustment for 2021. Motion to approve the Library Director contract. Motion 1: Mindy Coslor Motion 2: Darcy Resetar Unanimous B. 2021 Budget Amendment Resolution (Appendix 3) Jeanne Williams explained that the budget amendment reflects the need to cover furniture and fixture expenditures for the new library that were expected to be paid in 2020, but due to delays, will be paid in 2021. The amendment amount for $571,343 reflects encumbered funds that will be invoiced and paid in 2021. March 18, 2021 Minutes Page 2 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Motion to approve Resolution 2021-1 to amend the 2021 Budget by an additional $571,343. Motion 1: Mindy Coslor Motoin 2: Darcy Resetar Unanimous C. 2020 Year-End Reconciliation (Appendix 4) Jeanne Williams went over the 2020 Year-End reconciliation documents. The purpose of doing this reconciliation is to compare the library district’s year-end fund balances as reported by the Skagit Treasurer’s Office to those as reported by the Skagit Auditor’s Office to track down why there might be discrepancies in those balances. The discrepancy in the balances for 2020 involved a charge-back of payroll by the Auditor after the Treasurer had closed the year. Motion to accept the 2020 year-end reconciliation as presented. Motion 1: Jane Zillig Motion 2: Mindy Coslor Unanimous D. Ratification of Employee Assistance Program Interagency Contract (Appendix 5) Motion to ratify the Employee Assistance Program Interagency Contract. Motion 1: Mindy Coslor Motion 2: Darcy Resetar Unanimous E. Sedro-Woolley Interlocal Agreement – Building Maintenance (Appendix 6) Motion to approve the interlocal agreement with the city of Sedro- Woolley for including the library in facility maintenance contracts. Jeanne Williams explained that this interlocal agreement would allow the library facility to be part of the citywide maintenance contracts. The District will pay for the services, but they will be managed by the city. Motion 1: Mindy Coslor Motion 2: Jane Zillig Unanimous March 18, 2021 Minutes Page 3 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 F. Ratification of Surplus Operations Department Contract (Appendix 7) Motion to ratify the Department of Enterprise Services Surplus Operations interagency agreement. Jeanne Williams shared that this agreement would allow the Surplus Operations arm of the Department of Enterprise Security to manage the sale of surplus items for the library district. The surplus is sold through an online auction and the library district would receive 75% of the proceeds from the sales. Motion 1: Mindy Coslor Motion 2: Darcy Resetar Unanimous F. Surplus List (Appendix 8) Motion to approve Resolution 2021-2 Declaration of Surplus with Exhibit 1. Jeanne Williams went over the surplus list, the first to be brought before the Board of Trustees. Items on this list include furniture and equipment that has been part of the inventory since the district’s beginning. Much of the equipment is broken and is slated for disposal or recycling. Items that still retain value but could not be used in the new facility will be submitted to the Surplus Operations of the Department of Enterprise Services for sale. Motion 1: Jane Zillig Motion 2: Mindy Coslor Unanimous 9. Executive Session - 2020 Director Evaluation The Board closed the regular meeting and entered into executive session pursuant to RCW 42.30.110(1)(g) to review the performance of a public employee. The session will last 30 minutes. Executive session started at 8:07pm. Executive session concluded at 8:37pm. No action was taken. March 18, 2021 Minutes Page 4 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 10. Adjournment Motion to adjourn. Motion 1: Mindy Coslor Motion 2: Darcy Resetar Unanimous 4/21/2021 ___________________________________ 4/22/2021 ___________________________________ 4/23/2021 ___________________________________ 4/24/2021 ___________________________________ ___________________________________5/3/2021 March 18, 2021 Minutes Page 5 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Appendix 1 March 18, 2021 Minutes Page 6 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 March 18, 2021 Minutes Page 7 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 March 18, 2021 Minutes Page 8 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Appendix 2 March 18, 2021 Minutes Page 9 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Appendix 3 March 18, 2021 Minutes Page 10 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Appendix 4 March 18, 2021 Minutes Page 11 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Appendix 5 March 18, 2021 Minutes Page 12 of 21 DocuSign Envelope ID: 533650C8-034C-420C-9465-10DDB23A06F3 Appendix 6 March 18, 2021 Minutes Page 13 of 21 DocuSign Envelope
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