Josephine Community Library District. Agenda

Transcription

1 Josephine Community Library District Board of Directors Regular Meeting Thursday, January 04, 2018 at 5:15 pm, Ben Bones Room, Grants Pass Branch Library Agenda Board members: Position 1 Position 2 Position 3 Position 4 Position 5 Beecher Ellison Laurel Samson, President Jennifer Roberts, Vice President Judy Williams John Harelson Agenda Items Action Responsible Time Call to Order L. Samson Standing Items 1. Approval of agenda All 2. Approval of December 21 meeting minutes Motion All 3. Public comment 4. Correspondence Action Items 1. Annexation petition review Motion & J. Roberts 15 min Signatures 2. MOU Final Report Motion L. Samson 5 min Announcements 1. Date and agenda items for next meeting All 5 min 2. Comments from board members All 5 min Adjourn L. Samson Date and Time January 3-31, 2018 Thursday, January 18, :15 pm Saturday, January 20, 2018, 11 am to 4 pm Wednesday, January 24, 2018, 10 am Wednesday, January 24, 2018, 11 am to 4 pm Upcoming Meetings and Events Frederick Douglass exhibit and programs Grants Pass branch JCLD regular board meeting Grants Pass branch, Ben Bones Room Library District Grand Opening open house Illinois Valley branch Library District Grand Opening ribbon-cutting ceremony Grants Pass branch Library District Grand Opening open house Grants Pass branch 1

2 Josephine Community Library District Board Regular Meeting Minutes Thursday, December 21, 2017 at 5:15 pm Ben Bones Room, Grants Pass Branch Library Members present: Laurel Samson, Jennifer Roberts, John Harelson, Judy Williams, Beecher Ellison Members absent: None Staff present: Library Director Kate Lasky, Business Manager Kevin Mee, Transition Administrator Teresa Stover Guests: Karin Callahan CALL TO ORDER. President Samson called the meeting to order at 5:16 pm. STANDING ITEMS Approval of agenda. No changes were made to the agenda. Approval of December 07 meeting minutes. The board reviewed the minutes to the last regular board meeting. Motion: Ms. Roberts moved that the minutes to the December 07, 2017 board meeting be approved as distributed. Ms. Williams seconded. The motion passed unanimously. Approval of December 07 workshop minutes. The board reviewed the minutes to the last strategic planning workshop. Motion: Ms. Roberts moved that the minutes to the December 07, 2017 workshop be approved as distributed. Ms. Williams seconded. The motion passed unanimously. Public comment. There was no public comment. Correspondence. There was no correspondence. STAFF REPORTS Library Director s report. Ms. Lasky reviewed the Library Director s Report dated December 21, The following are highlights: Ms. Lasky thanked Ms. Roberts for attending the volunteer appreciation event and for giving a short speech on behalf of the Board of Directors, expressing gratitude for the volunteers. During their Weekly Business Session on Wednesday, December 20, Josephine County Board of County Commissioners unanimously approved the transfer of county assets to JCLD and JCLF by December 31, 2017, along with a new lease agreement for the Grants Pass branch at the cost of $1 per year until Simon Hare was specifically instrumental in making this possible. 2

3 The Operations Plan was completed within two weeks. Time constraints continue to be an issue. Citing concern over work quality, Ms. Lasky wants to appropriately pace the progress of the Operation Plan. During the FY19 budget development process, Mr. Harelson will be asking for an update on how the budget is facilitating the Operations Plan. Action: Library Director and Business Manager to identify current expenditures that promote the initiatives of the Operations Plan. Hiring personnel remains one of the highest priorities. The Wolf Creek and Williams Branch Manager positions are still open. The current Wolf Creek Branch Manager has offered to remain as an interim until a permanent candidate is chosen. According to the strategic plan and operations plan, board members are committing to participate in SDAO board training. After creating new district branding, on April 1, 2018 the district will start charging for and issuing new library cards. The board is to conduct an annual performance review of the library director. Mr. Harelson stated that this requirement should already be in the library director s contract. Action: Ms. Lasky will check the library director contract for the performance review requirement. Check-writing and credit card procedures and a profit and loss statement will be provided in the next regular board meeting on January 18, Action: Business Manager to provide payables procedures and a profit and loss statement in the board packet for the scheduled January 18, 2018 board meeting. Today, December 21, the library is on the front page of The Daily Courier newspaper, with pictures and a complimentary article. The Josephine County Library Foundation will work as the fundraising arm of the district. The Exchange server is migrating to hosted Exchange on January 5. All accounts at josephinelibrary.org will be inaccessible from January 5 8. JCLI s funds that were budgeted for the contract with the the Coraggio Group are not exhausted. Therefore, the contract is extended through February 28, With the extension the Coraggio Group will provide metrics for JCLD objectives. JCLI cannot transfer its assets to JCLD until well into the JCLI dissolution process, but JCLD can use the JCLI assets until then. JCLD s property insurance is scheduled to start on January 1, therefore JCLI will cancel its property insurance at that time. Transition Work Plan Update, December 20,2017 Ms. Stover announced that this is her last transition update because her last day as Transition Administrator is December 31, Ms. Lasky explained that there is a need to extend Ms. Stover s contract for her services as a technical writer for writing the RFPs that are needed immediately. 3

4 Accounting Consultant Recommendations. Christine Hawes of Baker County Library District spent December 4-6 helping staff set up the chart of accounts in QuickBooks, and presented examples of policies and procedures for internal controls that will be instrumental in the district passing annual audits. Ms. Lasky reviewed the memo entitled Accounting Consultation from Baker County Library District. Results of the consultation are that the chart of accounts is in place, the Class function in QuickBooks is being utilized to track the different funds received by the district, and various internal controls are being adopted in preparation for the annual audit. The consultant recommended that a financial statement be provided to the Board of Directors at each meeting. The consultant provided a wealth of sample administrative material and has offered continued consultation at no additional cost. $2, was budgeted for this training but the actual cost was only $1, Mr. Harelson advised utilizing the information that ADP provides in areas of Human Resources, payroll tracking, and compliance. Final MOU progress report to JCLI - Ms. Stover reviewed the JCLI-JCLD MOU Final Report dated December 21, Under the terms of the MOU, the final report is supposed to be submitted by January 1, Ms. Stover stated that the Transition Committee might meet one more time. Ms. Lasky reported that employees who were reviewing their transition work plans were surprised to discover that the majority of all the work is done. Ms. Stover said that the district is ready to run and govern the libraries, and stated that the grant expenditure report will be presented to the JCLI board on January 11. Then the JCLI board will specify direction for the balance of the grant funds. Mr. Harelson stated that since the MOU grant expenditures have been modified from the original amounts, it would be good for the JCLI board to sign off on this report which shows the current changes, to indicate that JCLI agrees with these amendments, for a proper audit trail. Ms. Lasky said that the JCLI board will be happy to do that. Ms. Stover also shared that all changes have been documented in the JCLD Transition Committee minutes for each meeting. Action: Ms. Lasky will confirm the JCLI board members sign the current grant expenditure report, authorizing the current usage of the funds. ACTION ITEMS Annexation Petition Review. Ms. Roberts reviewed the district annexation process and petition approval criteria dated December 21, The board discussed the approval process. Mr. Harelson voiced his concern that the board is certifying ownership of property. The board discussed that this is not the case, but that the board is simply endorsing that the petition has been considered by the governing board. 4

5 The board reviewed the six annexation petitions presented for approval. Motion: Mr. Ellison moved to accept and endorse/approve the six annexation petitions, named: 1) Brown Family Trust - Charles D & Brown, Marlene McFarlane trustees 2) Callahan, Karin J 3) Conley, Marvin E & Conley, Susan l 4) Hall Liv Trust - Fred & Hall, Jean Trustees 5) Milbradt, Dennis & King Amy 6) Spratley, Stephen David & Spratley, Annette Ms. Roberts seconded. The motion passed unanimously. Ms. Samson and Ms. Lasky stamped and signed the petitions on behalf of the board. Stover Writing Services Contract. Ms. Lasky presented the Stover Writing Services agreement for consulting services. Motion: Mr. Harelson moved to terminate the old contract with Stover Writing Services as Transition Administrator for the district as of December 31, 2017, and moved to approve the new contract with Stover Writing Services as Technical Writer for the district as of January 01, Ms. Roberts seconded. The motion passed unanimously. Lease agreement with Josephine County for 200 NW C Street, Grants Pass. Ms. Samson verified that this is the same contract as the one which currently exists with JCLI. Mr. Harelson noted that these lease documents have not been reviewed by the district s legal counsel, and noted that the board is therefore assuming liability by approving the lease agreement with Josephine County for the property at 200 NW C Street in Grants Pass. Motion: Mr. Ellison moved to approve the lease agreement as presented. Mr. Harelson seconded. The motion passed unanimously. Quitclaim Deed for Josephine County for 209 W Palmer Street, Cave Junction. Mr. Harelson stated that the assessor has a value on the land and property, and that this value should be incorporated into the district s accounting records. Action: Business Manager to obtain the value for the property at 209 W Palmer Street, Cave Junction, from the assessor s office. Motion: Mr. Harelson moved to approve the Quitclaim Deed as presented. Mr. Ellison seconded. The motion passed unanimously. Transfer of Williams Branch library building and library collections from Josephine County to the district, and sale agreement for personal property of Williams Branch library from Josephine County to the district, with signatures. Motion: Mr. Ellison moved to approve the transfer and sale agreement as presented. Ms. Roberts seconded. The motion passed unanimously. 5

6 ANNOUNCEMENTS Date and agenda items for next meeting. The next regular meeting will be at 5:15 pm on Thursday, January 4, The agenda will include review of additional annexation petitions, and the updated draft of the MOU final report. Comments from board members. Mr. Ellison announced that he will not be present at the Jan 18, 2018 meeting. Regarding published board meeting notices, Mr. Harelson gave a reminder that the district is not bound to discuss only what is on the published agenda, and suggested that a disclaimer of this fact should be added to the published meeting notice. Mr. Harelson recommended changing the board meeting from 5:15 pm to 12 noon. The board discussed the issue. Ms. Samson stated she is concerned about public access to meetings, and has been proud of the transparency of the district. Mr. Harelson withdrew his request. ADJOURNMENT The meeting adjourned at 6:54 pm. Respectfully submitted, Kevin Mee for Board Secretary Kate Lasky Josephine Community Library District 6

7 Josephine Community Library District 200 NW C Street Grants Pass, Oregon (541) office info@josephinelibrary.org Annexation Petitions January 04, 2018 The following property owners are petitioning that their properties be annexed to the Josephine Community Library District. Their petitions will be on hand at the January 04 board meeting for review and action. Property Owner 1 Barnard Fam Joint Rev Trust %Barnard, Jeffrey & Barnard, Elizabeth Q Trustees 2 Brockman Liv Trust, Mark T & Andrea J %Brockman, Andrea J Trustee Address 962 Fish Hatchery Rd 3440 Crooks Creek Rd Selma, OR Baez, Melvyn & Ciejek-Baez, Elena 396 Arbor Ridge Dr 4 Etchells Rev Trust, John & Patricia %Etchells, John E & Etchells, Patricia E Trustees 103 Columbia Crest Dr Grants Pass, OR Everett, Robert Branch & Keliher Trust, Mary Lu %Everett, Mary Lu Trustee 6 Fahey Family Trust %Fahey, Patrick D & Fahey, Susan R Trustees 7 Harmony, Clair W & Harmony, Susanne Y 8 Mersman Rev Liv Trust, Patricia Sue %Mersman, Patricia Sue Trustee 9 Rookwood Rev Trust, James O & Mary A %Rookwood, James O & Rookwood, Mary A Trustees 10 Rubenstein Liv Trust, Donald %Rubenstein, Donald Trustee 8499 Riverbanks Rd 3640 Wiliams Hwy 717 Darneille Lane 8833 Takilma Rd Cave Junction, OR Firview Ln Wilderville, OR Elk Lane 7

8 Josephine Community Library District 200 NW C Street, Grants Pass, Oregon (541) office info@josephinelibrary.org My library works for me. TO: Board of Directors, Josephine Community Libraries, Inc. FROM: Board of Directors, Josephine Community Library District DATE: January 3, 2018 RE: JCLI-JCLD MOU Final Report According to the terms of the JCLI-JCLD Memorandum of Understanding dated July 5, 2017, we are pleased to submit this final progress report. Progress on activities The following table details progress on JCLD responsibilities committed in the MOU. No. Activity Deadline Progress 1 Participate in the development and implementation of the JCLI-JCLD Transition Plan and JCLI-JCLD Communications Plan as facilitated by Coraggio Group. 2 Report on the expenditure of the $122,000 grant from JCLI. 3 Participate in strategic planning as facilitated by Coraggio Group to develop its three- to fiveyear strategic plan and the associated 12- to 18- month operational plan. 4 Work with JCLI to prepare a list of assets JCLD would like to acquire; transfer to take place by January 1. 12/31/2017 In progress. The JCLI-JCLD Transition Committee formed July 13 and typically met once or twice a month. The committee monitored progress of JCLI-JCLD transition activities including deadlines and responsibilities, and ensured the timelines of JCLD, JCLI, and JCLF transition activities were aligned. It s expected that the committee will probably meet once more, then will consider its work completed, and will disband. 1/1/2018 Complete. See the section titled Grant expenditure report below. 1/1/2018 Complete. JCLD board members adopted its strategic plan on November 9, and participated in its wrap-up strategic planning workshop on December 7. Staff has completed development of the 12- to 18- month operational plan. 10/31/2017 In progress. The district board submitted its request to the JCLI board for the full set of inventoried assets on September 29, Awaiting action by the JCLI board. 8 1

9 No. Activity Deadline Progress 5 Develop the methods for residents outside the district to obtain a library card: annexation, annual library card purchase, volunteering. Incorporate into Communications Plan. 6 Develop the necessary infrastructure to become an employer. 10/31/2017 Complete. The district board adopted the library card fee schedule on September 7. Effective April 2018, non-district households and individuals will be charged $60 annually. Active volunteers receive a fee waiver benefit. In working with Josephine County, the annexation process has been established. The first annexation petitions will be reviewed for endorsement by the JCLD board on December 21. 1/1/2018 Complete. The district now has 12 employees: Library Director, Public Services Director, Collection Development Librarian, Cataloging Manager, Volunteer Manager, Business Manager, Reference Librarian, Illinois Valley Branch Manager, Maintenance Coordinator, Children s Librarian, Partnership Manager, and Communications Coordinator. Two more positions are in process: the Williams and Wolf Creek branch managers. In place are the ADP payroll service, workers compensation through SAIF, and the QuickBooks accounting system along with the chart of accounts. The following table details progress on JCLD activities committed in the Proposal for Funding of Library District Startup Activities dated July 13, No. Activity 7 Retain the services of legal counsel. 8 Hire an interim board secretary/ transition administrator. 9 Enlist administrative and technology support. 10 Purchase and set up an accounting system. 11 Engage the services of a municipal audit firm. Deadline Progress Complete. On July 13, 2017, JCLD retained Charles Bolen of Hornecker Cowling LLP. Complete. On July 13, 2017, JCLD entered an agreement with Teresa Stover of Stover Writing Services as its Transition Administrator. This agreement will terminate within a month. Complete. Administrative and technology support has been provided by the Transition Administrator and the JCLD Library Director. The district is contracting with IT s Managed for IT support. Complete. QuickBooks has been purchased and set up as the JCLD accounting system. In progress. An RFP will be developed to select a municipal audit firm in early Purchase insurance. Complete. Coverage through Special Districts Insurance Services (SDIS) for Public Entity Liability, Non-owned and Rented Auto Liability, 9 2

10 13 Enact financial, personnel, volunteer, and operations policies. Excess Liability, and Crime took effect August 28. Property insurance is in place for district equipment and furnishings, and is in place for all property effective January 1, In progress. The district adopted its bylaws on 7/5/2017. High-priority finance and personnel policies were adopted by the board on 10/19/2017. Additional personnel and operations policies will be adopted early Grant expenditure report The following table shows the budget and actual expenditures of the $122,000 grant from JCLI to JCLD. This reflects the final expenditures. Note that some planned budget items were either not used or greatly underused, for example, administrative support and municipal audit expenses. Other unanticipated startup or transition expenses were paid with this grant. For example, staff salaries and staff recruitment was paid with this grant because we discovered that staff needed to start being hired in October rather than December. Contract transfers needed to be paid upon their expiration dates in November and December. All expenses paid with this grant were in keeping with the goal of both JCLI and JCLD for the seamless transition of library services. Expenditures Budgeted Actuals Legal fees $15,000 $1,768 Accounting system purchase and configuration $20,000 $2,125 Administrative support $20,000 $627 Interim board secretary/transition administrator $40,000 $43,065 Municipal audit expenses $10,000 $0 Information technology support $7,000 $6,156 Insurance $8,000 $2,984 Food and room rental for seven strategic planning sessions $2,000 $300 SDAO membership dues and board training $0 $275 Staff salaries $0 $14,583 Staff recruitment (ads and tests) $0 $1,006 ADP payroll processing fees $0 $176 Contract transfers $0 $23,131 TOTAL $122,000 $96,196 Thank you Thank you again, for making the startup of Josephine Community Library District and the transition of library operations and governance from JCLI to the district as smooth as possible. Because of this grant, the district will be able to fund operations year to year without debt. Your investment in the library district will have positive effects that will reach across years of responsible and effective library operations. 10 3