River Valley District Library
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
Click here to view minutes for the September meeting
to view minutes for the August meeting
River Valley District Library
Board of Trustees Meeting
Minutes from October 17, 2011
I. Call to Order at 05:32pm by Board of Trustees President Barbara Brandt.
Present: Trustees; Michele Kindelsperger-Vice President, Robert Simmons, Lawrence Bay and Library
Director Shelli Fehr. Excused: Trustees; Chalyn Fornero-Green-Secretary, Matthew Mueller-Treasurer and
Sarah Watson.
Trustee Barbara Brandt appointed Trustee Michele Kindelsperger to record the minutes.
Trustee Lawrence Bay moved to approve the agenda and move items #12 and #7 to after Public
Comments. Motion was seconded and adopted.
III. Public Comments: Community member and Friends of the Library member Lisa Brathall asked the
following question: Why are public comments made at the beginning of the meeting? Trustee Barbara
Brandt explained the board wants to address the public questions at the beginning of the meeting in an
effort for community members taking their time to ask concerned questions. After the public comments the
board meeting continues with business agenda items. The board welcomes the public to stay for the
entire board meeting. Community members can decide on an individual basis if they want to leave after
public comments or stay for the entire meeting. The agenda is posted ahead of time on the libraries’
website for the public to view.
NEW BUSINESS ITEM
XII. Employee Voluntary Annuity Plan: Julie Crouse, retirement plan specialist for ICMA made a
PowerPoint presentation. ICMARC is a 457b, not for profit organization with contribution rules for the
employee. The employer pays zero fees. See Appendix I for the attached PowerPoint presentation.
Trustee Robert Simmons moved to allow employees to join the 457b employee voluntary annuity plan.
Motion was seconded and adopted.
OLD BUSINESS ITEM
VII. Building Program-George Lawson: George Lawson gave an update on the preliminary building
program work plan. See Appendix II. George stated there are five questions the public will need
answered. 1. Why do we need it? 2. Where is it going to be? 3. What is the cost going to be to build? 4.
How much money will be needed overall to build and furnish the inside etc.? 5. What happens with the
existing building? George proposed community forums to be one hour in length. George would like a
library trustee to be at each community forum. George Lawson will return December 8, 2011 to hold
community forums at 2:30 and 6:30 pm. What happens in the interim while waiting for the community
forum meetings? The community forum meetings need to be advertised. The Library newsletter will
include an article. Flyers will be present at the desk. The Director and library employees will complete
program worksheets that George Lawson went over with them when he met with them today.
ROUTINE BUSINESS ITEM
IV. Financial Reports: The accounting firm; Thomas Hammer completes the River Valley District Library
financial reports. Director Shelli Fehr has received the August report. The Thomas Hammer accounting
firm is going to meet with Shelli Fehr at the River Valley District Library
Page 2
Wednesday October 19, 2011. Shelli Fehr is going to discuss the issue of not getting the financial reports
in a timely manner. The library has not received the September 2011 or October 2011 financial reports.
The River Valley Library Board of Trustees meet the third Monday of the month. Shelli is going to talk with
the accounting firm about having financial reports available prior to the Board of Trustees meeting. The
Thomas Hammer accounting firm also has the capability of completing payroll. Shelli Fehr is going to talk
with the accounting firm on Wednesday about employee payroll options.
A. Accounts Signatory
River Valley District Library Director Shelli Fehr has full access to financial accounts, financial
information, CD’s, credit cards and any other financial accounts pertaining to the River Valley District
Library and is an authorized signatory on all financial accounts.
II. September 2011 Minutes. Trustee Robert Simmons moved to accept the Minutes from the
September 19, 2011 Board of Trustees meeting as printed. Motion was seconded and adopted.
V. Librarian Report. Trustee Robert Simmons moved to approve the Librarian’s Report as presented.
Motion was seconded and adopted.
VI. Committee Reports. There are no committee reports to present.
NEW BUSINESS
IX. 2012 Tax Levy Ordinance. 2011-05 Ordinance for the Levy and Assessment of Taxes for the River
Valley District Library (RVDL) was presented. Roll call vote for adopting Ordinance.
Trustee Barbara Brandt, yes. Trustee Lawrence Bay, yes. Trustee Robert Simmons, yes.
Trustee Michele L. Kindelsperger, yes. Total: Four yes, Zero no.
X. Policy Manual
A. Sponsored vs. Non-sponsored events. Attorney Phil Lenzini recommended clarification of
meeting room activities and a clear definition of what is sponsored and non-sponsored. After discussion,
the item was tabled until the November trustee board meeting.
B. Meeting Room Use Application. After review of the first draft, the following changes were
recommended: include an email address, $100 deposit be paid when the room is reserved, and remove
the podium under equipment needed. The Director will present a revised draft at the November meeting.
C. Freedom of Information Act Policy will be updated and presented at the November meeting.
XI. Snow Removal Bids. After discussion regarding the time of day the snow will be removed and the
number of times, Trustee Robert Simmons moved to accept the Hale Construction snow removal bid.
Motion was seconded and adopted.
XIII. Adjournment. Trustee Robert Simmons moved to adjourn the meeting at 8:30 pm. Motion was
seconded and adopted.
The next Board of Trustees meeting will be held November 21, 2011 at 5:30 pm.
Trustee Michele L. Kindelsperger Approved
Secretary Pro Tem Corrected
Board of Trustees Meeting
Minutes from October 17, 2011
I. Call to Order at 05:32pm by Board of Trustees President Barbara Brandt.
Present: Trustees; Michele Kindelsperger-Vice President, Robert Simmons, Lawrence Bay and Library
Director Shelli Fehr. Excused: Trustees; Chalyn Fornero-Green-Secretary, Matthew Mueller-Treasurer and
Sarah Watson.
Trustee Barbara Brandt appointed Trustee Michele Kindelsperger to record the minutes.
Trustee Lawrence Bay moved to approve the agenda and move items #12 and #7 to after Public
Comments. Motion was seconded and adopted.
III. Public Comments: Community member and Friends of the Library member Lisa Brathall asked the
following question: Why are public comments made at the beginning of the meeting? Trustee Barbara
Brandt explained the board wants to address the public questions at the beginning of the meeting in an
effort for community members taking their time to ask concerned questions. After the public comments the
board meeting continues with business agenda items. The board welcomes the public to stay for the
entire board meeting. Community members can decide on an individual basis if they want to leave after
public comments or stay for the entire meeting. The agenda is posted ahead of time on the libraries’
website for the public to view.
NEW BUSINESS ITEM
XII. Employee Voluntary Annuity Plan: Julie Crouse, retirement plan specialist for ICMA made a
PowerPoint presentation. ICMARC is a 457b, not for profit organization with contribution rules for the
employee. The employer pays zero fees. See Appendix I for the attached PowerPoint presentation.
Trustee Robert Simmons moved to allow employees to join the 457b employee voluntary annuity plan.
Motion was seconded and adopted.
OLD BUSINESS ITEM
VII. Building Program-George Lawson: George Lawson gave an update on the preliminary building
program work plan. See Appendix II. George stated there are five questions the public will need
answered. 1. Why do we need it? 2. Where is it going to be? 3. What is the cost going to be to build? 4.
How much money will be needed overall to build and furnish the inside etc.? 5. What happens with the
existing building? George proposed community forums to be one hour in length. George would like a
library trustee to be at each community forum. George Lawson will return December 8, 2011 to hold
community forums at 2:30 and 6:30 pm. What happens in the interim while waiting for the community
forum meetings? The community forum meetings need to be advertised. The Library newsletter will
include an article. Flyers will be present at the desk. The Director and library employees will complete
program worksheets that George Lawson went over with them when he met with them today.
ROUTINE BUSINESS ITEM
IV. Financial Reports: The accounting firm; Thomas Hammer completes the River Valley District Library
financial reports. Director Shelli Fehr has received the August report. The Thomas Hammer accounting
firm is going to meet with Shelli Fehr at the River Valley District Library
Page 2
Wednesday October 19, 2011. Shelli Fehr is going to discuss the issue of not getting the financial reports
in a timely manner. The library has not received the September 2011 or October 2011 financial reports.
The River Valley Library Board of Trustees meet the third Monday of the month. Shelli is going to talk with
the accounting firm about having financial reports available prior to the Board of Trustees meeting. The
Thomas Hammer accounting firm also has the capability of completing payroll. Shelli Fehr is going to talk
with the accounting firm on Wednesday about employee payroll options.
A. Accounts Signatory
River Valley District Library Director Shelli Fehr has full access to financial accounts, financial
information, CD’s, credit cards and any other financial accounts pertaining to the River Valley District
Library and is an authorized signatory on all financial accounts.
II. September 2011 Minutes. Trustee Robert Simmons moved to accept the Minutes from the
September 19, 2011 Board of Trustees meeting as printed. Motion was seconded and adopted.
V. Librarian Report. Trustee Robert Simmons moved to approve the Librarian’s Report as presented.
Motion was seconded and adopted.
VI. Committee Reports. There are no committee reports to present.
NEW BUSINESS
IX. 2012 Tax Levy Ordinance. 2011-05 Ordinance for the Levy and Assessment of Taxes for the River
Valley District Library (RVDL) was presented. Roll call vote for adopting Ordinance.
Trustee Barbara Brandt, yes. Trustee Lawrence Bay, yes. Trustee Robert Simmons, yes.
Trustee Michele L. Kindelsperger, yes. Total: Four yes, Zero no.
X. Policy Manual
A. Sponsored vs. Non-sponsored events. Attorney Phil Lenzini recommended clarification of
meeting room activities and a clear definition of what is sponsored and non-sponsored. After discussion,
the item was tabled until the November trustee board meeting.
B. Meeting Room Use Application. After review of the first draft, the following changes were
recommended: include an email address, $100 deposit be paid when the room is reserved, and remove
the podium under equipment needed. The Director will present a revised draft at the November meeting.
C. Freedom of Information Act Policy will be updated and presented at the November meeting.
XI. Snow Removal Bids. After discussion regarding the time of day the snow will be removed and the
number of times, Trustee Robert Simmons moved to accept the Hale Construction snow removal bid.
Motion was seconded and adopted.
XIII. Adjournment. Trustee Robert Simmons moved to adjourn the meeting at 8:30 pm. Motion was
seconded and adopted.
The next Board of Trustees meeting will be held November 21, 2011 at 5:30 pm.
Trustee Michele L. Kindelsperger Approved
Secretary Pro Tem Corrected
River Valley District Library
Special Meeting Minutes
Library Meeting Room
November 7, 2011
I. The meeting was called to order at 5:30 by President Barbara Brandt. Trustees present include:
Lawrence Bay, Chalyn Fornero-Green, Sarah Watson, Michele Kindlesperger, Matt Mueller. Director Shelli
Fehr was also present.
II. Public comments-no public in attendance.
III. FY2012-13 Tax Levy Ordinance was presented to the Trustees. Lawrence Bay motioned to accept
the Ordinance with Matt Mueller voting to second it. All trustees voted in favor.
IV. Lawrence Bay motioned to adjourn the meeting at 5:35pm with Sarah Watson providing the second.
All trustees voted in favor.
Respectfully submitted,
Chalyn Fornero-Green
Secretary, River Valley Board of Trustees
Special Meeting Minutes
Library Meeting Room
November 7, 2011
I. The meeting was called to order at 5:30 by President Barbara Brandt. Trustees present include:
Lawrence Bay, Chalyn Fornero-Green, Sarah Watson, Michele Kindlesperger, Matt Mueller. Director Shelli
Fehr was also present.
II. Public comments-no public in attendance.
III. FY2012-13 Tax Levy Ordinance was presented to the Trustees. Lawrence Bay motioned to accept
the Ordinance with Matt Mueller voting to second it. All trustees voted in favor.
IV. Lawrence Bay motioned to adjourn the meeting at 5:35pm with Sarah Watson providing the second.
All trustees voted in favor.
Respectfully submitted,
Chalyn Fornero-Green
Secretary, River Valley Board of Trustees