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Finance & Facilities Joint Committee Meeting 3.22.2016
March 22, 2016 @ 6:30 am - 8:30 pm
JTEL Finance & Facilities Joint Committee meeting
Agenda for March 22, 2016
Finance Committee minutes March 1, 2016
Joint Committee Business
- 2016 cabin projects – review, adjust costs, develop plan
- CRS 2016 grant status
- Clausen Cabin Restricted Funds
- Budget needs re: cabin capital projects
Old Business — Finance
- Annual Reports progress/ internal audit
- Pick-Click-Give program fee
- Alaska Library Association membership fee
- Hale & Assoc. Insurance
- Inventory of Restricted Funds
New business — Finance
- Welcome new members
- Begin developing budget
- Quick Books
- Mid-year report
- Formalize internal audit for GVEA GoodCents grant
- Collections request for online catalog help
Minutes, JTEL Finance & Facilities Joint Committee meeting
March 22, 2016
Meeting convened at 6:30 pm.
Members present: Gary Pohl, Mike Musick (Facilities Committee), Syriyln Tong, Deirdre Helfferich, Mindy Gallagher (Finance Committee), Amanda Bent, President, and Hans Moelders.
Finance Committee minutes March 1, 2016, reviewed and accepted.
Joint Committee Business
Contract between JTEL and Stantec signed by President and Vice-President, agreement to allow Gary Pohl to work as project manager on Passive House project.
CRS 2016 grant status – check for $6,433 was received today and will be deposited.
Clausen Cabin Restricted Funds – Restricted funds vs. CRS2016 funds are being logged separately.
2016 cabin projects – review, adjust costs, develop plan – Gary presented 3 architectural models of the cabin. Major concerns were the old cook stove, where should the electrical load center be situated, the need to strengthen floor, currently 2 x 6 joists on 10 x 10 beams, and water. 16 – 18 inches of water collects in basement, it is worst at break-up or during high rain years. “Basement” also contains electrical equipment, has a steep stair, and is not generally well-built. Will need to do more work on basement and water situation, timing to be determined. Suggested putting a small water heater in the bathroom. We selected elements from the 3 plans; Gary will create a Plan D which incorporates our suggestions.
Order of activities for the spring: (1) Mike will get hold of Darshan, Amanda will call another electrician to get recommendation on best placement of load center. (2) Gary will revise to create Plan D, and add in some electrical needs. (3) Get estimates of costs from 3 electricians. (4) Move bathroom walls, remove tub and vanity and sell on Craigslist. (5) Aim at jacking building end of May to improve load-bearing capacity and to level structure.
Budget needs re: cabin capital projects – cannot be confirmed until we have an electrician’s quote and determine location and length of handicapped ramp.
Old Business — Finance
Annual Reports progress/ internal audit – No further progress over spring break. Initial review completed from October 2011 – present. More thorough review commenced from October 2011 into March 2012.
Pick-Click-Give program fee – paperwork signed by Amanda (President), and Monique (Vice-President). Will be mailed with check.
Alaska Library Association membership fee – has not been paid, have not received an invoice. Will need to double-check with Susan as past Treasurer as to what happened.
Hale & Assoc. Insurance – James and Mindy met with Richard Hale on Tuesday, March 15. The connex unit was not included in the policy last year, and apparently some or all of that value was included as being at the library at 3619 Main St. Work is ongoing to update the new policy.
Inventory of Restricted Funds – has been begun, but a snag was hit identifying one or two people’s names from 2012 donations to Ruth Jasper Children’s Fund.
New business — Finance
Welcome new members – due to a misunderstanding, the 2 anticipated new members thought the meeting was on Wednesday, so did not come. Following topics not discussed since the hope was to enlist their aid in completing them: Begin developing budget, Mid-year report, Formalize internal audit for GVEA GoodCents grant, Collections request for online catalog help
Quick Books – ST and Mindy reviewed some of the entries from Quick Books non-profit 2014, and decided it would be better to start over fresh rather than try to correct and revise them.
Meeting adjourned 8:15 pm.
ext meeting will be on March 29 or 30, depending on when the new members can come.