April 20th, 2010 Minutes

Chillicothe Public Library District

Board of Trustees Regular Meeting

April 20, 2010

1. Call to Order

   The regular meeting of the Chillicothe Public Library District Board of Trustees was called to order at 6:35 p.m. on April 20, 2010 at the Library.  Present: Martha Canopy, President; Jane Harrison, Vice President; Patty Audo, Treasurer; Wed Turner, Secretary; Ralph O’Sullivan, Trustee; and Susan Drissi, Library Director. Absent: Carie McIntyre, Trustee and MJ Evans, Trustee.

2. Pledge of Allegiance

All present united in giving the Pledge of Allegiance to the Flag.

3. Public Participation/Oral and Written Communication – The board observed a moment of silence in memory of Bonnie Ross, a long time friend of the library district and an Altrusa member.  She wrote the first grant application that the district received from Altrusa.  Rich Mark headed the burning of our prairie grass areas assisted by the Wednesday morning crew of the fire department.
4. Regular Session
   • Minutes of March 16, 2010 meeting

   The minutes of the regular meeting of March 16, 2010 were approved as printed.

• Treasurer’s Report

A motion was made by Jane and seconded by Ralph to transfer $20,000 from account 130-4, CEFCU MM Liquidated to account 100, Cash – CK 1^st National and pay the bills.  The motion passed unanimously.

• Reports of Staff, Director, and President – There were no questions.
• Committee Reports
  1. Policy:
     1. All existing contracts will be honored under the old rules.  A motion was made by Patty and seconded by Jane to accept the Public Meeting Room policy as presented on all contracts beginning April 26, 2010.  The motion passed unanimously reluctantly.
     2. The proposed Usage Guidelines for Usage of Chillicothe Public Library’s Large and Small Study Rooms was amended to restrict bookings to no more than two weeks in advance.  A motion was made by Patty and seconded by Jane to accept the policy as amended.  The motion passed unanimously.
     3. The new staff job descriptions were amended as follows: the words Accountable to: Library Director were added to the Custodian.  The words & Library Director were removed from the Accountable to: portion of the Family/Adult Program Coordinator, Library Assistant, and Young Adult Librarian descriptions.  A motion was made by Wed and seconded by Patty to accept the job descriptions as presented and amended.  The motion passed unanimously.
  2. A motion was made by Ralph and seconded by Patty to authorize Susan to pay Ruyle for repair work on the HVAC system even if it exceeds her limit. The motion passed unanimously.
  3. The Finance Committee will meet on April 26, 2010 at 5:00 p. m. to begin work on the 2010-2011 budget.  All board members are encouraged to attend and improve their knowledge of the budgeting process.
  4. Board members need to fill out sections 2, 3, and 4 of the director’s evaluation and turn them in to Jane and Ralph.
• Unfinished Business
• New Business

1. Carie arrived at 8:00 pm
2. Susan reported that the recent Book Sale brought in $878.14
3. Susan reported that from July 2009 through March 2010, Kathy Ryan’s efforts have secured free books for the library valued at $2,254.14.

5. Executive Session (No action can be taken in Executive Session!)  -  None

• Personnel  (Possible action in Regular Session)
• Property  (Possible action in Regular Session)
• Litigation  (Possible action in Regular Session)

6. Reconvene for Regular Session  -  Not Applicable

7. Matters arising from Executive Session  -  Not Applicable
8. All other matters coming before the Board

None

9. Adjournment

A motion was made by Carie and seconded by Ralph to adjourn at 8:10 p. m.  The motion passed unanimously. 

Respectfully submitted,

Wed Turner, Secretary