August 18th, 2009 Minutes

Chillicothe Public Library District

Board of Trustees

August 18, 2009 
 
 

Regular Meeting

I.            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 August 18, 2009 at the Library.  Present were: Martha Canopy, President; Jane Harrison, Vice President; Wed Turner, Secretary; Patty Audo, Treasurer; Ralph O’Sullivan, Trustee; M. J. Evans, Trustee; Carie McIntyre, Trustee;  Susan Drissi, Library Director; and Larry Moritz, photographer for the Chillicothe Bulletin

II.           Pledge of Allegiance

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

III.         Written/Oral Communication/Suggestion Box

       Someone from the County would like to use the Library facilities after a disaster.  Susan will set up a meeting to further explore the request.

       A suggestion about 2 magazines was given to Susan for resolution.

IV.         Regular Session

                             A.  Minutes of July 20, 2009 Regular Board Meeting

      Minutes of the regular meeting of July 21, 2009 were reviewed and approved as corrected.

                             B.  Treasurer’s Report – Patty Audo

      The financial report was reviewed and Patty Audo, Treasurer reported the following transfers need to be done:

      1 A check to South Side for $80.68 to go to the Restricted account.

      2 A check to CEFCU Liquidated for $10,500.00. Levy money was mailed and deposited into the regular checking account.

      3 Transfer $30,817.22 from the regular checking account to the Bond account.  Part of the levy money deposit mentioned in 2 above.

                             C.  Approval of payment of the bills and transfer of funds

      A motion was made by Patty and seconded by Jane to pay the bills and transfer the funds.  The motion passed unanimously.

                             D.  Director’s Report – Staff meeting agenda

      Susan reported proceeds from the city wide yard sale as $250.00.  She also reported that the free books that Kathy Sell acquired for the library last year had a value of $3,564.00. 

                             E.  Staff Reports

                             F.  President’s Report

V.           Committee Reports

               A.  Finance Committee  - no report

               B. Building Committee - no report

               C.  Policy Committee - The Medical Leave section needs more work.  Carie will work on that with Susan and the members of the Policy committee.

               D.  Personnel Committee - Ralph and Jane worked on coming up with the Director’s goals for the new year.  Ralph presented the committee’s suggestions.

VI.         Unfinished Business - none

VII.        New Business 

                A. Review of Policy Manual

                    A motion was made by Ralph and seconded by Carie to accept the policy changes discussed last month except the Medical Leave policy.  The motion passed unanimously. 

                B.  Per Capita Update

                     Susan reported that with the 16% reduction in our Per Capita payment from the state, we will be getting $13,465.07 instead of $16,029.85.  Staff is looking to see what cuts can be made.

                C.  AT&T and Verizon Update

                     Discussions with all parties are on going.  The AT&T T1 line from the old building and the Verizon T1 line to the new building have been disconnected.

                D.  Keck’s Insurance Review

                     Susan reported that changing Keck’s proposal to have only $150,000 for Computer Equipment Hardware & Software, item 4a would reduce the charge $242.00.  A motion was made by Carie and seconded by Patty to accept Keck’s bid and reduce the Computer Equipment coverage to $150,000.  The motion passed unanimously.

                E.  Auditor Update

                     The Auditors have come and gone.  Susan received several requests for additional information.  Susan has sent some of the requested items and will have the rest to the Auditors by the end of the week.

                F.  Director’s Goals for 2009-2010

                     A motion was made by Patty and seconded by Carie to accept the goals present by Ralph in the Personnel Committee report.  The motion passed unanimously.

               G.  Geothermal System Update

                    Susan updated the Board on the ongoing work on the library’s geothermal system that is being performed by Ruyle Corporation.

VIII.       Public Participation  - none

IX.          Executive Session  - none

                A.  Personnel

                B.  Property

                C.  Litigation

X.            Reconvene for Regular Session  - Not Applicable

XI.          Matters Arising from the Executive Session  - Not Applicable

XII.         All other Matters Coming Before the Board  - none

XIII.       Adjournment

                A motion was made by MJ and seconded by Carie to adjourn at 8:45 p.m..  The motion passed unanimously. 

Respectfully submitted,

Wed Turner, Secretary