December 15th, 2009 Minutes

Chillicothe Public Library District

Board of Trustees Committee of the Whole

December 15, 2009

Present: Martha Canopy, President; Jane Harrison, Vice President; Patty Audo, Treasurer; Wed Turner, Secretary; Ralph O’Sullivan, Trustee; Carie McIntyre, Trustee; MJ Evans, Trustee; Susan Drissi, Library Director;

Colleen DeFord, Bookkeeper; and Brenda Boydstun, Auditor.

The meeting was called to order at 5:30 p. m. Brenda Boydstun of Blucker, Kneer & Assoc., Ltd.  explained the audit section by section and the accompanying letters.  Then she answered questions from the board. The meeting adjourned at 6:15 p. m.

Board of Trustees Regular Meeting

December 15, 2009

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 December 15, 2009 at the Library.  Present: Martha Canopy, President; Jane Harrison, Vice President; Patty Audo, Treasurer; Wed Turner, Secretary; Ralph O’Sullivan, Trustee; Carie McIntyre, Trustee; MJ Evans, Trustee ; and Susan Drissi, Library Director.

II.                Pledge of Allegiance

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

III.              Public Participation/Oral and Written Communication

·      Several Christmas cards were received.

·      A patron requested that IRS forms be available.  That is not possible.  Susan will craft a reply indicating various options.

IV.              Regular Session

·                  Minutes of November 17, 2009 meeting

Minutes of the regular meeting of November 17, 2009 were reviewed and approved as printed.

·                  Treasurer’s Report

A motion was made by Jane and seconded by MJ to transfer $30,000 from account 130-4 to account 100 and pay the bills.  The motion passed unanimously.

·                  Reports of Staff, Director, and President

·                  Committee Reports

·                  Policy: No report.  E-mail Alex and let him know what form (print or electronic) you wish to receive your copy of the Policy Manual.

·                  Maintenance:  MJ and Susan will check on the possibility of getting repairs done under warranty.  They will try to have a proposal for the main entrance work next month.  MJ gave a summary of her written report.

·                  Unfinished Business

A motion was made by Patty and seconded by Carie to adopt the Library Calendar for 2010 as discussed at the November board meeting.  The motion was approved unanimously.

·                  New Business

1. New office chairs  - Action Item

Patty will check on old chairs her company might be getting rid of.  Susan needs a new chair.

2. Matters arising from Maintenance Committee report – Possible Action Item
3. FOIA new rules – Possible Action Item                                                                                                         Susan attended two training sessions.  She will send an information packet she received to board members.  It is scary.  Illinois is not ready to support/comply with this act.

V.                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)

VI.              Reconvene for Regular Session  -  Not Applicable

VII.            Matters arising from Executive Session  -  Not Applicable

VIII.          All other matters coming before the Board

Board members should check their agenda letters from Martha for activities they are responsible for in December and January.

IX.              Adjournment

A motion was made by Patty and seconded by MJ to adjourn at 8:12 p. m.  The motion passed unanimously.