February 17th, 2009 Minutes

Chillicothe Public Library District

Board of Trustees

February 17, 2009

The regular meeting of the Chillicothe Public Library Board of Trustees was called to order at 6:30 pm on February 17, 2008 at the Library. Present were: Martha Canopy, President; Jane Harrison, Vice President; Pat Parr, Trustee; Patty Audo, Treasurer; Wed Turner, Trustee, Susan Drissi, Library Director and Ralph O’Sullivan. Absent was Nona Kelley, Secretary.

The Pledge of Allegiance was recited.

First order of business was taken out of order from the original February 17, 2009 agenda. Mr. Ralph O’Sullivan was introduced to the group. Mr. O’Sullivan has been asked to take the seat vacated by Stephanie Turner. Mr. O’Sullivan is also on the slate of candidates for the upcoming Trustee election. Mr. O’Sullivan agreed to the temporary appointment and a motion was called for approval. Pat Parr motioned for approval of the temporary appointment of Mr. O’Sullivan as a CPLD Trustee to fill the vacant seat left by Stephanie Turner’s resignation. Jane Harrison seconded the motion. The motion passed unanimously.

Martha Canopy, Board President, then gave the Oath of Office to Mr. O’Sullivan. Upon its conclusion and congratulations/welcomes, the meeting proceeded in order.

Communication

*There was no written communication.

Pat Parr mentioned that a friend of hers has a friend who prefers to commute from Roanoke to use CPLD because it’s his favorite library.

It was also mentioned that Mr. Joe Boyer passed away last week. The library is saddened at his passing, as he was a gentleman and generous patron of our library.

Reports

The minutes of the regular meetings for December 18, 2008 and January 20, 2009 were reviewed. No corrections for either December or January were noted and the minutes were approved for publication.

Treasurer’s report included a request from Colleen DeFord, library bookkeeper, to begin payment of some of the library’s utility bills online, if available. Also mentioned was the amount of working cash levied as opposed to how much received and if or how to use any of the accumulated interest. In addition, $30,000 needs to be transferred from the accounts into the general fund for payroll and bills.

Jane Harrison moved to pay the bills and approval of the $30,000 transfer. Wed seconded the motion and it was approved by all present.

Discussion on the staff reports ensued. All Trustees happy with the reporting. Martha gave a brief synopsis of the visit by Mr. Pistorius of First Midstate. This is the company that holds the library’s bonds. Mr. Pistorius keeps in touch with the library at least 2 times a year and will continue to monitor the library’s status on payments, interest and rescheduling the bonds, if possible. This rescheduling would start when the bond and payments are into their 10^th year.

Discussion on the report of Committee on the review of regular and executive meeting minutes has been completed and the books containing such will be returned to Nona Kelley, Secretary.

Committee Reports

Each Trustee was given a copy of a policy for discussion, changes and/or approval for next month’s meeting. Discussion tabled until March meeting.

Unfinished Business

None

New Business

Discussion of how to proceed with the Executive meeting minutes and the determination if said minutes should be opened. Wed Turner made a motion that the Executive minutes remained sealed and Pat Parr seconded. Motion passed unanimously.

A copy of the Director’s goals and progress was sent to each Trustee for review. The evaluation process is coming up for the Director and Martha Canopy urged all the Trustees to begin sharing ideas on how the process could be less cumbersome and more streamlined.

A copy of the Trustee requirements and expectations for the 2010 Per Capita grant were distributed. Martha Canopy expressed a desire to make sure that these were known long ahead of time to the Trustees so that each could be completed in a more timely fashion.

Executive Session

None

Wed Turner motioned to adjourn the meeting at 7:27pm. The motion was seconded by Pat Parr and passed unanimously.

Respectfully submitted,

Susan K Drissi

Library Director