July 20th, 2010

Chillicothe Public Library District

Board Meeting Minutes

July 20, 2010

I.                     Call to Order

The Regular Meeting of the Chillicothe Public Library District Board of Trustees was called to order at 6:40 pm on July 20, 2010.  Present:  Martha Canopy – President, Carie McIntyre – Trustee, MJ Evans – Treasurer, Jane Harrison – Vice President, Susan Drissi – Library Director, Nona Kelley – Public Participant.

                    Absent:  Wed Turner – Secretary, Ralph O’Sullivan – Trustee

II.                   Pledge of Allegiance

III.                Public Participation/Oral and Written Communication – Martha informed the Board that a Request for Consideration had been given to the Director regarding a book located in the YA section of the library.  Martha read the letter of response from Susan to the patron and reminded the Board that if the answer given was not satisfactory to the patron, further steps would need to be taken by the Board.

IV.                Minutes of the June 15, 2010 meeting were reviewed and approved as printed.

V.                  Treasurer’s Report- MJ was happy to report that the numbers were in for the end of FY 2009-2010 and that the Chillicothe Public Library District is in the black.  Due to the complex nature and length of the FY 2009-2010 report, a copy will be attached with these minutes for clarification and information.   Monies remaining in the FY 2009-2010 budget have been labeled in order to balance all line items – including Restricted funds and Bond.  Please refer to the highlighted sheet attached for the assignment of the funds.  MJ requested a need to transfer $30,000 from CEFCU to First National for the payment of bills and payroll between July 21 and the next scheduled Board Meeting.  Martha entertained a motion to allow Nona Kelley to be sworn in as a Chillicothe Public Library Board Trustee with the motion made by Jane Harrison and seconded by MJ.

Passed unanimously.

VI.                Swearing in of new Trustee – The oath of office was administered by Martha Canopy – President (and witnessed by those present) to Nona Kelley.  Congratulations were exchanged and the business of the Board continued.

VII.              A motion was made by MJ to allow a transfer of $30,000 for payment of July bill and was seconded by Jane.  Passed unanimously.  MJ also discussed the automatic transfer of $30,000 in funds from CEFCU to First National to occur on the third day of each month.  This would eliminate the need to ‘walk’ the monies from one institution to another and insure that monies were available in the First National account for bills and payroll.  MJ made a motion to allow for automatic transfer and was seconded by Carie.  Passed unanimously.  It was also proposed by MJ that the remaining monies from the budget be evenly distributed between an ‘emergency fund’ (to be held at Southside Bank) and a ‘projects fund’ (to be held at First National).   This money will be accessed and distributed in October, when the CD held at Southside Bank is accessible.   The ‘emergency fund’ will be targeted for operational purposes and the ‘project fund’ will be targeted for different maintenance and upgrade issues.   A motion was made by Carie to proceed with the different accounts/purposes and seconded by Nona.  Passed unanimously.

VIII.            Payment of Bills – the bills were reviewed and a motion was made by Carie to pay the bills and seconded by MJ.

IX.                Reports of Staff, Director and President – the Board wanted to emphasize their enjoyment in reading the staff’s reports and their appreciation for the hard work and enthusiasm shown by each one.  No report was given by the Director or the President.  Circulation statistics were electronically forwarded to the Board prior to the meeting for their review. 

X.                  Committee Reports – the changes proposed for the Progressive Discipline policy were discussed.  Action will take place at the August meeting.  Building/Maintenance and Audit will be meeting in August for the building walk-through and the review of Board Minutes for the Auditor. 

XI.                New Business – The B&A for the next fiscal year has been published in the Chillicothe Times Bulletin and posted in the library.  The Finance Committee completed the paperwork and it was submitted to the full Board for their review.  After the allotted amount of time, the B&A will be on the agenda for 6:00 prior to the August 17 meeting for public comment.  Action will be taken at this meeting.

XII.              A resolution request is in front of the Board regarding the Viaduct .  The city is asking all taxing bodies to sign the resolution requesting that the state begin construction on the northern viaduct as soon as possible.  Nona made a motion that the Board sign the resolution and it was seconded by Jane.   Passed unanimously.

The Alzheimer’s Association has requested that the library sign a Support Group Host Location Agreement stipulating that the library will provide guaranteed room availability and support for the Association in the coming year.  Susan explained that the agreement does not follow the Meeting/Study Room Policy now in place and that the Association is aware of the changes that have been made in these policies in regards to use of the rooms.  The Board reviewed and discussed the proposed Agreement and decided that the stipulations and requirements made by the Association were not in agreement with Library Policy.  No agreement will be entered or signed.

XIII.             Unfinished Business – MJ requested that the Board return to the finance discussion from earlier in the meeting.  She wanted to make sure that the Board (also) understood that the Treasurer requested an additional $40,000 to be transferred from CEFCU to pay the monthly bills ($30,000)  with the addition of $10,000 for Ziegler Computer Services.  This transfer and purpose are explained in the Treasurer’s report but not voted on.  A motion to approve this transfer was made by MJ and seconded by Carie. 

XIV.            Other Business – No other business was brought before the Board.

XV.              Adjournment – A motion was made at 7:42 to end the meeting and seconded by MJ.