July 21st, 2009 Minutes

Chillicothe Public Library Board of Trustees

Regular Meeting

      Tuesday, July 21, 2009 

6:30PM @ Chillicothe Library

Board Members Present:  Martha Canopy, Pres.; Patty Audo, Treas.; Ralph O’Sullivan; Carie McIntyre; Mary Jo Evans; Susan Drissi, Library Director

Board Members Absent:  Wed Turner, Sect.; Jane Harrison, Vice-Pres.

Quorum Present?  Yes

Others Present: NO

Proceedings:

• Meeting called to order at 6:30PM by President Martha Canopy & the board united in reciting the Pledge of Allegiance to the Flag
• Agenda assumed

Public Participation/Oral and Written Communication

• Pres. Canopy presented thank you notes from Pat Parr and Nona Kelley
• It was noted that the Suggestion/Comment Box in the library is checked regularly and the key made available.  Patrons place notes and/or suggestions in this box and we write a reply as needed.

Regular Session:

• Minutes of the regular meeting held on Tues., June 16, 2009 were reviewed and approved with the following addition, the names of the absent board members will be added
• It was noted that the minutes must be audited within 90 days of the first meeting of the fiscal year. 

Treasurer’s Report

The financial report was reviewed and Patty Audo, Treasurer reported that the following has been done:

• Transfer of $30,000 from CEFCU to South Side
• Withdrawal of interest from working cash fund and deposited it into First National
• Filled direct deposit sheet
• The goal is to keep $25,000.-$30,000. in First National Cash Acct.
• Next tax payment goes to CEFCU
• Working Cash Fund & Reserve in place and we look good for next 6-7 months

It was noted that Colleen DeFord, Bookkeeper is using a different format for the balance sheet which will result in the board receiving 2 monthly financial reports.  One in the usual format and an additional one that extends to the last day of the month preceding our regular meeting

Ralph asked for an explanation of the $630.78 expenditure to Pickett Fence.  Susan responded that the funds came from the memorial acct. at CEFCU and were used for the patio.  Noting that to-date this account has a balance of $2,150.

Martha suggested that we consider returning to the check register style for bill presentation.  It was what the board use prior to the current bill approval list format.  The benefit of this is that it allows us to see complete 2-week expenditures including exactly what staff earn. Bills will be presented in the check register format until the board decides otherwise.  Susan and/or Patty will make this request known to Colleen.

A brief discussion of bill paying process was held.  Susan offered to get new board members a list of library vendors and/or questions about vendors could be emailed to her as they arise.

ACTION ITEM:

Ralph O’Sullivan motioned to pay the bills with exception to the Lakeview Museum bill.  Carie McIntyre seconded, and it passed unanimously.

Reports:

Reports were reviewed and Pres. Canopy thanked the staff for providing such thorough reports and encourages the board to thank them when the opportunity presents.

• In reference to the Reference/Tech Report by Alex Jeffries, Patty asked when we will get new computers; she noted that we have $10,000. in the computer acct. for this purchase..  Susan responded that the computer use in the library has been at full capacity for the past weeks.  A discussion followed, and it was suggested that the purchase of a new server be placed on the agenda for our next meeting and that Alex be asked to prepare a presentation with costs info.
• In the meantime, Susan has it at her discretion to purchase 2 or 3 lightly used computers ($200 each) from Mac’s to replace the ones that are worn out.  Susan further noted that they have written a technology grant, but she hasn’t received a reply.

Director’s Report:

• No more problems with phones, but now T1 lines are the problem.  ATT and Verizon are aware of this & all necessary documentation has been submitted.  She expects a rebate.
• Per Capita check has not been deposited to-date.  Inquires have been made.

      President’s Report:

• ILA(Illinois Library Association) Trustee Day on Oct 8—please try to attend; see Susan for details
• Updated Policy manuals were reviewed & new manuals will be available for next meeting Note: the board will have 2 policy manuals: a working version and updates version which will be interchanged based on the policy update occurrences.
• Martha suggests including the Emergency Plan (30 pages) in color as an addendum to the back of the manual.
• The policy manual and emergency plan briefly discussed and Patty suggested that the staff be required to read and sign that they have read the manual.  Susan noted that the emergency plan appears at all work stations and in a central location.

Committee Reports:

Martha noted several policy changes which will be added to the updated policy manual.  She noted the federal guidelines for leave (omission), move the request for time off (page change), a change in the wording on the cost of non-resident card, and a correction to the cost of the freedom of information copy charges (same as regular copies).

Unfinished Business:

• Working Cash Fund (2010-04)—we have 3 months money.  Jane and Ralph will meet w/Susan to discuss goals.  This will be placed on next month’s agenda.

NEW BUSINESS:

• Correction Note—board meeting date is incorrectly noted on ordinance 2010-01 as Mon., Sept. 21, 2009  but it should be Tues., Sept 15, 2009

ACTION ITEM:

Carie McIntyre motioned to amend the meeting dated listed on ordinance 2010-01 from the current Mon., Sept. 21, 2009 to Tues., Sept 15, 2009.  Ralph O’Sullivan seconded this motion, and it passed unanimously.

ACTION ITEM:

Carie McIntyre motioned for the board to move into executive session for the purpose of 2(c)(1). Patty Audo seconded, and it passed unanimously.

Regular Session Board Meeting reconvened at 8:35PM.

At 8:38PM, Patty Audo motioned that we adjourn.  Ralph O’Sullivan seconded and it passed unanimously.

Meeting Adjourned at 8:38PM

Minutes submitted by Acting Secretary, Mary Jo Evans