June 16th, 2009 Meeting Minutes

Chillicothe Public Library District

Board of Trustees

June 16, 2009 

The regular meeting of the Chillicothe Public Library District Board of Trustees was called to order at 6:30 p.m. on June 16, 2009 at the Library. Present were: Martha Canopy, President; Wed Turner, Secretary; Ralph O’Sullivan, Trustee; M. J. Evans, Trustee; and Susan Drissi, Library Director.  

The Board and Director united in giving the Pledge of Allegiance to the Flag. 

Vice-President Jane Harrison arrived at 6:32. 

Communications 

·  Susan reported that Irv Latta had donated 20 tickets to the Library for the Chamber of Commerce Chillicothe night tomorrow at the Peoria Chiefs baseball game.  The tickets will be used as part of the children’s puppet show tomorrow. 

Reports 

The minutes of the regular meeting of May 18, 2009 were approved as corrected and will be filed for audit.  

A motion was made by Ralph and seconded by MJ to pay the bills and transfer $50,000 into the Operating Fund. The motion was approved unanimously. 

The “Vacation time based on Anniversary date” chart was discussed. 

Martha reported that she had conducted an orientation class for new Trustees MJ Evans and Carie McIntyre.  She has written Trusteeship 101. Copies of this and her previously written Ordinance 101 and the Annual Calendar of Events will be given to all Trustees at the end of the meeting. 

Martha further reported that work on the Policy manual will be on going this year.  There will be two sets of Policy manuals and they will be rotated as new policies are updated or developed and approved.  All Trustees were asked to bring their copies of the Policy manual to the next meeting. 

Committee Reports  

There were no committee reports. 

Unfinished Business

1.  Jane moved that the changes or additions of the ‘At-Will’ Employment; Illinois Municipal Retirement Fund; IMRF Service Credit; Medical Leave; Maternity Leave; Unpaid Leave; Employee Performance and Review; Vacation; and Paid Time Off policies presented at last month’s board meeting be approved as presented.  Ralph seconded the motion and it was approved unanimously.

2. Susan reported that the calculation for the nonresident card fee was not correct.  The correct fee is $115.  A motion was made by MJ and seconded by Jane to amend the nonresident card fee to $115. Susan will send a letter to current nonresident card holders informing them of the change and the new fee when/if they renew their cards.

New Business 

·  The President made the following committee appointments.

      Finance/Budget

      Patty

      Carie

      Martha (when needed) 

      Policy

      Jane

      MJ 

      Technology

      Martha

      Wed 

      Audit of Minutes

      Patty

      Martha 

      Maintenance

      Wed

      MJ 

      Personnel

      Jane

      Ralph 

      Long Range Planning

      Ralph

      Carie 

Everyone is to read chapter 1 of the Illinois Local Library act before the next meeting. 

1. A motion was made by Ralph and seconded by Jane to adopt Ordinance 2010-01, the Meeting Date Ordinance.  The motion was approved unanimously.

2. A motion was made by Jane and seconded by MJ to adopt Ordinance 2010-02, the Prevailing Wage Ordinance.  The motion was approved unanimously.

3.   A motion was made by Wed and seconded by Ralph to adopt Ordinance 2010-03, the Maintenance Ordinance.  The motion was approved unanimously.  The Maintenance Ordinance levies a tax of .02% of the value of all taxable property within the library district for building and maintenance purposes.

4. After a discussion of the Working Cash Fund, what it is and how it works; a motion was made by Ralph and seconded by MJ to table this item for further discussion next month.  The motion was approved unanimously.

5. A motion was made by MJ and seconded by Ralph to close the library on July 3, 2009 and that will count as the July 4^th holiday for full time staff.  The motion was approved unanimously.

6. The Director presented her proposal for staff salaries for fiscal year 09-10.  A motion was made by Jane and seconded by MJ to approve the salaries as presented.

7. Susan presented the proposed operating budget for fiscal year 09-10.  A motion was made by Ralph and seconded by MJ to approve the proposed operating budget for fiscal year 09-10.  The motion was approved unanimously.

8. Goals for Susan for the new year will be deferred until next month.  Susan has information from Rose of ALS about suggested goals for directors and staff of small libraries.  She will get that information to the Personnel committee for their consideration.  Any trustees with ideas should get them to the Personnel committee also.  The committee will report at the next board meeting.

Ralph moved to adjourn at 8:47 p.m. The motion was seconded by MJ and passed unanimously. 

Respectfully submitted,

Wed Turner, Secretary