October 20th, 2009 Minutes

Library Board Meeting Minutes

October 20, 2009 

Present:  Martha Canopy, President;  Jane Harrison, Vice President; Patty Audo, Treasurer;  Ralph O’Sullivan, Trustee; Carie McIntyre, Trustee;  Mary Jo Evans, Trustee; Susan Drissi, Library Director.  Absent:  Wed Turner, Secretary.  Susan Drissi was asked to take minutes.

        I.  Call to Order

The meeting was called to order by Martha Canopy at 6:37 pm.  No public audience was present.

II.                Pledge of Allegiance

III.              Public Participation/Oral and Written Communication

Ms. Drissi read a note from the Peoria Area Miniature Society.  The group rents the public meeting room every year in October for an annual get together.  The group donated $45.00 to the library in appreciation for the use of the room and staff’s accommodations.

IV.             Regular Sessions

A.    Minutes of the September meeting were reviewed.  No changes noted.  Minutes were approved with motion made by Ralph O’Sullivan and seconded by Carie McIntyre and passed unanimously.

B.    Treasurer’s Report -   An error was made in the automatic deposit of the county’s tax check..  The Treasurer and the bookkeeper have since found and solved the problem with the county offices and the funds were approved for transfer.  A request from the Director and bookkeeper for a transfer of $47,000 into the regular checking account for the purpose of bill payments and three payroll payments this month.  The various accounts were explained.  No questions or inquiries. Mary Jo Evans made a motion to approve the transfer, seconded by Ralph O’Sullivan.  Motion was made by Jane Harrison to approve the payment of bills; seconded by Patty Audo.

C.    Reports of Staff, Director and President – review, comments and discussion.  Carrie McIntyre commented on her pride with Gail Hintze (Children’s Librarian) on the handling and planning of the New Harmonies Program coming to the Library in December 2010.  Discussion followed regarding Mary Evans’ concern with the New Year’s Eve Program that has been discussed through the New Harmonies’ committee and whether the library should promote the use of alcohol during the program – possible location at Three Sisters’ Park.  Ms. Evans will continue to look into the possibilities, pros/cons and keep the Trustees up to date.

D.   Committee Reports – Finance - The Trustees spoke briefly about the upcoming B&A Ordinance.  Further discussion and vote were tabled until New Business.  Policy – The changes in policy, specifically the paid/unpaid leave policies were discussed.  The streamlining of the policy make each clearer and easier to follow and interpret by both the Director and staff.  Minor changes made in the wording included:  narrowing the family relationship to the staff requesting leave to read, “all family related by marriage”.  Changes made in the Bloodborn pathogens included making sure that the Chillicothe Public Library was specified in the text.  No changes were noted for the Collection Development Policy.  Motions were made and seconded by Patty Audo and Ralph O’Sullivan to adopt the Collections Development Policy as presented.  Trustees vote is unanimous.  The changes to the other policies will be made and a final vote taken at the November 2009 meeting.

E.    Unfinished Business – none\

F.    New Business –

1.    Policy – Collection (see above)

2.    Computer system upgrade – discussion regarding the proposal made by Ziegler Network Services to upgrade the library’s computer server.  Ms. Drissi spoke to the advantages to the library and the patrons via Alex Jeffries (library Tech guy).  It appears to be a Win-Win situation.  Jane Harrison made a motion to approve the proposal and the purchase/installation of the new server and Carie McIntyre seconded.  Motion approved unanimously.

3.    Use of library as disaster communication center – Martha Canopy made a motion that the Board approve the use of the library at such time that may be needed in case of an emergency or disaster by the Peoria County Government’s Disaster Assistance program.  A list of names will be faxed to the offices, listing Ms. Drissi, Ms. Canopy and Mr. Turner (in that order) as the contact persons for the library.

Mary Jo Evans seconded the motion – all in favor.

4.    Levy ordinance – discussion on the reasons for the need to         

Publish a black box ordinance for the Truth in Taxation.  Jane Harrison expressed her opposition to the ordinance making it necessary to publish.  Discussion among the Board members in regards to the need to ‘raise taxes’ as opposed to the necessity to ‘request tax monies’ that are deserved.  The final vote will not be made until November 2009, but a vote to publish the black box was made by Martha Canopy.  Yes votes by Carie McIntyre, Mary Jo Evans, Patty Audo.  No vote by Jane Harrison and abstention from Ralph O’Sullivan.  The Truth in Taxation hearing is scheduled for 6:15 pm on Tuesday, November 17 at the Chillicothe Public Library.

5.    Ms. Drissi asked for permission from the Board to have the  

Library closed on Friday, November 13, 2009 in order for the staff to have a day of training and communication.  Topic of discussion and training were mentioned.  Mr. O’Sullivan motioned for the approval of staff training and the closing of the library – seconded by Mary Jo Evans and passed unanimously. 

6.    Mr. O’Sullivan spoke to the Trustees regarding a feasibility       

completed with library staff assistance on the pros/cons of keeping the library open for business on Sundays.  Discussion on patron/staff ratio, staff salary, utility costs, etc., was presented.  Jane Harrison made a motion that the Board vote to close the library on Sundays, beginning the first Sunday in December 2009.  Patty Audo seconded the motion – Yes votes – Carie McIntyre, Mary Jo Evans, Martha Canopy, Patty Audo and Jane Harrison.  One abstention – Ralph O’Sullivan. 

7.    Executive meeting minutes open/closed – Discussion in

legality and necessity of opening or closing Executive Committee minutes.  Motion for minutes to remain closed made by Martha Canopy, seconded by Jane Harrison and passed unanimously.

V.               Executive Session – No Executive session necessary

VI.             Adjournment called at 8:40 pm by Martha Canopy – seconded by Mary Jo Evans – passed unanimously.