July 08 Minutes

Centralia Regional Library District

Board of Trustees Meeting

July 16, 2008

PLACE OF MEETING: The Centralia Regional Library District Board of Trustees met at 4:30 p.m. in the second-floor Teen Room at the Main Library in Regular Session on Wednesday, July 16, 2008.  The July Regular Board Meeting was called to order by President Loomis.

MEMBERS PRESENT: Allen, Beasley, Garrison, Loomis, Oehmke, and Pacey

MEMBERS ABSENT: Smallwood

OTHERS PRESENT: Joyce Jackson and Cindy Payne

MINUTES: Motion by Pacey to approve the minutes of the June 18, 2008 Regular Board Meeting. Seconded by Allen and passed by roll call vote.

There was a spelling error on check #27451, Delta was misspelled. Jackson explained that check #27488 is a license to show movies at the library which the Friends of the Library pay for.

BILLS: Motion by Garrison to pay the bills in the amount of $44,113.54. Seconded by Oehmke and passed by roll call vote.

REPORT OF THE DIRECTOR: See attached.

In addition: The air-conditioning has not been replaced at Sandoval Branch Library. We have 3 fans going and it is still warm in there.

I spoke to the City Manager concerning the additional land we will need for an expansion. He felt there would be no problem getting the additional land. The library will need to go before the Centralia City Council to get it approved.

Bertha has compiled all the library photos and articles about the library into albums. She is doing inventory of all items in the vault.

MANAGEMENT TEAM REPORT: See attached.

REPORT OF THE PRESIDENT: President Loomis met with the Management Team on July 15^th. He spoke to the members about the building addition. He would like for the team to compile a lists of uses for the proposed meeting room. The Management Team along with President Loomis will compile library information and statistics to go into an information booklet on the library district.

COMMITTEE REPORTS:

FINANCE/PERSONNEL

The General Fund will be in the red until property tax is received.

The year-end treasurer’s report was reviewed. The revenues and expenditures were close to the budget amounts.

President Loomis and Bill Smallwood will try to meet with a representative from the USDA to discuss a possible building loan.

The 2008-2009 Working Budget was presented to library board for approval. Jackson informed them that the projected interest income is way down from last year. She explained the reason for the increase in the supplies expenditures is due to the library purchasing patron cards which will be close to $2000.00.

MOTION:      Motion by Garrison to adopt the 2008-2009 Working Budget as presented. Seconded by Beasley and passed by roll call vote.

MOTION:      Motion by Oehmke to go into closed session at 5:10 p.m. to discuss salaries. Seconded by Pacey and passed by roll call vote.

            Returned to regular session at 5:20

MOTION:      Motion by Beasley to adopt the 2008-2009 Salary Schedule as presented. Seconded by Allen and passed by roll call vote.

The library board needs to make an official vote to dissolve the Centralia Foundation Capital Improvement Fund and move the balance to the Centralia Public Library Endowment Fund.

MOTION:      Motion by Pacey to dissolve the Capital Improvement Fund and move the balance to the Centralia Public Library Endowment Fund. Seconded by Oehmke and passed by roll call vote.

CONTRIBUTIONS/COMMUNITY RELATIONS

No Report

The library board discussed the air-conditioning not working at Sandoval Branch Library. The Village of Sandoval is purchasing a new unit which has not been installed. The library board feels the library in Sandoval should close until the new unit is installed.

MOTION:      Motion by Pacey to close the library in Sandoval until the air-conditioning is fixed. Seconded by Allen and passed by roll call vote.

Jackson has not heard anything back from the Village of Sandoval on the agreement for the branch library to move into the Simpson Building.      

The utility bills at Odin Community Library are high in comparison to the other branches. Mark Oehmke will go to Odin to check on this. 

Garrison reported that a tree will be replaced at Irvington Branch Library and that they will be placing a bench outside the branch library.

LONG RANGE PLANNING

Further discussion was held on Jackson’s meeting with the City Manager concerning the additional land the library will need for it’s expansion.

POLICY COMMITTEE

The committee needs to meet to develop an Investment policy, a Tort Insurance Policy, and a Weather Closing Policy.

UNFINISHED BUSINESS:

No Unfinished Business

The 2008-2009 Building Levy Ordinance #08-003 was presented to the library board for approval. The public will have until August 31, 2008 to have a signed petition to protest the levy.

MOTION:      Motion by Oehmke to approve Ordinance 08-003. Seconded by Beasley and passed by roll call vote.

President Loomis appointed Jane Pacey and Mark Oehmke to audit the 2007-2008 minutes for the Secretary’s Audit which is required for the Annual Report.

The Working Cash Ordinance #08-004 was presented to the library board for approval.

MOTION:      Motion by Oehmke to approve Ordinance 08-004. Seconded by Beasley and passed by roll call vote.

ADJOURNED: Meeting adjourned at 5:45 p.m.