November 08 Board Minutes

CENTRALIA REGIONAL LIBRARY DISTRICT

REGULAR BOARD MEETING

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, November 19, 2008.  The November Regular Board Meeting was called to order by President Loomis.

MEMBERS PRESENT: Allen, Beasley, Garrison, Loomis, Oehmke (arrived at 4:35), Pacey, and Paine

MEMBERS ABSENT: None

OTHERS PRESENT: Joyce Jackson and Cindy Payne

MINUTES: Motion by Garrison to approve the minutes of the October 15, 2008 Regular Board Meeting. Seconded by Paine and passed by roll call vote with Beasley and Pacey abstaining.

BILLS: Motion by Pacey to pay the bills in the amount of $50,042.71. Seconded by Oehmke and passed by roll call vote.

REPORT OF THE DIRECTOR: See attached.

In addition: Signage will be added to Sandoval Branch Library. Mark Oehmke was recognized and thanked for helping with the Sandoval Branch Library move.

Jackson received a call from Kitty Thompson requesting use as a meeting place for Sandoval’s Women’s Club Committee meetings during regular open hours at Sandoval Branch Library. The Women’s club would like to help with the open house at the Sandoval Branch Library. The library board felt this was a good idea and it would help draw more people into the library.

Sandoval would like to start a history room in the library building. Donna Hoffman has offered to bring her genealogy collection to the library and offer genealogy training to the public at Sandoval.

Inventory at the branches will be finished soon.

Sandoval Branch Library is in need of tables. It was suggested that Jackson have the two children’s tables repaired and use them at the branch.

Circulation is up from this time last year.

It was suggested that Jackson purchase answering machines for the branches. She will check to see if the telephone companies offer free voice mail for the branch libraries.

Pacey asked if we knew the value of the silver spoons which were donated last month by the Bauer’s. There was no value given to us at the time of the donation.

MANAGEMENT TEAM REPORT: See attached.

REPORT OF THE PRESIDENT:

President Loomis met with Joyce, Rita, Terri, and Justen on Tuesday, November 18^th to discuss the progress on the fact book information. Loomis gave each board member sample copies of the library trends, meeting room use, Info-At-A-Glance, and charts which have been completed by the team. The information will be put into a booklet and will be available on the library’s website.

COMMITTEE REPORTS:

FINANCE/PERSONNEL

The Treasurers Report was discussed. We should be at 33 1/3% on revenue and expenditures. It was noted that we are over budget at this time for legal, phone, and utilities. Jackson will watch these funds and hopes they level out. The library has not yet received all of the property tax for the year .

The personnel committee needs to have a meeting.

CONTRIBUTIONS/COMMUNITY RELATIONS

No Report

BUILDING & GROUNDS

There are still a few things which need to be completed at Sandoval Branch Library. Mark Oehmke is working on finishing these projects. Jackson still needs to purchase security cameras for Sandoval.

The picnic tables in the park at the main library need to be disposed of. Oehmke has volunteered to remove them.

The phone answering system at the main library is still not working. It has been returned three times for repairs. Jackson and Justen are still trying to get it to work.  The staff now has to answer the phone.

LONG RANGE PLANNING

No Report

POLICY COMMITTEE

The new Closing Policy for the library district was discussed. Jackson received two bids for cleaning the front sidewalk and ramp in addition to the parking lot. Holthaus had a bid of $100.00 per occurrence and Cary’s Lawn Service’s bid was $120.00. Holthaus has been cleaning the parking lot for several years. Jackson decided to stay with Holthaus. He has reassured Jackson that he will have the parking lot and sidewalks cleaned prior to staff arriving.

The old policy was revised to say that all employees will be compensated for the hours the library is closed if they are scheduled to work.

MOTION: Motion by Beasley to accept the revised Closing Policy as presented. Seconded by Pacey and passed by roll call vote.

The Library Tort Levy Expenditures/Risk Management Plan Policy was discussed. Jackson explained the policy and the breakdown of percentages for Risk Management.

MOTION: Motion by Allen to adopt the Library Tort Levy Expenditures/Risk Management Plan Policy as presented. Seconded by Beasley and passed by roll call vote.

UNFINISHED BUSINESS:

Jackson presented President Loomis with the responses on Internet filtering from other libraries in Shawnee Library System. Many libraries do filter. Filters can block chatting, instant messaging, MySpace, etc. Filtering will help stop the computers from slowing down.

MOTION: Motion by Pacey to add “Internet sites accessed through the public computers at the main library may be subject to filtering” to the Internet Policy. Seconded by Oehmke and passed by roll call vote.

NEW BUSINESS:

The 2008 Tax Levy Hearing was held. There were no public present. The black border Truth In Taxation Hearing was published in the Centralia Sentinel on November 6, 2008.

MOTION: Motion by Allen to approve Tax Levy Ordinance 08-006. Seconded by Garrison and passed by roll call vote.

President Loomis recommended that Mark Paine be appointed Treasurer of the Centralia Regional Library District Board of Trustees.

MOTION: Motion by Pacey to appoint Mark Paine as Treasurer. Seconded by Beasley and passed by roll call vote.

Jackson recommended the staff be given Christmas Bonuses. The same amount will be given as last year.

MOTION: Motion by Pacey to give the staff Christmas Bonuses as recommended. Seconded by Oehmke and passed by roll call vote.

The holiday dinner was discussed. It was recommended to have the dinner after the holidays and call it Staff Recognition Dinner. The dinner will be discussed at the December meeting.

ADJOURNED: Meeting adjourned at 5:58 p.m.