September 08 Minutes

CENTRALIA REGIONAL LIBRARY DISTRICT

BOARD OF TRUSTEE MEETING

SEPTEMBER 17, 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, September 17, 2008.  The September Regular Board Meeting was called to order by President Loomis.

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

MEMBERS ABSENT: Oehmke          

OTHERS PRESENT: Joyce Jackson and Diana Donahoo

MINUTES: Motion by Pacey to approve the minutes of the August 20, 2008 Regular Board Meeting. Seconded by Garrison and passed by roll call vote.

Check numbers 27604 and 27644 were voided because duplicate checks were cut for these bills. There was a question why we are paying for two Management Team members to join ILA when we have an Institutional Membership. Diana Donahoo explained that when they joined the membership fee was set at $25.00 each and she feels it is a benefit to be an individual member.

Jackson will check into a different waste disposal company since the one we presently have is not picking up our trash on a regular basis.

BILLS: Motion by Beasley to pay the bills in the amount of $46,566.76. Seconded by Allen and passed by roll call vote.

REPORT OF THE DIRECTOR: See attached.

In addition: The tree at the end of the parking lot has been removed.

MANAGEMENT TEAM REPORT: See attached.

In addition: Pacey complimented Rita Lewis on her youth statistics. It was noted that the Born to Bloom program is not used much. Jackson informed the board that Rita and Terri are going to work on revitalizing it.

REPORT OF THE PRESIDENT:

The Finance and Personnel Committee met to discuss a replacement for Bill Smallwood. No one has accepted this position yet.

COMMITTEE REPORTS:

FINANCE/PERSONNEL

The Treasurers Report was discussed. The expenditures are at 16% for the first two months of the fiscal year. Salaries are at 18% due to the fact we have had an additional payroll in July. Operating supplies is over 35% because the library had to purchase new cards which were almost $2000.00.

The electric bill is high for the main library. It was suggested that Jackson may need to request an energy audit from AmerenIP.

CONTRIBUTIONS/COMMUNITY RELATIONS

The Friends of the Library Fall Fiction Book Sale will held at the main library on October 18^th.

The sign outside is not lighting up on the North end. Jackson explained she had Yancey Electric look at it and he said the ballast may be going bad. This will need to be replaced by the sign company. Jackson will have the night staff watch it to see if it goes completely out.

BUILDING & GROUNDS

Gene Sherman from the Village of Sandoval attended the meeting to discuss the agreement for the library to use the Simpson Building for a branch library. An addendum to the agreement was drawn up that would give the library full use of the entire building. The library will pay up to $5000.00 to the City of Sandoval to cover utilities through the end of June 2009. No walls will be torn down. The library must have village approval before replacing any carpet. The library may add insulation upstairs at the expense of the library. Interior maintenance such as cleaning will be at the expense of the library. Any outside maintenance will be at the expense of the Village of Sandoval. The library may install security cameras in the building. The responsibility of mowing will be discussed at a later date. The library may change the signs outside to Sandoval Branch Library. The library may change the thermostat to a programmable one if not already in place. The building is ground level and should be handicap accessible. The revised agreement will ready for a signature in one week.

MOTION: Motion by Pacey to accept the revisions and President Loomis to sign the agreement. Seconded by Beasley and passed by roll call vote.

Jackson will forward the addendum to the library lawyer before President Loomis signs it.

LONG RANGE PLANNING

A temporary committee will be formed to help the library raise money for the building addition at the main library.

POLICY COMMITTEE

Garrison will set up a meeting for the committee to develop new policies.

UNFINISHED BUSINESS: No Unfinished Business

NEW BUSINESS:

 The 2008-2009 Budget and Appropriations Ordinance Hearing (Ordinance 08-005) was held. There were no objections to the budget. Some of the revenue for property taxes is lower this year than in the past because there are high balances in these funds and we need to use the surplus.

MOTION: Motion by Allen to approve Ordinance 08-005. Seconded by Garrison and passed by roll call vote.

The Per Capita Grant application was presented to the library board for approval.

MOTION: Motion by Beasley to approve the Per Capita Grant application. Seconded by Garrison and passed by roll call vote.

The parking lot at the main library needs to be striped. Jackson received one bid from Mulvin Painting for $399.87. Jackson will check to ses if she can find anyone else to get a bid from for this job.

MOTION: Motion by Pacey to approve a maximum of $700.00 for striping the parking lot. Seconded by Allen and passed by roll call vote.

Jackson needs to get bids to have the exterior trim painted. In addition to the paint peeling the roofers had to replace someof the fascia boards which need to be painted.

The Centralia City Historical Committee is declaring historical sites in the city. Garrison will check into the committee and what stipulations there are on becoming a historical site.

ADJOURNED: Meeting adjourned at 5:35 p.m.