Previous 2008 Meeting Minutes - McDonald County Library Board of Trustees

McDonald County Library
Board of Trustees Minutes
January 12, 2008

Roll Call - The meeting was called to order at 10:00 a.m. Those members present were Brenda Kilby, Sheila Owens, Alice Snodgrass, Marilyn Carnell-Williams, and Carrie Cline. Erlene Gideon was unable to attend.

Reading of Minutes - The November minutes were read and discussed. Alice made a motion to approve the minutes as written, Sheila seconded, and the motion passed unanimously.

Director's Report

        *The November and 2007 Year-End statistics were presented.

        *Carrie reported that during the month of December, the library accepted donations to Crosslines in lieu of much larger fines, to help the patrons clear their accounts. Carrie presented a check for $216 to Angela Cantrell, Director of Crosslines.

        *Mike Mullin from Wal-Mart donated $1500 to the library for programming and services.

        *The library has purchased 3 online databases from Gale for a one year test, to see if our patrons utilize them sufficiently, and to give everyone a taste of what's coming in the near future.

        *Jeanne Sullivan from MOREnet reported that our library has been maxing out the T-1 line, and will upgrade us to a T-3 line at no additional charge.

Financial Report - After reviewing the financial reports, Sheila made a motion to approve the reports, Alice seconded, and the motion passed unanimously.

Public comments on agenda items - no comments

Old Business

        A. Hancock Amendment - There has been no new information from Kent Brown, who is researching our matter.

New Business

        A. Final 2007 Budget - Carrie proposed 3 changes to the final budget on expenditures. Alice made a motion to accept the 3 changes and approve the final 2007 budget, Sheila seconded, and the motion passed unanimously.

        B. Set Proposed 2008 Budget - After presenting a proposed 2008 budget, Alice made a motion to approve a 5% raise for each employee across the board, Sheila seconded, and the motion passed unanimously. Alice then proposed to accept the Proposed 2008 Budget, with the change in Salaries and a change in the Community Programs line item. Marilyn seconded this motion, and the Proposed 2008 Budget was approved unanimously. The matter of retirement was tabled until the February meeting.

General Public Comments - no comments

Adjourn - Alice made a motion to adjourn the meeting, Sheila seconded, and the meeting was adjourned at 11:05 a.m. The next meeting will be held on February 9th.

McDonald County Library
Board of Trustees Minutes
February 9, 2008

Roll Call - The meeting was called to order at 10:05 a.m. Those members present were Alice Snodgrass, Brenda Kilby, Erlene Gideon, Sheila Owens, and Marilyn Carnell-Williams.

Reading of Minutes - After reviewing the January minutes, Sheila made a motion to approve the minutes, Erlene seconded, and the motion passed unanimously.

Director's Report

        *Carrie presented the January statistics. The Noel Library had a record number of visits on January 23rd, topping all previous records.

        *Thanks to the donation from the Wal-Mart Pharmacy Department, the Library will hold an "Adult Education & Lifelong Learning Fair" on Saturday, March 15th. Area universities, extension offices, and all other agencies that provide classes will be invited.

        *The Friends of the Library are going to sponsor an adult program, featuring Jim Kent's presentation on World War II. Judging by the response of this event, they may present more workshops in the future.

        *The T-3 line is still pending from MOREnet, as the local phone network has refused to sell us the line. MOREnet is looking for any other vendor in the area that is willing to work with public libraries and schools.

Financial Report - After reviewing the financial statements, Alice made a motion to accept the reports, Erlene seconded, and the motion passed unanimously.

Old Business

        A. Retirement Options - After presenting the options currently available, Marilyn mentioned Nadia Cavner Associates that she would like Carrie to look into, and the matter was tabled until the March meeting.

        B. Hancock Discussion - Kent Brown stated that the opinion letter still wasn't finished.

New Business

        A. Building Plans - Carrie introduced the trustees to Terra-Domes and Davis Caves, companies that construct underground facilities. An underground addition could be added behind the existing library, stay on the ground floor, thus eliminating the need for the elevator and additional staffing, and could save a bundle on utilities.
        Marilyn made a motion that Carrie shall investigate further expanding the facility, including possible expenses that will arise. Alice seconded this motion, and it passed unanimously.

        B. Expansion of Hours - After discussing the need for being open every day of the week, the board asked Carrie to investigate the costs of being open on Sunday afternoons and partial days on Monday for the March board meeting.

Adjourn - Sheila made a motion to adjourn the meeting, Alice seconded, and the meeting was adjourned at 11:00 a.m. The next meeting will be held on March 8th.

McDonald County Library
Board of Trustees Minutes
March 15, 2008

Roll Call - The meeting was called to order at 10:05 a.m. Those members present were Alice Snodgrass, Brenda Kilby, Sheila Owens, and Carrie Cline. Marilyn Carnell-Williams and Erlene Gideon were unable to attend.

Reading of Minutes - After reviewing the February minutes, Alice made a motion to approve the minutes, Sheila seconded, and the motion passed unanimously.

Director's Report

        *Carrie presented the February statistics.

        *The Adult Learning Fair has been postponed, since Carrie couldn't get enough participation from area agencies.

        *The Library received an IMLS Connecting to Collections Bookshelf grant, which is a collection of books, DVDs and online resources focusing on preserving old material.

        *Carrie gave an update from her videoconference from the State Library, concerning legislation being considered in Jefferson City. Many of these bills could have a negative effect on public libraries, and need to be monitored carefully.

        *The Library received $23,246 in Equalization, which is an increase over last year.

        *Carrie divided the regular property tax receipts from the special amount received from the Wal-Mart settlement.

        *The Library will host 10 different art exhibits in the fall, each designed to both delight with color and educate.

Financial Report - After reviewing the financial statements, Alice made a motion to accept the reports, Sheila seconded, and the motion passed unanimously.

Old Business

        A. Retirement Options - Carrie reviewed Nadia Cavner's advice to the library. Since all trustees weren't present to make a final decision, the matter has been tabled until April.

        B. Service Hours - Sheila made a motion to approve being open on Mondays from 9-7, as soon as Carrie can hire new employees. Alice seconded the motion, and it was approved unanimously.

        C. Hancock Discussion - Carrie spoke with attorney Kent Brown, who will have a letter of recommendation for us by the next board meeting.

        D. Building Project - Carrie presented preliminary bids from Terra-Domes and Davis Caves, and spoke with Gerald Williams about digging in the back. The board advised Carrie to advertise for a General Contractor and take bids.

New Business

        A. Equalization Purchases - Carrie presented 3 purchases to be approved with the 2008 funds, including public computers, new staff computers, and a new desk for the work area. Alice made a motion to approve the three purchases, Sheila seconded, and the motion passed unanimously.

General Public Comments - A letter from John Fitts has been entered into the record.

Adjourn - Sheila made a motion to adjourn, Alice seconded, and the meeting was adjourned at 10:50 a.m. The next meeting will be held on April 12th.

Roll Call - The meeting was called to order at 10:10 a.m. Those members present were Brenda Kilby, Erlene Gideon, Alice Snodgrass, Sheila Owens, and Carrie Cline. Marilyn Carnell-Williams was unable to attend, and Megan Hill was a guest.

Reading of Minutes - After reviewing the March minutes, Alice made a motion to approve the minutes as written, Sheila seconded, and the motion carried unanimously.

*Carrie presented the statistics for March and April. The Noel librarians suffered a flood at their home and had to move out, so the library was closed for more days than usual. However, both libraries showed an increase in activity in April.

*The Library has been open now for 3 Mondays. Carrie has hired a great group of employees, who will fill in for vacations and when Carolyn gets married and leaves us.

*The Summer Reading Program theme this year is "Catch the Summer Reading Bug" and Carrie is traveling to schools and performing a skit at their assemblies.

*Retha was invited to a 5th grade class at the Noel Elementary about ghost towns in McDonald County. These kids were not only excited about ghost towns, but showed a great interest in genealogy and local history.

*Carrie gave a brief Legislative Update about troublesome bills that are pending at Jefferson City that could impact the library. She will have definite news at the June meeting about which bills actually passed.

A. SW City Library Project Update - Megan Hill brought an update on the project to the board. So far, 4 lots have been donated to the foundation, which increases the size of the library project on Main Street.

$192,000 has been pledged to date, and the formal fundraising hasn't started yet.

The Building Committee is currently working on a floor plan and contacting architects. The Fundraising Committee is waiting for a budget and drawings of the proposed building before beginning the official push.

Megan will return to the board with the final proposed building plans and budget when it has been finalized.

B. Retirement Options - After reviewing all of the retirement options that have been presented this year, Alice made a motion to pay a lump sum of 5% of each full-time employee's expected gross annual income to Edward Jones to invest. Employees may match this amount if they wish, and there will be a six-month waiting period for new full-time employees before they are offered retirement in the future. The total invested will be back-dated to January 1st of this year. Sheila seconded the motion, and it carried unanimously.

C. Hancock Discussion - Kent Brown called Carrie and basically said that it wasn't possible to pursue the Wal-Mart building in our county, as it is still considered new construction. The board will wait and see if any legislation is passed during this session that will further negatively impact the library, and discuss it in June.

McDonald County Library
Board of Trustees Minutes
June 14, 2008

Roll Call - The meeting was called to order at 10:10 a.m. Those members present were Brenda Kilby, Erlene Gideon, Sheila Owens, and Carrie Cline. Alice Snodgrass arrived at 10:45 a.m.

Reading of Minutes - After reviewing the May minutes, Sheila made a motion to approve the minutes as written, Erlene seconded the motion, and it carried unanimously.

Director's Report

        *Carrie presented the May statistics.

        *Caroly Nycum did get married and May 30th was her last day.

        *The Library received two AWE computers free from the State Library grant, for small children. They are not connected to the Internet or our network, and are full of great programs. We are monitoring their usage and our patrons' reactions to them.

        *The Summer Reading Program is in full swing and children of all ages are reading and claiming prizes.

        *Before the big kick-off event the first week of June, the air unit in the community room died. Carrie got emergency bids and Brenda, as board president, made the decision to get a new unit installed as quickly as possible. The new unit was installed this week before our next big event.

Public Comments on Agenda Items - no comments

Old Business

        A. Legislative Update - Carrie gave an update on SB 711 that passed, and two workshops by Steve Gardner and trends for the future that she heard at the June Director's Meeting.

New Business

        A. Trustee Resignation - The library received a letter of resignation from Marilyn Carnell-Williams, due to her health. The staff and board wish to thank Marilyn for her contribution to our library!

        B. Election of Officers - Brenda Kilby opened the floor for nominations, all of which will be elected by acclamation.

        Sheila made a motion to nominate Alice Snodgrass for President, which was approved unanimously.

        Alice made a motion to nominate Sheila Owens for Vice-President, which was approved unanimously.

        Sheila made a motion to nominate Erlene Gideon for Treasurer, which was approved unanimously.

        The new officers will begin their new year in July.

General Public Comments - no comments

Adjourn - Sheila made a motion to adjourn the meeting, Erlene seconded, and the meeting was adjourned at 10:55 a.m. The next meeting will be held on August 9th.

McDonald County Library
Board of Trustees Minutes
August 9, 2008

Roll Call - The meeting was called to order at 10:10 a.m. Those members present were Brenda Kilby, Sheila Owens, Alice Snodgrass, and Carrie Cline.

Reading of Minutes - After reviewing the June minutes, Brenda made a motion to approve the minutes as written, Sheila seconded the motion, and it carried unanimously.

Director's Report

        *Carrie presented the Statistics for June and July. She also related her experiences working over in Noel one afternoon when five different languages were being spoken in the computer lab at one time, with a discussion about diversity and the "new face" of Noel.

        *The 2008 Summer Reading Program was a wonderful success. The Reading Bug program was very popular, as usual, but the big news is the Metamorphosis Teen program. Thanks to Alice Snodgrass at the High School library during Summer School, the teens read 1625 hours, and amazing number for our first year.

        *The library will have a booth at Jesse James Days this year, and will give away all of the books and gifts donated by Scholastic in Neosho.

        *The traveling exhibit began this week with Ellis Island as the theme. The exhibits will run through December, and are funded by a generous donation from the Wal-Mart Pharmacy warehouse.

        *The election site has been officially moved from the library to the Christian Church down the street.

        *Attached is a report from Kent Brown on his findings concerning the library and the Hancock Amendment.

Public comments on agenda items - no comments

Old Business

        A. Signature Card - Carrie had the new officers sign the signature card from the bank.

New Business

        A. Buiding Project Update - Carrie planned on contacting local electricians, plumbers and concrete pourers about an addition to the library. Brenda suggested that with the new SW City Library being built, maybe the library should wait until a tax increase could be passed, since money will get very tight with a new building. If Carrie comes up with any great ideas, she will approach the board with them.

        B. New Trustee Appointed - Marilyn O'Brien has been appointed by the County Commissioners to fill the vacancy left by Marilyn Carnell-Williams. She will begin in September.

General Public Comments - no comments

Adjourn - Sheila made a motion to adjourn the meeting, Brenda seconded, and the meeting was adjourned at 10:55 a.m. The next meeting will be held on September 13th.

McDonald County Library
Board of Trustees Minutes
September 13, 2008

Roll Call - The meeting was called to order at 10:00 a.m. Those members present were Brenda Kilby, Sheila Owens, Alice Snodgrass, Erlene Gideon, Marilyn O'Brien, and Carrie Cline.

Reading of Minutes - After reviewing the August minutes, Sheila made a motion to approve the minutes as written, Erlene seconded the motion, and it carried unanimously.

Director's Report

        *Carrie presented the August statistics, and discussed the large increase in traffic and services both libraries are experiencing.

        *Carrie received a technology grant for a new Microfilm reader, and the Friends of the Library will pay the 25% match, which is highly appreciated.

        *Carrie is giving away certificates to all of the children who participated in the Summer Reading Program at school assemblies.

        *Susan Needham has invited Carrie to speak to Anderson's 3rd and 4th graders about getting a library card at the public library.

Public comments on agenda items - no comments

Old Business - no old business

New Business - no new business

Adjourn - Brenda made a motion to adjourn the meeting, Sheila seconded, and the meeting was adjourned at 10:20 a.m. The next meeting will be held on October 11th.

McDonald County Library
Board of Trustees Minutes
October 11, 2008

Roll Call - The meeting was called to order at 10:00 a.m. Those members present were Brenda Kilby, Alice Snodgrass, Erlene Gideon, Marilyn O'Brien, and Carrie Cline. Sheila Owens was unable to attend.

Reading of Minutes - After reviewing the September minutes, Brenda made a motion to approve the minutes as written, Erlene seconded, and the motion carried unanimously.

Director's Report

        *Carrie presented the Statistics for September.

        *The Book Sale will be held the following week.

        *Carrie will be attending the MLNC workshop in Kansas City on change in the library.

        *Retha was featured on the front page of the Neosho Post, with an excellent article about the library.

        *Carrie will be holding two basic computer classes this month, and Retha will be having a private class for interested individuals who feel they need one-on-one assistance.

Public comments on agenda items - no comments

Old Business - none

New Business
        A. Computer Storage Purchase - Carrie presented a server/storage unit for a little over $800 that requires board approval. Brenda made a motion to purchase the piece of equipment, Marilyn seconded, and it passed unanimously.

General Public Comments - none

Adjourn - Marilyn made a motion to adjourn the meeting, Erlene seconded, and the meeting was adjourned at 10:30 a.m. The next meeting will be held on November 8th.

McDonald County Library
Board of Trustees Minutes
November 8, 2008

Roll Call - The meeting was called to order at 10:00 a.m. Those members present were Brenda Kilby, Alice Snodgrass, Erlene Gideon, Sheila Owens, and Carrie Cline. Marilyn O'Brien was unable to attend.

Reading of Minutes - The October minutes were discussed, and Brenda made a motion to accept the minutes as written. Erlene seconded the motion, and it passed unanimously.

Director's Report

        *Carrie presented the statistics for October, noting a new record set at Noel for one-day patron count.

        *Brenda will be leaving the board in December, and a new trustee needs to be found from the Jane area.

        *The new storage server has been installed, and is working very well.

Financial Report - After reviewing and discussing the financial reports, Erlene made a motion to accept them, Sheila seconded, and the motion passed unanimously.

Public Comments on Agenda Items - none

Old Business - no old business

New Business

        A. 2009 Budget Preliminary Discussion - Carrie reported that according to the Missouri State Library, the 2009 State Aid has been approved at the same rate as last year, so we should have some Equalization funds to expend on a new color copier. Potential raises were discussed, and Carrie will present the board with several options at the December meeting.

General Public Comments - none

Adjourn - Brenda made a motion to adjourn the meeting, Erlene seconded, and the meeting was adjourned at 10:45 a.m. The next meeting will be held on December 13th.

McDonald County Library
Board of Trustees Minutes
December 13, 2008

Roll Call – The meeting was called to order at 10:00 a.m. Those members present were Brenda Kilby, Erlene Gideon, Sheila Owens and Carrie Cline. Marilyn O'Brien and Alice Snodgrass were unable to attend. Megan Hill attended as a guest.

Reading of Minutes - The November minutes were discussed, and Brenda made a motion to accept the minutes as written. Erlene seconded the motion, and it passed unanimously.

Director's Report

*Carrie presented the statistics for November.

*In November and December, the library is accepting donations to Crosslines in lieu of fines. So far we have gathered many boxes of canned goods and over $100 in cash for Crosslines, in this time of year when they really need donations for the needy.

*The Noel Women's Club donated $100 to the Noel library, which is greatly appreciated.

*The NBC Nightly News did a great story on the rising usage of libraries, while the funds are being cut nationwide. Carrie went on to explain that our usage has greatly increased this year, which places more demand on staff hours, materials, and processing.

*Margaret Conroy, the Missouri State Librarian, spoke at MPLD and warned that much of State Aid will be cut this coming year as the new governor is inheriting a large deficit. This means that our Equalization could be completely gone, and State Aid cut a lot, something to keep in mind as we set the budget for 2009.

*Carrie spoke with the County Assessor's Office, which said they had inadvertenly charged Wal-Mart double last year, which means in 2009 they will be paying very little, also greatly impacting our budget.

Financial Report - After reviewing and discussing the financial reports, Erlene made a motion to accept them, Brenda seconded, and the motion passed unanimously.

Public comments on agenda items - none

Old Business
            A. SW City Library Update - Megan Hill presented the approved floor plan of the proposed library, then presented a Commitment Resolution for the board to look at and decide on at the January board meeting. This Resolution states that we agree to take on the library when it is finished, and that we will work closely together with the Foundation to establish a formal possession document.

New Business
            A. 2009 Budget - Carrie presented a proposed budget, including a proposed 2% across-the-board raise. Brenda Kilby raised the question of making certain employees salaried, and Carrie will return with different budgets for this at the January meeting. Until then, Brenda made a proposal to accept Carrie's Proposed 2009 Budget as written, Erlene seconded, and it passed unanimously. This budget can be amended throughout the year to reflect current situations.

            B. Jane Trustee - The library wishes to thank Brenda Kilby for her many years of faithful service to the McDonald County Library Board. A search will begin immediately to find a replacement in the Jane area.

General public comments - none

Adjourn - Erlene made a motion to adjourn the meeting, Brenda seconded, and the meeting was adjourned at 11:20 a.m. The next meeting will be held on January 17th.