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McDonald County Library
Board of Trustees Minutes
 January 8, 2011

Roll Call – The meeting was called to order at 10 a.m. Those members present were Carrie Cline, Alice Snodgrass, Sheila Owens, Rachel Abercrombie, Erlene Gideon and Ann Crowder-Sanders. Charlie Brown attended as a guest.

Reading of Minutes – After reading and discussing the December minutes, Sheila made a motion to approve the minutes with one correction — to add Jay Mitchell’s last name in Old Business. Rachel seconded, and the minutes were passed unanimously with the one change.

Director’s Report:

Financial Report – After reviewing the reports, Erlene made a motion to approve them, Rachel seconded, and it passed unanimously

Public Comments on Agenda Items – there were none.

Old Business – none

New Business:

A. Finalize 2010 budget – Carrie presented the 2010 total budget figures and proposed a few amendments to different line items to present a completed and accurate budget. After discussion, Ann made a motion to approve the proposed final budget, Sheila seconded, and the motion passed unanimously.

General Public Comments – none

Adjourn – Sheila made a motion to adjourn the meeting, Erlene seconded, and the meeting was adjourned at 11:06 a.m. The next meeting will be held on February12th.


McDonald County Library
Board of Trustees Minutes
February 12, 2011

Roll Call – The meeting was called to order at 10:10 a.m. Those members present were Carrie Cline, Alice Snodgrass, Ann Crowder-Sanders and Erlene Gideon. Sheila Owens and Rachel Abercrombie were unable to attend.

Reading of Minutes – After reading and discussing the January minutes, Ann made a motion to approve the minutes as written, Erlene seconded, and it passed unanimously.

Director’s Report –

Financial Report – After reviewing the reports, Erlene made a motion to approve the financial reports, Ann seconded, the they were approved unanimously.

Public comments on agenda items – no comments

Old Business – no old business

New Business – no new business

General public comments – no comments

Adjourn – Erlene made a motion to adjourn the meeting, Ann seconded, and the meeting was adjourned at 10:30. The next meeting will be held on March 12th.


McDonald County Library
Board of Trustees Minutes
March 12, 2011

Roll Call – The meeting was called to order at 10:20 a.m.  Those members present were Carrie Cline, Sheila Owens, Rachel Abercrombie, Erlene Gideon and Ann Crowder-Sanders.  Alice Snodgrass was unable to attend, and Megan Hill attended as a guest.

Reading of Minutes – After reading and discussing the February minutes, Ann made a motion to accept the minutes, Erlene seconded, and the minutes were approved as written.

Director’s Report

Financial Reports – After reviewing the financial reports, Erlene made a motion to approve them, Rachel seconded, and the motion passed unanimously.

Public Comments on Agenda Items – no comments

Old Business

New Business – none

General public comments – none

Adjourn – Rachel made a motion to adjourn the meeting, Ann seconded, and the meeting was adjourned at 11:09 a.m.   The next meeting will be held on April 9th.



McDonald County Library
Board of Trustees Minutes
April
9, 2011

Roll Call – The meeting was called to order at 10:00 a.m.  Those members present were Carrie Cline, Alice Snodgrass, Sheila Owens, Ann Crowder-Sanders, and Rachel Abercrombie.  Erlene Gideon was unable to attend.

Reading of Minutes – After reading and discussing the March minutes, Sheila made a motion to approve them as written, Ann seconded, and the minutes were approved unanimously.

Director’s Report

Financial Report – After reviewing the financial reports, Ann made a motion to approve them, Rachel seconded, and they were approved unanimously.

Public comments on agenda items – no comments

Old Business
A.  Transfer Agreement – Rachel made a motion to approve the transfer agreement between the Southwest City Library Foundation and the McDonald County Library as written, Ann seconded, and it was approved unanimously.

New Business – none

General public comments – none

Adjourn – Rachel made a motion to adjourn the meeting, Sheila seconded, and the meeting was adjourned at 11:10 a.m.  The next meeting will be held on May 14th.


McDonald County Library
Board of Trustees Minutes
May
14, 2011

Roll Call – The meeting was called to order at 10:00 a.m.  Those members present were Carrie Cline, Alice Snodgrass, Sheila Owens, Ann Crowder-Sanders, Erlene Gideon and Rachel Abercrombie.

Reading of Minutes – After reading and discussing the April minutes, Ann made a motion to approve them as written, Sheila seconded, and the minutes were approved unanimously.

Director’s Report

Carrie presented the statistics for April. The Noel library’s circulation keeps growing, and next month we will see Southwest City’s first statistics report.

Financial Report – After reviewing the financial reports, Ann made a motion to approve them, Erlene seconded, and they were approved unanimously.

Public comments on agenda items – no comments

Old Business – none

New Business

A. Salary Adjustment – Carrie presented the current pay scale and two employees were changed from salary back to hourly at their request. Erlene made a motion to accept the new salary schedule, Ann seconded, and it passed unanimously.

General public comments – none

Adjourn – Sheila made a motion to adjourn the meeting, Rachel seconded, and the meeting was adjourned at 11:10 a.m.  The next meeting will be held on June 11th.



McDonald County Library
Board of Trustees Minutes
June 11, 2011

Roll Call – The meeting was called to order at 10:05 a.m. Those members present were Carrie Cline, Sheila Owens, Rachel Abercrombie, Ann Crowder-Sanders and Alice Snodgrass. Erlene Gideon was unable to attend.

Reading of Minutes – After reading and discussing the May minutes, Sheila made a motion to approve the minutes as written, Rachel seconded, and it carried unanimously.

Director’s Report

  • Carrie presented the statistics for May. They included the very first set of stats for the new Southwest City Library.
  • Carrie asked the McDonald County Telephone Company for a free basic cable drop to the Pineville Library, as an additional means of providing ongoing and current information to the public, such as weather and news. They graciously agreed and it has now been installed.
  • The Summer Reading Kick-Off was a great success, and the first program at Southwest City had over 60 attendees. The Pineville event on Thursday evening was the largest crowd ever, with 98 counted. Carrie is thankful for all of those at both libraries who are volunteering their time to make this such a huge success.
  • Dalana Fuller will host an Adult Summer Reading program next Saturday, June 18th at 5 p.m. at the Pineville Library. A scrapbooking specialist will be presenting Basic Scrapbooking Techniques, and all are invited.
  • Because of scheduling conflicts, the July meeting will be cancelled.

Financial Report – After reviewing the May financial reports, Rachel made a motion to approve them, Ann seconded, and it passed unanimously.

Public comments on agenda items – none

Old Business – none

New Business

A. Check Signatures – Carrie opened a discussion about signatures on the checks. Library policy states that there must be two signatures on each check, but the bank only requires one. There are times when Carrie must get a check in the mail to avoid penalties, but has no time to contact a board member for that additional signature. She presented policies of other public libraries, from only board signatures and no director’s signature at all, to only the director’s signature on each check. The board discussed ways to help Carrie with this problem while protecting the director and staff from any appearance of maleficience. It was decided to put Ann on the bank signature card, and she already has a signature stamp for emergencies. Carrie is to work on a policy for this by the next meeting.

General public comments – none

Adjourn – Sheila made a motion to adjourn the meeting, Ann seconded, and the meeting was adjourned at 10:40 a.m. The next meeting will be held on the third Saturday of August, August 20th and will include the annual Tax Levy Hearing.


McDonald County Library
Board of Trustees Minutes
July


(no meeting scheduled for this month)


McDonald County Library
Board of Trustees Minutes
August 20, 2011

Tax Levy Hearing – After reviewing paperwork, Alice Snodgrass made a motion to set our 2012 tax levy to our voted ten cents as allowed by the Missouri State Auditor’s Office. Ann Crowder-Sanders seconded the motion, and the motion was approved unanimously.

Call to Order – The regular board meeting was called to order at 10:10 a.m. Those members present were Alice Snodgrass, Erlene Gideon, Ann Crowder-Sanders, Rachel Abercrombie, Sheila Owens, and Carrie Cline.

Reading of Minutes – After reviewing the June minutes, Sheila made a motion to approve them as written, Erlene seconded, and it was approved unanimously.

Director’s Report

  • Carrie presented the statistics for June and July.
  • Carrie gave a report on the totals for the 2011 Summer Reading Program and graphed ages and grades of participants. This year was a huge success, thanks in part to the Missouri State Library Summer Reading Program grant and the $1000 donation from our local Wal-Mart.
  • The Friends of the Library disbanded, but gave donations to the Pineville library for new ceiling tiles, notebooks for archiving old newspaper clippings and scrapbooks, a toaster oven, stools, landscaping, and the remained will be put in the building fund CD when it next comes due.
  • Carrie has continued with her current Pre School Story Times each week, with Pineville at 10 a.m. on Thursdays, and Southwest City at 12:30 each Thursday. The Pineville event remains very popular, and the Southwest City group keeps growing in size.
  • Carrie presented each trustee with their term limits and when each expires.

Financial Report – After reviewing the financial reports, Erlene made a motion to approve them, Ann seconded, and they were approved unanimously. Carrie also presented current budget totals for the year.

Public comments on agenda items – none

Old Business – no old business

New Business

  1. Policy Amendments – Carrie presented many library policies that need to be updated and amended.

*Section E - Section 1 needs to be changed to include all of the holidays that the library is actually closed. Also, the following statement needs to be added… “The library will close early the day before Thanksgiving, Christmas Eve and New Year’s Eve.” Section 2 needs to be deleted completely as it is no longer relevant. Section 3 needs to be amended to reflect the hours of the newest library. Rachel made a motion to approve the amendments with the added sentence, Ann seconded, and the motion passed unanimously.

*Section G – The Application for Use of Community Room needs to be added to this section. Sheila made a motion to approve this amendment, Erlene seconded, and it was approved unanimously.

*Section L – Under Budget, the annual budget needs to be submitted at the December meeting, not the January meeting. Paragraph 2 needs to be rewritten…”The budget summary will be written in accordance with Sections 67.010 through 67.100 RSMo 1986.” Under Financial Management #1, the word maintain needs to be replaced with oversee. #2 – Instead of “Secretary-Treasurer”, it should read “Director.” Under “Miscellaneous, #3 – Should read “Library funds may be used to pay the dues of the Missouri Library Association and the American Library Association for the Librarian, the Board of Trustees, and any staff who so desires as approved by the Librarian. Membership dues to any other organization will be at the expense of the individual concerned. Membership dues that are due in conjunction with attending a library conference will be paid by the library as part of the registration fees.”

Ann made a motion to approve each of these changes, Rachel seconded, and the motion passed unanimously.

*Section M – Under Car Expenses, “A standard rate” is changed to “The IRS standard rate.” The following sentences should be deleted…”The rate shall be established at the regular board meeting in January of each year. Condition of employment for the library staff is the use of a personal automobile for any library business within five miles of the library.” The following sentence shall be added…”Staff members may not be paid mileage to drive to the library building they are scheduled to work at. Mileage will be paid for any errand between libraries or for supplies, as approved by the Director.” Under Records, the last sentence shall be deleted. Rachel made a motion to approve each of these changes, Ann seconded, and the motion passed unanimously.

*Section N – shall be deleted. Sheila made a motion to delete Section N, “Cost of Living Allowance,” Ann seconded, and the motion passed unanimously.

*Section O – Reports – #1 – Should say…”The librarian will submit a monthly Statistical and Director’s Report on the activities of the library comparing month with the same month the previous year as well as other data the Board might request.” The next sentence shall be deleted. #2 and #3 shall be deleted. Rachel made a motion to approve the amendments and deletions, Sheila seconded, and the motion passed unanimously.

*Section R – All referrals to the Library Director shall be deleted and the Statement defining an Exempt Salaried employee shall be added. Ann made this motion, Sheila seconded and it passed unanimously.

*Section S – Medical Benefits – Should read “Employees may purchase supplemental health plans through the McDonald County Library. The Library Board will pay $20 per month per employee who wishes to take advantage of these plans.”

Sheila made a motion to approve these changes, Ann seconded, and it passed unanimously.

*Section CC – Sheila made a motion to approve and adopt the “Petition Signing at Library” policy as written, Rachel seconded, and it was approved unanimously.

*Use of Facsimile Signature Stamp – Rachel made a motion to approve the following policy… “A facsimile signature stamp of a current board member may be used by the Director to sign checks only if all board members on the bank signature card are unavailable during a situation with a time constraint.” Ann seconded this, and it was approved unanimously.

B – Hour Amendments – Sheila made a motion to approve the following changes to the operating hours of the library:

At the main library –

Monday-Friday – 9 am to 6 pm instead of 7.

Saturday – 9-3 instead of 5.

At the Noel Library –

Tuesday – Friday – 11 am – 6 p.m.

These new hours will go into effect the Tuesday after Labor Day (September 6th). Ann seconded this motion and it passed unanimously.

General public comments – none

Adjourn – The meeting was adjourned at 12:00. The next meeting will be held on October 8th.



McDonald County Library
Board of Trustees Minutes
September

(no meeting scheduled for this month)


McDonald County Library
Board of Trustees Minutes
October
8, 2011

Call to Order – The meeting was called to order at 10:05 a.m.  Those members present were Alice Snodgrass, Ann Crowder-Sanders, Rachel Abercrombie, Sheila Owens, and Carrie Cline.  Erlene Gideon was unable to attend.

Reading of Minutes – After reviewing the August minutes, and finding one grammatical error, Ann made a motion to approve the minutes with the one correction, Sheila seconded, and the motion passed unanimously.

Director’s Report

  •     Carrie presented the Statistics for August and September.
  •     The library has held the fall book sale all week and has currently made just over $600.
  •     The library’s web site has a Community Calendar which features all of the library classes going on at each building.
  •     Carrie just returned from a wonderful Missouri Library Association Fall Conference.


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

Public Comments on Agenda Items – none

Old Business – none

New Business – none

General Public Comments – none

Adjourn – Ann made a motion to adjourn the meeting, Rachel seconded, and the meeting was adjourned at 10:45 a.m.  The next meeting will be held on November 12th.


McDonald County Library
Board of Trustees Minutes
November
12, 2011

Roll Call – The meeting was called to order at 10:10. Those members present were Carrie Cline, Ann Crowder-Sanders, Erlene Gideon, and Sheila Owens by phone. Rachel Abercrombie and Alice Snodgrass were unable to attend.

Reading of Minutes – After reading and discussing the October minutes, Ann made a motion to approve the minutes, Erlene seconded, and the motion passed unanimously.

Director’s Report

  •  Carrie presented the statistics for October.
  •  The Southwest City Library has held several very successful adult classes, and the Pineville Library has held several crafting classes for adults.
  •  The weekly Story Times as both libraries have grown and are booming. The Pineville Story Time, held each Thursday at 10 a.m., recently had over 50 people in attendance. The Southwest City Story Time, held each Thursday at 12:30 p.m., has been maintaining a faithful group of 10.
  •  The last Southwest City Christmas Home Tour will be held on Saturday evening, December 10th, from 4-8 p.m. All proceeds go to the Foundation to benefit the library, and the library itself will be part of the tour. Tickets are $10 again this year.

Financial Report – After reviewing the financial reports, Erlene made a motion to approve them, Ann seconded, and the motion passed unanimously.

Public comments on agenda items – none

Old Business – none

New Business – none

Adjourn – Ann made a motion to adjourn the meeting, Erlene seconded, and the meeting was adjourned at 10:30. The next meeting will be held on December 10th.


McDonald County Library
Board of Trustees Minutes
December
10, 2011

Roll Call – The meeting was called to order at 10:15 a.m. Those members present were Sheila Owens, Rachel Abercrombie, Ann Crowder-Sanders, Erlene Gideon and Carrie Cline. Alice Snodgrass was unable to attend.

Reading of Minutes – After reviewing the November minutes, Ann made a motion to accept them as written, Erlene seconded, and the motion was passed unanimously.

Director’s Report

  • Carrie presented the November statistics.
  • Saturday evening (December 10th) is the final Southwest City Christmas Home Tour, which Carrie, Tammy, and Retha will be working, representing the library. Tickets are $10 each, and this is the final year of this event. As always, all proceeds go to the Southwest City Foundation to benefit the library.
  • Carrie will be attending a “town meeting” sponsored by the Missouri State Library, discussing future plans and needs of LSTA funds. Carrie talked about the huge impact the courier service has had on meeting the needs of our patrons through InterLibrary Loan, and the different grants we’ve taken advantage of, such as Summer Reading Program and Mini-Tech (copiers). The meeting will be held in Springfield and will give every Library Director a chance to voice their opinions.
  • The library is collecting donations for Crosslines in lieu of fines in December. For those with large fines, if they donate any amount of money over $1, they can clear their accounts, and help a worthy organization.

Financial Reports – After reviewing the financial reports, Ann made a motion to accept them, Rachel seconded, and the motion was passed unanimously.

Public comments on agenda items – none

Old Business – none

New Business

A. Setting 2012 Budget – Carrie presented a Proposed 2012 budget for the board’s consideration. Costs have gone up and property tax revenue hasn’t, so several cuts must be made to live within our means. After discussion, Ann made a motion to accept the Proposed Budget as written with the caveat that if the personnel cuts can be found anywhere else, keeping our current personnel should be given highest priority. Erlene seconded, and it passed unanimously.

B. Book Sale Proposal – Ann proposed that during the library book sales, the library would provide a box for paperback and magazine donations that could be send overseas to servicemen and women during the Christmas season. An organization has already been providing this service, but could use more donations. The proposal was accepted by general consensus.

General public comments – none

Adjourn – Erlene made a motion to adjourn the meeting, Rachel seconded, and the meeting was adjourned at 11:40 a.m. The next meeting will be held on January 14th.