Mexico-Audrain Library District Regular Meeting, January 9,2018 Mexico Branch

Transcription

1 Mexico-Audrain Library District Regular Meeting, January 9,2018 Mexico Branch Members Present: Aggie Deimeke, Amy Childs, Connie Hesse, Ruth Calcaterra, Bob Fenlon, Kathy Craghead, and Gina Gilman. Also present: Kathy Kephart Presentation: Programs offered and patrons served through the Children's Department of the Mexico Branch byaletha Taylor, Children's Coordinator. Call to Order: by President Aggie Deimeke following presentation. Consent Items Accepted: Minutes for both November and December and financial report. Director's Report: as distributed. Statistical Report as distributed. Committee Reports: Finance/Endowment/Investment: No report. Property/Equipment/ Building: No report Personnel: No report Unfinished Business: None New Business: Motion made and passed to accept Gina Gilman as the new secretary for the Board. February Board Meeting canceled due to multiple conflicts. Board Training Video Subscription to Newsbank for Kansas City Star access for patrons. New Branch Manager for Martinsburg was announced: Kim Boyle Patron concerns: None Meeting Adjourned, Motion Accepted

2 The Mexico-Audrain County Library District Board of Trustees did not meet in the month of February 2018 Next scheduled meeting March 13, 2018 at the Mexico Headquarters

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4 Mexico Audrain County Library District Board of Trustee s Monthly Meeting April 10, The meeting was called to order by President Deimeke at 6:30pm. Members in attendance were Amy Childs, Kathy Craghead, Aggie Deimeke, Bob Fenlon, Gina Gilman, Connie Hesse, and Steve Sims. Kathy Kephart, Monica Taylor, Christal Bruner and Randy Ownings. **7-0 President Deimeke made a 6:35 to Adjourn into Executive Session pursuant to Section (1), (2), and (3) of the Revised Statutes of Missouri pertaining to legal actions, real estate, and personnel. Fenlon seconded the motion. A vote was taken yielding 7:17 Fenlon moved to return back to Open Session. Deimeke seconded the motion. A vote was taken yielding 7-0. Yes votes from Childs, Craghead, Deimeke, Fenlon, Gilman, Hesse, and Sims. o Hesse made a motion to accept Christal Bruner as the Interim Library Director for Mexico-Audrain County Library District as of Sims seconded the motion. A vote was taken yielding 7-0. Yes votes from Childs, Craghead, Deimeke, Fenlon, Gilman, Hesse, and Sims. Christal agreed to serve as the Interim Director beginning on Consent Items 2-1 Approval of Bills A motion was made by Craghead to accept the bills as submitted. Childs seconded the motion. A vote was taken yielding 7-0. Yes votes from Childs, Craghead, Deimeke, Fenlon, Gilman, Hesse, and Sims. 2-2 Approval of Minutes- A motion was made by Craghead to accept the bills as submitted. Childs seconded the motion. A vote was taken yielding 7-0. Yes votes from Childs, Craghead, Deimeke, Fenlon, Gilman, Hesse, and Sims. 3-0 Director s Report- Sent in monthly board packet 4-0 Statistical Reports- Sent in monthly board packet 5-0 Committee Reports 5-1 Finance /Endowment/ Investment Fund - Fenlon, Sims

5 Monica Taylor will be exploring banking options for our future investments. She will be presenting us with options during the upcoming board meeting. 5-2 Property / Equipment/ Building Childs, Fenlon, Hesse Childs will be contacting the builder of the Vandalia Library Building to address several concerns that have been noted. 5-3 Personnel Craghead, Gilman, Hesse 5-4 Unfinished Business Bruner reported they are actively working on the July 14, years of the library celebration, she will keep the board posted as plans finalize. 5-5 New Business Craghead moved to order gravel from Eddie Hoover to be immediately placed on the parking lot area in Vandalia that currently is a mud hole. Gilman seconded the motion. A vote was taken yielding 7-0. Yes votes from Childs, Craghead, Deimeke, Fenlon, Gilman, Hesse, and Sims. Next board meeting will be held on Wednesday, May 16 at 10:30am at the Mexico Library. 6-0 Patron Concerns- None noted 8-0 Adjournment- At 8:10 pm a motion was made by Craghead to adjourn the meeting. Childs seconded the motion. A vote was taken yielding 7-0. Yes votes from Childs, Craghead, Deimeke, Fenlon, Gilman, Hesse, and Sims.

6 Mexico Audrain County Library District Board of Trustee s Monthly Meeting May 16, The meeting was called to order by Chairman Deimeke at 10:30 a.m. Members present included Aggie Deimeke, Amy Childs, Robert Fenlon, Steve Sims, and Connie Hesse. Roslyn Dial was welcomed as a new member. Her appointment to the board was made by the Mexico City Council. Members absent included Kathy Craghead and Gina Gilman. 2.0 Consent items 2.1 Approval of bills with a motion by Fenlon, second by Childs; motion passed 6-0 by roll call vote. 2.2 Approval of minutes with a motion by Fenlon, second by Childs; motion passed 6-0 by roll call vote. 3.0 Director s Report - sent in packet 4.0 Statistical Report- sent in packet 5.0 Committee reports 5.1 Finance, Endowment & Investment Fund Committee- Sims, Fenlon. Monica Taylor in conjunction with working with Steve Sims and Bob Fenlon reported the library district has approximately $1,526,00 in available funds for daily operation and investment purposes. This amount does not include the endowment or the restricted fund monies. The finance committee will secure investment options using a tiered plan for the monies available beyond expenses and emergency funds. 5.2 Property & Equipment Committee-Hesse, Fenlon, Childs. Amy Childs reported she is working on building repair issues at the Vandalia facility. Christal Bruner reported she is securing bids for repairing or replacing the air conditioning unit in the Mexico facility. 5.3 Personnel Committee-Craghead, Hesse, Gilman. Connie Hesse reported that the position of director will be open for accepting in house applications from May 16-June 4. Gina Gilman will retrieve the mail from the lock box during the application process. Connie Hesse also reported the committee is planning to present an updated evaluation form for use in evaluating the position of director. The committee also will review the total amount of money the district is spending on the benefit package for full time and part time personnel. 6.0 Unfinished business-director Deimeke distributed a copy of the Board of Trustee By-Laws to Roslyn Dial. 7.0 New business- 7.1 The painting and carpet project at the Mexico facility is complete. There will be a ceremony at 11 a.m. on July 14 commemorating the opening of the Carnegie building at the Mexico facility. Board member Hesse was not present for the remainder of this meeting. 7.2 A motion was made by Fenlon, second by Sims to compensate the interim director by $2.00 per hour retroactive to April 10 and continuing until a permanent director is hired. Motion passed 5-0 by roll call vote. 7.3 A motion was made by Fenlon, second by Childs to pay vacation monies owed to a former maintenance employee. Motion passed 5-0 by roll call vote. 8.0 Patron concerns-president Deimeke read a letter from a concerned patron. No action was taken. 9.0 Staff concerns-none 10.0 The meeting was adjourned at 11:39 a.m. with a motion by Dial, second by Sims. Motion passed 5-0 with a roll call vote The next regular meeting is scheduled for Wednesday, June 20, 10:30 a.m. at the Martinsburg Library.

7 Mexico-Audrain County Library District Minutes for Board of Trustee s Monthly Meeting June 20, 2018 Call to Order: The meeting was called to order by President Deimeke at 10:40 a.m. Board members present included Amy Childs, Roslyn Dial, Aggie Deimeke, Bob Fenlon, Connie Hesse, and Steve Sims. Board member Gina Gilman was not present at this time. Also present: Library Director, Christal Bruner; Office Manager, Monica Taylor; and Martinsburg Library Branch Manager, Kim Boyle. Consent items: Approval of minutes for May 16 with a motion by Fenlon, second by Dial; motion passed 6-0 by roll call vote. Yes votes from Childs, Dial, Deimeke, Fenlon, Hesse and Sims. Approval of minutes for June 12 special meeting with a motion by Hesse, second by Childs; motion passed 7-0 by roll call vote. Yes votes from Childs, Dial, Deimeke, Fenlon, Hesse, Sims and Gilman. Gilman attended by speakerphone at this time. Approval of bills with a motion by Fenlon, second by Sims; motion passed 7-0 by roll call vote. Yes votes from Childs, Dial, Deimeke, Fenlon, Hesse, Sims and Gilman. Monthly Reports: Director s Report sent in packet Bruner informed the board that a district-wide staff meeting will be held at Mexico headquarters on June 26th. Mare Prosso has been chosen as Assistant Director. Ruth Taylor is working part-time processing adult books. Donations received in memory of board member Kathy Craghead will be used to purchase books Kathy would like. A list of potential board members was sent to the County Commissioners. Statistical Report sent in packet Committee reports: Finance/Endowment/Investment Fund Committee Fenlon, Sims Taylor is working on preparing the information needed by the new auditor, Cochran, Head, and Vick (CHV). There have been several procedural changes by CHV compared to previous audits. The State Auditor has been notified that we are actively working on the audit. We were told to send preliminary reports by the due date and send the final audit report when completed. We re waiting for the final cost of the Mexico air conditioner repair before re-opening the Restricted CD. Property/Equipment/Building Committee Childs, Fenlon, Hesse Vandalia plumbing and carpeting are top priorities. Childs called Oak Ridge Contractors four times this month and has not received a response from them. Sims will follow up on this. The Mexico air conditioner repair is moving forward. IFS is waiting for parts to arrive.

8 Personnel Committee Gilman, Hesse Director Bruner s employment contract is signed. Gilman will send a press release about Bruner to the Mexico Ledger and Vandalia Leader. Unfinished business: Plans for the 50 year anniversary celebration on July 14th are on track. T-shirts are being made for the board and staff which will be paid for by The Friends of the Library. Mexico sidewalks will be repaired shortly after the July 14th celebration. Gilman left the meeting at this time. New business: The Friends of the Library will pay for a plaque in honor of board member and library supporter, Kathy Craghead. Childs made a motion to amend the board of trustees bylaws to state that all committees will have a minimum of two members. Fenlon seconded the motion. Motion passed 6-0 by roll call vote. Yes votes from Childs, Dial, Deimeke, Fenlon, Hesse and Sims. As there will be no board meeting in July, it was decided to select next year s slate of officers at this meeting. The slate of officers for the coming year will be: Aggie Deimeke, President; Steve Sims, Vice-President; Bob Fenlon, Treasurer; Gina Gilman, Secretary. Hesse made a motion to accept the slate of officers, Childs seconded; motion passed 6-0 by roll call vote. Yes votes from Childs, Dial, Deimeke, Fenlon, Hesse and Sims. Committee members for the coming year, as appointed by President Deimeke, will be: Finance - Fenlon and Sims Property and Equipment - Childs, Fenlon and Sims Personnel - Dial, Gilman and Hesse Martinsburg Branch Manager, Kim Boyle, discussed programs at Martinsburg for summer reading. Patron concerns: None. Staff concerns: None. Executive Session: None. Adjournment: The meeting was adjourned at 11:30 a.m. with a motion by Childs, seconded by Sims. Motion passed 6-0 with a roll call vote. Yes votes from Childs, Dial, Deimeke, Fenlon, Hesse and Sims. Next meeting: There will be no meeting in July. The next regular meeting is scheduled for 10:30 a.m. Wednesday, August 15th at Laddonia s Ed French Memorial Library. The address is 408 E 2nd St.

9 Mexico Audrain County Library District Board of Trustee s Special Board Meeting June 12, The meeting was called to order by President Deimeke at 9:05 am. Members in attendance were Amy Childs, Aggie Deimeke, Roslyn Dial, Gina Gilman, Connie Hesse, Monica Taylor, & Christal Bruner. 2-0 Personnel Gilman & Hesse 2-1 Interview Process: Gina Gilman explained the interview process and forms to be used. 2-2 Board members Interviewed Christal Bruner from 9:08-9:55. Amy Childs moved that the board offer Christal Bruner the position of the Director of the Mexico Audrain County Library District. Aggie Deimeke seconded the motion and a vote was taken: 5-0 Amy Childs, Aggie Deimeke, Roslyn Dial, Gina Gilman, and Connie Hesse, - all voting in favor of offering Bruner the position. 2-3 The Personnel Committee presented several proposed adjustments to district salaries to be given to the director for consideration. 2-4 Bruner returned to the meeting along with Taylor for the remainder of meeting. Bruner was offered the position and accepted. 2-5 Gilman was asked to draft a Press Release to be sent out to the Mexico Ledger and the Vandalia Leader. She will draft a copy, get feedback, then send it out prior to the next regular board meeting. 2-6 Monica Taylor will be organizing a Meet and Greet to occur at all branches so Christal can introduce herself to all the patrons and be onsite at all branches. 2-7 All members were encouraged to Like the Facebook Audrain County Library District and view it often to note upcoming events and activities occurring at each of our branches. 3-0 Property / Equipment/ Building Childs, Fenlon, Hesse 3-1 Bruner presented 3 bids for fixing the leak in one of the air conditioning units. After reviewing all bids a vote was taken: 5-0 Amy Childs, Aggie Deimeke, Roslyn Dial, Gina Gilman, and Connie Hesse, - all voting in favor of accepting the bid from Integrated Facility Services IFS. 4-0 Adjournment- Diemeke adjourned the meeting at 10:30am 4-1 A motion was made by Roslyn Dial to adjourn the meeting. Childs seconded the motion. A vote was taken 5-0 Amy Childs, Aggie Deimeke, Roslyn Dial, Gina Gilman, and Connie Hesse all voting in favor to adjourn. Respectfully Submitted by Gina Gilman

10 The Mexico-Audrain County Library District Board of Trustees did not hold a meeting in the month of July 2018.

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