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
- 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.
