Loading...
HomeMy WebLinkAboutUntitledCAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, January 26th, 2012 n, 7am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, .January 26th, 2012. Present: Joan Slaughter, Fran Austin, Ed Thompson, Jill Miller, Stat Irwin, Sheryl Smith. Jeff Long, Angel Hillman, Kevin Greaser. Also present: Director Betty Martin. Linda Bailiff. MINUTES 'Che November minutes were reviewed. Sheryl noted that the "Attendance" and "Minutes" portion of the test stated we were reviewing October instead of November. With that correction, Sheryl made a motion to approve the November minutes, Jeff seconded the motion. Motion passed. BILLS Current bills were presented. Jill made a motion to approve payment of the bills, seconded by Kevin. Motion passed. PRESIDENT'S President Ed Thompson reviewed the Committee assignments as follows: REPORT Building & Grounds: Sheryl Smith. Chair; Jeff Long, .loan Slaughter and Fran Austin. Budget & Personnel: Kevin Greaser, Chair; Angel Hillman, Jill Miller, Jeff Long. Bylaws & Policies: Jill Miller. Chair; Sheryl Smith, Kevin Grcaser, Stan Irwin. Public Relations: Angel I Tillman, Chair; Joan Slaughter, Stan Irwin, Fran Austin. Jill made a motion to approve the subcommittees, seconded by Sheryl. Motion passed. Stan Irwin suggested the CGPL Mission Statement be added to the agenda each month which will be done beginning in February. DIRECTOR'S Betty thanked the Board members for bringing goodies to the staff during the REPORT holiday season. BETTY MARTIN Audit: The 2010-11 Audit was reviewed and discussed. Wall Covering: The quote from Kiefner Construction is $5100 to remove, finish out the wall, and replace the wall covering in the Geraldine Hirsch room. 'Ibis includes labor and material. Collection Agency Update: The totals since August: $2,483.21 in cash and $5,120.53 in materials. 49.07% of dollars activated have been accounted for. Food for Fines: 'I ook in 577 food items for the Fish food pantry (vs. 645 last year). We have recently discovered the majority of the food items being collected are coming from food pantries. While this is concerning, the Board feels that it's not worth the time to try to "police" and will leave the decision about future food drives up to Betty. Missouri Public Library Directors meeting in December: Betty attended a meeting of medium sized public library directors and found it beneficial. The MPLD meeting had presentations on: QR codes, MOU.nef update. State Library Update, N-10Broadband Now Initiative and an update hour the attorney on retainer. One topic that came up was a needed revision of the Public Library Standards that were first written in 1996. As Chair of MLA's Public library Cornmmtav of Interest, Betty offered to head the revision committee. The first niccling will be in February in Jefferson City iullowing Advocacy Day. Request to attend PLA in Philadelphia: Betty submitted a request in the amount of $] 594 to attend and hopes to find sonic good speakers for MLA, since she is the chair of the Public i,ibrary Community of interest committee. Plan made a motion lu approve the request, seconded by Joan. Motion passed. Library Advocacy Day is Tuesday. February 7"'. Betty will be traveling to Jefferson City the day before and returning on the 8". BUDGET & Recent purchases were reviewed from the list of hills. PERSONNEL The Director's [evaluation form was distributed and should be returned to Kevin Greaser at the February meeting,. The Budget R personnel committee will meet following the February board meeting. FRIENDS The Spring book sale will lie held March 2.4, 2012, Let _voor fin ids know that we are accepting donations. The newly elected oflicers of the Friends Foundation are as follows: Will Miller, President. Cato! Veneziano, Vice President. Mary McC'Iary. Secretary= 'Treasurer. he Friends Foundation approved grants ill the amour: of $8.772 or $9376 (if 2 outside grants are not approved). Will fund reading clubs. special performers, teen programming, and some materials. 1ef'.' Long volunteered io attend the next Friends Foundation mee!hle ole Tuesday. Feb 21" at 5:30pni. ADJOURNMENT Jill made a motion to adjourn the meeting seconded by Sheryl. Motion passed. Meeting was adjourned at 8:05 am. NEXT MEETING Thursday, February 21 st, 2012 (7i! 7am. Cape Girardeau Public Library Recorder — Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, February 23rd, 2012 Oat lam Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, February Public Library Standards Committee: The first meeting was held in Jefferson City on February S°', with 11 people attending. New Sidewalk: 'I he City of Cape will be building a sidewalk from the library north to the day care on Clark Street. 23rd, 2012. Present: Joan Slaughter, Fran Austin, Ed'fhompson, Jill Miller, Sheryl Smith, Angel Hillman, Kevin Greaser. Also present: Director Betty Martin, Linda Bailiff. Absent: Stan Irwin, Jeff Long. MINUTES The January minutes were reviewed. Sheryl made a motion to approve the minutes, Joan seconded the motion. Motion passed. BILLS Current bills were presented. Kevin made a motion to approve payment of the bills, seconded by Fran. Motion passed. PRESIDENT'S President Ed Thompson asked board members to give the Director's evaluation to REPORT Kevin. DIREC'TOR'S Library Advocacy Day in Jefferson City: Was held on February 7°i and Betty REPORT visited with Rep. Wayne Wallingford. Sen. Crowell was in Cape that day. Also BETTY MARTIN visited with a few Representatives at the evening reception. The message to legislators was to approve the funding recommended by the Governor. No change in State Aid or REAL funds. We always caution legislators on any bills that would affect properly taxes as this is 95% of our operating budget. Betty handed out Legislative Update notes and Facts about Missouri Public Libraries. Wall covering in Geraldine Hirsch room: The old covering was removed, the plywood wall has been sealed and new covering has been replaced. The cost estimate is for $5100 and will be paid for with project money. Collection Agency Update: In January, recovered $200.77 in cash and $674.76 in materials. The board discussed going back further in time to try to collect cash/materials and decided that the materials would probably be worn our outdated by now, but left the final decision to library staff. The phone calls system has taken awhile to get working correctly, and should be fixed soon. Staff Development Day: Will be held on Friday, March 9". Main topics will be communication and enhancing memory. A representative from Sl. Francis Hospital will be coming to talk about health issues. Will also review some technology with staff and will end with a team building exercise. The Library will be closed. Public Library Standards Committee: The first meeting was held in Jefferson City on February S°', with 11 people attending. New Sidewalk: 'I he City of Cape will be building a sidewalk from the library north to the day care on Clark Street. Technology Conference Request Would like to send Barrett to a conference put on by a user's group for Sirsi/Dyna software products. Total cost of $1829. Applying for an LSTA grant to help fund. If approved, the library cost world be reduced to $458. Joan made a motion to approve this request, seconded by Angel. Request approved. Public Library Association Conference. Betty will be out of the oflice attending PLA in Philadelphia March 14-17. Board Retreat: Usually meet in the Spring. Any suggestions for topics? The Board briefly discussed whether to have a retreat and what sonic relevant topics might be. BUDGET & Kevin discussed the steps to close out the project and what to do with the extra PERSONNEL funds. The money has been invested and will not be available until August, 2012. Kevin is checking with Mark Grimm to clarity the closing process. The Budget & Personnel Committee will meet on Tuesday, March 6°i at 7:30 at Alliance Bank to discuss the Director's evaluations that were collected today. Kevin's office will send an email to the members as a reminder. The Bylaws and Policies Committee will meet on Tuesday, March 20", at 7am in BYLAWS & the Penzel Conference room at the library. Jill will email Stan and let him know. POLICIES The Committee will be discussing the interact tiller and categories of the lilterino policy. The Book Sale sign up sheet was distributed. FRIENDS Jerry Ford will have a book signing at the library on March I It, at 2pm. Jeff Long and Fran Austin attended the Friends meeting in February. Fran matte a motion to adjourn the meeting seconded by Sheryl. Motion ADJOURNMENT passed. Meeting was adjourned at 7:55 am. Thursday, March 22, 2012 (i4 7am. NEXT MEETING Cape Girardeau Public Library Recorder — Linda Bailiff CAPE GIRARDEAIJ PUBLIC. LIBRARY BOARD OF TRUSTEES Meeting: "Thursday, March 22nd, 2012 r lam Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Crape Girardeau Public Library Board of Trustees met Thursdav, March 2271d, 2012. Present Joan Slaughter, Ed Thompson, Jill Miller, Angel Hillman, Bevin Greaser, Jeff Long, Stam Irwin. Also present: Director Betty Martin, Linda Bailiff and Will Miller from the Friends Foundation Board. Absent: Sheryl Smith, Fran Austin. MINUTES The February minutes were reviewed. .loan made a motion to approve the minutes, Jill seconded the motion. Motion passed. IIILLS Current bills were presented. Kevin made a motion to approve payment of the bills, seconded by Jeff. Motion passed. PRESIDEN'T'S President Ed Thompson had nothing to report. REPORT DIRECTOR'S Public Library Association Conference. March 14-16: The biggest topic was o- REPORT books and negotiations with publishers to provide libraries with copies. Libraries BETTY MARTIN are focused on content and loaning devices to people who can't afford to purchase them or the content. 3M is about to launch a similar service to Overdrive. They claim their method of getting, titles is easier with fewer steps. They will also offer kiosks that make the service more visible for libraries. In addition, they have t- readers that are specifically designed for libraries to loan. Currently, their content does not work with Bindles. Betty will be researching the cost of this system. She attended a program on library staff using I -Pads for children and teen programming and roaming reference. Another program, `Isn't is all just improv anyway? Building successful relationships in the workplace and community," included improv games that help with library workday issues. She also attended a couple of presentations on adult programming and one on crafting meeting, room policies. Meeting roma policies must be equitable and cannot exclude religious or political groups. Lastly. she spent many hours in the exhibit hall talking to vendors. X -Bos Theft: We discovered the X -Brie was missing from the teen room on March 71h. Using the surveillance cameras we were able to identify the thief as one of the tutored students. Betty contacted the school and they helped us locate him. The X -Box was returned by the next day. The surveillance cameras have been re -directed to give a better view of the gaming systerns and measures will be taken :o tie down the systems. We were encouraged to file charges. and did so. Collection Agency Update: In the month of Feb. 2012, patrons paid $697.80 in cash and returned $1131.16 worth of materials. Staff Development Day on March 9'h was successful. Topics included memory techniques, communication, healthy work place, team buildim± fun. Board Retreat: Betty asked for suggestions for time/place/date/agenda. The Board Retreat will take place on 'Thursday, April 26°' at Bella Italia. The business meeting will begin al Spm, dinner at 6pm with the Friends Foundation Board members. Adult Services Coordinator Paula Fethetston mid Youth Services Coordinator Sharon Anderson will presentational reports and the Board will review the year. Online Conference: AMIGOS of Dallas. TX and MLNC will host an online conference in May titled "Plotting Futures'. Betty has been asked to give a presentation on `Building a Destination Library'. Marketing Plan Update: Ads have been purchased for the summer edition oT the BrirlQc, which will list local summer activities and one for 101 Runes to Do — a map sized summer brochure. We hope that sonic of our paid performer events will he in the written summer schedule of events in the Bridge. To date, we have not clone the direct mail piece. The April events calendar was presented to the Board calling attention to some of the upcoming programs. Great recent successes have been 24 babies at one of the lapsit programs, including two who came from Charleston and 33 teens at a Teen Gaming Night, Grant Approval: The LSTA Show Me Steps grant was approved in the amount of $950.40. This will help to send Burrett to the COSUGI Conference in Orlando in May. Library portion will be about f$316, BUDGET c8< Kevin made a motion to go into closed session to discuss a personnel matter PERSONNEL per RSMO 610.021(3). Stan seconded the nuwtion. Motion carried. Betty and Linda left the room at 7:44am and returned at 8:04am. Minutes were taken. Retirement Plan Meeting: The Budget R personnel Committee will meet in Betty's office on Thursday, April 19th at noon. BYLAWS &: "Che Internet Filtering policy will be discussed at t'.ic April mecting. POLICIES FRIENDS The Book Sale made $3674.00 before expenses. Mae people attended the Jerry Ford book signing. ADJOURNMENT Joan made a motion to adjourn the meeting seconded by .fill. Motion passed. Meeting was adjourned at 8:10 am. NEXT MEETING Board Retreat: Thursday, April 26°i, Bella Italia, 5pm Recorder— Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting and Retreat: Thursday, April 26", 2012 cit Spm Bella Italia Restaurant, Cape Girardeau, MO ATTENDANCE the Cape Girardeau Public Library Board of Trustees met Thursday, April 2()th, 2012. Present: Joan Slaughter, Ed Thompson, Jill Miller, Sheryl Smith, Kevin Greaser, Jeff Long, Start Irwin, Fran Austin. Also present: Director Betty Martin, Linda Bailiff. Sharon Anderson, Paula Fetherston and Will Miller from the Friends Foundation Board. Absent: Angel Hillman. MINUTES The March minutes were reviewed. Kevin made a motion to approve the minutes, Joan seconded the motion. Motion passed. BILLS Current bills were presented. Jeff made a motion to approve payment of the bills, seconded by Sheryl. Motion passed. PRESIDENT'S President Ed Thompson asked Bevin to report on the recent Budget & Personnel REPORT meeting after Betty Martin's report. DIRECTOR'S Betty thanked the Board members for a positive evaluation. During the process, it REPORT was discovered that some negative remarks had been made about the public BETTY MARTIN restrooms. Betty asked members to please explain so this issue can be addressed. After some discussion it was suggested that a deodorizer would help and that perhaps staff could check and maintain the cleanliness of the restrooms during the day. Collection Agency Update: For the month of March the library collected 5797 in cash and $784 in materials. The total since inception in August, 2011: S4,179 in cash and $7,710 in materials. The totals represent 56% of dollars activated. Betty asked the advice of the Board to go back further than August of 2011. Based on the current statistics, the Board decided to extend the time as far back as May of "_'009 in an attempt to recover materials and tines. Legislative Update: State Aid was reduced by S 100,000 in the House from last year's level of $3,604,001. REAL program was not changed from 53,109,250, The Governor is recommending S100,000 in the Athletic & Entertainment Tax budget line. Three bills to expand the option to vote in a sales tax for library support are not moving. Nine people from Missouri went to the National Library Legislative Day in Washington, DC on April 23 & 24`x, 2012. Nlarketing: The library was advertised in tate SE Missourian Bridge. The new bookmarks are being distributed highlighting some of the online databases, the BookMyne app and duwnloadables. A "Celebrate Summer" piece will be mailed to 5,000 households in the beginning of May, and the library will also be included in the "101 Fun Things To Do" ad. We are also working on setting up Twitter and Hoot Suite accounts. Hoot Suite enables "tweets" and Facehook posts to be scheduled and then sent automatically. BUDGET & Retirement Plan: The Budget & Personnel Committee met on April 19°i to PERSONNEL, discuss possible amendments to the personnel manual to include retirement benefit eligibility for part time employees. Ron Halls with Northwestern Mutual joined the meeting to brief the committee on our current 457 Plan. The plat has been in place for many years and was custom dratted tis the library. It is open to all staff that have completed at least 6 months of service. 'Ilie Committee had a number of questions for Mr. Hahs and looked at the costs of this plan and asked about changes and%or other retirement plans to help alleviate some of the expenses. Mr. I [ahs will investigate similar plans and sport back at the next meeting on Thursday, May 31" at 8:30 am in Betty's office. BYLAWS & Jill Miller presented a revised Internet Access Policy (a part of the Internet Use Pr" 1"P'SI'olicy), ch:mging some language to better define when library staff should turn off filters for adults. After review, Sheryl made a motion to accept the revised policy, seconded by .loan. Motion passed. FRIENDS The Friends have discontinued coftcc sales due to losing money. They arc helping to host a Read to Succeed Kindergarten event at the library on May I I°i Thcy have purchased 3 licenses for Grant Research database for S 1805. 'The Friends' mcmhership incentives are being addressed. Their newest hoard member, Stacy Lane, works for the Contention & Visitors Bureau. A putt putt golf tournament is being planned as a "Friend Raiser" for the %vintcr months. AD.IOU RNMENT .loan made a motion to adjourn the meeting at 6:10pm, Devin seconded the motion. Motion passed. DO:1RD Some of the Friends Foundation Board members joined the Library Bond of RP; TREAT: l7ustees for a meal, followed by presentations by Paula Fetherston, Adult SertlleCS Coordinator and Sharon Anderson, Youth Services Coordinator. Tlie v icy 'few ed the past year and described upcoming events in Adult and Youth Services Departments. NEST MEETING l'hursday, May -141 3012 at 7am Cape Girardeau Public Library Recorder - Linda Bailiff GAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting: Thursday, May 24°' 1012 (ti) 7 am Cape Girardeau Public Library. Cape Girardeau, MO ATTENDANCE Present: loan Slaughter, Ed Thompson, Jill Miller, Sheryl Smith, Kevin Greaser, Jeff Lon„ Stan Irwin, Fran Austin, Angel Hillman. Also present: Director Betty Martin, Linda Bailiff. MINUTES The April minutes were reviewed. Bevin made a motion to approve the minutes, Jill seconded the motion. Motion passed. BILLS Current bills were presented. Kevin made a motion to approve payment of the bills, seconded by Jill. Motion passed. PRESIDENT'S President Ed Thompson presented the 2012-2013 Slate of Officers as follows: REPORT President: Sheryl Smith Vice -President: Jeff Long Secretary: Kevin Greaser Treasurer: Angel Hillman Members of the Board agreed to the Slate of Officers. The following agreed to accept reappointments to the Board of Trusters: Stan Irwin Joan Slaughter Ed Thompson DIRECTOR'S Trustee Academy: Betty distributed the Show Me Express newsletter and REPORT encouraged Board members to use the online Trustee Academy. The login is BETTY MARTIN TRONLINEMO and password is "bluebird". Elevator Speech: Betty encouraged all Board members to think of an "elevator speech' each week so the next time they are out in the community and someone asks about the library, they can inform them of a program going oil that week, or something coining up soon. Director Martin will send out a weekly email tip. Staff Update: Part-timer Allison Kelley resigned. Kyle Campbell has been hired for her hours. Part time User Services supervisor Stephanie Weidenbenner has accepted a full time position with benefits with another organization. Her last day will be June 17"i. Staff member Jean Martin will take her place and newly hired part-timer Trista Cohea will take Jean's hours. Parking Lot Paint: The parking lot lines have been repainted by Midwest Paint for $3000. The driveway entrance arrows and words have been repainted three times, but they are grayed than car tires. AMIGOS Presentation: Betty gave an online presentation about our destination library on May the 9°i and was well received. Collection Agency Update: In the month of April, the lihrary received $490 in materials and $541 in cash. Letters for patrons who owed materials and tines back 2 and 3 years (440 households) went out this week. COSUGI Conference Barrett attended the conference in Orlando May 3-51° and returned with an increased knowledge of our circulation system. A grunt was written and awarded to help offset the costs. Summer Program Booklet: Betty distributed the summer program booklet (the first of its kind) to the Board members. The booklet describes summer programs tar both Youth and Adult Services. All costs were paid with Summer Reading Program grant nronics. BI IDGF.T & An amended budget was presented as follows: Increase S 14,000 Fier full time PERSONNEL staff, 52200 for travel expenses and $172,000 for the CIP — which will he or has been reimbursed by project money. A prelininuuy 2012-2013 budget mac discussed based on a I "'o tax increase. In addition, health insurance costs may increase by a maximum of 1096. The Board will wait to approve a budget until the June meeting when more tax revenue intbrmation will be available, as well as a recommendation for the retnenwnt plan. The Kindergarten Family Fun Night was very succcsstbl. Read to Succeed volunteers used the evening to encourage parents to continue working on reading skills over the Sumner. Approximately 1 _'S people attended. Two paid stat( members worked at User Services. FRIENDS The Friends Foundation will not meet in June or July. The next book sale will be held September 7-Q"'. The library accepts donations vear around. ,4 D.IOli RN6IENT .Town made a motion to rd,journ the meeting, seconded by Jeff. The motion was passed and meeting adjourned at 8:24anr. N FIX F MEETING Thursday, June 38th, 2012 at 7:un Cape Girardeau Public Library Recorder— Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting: Thursday, June 28th, 2012 (a( 7 am Cape Girardeau Public Library, Cape Girardeau, MO ATTENDANCE Present Joan Slaughter, Ed Thompson, Jill Miller, Sheryl Smith. Isevin Grcascr, Jeff Long, Stat Irwin, Fran Austin, Angel Hillman. Also present: Director Betty Martin, Linda Bailiff, John McGowan and Laura Norman. MINUTES Clic May minutes were reviewed. Jill made a motion to approve the minutes, Angel seconded the motion. Motion passed. BILLS Current bills were presented. Kevin made a motion to approve payment of the hills, seconded hy.foan. Motion passed. PRESIDENT'S President Ed Thompson was late in arriving, so Vice President Sheryl Smith REPORT welcomed guests John McGowan and Laura Norman with introductions. Presented her resignation from the Board as of hoe 280', 2012 because she and her husband are moving out of state. Director Martin presented a few applications for the Board's review and recommendations were made to give to the City Council. The City Council has reappointed Ed Thompson, Joan Slaughter and Stan Irwin to the Board. DIRECT'OR'S Staff Update Stephanie Wcidenbenner's last clay was June 17"i. Part-time stuff REPORT member Jean Martin has assumed Stephanie's responsibilities and received a BETTY MARTIN slight pay increase. Beginning the first Sunday in July, the computer lab will not be staffed on Sundays, due to a lack of need. This change will mean a savings of $2000 in the overtime budget line. MPLD: The Missouri Public Library Director's meeting was held on June 7°i F S1l in Chillicothe, MO. Presentations were made on the State Archives Record Retention schedules; the Best Small Library in America Award Winner 2012; MORENet services, and the status of the statewide ILS consortium 115 libraries over the next 2 years will go live). MLNC reported that there are now s() libraries in Overdrive H -book consortium. The State Library reported that there will not be a reduction in State Aid payments or REAL money in the new fiscal year, and there may be $100.000 in the Out -of -Stale Athletic & Entertainer Tax fund distributed statewide. City of Cape Survey: There were two questions included on the survey about the library. Heather Brooks, the Assistant City Manager will share results. Collection Agency Update In the month of May the library received 5533.94 ill cash and Sl017.46 in materials returned. The cumulative total since last August $5,254 in cash and $9,272 in returned materials. Visiting Author Policy: To date, there is no policy concerning author book signings and sale of their books. The Friends Board will review this policy a[ the nest meeting, but will need Board of'I'rus[ceS' approval first. After reviewing the policy, Kevin made a motion to approve, seconded by Sheryl. Policy approved. Rehate Analysis: The Certificates of Participation Por the constructiotl project have a tax compliance agreement attached which requires that a rchate computation and payment, if applicable, be made at least every 5 years and upon final redemption of maturity of the Certificates. Gilmore and Bell to remind the library of this obligation and offered their services quoting a price of $4000.00 to perlonu the analysis. John Richbourg said the library dont necessarily have to use Uilmore and Bell and that he thought the library could use construction money to pay torr it. Atter discussion, the Board asked Director Martin to call local accountants to see it the work could be perforated here in Cape Girardeau. She will email the Board with her findings. 2012/2013 Calendar: The calendar was approved as submitted with the following changes: the lihrary will be closed November 11 & 12°i the November Bound meeting will he held November 21)", and the library will be closed December 23, 24 S 25" Fran made a motion to approve the calendar with these changes, Jeff seconded the motion. Motion passed. Director Marlin will make these Changes and distribute for the nest meeting. Summer Reading Programs and Events: The summer programs are in full swing and very popular. The Youth Services and Adult ScrN ices reports are attached for a full description. Sonic highlights include: stuffed animal sleepmer, Ugly books and the baby story times which arc still averaging about 35 participants. Publicity: The Cashbook Journal had two lengthy articles about lite library and the library paid for an ad in the 101 Frei Things Tu Do booklet that was dictribuled with a May issue of the SE Missourian. E-Reader Grant: The Library was approved for a $1147 grant for 5 E-reader devices that staff can use to help train patrons. No match is required from the library. Rotary: Director Martin just finished the year as President of the Rotary Club The City Manager and Mayor may visit the August Board meeting. BUDGETS 2011/2012 Budget Amendments: The Board reviewed the amendments. Kevin PERSONNEL made a motion to approve and Sheryl seconded. Motion passed. 21112/21113 Budget: The Board reviewed the new budget, which includes a 2"-0 pay increase. Kevin made a motion to approve the budget, Jill seconded the motion. Motion passed. Retirement Plan: The plan has been revicitcd ku two reasons I ) to ascertain if the library could aftbrd to promote participation by part-time staff members and ?) because the adminish'ative fees were high. During the review process Principal Financial has red ecd the administrative fees. The Libr:vy could realize a further tee reduction by "going paperless."' Part time staff wall be asked if they want to participate and to sigh off once a year it they don't. Several board tnembers felt that it simple IRA would meet the retirement needs with no administrative costs. A discussion followed comparing the simple IRA to the current 4fi7 plan. A motion was made by Sheryl to leave the 457 plan in place and to "go "paperless", seconded by Fran. A Vote was held by show of hands. Six board members were in favor of the motion, two opposed. The President did not vote. Motion passed, FRIENDS The oe.et book sale will be Yield September 7 `t". The library accepts donations year around. ADDITIONAL Incoming Presidcut Sheryl Smith thanked Ed Thompson lift sera ing as President BUSINESS this past year and presented him with a plaque. The Board will not meet in July, Bills will be sent out for approval via ctnail. ADJOURND'IENT Fran made a motion to adjourn the meeting, seconded by Stan, The motion was passed and meeting adjourned at 8:50am. NEX F NIF.ETING Thursday, August 2 -lid, 201'_ at 7:uu Cape Girardeau Public Library Recorder - Linda Bailiff CAPE GI RARDEAII PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting: Thursday, August 23rd, 2012 gig 7 am Cape Girardeau Public Library, Cape Girardeau, MO ATTENDANCE Present: Joan Slaughter, Ed Thompson, John McGowan, Kevin Greaser, Jeff Long, Stan Irwin, Fran Austin, Angel Hillman. Also present: Director Betty Marlin, Linda Bailiff. Absent: Sheryl Smith MINUTES The June minutes were reviewed. John made a motion to approve the minutes, Kevin seconded the motion. Motion passed. BILLS Current bills were presented. Kevin made a motion to approve payment of the bills, seconded by Ed. Motion passed. PRESIDENT'S Vice -President Jeff Long welcomed and introduced new Board member John REPORT McGowan. The 2012-2013 Committee Appointments list was distributed and agreed upon. Tax Rate: This fiscal years' tax rale was set al 3132 (.1632 for operations and .15 for the building project). Kevin made a motion to accept this tax rate, seconded by Angel. Motion passer[. DIREC'TOR'S 21112/21113 Budget A couple of line items in the Materials budget were switched, REPORT but all bottom line numbers are the sante. BETTY MARTIN Electronic Packets: AngeLJohn S Kevin expressed an interest in receiving the pre -board meeting information electronically. Linda will try it next month. Retirement: All staff have either signed up or signed off on a paper stating they do not wish to participate in the retirement plan. Two part time staff memhers have enrolled in the progmm. This will cost the library about $ 1,000 more per year. Updated Board Calendar: Closing the library at 5pm New Year's Eve has been added to the Board calendar. Ed made a motion to approve this change, seconded by Stan. Motion passed. City of Cape Survey: There were two questions about the library in the survey. Go to citvofcaneeirmilean.or¢ for the survey results. Collection Agency Update A monthly summary slice[ will be included in the monthly packet. For the month of July the library received S1,361.54 in cash and 5925.83 in materials. New Copy Machines: Purchased one copy machine for the PR room and one for the lobby. The old lobby copier will he moved to the Youth Services Dept. The annual maintenance on the old copy machines was not cost-effective. Rehate Analysis: 'Ilie. Ke bate Analysis of the Certificates of Deposit is complete. No rebate payment at yield reduction payment is required. The summary is included in the Board packet. The 54000 analysis lie will he paid out of the project money. The analysis is required every 5 years. MI.A Conference: Need af)proval to send three staff members to Springfield for the conference October 3-5". John made a motion to approve, Ed seconded the nation. Motion passed. SENIO District Fair Parade: The library will participate in the Fair Parade on Sept. 10. We will use the same signs as last year and will hand out Candy paid for by the Friends Foundation. Board members are invited to participate. Air Fresheners have been purchased for all of the restroom. New Sr. Living Residence: Land developer Chad I lartle spolm with Kevin Greaser about the possible construction of e Sr. Living Residence on his land at the west side of library properly. The construction will lake place in 1013-2014 and they will access the construction site Your Broadview. Building Project: Floping to close the project in September. =1112. We are awaiting an invoice for the video equipment upgrade and for the electric surge protector repaidreplace tient. Based on the latest investment summary, there will be about $477,000 left over from the project. Betty's Cell Phare Number is 573-579-8 101, in case you need to call before a beau,[ meeting. BYLAWS & I he Wireless Policy was reviewed and not approved. Director Marlin will revise POLICIES and resubmit. The Solicitations Policy, the Code of Ethics Policy and the Revisions to the Personnel Manual concerning the Retirement Plan and the definition of "Classified Part Time were reviewed. Ed made a motion to accept these policies as drafted, seconded by Joan. Motion Passed. 'File Volunteer Policy was reviewed. John had questions concerning the age limit of voluiaccrs. Director Marlin will ask Staffabaut the age limit and bring the results to the next meeting. FRIENDS Will Miller, President of the Friends Board has resigned and moved Coral Veneziano will Step all to the ['resident's position until the Jauntily, 2013 election. In the meantime, Diane Jamieson will serve as Vice President and Mary McClary will be Secretary/Treasurer. The next book sale will be held September 7-9". Board members were encouraged to volunteer. The library accepts donations year around. CAPE GIRARDE.AU PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting: Thursday, September 27". 2012 av 7 am Cape Girardeau Public Library, Cape Girardeau. MO ATTENDANCE Present: Sheryl Smith. Ed Thompson. Bevin Greaser, Stan Irwin, Fran Austin. Also present: Director Betty Martin, Linda Bailiff. Absent: Angel Hillman. John McGowan. Jeff Long and Joan Slaughter. MINUTES The August minutes were reviewed. Stan made a motion to approve the minutes, Fran seconded the motion. Motion passed. BILLS Current bills were presented. Stan made a motion to approve payment of the bills, seconded by Ed. Motion passed. PRESIDENT'S Ihere was no President's report. REPORT DIRECTOR'S SEMO Fair Parade: Staff walked in the parade and carried informational signs REPORT about the library and handed out children's books left from the book sale. Board BETTY MARTIN members are invited tojoin us for the next parade. City of Cape Survey: The library was the 3rd in frequency of participation and 3rd in level of "excellent' or "good" ratings. Collection Agency Update: Overall return is included as a separate sheet in your board packet. The monthly summary is included on the Miscellaneous Income page. Missouri Library Association Conference: Three staff members, Renee Jackson, Marilyn Hutchings and Betty Martin will attend the conference next week, Wednesday through Friday. Betty's cell phone number (573-579-8101) is listed in the August meeting minutes in case you need to contact her before a meeting, etc. Project Funds Update: Carpet tiles will be ordered and the surge suppressor needs to be fixed before we close the project. Board members also recommend a roof and HVAC inspection. Downloadable Collection: The collection now consists of 10.019 titles. 1,792 are audiobooks and 8,227 are eBooks. Of 11,739 copies, 2,034 are audiobooks and 9.705 are eBooks. BYLAWS & The Wireless Policy was reviewed and recommended for approval. POLICIES The Volunteer Policy was reviewed with the age requirements removed for different departments. Board members recommend the policy also include a stipulation for background checks for volunteers working with minors. In addition, a recommendation was made to include background checks on all new employees, particularly those working with children. The Registered Sex Offenders list should also be checked. The Board recommended this policy as written, with the intent of adding background check requirements. The employment policy should also include a background check provision. Director Martin will check with the City Attorney to find out the City's policy. The Author Visits Policy was reviewed and recommended for approval. 'I n clarity, this policy only applies to authors who approach the library. NOT a library program book signing. On motion by Ed and seconded by Stan, all three above policies were approved by the Board of Trustees. FRIENDS Kim Mothershead family donated her library of 1097 items. Some have been put in the collection. The rest will be sold from the book sale can. the Friends have approved a "Books of Distinction" tile in memory of Kim. The September book sale grossed about $3900.00. Thanks for all of -those who helped. 'Fhe 2011 Friends Audit is complete, ending with net assets of $_'08.707.00. ADJOURNMENT Fran made a motion to adjourn the meeting, seconded by Stan. The motion passed and the meeting adjourned at 8:00 am. NEXT MEETING Thursday, October 25th, 2012 ;a) 7am Cape Girardeau Public Library Recorder — Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting: Thursday, October 251. 2012 !a) 7 am Cape Girardeau Public Library, Cape Girardeau. MO ATTENDANCE Present: Angel Hillman, John McGowan, Jeff Long, Joan Slaughter, Sheryl Smith Kevin Greaser, Stan Irwin, Fran Austin. Also present: Director Betty Martin, Linda Bailiff, Absent Ed Thompson MINUTES The September minutes were reviewed. Amend the minutes to state a proxy was given by John McGowan and Kevin Greaser in their absence. Fran made a motion to approve the amended minutes, Stan seconded the motion. Motion passed. BILLS Current bills were presented Joan made a motion to approve payment of the hills, seconded by Angel. Motion passed. PRESIDENT'S President Sheryl Smith commented on her positive experiences at the concierge REPORT desk, patron's compliments and encouraged Board members to talk about the library to their friends and neighbors. DIRECTOR'S MLA Conference: Director Betty Martin, Sharon Anderson and Marilyn REPORT Hutchings attended the Missouri Library Association's (MLA) Conference in BETTY MARTIN Springfield Betty attended sessions on: Springfield's Community Cooperatives, Library Neighborhoods and how they increase circulation, Available Online Library Training, Secretary of State Candidate Forum, OCLC's Perceptions of Libraries 2010 Report. MLA's Annual Business Meeting, Public Library Community of Interest Business Meeting, Survey Essentials and Public Relations Summit. As the current Chair of the Public Library Community of Interest, Betty set up 3 of the programs. Project Needs: It will cost $2500 to replace the surge suppressor with a different model vs. the $4000 replacement cost that was originally quoted for the same model. This suppressor protects some of the most crucial areas, i.e. the computer lab. Carpet square price quote has not been received. The roof has a 15 year warranty and they do not inspect unless there is a leak. The HVAC repair technician has no recommendations for near future expenditures. Jan, 2013 Board Meeting change: Because of scheduling, the January board meeting will be held on Jan 31" instead of Jan 24'. Fran made the motion to change the meeting date, Jeff seconded the motion. Motion passed. Project Homeless Connect Event: Two staff members attended the event where there were many other service agencies present to help people access services in one place. The library was prepared to issue library cards, show people our Job Accelerator database and gave out coupons for free copies of resumes. 250 people attended this first event. Library Programs to Note: 39 teens attended the Teen Gaming last month. A newspaper article appeared about the Pumpkin Carving event last Sunday. Disruptive Patron Issue: Patron Georgia Hollinger checked out a book on her adult daughter's card and returned it damaged. Georgia is disputing the charges. Georgia believes that if she has access to her borrow ing record that she w ill be able to prove that she did not damage the book. Our system does not keep complete borrower history. Director Martin informed her that since the book is on her daughter's account, stall will only talk with her daughter about it. Staff have not denied her a printout of what is on her account. I ler presence in the library is becoming an issue because she is harassing more and more of the staff. She has talked about writing the attorney general and meeting with the library board. City Manager and Attorney will attend the November, 2012 Board Meeting. BYLAWS & Volunteer Policy (background checks): The City does not do background POLICIES checks on part-time employees. On full time stall the City pays $10 for a State check, the city police run a check and they look at Casc.nel. I'hcy arc not checking a sex offender list. The Board discussed this issue and suggested the library check the sex offender list of the Stale of Missouri and Case.net. the also asked Director Marlin to see what other libraries do about background checks and to see what our current insurance policy coverage is concerning liability protection of sexual misconduct. FRIENDS The Friends newsletter will be sent in November this year ( instead of January) with hand written notes from the Board members. Angel will attend the nest Friends Board meeting on November 20". Betty will bring a sign-up sheet for the Board of Trustees to attend the Friends meetings. ADJOURNMENT Kevin made a motion to adjourn the meeting, seconded by Fran. The motion passed and the meeting adjourned at 8:00 am. NEXT MEErHNG Thursday, November_ 29th. 2012!a, 7am Cape Girardeau Public Library Recorder Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Board Meeting: Thursday, November 29`h, 2012 (d 7 am Cape Girardeau Public Library, Cape Girardeau, MO ATTENDANCE Present: Joan Slaughter. Sheryl Smith, Kevin Greaser, Stan Irwin, Fran Austin. Also present: Director Betty Martin, Linda Bailiff. Absent: Ed Thompson, Angel I Tillman, Jeff Long, and John McGowan. MINUTES The October minutes were reviewed. Amend the minutes to state a proxy was given by John McGowan to Kevin Greaser. Fran made a motion to approve the amended minutes, Kevin seconded the motion. Motion passed. BILLS The bills were presented via email on November 23`° for approval. (The regular meeting date of the 40' Thursday was changed to one week later because of Thanksgiving). Bills were approved via email and submitted to the City for payment prior to this meeting. PRESIDENT'S President Sheryl Smith welcomed City Manager Scott Meyer and City Attorney REPORT Eric Cunningham. Introductions were made and Director Martin thanked the Cit, for their service to the library. and especially John Richbourg for his help with the new building construction and bonds. Scott Meyer thanked the library for its service to the community. Eric Cunningham reviewed the Sunshine Law and explained how the Law applies to possible conflicts of interest to Advisory Board members. 'Ihe General Provisions and Article IV. "Conflicts of Interest' is attached. Eric also reviewed the "closed meeting" definitions. A copy is attached. A board member asked Eric his opinion about background checks and he suggested we pay for them and also make the employee/volunteer aware that there is surveillance in place. DIRECTOR'S The "holiday goodies for the staff' list was distributed and filled in by some of the REPORT Board Members. BETTY MARTIN Minimum Wage Increase: The minimum wage will increase by .10/hour on .January 1, 2013. Two employees' hourly rate will increase at that time. Health Insurance Increase: Health insurance will increase 6",u with minor plan changes. Dental insurance premiums will remain the same for 2013. Project: Replacement carpet tiles were purchased for $3327 and $2500 was spent to replace one of the surge protectors. Betty is working with Mark Vogel to get the front door fixed. Public Library Standards Meeting/ MO Public Library Directors Meeting: Director Martin will be out of the office three days nest week to attend meetings. BYLAWS & Volunteer Policy (background checks): Director Martin distributed information POLICIES from other libraries concerning background checks. One library out the five who responded is currently doing background checks on volunteers. Some options include: MO Highway Patrol - $10: Case.net — tree: Sex offender website -free; CPU oilers online screening options at different levels for both employees and volunteers beginning at $13.95 each: ARC'point Labs in Jackson does background checks for $32/person. They also do drug and alcohol testing. The Volunteer Policy and Application were reviewed. Kevin made a motion to approve the policy and application as written, keeping in mind that this is a work in progress. Stan seconded the motion. Motion passed. More things to consider include: Should background checks be done on all employees and volunteers? Volunteers could include SFMO students, retired community members, 13-15 year olds and older teenagers. References for teenagers should be non -family members. A file should be made for each volunteer with the appropriate identification verification and background check int'ormalion. It was suggested that C'PLI should come to the nest board meeting to discuss these issues further. In the meantime, Kevin made a motion to screen all new volunteers using CPU's basic level at a cost of $13.95 per person. Stan seconded the motion. FRIENDS The Friends Annual Meeting and Elections will be Jan 15'h at 5:30pm. ADJOURNMENT Kevin made a motion to adjourn the meeting, seconded by Stan. The motion passed and the meeting adjourned at 8:20 am. NEXT MEETING Thursday, January 31", 2013 (ii) 7am Cape Girardeau Public Library No'IE: January meeting one week later. Recorder— Linda Bailiff