Roodhouse Public Library Board Minutes

1.  

   Roodhouse Public Library
   Board of Trustees Meeting

Regular Meeting

May 14, 2013

The Meeting was called to order by Acting President, Dolores Harp with the following members also in attendance: Michael Harper, Bruce Vortman,Julie Teno, Beth Burrus,  Beth Huffines, Librarian. Also attending were observer, Jeanne Bettis.

Secretary's Report: It was resolved that the minutes of the March regular meeting be adopted as presented on a motion by Burrus seconded by Teno.

Librarians Report: Ms. Huffines reported the following:

A.   The State has notified us that it will be seven months before we receive the money allotted to us in the grant. A discussion was held on the options available to us as far as paying for the necessary work to be done. The consensus of opinion was that Huffines will seek bids on the work and futher discussion will be held when the figures are available.

B.  Huffines cannot locate instructions for the number of signatures necessary on contracts that need to be signed. It was felt that for Huffines protection, two people should sign contracts. The consensus of opinion was that Huffines and the President of the Board of Trustees would be authorized to sign contracts.

C.  The board received copies of various libraries' rules of behavior which it needs to review so we can revise or establish our own rules at the next meeting. Burrus and Teno voluteered to do an "Environmental Scan" for discussion at the next meeting.

D. The new "Polaris" system is proving to be additional work and is quite time consuming.It is hoped that this will level off as the system progresses. At present time we have no one trained in this system to work in the library if Wells of Huffines should both be absent.

E.  A high number of our library's books are being checked out by other libraries in the State.

F.  Huffines corrected the information presented at a previous meeting that our Per Capita grant had been lowered. It is in fact the same amount of $1,800.

G. A small fire had been started at the libraries front door. The concrete had been blackened but no structural damage was done. It was reported to the police. The city has plans to purchase additional survellance cameras, one of which will cover the libraries back door and one the front door.

H. The 3M Company is offering ebook site for $385.21 a year. Huffines will seek further information and report to the Board.

I.  The fire extinguishers have been maintained for another year.

J.  Huffines requested that anyone wishing to be replaced on the Board talk to her as soon as possible.   

K.  Sharon Sitton and Jeanne Bettis have both agreed to sit on the board. If anyone knows of someone who would be willing to serve, they need to let Huffines know.

L. Each board member was presented with a Trustee Book with all of the paper work related to the position. Members need to go over this information. If leaving the board, this needs to be returned to the library.

 Financial Report: The financial report was given by Mike Harper. It was resolved that it be accepted as written on a motion by Patterson seconded by Vortman.

Reports of Committees: Harper, Huffines, and Harp were appointed to the Budget Committee.

Huffines and Vortman will be on the Building and Grounds Committee to get bids for the necessary structural work.

Unfinished Business: Huffines will be on vacation From May 22 thru May 28.

The  $189 will be requested from AT & T for the problem with the computer problem once again.

The library received an additional $2,000 from the Martin For Mayor fundraiser.

New Business: None

Public  and Audience Comments: Ms. Bettis knows of someone willing to donate funds for DVD case. She requested that Huffines check into the obtaining such a case.

The meeting was adjourned on a motion by Patterson. Second by Burrus. Motion carried .

                                                                 Respectfully submitted,

   Sharon Patterson                                                                                                                              Acting  Secretary