The Riverside Regional Library
Board of Trustees Meeting
Minutes for April 24, 2008

The Riverside Regional Library Board of Trustees, conducted a meeting Thursday, April 24, 2008 at Riverside Regional Library, 204 S. Union, Jackson, Missouri.

Call to Order

            The meeting was called to order by President Jim Marks at 7:00 p.m.

Roll Call

            Members present were:  Bill Phillips, Kathy Carron, June Ernst, Deborah Gunter, Randal Friend, Tom Gross, Kathy Lynn, Jim Marks, Kathy Panagos, Janet Randolph, Linda Sebaugh, and Myrna Cheek.  Members absent: Steve Burk, JoAnn Hahs, Emil Lohmann.

Also present were Director Nancy Howland and Recording Secretary Laura Blankenship.

Open Forum for Visitors

            Visitors present:  Linda Chapman, Audio Visual Supervisor-Jackson; Corey Jones, Library Clerk-Jackson; H.W. Meyr from Meyr Accounting.

A. Action Items:

            Linda Sebaugh moved to accept the March 2008 minutes.  Motion was seconded by Kathy Panagos and carried unanimously.

            Kathy Carron moved to accept the March 2008 Allowance of Bills.  Motion was seconded by June Ernst and carried unanimously.

            Linda Sebaugh moved to accept the March 2008 Financial Report.  Motion was seconded by Kathy Carron and carried unanimously.                

B. Information Items:

            1. Correspondence: 

          The letter from the Scott County Commissioners appointing Myrna Cheek to the Scott County Board.

            2.  Librarian’s Report: 

          (Written report) Nancy Howland reported about the application for the Picture America grant.  Nancy also reported the change in the law concerning 125 cafeteria plan that the library has to implement by December 31.  At the April staff meeting Branch managers Julie Sauer, Bernice Kern and Glenda Kenkel applied to be notaries and the library must supply a $10,000 bonding insurance for each of them.  The library will then charge $2 per notarized document.  The Board suggested we purchase signs to go in the windows of those libraries that will have notary publics on staff.

            3.  Committee Reports:

         The Long-Range Planning Committee presented the final form of the 2008 Customer Service Survey to the Board.  Packets of 80 or so forms were handed out to each Board member to distribute in their communities.  Members discussed shortening the survey and having it printed in local newspapers, or submitting a news article to the papers about the survey and where forms can be picked up.  Members agreed that it is valid to revamp the survey for printing in newspapers, that we should add the total survey to the Riverside web page, and begin immediately distributing full surveys in each of the library branches.

            4.  Unfinished Business:  none

            5. New Business: 

          H.W. Meyr from Meyr Accounting was introduced and discussed the libraries finances and how accounts should be named for allocation of funds concerning future projects.  Nancy Howland, Director recommended that a contingency fund account be set up for each county; that the Leasehold Improvement account be closed and divided into each county’s contingency fund account.  Mr. Meyr recommended that the accounts be named as follows:  Unrestricted funds—Cape County; Unrestricted Funds—Perry County; Unrestricted Funds—Scott County.  They are to be used for unanticipated expenditures.

            The question of public libraries borrowing money from a bank to build or remodel a building arose.  Mr. Meyr said that is possible nowadays.  The decision to borrow money from a bank does not have to go to a vote.  Mr. Meyer said that U.S. Bank and Bank of Missouri both do library loans at their facilities. The loan would have to be taken out by the Board with the library receiving the funds.  The library would have to prove it is fiscally responsible to repay the loan. 

C.     Executive Session: 

            Janet Randolph motioned at 8:10 p.m. to go into Executive Session; Kathy Lynn seconded; a roll call vote was taken.  The following members said yea: Bill Phillips, Kathy Carron, June Ernst, Deborah Gunter, Randal Friend, Tom Gross, Kathy Lynn, Jim Marks, Kathy Panagos, Janet Randolph, Linda Sebaugh, and Myrna Cheek.    No: none.

            Tom Gross moved to leave Executive Session at 8:38 p.m.  Motion seconded by Randal Friend.  Roll call vote taken to leave the session:  Yea: Bill Phillips, Kathy Carron, June Ernst, Deborah Gunter, Randal Friend, Tom Gross, Kathy Lynn, Jim Marks, Kathy Panagos, Janet Randolph, Linda Sebaugh, and Myrna Cheek.  No: none.

D.  Board Orientation and Training   (none)

E.  Adjournment

Bill Phillips made the motion, seconded by June Ernst, to adjourn the meeting at 9:00 p.m.

                                                                        Respectfully submitted,

                                                                        Laura Blankenship

                                                                        Recording Secretary