Tuesday, October 2, 2007

 

 

 

Call to Order: The September 2007 meeting of the Board of Trustees was rescheduled for Tuesday, October 2, 2007. Sue Derck called the meeting to order at 7:00 p.m. at the Paulding County Carnegie Library.

 

Roll Call:  Board members present: Leah Smith, Corey Walker, Terry Wehrkamp, Michelle Stahl and Sue Derck. Board member Susie Thrasher was absent. Director Susan Pieper, Assistant Director Diana Coy and Wilma Mullins, Clerk-Treasurer were also present.

 

Minutes: There was a presentation and review of the August 2007 minutes. Mr. Walker moved to approve the minutes. Mrs. Smith seconded the motion. Motion passed.

 

Financial / Clerk-Treasurer Reports: Motion to pay bills for August (Pay-X 11064-11146) and (Finance 13323-13388) was made by Michelle Stahl and seconded by Terry Wehrkamp. Motion carried.

 

Transfer of Appropriation: Michelle Stahl to approve the submitted transfers (listed below) as corrected. Leah Smith seconded. Motion carried.

Amount:                        From:                                                     To:

$2,000                                           Office & Clerical Salary                      Supplies

                                                                                100.01.51140                                       100.01.52110

$5,000                                           PERS                                                     Maintenance Agreement

                                                                                100.01.51410                                       100.01.53380

$1,000                                           Health Insurance                                 Maintenance Supplies

                                                                                100.01.51610                                       100.01.52210

$5,000                                           Health Insurance                                 Travel

                                                                                100.01.51610                                       100.01.53110

$5,000                                           Health Insurance                                 Books

                                                                                100.01.51610                                       100.01.54110

 

Transfer Funds from Star Ohio:  Terry Wehrkamp moved and Michelle Stahl seconded the authorization for the Clerk-Treasurer to transfer funds from Star Ohio to the checking account after receiving a majority approval vote via phone from the Board of Trustees. Motion passed.

 

Transfer of Certificate of Deposit:  Michelle Stahl moved and Corey Walker seconded that Certificate #16407, set for renewal from State Bank be transferred into the library’s Star Ohio account. Motion passed.

 

Repair of Library Roof:  Terry Wehrkamp moved and Corey Walker seconded the motion to allow Tri-County Roofing to repair the library roof for a cost of $1,600 with the understanding that Tri-County will bring any additional need for repair to the Clerk of the library for Board approval. Motion passed.

 

Record Retention Schedule:  Corey Walker moved and Terry Wehrkamp seconded the motion to adopt the Ohio Historical Society’s Library Records Retention Schedule as the minimum schedule of retention for the Paulding County Carnegie Library. Motion passed.

 

Additional Clerk Treasurer Business:

 

Ř  Investment Policies: Mrs. Mullins distributed sample investment policies from other libraries. Issue tabled until the Board retreat or later Board meeting.

Ř  Employee Paid Health Insurance: Mrs. Mullins distributed for review percentage costs showing what each employee who receives health insurance would have to pay if the cost share was 5%, 10% and 15%. Staff Wage Comparison:  The Board request a wage comparison be conducted with like-sized-type facilities and employees and also from other libraries with employees who have the same job. This information will help the Board decide such issues as cost-sharing in insurance, raises, bonuses, etc.

Ř  Spam Protection for Library Server: Mrs. Mullins distributed a quote from Sonit for a monthly charge ($30) and hourly set-up and installation fees ($95 per hour) for 12 computers to have spam protection software installed. The Board requested that Mrs. Mullins find out about yearly contracts and update fees before action would be taken.

 

OLD BUSINESS

 

Board Retreat/Strategic Planning:  Terry Wehrkamp moved that the Board retreat be held at Yokefellow Retreat in Evansport, Ohio on October 26th and 27th. Corey Walker seconded the motion. Jan Haines from the State Library of Ohio will facilitate the event. Motion passed.

 

PLA Conference Minneapolis:  The Board requested that Director Pieper submit a list of names and recommendations for staff attendance at the PLA Conference in Minneapolis March, 2008 at the October Board meeting. A decision will be made at that time as to who to send.

 

Experience Works Employee:  Pieper informed the Board that the library is now a host site for Experience Works, a program that puts older workers in the workplace. Betty Hanenkratt joined the library staff on September 17th for 20 hours per week. The position is paid for by Experience Works.

 

Background Checks on Employees:  Pieper informed the board that according to Lynda Murray of the Ohio Library Council, libraries are exempt from having to mandate background checks on employees. She does recommend, however, that libraries consider background checks on anyone working with children, the Director and Clerk-Treasurer. The Board will await an opinion from Jon Iton, OLC legal representative, to be made available before action is taken.

 

Director’s Health Insurance: Director Pieper informed the board that she will not be able to drop the library-paid health insurance as she had originally hoped.

 

NEW BUSINESS

 

Open Records Law Library Policy: Pieper distributed a draft policy based on the model policy provided by the American Library Association. She will review the model policy offered by Marc Dann, Ohio Attorney General and will bring a recommendation to the Board at a later date. Meanwhile, the library’s existing policy in response to the USA Patriot Act provides parameters for employees to use when asked for patron and library records. The new Open Records Law went into affect on September 29th, 2007. No action taken.

 

Irate Patron Issue: Pieper shared that she was in touch with OLC regarding guidelines of when to call law enforcement when a patron is irate and threatening government employees. No specific threat was made, but loud “venting” was heard by many about law enforcement, government employees, etc. Jon Iton is going to write an opinion on the fine line between protecting confidentiality and the safety of others. No action taken.

 

Funding Update: Pieper, Coy and Mullins attended a Web Broadcast (video conference) by OLC regarding the new funding formula and the new Open Records Law. Funding will be distributed monthly in a more even amount in 2008. More details about the Open Records law were also discussed.

 

Staff Development Day: Pieper informed the Board that the staff development day would be held at Barnes and Noble on Friday, November 9th. The Board requested that Pieper arrange transportation for the staff to this event.

 

WebJunction Copyright: Pieper shared with the Board that she is in negotiations for copyright statements with WebJunction regarding the Rural Library Services Newsletter and the posting of back issues on this library-related website. The PCCL will maintain ownership of the copyright. Fair use will be allowed as long as attribution is made and no changes in context are made. No action taken at this time.

 

ALA Mid-Winter Conference Philadelphia:  Leah Smith moved for Pieper to make hotel reservations for the ALA Mid-Winter Conference in Philadelphia to be held in January 2008. Pieper is a member of the ALA council and has to meet twice a year at conference. Michelle Stahl seconded the motion. Motion passed.

 

Cooper Community Library:  The Board requested that Pieper bring the contract between the PCCL, the Oakwood Library Association and the Village of Oakwood for review at the next board meeting.  

 

Adjournment:  Terry Wehrkamp moved to adjourn at 9:30 p.m.  Michelle Stahl seconded the motion. Motion passed.

 

 

 

 

                                                           
Michelle Stahl, Board Secretary                                     Sue Derck, President 

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