Tuesday, July 7, 2009 6:00 pm

Call to Order: President Sue Derck called the July 7, 2009 meeting of the Paulding County Board of Trustees to order at 6:00 p.m. There was no board meeting in June.

Roll Call: The following board members were present: Sue Derck, Terry Wehrkamp, Michelle Stahl, Corey Walker, Susie Thrasher and Geoff Hyman. Fiscal Officer, Wilma Mullins; Library Director, Susan Pieper; and Assistant Director, Diana Coy were also present.

Additional Attendees: Also in attendance were staff members: Anissa Williamson, Heather Hunt, Michelle Sidle, Vicky Hull, Sue Thomas and husband Warren Thomas, and Amy McMaster. Employee Teresa Reel was in attendance after the Executive Session was held.

Action Plan Recorder: Terry Wehrkamp agreed to record an action plan for tonight’s meeting.

Motion to Approve Minutes: Corey Walker moved and Susie Thrasher seconded the motion to approve the corrected May 2009 minutes. Motion passed.

2009 Public Library Fund (PLF) Disbursements for PCCL: Mrs. Pieper and Mrs. Mullins shared the current PLF distributions for the library:

January 2009 $ 58,393.49

February 2009 $ 69,600.72

March 2009 $ 39,155.66

April 2009 $ 45,164.36

May 2009 $ 71,602.89 (Down 20% from May 2008)

June 2009 $ 54,621.01 (Down 9% from June 2008)

July 2009 $ 55,540.75 (Down approx. 24% from July 2009)

Total to date for 2009 $394,078.88

Projected PLF for CY2009 $689,730.00

Bills: Michelle Stahl moved and Geoff Hyman seconded to pay the bills, Pay-X numbers 12439-12492 and Finance Numbers 14504-14557 as presented by Fiscal Officer, Wilma Mullins for May 2009. General discussion included questions about big bills coming due for balance of year and Errors and Omissions insurance being paid. Motion Passed.

The board requested that Mrs. Mullins contact the Secretary of State's office and request information regarding the status of the library's non-profit ruling for property tax exemption on the next door property.

Board President Sue Derck circulated a copy of the Auditor's Report. She will make copies to distribute to the board.

Board members’ General Questions & Comments: Terry Wehrkamp reviewed the Action Plan for the May 2009 meeting. Not all items have been completed. Pieper will contact the president of Polaris to see if we can get any type of maintenance extension agreement. Wilma Mullins will get a copy of the Polaris agreement for board review. Pieper is waiting to hear from The Ohio Plan regarding a meeting in early August to review property and liability insurance. Coy will ascertain whether or not the historical VHS tapes are in good enough condition to transfer to DVD format. Pieper has sent a letter to Harry Wiebe, Village of Paulding administrator, regarding waiving the sewer and water fee for the library. Wehrkamp brought possible revisions of the Employee Handbook for Review. Pieper shared a draft letter to potential Levy PAC members. Walker distributed a Board self-evaluation to be completed and sent back to him for compilation. Pieper has delayed contacting the Villages of Antwerp and Payne for revised contracts until the state funding issue is resolved. Coy has not had much success with our new magazine subscription service, EBSCO and will investigate in-house ordering of subscriptions in the future.

Director's Report: Director Pieper shared a number of activities for the past month, most of which have been centered on lobbying efforts on both a local and state level for funding for the library, due to Ohio Governor Strickland's budget cut proposals which includes a total of 50% cuts to the Public Library Fund (PLF). Other highlights included the honor of being selected by the U.S. State Department to travel to Romania in the U.S. Speaker Program to share expertise on rural librarianship. This trip is 100% paid for by the U.S. State Department.

OLD BUSINESS

Levy Update: Pieper provided options to the Board regarding the need for a higher levy millage. Corey Walker moved that the library submit one levy request on the November 3, 2009 General Election ballot -- the amount of millage to be determined based on the outcome of the state budget and potential significant cuts to the Public Library Fund. Terry Wehrkamp seconded the motion. Motion passed.

Michelle Stahl moved to pass Resolution 09-0707:

BOARD OF TRUSTEES

Paulding County Carnegie Library

Resolution #09-0707

The Board of Trustees (the "Board") of the Paulding County Carnegie Library (the "Library"), a county library of Paulding County, Ohio met in regular session on July 7, 2009, at 6:00 pm at the Paulding County Carnegie Library.

Michelle Stahl introduced the following revised Resolution #09-0707and moved its passage:

Resolution requesting the Paulding County Auditor to certify the total current tax valuation of Paulding County, Ohio and the amount to be generated during the first year of collection of a tax levy for current operating expenses of the Paulding County Carnegie Library.

Ohio Revised Code Section 5705.23

Special levy for public library - resolution - submission to electors.

WHEREAS, this Board wishes to initiate proceedings for the submission to the electors of Paulding County at the general election to be held November 3, 2009 the question of a tax levy for current operating expenses of the Library, renewable after 5 (five) years;

NOW, THEREFORE, BE IT RESOLVED by the Board of Trustees of the Paulding County Carnegie Library, Paulding Ohio, two-thirds of all of the members thereof concurring, that:

Section 1. It is necessary to assess a tax - renewable after 5 (five) years - for current operating expenses of the Library.

Section 2 The Paulding County Auditor is hereby requested to certify the current tax valuation of Paulding County and the number of mills necessary to produce $650,000 of revenue during the first year and thereafter renewable after 5 (five) years of collection of a tax levy for the benefit of the Library, for current operating expenses.

Section 3. The Fiscal Officer of this Board is hereby authorized and directed to deliver a certified copy of this resolution to the Paulding County Auditor.

Section 4. It is hereby found and determined that all formal actions of this Board concerning and relating to the adoption of this resolution were taken in an open meeting of this Board, and that all deliberations of this Board and of any of its committees that resulted in such formal action, were in meetings open to the public, in compliance with all legal requirements, including Section 121.22 of the Ohio Revised Code.

Terry Wehrkamp seconded the motion and, after discussion, a roll call vote was taken and the results were

Board Members:

Sue Derck - yes

Geoff Hyman - yes

Michelle Stahl - yes

Susie Thrasher - yes

Corey Walker - yes

Terry Wehrkamp - yes

Ayes: 6
Nays: 0

The Resolution #09-0707was adopted.

Passed: July 7, 2009 BOARD OF TRUSTEES,

Paulding County Carnegie Library

Paulding County, OHIO

Handbook Revisions: The board reviewed quite a few pages of the Employee Handbook and started working on revisions. They requested that Mrs. Pieper ascertain the percentage of awarded and accumulated sick leave that other libraries give their employees. No action taken. The board will continue to review for changes and updates. Pieper will compile the changes at a later date and submit them to the board for further review and approval. The goal is to have an updated and revised Employee Handbook to begin January 1, 2010.

NEW BUSINESS

Executive Session: Susie Thrasher moved that pursuant to ORC 121.266, that the board adjourn at 7:45 into Executive Session to discuss personnel issues. Michelle Stahl seconded. Motion passed.

Corey Walker moved at 9:20 that the board reconvene into regular session. Michelle Stahl seconded the motion. Motion passed. Visitors were invited back into the board room.

Susie Thrasher moved that due to projected state budget cuts, that the Board of Trustees of the Paulding County Carnegie Library would make preliminary budget cuts effective July 13, 2009. These cuts will include: employees take a reduction of 5 hours per week. All employees currently receiving insurance benefits from the library will see no change in their coverage or cost due to this reduction of hours. All library locations would close on Saturdays plus one other day per week as determined by the director. The board will utilize rainy day reserves to supplement the immediate funding cuts and will revisit the budget situation at the August board meeting. Terry Wehrkamp seconded the motion. Motion passed.

Corey Walker requested that Pieper approach staff with a request for voluntary layoffs and/or furloughs if the need should arise.

Adjourn: Corey Walker moved and Michelle Stahl seconded the motion to adjourn at 9:45.

The next meeting will be August 4, 2009 at the main library in Paulding at 6:00 p.m. at which time the state budget cuts and impact on the Public Library Fund and what further cuts -- if any -- will be determined.

Michelle Stahl, Secretary Sue Derck, President

(shp)