Monday, September 14,
2009
Call to
Order: President Sue Derck called the September, 2009 meeting of the Paulding
County Board of Trustees to order at 6:05 p.m. The meeting was held at the
Antwerp Branch Library.
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: Laura Woodcox, Antwerp Branch Manager,
shared information regarding the branch. Computer use is up, but the branch
only has one computer with updated software. Circulation figures for materials
is down. Pieper explained this is probably due to no new items being ordered for
the library system.
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 August 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 24%
from July 2008)
August 2009 $
39,791.14 (Down 23% from August 2008)
September 2009 $40,889.83
(Down 22% from September 2008)
Total to date for 2009 $474,759.85
Projected PLF for CY2009 $689,730.00
Bills:
Geoff Hyman moved and
Corey Walker seconded to pay the bills, Pay-X numbers 12553-12604 and Finance
Numbers 14617-14660 as presented by Fiscal Officer, Wilma Mullins. After a
general discussion on the bills, the motion passed.
Board
General Comments:
·
Board
member Geoff Hyman asked that a copy of the Board-approved Investment Policy be
sent to the Ohio Auditor of State as per the audit recommendation. Mrs. Mullins
will take care of this request.
·
The
Board requested to be taken off the "print" copy list for the Rural
Library Services Newsletter since they all receive it online in a PDF format.
·
The
Board requested that Pieper get feedback from other libraries regarding rate of
benefits, i.e.: how many hours per sick leave; vacation time; personal leave
time; paid holidays, etc.
·
The
Board requested a budget be made for the 2010 year based on the levy not
passing -- a contingency plan.
·
The
Board requested that signs be made informing the public that they can register
to vote at the library.
·
Mrs.
Thrasher reported that she received a request for the amount of what it costs
to operate the Cooper Community Library. Mrs. Mullins and Mrs. Pieper will work
on this cost estimate.
Director's Report: Director Pieper shared a number of
activities for the past month including the design and production of levy
informational material, consultations with the library's E-Rate consultant,
shifting and organizing the reference collection and receiving the honor of a
commendation from the Ohio House of Representatives presented by Rep. Lynne
Wachtmann.
OLD
BUSINESS
Action Plan Updates: The
board reviewed the Action Plan from the prior meeting.
- Mrs. Mullins will be able to
check the library's VISA bill online, print it out and cut a check so that
late fees will be avoided. Mrs. Mullins also acquired a copy of the
Western Buckeye School's Certificate of Insurance for the next door
building they are renting from the library. She also provided a total
amount that may be due employees in accumulated sick and vacation time.
(If employees were to be laid off, this is the amount the Board would have
to compensate in unused sick and vacation time.) This figure was
$26,161.74 which is considered a financial liability for the library.
- Susan Pieper was still unable to
locate a copy of the Cooper Community Library contract. Board member,
Susie Thrasher brought copies of the signed contracts and distributed them
to each board member, the fiscal officer and assistant director.
- Terry Wehrkamp shared costs for
replacing Wilma's accounting computers rather than paying for an expensive
service contract. Mrs. Mullins said she would like to replace her computer
mid-year 2010 at which time a transition to a Windows-based software would
be required. The Board suggested that her older computers be cycled to
public service use once they are cleaned up proprietary and other data.
- Mrs. Pieper reported that the
current library policy will cover alcohol consumption at the reception in
October to be held at the library for seven of Ohio's Supreme Court
Justices -- as long as the alcohol will not be sold.
- Michelle Stahl distributed the
findings of a human resource consultant regarding revising and updating
the Employee Handbook. The Board will take the information under
advisement.
- Terry Wehrkamp acquired the
Certificates of Insurance for Antwerp
and is in the process to receive a copy from the Payne's Friends
group.
- Mrs. Mullins and the Board
discussed policy/procedures for receiving fine monies from the branches.
it was suggested that the branch managers go to a local bank, turn the
cash into a money order and then mail it or send it to the library along
with their fine and fees book.
- Mrs. Pieper is still trying to contact
a representative from the Ohio Plan regarding a quote for the library's
coverage.
PAC Update: Mrs. Pieper brought the
Board up-to-date on the actions of the Political Action Committee. The next
meeting will be the following evening, Tuesday, September 15th at the main
library in Paulding at 6:00 p.m.
Supreme
Court Justice Reception: Pieper reviewed status of the
reception to be held on October 20th at the library. Board members and staff
will be invited to this "invitation only" event.
NEW
BUSINESS
Romania Resolutions: Corey
Walker moved and Terry Wehrkamp seconded the approval and preparation for
presentation of three resolutions for Pieper to take with her to Romania and
present to the U.S. Embassy in Bucharest, the Romania National Library and the
Ministry of Culture. The Resolutions were unanimously approved by roll-call
vote and all Board members signed them. The Resolutions were all worded the
same, just "to" the three different entities. A copy follows:
Resolution
Paulding
County Carnegie Library
Paulding, Ohio United States of
America
WHEREAS
The
Paulding County Carnegie Library was the first library in the United States
funded by American philanthropist Andrew Carnegie for the purpose of serving an
entire county; and
WHEREAS
The
Board of Trustees of the Paulding County Carnegie Library recognize that a free
public library system is of utmost importance in society; and
WHEREAS
The
Paulding County Carnegie Library has been providing quality library service to
a predominately rural population since 1916; and
WHEREAS
The
Director of the Paulding County Carnegie Library, Susan Pieper, has been
selected by the United States Department of State to travel to Romania for the
purpose of sharing rural library knowledge; and
WHEREAS
The
Board of Trustees of the Paulding County Carnegie Library is honored to play an
important role in the future of rural library service in Romania;
NOW,
THEREFORE, BE IT RESOLVED that
the Board of Trustees of the Paulding County Carnegie Library sends warm
greetings to the Romania Ministry of Culture and best wishes for the ongoing
growth and development of rural library service in the country of Romania.
Attested
to by signature of the Paulding County Carnegie Library Board of Trustees:
Sue
Derck
Terry
Wehrkamp
Corey
Walker
Susie
Thrasher
Geoff
Hyman
Michelle
Stahl
Resolution 09-1409 adopted unanimously
this day,
September 14th
in the year 2009.
Paulding County Carnegie Library
Established
1916 Paulding County, Ohio U.S.A.
Ballot
Language: Pieper shared the November 3rd ballot language with the Board.
PROPOSED TAX LEVY
(ADDITIONAL)
PAULDING COUNTY CARNEGIE LIBRARY
A majority affirmative vote is necessary for passage.
An additional tax for the benefit of Paulding County Carnegie Library for the purpose of CURRENT EXPENSES at a rate not exceeding 2.17 mills for each one dollar of valuation, which amounts to $0.217 for each one hundred dollars of valuation, for 5 years, commencing in 2009, first due in calendar year 2010.
FOR THE TAX LEVY
AGAINST THE TAX LEVY
Drop
Box Repair: Pieper and Mullins informed the
board that the movie drop-boxes (return after hours) are being repaired.
ALA
Mid-Winter Conference - Boston: Mrs. Pieper
asked to table discussion of this topic at this time.
Executive
Session: Terry Wehrkamp moved that the
board adjourn into Executive Session to discuss personnel matters. Michelle
Stahl seconded. A roll call vote was in the affirmative. The Board adjourned
into Executive Session at 8:18 p.m. at which time Mullins, Pieper and Coy were
excused for the evening. The board reconvened into regular session at 9:25.
Director's
Contract: The Board President and
Vice-President would begin contract negotiations in the coming weeks with the
director.
Adjourn:
The meeting was adjourned at 9:27
p.m.
The next
meeting will be October 26 at the main library in Paulding at 6:00 p.m.
Michelle Stahl, Secretary Sue
Derck, President
(shp)
Paulding County Carnegie Library
Board Meeting Action Plans
September 14, 2009
WHO DOES WHAT BY
WHEN
SP Discontinue sending paper copies of the Cracker Barrel ASAP
WM Check with Michelle on Speednet contract specifics and on what might be 10-26-09
options for the future.
Board Review the handbook changes suggested by the consultant 10-26-09
WM Calculate total savings of cutbacks on books and labor and keep running 10-26-09
SP Request Oplinlist to divulge benefits packages at other libraries 10-26-09
WM Create a policy for fines and feeds deposits 10-26-09
SP Check on the Ohio Plan as an insurance option 10-26-09
WM Calculate the cost to operate branches 10-26-09
GH Bring dinner to the next meeting 10-26-09
ALL Next Meeting : October 26th , 6 PM, Main Library 10-26-09
Check Signing:
Sept 18 : Corey Walker
Sept 25 : Sue Derck
Oct 2: Michelle Stahl
Oct 9: Geoff Hyman
Oct 16: Corey Walker
Oct 23: Susie Thrasher
Present: Sue Derck Corey Walker Susan Pieper
Diana Coy Wilma Mullins Michelle Stahl
Susie Thrasher Geoff Hyman Terry Wehrkamp