Tuesday, August 17, 2010

Call to Order: The August 2010 meeting of the Board of Trustees was held at the Library Annex at 119 S. Main Street (next door to the historic Carnegie library). President Sue Derck called the meeting to order at 6:00 p.m.

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

Additions/Corrections to the Agenda: The following items were added to the evening's agenda: Computer department projects, Update T1 line status, time clock discussion

Action Plan Recorder: Terry Wehrkamp will be the Action Plan recorder for this evening’s meeting.

Minutes: Corey Walker moved to approve the July 2010 minutes as corrected. Susie Thrasher seconded the motion. Motion passed.

Executive Session: At 6:10 p.m., Corey Walker moved and Geoff Hyman seconded that the board adjourn into Executive Session pursuant to ORC 121.22(G)(1) to consider personnel and legal matters. A roll call vote resulted in the affirmative. The 6:45 p.m. the board moved back into regular open session.

Status of Levy revenue: Mrs. Mullins informed the Board that three levy checks have been received to date. Mullins will ascertain the fees to be paid to the auditor before she is certain of the exact amount to be used for operational expenses.

The Board directed Mullins to do the following and bring information to the September meeting:

1. Determine the amount from 2006 - 2009 that was taken from library investments to pay normal operation costs. Methodology: subtract the year end 2009 financial investment numbers from the year end 2006 financial investment reports. The difference will show the approximate amount used by the Board to cover operational costs due to the decrease in state funding. (Not to be included is the amount used to purchase the adjacent property.)
2. Inquire how other libraries with levy funds are managing these funds. Do they keep them in a separate account? Do they segregate the funds from state funding?
3. Contact Paulding County banking institutions and inquire about easy access money market or savings accounts for institutions wishing to deposit in excess of $100K.

Payment of Bills: Motion to pay bills for June 2010 (Pay-X 13205-13259); (Finance 15174-15240) and July 2010 (Pay-X 13262-13340); (Finance 15241-15283) was made by Corey Walker and seconded by Terry Wehrkamp. Motion passed

Additional Fiscal Officer Report:

• Visa Payment Details: Mrs. Mullins distributed a copy of the detailed memos on recent VISA payment checks that provided information as to the purpose of each charge. All in attendance appreciated the information in this format as it provided the information they had been requesting in an easy-to-read manner.
• Sample Deputy Fiscal Officer Job Duties: Mullins distributed a sampling of typical duties for a Deputy Fiscal Officer.

Trustee Report:

• Mrs. Thrasher shared information about the forthcoming Oakwood Homecoming Days and the celebration/fund raiser planned by the Oakwood Library Association. Mrs. Thrasher has been coordinating, writing and participating in the theatrical fund-raiser performance during the annual dinner for the past five years. She shared that this would undoubtedly be her last year as it is time to let newer volunteers become active. This year's theme is a southern plantation celebration along the river.
• Mr. Hyman had shared about the different Money Market accounts the Antwerp Deposit Bank offers.

Director's Report: Mrs. Pieper had no written report prepared, but shared activities in which she had participated, including coordinating the interview of local historian by a Fort Wayne, Indiana television reporter for a special segment on the Village of Paulding to air on August 25th. She also prepared a press packet as well as a number of historical photographs to be used in the program.

Staff Kudos: Mrs. Pieper praised the Children's Room staff for thinking "outside the box" in regards to reorganizing the children's non-fiction collection. The collection is being thoroughly weeded and the collection will be organized in a more "subject" related manner, making access much more logical and easy for the general public.

OLD BUSINESS

• Elevator Contract: Mrs. Pieper was directed to proceed with a revised letter giving 90 days notice to cancel the existing elevator maintenance contract with ThyssenKrupp Elevator effective November 30, 2010.
• CMI Accounting Software Migration to Windows: The Board directed Mrs. Mullins proceed with the process of training and migrating to a windows based system from the current character based system and bring costs for the update to the September meeting
• Charging for Meeting Room: Mrs. Pieper informed the Board that the only costs that a public library was prohibited from setting was for the borrowing of print materials. She distributed a draft meeting room application and policy to be considered for a new meeting room in the annex property. A fixed cost of $75.00 for profit meetings, no-charge for non-profit organizations, and a suggested donation of $50 for private parties was included in the draft.
• 2010 Summer Reading Program (SRP) Stats: Mrs. Pieper shared statistics from the 2010 SRP, evaluations of the program and plans for the 2011 event. A total of 1,000 persons attended SRP events and over 1000 hours were read by Paulding County children.
• Plan for Remodeling Annex & Technical Service Rooms. No action had been taken on the plans for remodeling. Pieper will proceed with a vendor who can provide drawings and cost estimates for the transformation of a Library Annex Meeting Room and expanded and remodeled Technical and Computer Services department.
• Phase II of the Library Elevator Entrance Landscaping: Barb Reighter moved and Corey Walker seconded the motion to approve $2,300 for Phase II of the Elevator Entrance Remodeling project. This project includes installing drain tiles and 12"x12" landscaping blocks. Motion passed.
• Remodeling Technical Services & Library Annex Meeting Room: TABLED. More information to be submitted at a later meeting.
• Travel Request to Rural Library Conference in Denver: Mrs. Pieper withdrew her request to attend this conference as the date conflicted with the library's Staff Development Day.

NEW BUSINESS

Personnel Issues: Corey Walker moved to acknowledge the termination of Robert Leslie effective July 20, 2010, the hiring of Jennifer Habern as a 25 hour per week Library Clerk at the main library, and the hiring of Rick Ross as a 25 hour per week Building Maintenance Manager at the main library beginning August 17, 2010. Barb Reighter seconded the motion. Motion carried.

Staff Development Day: Mr. Walker moved and Mr. Hyman seconded the motion to approve closing the library on October 14th for Staff Development Day. The staff will travel to Piqua, Ohio to attend the Global/Microsoft Computer Symposium. Staff will have the opportunity to try out new programs, software, hardware, etc. Free admittance, free lunch and freebies make this day very affordable. The only cost will be transportation - either mileage for five vehicles or a small chartered bus. Motion passed.

Update from Computer Room on Current and Future Projects: Michelle Sidle, Head of Technical Services provided a report on the following:

• Recommends the acquisition of the software licensing and maintenance plan for Deep Freeze to be installed on all public access computers. This will make them more secure and save on staff time re-booting computers after each use.
• Motion was made by Susie Thrasher and seconded by Geoff Hyman to approve the purchase of 35 licenses and a 2-year maintenance contract for Deep Freeze at a cost of approximately $939.33. Motion passed.
• All new computers purchased via the Cooper Family Foundation will be installed by the end of August 2010. As of August 17, only one computer had yet been replaced in the Computer Lab.
• We are in the preliminary stages of ascertaining the viability of migrating the entire system (all branches) onto the library's existing T-1 lines in order to provide faster internet access. This process will entail canceling or not renewing existing contracts, which will in turn, impact the libraries E-Rate discounts and current obligations to vendors. If a secondary T-1 line were to be installed, it would be eligible for E-Rate discounts.

ServiceMaster: Mrs. Thrasher moved and Geoff Hyman seconded the motion to approve hiring ServiceMaster for a one-time deep cleaning of the main library building at a cost of approximately $3,200 as indicated in the quote submitted to the library. Motion passed.

Semi-Truck Parking Request: Mrs. Pieper informed the Board that there had been a request from a semi-truck driver to use the back stone parking lot to park his rig during the weekends. After discussion, Mrs. Pieper was directed to refuse his request for a number of reasons, not the least of which would be precedence, damage to stone lot, and liability issues.

Antwerp Remodeling: Mrs. Pieper brought a quote to the Board for remodeling the children's room and magazine area of the Antwerp Branch Library at a cost of about $12,000. It was decided to TABLE any immediate action and wait for the submission of a long-range plan by Pieper for possible investment in all three branches for improvements to the interiors within the next two to three years. No action taken.

Draft Policy Distribution: Mrs. Pieper distributed for the Board to review, three draft policies addressing Meeting Room (fees and usage), Internet Use and Compensatory Time. No action taken.

Youth Services Book Budget Increase: Due to the comprehensive weeding of old, outdated non-fiction titles and the reorganization of the non-fiction collection in the Children's Room, Corey Walker moved to increase the YS book budget by $5,000. Geoff Hyman seconded the motion. Motion passed.

Transfers: Due to the expenditures being approved at this meeting, the following transfers were moved for approval by Corey Walker, seconded by Geoff Hyman and passed by the Board:

Amount From To

$3,000 100.01.58910 Contingency 100.01.55210 Land Improvements

$5,000 100.01.51900 Employee Contingency 100.10.54110 Books & Pamphlets

Travel Request: Corey Walker moved and Mrs. Reighter seconded the motion to approve attendance by Mrs. Pieper at the fall Public Library Association Board of Directors meeting to be held in Chicago from October 21 through October 23rd. All expenses will be paid for by the Public Library Association. Motion passed.

Time Clocks: Corey Walker moved for the implementation of time clocks at all locations effective October 1, 2010. Susie Thrasher seconded the motion. Motion passed.

Adjournment: Geoff Hyman moved and Corey Walker seconded the motion to adjourn at about 9:30 p.m. The next board meeting is scheduled for September 21st at the Library Annex unless otherwise announced.

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Geoff Hyman, Board Secretary Sue Derck, Board President

GH:snp