Roll Call- The following were
present: Board members: Sue Derck, Susie
Thrasher, Corey Walker, Terry Wehrkamp, Geoff Hyman, and new board member, Barb
Reighter. Director Susan Pieper;
Assistant Director Diana Coy; and Wilma Mullins, Fiscal Officer, were also
present.
Mrs. Reighter was introduced
as the newest board member, filling the unexpired term of Michelle Stahl. The
unexpired term ends on 11/23/12. Mrs. Reighter shared that she is originally
from Seattle, Washington, but has lived in Paulding since 1969. She retired
recently from Paulding County Job and Family Services. The entire board and
administration gave Barb a warm welcome. Mrs. Pieper gave her a copy of the
Ohio Library Council Trustee Manual as an introduction to duties and
responsibilities, with a more extensive orientation to be scheduled at a later
date.
Reorganization of the Board:
A slate of officers was presented by Sue Derck, consisting of Sue Derck,
President; Terry Wehrkamp, Vice-President; and Geoff Hyman, Secretary. Corey
Walker moved to accept the slate and close the nominations. Susie Thrasher
seconded the motion. Motion passed. The slate was elected as presented. 2010
Board of Trustees with term expiration dates:
·
Sue Derck, President: 11-23-10
·
Terry Wehrkamp, Vice-President:
11-23-10
·
Geoff Hyman, Secretary: 11-23-14
·
Susie Thrasher: 11-23-14
·
Corey Walker: 11-23-12
·
Barb Reighter: 11-23-12
Appointment
of Special Committees: President Derck stated that
committees would be appointed on an "as needed" basis.
Financial
/ Fiscal Officer- Motion
to pay bills (Pay-X 012935-012984); (Finance 014913-014914) was made by Susie
Thrasher and seconded by Geoff Hyman. Motion passed.
Fiscal Officer Additional Information:
Mrs. Mullins shared the new accounts that were established for the additional
tax levy revenue. There was a general discussion regarding where to put the
levy funds. The Board wants to consider an account that will provide for easy
access, yet will earn interest. A tiered-savings account was discussed. Also,
the Board requested Mrs. Mullins to review and possibly update memorandum of
deposit agreements held with local financial institutions.
Branch
Cash Register Beginning Balance: Terry Wehrkamp
moved that the cash register base amount be $25.00 for making change. This is
an increase from $10.00. Corey Walker seconded the motion. Motion passed.
Executive Session:
At 7:24 p.m., Susie Thrasher moved and Corey Walker seconded that the Board
move into Executive Session pursuant to ORC 121.22(G) (1) to consider personnel
issues. A roll call vote was in the affirmative. Susan Pieper, Wilma Mullins
and Diana Coy were invited to attend. At 7:51p.m., Geoff Hyman moved and Susie
Thrasher seconded that the Board adjourn from Executive Session and reconvene
in Open Session. A roll call vote was in the affirmative.
Director’s Report: Director
Pieper shared a number of her activities during the past month including updating
the Organizational Chart; identifying the roles and responsibility parameters
for Board Members, the Director, the Fiscal Officer, and the Friends of the
Library; and revamped the library's website. She shared a number of projects
that were in the works, including remodeling the Antwerp Branch Library
Children's Room, replacing antiquated magazine racks at Antwerp and Oakwood and
instigating a Secret Shopper program.
OLD BUSINESS
Action Items:
·
Provide month-by-month breakdown of expenses for
each location: Pieper has developed a spread sheet of info to bring to the board each
month that includes funds spent on materials, staffing, etc. Current
information was not available due to the new year.
·
Past
bonus or incentive pay: Mrs. Mullins provided detailed
information on past bonuses or incentive pay given to staff during the past
decade. The staff has not received raises or increases to the wage/salary
schedule for many years. The staff has not received any additional pay for
since 2007.
·
Increased
staff work hours: Mrs. Pieper provided
information regarding needed staff hour increases due to the new hours in
March. Additional requests will be submitted at the March board meeting.
·
Master
calendar: Mrs. Mullins will provide a base calendar which
lists when bills are due each month and throughout the year. She will add to
this when maintenance contracts are due, etc. Mrs. Coy will assist in this
process.
·
Expense
form language: Mrs. Mullins provided some wordsmithing to
one of the expense sheet accounts that better describes the purpose of the
funds. Account number 100.01.51900 will
now be called Employee Contingency. Funds in this account will cover expenses
incurred from employees retiring with benefits due, such as accrued but not
used vacation time and a percentage of unused sick leave.
·
Information
for the Oakwood Community: Terry Wehrkamp discussed plans
to speak to the support group of the Cooper Community Branch Library in
Oakwood. He will share basic organizational and budgeting information with the
Oakwood Library Association at their February 18, 2010 meeting. Other matters
will also be addressed. Mr. Wehrkamp will be available to answer questions from
the group. The Board intends to do this for each "Friends" group in
the county. He will meet with Pieper
prior to the meeting to receive copies of the information he is planning to
share.
·
Personnel
Manual: Pieper e-mailed a copy of the manual to the board
that included all the revisions, suggestions and changes submitted by the board
and a human resource manager whom had volunteered his help. She will work with
Mrs. Coy and Mrs. Mullins to review the manual and bring the Board a final
recommended copy.
Executive
Session: Susie Thrasher moved that the Board adjourn into
Executive Session to discuss personnel matters as pursuant to ORC 121.22(G)
(1). Corey Walker seconded the motion. After an affirmative roll call vote, the
Board moved into Executive Session at 7:37 p.m. At 8:42 p.m., Geoff Hyman moved
that the Board reconvene into open session. Susie Thrasher seconded the motion.
Motion passed via a roll-call vote.
Director's Contract: Mrs. Derck informed Pieper that
she would set up a meeting with Wehrkamp to discuss the Director's contract.
Gale Database
- Career Transitions: Geoff Hyman moved to purchase
the Gale Database, Career Transitions for a one year period at a cost of about
$1,200, after which time the Board will evaluate usage. Terry Wehrkamp seconded
the motion. Motion passed.
NEW BUSINESS
Personnel Matters: Geoff Hyman moved and Corey Walker seconded to
approve the following recommendations of Mrs. Pieper: 1. The part-time clerk in
youth services be moved from 16 hours per week to 30 hours per week. 2. One
part-time 20 hour per week library clerk be hired for the main library. This
clerk would be assigned to youth services, but will be available to fill-in at
any library location as needed on a day-to-day basis. Motion passed.
Battle of the Books 2010-2011: Terry Wehrkamp moved and Barb
Reighter seconded that the library proceed with the Battle of the Books for the
next school year. Motion passed.
New Book Drop for Main Library: Geoff Hyman moved and Susie Thrasher seconded the motion to purchase a
new duel, stainless-steel book drop for the main library. The vendor has given
a 20% discount, free logo and name design and free freight if he can use it as
the floor sample during the upcoming PLA conference in Portland. The new book
drop will cost approximately $8,500. Motion passed.
Mrs.
Mullin's Continuing Education: Susie Thrasher moved and Barb Reighter
seconded the motion to approve Mrs. Mullin's attendance some time during 2010
at a mandatory CMI financial meeting held in Columbus.
Action
Plan for March 2010 Meeting:
·
Orientation for
Mrs. Reighter: Mrs. Pieper will contact Mrs. Reighter to schedule a tour of the
library as well as an introduction and orientation to the library and the
Board.
·
Mullins:
Check out options for CDs and savings account to deposit revenue from the tax
levy. Mr. Hyman suggested she investigate a "tiered" savings account.
The Board wants to be able to have the funds accessible, yet earn interest.
·
Pieper: Bring
recommendation for uniform working hours for branch manager and staff.
·
Walker:
Review branch contract for branches -- beginning with the Cooper Community
Branch Library in Oakwood -- to
determine and identify who provides what regarding new furnishing, etc.
·
Mullins/Wehrkamp/Coy:
Continue to develop a "Master Calendar" using Mrs. Mullin's existing
Master Calendar as a base. This "Master Calendar" should have dates
during the year when a number of maintenance contracts come due as well as
other yearly events.
·
Mullins:
Investigate what other libraries call their 100.01.51900 fund that the
Board voted to call name "Employee
Contingency". The line item use to be called "Other Employee
Benefits" but that name did not accurately reflect the purpose of the
fund.
·
Board/Administration:
Review the Personnel Manual and make notations of suggestions, changes and revisions
to the manual that was distributed in February. Pieper, Mullins & Coy will
-- at an upcoming meeting -- bring a draft that reflects their recommendations.
·
Check Signing
Schedule: February 26th -- Sue; March 5th -- Terry; March 11th -- Geoff.
Adjournment: Susie Thrasher moved and Geoff Hyman seconded
the motion to adjourn at 10:00 p.m., closing a 4-hour meeting. The next board
meeting is scheduled for February 16, 2010 at 6:00 p.m. at the main library in
Paulding, unless otherwise announced.
________________________________ ______________________________
Board Secretary Sue Derck, Board
President