Roll Call- The following were
present: Board members: Susie Thrasher,
Corey Walker, Terry Wehrkamp, and Geoff Hyman.
Director Susan Pieper; Assistant Director Diana Coy; and Wilma Mullins,
Fiscal Officer, were also present. Board president Sue Derck was absent due to
illness. There is currently one vacancy on the Board. Staff member Michelle
Sidle was in attendance to present an update of Polaris server status.
Financial
/ Fiscal Officer- Motion
to pay bills (Pay-X 12858-12931); (Finance 14844-14912) was made by Susie
Thrasher and seconded by Corey Walker. Motion carried.
Reorganization of the Board: Due
to the absence of the President and the vacancy in the Board, the Board decided
to table the reorganization until February. Terry agreed to retain the position
of Vice-President until then. The following are the term expirations for each
Board member:
·
Terry Wehrkamp: 11-23-10
·
Susie Thrasher: 11-23-14
·
Corey Walker: 11-23-12
·
Sue Derck: 11-23-10
·
Geoff Hyman: 11-23-14
·
Vacancy: 11-23-12 (will fill out
Michelle Stahl’s unexpired term)
Reappointment
of Wilma Mullins as Fiscal Officer: Geoff Hyman moved and Corey Walker seconded to reappoint
Wilma Mullins as Fiscal Officer for 2010. Motion passed.
Fiscal Officer Discussion:
The board discussed the procedures for expenditure of funds from the Petty Cash
fund. Mrs. Mullins outlined in detail the process. No action taken.
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.
2010
Appropriations Resolution # 10-1025
Be it resolved by the Board of Library
Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, that
to provide for the current expenses and other expenditures of said Board of
Library Trustees, during the fiscal year, ending December 31st, 2010,
the sums as presented by the fiscal officer on the Annual Appropriation
Resolution be set aside and appropriated for the several purposes for which
expenditures are to be made for and during said fiscal year.
Motion to adopt the Appropriations Resolution
was made by Corey Walker and seconded by Susie Thrasher. The motion passed with
a unanimous roll-call vote in the affirmative.
Creation
of Financial Accounts: Corey Walker moved and Geoff Hyman
seconded the motion to create two additional revenue accounts and one
additional expense account to manage the Library levy funds. Mrs. Mullins will
inform the Board of the account numbers as soon as they are established. Motion
passed.
FY
2010 Bills: Susie Thrasher
moved and Corey Walker seconded to approve payment of all regular and normal
monthly bills for fiscal year 2010. Motion passed.
Director’s Report: Director
Pieper shared a number of her activities during the past month including
attending ALA Midwinter Conference in mid-January, playing “Santa” for the
Winter Wonderland party, working with Payne Friends of the Library to remodel,
applied for another “We the People” book grant, etc. She also gave special
recognition to Bob Leslie for designing and building the display unit for the
Picturing America display and to Kelly Taylor for presenting a genealogy
program to the Genealogy Society.
OLD BUSINESS
Action Items:
·
Uniform Hours for all Branches: Corey Walker moved and Geoff Hyman seconded the motion to adopt new
uniform hours for branches and extended hours for the main library effective March
1, 2010 as presented by Director Pieper. Motion
passed. The following will be the new hours:
Branches – Monday & Tuesday: 12:00 p.m. – 7:30 p.m.; Wednesday, Thursday,
Friday: 10:00 a.m. – 5:00 p.m.; Saturday: 9:00 a.m. – 1:00 p.m.
Main
Library in Paulding – Monday – Thursday: 9:00 a.m. – 8:00
p.m.; Friday: 9:00 a.m. – 6:00 p.m.; Saturday: 9:00 a.m. – 1:00 p.m.
·
Non-Food
for Fines Program: Diana Coy reported on the total
number of fines that were waived during the library’s Non-Food (paper products)
for Fines Program. The following was her report: Paulding waived $216.12;
Children’s waived $35.50; Antwerp waived $87.50; Cooper @ Oakwood waived:
$136.50; Payne Branch waived $57.74 for a total of $533.36. Each location
distributed their donations to their community food pantry.
SEO Membership for Inter-Library Loan: Susie
Thrasher moved and Geoff Hyman seconded the motion to approve membership in the
SEO Inter-Library Loan consortium at a cost of $500 per year. This will allow
patrons to borrow books from not only the SEO headquarters, but also all the
member libraries. Motion passed.
Revisions of Personnel Manual: Due to the late hour, Mrs.
Pieper said that she would e-mail the edited Personnel Manual to the Board for
their approval. She stated that she was concerned that there were so many
drastic changes recommended by a Human Resources professional, that the intent
of prior Boards were not being respected. No action taken.
PLA
Conference: Geoff Hyman moved and Corey Walker seconded to send
Pieper to the Public Library Association Conference, March 23-27 in Portland,
Oregon at a cost of about $1,700. Motion passed. Mrs. Pieper is speaking on a
panel regarding library staff surviving budget cuts. Pieper and the Board are
concerned about the timing of conferences in light of the library’s financial
situation. Although the income from the Rural Newsletter does underwrite a
great deal of the expense, Pieper will consider resigning from ALA Council and
the PLA Board of Directors so she does not have any more travel in the coming
year.
NEW BUSINESS
Fax Fee Reduction: Corey Walker moved and Geoff Hyman seconded to lower
the fee to fax one page to .50 sending or receiving. This new, lower fee will
be effectively immediately. Motion passed.
New Books Donation Policy: Mrs. Coy distributed copies of
the Board-approved selection policy. A general discussion ensued regarding the
process of accepting and assigning donated items. Mrs. Pieper will bring
revised versions of existing policies to the current Board for review and
revisions if necessary. No action taken.
Board Member Orientation: Mrs. Pieper distributed a list of activities that she would include in a
new Trustee Orientation package. No action taken.
Main
Library Roof: Mrs. Pieper
informed the Board that the roof at the main library will have to be replaced
within the next eighteen months or so. She will work with Bob Leslie and Wilma
Mullins on “request for bid” language. The current rubber membrane was
installed over twenty-five years ago and is starting to fail. No action taken.
Gale Database Purchase: Mrs. Pieper presented a request to purchase a one-year subscription to
Career Transitions, a one-stop career and job employment site especially
designed for the unemployed. The cost would be about $1,200 a year. Due to the
late hour, the Board did not have time to consider, so this item was tabled.
Cooper
Community Library: Mrs. Pieper distributed a time-line of activities
since the conception of the newest branch library as well as talking points and
other information. She will do this within the year for all three branches. It
is the intent of the Board to meet with each Branch Friend’s group as well as
interested and concerned citizens. Terry Wehrkamp shared that he will attend
the February 2010 meeting of the Oakwood Library Association and plans to share
information about the costs to operate the branch library.
Library
Policies: Pieper distributed a list of current library
policies. She will bring copies at upcoming meetings for the board to review
and revise if necessary.
Action
Plan for February 2010 Meeting:
·
Mullins: Check on the fees associated with Cashier’s
Checks and Money Orders
·
All: Prepare for elections of officers &
appointment of special committees at Feb meeting
·
Pieper: Provide a month-by-month breakdown of books
& other library materials purchased
·
Mullins: Compile amounts of all bonuses paid (in
lieu of raises) over the last 6+ yrs or since last raises given
·
Pieper: Provide list of proposed increased work
hours for each employee
·
Wehrkamp/Coy: Compile a “Master Calendar”
identifying when contracts/maintenance subscriptions expire, CD mature, etc.
·
Mullins: Rename 1900 account from Other Employee
Benefits to Employee Contingency
·
Pieper: In Director’s Report, declare specific days
attending conferences and visiting branches
·
Pieper/Mullins: Provide breakdown of expenses for
main library & each branch for 2010
·
Wehrkamp: Present 2008 expenses at 18 Feb 2010
meeting of Oakwood Lib Assoc
·
Pieper: Provide all separate & interactive
responsibilities of Friends’ groups, Library, Library Board
·
Pieper: E-mail Personnel Manual revisions to each
Board member
·
All: Prepare for Director’s contract negotiations
and signing
·
Pieper: E-mail the web link for Gale online resource
“Career Transitions” for Board to explore & consider a purchase
·
All: Next
meeting on 16 Feb 2010 at 6:00 pm
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