Call to
Order: The July 2010
meeting of the Board of Trustees was held at the main Carnegie library in
Paulding. President Sue Derck called the meeting to order at 6:00 p.m. There
was no Board of Trustee meeting held in June.
Roll Call:
The following were present: Board
members: Susie Thrasher, Barb Reighter, Corey Walker, Geoff Hyman and Sue
Derck. Board member Terry Wehrkamp was absent. Director Susan Pieper, Assistant Director
Diana Coy, and Wilma Mullins, Fiscal Officer, were also present.
Action Plan Recorder: Pieper and Coy will record an action
plan for the August meeting.
Citizen Participation: Mr. Jim Hooker and Mr. Ron Etlzer of
the Payne Friends of the Library presented information regarding the cost of a
new roof on the building that houses the Payne Branch Library. The cost to
replace the roof is approximately $20,000. Sara Molitor, the Branch Manager of
the Payne Branch, had already requested that $10,000 of her Lela Jeffery funds
be made available for the replacing of the roof. After asking questions
regarding moisture, sewer gas smell, integrity of the timber or framing beams,
condition of the second floor, etc., the following motion was made:
Payne Branch Library Roof: Corey Walker moved and Susie Thrasher
seconded that a new account be created for a Lela Jeffery Building Improvement
for the Payne Branch (100.06.55430) and that $10,000 be transferred from the Payne
Branch Lela Jeffery Books account (100.06.54130) into the new Building
Improvement account to be used to pay a portion of replacing the roof of the
Payne Branch Library. Motion passed.
It was
pointed out to Mr. Hooker and Mr. Etlzer that an invoice for $10,000 should be
sent to the library’s fiscal officer for payment upon completion of the work.
Minutes: Corey Walker moved to approve the May,
2010 minutes as corrected. Barb Reighter seconded the motion. Motion passed.
Executive Session: At 6:25 p.m., Corey Walker moved
that pursuant to ORC 121.22(G)(1) the board go into
Executive Session to consider personnel issues. Geoff Hyman seconded the
motion. A roll-call vote was in the affirmative. At 7:10 p.m., Mr. Walker moved
that the board move back into open session. Mrs. Thrasher seconded. A roll-call
vote to move into open session was in the affirmative.
Status of
Ohio Public Library Fund (PLF): Mrs. Mullins informed the Board that she has
received approximately $52,000 from Ohio’s Public Library Fund (PLF) which
continues to be less than this time last year.
Financial
/ Fiscal Officer:
Motion to pay May bills (Pay-X 013050-013202); (Finance 015070-015173) was made
by Geoff Hyman and seconded by Barb Reighter. After a general discussion and
review of the bills, the motion to pay the bills passed.
Board
President Derck reminded Mrs. Mullins that the levy funds must be moved into an
interest-bearing money market account and that bills must be paid in a timely
fashion. The Board does not want to incur late fees and all vendors, especially
local vendors and employees should not have to wait. Mrs. Mullins reminded the
Board that she pays bills twice a month.
Fiscal Officer Additional Report: The Board inquired about the status
of the VISA reports that they requested at the May meeting. Mrs. Mullins
informed them that she did not have the time to prepare the extensive reports.
She asked if she could copy the check stub for the VISA payment as this has the
information they might need. The Board agreed to look at the stub to see if
this would be enough information.
The Board
also discussed reimbursing the rainy day fund in the amount that had been
withdrawn over the past few years. Mrs. Mullins was directed to determine the
amount used for operations out of the investments and bring that figure to the
board in August for further action.
Mrs. Mullins
reminded the Board that they requested the name of the 100.01.51900 fund
(Employee Other Benefits) be renamed “Employee Contingency”. The new name has
already been applied to the expense report.
Director's Report: Mrs. Pieper shared a number of
activities over the past two months including community events such as judging
the Paulding County Fair King/Queen contest and the Showman of Showman (horses)
class, participating in the John Paulding Days parade, and providing library
information at the Alco Community Days. Pieper also designed new “Welcome to
the Library” bags for new patrons that will begin system-wide distribution in
September, Library Card Sign-Up Month. She
made many branch visits, hired a new employee, participated in the Summer
Reading Program by reading to children, designed new signage and created new
web pages for teens and the Friends of the Library in Antwerp and Oakwood.
Staff Kudos: Mrs. Pieper shared that she will
bring SRP statistics to the August meeting. She congratulates the team for
another successful summer.
OLD BUSINESS
Elevator Contract: Mrs. Pieper distributed an e-mail
from Mr. Wehrkamp regarding the status of the current elevator contract. He has
an upcoming meeting with an elevator company representative at which time he
will share the library concerns and provide a letter stating we wish to be
released from our contract (90 day notice).
Corey Walker
moved that the library give a 90-day notice to cancel our elevator contract to
the ThyssenKrupp representative at a meeting scheduled on July 27th
at the library. Geoff Hyman seconded the motion. Motion passed.
Ohio Plan: Mrs. Pieper informed the Board that
she has been unable to connect with the Ohio Plan representative. She will
continue her efforts.
CMI Maintenance Agreement: Mrs. Mullins informed the Board that
she is waiting until she takes a Quick Books class before she renews and/or
upgrades or cancels the CMI accounting software account.
Ancestry.com and other Databases: Mrs. Pieper requested that the Board
allow her to review and determine library patron needs for specific databases.
She will bring recommendations to the Board. Ancestry.com is one of the
databases being considered.
Meeting Room Rental Fee: Mrs. Pieper said she will find out
definitively if the library can charge a fee for the meeting room. This will
provide revenue if the Board continues with plans to remodel a room in the
annex as a public meeting room facility.
Pritchard Building: Mrs. Pieper provided an update in
plans for the Pritchard Building, now being referred to as the Library Annex.
She shared ideas about a new public meeting room, storage space and a Board
Meeting Room. The Board suggested that perhaps the Fiscal Officer could use
some of the space for offices. As plans develop it will be clear the direction we
need to go. The Board directed Pieper to go ahead with preliminary plans so
that a cost may be determined for each project.
Gaming Grant Update: Mrs. Pieper informed the Board that
she applied for and was awarded a $1,500 federal grant to introduce gaming
(board games, video games, etc.) in the library for youth. The grant will allow
the library to purchase Wii Consoles for each location as well as a bundle of
video games and board games. Gaming has proven to be an effective tool in
attracting non-library using youth to the library.
Cooper Grant Update: Mrs. Pieper informed the Board that
the library received a $10,000 grant from the Cooper Foundation for computers.
The ten-year old computers in the lab are being replaced as well as two
computers at the Cooper Community Library. A press release and photo with a
representative from the Cooper family will be sent when the upgrades, updates
and replacements are finished.
NEW BUSINESS
Personnel: Mrs. Pieper shared that she hired
Stephanie McCullough as a thirty (30) hour library clerk at the Antwerp Branch
Library. Starting date was June 1, 2010. Entry level starting pay was $8.27 per
hour.
North Driveway Dip: Corey Walker moved and Barb Reighter
seconded to approve the recommendation of the Director to have the sinking
driveway north of the library repaired. Motion passed.
Travel Request: Mr. Walker moved and Barb Reighter
seconded to approve travel to a Polaris User Group meeting in Columbus for
Michele Sidle and Heather Hunt. Motion passed.
Rural Conference: Any action regarding Pieper
attendance at the Rural Libraries Conference in Denver in October was tabled
until August.
Concrete Pad for Book Drop: Corey Walker moved and Barb Reighter
seconded to approve the expenditure of funds not to exceed $300 to have a
concrete pad poured to level the book drop. Motion passed.
Part-time Library Clerk: Barb Reighter moved and Corey Walker
seconded to approve the hiring of a 25-hour per week part-time library clerk
assigned to the main library circulation department. The work load has
increased dramatically for the circulation staff with new inter-library loan
requests since library patrons can now request items from hundreds of libraries
throughout Ohio. All materials are processed through the main library and distributed
to the appropriate location. Motion passed.
Transfer: Susie Thrasher moved, Barb Reighter
seconded and the motion passed to approve the following transfer:
Amount: From: To:
$2,000 Contingency Land Improvements
100.01.518910 100.01.55210
Additional Transfers: Corey Walker moved, Geoff Hyman
seconded and the motion passed to approve the following transfers totaling
$53,500:
Amount: From: To:
$5,000 Employee
Contingency Professional
Workers Salary
100.01.51900 100.01.51120
$22,000 Employee
Contingency Office &
Clerical Salary
100.01.51900 100.01.51140
$1,000 Employee
Contingency Service Workers
Salary 100.01.51900 100.01.51160
$5,500 Employee
Contingency Unemployment
Compensation
100.01.51900 100.01.51670
$10,000 Employee
Contingency Furniture &
Equipment
100.01.51900 100.01.55510
$10,000 Building
Improvement Furniture &
Equipment
100.01.55410 100.01.55510
Adjournment:
Corey Walker moved and Geoff Hyman seconded the motion to adjourn the
July meeting at 9:27 p.m. The next board meeting is scheduled for August 17 at
6:00 p.m. at the main Carnegie Library, unless otherwise announced.
____________________________ ____________________________
Geoff Hyman,
Board Secretary Sue Derck,
Board President
GH:snp