Call to Order: The November 2010 meeting of the Board of Trustees was held in the meeting room of the main historic Carnegie library in Paulding. President Sue Derck called the meeting to order at 6:05 p.m.
Roll Call: The following were present: Board members: Barb Reighter, Corey Walker, Terry Wehrkamp, Geoff Hyman and Sue Derck. Board member Susie Thrasher was absent. Director Susan Pieper and Assistant Director Diana Coy were also present.
Additions/Corrections to the Agenda: Mrs. Pieper distributed a revised agenda for the meeting.
Action Plan Recorder: Terry Wehrkamp agreed to be the Action Plan recorder for this evening’s meeting.
Minutes: Corey Walker moved to approve the October 2010 minutes. Geoff Hyman seconded the motion. Motion passed.
Mr. Walker moved to approve the minutes of the November 3rd special Board meeting. Terry Wehrkamp seconded the motion. Motion passed.
The Board recognized Mrs. Coy's sixtieth birthday.
Resolution: Rescind Appointment of Fiscal Officer
Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby rescinds the appointment of Wilma Mullins as Fiscal Officer effective November 5, 2010 and thereby removes all authority from Mrs. Mullins for all financial management of the library including all check signing; certificate of deposit signing; and access to any and all of the library financial accounts held in all financial institutions. Motion to adopt resolution: Terry Wehrkamp. Second: Corey Walker. A roll call vote resulted in a unanimous approval with Mrs. Thrasher being absent.
Resolution: Appointment of Interim Fiscal Officer
Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints Mr. Robert (Bob) Maurer as Interim Fiscal Officer effective November 16, 2010; with full authority until which time the Board hires a new Fiscal Officer and the Interim officer, Mr. Maurer, completes all training and consultative services for the library. Motion to adopt resolution: Corey Walker. Second: Geoff Hyman. A roll call vote resulted in a unanimous approval with Mrs. Thrasher being absent.
Resolution: Appointment of Trustee as Signature Authority
Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints Board of Trustee member, Mr. Terry Wehrkamp as the authority to sign all financial documents including checks; certificates of deposit; securities; accounts; etc. from any and all financial institutions in which the library holds assets. Motion to adopt resolution: Corey Walker. Second: Geoff Hyman. A roll call vote resulted in a unanimous approval with Mrs. Thrasher being absent and Mr. Wehrkamp abstaining.
Resolution: Authorization for Check Signing
Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, to authorize any two members of the Board of Trustees to be the only signers needed of all financial and payroll checks until a permanent Fiscal Officer is needed.. Motion to adopt resolution: Corey Walker. Second: Barb Reighter. A roll call vote resulted in a unanimous approval with Mrs. Thrasher being absent.
Status of Ohio Public Library Fund (PLF): Mrs. Pieper shared the distribution amount for November ($47,926.61) and the year-to-date total received ($527,527.52) of the Public Library Fund.
Payment of Bills: Mrs. Coy distributed the financial reports. Motion to pay bills for October (Pay-X: 013464 - 013518); (Finance 015407 - 015440) was made by Corey Walker and seconded by Terry Wehrkamp. Motion passed.
UAN Update: Mrs. Pieper shared an update on the status of the State Auditor of Ohio's Uniform Accounting Network (UAN), the new financial software for library.
Fiscal Officer Hiring Update: Mrs. Derck gave an update on the review, interviewing and hiring of the new Fiscal Officer. Over 20 applications have been received. Many are very well qualified. The Board will hopefully have a new Fiscal Officer hired by January 1, 2011.
Director's Report: Mrs. Pieper distributed a report of activities in which she had participated, including coordinating the transition process from the CMI software to the new UAN system.
Staff Kudos: Mrs. Pieper praised Cooper Community Library Branch manager, Sue Thomas, for noting and sending an e-mail to the Director regarding a bookmobile for sale.
OLD BUSINESS
Action Plan for November's Meeting
£ (Coy) Mrs. Coy shared that a day/time stamp has been ordered and implemented for incoming mail at the main library and all branches.
£ Mrs. Pieper distributed a copy of the Personnel Manual that shows changes and editing in red.
£ Mr. Walker shared what the revenue/budget would look like with a 30%, 100% and zero reduction in PLF.
£ Mrs. Pieper has contacted Diane Cooper for a photo and formal "thank you" for the generous computer grant. Due to scheduling challenges the photo will be scheduled as soon as possible.
£ Mrs. Pieper will bring holiday requests for 2011 for Board approval, substituting the day after Thanksgiving for New Year's Eve as a closed day.
£ Mrs. Pieper has contacted county insurance agent, Don Foltz regarding insurance coverage for the Bookmobile as well as meeting with the Board later in 2011 to share insurance coverage.
Personnel Manual: Geoff Hyman moved to approve the Personnel Manual as presented with changes addressed. Corey Walker seconded the motion. Motion passed. The Board will periodically review and revise this document as needed.
Bookmobile Update: Mrs. Pieper shared the activities involved in the acquisition and development of the new Bookmobile program for the library. The bookmobile will serve many areas in the county that are currently not being served by a library branch.
NEW BUSINESS
Branch Improvements: Mrs. Reighter moved to approve the transfer of $15,000 to each branch to be used for improvements, interior or exterior. Geoff Hyman seconded the motion. Motion passed.
Transfers: Corey Walker moved, Terry Walker seconded and the Board passed the motion to approve the following transfers:
Amount From To
$15,000.00 100.01.55410 100.02.55510
Building Improvements Antwerp Furniture & Equipment
$15,000.00 100.01.55410 100.06.55430
Building Improvements Payne Building Improvements
$15,000.00 100.01.55410 100.07.55510
Building Improvements Cooper Furniture & Equipment
Adjourn: Terry Wehrkamp moved to adjourn the meeting at 9:45 p.m. Geoff Hyman seconded the motion. Motion passed. The next meeting of the Board of Trustees will be held Tuesday, December 21 at the main library in Paulding, unless otherwise announced.
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Geoff Hyman, Board Secretary Sue Derck, Board President
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