Paulding County Carnegie Library Board of Trustees Meeting Minutes

February 15, 2011

Absent:                                Diana Coy, Susan Pieper

Roll Call:              Geoff Hyman, Corey Walker, Barb Reighter, Susie Thrasher, Sue Derck, Terry Wehrkamp, Michelle Stahl

January Minutes:  No corrections or additions. Motion to accept by Corey, second by Susie

Citizen Participation: There was no citizen participation at this meeting

Action Plan Recorder: TW volunteered to do action plans and minutes

Fiscal Officer Reports:

Ø  Fiscal Officer passed out the certificate of total amount from all sources available for expenditures and balances.

Ø  Fiscal Officer reported the expected Revenue and existing assets for 2011.

Ø  Updated Budget Resolution: passed out an updated resolution and revision suggestions compiled by Susan

Ø  Appeal for Hearing :  Former employee has withdrawn appeal for new unemployment hearing.

Ø  Investment Policy: Fiscal officer created and presented an investment policy.  A few changes were suggested and the revised policy will be presented to the finance committee (  Geoff, Susie and Corey)that will meet on Thursday, February 24th.

Ø  Star Ohio Authorization:  This was completed and new signatures from Fiscal Officer and board vice president

Ø  CPIM Workshop:  Board discussed Fiscal officer attendance at this conference .  Corey made motion for approval, Geoff second.   All were in favor.

Ø  American Locksmith:  Reviewed detail on locksmith charges to change out locks.

Ø  First Financial Credit Card App:  Fiscal officer will be applying for new credit card.  $25,000 pre-approved application. This will cancel out the old one and get the new fiscal officer on the new one.  The finance committee will be discussing this in their committee meeting.

Ø  Fiscal Officer’s old credit card : Found

Ø  Visa bill report:  Reviewed the Visa bill for the past couple months.

Ø  Outstanding Checks: 7 items need to be cleared.  Bob will know one of these.  The rest of these are un-cashed  payroll checks most likely.  Need to find out the Payex numbers for these checks before we can send to unclaimed funds.

Ø  Scanner: Fiscal officer recommended the purchase of a scanner for approximately $320.  Motion to purchase made by Wehrkamp, second by B Reighter.  All in favor.    Fiscal Officer to check on document retention standards.

Ø  Bonding:  Discussed the issue of bonding the fiscal officer.   Discussed having Foltz come in to explain this to us.  Will bond fiscal officer for $100,000.  Geoff motioned, Susie second.

Ø  Signing of Bank Reconciliation: There are spots on the new reconciliations for Board initials.

Ø  Notary: Motion made to have Fiscal Officer work on becoming a notary.  Corey made motion, Geoff second,  all in favor.

Ø  Signing Michelle’s hire paperwork:  Completed the signatures for hiring paperwork.  Decided that we only needed to add the addendum.   Sue will send out copies of the contract to board members

Payment of Bills:

Ø  Payment of Bills:  TW moved to pay the bills, second Barb Reighter.  Discussed appropriation status, bank reconciliation, fund status, and Payment Register.  All in favor   TW made another motion to permit fiscal officer to pay recurring monthly bills on-line per her discretion.  TW moved, Susie second, all in favor

Director’s Revised Contract:

Ø  Director’s Revised Contract:  Contract reviewed and signed by Board President Derck.

Report of Directors Activities:

Ø  Director’s Report of Activities was reviewed

Executive Session:

Ø  Executive Session: Pursuant to ORC 121.22(G1) board went into executive session at 8:10 PM to discuss personnel issues. TW-yes, GH- yes, CW-yes, BR- yes, ST-yes, SD-yes.

Ø  Re-entered open session at 8:40, Geoff motion, Susie second, all in favor.

Action Plan: 

Ø  Reviewed and moved all unfinished items forward

Grants to Join Consortium:

Ø  Director recommends that we wait to review this when the grant becomes available again

Ø  Only one consortium in Ohio that uses Polaris  (?)  

Morning Star Database Quote:  

Ø  Director Pieper is reconsidering the idea of Morning Star Database based on information she is receiving from colleagues.

Roof Leaks: 

Ø  We have staved off the leaking roof, but there will be some major work to be done soon.

Ø   All agree that we have to keep the structure in good shape but may need to consult “historical landmarks” guidelines to see if there are any restrictions or limitations to what direction we go.

Motion to Adjourn 9:05 PM made by Geoff Hyman, second Corey

Next meeting is March 15, 2011 (TW will not be here)

 

ACTION PLANS

WHO                                     DOES WHAT                                                                                                       BY WHEN

MS                         Calculate employee contingency funds needed (unpaid sick, etc)                             3-15-2011

GH,CW,ST           Financial committee to meet on Thursday 2-24-11                                            2-24-2011

MS                         Make changes to investment policy as discussed and present to                               2-24-2011

                                Financial committee

 

TW                         Find out if we need notification for finance committee (sunshine law)    2-23-2011

 

MS                         look @ swipe card option for entry                                                                          3-15-2011

 

MS                         look for minutes containing Melissa Grant check information                      3-15-2011

 

MS                         Contact Wilma on Melissa Grant memories                                                          3-15-2011

 

MS                         Invite Don Foltz to our next meeting to discuss bonding and umbrella     3-15-2011

 

SD                           Make copies of Michelle’s contract/addendum                                                 3-15-2011

 

MS                         Work on RFP for all financial institutions in county                                             3-15-2011

 

MS                         Work on beginning SOP manual on fiscal officer job responsibilities          3-15-2011

 

SP                           CIPA Compliance – Create this policy                                                                      3-15-2011

 

MS                         visit Ohio Historical Society website to investigate retention policy           3-15-2011

 

MS                         Implement time clock by March meeting                                                              3-15-2011

 

SP                           Check into “historical structure” limitations / restrictions                               3-15-2011