Call to
Order: The January 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 6:00.
Roll Call:
The following were present: Board
members: Barb Reighter, Corey Walker, Terry Wehrkamp, Susie Thrasher, Geoff
Hyman, Sue Derck, Fiscal Officer Michelle Stahl and Interim Fiscal Officer,
Robert Maurer. Assistant Director Diana Coy was also present. Library Director
Susan Pieper was absent.
Action Plan Recorder: Terry Wehrkamp agreed to be the
Action Plan recorder for this evening’s meeting.
Minutes: Corey Walker moved to approve the December
2010 meeting minutes. Susie Thrasher seconded the motion. Motion passed.
Fiscal
Officer Financial Reports: Michelle Stahl, the library’s new Fiscal
Officer (FO) and Bob Maurer, the library’s interim FO distributed a number of
financial reports to the Board. The new Uniform Accounting Network (UAN) format
was well-received by the board. The reports provided information on each vendor
and the purpose of payment. The Board commended Bob Maurer and thanked him for
his emergency action as the library’s interim FO. The Board was also very
pleased with the quality of the reports and the explanations provided.
The Board
requested that a monthly VISA report be submitted as part of the Board packet.
Payment of Bills: Corey Walker moved and Barb Reighter
seconded the motion to approve payment of the bills. Motion passed.
Additional FO Report: The fiscal officers provided information
and an update to the library’s new UAN accounting and software system.
Reorganization of Board of Trustees: Susie
Thrasher moved to keep the current slate of officers. Corey Walker seconded the
motion. Motion passed. President: Sue Derck; Vice-President: Terry Wehrkamp;
Secretary: Geoff Hyman.
Appointment of Special Committees: Corey Walker, Geoff Hyman and Susie
Thrasher were appointed to the Finance Committee.
Appointment of Fiscal Officer for 2011: Corey Walker moved and Terry Wehrkamp
seconded the motion to appoint Michelle Stahl as the library’s Fiscal Officer
from January 10, 2011 – December 31, 2011. Motion passed.
Presentation, Approval of 2011
Appropriations Resolution:
(Tabled until February meeting)
Regular Bill Payment: Geoff Hyman moved and Corey Walker
seconded the motion to approve the payment of all normal and regular bills for
fiscal year 2011. Motion passed.
Director's Report: Mrs. Pieper provided a project list
for 2011 including implementation of Bookmobile service, adding E-Books to the
library’s collection, and installation of filters for library computers.
OLD BUSINESS
►
Action Plan for January 2011 Board Meeting
£ R (Maurer) Write check for retired FO before year end
£ (Maurer) Check on past employee (Melissa Grant) un-cashed
payroll checks and move to unclaimed funds (In process)
£ R (Pieper) Reword policy to include “OPERS” language to
collect sick time upon retirement
£ R (Maurer) Make direct deposits for staff supplemental
bonus
£ R (Coy) Get codes for alarm for Wehrkamp and Derck
£ (Wehrkamp) Initiate background check on new fiscal
officer (In process)
£ R (Pieper) Check on costs of life insurance for all
employees and status of staff eligible for family insurance coverage (4.50 per
employee per month. $20,000 policy. Can implement during open enrollment in May
if the Board decides to provide this benefit.)
£ (Pieper) Include Star Ohio on list of assets and/or
Investment Portfolio (Will complete upon receiving financial updates) (In
process)
£ R (Pieper) Work on transitioning budget into the UAN
categories and account numbers (FO took this over)
£ R (Pieper &
Maurer) Work towards “tweaking” accounts to include line items such as
“Janitorial and Maintenance Contracts”, etc. (FO: in process)
£ R (Pieper) Type up and present contract (Although the
contract as presented was approved at the December meeting, the Board requested
additional language to be added. Pieper will add this language and send three
copies to the President for signing.)
NEW BUSINESS
Investment Transfer: The Board requested that Mrs. Stahl
proceed with the transfer of $65,000 from the checking account into the
library’s Platinum Investment Account at the Antwerp Exchange Bank as moved and
directed in 2010.
Adjourn: Corey Walker moved to adjourn the
meeting at about 8:30 p.m. Geoff Hyman seconded the motion. Motion passed. The
next meeting of the Board of Trustees will be held Tuesday, February at 6:00
p.m. at the main library in Paulding, unless otherwise announced.
________________________________ ______________________________
Geoff Hyman,
Board Secretary Sue
Derck, Board President
GH:snp
Motions Passed January 18, 2011
ü Minutes: Corey Walker moved to approve the
December 2010 meeting minutes. Susie Thrasher seconded the motion. Motion
passed.
ü Executive Session: At 6:10 p.m., via a
roll call vote, the board adjourn into Executive Session pursuant to ORC
121.22(G)(1) to consider personnel matters. At 6:45
p.m. the board moved back into regular open session.
ü
Payment of Bills: Corey Walker moved and Barb Reighter
seconded the motion to approve payment of the bills. Motion passed.
ü
Reorganization of Board of Trustees: Susie
Thrasher moved to keep the current slate of officers. Corey Walker seconded the
motion. Motion passed. President: Sue Derck; Vice-President: Terry Wehrkamp;
Secretary: Geoff Hyman.
ü
Appointment of Fiscal Officer for 2011: Corey Walker moved and Terry Wehrkamp
seconded the motion to appoint Michelle Stahl as the library’s Fiscal Officer
from January 10, 2011 – December 31, 2011. Motion passed.
ü
Regular Bill Payment: Geoff Hyman moved and Corey Walker
seconded the motion to approve the payment of all normal and regular bills for
fiscal year 2011. Motion passed.
ü
Adjourn: Corey Walker moved to adjourn the
meeting at about 8:30 p.m. Geoff Hyman seconded the motion. Motion passed.
Action
Plan for February 2011 Board Meeting
£ List of new account numbers and what
they are for (Stahl)
£ SOP Book – Begin building one (?)
£ Outstanding checks – Who? What?
(Stahl)
£ Unique Management? Keep it? Ditch it?
(Pieper) Pieper has already been discussing this with my key staff personnel
and will be making the recommendation to discontinue the use of this vendor.
£ Melissa Grant Checks – Send to
unclaimed funds (Stahl)
£ Record Retention – Find out how long
for various documents (Stahl/Pieper) Pieper will provide a copy of the
library’s record’s retention policy to Michelle; as well as the state
recommended record retention timelines.
£ 2011 Appropriations (Stahl)
£ Organizational Chart (Pieper) Pieper
will forward the chart to all the Board members as well as review with the
staff.
£ Compliance Policies for CIPA (Pieper)
Pieper has already researched the CIPA compliance requirements and reviewed a
number of Internet policies used by Ohio’s libraries. An updated policy will be
brought for the Board’s review and proposal at a later date.
£ Background Check (Wehrkamp)
£ Star Ohio authorized signatures
(Stahl/Wehrkamp?)
£ Life insurance costs (Stahl/Pieper)
Pieper reported at the January meeting that the cost of life insurance for
employees would be 4.50 per month per employee. Stahl can provide the number of
employees who currently have purchased the life insurance. Employees do not
have to be receiving the library health insurance in order to sign on to the
life insurance. Unless we learn differently, we can only sign up new life
insurance holders at open enrollment in May.
£ Bonding for FO (Stahl) The following
is what the ORC states:
3375.32 Meeting of boards of library trustees -
organization - election of clerk - bond.
Each board of library trustees appointed pursuant to
sections 3375.06,
3375.10, 3375.12, 3375.15, 3375.22 and 3375.30, of the
Revised Code shall meet in January of each year and organize by selecting from
its membership a president, a vice-president, and a secretary who shall serve
for a term of one year. At the same meeting each board shall elect and fix the
compensation of a fiscal officer, who may be a member of the board, and who
shall serve for a term of one year. The fiscal officer, before entering upon
official duties, shall execute a bond in an amount and with surety to be
approved by the board, payable to the board, and conditioned for the faithful
performance of the official duties required of the fiscal officer.
Effective Date: 10-01-1953; 2008 SB185
06-20-2008