Tuesday, June 21, 2011

Call to Order: The June meeting of the Board of Trustees was held at the main historic Carnegie Library in Paulding. President Sue Derck called the meeting to order at 6:13 pm.

Roll Call: The following were present: Board members: Terry Wehrkamp, Corey Walker, Susie Thrasher, Geoff Hyman, Sue Derck, Fiscal Officer Michelle Stahl, Assistant Director Diana Coy and Library Director Susan Pieper. Board member Barb Reighter was absent.

Action Plan Recorder: Terry Wehrkamp agreed to be the Action Plan recorder for this evening’s meeting.

Addition/Corrections to June Agenda: Director Pieper distributed an updated agenda for the evening’s meeting.

Minutes: Corey Walker moved to approve the May 2011 meeting minutes as amended. Susie Thrasher seconded the motion. Motion passed.

Executive Session: At 6:15, Susie Thrasher moved and Corey Walker seconded that the Board move to Executive Session per ORC 121.226 for the discussion of a personnel issue. The roll call vote was in the affirmative. At 7:50 p.m., Geoff Hyman moved and Terry Wehrkamp seconded the board move back into open session. The roll call vote was in the affirmative.

Fiscal Officer Financial Reports:

• Mrs. Stahl informed the board that line item 1000-110-299-2001 has a different title in the UAN accounting system. The name will change from Employee Contingency to Employee Fringe Benefits.
• Corey Walker moved and Geoff Hyman seconded that line items be made separate in the budget for Bookmobile parts/service/supplies and Bookmobile fuel. Motion passed.
• Corey Walker moved and Geoff Hyman seconded that $4,000 be transferred from Paulding Books (1000-110-511-2001) to Bookmobile Fuel (1000-110-453-7010). Motion passed.
• Corey Walker moved and Geoff Hyman seconded the motion and the motion passed to approve the following recommendations for investments as presented by Mrs. Stahl:
• Roll #20126 ($49,623.27) to First Federal 37 month CD at 2.00%.
• Roll #20127 ($47,730.18) to First Federal 18 month CD at 1.00%.
• Put an additional $50,000 in Sovereign Agency Bond.

• Mrs. Stahl reported that the balance in the State Treasury Asset Reserve (STAR) account of Ohio is $198,067.63.

Depository Resolutions:

Resolution: Adopt First Federal Bank of Defiance County as depository

Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints First Federal Bank of Defiance County as a depository for the Paulding County Carnegie Library for a maximum sum of $500,000 for the period beginning June 10, 2008 and ending June 9, 2013. Moved by Corey Walker, seconded by Mr. Wehrkamp; Roll call in the affirmative.

Resolution: Adopt the State Bank & Trust Company as depository

Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints The State Bank & Trust Company as a depository for the Paulding County Carnegie Library for a maximum sum of $1,500,000 ($700,000 active, $100,000 interim, and $700,000 inactive) for the period beginning July 1, 2011 and ending June 30, 2016. Motion made by Susie Thrasher, seconded by Corey Walker; roll call in the affirmative.

• Payment of Bills: Corey Walker moved and Susie Thrasher seconded to approve the payment of bills as presented. Motion passed.
• Dental and Vision Insurance: Geoff Hyman moved and Susie Thrasher seconded the motion to purchase Guardian Dental and Vision insurance at the single rate for full-time employees. Motion passed.
• Continuing Education: The Fiscal Officer listed the upcoming continuing education events she would like to attend. Total registration is about $900 plus travel expenses. Terry Wehrkamp moved to approve the CE classes for the Fiscal Officer to attend. Geoff Hyman seconded the motion. Motion passed.
• Worker’s Compensation Case: Michelle Stahl shared an update on the condition of an employee who had a Worker’s Comp case. Mrs. Reel is at home, resting after surgery.
• Mrs. Stahl shared that the library will be undergoing a Risk Assessment inspection on August 2, 2011. All library locations will be toured.
• Mrs. Stahl distributed an information sheet on how to check out an eBook or other electronic publication.
• Mrs. Stahl will send Audit concerns to the State Auditor regarding issues with the Audit Final Report narrative.

Director's Report: Mrs. Pieper distributed a list of activities over the past month including opening the Bookmobile at Relay for Life and John Paulding Days, attending the exit interview for the audit and meeting with vendors W.C. Heller who is remodeling the Antwerp Children’s Room and a Senior Field Sales Rep from Ingram regarding changes and ordering procedures with the iPage ordering software.

OLD BUSINESS

Bookmobile Update: Pieper distributed information regarding the cost of operating the Bookmobile vs. a Branch Library per year ($54,000 vs. $73,000) with a breakdown of about $3,600 per stop for the Bookmobile (15 stops). She also distributed mileage information to each location and an updated June/July route schedule.

Antwerp Remodeling: Pieper informed the board that the Antwerp Branch children’s room would be remodeled on Thursday, June 24. New, lower bookshelves have been designed as well as a window bench, computer table, new book display unit and new magazine shelves for the adults.

Action Plan for the June Meeting:

R Terry – check with Oakwood Library Association regarding their flood insurance coverage

R Michelle – check out interest rates available for State Bank CD’s that will mature in June (see FO report above)

R Michelle – send Melissa Grant checks to State (MS has to wait for a certain period before the checks can be turned over)

R Susan & Michelle – check with roofers, research roof types and write up specifications for new roof on main Library

(Pieper working on specs and will continue to seek professional advice to ascertain the exact specs the library needs for both asphalt shingles and metal.

R Michelle- make up schedule for CPIM courses she wishes to attend this year (Distributed to Board at the meeting – see above)

R Susan – put more space on Agenda to allow for note taking and motions (done)

R Susan – talk to Clip Clippinger about having Leadership in Action tour the main library in January when they tour the Court House (Talked with Sue Paulus who coordinates the LIA event. Will talk with new Chamber Director after July 15^th.)

R Michelle – set up health fair date (done – staff very appreciative of this service)

R Susan – discuss/review technology plan (distributed to Board, will work to complete draft for next Technology year plan for August meeting)

R Susan – see about scheduling a long range planning Board Meeting (working with Terry Wehrkamp to possibly schedule the event at his place in September)

NEW BUSINESS

Ohio eBook Project: Corey Walker moved and Susie Thrasher seconded the motion to join the Ohio eBook Project administered by the State Library of Ohio. Motion passed.

Bereavement Leave Policy: Susie Thrasher moved and Corey Walker seconded the motion to amend the Personnel Manual retroactive to January 1, 2011 to include a Bereavement Leave of up to 3 days to be given to employees upon the death of a member of the employee’s immediate family as defined as: spouse, parents and grandparents, children and grand children, brothers and sisters, mother in law and father in law, brothers in law and sisters in law, daughters in law and sons in law. Adopted, half, and step members are also included in immediate family. Additional time off taken as sick or vacation time may be granted at the discretion of the Director.

Book Publishing: Corey Walker moved and Geoff Hyman seconded the motion to proceed with the process of publishing historical books of Paulding County interest as recommended by the Director and approved by the Board.

Terry Wehrkamp moved and Corey Walker seconded the motion to purchase Kim Sutton’s manuscript, “Letters to Paulding County” for $500 and begin the process to ascertain the cost of publishing this book. Motion passed.

Wage Adjustment Head of Computer and Technical Services: Terry Wehrkamp moved and Corey Walker seconded to adjust the wage of this position to $17.00 effective June 19, 2011 due to the increased amount of IT knowledge and work load required. Upon successful completion of supplemental training and certifications – as determined by the Director – the position will receive an additional $3.00 an hour. Motion passed.

Outreach Service Established: The Director distributed a new Library Departmental Chart illustrating the addition of an Outreach Service with encompasses the Bookmobile and library services to nursing homes and preschools.

OHIONET Membership (2011-2012): Corey Walker moved and Terry Wehrkamp seconded the motion to approve membership in OHIONET at a cost of $1,400. Motion passed.

NORWELD Membership (2011-2012): Susie Thrasher moved and Terry Wehrkamp seconded the motion to approve membership in the Northwest Library District (NORWELD), a regional library system covering NW Ohio, at a cost of $2800. Motion passed.

Additional Updates:

• Annie Bibler and Kimberly Cook are new Library Clerks, each working 25 hours a week.
• The Director is working on specifications for roof replacement
• Director Pieper will be on vacation the first week of July
• The library had been asked to possibly serve as Pacesetters for the United Way campaign
• The library will open late two days in August so that staff may attend eBook training.

Adjourn: Corey Walker moved to adjourn the meeting. Geoff Hyman seconded the motion. Motion passed.

There will be no regular Board meeting in July. The Board will meet the third Tuesday in August at the main library at 6:00 p.m. unless otherwise announced.

________________________ ______________________

Geoff Hyman, Board Secretary Sue Derck, Board President

GH:snp