Call to
Order: The March 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 6:10 pm.
Roll Call:
The following were present: Board
members: Barb Reighter, Corey Walker, Susie Thrasher, Geoff Hyman, Sue Derck,
Fiscal Officer Michelle Stahl, Assistant Director Diana Coy and Library
Director Susan Pieper. Board member Terry Wehrkamp was absent.
Action Plan Recorder: Geoff Hyman agreed to be the Action
Plan recorder for this evening’s meeting.
Minutes: Corey Walker moved to approve the February
2011 meeting minutes. Susie Thrasher seconded the motion. Motion passed.
Fiscal
Officer Financial Reports: The Fiscal Officer distributed the February
financial reports. There was a general discussion regarding the reports and of
the uncashed payroll checks being held by a former employee.
Mrs. Stahl
also distributed revised policies for review and action.
Mrs. Stahl
shared information regarding the status of library certificates of deposit held
in area banks.
Annual Appropriation Resolution:
Be it resolved by
the Board of Library Trustees of the Paulding County Carnegie Library, Paulding
County, Ohio that to provide for the current expenses and other expenditures of
said Board of Library Trustees, during the fiscal year, ending December 31st,
2011, the following sum be and the same are hereby set aside and appropriated
for the several purposes for which expenditures are to be made for and during
said fiscal year… (Appropriations in their entirety available in the office of
the Fiscal Officer)
Motion to adopt the Annual
Appropriation Resolution
was made by Barb Reighter and seconded by Corey Walker. All present answered
“yea” in a roll-call vote. Motion passed.
Finance Committee: The next meeting was set for Friday,
April 8, 2011 at 1:00 p.m. at the main library in Paulding.
Director's Report: Mrs. Pieper distributed a list of
activities over the past month including meeting with reporters regarding
E-Books and gaming in libraries, and writing a revised Internet Policy.
OLD BUSINESS
►
Action Plan for March 2011 Board Meeting
q Stahl:
Distributed the calculated employee contingency funds needed (unpaid sick, etc)
q The
Financial Committee met twice
q Stahl:
Updated the Investment Policy per Financial Committee recommendations
q Pieper:
According to the 2006 Ohio Sunshine Law
Update, a “meeting” is defined as: a prearranged gathering of a majority of
the members of a public body to discuss or conduct public business. Since the
finance or any other committee is not made up of a majority of Board members,
the Open Meetings Act does not apply. Furthermore, if the committee is meeting
for “fact-finding”, discussion and deliberation – with NO action taken, the
Open Meetings Act does not apply.
q Stahl
is investigating an upgrade to the security system that would be compatible
with a time-clock swipe card option for entry
q Stahl
will begin the process of sending a former employee’s uncashed checks to the
Ohio unclaimed funds; or, may send a cashier’s check for the same to the
employee and stop payment on the uncashed payroll checks so that these may be
resolved
q Don
Foltz, county insurance agent, will be at the April meeting to discuss the
library’s “umbrella” policy.
q Stahl
authored and presented a “request for banking proposal” to the board for approval
q Stahl
(ongoing) working on a standards of operation manual for the Fiscal Officer
position
q Pieper
revised the Internet Use policy to be CIPA compliant and has scheduled a public
hearing for same.
q Stahl
is coordinating record retention procedures with the Ohio Historical Society so
that she may destroy old, outdated, and not archival-worthy records
q Pieper distributed information
regarding the regulations when replacing or repairing the historic library’s
roof.
NEW BUSINESS
Travel Request: Susie Thrasher moved and Corey Walker
seconded the motion and the motion passed to approve the following
travel/conferences for 2011:
q Rural Library Conference: Frisco, Texas, September 8-11, (Director) Transportation $700; Hotel 3
nights @ 100, $300; Registration $150; Meals 4x40= $160. Request $1750.
q National Bookmobile Conference: Cleveland, Ohio, October 15, 16, (2 staff). Transportation 200 miles x 2 = 400 x .51 =
$204. Two nights hotel $250; Registration $200; Meals $40x3x2=$240.00. (One
additional night may be needed depending on the start time of the conference.)
Approx. cost including additional night: $894; request $2,000.
q OLC Annual Conference: Toledo. Ohio, October 26, 28 (10 staff) Registration $1,000; Hotel
1,400 (two nights x 7 rooms); Meals $40x10x3, $1,200. Mileage: 5 vehicles;
Request $5,000.
2011 Library Trustee Dinner: Pieper distributed information on the
April 14, 2011 OLC Trustee Dinner to be held at the Toledo Hilton.
Morning Star Database: Pieper will not be bringing a
recommendation to the Board for the purchase of the Morning Star Investment
database. She will, however, investigate the acquisition of either Morning Star
or Value Line in print form.
Leaking Roof: Pieper shared that Frost Roofing will
be submitting proposals for a number of actions regarding the repair and
possible replacement of the library’s roof. If the roof is to be replaced, the
project will go to bid. No action taken.
Adjourn: Corey Walker moved to adjourn the
meeting at about 8:15 p.m. Susie Thrasher seconded the motion. Motion passed.
The next meeting of the Board of Trustees will be held Monday, April 11 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 March 15, 2011
ü
Minutes: Corey Walker moved to approve the
February 2011 meeting minutes. Susie Thrasher seconded the motion. Motion
passed.
ü
Payment of Bills: Geoff Hyman moved to pay the bills.
Barb Reighter seconded the motion. Motion passed.
ü
Investment Policy: Geoff Hyman moved to approve the
revised Investment Policy as submitted and recommended by the finance
committee. Susie Thrasher seconded the motion. Motion passed.
ü
Credit Card Policy: Barb Reighter moved to approve the
revised Credit Card policy as submitted and reviewed by the finance committee.
Susie Thrasher seconded the motion. Motion passed.
ü
Purchasing Policy: Geoff Hyman moved to approve the
Purchasing Policy as submitted by the fiscal officer. Corey Walker seconded the
motion. Motion passed.
ü
Banking Request for Proposal: Geoff Hyman moved to approve the
Banking Request for Proposal policy as submitted. Susie Thrasher seconded the
motion. Motion passed.
ü
Position and Wage Scale Correction: Corey Walker moved to approve the
corrected 2011 Position and Wage Scale. Barb Reighter seconded the motion.
Motion passed.
ü
First Federal Certificate of Deposit
(CD): Corey Walker
moved to transfer $200K from the checking account into a 37-month CD at First
Federal Bank, yielding 2% annually. Susie Thrasher seconded the motion.
ü
State Treasury Asset Reserve (STAR)
Ohio Investment:
Geoff Hyman moved to transfer $100K from the checking account into Ohio’s STAR
investment fund currently yielding .11% per year. Barb Reighter seconded the
motion. Motion passed.
ü
Antwerp Exchange Bank Certificate of
Deposit (CD): Susie
Thrasher moved to renew a CD held with Antwerp Exchange Bank, due to mature on
March 30, 2011, into a 60-month CD paying 2% annually, and add an additional
$50K from the checking account. Corey Walker seconded the motion. Motion passed
with Mr. Hyman abstaining.
ü
Motion to adopt the Annual
Appropriation Resolution
was made by Barb Reighter and seconded by Corey Walker. All present answered
“yea” in a roll-call vote. Motion passed.
ü
Travel Request: Susie Thrasher moved and Corey Walker
seconded the motion and the motion passed to approve the following
travel/conferences for 2011:
o
Rural
Library Conference: Frisco, Texas, September 8-11, (Director) Transportation
$700; Hotel 3 nights @ 100, $300; Registration $150; Meals 4x40= $160. Request
$1750.
o
National
Bookmobile Conference: Cleveland, Ohio, October 15, 16, (2 staff). Transportation 200 miles x 2 = 400 x .51 =
$204. Two nights hotel $250; Registration $200; Meals $40x3x2=$240.00. (One
additional night may be needed depending on the start time of the conference.)
Approx. cost including additional night: $894; request $2,000.
o
OLC
Annual Conference: Toledo. Ohio, October 26, 28 (10 staff) Registration $1,000;
Hotel 1,400 (two nights x 7 rooms); Meals $40x10x3, $1,200. Mileage: 5
vehicles; Request $5,000.
ü
Adjourn: Corey Walker moved to adjourn the
meeting at about 8:15 p.m. Susie Thrasher seconded the motion. Motion passed.
Action
Plan for April 2011 Board Meeting
£ Stahl: Continue process of clearing former employee’s
uncashed payroll checks
£ Stahl: Continue with progress on swipe card security
entry and time clock implementation
£ Pieper: Schedule public hearing for the revised Internet
Use and Safety Policy that is CIPA compliant (hearing is scheduled for Monday,
April 11th)
£ Pieper/Staff: Bring back reports from any conferences or
continuing education events attended
£ Pieper: Present list of potential conferences and travel
plans in September for upcoming year
£ Stahl: Correct/Update employee contingency funds needed.
(One of the employees found an error and Michelle said she needs to change this
& resend it)
£ Stahl: Work on beginning SOP manual on fiscal officer job
responsibilities
£ Walker, Hyman, Thrasher, Stahl, Pieper: Finance Committee
Meeting on Friday, April 8th at 1:00 p.m.