Tuesday, May 17, 2011

Call to Order: The May meeting of the Board of Trustees was held at the Antwerp Branch Library. President Sue Derck called the meeting to order at 6:10 pm.

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

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

Antwerp Staff Presentation: Laura Woodcox, Antwerp Branch Manager, welcomed the Board and shared recent and upcoming activities, including: visits with the Manor House residents, visited the classes at the school to tell them about the Summer Reading Program (SRP), relayed plans for the SRP, updated a fund-raiser for the branch’s Friends Group, and general programming plans such as a Teddy Bear Picnic.

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

Executive Session: Per the Director’s request, this session was postponed due to the heavy agenda. She requested an Executive Session to review, clarify and discuss her contract and terms of employment be scheduled in June.

Fiscal Officer Financial Reports: The Fiscal Officer distributed the April financial reports. There was a general discussion regarding the reports which included investment summaries, update on appropriation status, and bills.

Payment of Bills: Corey Walker moved and Geoff Hyman seconded to approve the payment of bills as presented. Motion passed.

Additional Fiscal Officer Reports and Actions:

• Transfer of Checking Account: After reviewing the banking proposals received from area banks, Susie Thrasher moved to transfer the library’s checking account and operation accounts from First Financial Bank to State Bank. Terry Wehrkamp seconded the motion. Motion passed.

Mrs. Stahl also shared that employees with direct deposit may benefit from this move due to the benefits State Bank offers for new direct deposit accounts, including $50.00 for new account and identity protection.

• Time Clock Update: Mrs. Stahl shared that all employees are now using the online time clock and so far, the transition has been basically smooth.
• Library Audit: Mrs. Stahl shared info that the audit was good, with a couple of minor points to be addressed. One being resolutions regarding depository agreements with area banks. An exit meeting has been scheduled for June 6, 2011 at 10:00 a.m. at the main library in Paulding.
• Banking Resolutions: A motion was made by Corey Walker, and seconded by Terry Wehrkamp, to adopt five resolutions appointing area banks as depositories of library funds. A roll-call vote passed the motion unanimously. The resolutions are as follows:

Resolution: Adopt The Antwerp Exchange Bank as depository

Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints The Antwerp Exchange Bank as a depository for the Paulding County Carnegie Library for a maximum sum of $500,000 for the period beginning September 22, 2010 and ending September 21, 2015.

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 $250,000 for the period beginning June 10, 2008 and ending June 9, 2013.

Resolution: Adopt First Financial Bank, N.A. as depository

Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints First Financial Bank, N.A. as a depository for the Paulding County Carnegie Library for a maximum sum of $800,000 for the period beginning August 23, 2010 and ending August 23, 2013.

Resolution: Adopt The Huntington National Bank as depository

Be it resolved by the Board of Library Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, hereby appoints The Huntington National Bank as a depository for the Paulding County Carnegie Library for a maximum sum of $300,000 for the period beginning February 27, 2009 and ending February 28, 2013.

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 $200,000 for the period beginning March 28, 2007 and ending March 27, 2012.

• E-Rate Update: Stahl shared concerns regarding the lack of a Certificate of Insurance from our E-Rate consultant, Rita Whitaker, dba Ohio E-Rate Services. No action taken at this time, but the board will discuss filling out E-Rate paperwork ‘in house’ in the future.
• Vendor Insurance: Stahl shared that new and existing vendors must have, among basic information, a Certificate of Insurance on file with her office.
• New Roof for Carnegie Building: A motion was made by Barb Reighter to authorize the Fiscal Officer, working with the Director to write a Request for Bid for a new roof and advertise the bid particulars as soon as possible. The bid specs will include both asphalt shingle quotes as well as a metal roof quote. All normal and routine references, certifications and insurance will also be requested. Geoff Hyman seconded the motion. Motion passed.
• Fiscal Officer Continuing Education: The Fiscal Officer will be attending certain Center for Public Investment Manager (CPIM) training in the future. The board requested her to submit a schedule of upcoming events that she wished to attend. No action taken.
• Bond Rates & Investments: Mrs. Stahl shared current certificate of deposit rates as well as Public Fund Bond Rates with a variety of financial facilities. Geoff Hyman moved to direct the Fiscal Officer to invest $50K in a sovereign agency Bond. Corey Walker seconded the motion. Motion passed.
• Leadership in Action: Mrs. Stahl and Mrs. Pieper recommended to the board that the library send two individuals to the Leadership in Action program sponsored by the Paulding Chamber of Commerce. Terry Wehrkamp moved that we sponsor the costs of two employees to attend Leadership in Action. Corey Walker seconded the motion. Motion passed. Mr. Wehrkamp suggested that Pieper contact the Chamber of Commerce about adding the Carnegie Library to the day the class will be touring the courthouse.
• Health Fair: Corey Walker moved to sponsor a Health Fair for library employees, with the spouse picking up their own expense. The board will cover the costs for the employees of approximately $1720.00. Susie Thrasher seconded the motion. Motion passed.
• Dental, Vision and Life Insurance: After an extensive discussion about dental and vision plans, Corey Walker moved to provide full-time employees, 100% single coverage for dental, vision and life Insurance to be effective July 1, 2011. Barb Reighter seconded the motion. Motion passed.
• Computer Replacement: Barb Reighter moved to adopt the computer replacement schedule as presented. Geoff Hyman seconded the motion. Motion passed.
• New Library Clerk for Main: Due to internal staffing transitions, Susie Thrasher moved to hire a 25 hour per week library clerk. Terry Wehrkamp seconded the motion. Motion passed.

Transfer Request: Corey Walker moved and Barb Reighter seconded the motion, and the motion passed to approve the following transfers:

Amount From To

$5,000.00 1000-110-411-2041 1000-110-411-7001

Main Library Books Bookmobile Books

$500.00 1000-110-411-2041 1000-110-412-7041

Main Library Books Bookmobile CDs

Board Member Comments: Terry Wehrkamp stated, “I’m glad we bought it” (referring to the bookmobile). His statement was met with a rousing round of applause.

Director's Report: Mrs. Pieper distributed a list of activities over the past month including extensive time spent on establishing the new bookmobile service, hiring staff, coordinating the graphic “wrap” for the bookmobile, etc.; began coordinating Adult Reading Club; redesigning the library website, and creating a bookmobile website; creating press materials and distributing press packets regarding the bookmobile, etc.

OLD BUSINESS

Internet Policy: Terry Wehrkamp made a motion to approve and adopt the new Internet Use and Safety Policy which includes information regarding the Children Internet Protection Act (CIPA) compliance. Susie Thrasher seconded the motion. Motion passed.

Action Plan for May 2011 Board Meeting

q Mrs. Stahl completed a number of directives regarding the management of the library’s investments including transferring funds from the low interest bearing state “Star Ohio” account into a higher yielding area CD.

q Pieper shared a list of accomplishments and improvements we have been able to make to our library service since the passage of the levy.

q Pieper submitted press information to area newspapers regarding the appointment of our new Fiscal Officer, Michelle Stahl.

q Pieper will continue to schedule at least three board meetings a year at the branch locations.

NEW BUSINESS

Report on OLC Chapter Conference: Pieper shared the experiences the staff had while attending the OLC Chapter Conference earlier this month in Toledo. The staff attended many worthwhile workshops and were able to apply new knowledge when they returned to the workplace.

Color Copy Machines: Geoff Hyman moved and Barb Reighter seconded the motion to lease for 36 months 4 copiers from MT Business Technologies. Two large copiers will be placed at the Main library first floor and children’s room; two smaller copiers will be placed at the Antwerp and Payne branch libraries. The Cooper Community Branch Library in Oakwood recently acquired a new color copier. Motion passed.

Antwerp Remodeling: Pieper shared that the cost for remodeling the children’s room, display shelving and magazine shelving at the Antwerp Branch has risen 5% since the initial estimate was provided a year ago. However, the total cost is still well within the budgeted amount earmarked for this project. Pieper stated that the project will begin immediately with installation scheduled towards the end of June.

Adjourn: Terry Wehrkamp moved to adjourn the meeting at about 9:35 p.m. Geoff Hyman seconded the motion. Motion passed.

The board then went to walk through the bookmobile which had been driven to the meeting by the director. However, due to technical difficulties and the lateness of the hour, it was decided to take a tour during the next board meeting. The next meeting of the Board of Trustees will be held Tuesday, June 21 at 6:00 p.m. at the Main library in Paulding, unless otherwise announced.

________________________ ______________________

Geoff Hyman, Board Secretary Sue Derck, Board President

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