Monday, July 15, 2008

 

 

Call to Order: The June meeting of the Board of Trustees was cancelled. On July 15th the Board of Trustees met at the Payne Branch Library, a branch of the Paulding County Carnegie Library system located in Payne, Ohio. Board President Sue Derck called the meeting to order at 6:00 p.m.

 

Roll Call:  The following were present:  Board members: Leah Smith, Sue Derck, Susie Thrasher, Michelle Stahl and Corey Walker. Board member Terry Wehrkamp was absent. Director Susan Pieper and Wilma Mullins, Fiscal Officer, were also present. Guests in attendance were employees: Sara Molitor, Payne Branch Manager; Sylvia Lopshire, Payne Branch Library Clerk, Sue Thomas, Cooper Community Library manager, and Warren Thomas, Sue’s husband.

 

Minutes: There was a presentation and review of the May 2008 minutes. Corey Walker moved to approve the minutes. Susie Thrasher seconded the motion. Motion passed.

 

Financial / Fiscal Officer: Motion to pay bills (May: Pay-X 11680-11732); (May: Finance 13829-13937) and (June: Pay-X 11752-11805); (June: Finance 13938-13992) was made by Leah Smith and seconded by Susie Thrasher. Motion carried.

 

Fiscal Officer Additional Report:

·         IRS mileage reimbursement rate has risen to .585 effective July 1, 2008

·         All employees are now utilizing Direct Deposit for payroll

·         Board will not be required to sign voided payroll checks

·         CDs for State Bank up for renewal have been renewed at 2.5%

·         Mrs. Mullins will have to file a budget reduction with the auditor’s office due to anticipated loss of state funds in the amount of $15,515

·         Mrs. Mullins distributed and the board reviewed YTD reports

 

Corey Walker moved and Michelle Stahl seconded to create a new account for the Antwerp Branch Library numbered 100.02.55530 for Furniture and Equipment. Motion passed.

 

Susie Thrasher moved and Leah Smith seconded to transfer $1,000 from the Antwerp Lela Jeffery account numbered 100.02.54130 to the new Antwerp Furniture and Equipment account, numbered 100.02.55530. These funds are for purchasing new monitors for computers. Motion passed.

 

The board requested that Mrs. Mullins start placing the check number (that she uses for payment) on the VISA reports she provides to the board.

 

The board requested Director Pieper to investigate the cost and feasibility of providing wireless access to the Internet for patrons with laptops at each of the branches.

 

Financial / Michelle Stahl: Board Member Stahl distributed 2006-2008 Budget Comparisons for the board to review and discuss.

 

Director’s Report:

·         The Director distributed reports from the American Library Association (ALA) conference in Anaheim as well as info about the ALA council meetings Pieper attended.

·         Mrs. Pieper discussed the library levy and the need to review ballot language in August.

·         Mrs. Pieper shared information regarding the increased donations to the library. Much of which is due to the solicitations of the youth services team for computers and materials from local and regional business and industry.

 

Presentation by Payne Branch Library: Sara Molitor, manager of the Payne Branch Library, shared what is going on at her branch:

·         Summer Reading Program (SRP) participation numbers doubled over last years. There were 29 children registered half being from K-1st grade and half being from 2nd-4th grades.

·         The SRP children enjoyed crafts, games, and stories.

·         The Payne Branch Library hosts a book club called The Literacy Ladies. They meet monthly and discuss books. In July they watched and discussed a movie.

·         Ms. Molitor makes monthly visits to the Dallas Lamb Nursing Home and distributes reading material to the residents.

·         The branch has an active Friends group that supports many library activities and programs.

 

OLD BUSINESS

 

Grover Hill Branch Library: Mrs. Pieper shared that there was an organized movement in the Village of Grover Hill to build a branch library. The local Lions Club wants to donate the building and support the branch through fund raisers. The Board of Trustees released a statement saying that they are supportive of the possibility of partnering with the Grover Hill community in providing library service, pending a fiscal recovery for the library.

 

Main Library Bookdrop: Mrs. Pieper will be investigating more inexpensive ways of repairing and repainting the existing bookdrop rather than purchasing a new one. It has been suggested by library colleagues that an automotive body repair shop might be able to do the work for a much lower cost than purchasing new.

 

Personnel Manual:  Mrs. Pieper reminded the Board that any revisions should be voted on this fall in order to take affect in January 2009.

 

NEW BUSINESS

 

Stykemain Chevrolet Letter: The Director shared a letter received by a neighboring business regarding parking automobile inventory on library property. The price offered each month was half of what the library wanted last fall. And, the business has been using the library property without authorization for a month to park truck inventory. The Board directed Mrs. Pieper to draft a letter to the business with new terms for leasing the property.

 

ALA Midwinter Denver: Michelle Stahl moved and Leah Smith seconded the motion that Mrs. Pieper makes her travel arrangements for the ALA Midwinter meeting to be held January 23-28th in Denver, Colorado. Motion passed. Pieper will arrange transportation arriving on the 24th and departing on the 28th with four night’s hotel costs.

 

Ohio E-Rate Services, LLC:  Michelle Stahl moved and Corey Walker seconded the motion to utilize the services of Ohio E-Rate Services, LLC and Rita Whitaker to administer the library’s E-Rate application. Motion passed. The library’s portion of the E-Rate after fees could be approximately $6,600.

 

Pritchard Building: Corey Walker moved and Susie Thrasher seconded the motion to approve carpeting be replaced in the Pritchard building by local company Don & Perry’s for approximately $1920.  Motion passed. The board discussed that all other work be completed before the carpet is in place such as painting, repairs, etc. The work will be completed before the school year commences.

 

Summer Reading Program Report: Over 200 children participated in the Summer Reading Program system-wide. The children enjoyed scavenger hunts, games, crafts, stories and much more. The theme was “bug related”.

 

December Holiday Party/Meeting: The board decided to move the December meeting and Christmas party to December 9th at the Cooper Community Library at 6:00 p.m. with hors d’ orves at 6:30 and dinner at 7:00. There will also be entertainment planned. The meal will be catered by the Oakwood Library Association.

 

Board Meeting Procedural Issue: The board discussed the saving of postage costs by e-mailing agenda and minutes prior to the meetings rather than mailing all the financial reports. The Fiscal Officer and Director will implement this procedure on a trial basis for the rest of the year. Board members without e-mail addresses will receive their info via the postal service.

 

Adjournment:  Michelle Stahl moved and Corey Walker seconded the motion to adjourn. The next Board meeting would be held on Tuesday, August 12, 2008 at the main library in Paulding at 6:00 p.m. The meeting was scheduled one week earlier than usual due to the timing of ballot language review for the upcoming levy.

 

                                                           
Michelle Stahl, Board Secretary                                     Sue Derck, President 

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