Tuesday, August 4, 2009 6:00 pm

 

 

Call to Order: President Sue Derck called the August 4, 2009 meeting of the Paulding County Board of Trustees to order at 6:00 p.m.

 

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

 

Additional Attendees: Also in attendance were staff members: Anissa Williamson, Heather Hunt and Sue Thomas

 

Action Plan Recorder: Terry Wehrkamp agreed to record an action plan for tonight’s meeting.

 

Motion to Approve Minutes: Corey Walker moved and Michelle Stahl seconded the motion to approve the July 2009 minutes. Motion passed.

2009 Public Library Fund (PLF) Disbursements for PCCL: Mrs. Pieper and Mrs. Mullins shared the current PLF distributions for the library:

            January 2009                             $ 58,393.49

            February 2009                           $ 69,600.72

            March 2009                               $ 39,155.66

            April 2009                                 $ 45,164.36

            May 2009                                  $ 71,602.89 (Down 20% from May 2008)

            June 2009                                 $ 54,621.01 (Down 9% from June 2008)

                July 2009                                              $ 55,540.75 (Down approx. 24% from July 2009)

            Total to date for 2009                $394,078.88 

            Projected PLF for CY2009         $689,730.00

 

Bills: Susie Thrasher moved and Geoff Hyman seconded to pay the bills, Pay-X numbers 12496-12549 and Finance Numbers 14558-14616 as presented by Fiscal Officer, Wilma Mullins. Motion Passed.

 

Other Financial Discussions: Mrs. Mullins shared with the Board that the Secretary of State has affirmed the exempt status for the library property next door and that the library could expect a refund of property taxes paid within 90 days.

 

The Board requested that Mrs. Mullins ask for an extension regarding a decision about maintenance for the CMI accounting hardware. The board also requests additional information about the type of hardware needed to host the software. No action taken.

 

There was a general discussion regarding the possibility of paying the VISA bill online.

 

There was a discussion regarding the status of the Cooper Community Library contract (Memorandum of Agreement). A representative of the CCL stated the signed and notarized contracts had been dropped off at the front desk. No one on staff has been able to locate them.

 

The Board requested that invoices be stamped with the date received.

Mrs. Mullins shared with the Board that she is investigating new procedures for picking up branch fines and fees.

 

The board decided to reinstate the maintenance agreement for two Polaris servers – extending the agreement to next year when the rest of our maintenance comes due. The cost will be approximately $800. Who made this motion? Who seconded?

 

Discussion regarding furloughs resulted in the agreement that voluntary furloughs will be at the discretion of the director. This will be put into the revised personnel manual.

 

Board Comments/Questions:  Board member Susie Thrasher shared that the Cooper Community Library dinner will be held on September 4th as one of their annual fundraisers for the library. The theme would be “western”. This event coincides with the Oakwood Labor Day celebration.

 

Director's Report: Director Pieper shared a number of activities for the past month. She also shared that two staff members from the Cooper Community Library in Oakwood were expecting “twin” grandchildren.

 

OLD BUSINESS

 

Budget Cut Update: The Board stated that, pending any unforeseen further cuts this fall to library funding, that there would be no further cuts to the library budget until which time we see whether the levy is successful or not.

 

Levy Update: The Board of Trustees decided to place a higher millage amount on the ballot. This was due to the anticipated decline in library revenue and rise in demand for library services.

 

Michelle Stahl moved to pass Resolution 09-0804:

 

BOARD OF TRUSTEES

Paulding County Carnegie Library

Resolution #09-0804

 

                The Board of Trustees (the "Board") of the Paulding County Carnegie Library (the "Library"), a county library of Paulding County, Ohio met in regular session on August 4, 2009, at 6:00 pm at the main library in Paulding. The following Board members were present:

                                                                                                   Sue Derck          x

                                                                                                  Geoff Hyman      x

                                                                                                  Michelle Stahl     x

                                                                                                  Susie Thrasher   x

                                                                                                  Corey Walker     x

                                                                                                  Terry Wehrkamp x

 

                Michelle Stahl  introduced the following Resolution #09-0804 and moved its passage:

 

Resolution requesting the County Commissioners, Paulding County, Ohio to submit to the electors of Paulding County, Ohio the question of a tax levy for current expenses of the Paulding County Carnegie Library.

 

Ohio Revised Code Sections 5705.03, 5705.23

Special levy for public library - resolution - submission to electors.

 

               

                WHEREAS, the Board of Trustees (the “Board) of the Paulding County Carnegie Library, Paulding County, Ohio (the “Library) is a board of library trustees appointed pursuant to Section 3375.06, Ohio Revised Code, and is a board of library trustees described in Section 3375.32, Ohio Revised Code; and

 

WHEREAS, the Board desires the County Commissioners (the “Library Taxing Authority” to levy a tax under Section 5705.23, Ohio Revised Code for current expenses; and

 

WHEREAS, the Paulding County Auditor has certified that the above-referenced tax will generate $650,000 during the first year of collection, based on the current estimated assessed valuation of the subdivision of Paulding County, Ohio of $300,589,780;

 

NOW THEREFORE, BE IT RESOLVED by the Board of Trustees of the Paulding County Carnegie Library, Paulding County, Ohio, two-thirds of all the members thereof concurring, that:

 

Section 1.  It is hereby declared that the amount of taxes which may be raised within the ten-mill limitation by levies on the current tax duplicate will be insufficient to provide an adequate amount for the necessary requirements of the Library and that it is necessary to levy a new tax – renewable after 5 (five) years - in excess of such limitation for current expenses of the library. Accordingly, the County Commissioners, Paulding County, Ohio, the taxing authority to whose jurisdiction the Board is subject, is hereby requested to submit to the electors of Paulding County at the general election to be held November 3, 2009 the question of a new renewable tax for current expenses of the Library.

 

Section 2 This Board hereby requests the Paulding County Commissioners adopt a resolution under Section 5705.23, Ohio Revised Code, and other applicable provisions of law, to submit to the electors of Paulding County, Ohio at an election to be held therein on November 3, 2009, the question of a new renewable tax for current expenses of the Library.

Section 3.  Such tax levy shall be at a rate not exceeding 2.17 mills for each one dollar of valuation, which amounts to $.217 for each one hundred dollars of valuation.

 

Section 4.  Such tax levy shall be placed upon the tax list and duplicate for the current tax year (2009) of a majority of the electors voting thereon vote in favor thereof.

 

Section 5.  The Board finds, determines and declares that the levy of the tax, if approved by the electors, is necessary to the proper furnishing and rendering of free public library services in Paulding County, Ohio for the residents of Paulding County, Ohio.

 

Section 6.  The Fiscal Officer of the Board, acting on behalf of the Board, is hereby directed to certify a copy of this resolution to the Paulding County Auditor (the fiscal officer) of the Paulding County Commissioners.

 

Section 7.  It is hereby found and determined that all formal actions of this Board concerning and relating to the adoption of this resolution were adopted in an open meeting of this Board, and that all deliberations of this Board that resulted in such formal action, were in meetings open to the public, in compliance with all legal requirements including Section 121.11, Ohio Revised Code.

 

­­­­Geoff Hyman seconded the motion and, after discussion, a roll call vote was taken and the results were,

 

Board Members:

 

Sue Derck                                             ­­­­Aye

Geoff Hyman                                       Aye

Michelle Stahl                                      Aye

Susie Thrasher                                    Aye

Corey Walker                                       Aye

Terry Wehrkamp                                  Aye

Ayes: 6                                                  
Nays: 0

Absent: 0

 

The Resolution #09-0804 was adopted.

 

Passed: August 4, 2009                                         BOARD OF TRUSTEES,

                                                                                    Paulding County Carnegie Library

                                                                                    Paulding County, OHIO

 

 

Attest:           Wilma Mullins                                                               Sue Derck

                      Fiscal Officer                                                                  Board President

 

 

 

Rescind Prior Levy Amount: Susie Thrasher moved to rescind the .91 millage that had been previously voted on via a resolution and distributed to the County Commissioners. The Board determined that with the continuing shrinking of the library budget this change requesting a higher millage would be imperative for the survival of the library system. A roll call vote was taken with a unanimous decision in the affirmative.

 

 

 NEW BUSINESS

 

Health Insurance Coverage: Michelle Stahl moved to approve the designation of thirty (30) hours as being the number of hours that had to be worked to be considered full-time and eligible for health insurance coverage. Susie Thrasher seconded the motion. Motion passed.

 

Executive Session: At 8:35 p.m., Susie Thrasher moved the board adjourn into Executive Session pursuant to ORC 121.226 to discuss a legal issue.  Michelle Stahl seconded. Following a unanimous roll-call vote, the Board reconvened in Executive Session. Michelle Stahl moved the Board reconvene in regular session at 8:52. Terry Wehrkamp seconded. Motion passed.

 

Library Buildings Security: Corey Walker made a motion to restrict access to any Paulding County Carnegie Library location (Main library in Paulding and branch libraries in the Villages of Antwerp, Oakwood and Payne) when the library is closed. Only those persons authorized in writing by the Director, Assistant Director, Fiscal Officer, Head of Maintenance or Branch Managers will be allowed access after hours. Persons who must be in the buildings to perform maintenance duties must be approved in advance by the Head of Maintenance and Fiscal Officer. No person who has written authorization to be in any library after hours may utilize any library service. This includes borrowing materials or using computers. Motion seconded by Geoff Hyman. Motion passed.

 

Personnel: Mrs. Pieper shared that she has accepted the resignations of part-time employees Amy McMaster and Judy Lowell. (Resignations were due to personal reasons for Lowell and the need for a job with more hours for McMaster). Geoff Hyman moved that Judy Lowell may be considered an Independent Vendor and if a need arises – after permanent staff has been exhausted – may be hired to fill in where needed. Terry Wehrkamp seconded the motion. Motion passed.

 

Ohio Supreme Court Justice Reception: Michelle Stahl moved to approve the library in Paulding as the location for a reception on October 20th for seven of Ohio’s nine Supreme Court Justices who will be in Paulding to “hold court” on the 21st. This reception will be “by invitation only”. If alcohol is to be served, the sponsors of the reception will have to purchase an “alcohol liability waiver” for the event. The main library will have to close early for security and decorating. Susie Thrasher seconded the motion. Motion passed.

 

Fee for Delivery of M.O.R.E.: Cory Walker moved to approve a .50 fee per item for materials requested by patrons through the Moving Ohio Resources Everywhere (MORE) program to offset the cost of rising delivery charges. Susie Thrasher seconded the motion. Motion passed.

 

Rural Library Services Newsletter Online Subscriptions: Corey Walker moved and Terry Wehrkamp seconded the charging of an introductory cost of $15.00 for online subscriptions to the Rural Library Services Newsletter. Motion passed.

 

PAC Meeting August 11th: Mrs. Pieper reminded the Board that there will be an initial informational and organizational political action committee meeting on August 11th at 6:00 at the library in Paulding. Information about library funding and the levy will be provided.

 

Adjourn: Corey Walker moved and Michelle Stahl seconded the motion to adjourn.

The next meeting will be Monday, September 14, 2009 at the main library at the Antwerp Branch Library at 6:00 p.m.

 

 

 

 

 

Michelle Stahl, Secretary                                                               Sue Derck, President

(shp)