Call to Order: The February meeting of the Board of Trustees was held at the Paulding County Carnegie Library in Paulding. President Sue Derck called the meeting to order at 6:00 p.m.
Roll Call: The following were present: Board members: Susie Thrasher, Michelle Stahl, Corey Walker, Terry Wehrkamp, Geoff Hyman and Sue Derck. Director Susan Pieper, Assistant Director Diana Coy, and Wilma Mullins, Fiscal Officer, were also present. Staff member Heather Hunt was present to observe the meeting.
Citizen Participation: Shelly Roughton and Jennifer Manz from the Cooper Community Library were on hand to submit an updated contract for the branch in Oakwood. The board reviewed the contract. Changes and revisions will be made and submitted to Pieper via e-mail by Mrs. Manz.
Motion was made by Corey Walker approve the revised and updated contract between the Oakwood Library Association and the Paulding County Carnegie Library for the Cooper Community Library effective March 1, 2009. The motion was seconded by Terry Wehrkamp. Motion passed
Minutes: Corey Walker moved to approve the corrected January 2009 minutes. Michelle Stahl seconded the motion. Motion passed.
President Derck stated that appointment of Special Committees would be addressed as needed.
January 2009 $
58,393.49
February 2009 $ 69,600.72
Total
to date for 2009 $127,994.21
Projected
PLF for CY2009 $689,730.00
The Fiscal-Officer distributed
copies of her revised contract to the board.
Michelle Stahl moved to accept
the job description for Fiscal-Officer as corrected. Sue Thrasher seconded the
motion. Motion passed.
Financial / Fiscal Officer: Motion to pay bills (Pay-X 012185-012264); (Finance 014296-014316) was made by Corey Walker and seconded by Geoff Hyman. There was a general discussion about the bills, including the status of the library being a non-profit and not having to pay real estate taxes on the adjoining property. Mrs. Mullins will contact the Secretary of State to ascertain the status. Motion carried.
The board discussed a former employee’s uncashed payroll checks. No action taken.
Additional Fiscal-Officer Report: Mrs. Mullins shared the additional amount need to meet the deficit in employee wages to keep hours open the entire year. The donor’s donation will cover about 24 pays. There are 27 pays in 2009. No action taken.
Motion made by Terry Wehrkamp for Mrs. Mullins to attend a two-day continuing education class in Columbus given by the Ohio Library Council, on April 2 and 3rd intended for library fiscal officers. This class will also cover levy information. The board will pay the expense of the class as well as the hotel, mileage, certificate and meals. The motion was seconded by Corey Walker. Motion passed.
Transfers: Michelle Stahl moves to transfer funds from the Payne Lela Jeffery account to Furniture and Equipment for new computers.
ACCOUNT: AMOUNT: TO ACCOUNT:
100.06.54130 $640.00 100.06.55530
Payne
Lela Jeffery Payne
Furniture & Equipment Lela Jeffery
Director’s Report: Mrs. Pieper shared a variety of information with the Board, including:
Terry Wehrkamp moved to go into Executive Session to discuss personnel issues. Susie Thrasher seconded. Roll call passed into affirmative at 7:52.
The board came back in regular session at 8:25 p.m.
The board discussed the upcoming evaluations of Mrs. Mullins and Mrs. Pieper. They will review the questionnaires submitted by the staff.
Terry Wehrkamp moved that we transfer $500 from Office and Supplies to Children’s Supplies for the summer reading. Corey Walker seconded. Motion passed.
ACCOUNT: AMOUNT: TO ACCOUNT:
100.01.52110 $500.00 100.10.52110
Office
& Supplies Children’s
Program Supplies
OLD BUSINESS
Additional Benefactor Request: Although the board is grateful and appreciative of an anonymous donor’s willingness to pay for extended hours at all library locations, it was determined that existing hours are adequate to meet patrons’ needs.
Foundation Status Update: Mrs. Pieper informed the board that she has been remiss in following through with the status of the paperwork submitted to the Paulding County Area Foundation attorney. This paperwork is part of a lengthy non-profit status application and needs to be completed. Mrs. Pieper will contact the attorney submit a completed form as soon as possible to Trustee Stahl so that she is able to continue the process.
Reviews & Revisions of Personnel Manual: The board reviewed and revised pages 3-19 of the Personnel Manual. All changes will be effective January 1, 2010. The board will continue to review the remaining content of the manual and revise as needed.
Staff Questionnaires: The board received 18 out of 20 staff questionnaires/evaluations. They will compile and review the findings that will provide information about staff satisfaction with their job and overall library service. This will be incorporated into the administrative evaluation process in March. The board also shared that they will be distributing a “board evaluation” form to the Fiscal Officer and Director.
Board Bylaws: The board tabled any action regarding the bylaws with the understanding that trustees would review the bylaws and begin compiling recommended revisions, changes, etc.
Library Operating Levy: The board expressed the need to proceed with the process of placing an operating levy on the November General Election ballot. Mrs. Pieper will work with the Fiscal Officer to ascertain the amount needed and the millage to request. Mrs. Pieper will submit the first resolution to the board at the March meeting. The board requested that this levy will be a five-year renewable levy.
NEW BUSINESS
Ohio Legislative Day: Mrs. Pieper informed the board that she will be attending the Ohio Legislative Day on March 11, 2009 in Columbus. Pieper has scheduled meetings with Senator Steve Bueher and Representative Wachtmann. The message is to continue to fund the Ohio Public Library Information Network (OPLIN) and the Library for the Blind and Physically Handicapped (LBPH) out of the State Library budget and not out of the Public Library Fund (PLF). Hundreds of librarians will wear “red” and converge on the statehouse.
Newsletter in Weekly Paper: Mrs. Pieper distributed a draft of a half-page newsletter to be submitted to the West Bend News for wide distribution. This newsletter would carry information about the library and all branches. The West Bend News has a circulation of over 11,000. Geoff Hyman moved that we place this newsletter once in the months of March, June, September and October at a cost of $200 per placement. Michelle Stahl seconded the motion. Motion passed.
Staff Travel to ALA in Chicago: The matter of staff attending the American Library Association conference for the purpose of visiting the over 4,000 exhibits was tabled until March.
Adjournment: Corey Walker moved and Susie Thrasher seconded
the motion to adjourn at 10:30 p.m. The next board meeting is scheduled for March
24th, 2009 at 6:00 p.m. at the main library in Paulding, unless otherwise
announced.
________________________________ ______________________________
Michelle Stahl, Board Secretary Sue Derck, Board President
MS:snp
ACTION PLAN (?)
Susan Pieper: Work with Norm Cook in completing the 501 (c) 3 paperwork
Wilma Mullins: Research whether or not the library has to allow overtime and if so, if compensatory time has to be a choice along with the option of pay, both at a rate of 1 ½ time
Terry Wehrkamp: (I forgot)
Corey Walker: Send Susan a copy of his personnel manual that spells out the overtime requirements and other recent applicable changes
Susan Pieper: Ascertain the total Paulding County property valuation and determine the millage amount needed to raise a determined amount for the November levy. Also, Pieper will write the first resolution to be submitted to the board in March.
All: Review and revise/update pages 20-31 of the personnel manual.
Board members: Review and revise/update the Board Bylaws.