OHIO COUNTY PUBLIC LIBRARY
Members Present:
Sr. Mary Jude Jochum, Mr. Mike Baker, Mr. Charles Monfradi
Members Absent: Mr. Ted Hess, Miss Sally Carroll
Also Present:
Dottie Thomas, library director, Louis Horacek, assistant director, Janet Roset of Bodkin, Wilson & Kozicki
Call to order:
Sr. Mary Jude called the meeting to order at 3:10 P.M
Report on Audit
Janet Roset of Bodkin, Wilson and Kozicki distributed written audit reports. She said that she had gone through the library's fixed assets and written off $105,000 worth of assets that were no longer in the library. Ms. Thomas asked if it was necessary to do a physical inventory and set the value of the collection. Ms. Roset said that there was no need for a physical inventory - everything was accounted for, except the books. She suggested contacting the West Virginia Library Commission to be sure that the library uses the same method as other libraries in the state.
Mr. Baker asked what should be considered a fixed asset. She recommended anything costing more that $500 or $1000. He asked if there was recommended format for recording fixed assets. She said that there were few standards established yet.
In response to a question from Mr. Monfradi, Ms Roset suggested setting a maximum value for checks that have a signature stamp used, such as $5,000.
Minutes
Mr. Monfradi moved that the minutes of the April meeting be approved as distributed. Mr. Baker seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
Financial Report:
Financial reports for April was distributed with the board package.
INVOICES AND WARRANTS
Mr. Baker moved to approve both financial reports and approve payment of invoices and warrants; Mr. Monfradi seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
Mr. Monfradi moved that any checks over $5,000 must have 2 actual signatures. Mr. Baker seconded the motion. This was in response to the audit report which said that use of rubber stamps on checks was not a good practice.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
DIRECTOR'S REPORT
Ms. Thomas distributed a written Director's Report.
ANNOUNCEMENTS
The were no announcements.
OLD BUSINESS
Review of HVAC Maintenance Contract
Ms. Thomas said that two proposals for HVAC maintenance had been received, from Johnson Boiler and H. E. Neumann.
After discussion, it was felt that more time should be spent comparing the two, but action had to be taken before the next meeting. Therefore, Mr. Baker moved that the HVAC committee examine the two proposals, and that the Board would accept the committee's recommendation.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
Widening of Parking Area
Ms. Thomas said that she and Mr. Baker would go before the City Development Committee on Thursday, May 13 to explain the library's plans for the expansion of the driveway area in the main library parking lot.
Circulation Desk Canopy Upgrade
Mr. Baker said that Cardello Electric had assessed the lighting needs at the circulation desk and had made recommendations for parabolic lighting. He suggested asking Walter's construction to use Cardello as the lighting contractor.
Flooring for Technical Services
Two estimates from Jamison Carpet, one for $13,000 for laminate flooring and one for $6,200 for vinyl tile had been distributed with the board packet. Board members felt that it was a drawback that the recommended flooring would require regular waxing. Mr. Baker asked Ms. Thomas to get a sample of the flooring material from Jamison. He also said that the library should seek an estimate and samples from Conway Co., and a suggested installer (Conway does not do the installing). He said that Ray Flanagan was a good installer.
2004-2005 Budget
Ms. Thomas had distributed proposed budgets. She asked if board members would like to see any changes. Mr. Baker asked if the gas budget was correct. Ms. Thomas said that it was her best estimate. He asked why the line items for videos and audiobooks were reduced. Ms. Thomas said that those totals were was based on how the spending had gone in the current year. He said he did not want the budget for popular items like these to be reduced needlessly. Ms Thomas said that the total for all library materials was the most important figure. Various line items within the 'library materials' section of the budget can be adjusted as needed
NEW BUSINESS
Changes to the Reference Desk
Ms. Thomas presented a proposal from CBI for changes to the reference desk to allow two people two work at it so that two people can be on reference duty simultaneously. The total cost was $1945.95. Mr. Baker moved to accept the proposal. Mr. Monfradi seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
Executive Session
Mr. Baker moved that the board go into Executive Session. Mr. Monfradi seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
The Board entered Executive Session from 4:20 until 4:40, at which time the meeting was adjourned.