OHIO COUNTY PUBLIC LIBRARY
BOARD MEMBERS PRESENT: Lester C. Hess, Jr., Chairman; Sr. Mary Jude Jochum, Secretary/Treasurer; Mike Baker; Charles Monfradi; Sally Carroll
ALSO PRESENT: Dottie Thomas, Library Director; Louis Horacek, Assistant Director; Carly Amico, Intelligencer reporter; Robert Grinley
CALL TO ORDER: Mr. Hess called the meeting to order at 3:05 P.M.
MINUTES: Mr. Baker moved that the minutes of the May meeting be approved as distributed. Mr. Monfradi seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
Financial Report: Financial reports for May were distributed with the board package.
INVOICES AND WARRANTS
Sr. Mary Jude moved to approve both financial reports and approve payment of invoices and warrants; Mr. Baker seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
Presentation by Mr. Robert Grindley
Mr. Grindley, representing the Wheeling Chapter of West Virginia ACLU reported that the ACLU is attempting to mitigate the effects of the Patriot Act on local communities by having ordinances passed opposing profiling and searches without probable cause and due process under the Patriot Act. He distributed an ordinance passed in Huntington, WV and requested the Board's support in passing a similar ordinance in Wheeling. Mr. Hess said he would copy and distribute the materials for consideration at the next board meeting. He also asked Ms. Thomas to provide information about the act's impact on libraries.
DIRECTOR'S REPORT
Ms. Thomas reported that the library automation project was proceeding smoothly. The data conversion company, LTI, has requested a copy of our data, which Mr. Horacek will send this week. This is the first step in starting the change to the new system.
Ms. Thomas said that registration for the Summer Reading Program had begun. In addition, for the first time summer Adult Programs, including a film program, will be offered.
She said that CBI will work on expanding the reference desk to accommodate two people beginning in June.
Ms. Thomas reported that Government Services Administration had called upcoming meetings of interested parties concerning the Social Security building. An informational session was set for 10 AM, June 18 at the City-County Building and on June 21 a tour of the building will be offered. On June 24 representatives of the Board and of WVNCC will be making a presentation before the Ohio County Commissioners at their biweekly meeting about the library's and the college's plans for the Social Security property.
Mr. Monfradi asked what Ms Thomas had heard from WVNCC. She said the contacts with WVNCC only concerned the meeting with the County Commission. Mr. Baker asked her to notify Board members of the details of the June 18 meeting.
ANNOUNCEMENTS
Mr. Hess noted that Mr. Monfradi's appointment ended June 30. Board members agreed to convey to Brenda Miller that the Board would like him to continue on the Board.
OLD BUSINESS
Update on Capital Improvements
Ms. Thomas said that work on the circulation desk canopy and lighting was on hold until there was more information on the cost of the parking lot expansion and any developments with the Social Security property.
Ms. Thomas said that the city had provided a Deed of Easement for the area along the driveway, and suggested that a lawyer should look it over.
Samples of flooring had been received from Jamison Carpet for the Technical Services room. Ms. Thomas said that the vinyl tile had to be waxed, which would be a big problem in the technical services area because of all the office equipment, book carts, boxes and other obstacles on the floor. She said that the Timberline Sheet laminate flooring would be a better choice, but she was concerned with repairing large sheets. Mr. Monfradi said that this should not be a problem.
Ms. Thomas, Mr. Baker and Mr. Monfradi would form a committee to consider the Jamison proposal, and also talk with Conway flooring. Ms. Thomas said that since the flooring was the subject of the Budget Digest request which would not be acted on for another month or more, there was no hurry to complete the project immediately.
Annual Audit Issues
At the May library board meeting, in response to the annual audit, a motion passed requiring all checks over $5,000 to have two actual signatures. Ms. Thomas reported that while only insurance premium checks normally exceeded this amount, funds regularly had to be transferred by check into operating and payrolls accounts, and these checks always exceeded $5,000 which could create a major problem if either of the check signers was unavailable.
Mr. Baker suggested excluding the transfer checks from the requirement, since they were strictly internal. Mr. Monfradi asked if the bank could simply transfer the funds upon a phone call.
Mr. Monfradi asked Ms. Thomas to ask the auditor if either of these would be acceptable alternatives. Ms. Thomas said she would contact the auditor and report to the board at the next meeting.
2004-2005 Budget
Ms. Thomas had distributed in the mailed board packets a revised budget reflecting a revised figure for income from the Board of Education. She noted that the library always had significantly underestimated income from the County Commission because the Commission's estimate allowed for delinquent taxes, and the library had also further discounted the amount.
Mr. Hess asked if the gas budget was adequate. Ms. Thomas said that she had allowed for a price increase.
Mr. Baker asked if staff had received a 3% cost of living increase in 2003-4. Ms. Thomas said yes. He asked if she had made a budget with a 4% COLA. Ms. Thomas said that it had been distributed last month. She said it would be about $15,000 more, or a total of $628,133 for personnel.
Mr. Hess said that the board would revisit the budget following the Executive Session.
NEW BUSINESS
Request for LCD Projector and Public Address System
Mr. Horacek said that an LCD Projector and sound system were needed for presenting library programs. They would allow presentation of movies on video and DVD as well as computer presentations. He estimated the cost of the projector at $2,000 and the PA system at $500. Mr. Monfradi moved that the library purchase a projector and sound system, at a cost not to exceed $2,800. Sr. Mary Jude seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
EXECUTIVE SESSION
Mr. Baker moved that the board go into Executive Session to discuss personnel issues. Mr. Monfradi seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | yes |
The Board entered Executive Session from 4:00 until 4:50.
2004-2005 Budget
Sr. Mary Jude moved that the 2004-2005 budget as presented be approved, with a 3% cost of living adjustment for staff and merit raises of $4,000 be awarded to Ms Thomas, and $3,000 each to Mr. Horacek, Ms Kastigar and Ms George. Mr. Baker seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
| Mr. Monfradi | absent |
The meeting adjourned at 4:50 PM.