OHIO COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

May 9, 2000

Mr. Ted Hess, Mr. Tom Stephan, Dr. Charles Julian, Miss Sally Carroll, Sr. Mary Jude Jochum

None

Also Present:

Dottie Thomas, Director; Louis Horacek, Assistant Director, William Pittman

The meeting was called to order by Mr. Hess at 7:00 PM

Dr. Julian noted that Mr. Monfradi's name was misspelled in the April minutes. Miss Carroll said that Sallie Campbell's first name and form of address, Mrs., were wrong. Dr. Julian asked that his statement about the heating and air conditioning contracts be changed to "Dr. Julian said that the variations in prices in the proposals submitted to the library were so great that they did not appear to be equivalent proposals. Dr. Julian moved that the minutes of the April meeting as corrected be approved. Miss Carroll seconded.

The financial report was presented. Mr. Hess asked how the donation of $65.00 to the library from the Friends of the Library occurred. Ms. Thomas said she would investigate.

Dr. Julian moved to approve the financial report and approve payment of invoices and warrants; Sr. Mary Jude seconded. The motion passed unanimously.

Ms. Thomas distributed a written Director's Report.

Mr. Stephan moved that the Board formally approve the donation of books left over from the book sale to the War Public Library that was mentioned in the Director's Report. Miss Carroll seconded the motion.

Miss Thomas distributed a list of the titles sent to War.

Mr. Hess said that he had seen Ogden Nutting at a recent Lunch with Books program and that Mr. Nutting had complimented the Board on the state of the library.

Ms. Thomas said that as noted in the previous meeting, Christine White had donated new lighting fixtures for the circulation desk, valued at approximately $600, in memory of her son, and that she wished to have a memorial plaque placed in the library.

Ms. Thomas said that she had not progressed with finding a painter to work on the exterior doors because Mr. Stanton, who had done them originally, had been interested in doing the work, but had recently found out that health problems would prohibit it. Dr. Julian suggested speaking with Mike Baker of the Friends of Wheeling, who might know who to speak to at Belmont Tech about getting a Historic Preservation intern. Mr. Stephan suggested that ms. thomas check with Mr. Stanton to see if he had any recommendations or suggestions on who could be the refinishing.

Ms. Thomas noted that the street signs had been placed and that WVLC had filmed their installation.

Ms. Thomas presented a drawing of signs for the Progressive Bank building in Warwood prepared by Aladdin Signs. Dr. Julian noted that the wording on the large sign was to have included "entrance on N. 17th St." in addition to "Parking". After discussion, it was agreed the wording could stand as prepared by Aladdin Signs.

Dr. Julian moved approval of the signs, subject to the approval of the Progressive Bank Board of Directors. Sr. Mary Jude seconded the motion.

Mr. Hess said that Chris Riley had not yet been replaced on the West Virginia Library Commission, and presented copies of letters in support of Dr. Julian from Sen. Andy McKenzie and Tom Johnson, the Ohio County Republican Chairman.

Mr. Hess asked the Board to consider the complaints presented by Mr. William Pittman at the April meeting. Ms. Thomas said that the library's policies and procedures were not very different from those of similar libraries in the area, except that some libraries required a library card to use public access computers.

Dr. Julian said that trustees should not meddle in procedures, but confine their attention to policy, and he said that the Internet Access Policy seemed to be working in the absence of other complaints.

Mr. Hess asked is there was a motion to change the policy. There was no motion.

Mr. Hess said that the revenue statement should include a comparison with the current year's budget.

Dr. Julian asked what the "Equipment Rental" revenue line involved. He said that it should be eliminated or renamed if the library was not renting equipment any more.

Mr. Hess asked if the overdues line in the Revenue Budget included the collection agency fees. Ms. Thomas said that it did not. Dr. Julian asked where those fees would be charged. Ms. Thomas replied that they would be charged in the Operating Expenses in the Expenditure Budget.

Dr. Julian asked how the Endowment Trust Interest was estimated. Mr. Hess said that the bank provided those figures.

Ms. Thomas said that the Morrow Trust was based upon the fraction of the library budget (minus the bookmobile expenses and the Warwood Branch expenditures) represented by the ratio of the area occupied by the Morrow Room to the total area of the library. Mr. Hess said that the Morrow Trust would dissolve in 2003 and that the library would receive the principal, currently valued at $579,000. He also said that he had been told by the trustees of the Morrow Trust that the principal could be invaded sooner if an emergency need should arise.

Ms. Thomas presented several proposed budgets based upon varying cost of living adjustments for staff.

Dr. Julian asked what other line items changed when the total personnel costs changed in these various proposed budgets, and Ms. Thomas said that the amount of dollars in Transfer to Capital changed, but otherwise the budgets were the same.

Dr. Julian said he was concerned that there be equitable increases for all staff.

Sr. Mary Jude asked why the work week was 35 hours, rather than 40 hours. Mr. Stephan said that it had been that way for many years. Sr. Mary Jude said that perhaps increasing the work week to 40 hours would allow eliminating part time positions.

Mr. Stephan said that he was in favor of merit pay increases.

Dr. Julian said that there were objective ways to measure and administer merit increases. Sr. Mary Jude said that Mt. St. Joseph used a merit system.

Mr. Hess asked Sr. Mary Jude and Dr. Julian to meet with Ms. Thomas to conduct a personnel review in order to address certain issues arising during the Board's consideration of the proposed budget.

Mr. Hess asked Ms. Thomas why there was an increase in technology expenses from $19,000 to $25,000. Ms. Thomas said that she had moved computer purchases from capital expenses to the operating budget with a view toward implementing a computer equipment replacement schedule.

Mr. Hess noted that every year the proportion of the budget allocated to personnel went up while the proportion for materials went down. He said Ms. Thomas should consider spending more on books on tape. He also asked what the line for "cassettes" represented. Ms. Thomas said that it meant the CDs the library is now purchasing. Mr. Hess commented that the line item designation should be changed to music CDs.

Mr. Stephan said that he had a problem with putting computer purchases in the operating budget. He said that the life span of computers was over three years, and so they were more like capital items. Mr. Hess suggested asking the library's auditor what would be appropriate.

Ms. Thomas said that she had contacted four companies for final estimates for the removal of five trees, and trimming of 30 trees. She said of the cfour companies contacted and given an on-site inspection of the proposed job, two responded with estimates. Albert's Tree Service had estimated the job at $3,842.50, and Daveco Landscaping Contractors provided an estimate of $2,650.

Dr. Julian moved that the library go with the lower estimate. Mr. Stephan seconded the motion.

Dr. Julian moved that the library continue with the current H. E. Neuman Company contract. Sr. Mary Jude seconded the motion.

Sister Mary Jude moved that the library go into Executive Session to consider the annual evaluation of the director. Miss Carroll seconded the motion. The motion passed unanimously.

The board went into Executive Session at 9 p. m., and returned to regular session at 9:25.

Dr. Julian moved to adjourn. Miss Carroll seconded.

The meeting adjourned at 9:25 p. m.