OHIO COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

MINUTES

October Board Meeting

October 10, 2000

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

None

Also Present:

Dottie Thomas, Director; Louis Horacek, Assistant Director, Jane Kraina, systems manager for Mary H. Weir Public Library, Weirton, WV.

The meeting was called to order by Mr. Hess at 7:05 PM

Dr. Julian moved that the minutes of the September meeting be approved. Sr. Mary Jude seconded the motion.

Vote:

Mr. Hess	yes
Mr. Stephan	yes
Sr. Mary Jude	yes
Dr. Julian	yes
Miss Carroll	yes

Financial Report:

The financial report was presented.

Dr. Julian asked why some lines on the financial report were already over 50%. Ms. Thomas said that the annual sales tax was a one-time fee, that programming was high because of the purchase of supplies which is done primarily at the beginning of the fiscal year, and that technology reflected the annual OCLC membership fee. She said that she would investigate the Water & Sanitation line item.

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

Ms. Thomas distributed a written Director's Report.

Ms. Thomas distributed adult and children's programming schedules.

Ms. Thomas said that Karen Goff and Rebecca Van DerMeer from the West Virginia Library Commission had attended the Friends meeting on Oct. 2. Dr. Julian said that the group remained very small, but now had permanent officers.

Ms. Thomas said that information on computer replacements necessary to allow Athena to be upgraded had been included in the capital improvements information. The upgrade is necessary to allow the installation of the newest version of Athena software as well as the installation of a Z39.50 server which is the new standard for connectivity among West Virginia's libraries using diverse library automation systems.

Mr. Horacek and Ms. Kraina answered questions about the computer needs of the library.

Ms. Thomas presented the following list of capital expenditures, in order of priority:

1. Microfilm Machines buyout: $4,659.

2. Computer upgrades to allow the installation of Athena 8.1 and a Z39.50 server. $18,700.

3. Security gates (balance after Legislative Digest funds): $3,000- $8,000.

4. Refinishing of the wooden entry doors of the library: $3,600.

5. Carpeting on Main Floor of the Library: $8,272

6. Restroom Stalls on the Main Floor: $7,246

7. Carpeting in the auditorium: $7,912

8. Restroom Floors: $7,000.

The total of the above is $60,389 to $65,389.

The current capital account balance is $95,847.92. The 2000/2001 budget includes a $42,885 transfer to capital. If all of the above were completed in 2000/2001, the remaining capital account balance would be $73,343.92 to $78,343.92, which is approximately on month's operating expenses.

Ms. Thomas said that the microfilm machines topped the list because the library was required to buy the microfilm machines at the end of the contract period. Mr. Hess said that it was unusual to require the buy-out and that the agreement should be checked to make sure it was required.

Mr. Stephan said that the library should proceed with the microfilm machine buyout, postpone the computer upgrades and carpeting, approve the wooden door repairs, but only at a lower figure, and proceed with the restroom improvements.

Mr. Stephan moved that the library proceed with numbers 1, 3, 4, 6, and 8 in the list, with the expenditure for the wooden doors to be limited to $1,500.

Dr. Julian seconded the motion.

Vote:

Mr. Hess	yes
Mr. Stephan	yes
Sr. Mary Jude	yes
Dr. Julian	yes
Miss Carroll	yes

Mr. Stephan said the Ms. Thomas should have the maintenance staff clean up the ground cover in the Eoff St. parking lot.

Ms. Thomas said that she and Mr. Horacek were planning to attend the entire WVLA conference; Christina George would be attending on Thursday and Friday but not staying at the hotel, and Amy Kastigar and Jennifer Taylor would be attending on Friday only.

Dr. Julian said that Ms. George should only receive mileage to and from Charleston since it was her choice not to remain in Charleston overnight.

Ms. Thomas said that the areas of new carpet had been professionally cleaned last November, and she recommended that it should be done annually to preserve the appearance and prolong the life of the carpet. She said that Dream Clean would do it for $600.

Sr. Mary Jude moved to approve the carpet cleaning. Dr. Julian seconded the motion.

Vote:

Mr. Hess	yes
Mr. Stephan	yes
Sr. Mary Jude	yes
Dr. Julian	yes
Miss Carroll	yes

Blue Cross-Blue Shield Dental and Eye-Care Insurance

Ms. Thomas said that she had received a quote on Dental and Eye-Care insurance from Blue Cross-Blue Shield. Each type of coverage requires a minimum participation of 10 employees.

Dr. Julian moved that the Board make the Dental and Eye-Care Insurance available to employees at their own expense. Sr. Mary Jude seconded the motion.

Vote:

Mr. Hess	yes
Mr. Stephan	yes
Sr. Mary Jude	yes
Dr. Julian	yes
Miss Carroll	yes

Proposal from Andy McKenzie to Invest Endowment Trust

Mr. Hess said that Mr. McKenzie approached the Board as a member of Prudential Bache Securities about becoming broker for the Endowment Trust. The trust is currently managed by Wesbanco. Mr. McKenzie said that he would like to speak at a Board meeting if the Board was interested in changing their account. Mr. McKenzie said that it was possible that the trust could not be amended to allow Prudential to become the trustee. Mr. McKenzie reported that Prudential would offer more diversification, including Mid-Cap and Small-Cap investments, which are not well represented at present.

Mr. Stephan said that the Board should examine the September report from Wesbanco with Mr. McKenzie's proposal in mind. Mr. Hess said that the Endowment's trust officer from Wesbanco should be invited to meet with the Board annually. After discussion it was agreed to invite the trust officer, Mr. Robert Cupp, to the November meeting.

Dr. Julian said that the library's annual statistical report for the West Virginia Library Commission was being prepared, and that because it included federal grants in the library's income for 1999-2000, the library could be technically required to sign a waiver because there were no federal monies included in the 2000-2001 budget, and thus the library's income was falling, on paper at least. He said that the Commission indicated that it would separate federal monies out before calculating whether libraries needed to sign a waiver, but Dr. Julian said he wanted the Board to be aware of the situation.

Dr. Julian said that he objected to the Library Commission asking about savings account and similar funds which do not involve public money. He said that as long as the local support was continuing, it was none of the Library Commission's business what the library had in the bank or in endowments.

Mr. Hess said he thought that the Library Commission already had all that information.

Dr. Julian said that there was no new information about signs for the Warwood Branch.

Dr. Julian moved that the Board go into executive session to discuss personnel at 9:20 P.M. Sr. Mary Jude seconded the motion which passed unanimously. The Board emerged from executive session at 9:25 P. M.

Dr. Julian moved to adjourn at 9:25 p.m.