OHIO COUNTY PUBLIC LIBRARY
Members Absent: None
Also Present: Dottie Thomas, Louis Horacek.
Call to order:
Mr. Hess called the meeting to order at 7:10 P.M.
Minutes
Dr. Julian moved that the minutes of the October meeting be approved as distributed. Mr. Baker seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
Financial Report:
The financial report was presented.
Dr. Julian had noted at the October meeting that janitorial supplies were at 42% of the budgeted amount and Ms. Thomas had said that it was a one-time purchase of filters for the air handler. Ms. Thomas said that the item should have been charged to building maintenance and passed out a corrected financial report for October.
INVOICES AND WARRANTS
Dr. Julian moved to approve both financial reports and approve payment of invoices and warrants; Sr. Mary Jude seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
DIRECTOR'S REPORT
Ms. Thomas' written Directors Report had been distributed with the Board packet. (Attachment #1) Mr. Hess asked where the library's Athena automation system fit into the state's software upgrades. Dr. Julian said that the state was not going to dictate choice of automation system. Ms. Thomas said that the library would continue to be responsible for the costs of any individually-chosen system. She said that the discussion was about a shared system for the subhub. Mr. Hess asked if Weirton would continue to be a subhub. Ms. Thomas said that there had been no clear answer about that, but that the computer for both Weirton and Clarksburg was located in Clarksburg.
Mr. Hess asked about the vote for dissolution of the Friends of the Library group. Ms. Thomas said that she had sent a ballot to everyone in the Friends database.
Mr. Hess asked about the engraving that had been stolen from the Wheeling Room. Ms. Thomas said that the value of the item was not known. Dr. Julian suggested increased security measures. Mr. Hess said that Ms. Thomas should file an insurance claim.
ANNOUNCEMENTS
Ms.. Thomas said that Children's Book Week, which is the week of November 18-24, would also be Fine-Free week.
OLD BUSINESS
Construction Proposals Submitted to Shaeffer & Madama
Ms. Thomas presented the revised quotes that Shaeffer & Madama had received.
| Walters Construction: | |
| Proposal No. 1 | $25.525.00 |
| Omit children's: Deduct | $900.00 |
| Proposal No .2 | $22,377.00 |
| Omit children's: Deduct | $900.00 |
| John Russell Construction: | |
| Proposal No. 1 | $27,545.00 |
| Omit children's: Deduct | $1,790.00 |
| Proposal No. 2 | $22,300.00 |
| Omit children's: Deduct | $1,600.00 |
| Maness Contracting: | |
| Proposal No. 1 | $26,180.00 |
| Omit children's: Deduct | $930.00 |
| Proposal No. 2 | $22,750.00 |
| Omit children's: Deduct | $950.00 |
These quotes were for work with real (No. 1) and cultured granite (No. 2), as well as for work not including changes in the children's desk section. Walters Construction's low bid was $24,625 for work with real granite and not including the children's desk section. Dr. Julian asked if the bid for work in the children's section ($900) would hold if we decided to do it later. Mr. Madama said that he was sure it would. Mr. Madama said that his contract for architectural services with the library also included his oversight and inspection responsibilities for this construction project.
Dr. Julian moved to accept the Walters Construction bid #1, with the $900 deducted for the omitting the children's section work. Sr. Mary Jude seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
Computer Replacements
Mr. Horacek's proposal for 5 computers ($995 each), a printer ($299) and a system for the Bookmobile ($1395) was included in the Board packet. Dr. Julian moved to accept the proposal and purchase the computers. Sr. Mary Jude seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
New Endcaps for Library Shelving
Ms. Thomas asked for a subcommittee of Board members to help select endcaps for the library stacks. Mr. Hess appointed Miss Carroll and Mr. Baker to the subcommittee.
Ms. Thomas said that the new tables for the children's section had been ordered.
NEW BUSINESS
Repair to New Carpet in the Auditorium
Board members inspected the carpet in the auditorium (installed in 2001) which had separated at the seams.. Ms.. Thomas said that Carpet Showcase had been in twice to attempt to repair the work. The consensus of the Board was that the repairs had not worked, that the seams. were still too noticeable, and directed Ms. Thomas to report that information to Carpet Showcase.
Reception for Thomas Stephan
Board members agreed to hold the reception honoring Mr. Stephan for his 35 years of service as a library trustee on Dec. 10, immediately prior to the December Board meeting. He will be presented with the Certificate of Merit award from the West Virginia Library Association. Public officials, former board members, and members of the other boards on which Mr. Stephan has served would be invited. Mr. Hess said that Ms. Thomas should try to get a photograph of Mr. Stephan to be displayed in the Morrow Room.
Christmas Gift Certificates for Library Staff and Christmas Party
Ms. Thomas said that in the past the Board has approved $25.00 gift certificates for full-time staff and $15.00 for part-time staff. She recommended continuing the practice. She also suggested a catered Christmas party at the library for staff paid from library funds. Guests of individual staff members would be paid for by those staff members. The total cost would be $286.00. Mr. Baker asked if staff would prefer a Christmas party or a raise in the gift certificates to $40 for full-time staff and $25 for part-time staff. Ms. Thomas said she thought the staff would appreciate the higher value gift certificates more. Mr. Baker then moved that there be no party, but that gift certificates be increased to $40.00 for full-time staff and $25.00 for part-time staff. Sr. Mary Jude seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | yes |
| Miss Carroll | yes |
| Mr. Baker | yes |
Mr. Hess asked if the final audit report had been received yet. Ms. Thomas said that it had not been received and that the State Auditor's office had been contacted the previous week. She said that the bill for the audit had not been paid. Mr. Hess said that he would write the auditor to see when to expect the completed report.
Mr. Hess asked if there was any news on the court challenge to the libraries' special dedicated funding laws. Ms.. Thomas said there had been no news. She said she had asked WVLC Executive Secretary J.D. Waggoner on Oct. 30 for an update, and he had had no news. Dr. Julian said he had asked Mr. Waggoner to solicit information from libraries on the potential impact of such a challenge.
Mr. Hess asked about the Harassment and Drug-Free Workplace policies. Ms. Thomas said that with all the days spent out of the library for meetings and software demonstrations during the past month that she had not had time to make necessary revisions.
Mr. Hess asked if the Trustees should invite Warwood representatives to the December board meeting for discussion of the fate of the Warwood branch library. Mr. Baker suggested Randy Link.
Sr. Mary Jude moved to adjourn at 8:25 pm.