OHIO COUNTY PUBLIC LIBRARY
Members Present:
Mr. Ted Hess, Mr. Mike Baker, Sr. Mary Jude Jochum, Miss Sally Carroll
Members Absent:
Dr. Charles Julian
Also Present:
Dottie Thomas, Louis Horacek, Jan Shelburne and Steve Kellas of Wesbanco, Shelley Garrison, Intelligencer reporter.
Call to order:
Mr. Hess called the meeting to order at 7:00 P.M.
Minutes
Mr. Baker moved that the minutes of the December meeting be approved as distributed. Miss Carroll seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
Financial Report
The financial report was presented.
Ms. Thomas noted that the library was 6 months through the year, so that the expenditures should be at 50%, and that the report showed it at 51% at the bottom line.
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 |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
DIRECTOR'S REPORT
Ms. Thomas' written Directors Report had been distributed with the Board packet. (Attachment #1)
Ms. Thomas noted that circulation was up a little overall. She said that Warwood would be closed on January 18, and books and computers would be brought to the main library. All library materials would be evaluated and either added to the main library collection or placed in the annual book sale.
She said she had spoken to Dennis Madama about the main floor column upgrade project, and he said that the contractors were waiting for the granite and carpet to arrive. The column upgrades should be completed by early in February.
Report on Endowment Trust
Steve Kellas and Janet Sherburne of Wesbanco reported on the library's Endowment Trust.
The account is valued each quarter, calculating a rolling average of the previous 12 months' value, and the library is paid 7% of that average each quarter.
In discussion Sr. Mary Jude suggested considering reducing the 7% pay-out rather than taking from the principal to make up for the poor return in the past year.
Mr. Baker noted that a 1% reduction would amount to $765.00 a month. He noted however, that next year the "good" years would not be included in averaging the value of the Endowment Trust to calculate the percentage paid, so there would be a lot less paid out even without reducing the percentage. This should be considered when planning the next budget.
Ms. Thomas distributed the BankOne statement about the Morrow Trust. She said that a representative of BankOne would come to the March meeting since Mr. Hess cannot attend the February meeting.
Mr. Hess noted that the Board had considered using the Morrow Trust funds to establish a Capital Improvement Fund once the trust ended in 2003.
Ms. Thomas said that the Martha K. Christianson estate had provided $48,140, plus an additional $2-3,000 in final payments to the Endowment Trust.
ANNOUNCEMENTS
Ms. Thomas said that Lunch with Books had resumed. Mr. Hess passed around thank-you notes for the Christmas gift certificates from the staff.
OLD BUSINESS
Carpet in Auditorium
Board members examined the carpet, and agreed that the problems with the seams had been fixed satisfactorily.
Carpet for the Main Floor
Ms. Thomas said that price estimates for carpet for the main floor adult fiction area between the Children's Department and the Circulation Desk the carpet were received in April 2000. Based on those prices carpet was ordered from Carpet Showcase, but it had never been paid for or installed because of the discussion about needed upgrade and repair work around the columns and the circulation desk. She said the price of $8,271.49 was still good and the carpet was currently being stored in Carpet Showcase's warehouse.
Sr. Mary Jude moved to buy the carpet. Mr. Baker seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
NEW BUSINESS
WVLA Activities
Ms. Thomas said that WVLA Legislative Day would be January 27, ending with a reception for legislators from 5 until 7 in the Great Hall of the West Virginia Cultural Center.
Ms. Thomas said that the library staff was preparing a Legislative Digest request for handicapped-accessible computers. The Board was agreeable to the idea.
Mr. Baker moved to buy reception tickets for Ohio County's local legislators. Sr. Mary Jude seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
Changes in Library Hours
Ms. Thomas said with the impending closing of the Warwood branch library, coupled with the steadily increasing business on Sundays, she recommended that effective immediately the library be open on Sundays year-round rather than just during the school term.
Ms. Thomas also recommended anther change for holiday hours. She said that the Library currently was open 9 a.m. - 1p.m. on Christmas Eve and New Year's Eve, and 9 a.m. - 9 p.m. on the day before Thanksgiving. She said business was slow on both Christmas Eve and New Year's Eve as well as during the evening prior to Thanksgiving Day. She recommended being closed all day on Christmas Eve and New Year's Eve, and closing at 5 PM on the day before Thanksgiving.
Mr. Baker moved to accept the recommendation about the three changed in holiday hours. Miss Carroll seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
Mr. Baker moved that the library be open 1-5 on Sundays throughout the year. Sr. Mary Jude seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
Capital Improvement Projects for 2003
Ms. Thomas presented the a list of items to be purchased from Capital Improvement Funds. The list included:
| Windsor Vacuum | $299.00 |
| Shredder | $109.95 |
| Overhead Projector | $349.00 |
| 6 tables for public computers (adult reference area) | $4,139.94 |
| Cushions and foam furniture for storytime | $484.00 |
| Brother Fax Machine | $249.00 |
| Proxima LCD Projector | $3499.00 |
Mr. Baker moved to purchase the overhead projector, fax machine and paper shredder. Sr. Mary Jude seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
Sr. Mary Jude moved to buy the children's storytime area furniture. Miss Carroll seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
Sr. Mary Jude suggested checking for local suppliers for the adult reference area computer tables because shipping costs were so high, and to give business to local companies. Mr. Baker suggested purchasing matching chairs for the computer tables.
The Board agreed to put the LCD projector on a list for later consideration.
Mr. Baker moved to purchase the vacuum sweeper. Miss Carroll seconded the motion.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
State Plans for Automation Software
Ms. Thomas said she had spoken to WVLC Executive Secretary, J. D. Waggoner to ascertain whether OCPL had to make an immediate decision concerning the library's participation in the upcoming automation software upgrade. Based on that conversation Ms. Thomas said that Mr. Waggoner indicated OCPL had a few more months to decide what, if any, OCPL's degree of participation in that software upgrade would be. Therefore, she recommended waiting till next month to begin discussing the topic. She said that the Clarksburg subhub of which OCPL is a member, would not have an RFP ready for several more months.
Parking
Mr. Baker suggested looking into paving the area around the driveway.
Executive Session
Sr. Mary Jude moved to go into executive session to discuss personnel issues. Mr. Baker seconded.
Vote:
| Mr. Hess | yes |
| Sr. Mary Jude | yes |
| Dr. Julian | absent |
| Miss Carroll | yes |
| Mr. Baker | yes |
The Board left executive session at 9:15 PM and adjourned.