May Board Meeting
May 11 1999
Mr. Ted Hess, Mr. Tom Stephan, Dr. Patricia Burkhart, Dr. Roberta DiLorenzo. Mr. Scott Reed had resigned because he had moved out of the area.
Dottie Thomas, Director; Louis Horacek, Assistant Director, Brenda Miller, Ohio County Circuit Clerk, Dr. Leslie Jones, Honey Louistau
Call to order
The meeting was called to order by Mr. Hess at 7:05 PM
Dr. Burkhart moved that the minutes of the April meeting be approved. Mr. Stephan seconded. The motion passed unanimously.
The financial report was presented.
INVOICES AND WARRANTS
Mr. Stephan moved to approve the financial report and approve payment of invoices and warrants for February and March. Dr. Burkhart seconded. The motion passed unanimously.
Ms. Thomas distributed copies of a written director's report (see attachment).
Ms. Thomas reported that the library had sent its annual letter to Bank One requesting funds from the Morrow Trust. The formula used to arrive at the amount requested divides the main library's operating budget minus costs for Warwood and the bookmobile and divides that total by a percentage equivalent to the portion of the library's area occupied by the Morrow Room. This year the figure requested was $12,563. In the past the figure of $7,995 which had been calculated based on the 1985 budget had been used annually rather than adjusting the figure based upon that year's operating budget. Mary Withum, the trust officer responsible for the Morrow Trust, has requested that the library's annual letter detail the formula used to obtain the annual financial request.
Mr. Stephan said that Melvin Kahle and George Schamm had probated the Morrow will and agreed to the formula. Mr. Hess said the Ms. Witham had said that the Trust could be approached about capital projects if the Board wished.
Mr. Hess said that the Forrest Kirkpatrick estate executors, Wesbanco, had deposited $5,000 that the Endowment Trust was to receive from the estate. Mr. Stephan said that the Chairman of the Board of Trustees should acknowledge such major donations.
Maintenance Contract for Library Heating and Cooling System
Ms. Thomas said that she had met with the library's maintenance men about what was being done under the maintenance agreement, and what sort of work the system required, checked the records of work done by H. E. Neumann, and talked with a representative of H. E. Neumann. She said that without special training there was much work that the maintenance staff could not do, and advised against sending either maintenance man to school to get the training. She said that her advice to the Board was to continue to have a maintenance agreement. Mr. Stephan said that he agreed, but that this would be a good time to solicit bids from other firms for the work. Dr. Burkhart and Mr. Hess agreed.
Gates Library Foundation and Carpet Replacement
Ms. Thomas announced that Carpet Showcase would be installing the new carpet June 11-12. She recommended that a new reference desk be purchased in connection with this work. She said that William Cooper, Contract Business Interiors and Wheeling Office Supply had been approached about a new desk, and that she recommended purchasing the desk costing $4,395 from CBI. She reported that the same three firms had been approached about building desks around the columns in the Children's Department. Wheeling Office Supply had declined responding to that request, William Cooper had estimated the job at $2,830, and CBI at $2,306.
Dr. Burkhart moved to approve the purchase from the library's capital funds of a desk at $4,395 and Children's Department column desks at $2,306 from Contract Business Interiors. Roberta DiLorenzo seconded the motion.
Ms. Thomas announced that estimates on the wiring for the Gates computers at the main library and the Hildebrand Memorial Library had been received from Yahn Electric and Jeff Adams, as well as the one received previously from Erb Electric, and that Erb Electric, the low bidder, had been selected.
Mr. Hess suggested postponing discussion of the budget until the end of the meeting because the main part of the discussion would be about staff salaries and should take place in an executive session.
Annual Maintenance Agreement with Nichols Advanced Technology
Ms. Thomas said that she had received the bill for the 1999-2000 Maintenance Agreement with Nichols Advanced Technology for the library's automation software, Athena. She recommended paying the bill as soon as possible after July 1. The Board agreed to continue its regular practice and pay this bill from its 1999-2000 operating budget.
Ms. Thomas said that Santco, Inc./Intermed of WV had donated a used Minolta microfilm reader/printer identical to two of the machines that the library already owns; but that the machine required a new microfilm carrier which would cost $875. The machine had originally cost $8,960. Dr. DiLorenzo moved to purchase the new carrier. Dr. Burkhart seconded the motion.
Honoring Wheeling Room Volunteers
Ms. Thomas reported that two Wheeling Room volunteers, Audra Wayne and John Logan were very ill, and suggested that some means of honoring the volunteers be established. She suggested a plaque to be placed in the Wheeling Room to which names could be added. The Board members agreed with the proposal and instructed her to find out the cost of such a memorial.
Mr. Stephan suggested that a formal resolution from the Board and a formal certificate would also be appropriate.
Request from Patron to Purchase a Chair
Ms. Thomas presented a letter from Reginald O'Rourke offering to purchase one of the chairs in the library's storage room. Dr. Burkhart said that she saw no problem with this offer and that no formal Board action should be necessary. Mr. Hess told Ms. Thomas to proceed with the sale.
Chamber of Commerce
Mr. Hess brought up the question of the library's joining the Chamber of Commerce, and the Board agreed to check into it.
Presentation by Brenda Miller
Ms. Miller spoke about her plans for appointing Board members. She said that a number of people had contacted her about serving, and that she was soliciting formal applications and would interview each applicant. She will make a decision in early June. Board members presented their views on the requirements of the position and qualities that would make a good board members. Ms. Thomas said that she would provide Ms. Miller with some questions to ask potential board members. That list of questions would be included in the next month's board packet.
Dr. Burkhart moved that the Board go into executive session to discussion salary aspects of the budget. Dr. DiLorenzo seconded the motion.
At 8:45 PM the Board went into executive session and remained in executive session until 9:20 PM.
The meeting was adjourned at 9:20 PM.