OHIO COUNTY PUBLIC LIBRARY
MINUTES
September Board Meeting
Hildebrand Memorial Library
September 14, 1999
Members Present:
Mr. Ted Hess, Mr. Tom Stephan, Dr. Charles Julian, Sr. Mary Jude Jochum (who was appointed to the Board in the course of the meeting)
Members Absent:
Dr. Roberta DiLorenzo
Also Present:
Dottie Thomas, Director; Louis Horacek, Assistant Director, Honey Louistau, Jane McLean, Amy O'Brien
Call to order:
The meeting was called to order by Mr. Hess at 7:00 PM
Minutes
Dr. Julian moved that the minutes of the August meeting be approved. Mr. Stephan seconded.
Vote:
| Mr. Hess | yes |
| Mr. Stephan | yes |
| Dr. Burkhart | yes |
| Dr. DiLorenzo | absent |
Financial Report:
The financial report was presented.
INVOICES AND WARRANTS
Dr. Julian moved to approve the financial report and approve payment of invoices and warrants; Mr. Stephan seconded. The motion passed unanimously.
DIRECTOR'S REPORT
Ms. Thomas said that she did not have a written report for the month. She said that the West Virginia Library Commission had changed the format of the financial and statistical reports required of the state's public libraries. Ms. Thomas reported that the entire adult non-fiction, audiobook, YA and video collections had been shifted to allow more floor space in the reading area, and to allow the audio cassette, video, and YA collections to be moved into the non-fiction area where there is better lighting. She reported that the year's adult programming schedule had been prepared and that the first Lunch with Books program had taken place.
ANNOUNCEMENTS
There were no announcements.
OLD BUSINESS
Maintenance Contract for Library Heating and Cooling System
Dr. Julian presented a spreadsheet that he and Ms. Thomas had prepared comparing the elements of the responses to the library's request for proposals. Mr. Stephan suggested requesting proposals without listing specifications. Mr. Hess suggested that the Director solicit new proposals next February so that a decision could be made prior to the start of fiscal year 00/01.
Sunday Service Hours and New Hours at Warwood Branch
Ms Thomas reported that Sunday hours had begun at the Main Library on September 12. New hours for the Hildebrand Memorial Library would begin September 20.
NEW BUSINESS
New Board Member
Mr. Stephan moved that Sr. Mary Jude Jochum be appointed to fill the unexpired term vacated by Dr. Burkhart. Dr. Julian seconded the motion.
Vote:
| Mr. Hess | yes |
| Mr. Stephan | yes |
| Dr. Burkhart | yes |
| Dr. DiLorenzo | absent |
Street Signs for Main Library and Warwood Branch
Ms. Thomas presented a proposal for directional signs she had developed working with Tim Birch, City traffic engineer. The proposal for Warwood routed traffic west on N. 13th Street at the Plaza and north on Richland Ave. to N. 17th St. a one-way street running west to Rt. 2. Dr. Julian suggested directing traffic to N. 18th St. and then south on Richland Ave. to 17th St. There was no discussion of the route to the Main library except that Mr. Birch had recommended changing the parking lot at 16th and Eoff to allow traffic to enter from 16th and exit onto Eoff. There was some discussion of that proposal but no consensus was reached or any action taken.
Dr. Julian moved to authorize the Director to purchase signs, making the best financial arrangement possible with the city. Sr. Mary Jude seconded.
Vote:
| Mr. Hess | yes |
| Mr. Stephan | yes |
| Dr. Burkhart | yes |
| Dr. DiLorenzo | absent |
| Sr. Mary Jude | yes |
Request for Professional Cleaning of Areas of Carpet
Ms. Thomas noted that the carpet installed in the fall of 1998, particularly that near the entrance, received very heavy traffic, and while the library had carpet-cleaning equipment, and used it, it did not do as good a job as professional equipment. She said she would like to establish a professional cleaning schedule for all carpeted areas in the library.
Dr. Julian suggested that she get estimates.
West Virginia Library Association Annual Conference
Ms. Thomas reported that the West Virginia Library Commission would be meeting the day before the conference starts (October 4) at the conference center in Shepherdstown. The WVLC will not meet again until January, 2000. She said that four employees: herself, Louis Horacek, Jennifer Taylor and Erin Hoffer would be attending the Conference. Dr. Julian said that he also would be there.
Library's Annual Report for the WVLC and Service Center Status
Ms. Thomas said that in the information distributed at the Director's meeting in Flatwoods on August 17 there was a letter from the Executive Secretary of the WVLC telling of changes in the Annual Report forms necessitated by the annual evaluation of libraries required by the State regulations. Any library failing to meet standards in the evaluation would be required to sign a waiver and establish a plan for future compliance in connection with the Commission.
Ms. Thomas said that she had been told that the Ohio County Public Library's status was not correct. Rather than a Service Center library, OCPL was instead a Designate library and should file reports accordingly. There are three classes of public libraries in West Virginia: Affiliates, that do not have a professional MLS as director, and must be affiliated with a Service Center and receive grants-in-aid through the Service Center with the Service Center garnering a 20% administrative fee from the Affiliate's Grants-in-Aid; Designates, which have at least one professional on staff, usually as director, and receive Grants-in-Aid directly, and Service Centers, which must have two professionals on staff.
Dr. Julian asked why OCPL was a Service Center, since it did not serve any affiliates. Mr. Stephan said that the library had been one for a very long time and more than met the criteria of a Service Center though the WVLC had not assigned any Affiliate Libraries to OCPL.
Ms. Thomas reported that J. D. Waggoner of the WVLC staff said that if the library did not file reports as a Designate, the library would not receive the next Grants-in-aid check in October.
Mr. Hess said that according to his understanding of the Administrative Rules and Regulations, a change in status had to be a formal decision of the West Virginia Library Commission.
Dr. Julian moved that since the Library Board had not been officially notified in writing of a change in status, that the Library Director was to file a Service Center report. Mr. Stephan seconded.
Vote:
| Mr. Hess | yes |
| Mr. Stephan | yes |
| Dr. Burkhart | yes |
| Dr. DiLorenzo | absent |
| Sr. Mary Jude | yes |
Request for Two Replacement Computers
Mr. Horacek presented a request for two new computers to begin a replacement program for the oldest computers in the library. Mr. Stephan objected to the cost and questioned the need for replacements. Dr. Julian suggested that the issue be discussed at another meeting. He also suggested Mr. Horacek compile a list of requirements for the needed computers and then gather a list of comparative prices.
Development of a Musical CD Collection
Ms. Thomas reported that the Wheeling Eagles Auxiliary and the Elm Grove Eagles Auxiliary had each given $500 to the library. She suggested that the money be used to begin a CD collection, purchasing classical music. Mr. Stephan moved to authorize the development of a CD music collection. Dr. Julian seconded, but asked why it was only classical music. Ms. Thomas said that classical music would be the first genre purchased but would be the beginning of a broader collection.
Vote:
| Mr. Hess | yes |
| Mr. Stephan | yes |
| Dr. Burkhart | yes |
| Dr. DiLorenzo | absent |
| Sr. Mary Jude | yes |
Continuing Education Opportunities for Staff
Ms. Thomas said she wanted the Board to know that the State was emphasizing continuing education for library staff, as evidenced in the dollars assigned by the WVLC in each library's Grants-in-Aid Annual Report. She reported that, as a result, more staff members would be attending meetings and other educational opportunities. She said that on Sept. 23 she and Colleen Benson, bookmobile driver and clerk, would be attending a national bookmobile conference in Columbus, Ohio sponsored by Clarion University of Pennsylvania.
Suspension Bridge Celebrations
Ms. Thomas reported that library staff are working to develop programming in connection with the Wheeling Suspension Bridge Sesquicentennial.
Furniture for Main Library and Warwood
Ms. Thomas presented an estimate from Contract Business Interiors for a top for the shelving unit behind the reference desk, and another estimate from them for a completely new wooden shelving unit. Both units would match the wood in the desk. The shelf top would cost $525, and a new unit, $2,475. Dr. Julian said the library should have more estimates.
Dr. Julian moved to authorize the director to purchase a new shelf top after getting two more estimates. Sr. Mary Jude seconded.
Vote:
| Mr. Hess | yes |
| Mr. Stephan | yes |
| Dr. Burkhart | yes |
| Dr. DiLorenzo | absent |
| Sr. Mary Jude | yes |
Friends of the Library
Dr. Julian asked if there was any progress in getting the Friends group organized. Ms. Thomas said that she was meeting with someone who may be willing to take over the group.
Dr. Julian moved to adjourn. Sr. Mary Jude seconded.