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Meeting of The Library Board of Trustees 6:30 pm, December 13, 2012 Main Library 308 Yager Avenue LaGrange, KY 40031

AGENDA Opening 1. Call to Order: 2. Attendance: 3. Review Agenda: Invitation for Public Comment: For Signature: Consent Agenda Approval of Minutes from meeting of November 8, 2012 Approval of Financial Reports & Payment Voucher for November, 2012 Old Business 1. Final Policies to Review New Business 1. Windstream proposal for installing VoIP telephones for system Director’s Report Report from KDLA: Communications: 1. Letter from the Kentucky Retirement System regarding rates for next fiscal year…reduced from 19.55% to 18.89% 2. CPA letter from an auditor who would like to perform the Library’s audit next fiscal year. Crit Luellen, when she was auditor, recommends that special taxing districts change audit firms every three years. Adjourn Next meeting: January 10, 2013

OLDHAM COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES December 13, 2012 Main Library 308 Yager Avenue LaGrange, KY 40031 Call to Order The December, 2012, meeting of the Oldham County Public Library Board of Trustees was called to order at 6:30 pm, December 13, 2012, by President Sallie Haynes at the Main Library of the Oldham County Public Library system. Trustees present were Julie Wilson, Lonnie Hardin, Anne Murner, and Fred Tolsdorf. Also present was Library Director Susan Eubank. Assistant Library Director Mary Mielczarek acted as recorder. Public comment / Guests No public attendance. Consent Agenda 1. A motion to approve the minutes of the November 8, 2012, meeting was made by Anne Murner and seconded by Sallie Haynes. The minutes were approved. 2. A motion to approve the Financial Reports & Payment Voucher for November, 2012, was made by Lonnie Hardin and seconded by Julie Wilson. The Financial Reports & Payment Voucher for November 2012, were approved. Old Business The Board reviewed several new and amended personnel policies and will approve at the January, 2013, meeting for signature. New Business 1. The Director presented a Windstream proposal for installing a hosted VoIP telephone system which would give push button access to all three libraries. The Director also presented a proposal from Bluegrass.net for a purchased PBX system. After discussion a motion to accept Windstream’s proposal was made by Julie Wilson and seconded by Anne Murner. The acceptance passed. 2. The Board accepted the resignation of Julie D. Wilson from the Board of Trustees. Ms. Wilson resigned in order to take a position on the OCPL staff. The Board will discuss possible replacements at the January meeting. Director’s Report 1. The Director stated that the Library has received 88% of its estimated income for the year and has spent 46.7% of its estimated budget and the Library is where it should be for the first half of the fiscal year. 2. New printer/copiers have been delivered and installed at the Main Library. The Library optioned out the equipment in the original 2009 lease for all newer models with another 63 month lease. Each department now has the ability to print, make copies, scan to email, and fax 3. The Director reported that the annual PLFC grant money has been received from KDLA. The $120,000 is used to reimburse the debt retirement payment made to Bank of America. The Library will have an additional payment of $74,400 in June. 4. The Board discussed preparing an RFP for an outreach vehicle in the New Year. The Library has a critical need for a dependable vehicle which could also be used for traveling to conferences and with signage, provide visibility for the Library District in the County. 5. The Library’s Reading Railroad Program collected $650.90 in fine payments from Thanksgiving week (Nov. 23 – Nov. 30). The money will be used to purchase children’s books for needy families in Oldham County. This is a joint project with Tri-County Community Action Agency. 2

6. In order to become more relevant to our community, the management staff has discussed the need for training the desk staff to become more familiar with using electronic devices. The management staff will be developing a “Staff Competencies” plan to teach transliteracies (mapping meaning across different media). 7. The Director reported that the statewide response to State Auditor Adam Edelen’s report on special taxing districts and “ghost government” has been huge. Commissioner Onkst stated that the KRS statutes were created by the Legislature in order to keep special districts separate from the political process. Putting local government in charge of the Library’s only source of income would be disastrous. The statutes were set up with narrowly defined limits controlled by the legislature. Electing library boards that are not library users or are not familiar with public library principles could put at risk such time-honored principles as Intellectual Freedom, Censorship and Patron Privacy. The Director recommended the Board should take every opportunity to talk with Senator Harris, Rep. Rand and Rep. Osborne and express their concern over some of the issues that will be facing public libraries in the short session. 8. The Director listed Library Christmas closures and tentative upcoming programming for the New Year. Regional Report from Chris Bischoff Mr. Bischoff was not in attendance. Communications The Library received a letter from Kentucky Retirement Systems noting that the retirement 201314 fiscal year payment will be lowered to 18.89% (was previously 19.55%). Adjourn A motion to adjourn the meeting was made by Lonnie Hardin and seconded by Fred Tolsdorf. The meeting was adjourned at 7:40 pm.

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2012 -12 Board Mtg. Agenda and Minutes