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BOARD OF TRUSTEES WESTERVILLE PUBLIC LIBRARY

AGENDA February 24, 2009 CALL TO ORDER 1.

PUBLIC COMMENTS RELATIVE TO AGENDA ITEMS Delegations wishing to be recognized on any agenda item are to identify themselves at the point on the agenda they wish to be recognized.

2.

DISCUSSION AND APPROVAL OF MINUTES ACTION NEEDED: Consider a motion to approve the minutes of January 27, 2009.

3.

DISCUSSION AND APPROVAL OF FINANCIAL REPORT ACTION NEEDED: Consider a motion to approve the January 2009 Financial Report.

4.

DISCUSSION AND APPROVAL OF STATISTICAL REPORT ACTION NEEDED: Consider a motion to approve the January 2009 Statistical Report.

5.

DISCUSSION AND APPROVAL OF PAYMENT OF BILLS ACTION NEEDED: Consider a motion to approve the payment of bills for January 2009.

6.

PERSONNEL/CONSENT CALENDAR Action by the Board of Trustees in “A motion to adopt the consent calendar” means that all items appearing herein are adopted by a single motion unless a member of the Board or the Director requests that any item be removed from the Consent Calendar and voted on separately. ACTION NEEDED: Consider a motion to approve the February Personnel Consent Calendar as presented or amended at the meeting.

7.

OLD BUSINESS a.

Annual Financial Report Fiscal Officer Norma Ekleberry will present the Annual Treasurer’s Report (see Item 7 - A) and respond to Board questions and comments. This is the 2008 year-end report. ACTION NEEDED: Consider a motion to accept the Fiscal Officer’s Annual Financial Report as presented or amended at the meeting.

8.

NEW BUSINESS a.

Appropriation Modification The Fiscal Officer will present a minor appropriation modification for Board Approval.


Regular Meeting Library Board of Trustees Westerville Public Library

February 24, 2009

ACTION NEEDED: Consider a motion to approve the Appropriation Modification as presented or amended at the meeting. b.

Investments No Investments this month.

c.

Gifts The Library is in receipt of the following gifts: Restricted: $ 15.00 from Robert and Arlene Griffith for a book in memory of Beverly Thomas. $ 250.00 from Terrence Thompson for large print books on behalf of Genevieve Olthoff. $ 100.00 from Eva Goode for collection development. $ 100.00 from Dorothy Riley for the Outreach Department. Unrestricted: $ 130.00 from Duff Helvoigt ACTION NEEDED: Consider a motion to accept the gifts as presented at the meeting.

9.

INFORMATION AND DISCUSSION ITEMS a.

Report by the Fiscal Officer As requested at our last meeting, a regular agenda item will be a written and oral report presented by the Fiscal Officer. The report is intended to keep the Board fully informed of the Library’s finances and will present a better opportunity for Board members to ask questions or present their comments. This is also the month in which the Fiscal Officer reviews the financial papers included in the Board packet. This will be a good opportunity for Ms. Ekleberry to answer any questions regarding these documents as well.

b.

Director’s Report 1. 2009 Operating Budget It is anticipated that state revenue will be down 8% in 2009, which is reflected in the 2009 Budget. While we do not know what impact the Federal Stimulus Package may have in Ohio, or rather or not any of those funds will be distributed to public libraries, we continue to take the conservative approach and budget the 8% reduction in state funding. Naturally, we will continue to track state revenue receipts monthly and make the necessary adjustments as needed.

Web Site: http://www.westervillelibrary.org


Regular Meeting Library Board of Trustees Westerville Public Library

February 24, 2009

2. Health Insurance Renewal Michelle Morrison is working hard to get the final numbers for health insurance increases. Our current provider will not go lower than a 12% increase for 2009. As a result, it is likely we will switch providers, with some minor adjustments. We believe we will be able to switch providers with a 2.9% increase in cost. Michelle Morrison will have more specific information to share with the Board at the meeting. 3. Technology Refresh Program (Mini-Lease) The mini-lease for computers in the Teen and Youth labs has expired. Jessi Crim-Weithman has been working diligently to put together a plan for replacing these computers along with some peripherals. I am very pleased to report that the new lease is less than our current lease. While not a lot of money, we will be able to replace the equipment for about $1,200.00 less per year. Jessi will respond to Board questions and comments. 4. Self-Check Machines and Early Literacy Lab New self-check machines and the Early Literacy Lab for the Youth Department have been ordered and we are awaiting their arrival. It is hopeful that at least one of the new self-check machines (purchased by the Friends of the Library) can be demonstrated at the Board meeting. Secondly, we have installed the electric for the Early Literacy Lab (purchased by the Westerville Library Foundation) and we are waiting for the countertop installation. Both systems will be available at the March Board meeting at the latest. 5. Ohio Library Legislative Day Legislative Day for promoting Ohio’s public libraries will be held March 11th at the Westin Hotel (Old Southern Hotel). The speaker will be Attorney General Richard Cordray. This is also the time we meet with our legislators to discuss the importance of public libraries and state funding in Ohio. Please let me know if you are able to attend and meet with our legistlators. 6. March Board Meeting Please keep in mind that the March Board Meeting will be March 17th at 7:00 PM. c.

Department Reports Attached is a summary of the monthly department reports [see Item 9 - C]. Department Managers will be available to review their reports and respond to comments and questions.

Web Site: http://www.westervillelibrary.org


Regular Meeting Library Board of Trustees Westerville Public Library 10.

February 24, 2009

BOARD COMMITTEE REPORTS 1. 2. 3. 4.

Finance & Budget Human Resources Marketing Technology

Jay Huling John Robbins Sonya Higginbotham Terry Thompson

11.

LIBRARY FOUNDATION REPORT

12.

FRIENDS OF THE LIBRARY REPORT

13.

IMPORTANT DATES a.

Next Board meeting – Tuesday, March 17, 2009 at 7:00 PM in the Board room. (Unless otherwise determined at this meeting)

14.

ADJOURNMENT

15.

DEPARTMENT REVIEW AND TOUR Ms. Norma Ekleberry, Fiscal Officer, will give a brief review of the duties and responsibilities of the Accounting Department.

Web Site: http://www.westervillelibrary.org


ITEM 2 659 Minutes for February 24, 2009 The Board of Trustees of the Westerville Public Library met in regular session with the following members present: Ms. Hedges, Ms. Higginbotham, Mr. Thompson, Mr. Robbins; Mr. Edmund and Ms. Trammel; the Director, Mr. Barlow; Deputy Director, Ms. Albury and Fiscal Officer, Ms. Ekleberry. Also in attendance were the following department managers: Michelle Morrison, Human Resources, Nieca Nowels, Adult Services, Annabelle Burton, Customer Services, Julie Kerns, Outreach Services, Linda Uhler, Youth Services, and Jessi Crim-Weithman, Associate Director of Support Services. Ms. Leslie Jordan, Kent State University practicum student, was also in attendance. Ms. Hedges called the meeting to order. Mr. Robbins moved to approve the minutes of January 27, 2009. Seconded by Ms. Higginbotham. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. Ms. Higginbotham moved to approve the January 2009 Financial Report. Seconded by Mr. Thompson. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. Mr. Robbins moved to approve the January 2009 Statistical Report. Seconded by Mr. Edmund. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. Mr. Robbins moved that the bills for January 2009 in the amount of $512,366.34 be paid [General Fund]. Seconded by Ms. Higginbotham. Westerville Public Library/February 24, 2009

660


On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. Mr. Thompson moved the adoption of the following resolution: That the Board ratifies the following Personnel/Consent calendar for February 2009:     

Resignation, Evan Beachler, Customer Service Page, effective January 30, 2009 Employment, Johanna Harris, PT Coffee Service, $9.18/hr. [Range 12], effective January 29, 2009 Change Assignment, Nina McCaw, PT Tech Center Associate to FT Local History Associate, effective March 16, 2009, $11.56//hr. [Range 17] Change Assignment, Jennifer Adkins, PT Associate to FT Associate, effective March 2, 2009, $11.56/hr [Range 17] Termination of Employment, Alexa Steelman, Adult Page, effective February 1, 2009.

Seconded by Mr. Robbins. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. Mr. Edmund made a motion to accept the Fiscal Officer’s Annual Treasurer’s Report as presented at the meeting. Seconded by Mr. Thompson. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. The motion to approve the Appropriation Modification as presented by the Fiscal Officer has been tabled. No Investments were made this month. The Library is in receipt of the following gifts:

Westerville Public Library/February 24, 2009

661


Restricted $ $ $ $

15.00 from Robert and Arlene Griffith for a book in memory of Beverly Thomas. 250.00 from Terrence Thompson for large print books on behalf of Genevieve Olthoff. 100.00 from Eva Goode for collection development. 100.00 from Dorothy Riley for the Outreach Department.

Unrestricted $130.00 from Duff Helvoigt Mr. Robbins made a motion to accept the gifts as presented. Seconded by Mr. Edmund. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Robbins, aye; Mr. Edmund, aye; and Ms. Trammel, aye. The Chair declared the motion passed. Information and Discussion Items a.

Report by the Fiscal Officer As requested at our last meeting, a regular agenda item will be a written and oral report presented by the Fiscal Officer. The report is intended to keep the Board fully informed of the Library’s finances and will present a better opportunity for Board members to ask questions or present their comments. This is also the month in which the Fiscal Officer reviews the financial papers included in the Board packet. This will be a good opportunity for Ms. Ekleberry to answer any questions regarding these documents as well.

b.

Director’s Report 1. 2009 Operating Budget It is anticipated that state revenue will be down 8% in 2009, which is reflected in the 2009 Budget. While we do not know what impact the Federal Stimulus Package may have in Ohio, or rather or not any of those funds will be distributed to public libraries, we continue to take the conservative approach and budget the 8% reduction in state funding. Naturally, we will continue to track state revenue receipts monthly and make the necessary adjustments as needed.

Westerville Public Library/February 24, 2009

662


2. Health Insurance Renewal Michelle Morrison is working hard to get the final numbers for health insurance increases. Our current provider will not go lower than a 12% increase for 2009. As a result, it is likely we will switch providers, with some minor adjustments. We believe we will be able to switch providers with a 2.9% increase in cost. Michelle Morrison will have more specific information to share with the Board at the meeting. 3. Technology Refresh Program (Mini-Lease) The mini-lease for computers in the Teen and Youth labs has expired. Jessi Crim-Weithman has been working diligently to put together a plan for replacing these computers along with some peripherals. I am very pleased to report that the new lease is less than our current lease. While not a lot of money, we will be able to replace the equipment for about $1,200.00 less per year. Jessi will respond to Board questions and comments. 4. Self-Check Machines and Early Literacy Lab New self-check machines and the Early Literacy Lab for the Youth Department have been ordered and we are awaiting their arrival. It is hopeful that at least one of the new self-check machines (purchased by the Friends of the Library) can be demonstrated at the Board meeting. Secondly, we have installed the electric for the Early Literacy Lab (purchased by the Westerville Library Foundation) and we are waiting for the countertop installation. Both systems will be available at the March Board meeting at the latest. 5. Ohio Library Legislative Day Legislative Day for promoting Ohio’s public libraries will be held March 11th at the Westin Hotel (Old Southern Hotel). The speaker will be Attorney General Richard Cordray. This is also the time we meet with our legislators to discuss the importance of public libraries and state funding in Ohio. Please let me know if you are able to attend and meet with our legislators. 6. March Board Meeting Please keep in mind that the March Board Meeting will be March 17th at 7:00 PM. b.

Department Reports Attached is a summary of the monthly department reports [see Item 9C]. Department Managers will be available to review their reports and respond to comments and questions.

BOARD COMMITTEE REPORTS LIBRARY FOUNDATION REPORT Westerville Public Library/February 24, 2009

663


IMPORTANT DATES Next Board Meeting – Tuesday, March 17, 2009 at 7:00 PM in the Board Room. The Finance Committee will meet on March 5, 2009 at 6:30 PM in the Board Room. Ohio Trustees Dinner will be held on May 7, 2009 at 6:45 PM at the Fawcett Center. ADJOURNMENT Ms. Higginbotham moved to adjourn the meeting. DEPARTMENT REVIEW AND TOUR Ms. Norma Ekleberry, Fiscal Officer, will give a brief review of the duties and responsibilities of the Accounting Department.

_______________________________ President _______________________________ Secretary



Board-2009-2-24