Tuesday, October 19, 2010, 7 p.m., West Salem Branch Meeting Room

 

 

CALL TO ORDER: Mr. Power called the meeting to order at 7 p.m.

 

ROLL CALL:  Present: Richard Shisler, Carroll Meyer, John Galehouse, Maggie Johnson, Kevin Power. Not Present: Pat Neyhart, Doug Drushal

 

Also Present: Jimmie Epling, Director; Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Desiree Cutright, Human Resources Coordinator; Patti Stevic, Mobile Branch Manager; Jennifer Shatzer, Technical Services Manager; Debbie Starcher, West Salem Branch Manager; Linda Davis, Adult Services Manager; Barb Landers, Children’s Department Manager; Mary Ann Chupp, Volunteer Coordinator; 9 guests.

 

COMMENTS FROM THE PUBLIC: Sylvia Upp, President of the West Salem Friends of the Library thanked the Board for coming up to the branch. The Friends group had a small medallion made to commemorate the 5^th year of the West Salem volunteer branch. The industrial arts class at the vocational school made them. Mr. Power was amazed that it had already been five years.

 

APPROVAL OF BOARD MINUTES: Ms. Johnson moved, and Mr. Galehouse seconded to approve the September 13^th Board meeting minutes. The motion passed unanimously.

 

ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved to accept the September 29^th Operations Committee minutes and the October 6^th Finance Committee minutes. Mr. Shisler seconded, and the motion passed unanimously.

 

DIRECTOR’S REPORT: Narrative and statistical reports as distributed.

Mr. Epling informed the Board that the Library will be working with Main Street Wooster in April, during National Library Week, to promote the Library through downtown businesses. Participating businesses will give a discount or a free item to customers who show their Library card. We are hoping to coordinate this with the communities where our branches are located as well.

 

During the holiday season, if children ask, their fines will be forgiven, so they can continue to use the Library. They will receive a special certificate after signing a “pledge”. This program will hopefully begin the week before Thanksgiving, at the downtown “Window Wonderland” opening (which the Library will be participating in this year). This program will be promoted through the newspaper, the schools, the Library’s website and other media.

 

The Library will soon begin issuing minors juvenile library cards. We will also begin to take library card applications through the schools, to help every child have a library card. CLEVNET is capable of processing and tracking juvenile library cards.

 

At September’s Board meeting, someone had asked about the Library taking on passport processing. Mr. Epling and Ms. Davis did some research and concluded that we could do it, but it would only bring in about $15k per year. Ms. Davis spoke with other locations in the County who process the applications. It is very time-consuming – each application takes about an hour to process.  Additionally, the person who handles the applications must have special training, so someone would have to be designated to handle them. Ms. Davis feels that it would be very labor-intensive, with not much revenue generated. Also, the post office and the County title office already offer this service; we are only three blocks from each place.

 

COMMITTEE REPORTS:

Finance and Audit:

Mr. Meyer approached the Board about submitting and approving the financial report as a whole, for the sake of conserving time at the meeting. The Board felt that it would be fine to do so.

 

The following reports were moved by the Committee:

August 2010 Bank Reconciliation, August 2010 Balance Sheet and Income Statement
 

            Total encumbrances at August 31, 2010:

 

Actual Revenue and Expenditures at August 31, 2010, August 2010 Payroll and Accounts Payable. Mr. Shisler seconded the motion, which passed it without opposition. The Board commended Ms. Long for her accurate reporting and her budget planning.

 

Resolution #29-2010 – September 2010 Donations: Mr. Meyer moved to approve this resolution, and Mr. Shisler seconded. Roll call vote passed the motion unanimously.

 

Resolution #30-2010 – Additional Appropriation: Mr. Meyer moved to approve Resolution 30-2010; Mr. Shisler seconded. Mr. Epling informed the Board that this will enable all computers in the system to be updated to Office 2010. Most of the funds are already available, but this little extra was needed.

 

2009 Audit Complete: Mr. Meyer asked for a round of applause for Ms. Long. Once again, it’s a nice, clean audit!

 

Operations:

 

Meeting Rules: The Committee met and streamlined the Board meeting rules. The revised version is in the packets. Mr. Meyer wanted to remind the Board and Committee about the difference between members being absent or excused at Board meetings; perhaps our meeting rules should reflect Roberts’ Rules stance on the subject. Ms. Johnson agreed. A revised final draft of the rules will be sent out before the next Board meeting. 

 

Board Strategic Planning Meeting: Ms. Johnson reported that Mr. Epling had proposed such a meeting to the Committee, who were very enthusiastic about the idea. A meeting such as this would take at least 3-4 hours. A. tentative date of November 20^th was discussed.

 

Mr. Epling added that the Committee had also discussed the addition of a new type of collection – video games. It was taken to the Committee, because some of the recently-revised policies included Board approval of the collection categories. This addition will be a “hook” to get more people into the Library. The Committee had voted by majority to approve the addition. Mr. Galehouse asked what the fee will be for the games. They will be treated like the express DVD’s, with a $1 charge each. The motion passed by majority: Ms. Johnson, Mr. Galehouse, Mr. Meyer and Mr. Shisler voted yes; Mr. Power voted no.

 

Administration and managers are also researching an online foreign language system, which has other programs as well. They feel it would offer valuable resources for patrons. More research will be done and the proposal brought before the Board next month.

 

UNFINISHED BUSINESS: There was none.

 

NEW BUSINESS: There was none.

 

CORRESPONDENCE: There was none.

 

COMMENTS FROM THE PUBLIC: There were none.

 

ADJOURNMENT: At 7:40 p.m., Mr. Galehouse moved to adjourn the meeting. Mr. Shisler seconded, and the motion passed unanimously.

 

Tuesday, October 19, 2010, 7 p.m., West Salem Branch Meeting Room

 

 

CALL TO ORDER: Mr. Power called the meeting to order at 7 p.m.

 

ROLL CALL:  Present: Richard Shisler, Carroll Meyer, John Galehouse, Maggie Johnson, Kevin Power. Not Present: Pat Neyhart, Doug Drushal

 

Also Present: Jimmie Epling, Director; Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Desiree Cutright, Human Resources Coordinator; Patti Stevic, Mobile Branch Manager; Jennifer Shatzer, Technical Services Manager; Debbie Starcher, West Salem Branch Manager; Linda Davis, Adult Services Manager; Barb Landers, Children’s Department Manager; Mary Ann Chupp, Volunteer Coordinator; 9 guests.

 

COMMENTS FROM THE PUBLIC: Sylvia Upp, President of the West Salem Friends of the Library thanked the Board for coming up to the branch. The Friends group had a small medallion made to commemorate the 5^th year of the West Salem volunteer branch. The industrial arts class at the vocational school made them. Mr. Power was amazed that it had already been five years.

 

APPROVAL OF BOARD MINUTES: Ms. Johnson moved, and Mr. Galehouse seconded to approve the September 13^th Board meeting minutes. The motion passed unanimously.

 

ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved to accept the September 29^th Operations Committee minutes and the October 6^th Finance Committee minutes. Mr. Shisler seconded, and the motion passed unanimously.

 

DIRECTOR’S REPORT: Narrative and statistical reports as distributed.

Mr. Epling informed the Board that the Library will be working with Main Street Wooster in April, during National Library Week, to promote the Library through downtown businesses. Participating businesses will give a discount or a free item to customers who show their Library card. We are hoping to coordinate this with the communities where our branches are located as well.

 

During the holiday season, if children ask, their fines will be forgiven, so they can continue to use the Library. They will receive a special certificate after signing a “pledge”. This program will hopefully begin the week before Thanksgiving, at the downtown “Window Wonderland” opening (which the Library will be participating in this year). This program will be promoted through the newspaper, the schools, the Library’s website and other media.

 

The Library will soon begin issuing minors juvenile library cards. We will also begin to take library card applications through the schools, to help every child have a library card. CLEVNET is capable of processing and tracking juvenile library cards.

 

At September’s Board meeting, someone had asked about the Library taking on passport processing. Mr. Epling and Ms. Davis did some research and concluded that we could do it, but it would only bring in about $15k per year. Ms. Davis spoke with other locations in the County who process the applications. It is very time-consuming – each application takes about an hour to process.  Additionally, the person who handles the applications must have special training, so someone would have to be designated to handle them. Ms. Davis feels that it would be very labor-intensive, with not much revenue generated. Also, the post office and the County title office already offer this service; we are only three blocks from each place.

 

COMMITTEE REPORTS:

Finance and Audit:

Mr. Meyer approached the Board about submitting and approving the financial report as a whole, for the sake of conserving time at the meeting. The Board felt that it would be fine to do so.

 

The following reports were moved by the Committee:

August 2010 Bank Reconciliation, August 2010 Balance Sheet and Income Statement
 

            Total encumbrances at August 31, 2010:

 

Actual Revenue and Expenditures at August 31, 2010, August 2010 Payroll and Accounts Payable. Mr. Shisler seconded the motion, which passed it without opposition. The Board commended Ms. Long for her accurate reporting and her budget planning.

 

Resolution #29-2010 – September 2010 Donations: Mr. Meyer moved to approve this resolution, and Mr. Shisler seconded. Roll call vote passed the motion unanimously.

 

Resolution #30-2010 – Additional Appropriation: Mr. Meyer moved to approve Resolution 30-2010; Mr. Shisler seconded. Mr. Epling informed the Board that this will enable all computers in the system to be updated to Office 2010. Most of the funds are already available, but this little extra was needed.

 

2009 Audit Complete: Mr. Meyer asked for a round of applause for Ms. Long. Once again, it’s a nice, clean audit!

 

Operations:

 

Meeting Rules: The Committee met and streamlined the Board meeting rules. The revised version is in the packets. Mr. Meyer wanted to remind the Board and Committee about the difference between members being absent or excused at Board meetings; perhaps our meeting rules should reflect Roberts’ Rules stance on the subject. Ms. Johnson agreed. A revised final draft of the rules will be sent out before the next Board meeting. 

 

Board Strategic Planning Meeting: Ms. Johnson reported that Mr. Epling had proposed such a meeting to the Committee, who were very enthusiastic about the idea. A meeting such as this would take at least 3-4 hours. A. tentative date of November 20^th was discussed.

 

Mr. Epling added that the Committee had also discussed the addition of a new type of collection – video games. It was taken to the Committee, because some of the recently-revised policies included Board approval of the collection categories. This addition will be a “hook” to get more people into the Library. The Committee had voted by majority to approve the addition. Mr. Galehouse asked what the fee will be for the games. They will be treated like the express DVD’s, with a $1 charge each. The motion passed by majority: Ms. Johnson, Mr. Galehouse, Mr. Meyer and Mr. Shisler voted yes; Mr. Power voted no.

 

Administration and managers are also researching an online foreign language system, which has other programs as well. They feel it would offer valuable resources for patrons. More research will be done and the proposal brought before the Board next month.

 

UNFINISHED BUSINESS: There was none.

 

NEW BUSINESS: There was none.

 

CORRESPONDENCE: There was none.

 

COMMENTS FROM THE PUBLIC: There were none.

 

ADJOURNMENT: At 7:40 p.m., Mr. Galehouse moved to adjourn the meeting. Mr. Shisler seconded, and the motion passed unanimously.