The Owl's Nest

Bookstore

The Wagnalls Memorial Library Board meets the third Thursday of each month at 7:00 p.m. in the
Administration Building

Library Board Minutes 2004

Jan. 8 - Jan. 29 - Feb. 19 - Mar. 18 - April 15 - May 20 - June 17 - July 15 - Aug. 19 – Sept. 16 – Oct. 21 – Nov. 18 - No Dec. meeting

Library Board Minutes for Other Years

Wagnalls Memorial Foundation Board Minutes

November 18, 2004

Present:           Chuck Wolcott, Carl Spencer, Sandra Hall, Nancy Fisher, Patricia Bartlett, Sandi Plinke, Erma Storts, Marilyn Freitag, and visitors Bob Waibel and Carol Middaugh and    Roger Middaugh

Excused:          Chuck Baughman, Liz Black, Freda Rutter

Chuck Wolcott called the meeting to order and presided over it in the absence of our president.  The minutes of the October meeting were reviewed.  Nancy Fisher moved to accept the   minutes.  Patti Bartlett seconded and the motion was approved.

Public Comment:  There was no public comment at this time.

Clerk Treasurer’s Report:  Sandi Plinke gave the financial report.  She will make several plan proposals after studying other libraries for personnel policies with Erma and Sandra Hall.  Will present to entire board hopefully next month.  Would like to have in place January.  Nancy Fisher moved to accept the financial report.  It was seconded by Marilyn Freitag.  The motion passed.

Director’s Report:  Erma told us she has went through the library records and purged outdated patrons.  The new fine policy has been posted in signs around the library, on the website, in thenewsletter and on bookmarks.  The Christmas Open House will be Dec. 4.  She needs volunteers to help decorate.  Nancy suggested having a wish tree with ornaments that people could pick and buy things the library needs.  Nancy said she would make the ornaments.

Reports:     No report from township.

Foundation:  On Dec. 10, at 8:30am a group of people will meet to write a strategic vision plan for the Foundation.  The Foundation would like to have a representative from the library board and a library staff person along with community and Foundation members.  Carl passed out Foundation report on Gap analysis for income and expenses.  Sandi talked about maintenance personnel figures being too high.

Unfinished Business:   Disaster policy, will resume next month with more members present.  We received two applications for board members.  We need two more board members and one Foundation appointee.  Carol Middaugh, one applicant attended this meeting.

New Business:     Nancy Fisher made a motion to remain closed on Sunday, January 2, 2005.  Patti seconded the motion.  After discussion the motion was passed.  

                         Carl announced there would be a Christmas breakfast hosted by Carl and his wife on  Dec. 16, at 7:30 am.  Library Board members are all invited.

                         Bob Waibel commented that the library could not afford to lease our beautiful facility, so we need to do all we can to pay all our expenses so the Foundation has a better chance of staying afloat.

Respectfully submitted,

Marilyn Freitag for Liz Black

.

 October 21, 2004

Present:                   Chuck Baughman, Patricia Bartlett, Nancy Fisher, Marilyn Freitag, Sandra Hall, Celeste Hicks (task force), Thomas Marshall (task force), Sandi Plinke, Freda Rutter, Carl Spencer, Erma Storts, Chuck Wolcott,

Excused:                  Liz Black 

President Baughman called the meeting to order at 7:10 p.m.

Additions to the agenda:  Nancy Fisher introduced Thomas Marshall and Celeste Hicks as two of the Wagnalls Task Force members.

Minutes of the August meeting were reviewed: Marilyn Freitag moved that the minutes be accepted as corrected. Freda Rutter seconded the motion. Approval was unanimous.

Public Comment:     Nancy Fisher discussed the purpose of the “task force,” which include: Help to recruit volunteers, work to promote items on the library “wish list,” volunteer their time so staff can work with patron fines and follow up on delinquent/lost items.

Clerk Treasurer’s Report:

                                   Library Finances - Sandi Plinke distributed the attached line item report. Sandi pointed out that several adjustments were made to the financials to avoid negative numbers.

                                  There was considerable discussion concerning treatment of $15,000, and how it would be applied to library overhead.

                                  Nancy Fisher moved that we accept the report. Chuck Wolcott seconded the motion. The motion passed unanimously.

                                  Electronic Banking Sandi Plinke discussed the need for electronic banking so she could monitor library finances in real time. This feature is required to micro-manage financials to avoid negative cash flow and meet pressing needs.

                                  Nancy Fisher moved that we establish electronic banking features for Sandi to use. Patti Bartlett seconded the motion. The motion passed unanimously.

Library Director’s Report:    Erma Storts reported that 105 new patrons signed up since the September meeting and circulation was up 9.1% over the same period last year. Circulation data for September 2004 is attached to the minutes for record.

                                  Telecirc Electronic access to circulation/reservation data, etc., will require using a pin number which will be the last 4 digits of a patron’s phone number.

                                  Overdue Policy  Erma Storts presented a proposed overdue policy for various items loaned out of the library. Features of this policy included a list of fines with a $5.00 cap and a use policy wherein siblings may not use each other’s library cards or parent’s cards with previous written approval of a parent.

                                  Christmas Open House  On December 4, 2004, the library is hosting an open house. Various items discussed include: cookie baking, crafts for kids, puppeteers, Bloom-Carroll Chamber Singers. Various forms of advertising were suggested to announce the event.

                                  Patty Bartlett moved that we accept the report and fine schedule. Nancy Fisher seconded the motion. The motion passed unanimously.

Township Meeting Report:  There were no items to report.

Foundation Meeting Report:  Carl Spencer discussed the basics of a public meeting to be held Monday, October 25, 2004. The report included the status of the two original Norman Rockwell paintings sent to Christie’s for auction, the status of the Foundation finances and the need for public support.

Unfinished Business:

                                  Disaster Management Policy:  Pending

                                  Records Retention:  Review completed

                                  Job Descriptions:  Pending

                                  Board Member:  Freda Rutter mentioned that she knew of a qualified person who might be willing to serve on the Library Board and would provide the person with an application form.

              New Business:       Someone mentioned that the Ohio Department of Highways might be willing to position their brown signs on U.S. 33 pointing the way to Wagnalls. No further action was taken at this time.

Public Comment:     Sandy Hall discussed the need for a Community Action Committee to help with LAFTA events, bridal showers, etc. Carl Spencer mentioned that a travelogue’s average cost if $1,000 and that if they do not become self-supporting they may be discontinued during 2005. Marilyn Freitag advised that the Owl’s Nest Bookstore was moving over to the main library on November 19, 2004 and that all help to make the move would be appreciated. She also mentioned that a special10-cent book sale would be held on November 6, 9:00 a.m. – 4:00 p.m. and on November 13, 12:00 – 7:00 p.m.

 Meeting Adjournment:  Chairman Chuck Baughman declared the meeting adjourned at 8:35 p.m.

                                  The next meeting will be November 18, 2004.

Respectfully submitted,

Chuck Wolcott for Liz Black

September 16, 2004

Present:                   Chuck Baughman, Patricia Bartlett, Sandi Plinke, Freda Rutter, Erma Storts, Chuck Wolcott, Marilyn Freitag, Carl Spencer

Excused:                  Liz Black, Nancy Fisher

President Baughman called the meeting to order at 7:10 p.m.

Additions to the agenda:  No additions or corrections

Minutes of the August meeting were reviewed: Patti Bartlett moved that the minutes be accepted as corrected. Chuck Wolcott seconded the motion. Approval was unanimous.

Public Comment:     There was no public comment.

Clerk Treasurer’s Report: Library members gave Sandi Plinke their comments and suggestions concerning the Personnel Policy (Employees Handbook), which was distributed for review at the August meeting.

                                  Library Finances:

                                  Sandi  provided a breakdown of library finances through August 31, 2004. Sandi feels that additional adjustments to the 2005 budget will be required to avoid negative numbers. The report is attached. Freda Rutter moved that we accept the report. Marilyn Freitag seconded the motion. The motion passed unanimously.

                                  Copier Vendors

Sandi detailed an extensive review of several copier vendors with a recommendation that we approve CRI Digital to provide copier installation and service. Chuck Wolcott moved that we accept CRI as our vendor. Patti Bartlett seconded the motion. The motion passed unanimously.

                                  Library Rent

Sandi led a vigorous discussion concerning ramifications of paying the Wagnalls Foundation rent for space utilized by the library. In short, public monies are already committed for on-going library expenses excluding rent. Sandi will have further discussions with state officials.

2005 Appropriations

Sandi informed us that library budget cuts would be necessary to bring the budget in line with proposed income. This will require submission of a revised budget for 2005.

Library Director’s Report:    Erma Storts reported that 116 new patrons signed up since the August meeting and that circulation was up 8.7% over the same period last year. Circulation data is attached to the minutes for record.

                                  Patron Data base   Erma indicated that attempts will be made to purge non-active patrons from the patron data base but can only be done as time permits.

                                  Delinquency Fines  Erma led a discussion concerning fines associated with delinquent  book, video and DVD returns. There was general consensus that a fine policy should be formulated and presented to the library board for review. Patti Bartlett motioned that a policy needs to be created and presented to the board. Freda Rutter seconded the motion. The motion passed unanimously.

                                  Summer Reading Program   Erma detailed the success of the Summer Reading Program. One student read over 60 books and was presented with a $10.00 gift certificate. Only one adult read more books than the student.

Township Meeting Report:   Patti led a discussion of the pending levy for the Fairfield County Library and the need for Wagnalls to avoid a negative campaign. It was generally agreed that the library board would not support a negative campaign.

Foundation Meeting Report:  Carl Spencer continued to emphasize the critical nature of the negative cash flow and that some of the collectibles in the possession of Wagnalls may need to be sold to help stem the flow but would not cover all of the negative flow. Additional measures, such as leasing the community building will also be required. Carl further emphasized that the invested principle needs to be secured and not be used for on-going expenses.

Carl offered that he was prepared to seek ways to cooperate with Fairfield County Library so Wagnalls could support the levy.

Unfinished Business:         

·   Disaster management:  No change

·   Record Retention:  No change

·   Job Descriptions:  No change

·   New Library Board Member:  It was determined by default that one board member position is vacant and that the vacancy would be posted on the web site and in the main library.

New Business:  None

Second request for public comment: There was no public comment.

Visitors:  None       

The meeting was adjourned at 8:45 p.m. The next meeting will be held on October 21, 2004 at 7:00 p.m.

Respectfully submitted,

Chuck Wolcott for Liz Black

August 19, 2004

Call to order and attendance – Chuck B. called the meeting to order.  In attendance were:  Chuck Wolcott, Marilyn Freitag, Carl Spencer, Sandra Hall, Bob Waibel, Terri Sheehan, Nancy Fisher, Patti Bartlett, Sandi Plinke, Erma Storts, Chuck Baughman and Liz Black.  Absent:  Freda Rutter.

1. Additions to the agenda
2. Minutes and communications – Corrections to the previous minutes were to remove Sandra Hall’s name in duplicate in the attendance and Patty Bartlett removed herself from the vote of any of the resolutions to acknowledge past members of the board since she has just recently joined the library board.  Nancy motioned to approve the corrected minutes, Chuck W. 2^nd, motion passed.
3. Public Comment – none at this time
4. Financial Reports – Sandi Plinke, Clerk Treasurer
5.  

5. 1. Budget Submitted to the Commission.  The overall perception is that the hearing went well (no mistakes on Sandi P’s report for Wagnalls!  Go Sandi J) and we will get the results on August 30^th. There was an underlying message from the commission that the 3 libraries (Pickerington, Fairfield and Wagnalls should work together).  Sandi recommended that this library board get very familiar with the monthly financial reports that she prepares each month so that we are comfortable in understanding where the money is being spent, and also so we can make responsible decisions when it comes to our expenditures.
   2. Personnel Policy – Our Homework!  Sandi did lots of research to put together a comprehensive personnel policy.  It is our library board’s job to review it and bring any thoughts to the next meeting,  (65pgs…)

           Marilyn motioned to approve the treasurer’s report, Nancy 2^nd, motion passed.

6. Director’s Report – Erma Storts
7.  

7. 1. There was a 15% increase in circulation during the month of July.  71 new patrons registered.
   2. Summer Reading Program – there were 22 reading sessions and 744 in attendance.
   3. Fines – Up to this point we have not charged overdue book fines.  Some other libraries do.  This is a policy we may consider beginning in January, possibly .10/day.
   4. Other discussions - SAMS has been installed – new Internet filtering system.  After connecting to the Internet, you have 1 hour of usage, then it terminates connection.  If no one is waiting to use the Internet computers then you can sign on again.

-   Laminating – we charge .35/ft, and will increase to .50/ft.  Holcomb’s charges 1.00/ft.

Chuck W. motioned to approve Director’s report, Patty 2^nd, motion passed.

7. Reports –
8.  

8. 1. Township – Patty – no report
   2. Foundation Report – Carl and Nancy.  Reported that the open Foundation meeting went well, very informative and somewhat painful in having to make difficult decisions- ie. whether to sell the Rockwells, China collection, Community Building use issues, cuts in scholarships, etc.  Carl charged us, the library board, to continue to meet those in our community who have concerns or questions and do what we can to help answer them.  Chuck W. expressed great appreciation for the position Carl has taken on as Executive Director and the difficulties he faces.
9. Unfinished Business –
10.  

10. 1. Disaster management policy - tabled
    2. Records retention –tabled
    3. Organizational Chart – see pg. 6 in Personnel Guide – homework
    4. Job description – tabled
11. New Business –
12.  

12. 1. Copiers – Sandi is looking into new leasing options and obtaining various quotes.
    2. Levy – Carl asked the library board’s opinion about the Fairfield levy.  Since it will not generate money for Bloom, the consensus was that we would not support it, but not run an ‘anti-levy’ campaign.  We will do our best to inform the voters of Bloom Township that none of the tax dollars will go to Wagnalls.  As far as us putting a levy on, the thought was that since the Atty General’s report is not back yet concerning the status of our library funding, we would not be able to run a levy.  That decision should be handed down before we can ask for the voters’ support.
13. Public Comment – Bob Waibel wanted to express that he feels the open Wagnalls meeting went well and that our library board should do our best to pay back the Foundation for any library overhead expenses.  The library board agrees and is making steps to repay the Foundation as quickly as possible.
14. Adjourn the meeting.

Next meeting 9/16/04

Submitted by Liz Black

Wagnalls LB 08-19-04.doc

July 15, 2004

1. Call to Order and Attendance:  Chuck Wolcott called the meeting to order.  In attendance were:  Chuck Wolcott, Marilyn Freitag, Nancy Fisher, Sandi Plinke, Carl Spencer, Sandy Hall, Patti Bartlett, Liz Black, Freda Rutter and former Library Board member and guest, Bob Waibel.

Absent:  Chuck Baughman, Erma Storts.

2. Additions to the Agenda: 
3.  

3. 1.  Patty asked that her vote be recanted for the resolution for Ken Ellinger because she hasn’t sat on our board for very long to give her vote.
   2. Additional oath – to be taken later in meeting.
4. Minutes and communications – Nancy motioned to approved the corrected minutes, Freda 2^nd, motion passed.
5. Public Comment – Bob says “Hi” to everyone!
6. Financial Reports – Clerk Treasurer, Sandi Plinke
7.  

7. 1. More operating costs this month including Young Author’s conference and summer reading program expenses.  There will be a refund of $750 for the Young Authors conference.  (See balance sheet)

Liz motioned to accept treasurer’s report, Patty 2^nd, motioned passed.

5. 2. Sandi asked that we look into a way to divide the insurance policy so that we have a library bill, separate from the Foundation bill to help us move toward independance.  Sandy Hall and Carl are checking on that with the insurance agency.
   3. Overhead for our library:  Sandra and Sandi examined 7 items to be considered overhead (see overhead sheet):  employee comp/taxes/benefits, postage & supplies, insurance, outside contracts/leases, equipment repair & maintenance, maintenance/custodial supplies, and utilities.  Sandi also thought it might be worth looking into hiring our own maintenance staff.  For utilities, they are being checked – the air-conditioning and heating system- very expensive - looking at how to make it more efficient. 

Last month the board approved giving the Foundation a payment of $35,000 for overhead.  A motion was made at this meeting by Liz to increase that amount by an additional $15,000 to pay to the Foundation, pending verification of library overhead.  Marilyn 2^nd, motion passed.

6. Director’s Report – Erma absent, but sent a circulation report.  There were 85 new patrons who registered and we had a circulation of 11,122.  Increased hours are a positive factor.
7. Reports
8.  

8. 1. Township Meeting – none
   2. Foundation Meeting – Carl Spencer and Sandra Hall – There is a financial analysis team working with Carl, Sandra and the Directors of the Foundation Board.  There are many sensitive issues being discussed, including the liquidation of some assets:  art work and the community building, scholarship reduction down to one recipient per year, investment management, cemetery, restructured employee contracts, etc.  There will be an open Foundation meeting on Monday, July 26^th  where many of these items will be discussed.  All Library board members are encouraged to attend.
   3. Friends of the library – Marilyn

The Friends may need to move the bookstore out of the community building, so that that room can be rented.  One possibility is in the main library behind the video tapes by partitioning off a section for the book store.  Possibly include a gift shop with Wagnalls memorabilia.  Have a moving sale of books that were chosen not to be moved to the new location.  New/taller shelves will be needed since they will have less space to work with.   

The Friends gave $500 to the summer reading program. (Liz sent a thank you.)

8. Unfinished Business:  Freda motioned to table the items a-e (disaster management policy, records retention, organizational chart, job description, personnel policy)

f.      Marilyn’s Oath – Sandra Hall read the oath and officially swore in Marilyn to the library board.

9. New Business:
10.  

10. 1. Marilyn would like a thank you note sent to Joellen Depugh who made the sign for the book drive.  Marilyn will send Liz her address.  Joellen donated the supplies used and did not want to be reimbursed.
    2. Carl asked the library board to listen to a phone message from John Sunderland concerning the decision on the LLGSF funds.  It is still pending, however, it is moving in the Wagnalls library’s favor as a legitimate recipient of LLGSF funds.
11. Public Comment – none

Meeting adjourned

Next meeting, August 19, 2004, 7:00p.m.

Submitted by Liz Black

Wagnalls LB 07-15-04

June 17, 2004

1. Call to Order and Attendance.  Chuck B. called the meeting to order.  In attendance were:  Nancy Fisher, Freda Rutter, Chuck Baughman, Erma Storts, Sandi Plinke, Patti Bartlett, Sandra Hall, Carl Spencer and Liz Black.  

Absent from meeting:  Chuck Wolcott and Marilyn Freitag

2. Oath of Office – later in meeting
3. Additions to agenda – none
4. Minutes and Communications – Nancy motioned to approve minutes, Freda 2^nd, motion passed.
5. Public Comment – none
6. Financial Report – Clerk Treasurer, Sandi Plinke.
7.  

7. 1. Sandi recommended that the Library board approve putting some of the library account balance into a money market account.  Our current assets are $113,000 and Sandi recommends putting $80,000 in the money market.  Liz motioned to approve, Nancy 2^nd, motioned passed.
   2. Sandi recommended giving back to the Wagnalls Foundation, $35,000 for an Overhead Payment.  Sandy Hall recommended Sandi P. check with Mr. Sunderland (atty) to affirm the dollar amount as legitimate library expenses.  Freda made the motion to approve of this action, pending approval from Mr. Sunderland.  Liz 2^nd, motion passed.  Then the Foundation has to formally accept our payment.
   3. Budget proposal for 2005 - The State is asking the libraries to pay for their filtering systems for their computers.  The start-up costs $2,600 (see line 4600 from budget proposal).   Some corrections to the proposed budget were made on lines 4500 and 4600, changing the totals at the bottom for library materials and information.  The Auditor recommended we show a $40,000 carry over to get us through the 1^st quarter.  See line 8900.  Sandi will have a meeting with the auditor’s office to present the budget the week of July 17th and will take Erma and Chuck Baughman with her.  Liz motioned to accept budget with changes made, Nancy 2^nd, motion passed.  The budget will be given first to the Foundation for their approval then to the Auditor.

             Freda motioned to approve the Treasurer’s Report, Nancy 2^nd, motion passed.

7. Director’s report – Erma
8.  

8. 1. Circulation – there was a drop in May but an increase in June.  The library gained 69 new patrons in May.
   2. US Cargo contract – Delivery service for transporting books between libraries.  (It costs $.16/book to transport)  Our cost per year for 4 days per week is $2,540.  Nancy motioned to approve the contract, Patty 2^nd, motion passed.
   3. Filtering Costs – (Covered earlier in meeting under the proposed budget - $2,600)
9. Reports
10.  

10. 1. Township Meeting -  Patty.  The Trustees want to know what will the 2005 budget be if we have $255,000 in LLGSF funds and not get an increase.  We will keep the hours of operation at 38 and that would be with the help of the Foundation.
    2. Foundation Meeting – Carl.  Carl passed out a draft of a flier for the community.  It explains what’s happening at the library, a brief history, a vision for the future and ways the community can get involved.
11. Unfinished Business –
12.  

12. 1. Disaster management – tabled
    2. Oaths of office were taken by Liz and Patty
    3. The Friends bought a DVD  cleaner for the library worth $594.00.  Liz will send a thank you note.
    4. Job descriptions – tabled
    5. Personnel Policy – tabled
13. New Business –