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The Wagnalls Memorial
Library Board meets the third Thursday of each month at
7:00 p.m. in the
Library Board Minutes 2005
Jan 20 Feb 17 - Mar 17
Library
Board Minutes for Other Years
Meeting Minutes November 17, 2005 President Wolcott called the regular meeting to order at 7:05pm in the Wagnalls Rec Room Present: Freda Rutter, Chuck Wolcott, Carol Middaugh, Sandi Plinke, Nancy Fisher, Patty Bartlett, Bobbi Galvin, Liz Black Absent: Chuck Baughman, Marilyn Freitag, Carl Spencer, Sandy Hall, Erma Storts Additions to the Agenda: Chuck opened a discussion concerning the history of our Library Board and its role - its relationship to serving the public and its relationship with the Wagnalls Foundation. He distributed information on the formation of the library board taken from the minutes of July 10, 2003. He highlighted some points of interest and gave this final recommendation, Library Board members should not make references as quotes or policy statements which could be interpreted by the media as an official statement from the Library Board, rather the statements should be presented as personal comments, personal views, personal opinions etc. Discussion included the funding the library receives from the LLGSF and the auditors comments concerning the depositing of those funds. The library board concluded that we should have a meeting with the Foundation Board and Joanna from the auditors office so that all parties receive the same information and it can be discussed together. Minutes and Communications: In the portion of the minutes containing the Township Trustees report, Patty asked that the statement, She said there was discussion about placing a levy on the ballot. There are many laws that need to be looked at before that can take place, be removed from the minutes and corrected with, Before the Bloom Township Trustees consider a levy there are many laws and pending litigation that need to be reviewed. The minutes were approved with this change by common consent. Public Comment: none Financial Report: Clerk treasurer Sandi Plinke handed out the financial report to the board. There is a negative checking balance this month of $2,177.40 due to an increase in maintenance costs. Some discussion was made concerning how to reduce these costs and the board suggested that future dialog with the Foundation Board would be helpful. Carol motioned to approve the financial report, Freda 2nd, motion passed. Directors Report: Erma was absent due to a fall, however she provided the board with this months library statistics. Circulation was up from 8,179 in Sept to 8,487 in Oct. We had 64 new patrons in September and 54 in October. Reports: a. Township Meeting no report b. Foundation Meeting no report Unfinished Business: Altering library-closing days from the current calendar. After much discussion the library board recommended staying open on Jan 2nd, but at reduced hours of 10am-5pm. The same recommendation was made for the date of Dec. 26, being open 10am-5pm. With these changes it is also recommended that the changes be posted in visible places for the patrons by Dec. 1st. New Business: Discussion was made concerning the addition of new library hours: opening Mon-Thurs 10-8pm and considering Friday hours. The board concluded with the decision not to increase hours until the funds were available to do so. These new hours will hopefully be introduced in March. Public Comment: None Meeting adjourned at 8:35pm. *Note: There will be no meeting held in December. Next meeting, January 19, 2006 Submitted by Liz Black Wagnalls LB 11-17-05.doc
Wagnalls
Library Board Meeting October 20, 2005 Meeting was opened by Chuck Wolcott at7:05 pm. Attendance was taken. Those present were Patti Bartlett, Bobbi Galvin, Sandra Hall, Marilyn Freitag, Nancy Fisher, Chuck Wolcott, Erma Storts, Liz Black, Sandi Plinke, and Carl Spencer. Sandy explained a change in the minutes regarding the reason to the auditor why the Foundation receives the LLGSF check. Nancy moved to change the minutes. Patti seconded it. The motion was approved. Nancy moved to accept revised minutes. Bobbie seconded it. The minutes were approved with correction. The financial report was given by Sandy Plinke. We were in the red in Sept. mainly because of extra pay period that month. She is working with Erma on a budget to present by the end of the year. In the future we need to look at our investment options. Patti asked what is our limit we can keep on reserves? Sandi said we are well below it. Liz moved to accept the financial report, Patti seconded. The motion was approved. The audit by the state has been completed. The bill for their work was less than we expected. We have not received the report back yet. We have not heard anything about the tax appeal except that the appeal was filed again for this year by the other two libraries, Pickerington and Fairfield County. Sandi then talked to us about public record policies we need to discuss and be aware of. The minutes cannot be e-mailed to anyone except board members until after they are voted on and approved by the board. We will keep a binder with records and minutes in the reference dept. Next month we will go over what records have to be kept, how long to keep them, what about e-mails, what is considered a public record, etc. It will all be based on the Ohio Revised Code, she suggested we read our Library Handbook before hand. The Directors report was given by Erma. Circulation was down some for the month. The new computers are ordered and coming in. We are getting ten new computers and one new server. We discussed what we should do about the Monday after Christmas and New Years. We considered closing day after Christmas and being open day after New Years. It was also discussed staying open both days. Erma passed out calendars of 2006 for board members to look at so we could vote on it next month. The new reference policy was discussed. We added a paragraph on collection development. Liz Black made a motion to accept the reference policy. Bobbie seconded it. The motion was approved. The Donations and Gifts policy was discussed. Nancy moved to accept policy. Liz seconded it. The motion was approved. The Foundation has approved the By-Laws. Liz will e-mail us all a current copy. We discussed carpet cleaning for the library. There were three bids given. The cheapest was Canal Carpet. It was discussed to have the Friends pay for the carpet cleaning in the bookstore. Liz moved to approve the quote From Canal Care to clean the carpets before the Christmas Open House. Nancy seconded it. The motion was approved. Marilyn said she would work on trying to get carpet donations for the elevators. Patti attended Township Trustees meeting. She said people are still confused about the difference between the library and the Foundation. She said there was discussion about placing a levy on the ballot. There are many laws that need to be looked at before that can take place. The Foundation report was given by Carl. He passed out folders being given out to the public on donations and what the Foundation is doing. He encouraged us to share them with people who might support the Foundation. Discussion was brought up by Sandy Hall on who is the Foundation representative and are they a voting member? The Foundation board will appoint a representative. She also brought up we may need a charter. We will look into that issue. The meeting was adjourned at 8:40 pm by Chuck Wolcott. Next Meeting 11-17-05, 7:00pm Submitted by, Marilyn Freitag for
Liz Black Wagnalls LB 10-20-05.doc
Wagnalls
Memorial Library Board Minutes September 15, 2005 Present: Chuck Wolcott,
Carol Middaugh, Freda Rutter, Sandra Hall, Bobbi Gavin,
Sandi Plinke, Carl Spencer, Patti Bartlett Absent/Excused:
Nancy Fisher, Chuck Baughman, Marilyn Freitag,
and Liz Black President Chuck Wolcott called the
meeting to order at 7:00 p.m. Additions to the Agenda:
None Minutes of the August meeting were
reviewed The following change was made. Directors Report: b. The kinks are being worked out in the ones the library has received. The Dell quote was high. Erma is waiting for a second quote and they have not returned her calls. Paula from CLC is doing work on the computers and saving the library money. Minutes and Communications:
After the above correction, Carol motioned to approve the
minutes, Freda 2nd. Motion passed. Public Comment: None Financial Report: Sandi
Plinke presented the board with her report. A.
Sandi mentioned that we spent $3.000.00 more than we took
in this is something that both Sandi and Erma will
need to watch. B.
Sandi and Erma will be meeting with the Foundation Board
concerning maintenance cost. This extra payroll is
a financial concern. Sandi and Erma will be meeting with
Carl and Sandy from the Foundation Board to discuss the
service contract with maintenence and custodial
personnel. We need to be careful with the dollars. This
joint quarterly meeting will be at 6:00 p.m. before the
library board meeting on October 20 to discuss concerns.
Freda Rutter motioned to accept the
financial report. Carol Middaugh 2nd .
The motion passed unanimously Audit Report/Update: A.
Kristi King from the State Auditors office is
digging deep and being very thorough. The audit
should be completed by September 30th.
B.
One correction that must be made A contract needs
to be in place for both Sandi and Erma. This
contract needs to include wages, job description
etc
Contract to be completed ASAP. C.
The accountant has also requested a copy of the 2004
990-tax form we will give her a
consolidated 990 report.
D.
The state auditor in March 2005, requested that
all clerk treasures use the GAAP Report Formatting. (This
is easier to understand). Sandi plans on having all of
2005 in this format. E.
Another question asked by the auditor was why does
the Foundation get the LLGSF check? as was
explained to Joanna that we (the library) are an
Association Library but the Foundation has to receive the
check. The Foundation deposits the money and then
writes out a check in the full amount to the Library. F.
Sandy and Erma signed their annual contract Chuck
Baughman (past president) will need to also sign
contract.
Directors Report:
Reports: Township none Foundation Carl had us
review a draft copy on where the Foundation currently
stands financially. Once finalized, this will be a
resource piece for the public. Unfinished Business: Chuck
Wolcott tabled the By-laws due to the need for
clarification. New Business: None Chuck Wolcott adjourned the meeting Next meeting will be October 20,
2005 at 7:00 p.m. Submitted by Patti Bartlett for Liz
Black Wagnalls LB 09-15-05.doc
Wagnalls Library Board MinutesAugust 18, 2005 Present: Carol Middaugh, Erma Storts, Sandi Plinke, Sandra Hall, Liz Black, Carl Spencer, Marilyn Freitag, Chuck Baughman, and Freda Rutter Guest: Bobbi Galvin Absent: Chuck Wolcott, Patti Bartlett, Nancy Fisher Chuck B presided as president in Chuck Ws absence. Chuck called the meeting to order Additions to the Agenda: none Minutes and Communications: After no corrections or discussion, Carol motioned to approve the minutes, Liz 2nd. Motion passed Public Comment: Erma introduced our guest, Bobbi Galvin, who is also an applicant for the library board.
Financial Report: Sandi Plinke presented the board with her report. a. Sandi mentioned that Erma is over budget in supplies for the library, however we are considerably under budget in maintenance, so Sandi suggested the budget be adjusted accordingly, in the amount of $1,000. Erma has been updating reference materials that are out-of-date. Adopt-a-magazine has helped offset some costs. b. Budget Commission meeting went well. Our LLGSF funds are frozen at the same rate as last year in the amount of $320,611. They asked about 3 things: Hours of Operation, Staffing and volunteers. Directors Report: Erma Storts a. Circulation is down from last year due to a different structure in the childrens summer reading program this year. However, the library gained 97 new patrons in June and 74 in July. b. New Computers: the kinks are being worked out in the ones the library has received. For the ones still to purchase, the Dell quote was high. Erma is waiting for a second quote and they have not returned her calls. Paula (?) is doing work on the computers and saving the library some dollars. Very helpful for our library. c. Recycling ink cartridges & cell phones beginning in September, the library will have a collection recepticle for these used items that can be turned in for refund dollars. d. Summer reading program a big success. The children loved hunting for the dragon. Next years theme: paws, claws, and tails. e. Erma will survey the patrons to ask what kinds of classes they would like offered this fall and also will ask if anyone would like to teach a class. Reports: a. Township none b. Foundation 1.Carl reported that the Foundation is still in need of increasing revenue. They are looking at creative ways to stimulate more dollars through fundraising, donations, etc. 2. He also said they have two new members, Sharon Steel and Carl Heister and there is one more opening on the board. He asked the library board to be thinking about people we know who we might ask to consider submitting an application. 3. They are working to balance the budget. 4. They are seeking a 5 word tag phrase that defines Wagnalls Unfinished Business New Business: a.State Auditor starts Monday on our books. It will cost the library 3 to $4,000. It is allotted in our budget. b. New applicant to Library Board, Bobbi Galvin. Bobbi has only lived in our community for 6 mos, but has an impressive public library backround and a strong desire to serve on the Wagnalls library board. At the current time our by-laws state that a member must have lived in the area for 2 years prior to becoming a member. Discussion was made to make an amendment to the by-laws eliminating the criteria of the 2 year residency. We lacked the ¾s attendance requirement and majority to change the by-laws. We took a vote of the members present and Liz said she would call one of the other voting members to seek the final vote needed to amend. Of the members present, Liz motioned to amend a by-law by eliminating the portion of the by-law in article III that requires a member live in the community for a minimum of 2 years. Freda 2nd the motion. The vote was unanimous and is pending passage upon one more affirmative vote. Chuck B adjourned the meeting Next meeting will be Sept 15, 2005, 7pm Respectfully submitted by, Liz Black Wagnalls LB 08-18-05.doc
Present: Chuck Wolcott, Chuck Baughman, Carol Middaugh, Freda Rutter, Marilyn Freitag, Nancy Fisher, Carl Spencer, Patti Bartlett, Sandi Plinke, Erma Storts and Liz Black Carl Spencer gave a very informative one hour tour of the Wagnalls buildings and facilities for the Library Board prior to beginning our meeting. Chuck Wolcott called our regular meeting to order at 7:00pm. Minutes and Communications: The minutes from the previous meeting were presented by Nancy Fisher. Chuck B motioned to approve the minutes, Carol 2nd, motion passed. Public Comment: None Financial Report: Sandi Plinke, Clerk Treasurer a. The library received $37,843 in LLGSF funds for the month of May. They also received a $5,000 donation from Mr. Boyer in his wifes memory. This gift does not appear in Mays financial report, but will for June. Liz motioned to approve report, Nancy 2nd, motion passed. b. 2006 Proposed Budget is due to the commission for review on July 20th, then they will meet 2 weeks later in August with the library representatives present. Chuck B. recommended we increase our library hours of operation and adjust the budget accordingly. After discussion, the board decided to add 10 additional hours, giving Tuesday and Thursday the same hours as MWF (10am-8pm). With the adjustments the budget total is $370,190. Chuck B. motioned to approve the budget, Freda 2nd, motioned approved. Directors Report: Erma Storts a. Circulation May was 8,123, down .4%. New partons was 77. b. Horizon the employees are learning how to use the new system. It is going well. c. Computer purchase update Erma is meeting with Wes on Monday to place the order for the 5 new computers donated by the Friends. d. Registration for summer reading program begins Monday. The theme is Dragons, Dreams and Daring Deeds. Reports: a. Township - no report c. Foundation Carl Spencer gave the following updates: 1. The 5K race raised $2,500. Better advertising for next year, but donors are increasing. 2. Memorial Day events reflected a renewed spark in the communitys awareness and interest in Wagnalls in a positive way. 3. Marketing for the library has been boosted by Ginger Brenning, tri-village marketing concept. (Groveport, CW and Lithopolis) 4. Childrens Theater group will begin. Students are coming from all over Columbus. Live performances will beginThanksgiving (Homecoming) weekend with two others to follow later (How to Eat Like a Kid and Oliver) ending Memorial Day weekend. Unfinished Business: a. Personnel Policy the Foundation just received the policy and is reviewing it for discussion at their next meeting. New Business: None Public Comment: None Meeting adjourned. Next Meeting, July 21st, 7pm Respectfully
submitted by, Liz Black WAGNALLS LB
06-19-05
May 19, 2005 Present: Freda Rutter, Carol Middaugh, Sandi Plinki, Erma Storts, Chuck Wolcott, Patti Bartlett, Nancy Fisher. Guests: Carl Spencer and Sandra Hall. Absent: Chuck Baughman, Marilyn Freitag, Liz Black President Wolcott called the meeting to order. Minutes of the April minutes were distributed prior to the meeting. There were no additions or corrections. Carol moved to approve the minutes, Freda second, motion passed. Public Comment: None Financial Report: Clerk Treasurer, Sandi Plinki a.Sandi isnt sure we will get any LLGSF funds in July, but we have been receiving some donations and she thinks if we continue to cut expenses we should be OK. b.The 2006 budget will be discussed at the June meeting. c.Patti moved to approve Sandis report, Nancy second, motion passed. Directors Report: a.Circulation was down in April, but the numbers may be inaccurate due to computer problems. b.There were 54 new patrons in April. c.The new computer system is up and will be used with the patrons beginning May 21. Erma gave a special thank you to Elise Stone for all her help implementing the new system. d.Carroll Elementary students were here for a Meet the author with Constance McGeorge. e.Summer reading program signups begin June 20. We have received donations to help cover the cost of the program. The Friends of the Library are paying for a juggler on the last day. The Renaissance Festival sent us a coupon for each child for a free admission to the festival with a paying adult. Reports: a.Township-none b.Foundation-Carl told us about the newsletter-many things happening at the Wagnalls. The foundation will be forming a childrens theatre. There will be a need for adult help. Sign up on line or at the library. The Wagnalls has been participating in the Lithopolis Marketing Assn. to build relationships with the village. The 5K Race will be May 28. The Poetry In Art exhibit will be in the museum May 29-July 1. Unfinished a. Disaster Management Policy- still working on it. Business b. By-laws- changes will be shown at the bottom of the original printing. Freda moved to temporarily suspend the rules so we could send the corrected by-laws to the Foundation for approval. Carol second, motion passed unanimously. Carol moved to accept the by-laws with changes. Patty second, motion passed. c.Personnel Policy- Sandi Plinki presented the new personnel policy. After much discussion, Carol moved to accept the benefits policy with changes. Nancy second, motion passed. The final copy will be sent to the Foundation for approval. New Business None Public Comment None Respectfully submitted, Nancy Fisher
April 21, 2005 Present: Sandra Hall, Freda Rutter, Carol Middaugh, Chuck Wolcott, Erma Storts, Marilyn Freitag, Nancy Fisher, Patti Bartlett, Chuck Baughman, Liz Black. Absent: Carl Spencer President Wolcott called the meeting to order. Additions: none Minutes and Communications: Carol motioned to approve the minutes, Marilyn 2nd, motion passed. Public Comment: a. Marilyn mentioned the unresolved issue of the sign for the Owls Nest bookstore. Nancy will check at the Foundation Meeting on Monday, if they can hang a sign from the ceiling inside the library and shell get any other suggestions from the Foundation concerning the sign. b. The Friends gave $5,000 to the library for 6 more public computers. They also gave $700 for the summer reading program. Liz will send a thank you note and Chuck W. would like to attend their next meeting to thank them personally. c. Chuck recommended that the Library Board has a tour of Wagnalls and asked Sandra Hall whom she recommends giving the tour. Sandra suggested Terri Sheehan. We tentatively scheduled a time of 6pm, June 16th, an hour before our June LB meeting. Financial Report Clerk Treasurer, Sandi Plinke Sandi distributed monthly reports to the board. She mentioned that the average LLGSF check is $16,000.00. We are caught up on our utility bills (reimbursing the Foundation), and still have the maintenance personnel to reconcile. Freda motioned to approve the treasurers report, Nancy 2nd, motion passed. Directors Report Erma Storts
a. Erma noted circulation is down 10.9% for March since last year at 11,221. There were 78 new patrons. b.She announced the coming of the new library computer system in which Wagnalls will be closed on the 19th for training the staff and switching over to the new system called Horizon. c. Summer Reading Program teachers are lined up, as well as 10 programs planned for the kids to sign up for. It will run from the last week of June to the 1st week of August. Theme is Dragons, Dreams and Daring Deeds. Sandra Hall will contact the Renaissance Festival to ask about our borrowing their life-sized cutouts for advertisement, and at the same time, we would advertise for their festival during our summer reading program. Reports: a. Township none b. Foundation Nancy explained the new teams formed on the Foundation Board. Marketing and Development, Programs & Activities and Marketing committee. Program and Activities promotes Wagnalls with family friendly programs. The marketing committee is discussing ideas for fundraisers such as: a photography festival/Expo with contests, a Golf outing, reviving the auditorium for a childrens movie theater ie. Spirit the story about a horse, a community theatre group, playwright center and workshop, etc. c. Sandra Hall thanked the library board for donations of time and baked goods for the puppet show that was held at the library a week ago. Nancy and Sandra invited the library board to attend the next Foundation board meeting on Monday, April 25, 2005 at 7:00pm.
Unfinished Business: a. Disaster Management policy Sandi Plinke announced it is nearly completed. b. Proposal to change term length of at-large seats to 3 years instead of 5. Liz is to find the documentation of which members are serving what length of term. c. Personnel Policy Erma reclassified the library employees: P1- Under 32 hours P2- Under 25 hours. P3- Under 20 hours Chuck B recommended the idea of PTO, paid time off a combination of vacation and sick days. For example, 1-5 year employee 10 days; 6-10 yr 15 days. Patty mentioned that under special circumstances, the policy should allow employees to borrow up to five days from the next year. At this writing, The Personal Policy is being finalized. Copies of the proposed final copy will be provided by Sandi & Erma for advance study before the next board meeting.
New Business: none Public Comment: none Meeting adjourned. Next meeting, May 19, 2005, 7:00pm. Respectfully submitted by, Liz Black
March 17, 2005 Present: Nancy Fisher, Carol Middaugh, Sandra Hall, Carl Spencer, Sandi Plinke, Patti Bartlett, Chuck Wolcott, Marilyn Freitag, Liz Black Excused: Chuck Baughman, Erma Storts President Wolcott called the meeting to order. He made announcements and would like to make announcements at 6:55pm. He has made a DVD of Wagnalls including Wagnalls pictures, Art work, Chinese Treasures, etc, that will be presented to Wagnalls at a dinner on March 19th. Sandra Hall presented the oath of office to Carol Middaugh Additions: none Minutes and Communications: Nancy motioned to approve the minutes. Carol 2nd, motion passed. Public Comment: None Financial Reports: Sandi expressed the continued desire and effort to pay back the Foundation for library expenses. Sandra and Carl, on behalf of the Foundaiton, were appreciative of those efforts. We still owe $19,000 to the Foundation, but that should be zeroed out by the end of the 1st quarter. Carol motioned to approve the financial report, Patty 2nd, motion approved. a. Personnel Policy Vacation days, sick time, personal days, holidays have been covered. What is needed is the classification of employees, ie., determination of how many hours it takes each employee to do their job(s). Erma sketched some ideas and gave them to Sandi, however, more detail will need to be given before it can be determined each employees classification. Also, questions such as determining buy out for employees, sick day carryovers, donation of sick days from employee to employee, etc were discussed. Erma has a tough job ahead of her to make some decisions and then make recommendations to the board. Directors Report: Erma absent, but gave these figures: a. a. Circulation for Feb. 2005: 9976 10.9%, New patrons 82 Reports a. Township none b. b. Foundation Carl presented a preliminary maintenance task list to help determine the number of hours the library will need to employ the maintenance dept. so the library can bill by invoice. More details need to be worked out to complete this assignment. c. c. Carl thanked the efforts of Chuck W. for the time hes taken to produce the DVD for the library. Unfinished Business: a. Disaster management: tabled b. b. Job description tabled c. c. Term length in by-laws the board discussed the idea of reducing the number of years to be served on a board so as not to discourage new members from such a lengthy commitment. Chuck will make some rewrites and present the final draft to the board next month to be voted on by the board. Sandi mentioned that there are some misspellings that could be corrected at the same time. New Business: a. At-Large seats, already discussed (see above) b. b. Marilyn mentioned the need for a new sign in the library to direct people to the bookstore and wanted to know what kind of stipulations there would be for the sign (size, color, etc.) Public Comment: None Meeting Adjourned: Next meeting, April 21, 2005, 7:00pm Respectfully submitted by, Liz Black Wagnalls LB 03-17-05
Feb. 17, 2005 Present: Erma Storts, Chuck Wolcott, Sandi Plinke, Freda Rutter, Patti Bartlett, Liz Black Excused: Nancy Fisher, Carl Spencer, Sandra Hall, Carol Middaugh Absent: Chuck Baughman, Marilyn Freitag President Wolcott called the meeting to order. The minutes were reviewed. There was a correction in the language on page two in the Foundation Meeting Report, changing sure up to support". No other corrections were made. Freda motioned to approve the minutes, Patti 2nd. Motion passed Public Comment: none at this time Financial Reports: Clerk Treasurer Sandi Plinke prepared our report. She stated that we now have a Money Market account and a CD, for more flexibility. She said the state may reduce LLGSF funds by 5%, so we may not get the full $333,000; instead, $300,000 for next year. She also noted that the funds that come each month are not consistent, i.e., we could receive $20,000 one month and $45,000 the next. Hence, budgeting is critical. There was discussion concerning the amount the library pays for maintenance costs. It was determined that we would not be able to cover $45,000 in maintenance, but instead pay on an hourly schedule with specified duties to be covered. More discussion on this subject in the future. Sandi also mentioned that there is interest in the Columbus Museum of Art to have some kind of limited/partnership/relationship with Wagnalls. More information on this possibility will be forth coming. Liz motioned to approve the treasurers report. Patti 2nd, motion passed. Directors Report: Library Director Erma Storts reported that circulation was down 10.5% in January due to the weather. 62 new patrons registered. a. Fines: She noted that the fines have been working well. The only adjustment the library has made to the policy is that when student groups come from Bloom, there may be overdue books checked out by students and due to the limited times the students may get to the library, the fines may be adjusted or waived. In some cases, the parents may not even know their child has any books checked out. b. Summer Reading program preparations have begun. Art classes |