Wagnalls Library Board

Minutes

12/13/2007

Meeting called TO ORDER  by

Bobbi Galvin

Meeting called to order at

7:05

present

Stephanie Smoot, Steve Merritt, Carol Middaugh, Nancy Fisher, George Sheehan, Ellen Gruber, Bobbi Galvin, Marilyn Freitag, Erma Storts

Guests

Absent (EXcUSED)

Patti Bartlett

Addtions to the Agenda

none

Agenda topics

Minutes and Communications

Motion to approve October 2007 minutes.  Steve gave motion; Carol gave 2^nd motion; All in Favor

Public comment

none

Financial report

1.)  Ellen presented the recent activity and balances in accounts as of December 13, 2007.  The approximate balance of funds is $12,268.52. 

2.)  George discussed the progress so far with Craig Howell, CPA.  He explained that Craig has been in discussion with the State Auditor regarding working through the Wagnalls Library financial books.

3.)  Craig has recommended that the Library Board be changed to an Advisory Board, to eliminate duplicate meetings on the same topics between the Library Board and the Foundation Board.

4.)  Craig also recommended that the Library and Foundation follow consolidated accounts procedures.

5.)  The foundation will meet with the Fairfield County Budget Commission on Wed., January 9 to discuss the above mentioned recommendations.

6.)  The 2008 Library budget was presented.  Nancy gave motion to approve.  Marilyn gave 2^nd motion All in Favor (with George abstaining).

7.)  The Library Board discussed reporting to the Foundation Board next month on ideas regarding restructuring the Library Board into an Advisory Board.

Director’s Report

Erma stated that the Christmas Open House was very successful:

1.)       The Book Fair had earned $250.00 in books for the children’s library, and $250.00 for Children’s Hospital. 

2.)     The “Wreaths for Wagnalls” fundraiser raised $805.00 for the Library.

3.)     The children’s story hour sign ups began for the winter session.  The programs are almost at capacity.

4.)     Circulation is at 102,000 so far for 2007.

5.)     Erma also briefly discussed Rebecca Felkner’s report:  the Library Board is on target for our long-range goals so far.

Report (Township)

none

Report (executive)

The Library Executive Committee met with Craig Howell two weeks ago to discuss his draft report of recommendations for restructuring the Library Board.

Report (Foundation)

none

 Report (Friends)

1.)     Marilyn stated that the Friends have a large sum of money to give to the Library, and that they will discuss giving money and possibly vote in the next meeting.

2.)     The Christmas Open House was very successful for the Friends, between the Owls Nest Book Store and the Bake Sale.

report (personnel)

Erma’s evaluation was discussed.  Overall, the Library Board agreed that she has shown good performance in her position.  In addition, she has set ambitious goals for herself for the 2008 calendar year.

unfinished  businesss

1.)     Bylaws are pending the decision of restructuring of the Library Board.

2.)     Patron Code of Conduct Policy:  Steve motioned to approve;  Carol gave 2^nd motion:  All in Favor

3.)     Records Retention Policy:  This discussion will go to a committee which will make a recommendation regarding the Library Board’s obligation to adhere to such policy.

4.)     Officers for 2008:  Discussion tabled until January 2008.

5.)     Holiday Calendar was distributed.  Steve motioned to accept;  George gave 2^nd motion;  All in Favor

6.)     The Wagnalls Library Mission Statement was distributed.  Discussion regarding possible changes to the Mission Statement has been tabled until January 2008.

new business                                            

                                                   The Library Board resolved to reorganize into a Library Advisory Group.  By-laws/restructuring                                                                                                                 

                                                   plans will be discussed at future meetings.

PUblic Comment

none

meeting adjourned

9:05

next meeting

1/17/2008

submitted, Secretary  (SIGNATURE)                    

SIGNATURE (PRESIDENT)

Wagnalls Library Board

Minutes

9/20/2007

Meeting called TO ORDER  by

Bobbi Galvin

Meeting called to order at

7:03 PM

present

Stephanie Smoot, Sandi Plinke, Carol Middaugh, George Sheehan, Steve Merritt, Nancy Fisher, Erma Storts, Bobbi Galvin, Ellen Gruber, Patti Bartlett

Guests

Allan Fisher

Absent (EXcUSED)

Marilyn Freitag

Addtions to the Agenda

none

Agenda topics

Minutes and Communications

George gave motion to approve the August 2007 minutes.  Carol gave 2^nd motion;  All in Favor

Public comment

none

Director’s Report

a.)     The wireless system is up and working.  The wireless area is currently in the Robert Rager Reading Room.  Erma also stated that staff will not be available to assist patrons in setting up wireless internet on their own computers. 

b.)     Fundraiser:  Erma and Sandi would like to hold a Christmas wreath silent auction fundraiser, to be held during the Christmas open house in December.

c.)      The fall storyhour sessions have started out well.  There are currently 6 storyhour groups.

d.)     Erma also stated that 4 classes from Bloom Elementary have visited Wagnalls since the beginning of school.

e.)     Circulation was down in August, from 10,706 in July, to 7,808 in August.  Erma believes this is due to the fact that Wagnalls had to close for a total of three days due to the air conditioning issues.

Report (Township)

none

Report (Executive)

none

Report (Foundation) – CONT.

a.)     The air conditioning broke down again on Tuesday.  The foundation is now looking at replacing the whole air conditioning system.

b.)     OPERS:  Wagnalls received a letter from OPERS on August 27 stating that Wagnalls does not have to pay into the Ohio Public Employees Retirement System.

 Report (Friends)

none

unfinished business

a.)     By-Laws:  Bobbi stated that the by-laws have been completed and will be presented at a later meeting.

b.)     Long Range Plan:  Rebecca Felker and Erma will be meeting on October 2 to review the plan.  All board members are welcome to attend.

c.)      New Board Members:  The library board recommends to include Patricia Smith and Linda Fiely as new members to the Wagnalls Library Board.  Steve motioned to approve; Nancy gave 2^nd motion:  All in Favor

new business

Records Conversion Resolution:  This discussion will be tabled until October’s meeting.

FINANCIAL REPORT    

Sandi presented the financial report for August/September.  As of September 19, the balance in the library’s account was $1,629.07.  The September/October budget foresees a shortage of $2,183.73.  Sandi stated that the shortage will be remedied in November, with a larger LLGSF check coming.  However, concerns were still voiced by the board regarding the Library’s dwindling money market account and certificate of deposit, as well as various unpaid financial obligations such as the Shared Building Expenses, life/dental insurance, employee annuities, and the possibility of any outstanding invoices.  Sandi stated that she would compile a listing of 2008 expenses to bring to October’s meeting.

Bobbi moved to go into Executive Session at 8:25 and adjourned at 9:15.  George moved to terminate Sandi Plinke’s contract and to comply with the termination provision, and to appoint Ellen Gruber as the designee to certify balances of existing accounts.  Steve gave 2^nd motion.  All in Favor.

PUblic Comment

none

meeting adjourned

9:20 PM

next meeting

October 18,  2007

submitted, Secretary  (SIGNATURE)                    

SIGNATURE (PRESIDENT)

Wagnalls Library Board

Minutes

08/16/2007

Meeting called TO ORDER  by

Bobbi Galvin

Meeting called to order at

7:02

present

Sandi Plinke, George Sheehan, M. Ellen Gruber, Carol Middaugh, Steve Merritt, Erma Storts, Bobbi Galvin, Nancy Fisher, Stephanie Smoot

Guests

Pat Smith,  Linda Fiely

Absent (EXcUSED)

Marilyn Frietag, Patti Bartlett

Addtions to the Agenda

none

Agenda topics

Minutes and Communications

Motion to approve minutes for June:  Carol motioned; Steve gave 2^nd motion; All in Favor

Public comment

Linda Fiely and Pat Smith introduced themselves as potential candidates for the library board.

Financial report

1.)  The Financial Report was presented by Sandi Plinke, clerk-treasurer.  Sandi noted that the library is currently having a cash flow problem.  Sandi also presented a “Financial Plan” for the rest of 2007, detailing 10 goals/objectives to possibly resolve the cash flow issue.  Steve motioned to approve the Financial Plan (as included with actual figures that Sandi will present); Nancy gave 2^nd motion; All in Favor (with one abstention-George).

2.)  Sandi also mentioned that the State Audit was completed last week.  The results have yet to be presented.

3.)  Sandi also presented her Clerk-Treasurer Report detailing the Fairfield County Budget Commission Meeting for Year 2008 Budget.  Because of a budget readjustment, the library will be provided with approximately $2,600 in additional monies next year.

Nancy motioned to approve the financial report for May through July;  Carol gave 2^nd motion; All in Favor

Director’s Report

1.)  Due to air conditioning problems, the Library had to shut down for 2 full days and 2 half days.  It is now temporarily repaired. 

2.)  Erma stated that the Summer Reading Program went well, and had good attendance.  The circulation of juvenile items was above 6,000 during June and July.  The number of new patrons has increased as well, to 106 in June and 92 in July.

3.)  Erma also mentioned that the annual Lego contest had a great turnout.  The winners will be posted in next month’s newsletter.

4.)  Public Record Retention Policy:  Sandi and Erma attended a meeting, in which the Library has until September 29 to develop a policy for the Library.

5.)  New Hire Recommendation:  Carol Gaul has been recommended for a position in Circulation.  Nancy motioned to approve the hiring pending a background check;  Steve gave 2^nd motion.  All in Favor.

Report (Township)

none

Report (Foundation)

1.)  Ellen discussed the termite issue, which is pending a quote from the exterminators.

2.)  The Foundation is still waiting to hear the results of their appeal regarding OPERS, which was filed three weeks ago.

Report (personnel)

none

 Report (Friends)

The friends gave $500.00 to the Children’s Library for the purchase of a sand table and a chair replacement.

unfinished business

1.)  The by-laws are still being proofread.

2.)  Wireless connections can be set up, but no filtering and firewall as of yet.  The Library will add an “Internet Library Policy Agreement” when patrons log on until filtering can be installed (pending a grant).  In addition, the access points will cost $50-$80 per point.

3.)  Long Range Plan:  Rebecca Felker sent back her notes from the Planning Meeting.  These will be presented in detail at September’s board meeting.

new businesss

none

PUblic Comment

none

meeting adjourned

8:30 PM;  Motion to go into Executive Session at 8:31;  Adjourned at 8:40

next meeting

09/20/2007

submitted, Secretary  (SIGNATURE)                    

SIGNATURE (PRESIDENT)

Wagnalls Library Board

Minutes

06/27/2007

Meeting called TO ORDER  by

Bobbi Galvin

Meeting called to order at

12:10 PM