Board Meeting Minutes

January 2009 Minutes

CLAYMONT PUBLIC LIBRARY BOARD OF TRUSTEES

The monthly meeting of the Claymont Library Board was held on Monday, January 5, 2009, at the Uhrichsville Library. Meeting was called to order at 4:05 p.m. Those answering roll call were Dr. Fanti, Mrs. McClain, Mr. Fawcett and Mrs. Donato.

Lois Brown was recognized as a guest.

Mr. Fawcett made a motion to approve the following slate of officers: Carol Donato as President, Dr. Andrea Fanti as Vice President and Carol McClain as Secretary. Seconded by Dr. Fanti and passed by a roll call vote.

Mr. Fawcett made a motion to set the 2009 meetings of the Claymont Public Library Board of Trustees for 4:00 p.m. at the Uhrichsville Library on 2/9, 3/9, 4/13, 5/11, 6/8, 7/13, 9/14, 10/12, 11/09 and 12/14 with the Finance Committee to meet at 3:45 prior to the meetings on those dates. Seconded by Dr. Fanti and passed by a roll call vote.

Mrs. Donato made a motion to name First National Bank of Dennison as the Depository. Seconded by Mr. Fawcett and passed by a roll call vote.

Dr. Fanti made a motion to hire Michelle Haff at a stated salary of $20,000.00 as the Fiscal Officer. Seconded by Mr. Fawcett and passed by a roll call vote.

Dr. Fanti made a motion to have the Fiscal Officer pay the bills for 2009 as they come due. Seconded by Mr. Fawcett and passed by a roll call vote.

Mr. Fawcett made a motion to accept the appropriations as presented to the Finance Committee for 2009. Seconded by Mrs. McClain and passed by a roll call vote.

Mrs. McClain made a motion to accept the December Minutes as printed. Seconded by Mr. Fawcett and passed by a voice vote.

Mrs. McClain made a motion to accept the Fiscal Officers Report as printed. Seconded by Mr. Fawcett and passed by a roll call vote.

Dr. Fanti made a motion to accept the payment of bills paid in the previous month. Seconded by Mr. Fawcett and passed by a roll call vote.

Lorrie Wheeler attended SEO Meeting. Finished Clay History Program. Door count was 131,840 and circulation was 314,076 for 2008. A motion was made by Dr. Fanti to accept the Associations/Librarians Report. It was seconded by Mr. Fawcett and passed by a voice vote.

Mr. Fawcett made a motion to accept a donation in the amount of $75.00 from the Tuscarawas County Court Employees made in the name of Ken Welch. Seconded by Dr. Fanti and passed by a roll call vote.

Mr. Fawcett made a motion to permit the Director to approve travel expenses up to $500.00 for Library Functions with a reporting to the board to be made at the meeting following the event. Seconded by Dr. Fanti and passed by a roll call vote.

Mr. Fawcett made a motion to reflect in the UAN System that Donna Moody and Lois Brown are salary exempt employees. Seconded by Dr. Fanti and passed by a roll call vote.

Motion by Dr. Fanti to adjourn at 5:01 p.m. Seconded by Mr. Fawcett.

Next meeting will be Monday, February 8, 2009 at the Uhrichsville Library at 4:00 p.m. Finance committee will meet prior to regular board meeting per new procedure.

Mrs. Donato President Mrs. McClain Secretary

February 2009 Minutes

CLAYMONT PUBLIC LIBRARY BOARD OF TRUSTEES

The monthly meeting of the Claymont Library Board was held on Monday, February 8, 2009, at the Uhrichsville Library. Meeting was called to order at 4:05 p.m. Those answering roll call were Dr. Fanti, Mrs. Willard, Mr. Fawcett and Mrs. Donato. Per receipt of Judgment Entry of Case No: 09CI19948 in the Court of Common Pleas, Tuscarawas County, OH, Probate Division, Ken Welch was sworn in as a trustee for a term commencing 01/01/2008 and concluding 12/31/2014.

Mrs. Donato made a motion to go into Executive Session to discuss Personnel. Seconded by Dr. Fanti.

Mr. Fawcett made a motion at 4:41 to return to regular session. Seconded by Mrs. Willard and passed by a voice vote.

Dr. Fanti made a motion to accept the January Minutes as corrected. Seconded by Mr. Fawcett and passed by a voice vote.

Mr. Fawcett made a motion to accept the 2008 Year End Fund Balance of $1,050,484.71. Seconded by Mrs. Willard and passed by a roll call vote.

Mr. Fawcett made a motion to accept the Fiscal Officers Report as printed. Seconded by Mr. Welch and passed by a roll call vote.

Mr. Welch made a motion to accept the report of bills paid in the previous month. Seconded by Dr. Fanti and passed by a roll call vote.

Lorrie Wheeler attended SEO Meeting Governance Meeting. SEO provided their annual report. State Library of Ohio is also doing a Request for Proposal for open source software. Lois Brown attended the Historic Center Street meeting.

Lorrie Wheeler submitted information to the Gates Foundation for the first part in the grant process to obtain new computers. The foundation will provide a list of libraries which can continue in the process sometime in March. January Stats were lower than usual, probably due to the extreme weather and change of hours. A motion was made by Mr. Fawcett to accept the Associations/Librarians Report. It was seconded by Mrs. Willard and passed by a voice vote.

Dr. Fanti made a motion to accept a donation in the amount of $25.00 from Colin Fawcett. Seconded by Mr. Welch and passed by a roll call vote.

Mr. Fawcett made a motion accept with regret the letter of resignation of Jennifer Coventry as of 02/23/2009. The letter will be made part of the personnel records. At this time no replacement will be hired and hours will be distributed among current staff. Seconded by Mr. Welch and passed by a roll call vote.

Mr. Welch made a motion to transfer Valerie Willoughby to the Dennison Branch to replace Jennifer Coventry. Seconded by Dr. Fanti and passed by a roll call vote.

Mr. Welch made a motion for the Director, Lois Brown and Donna Moody to attend the SEO User’s Meeting on 5/7 and 5/8/2009. Lorrie Wheeler will be staying over two nights, Mrs. Brown and Mrs. Moody will be staying over one. Seconded by Mrs. Willard and passed by a roll call vote.

Mr. Welch made a motion for the Director, Pamela Rectanus and Rene Koile to attend the Virginia Hamilton conference on 4/3/2009, with the cost of the conference being $115.00 per person and mileage. Seconded by Mrs. Willard and passed by a roll call vote.

Mr. Welch made a motion to accept the purchase of paintings for the Children’s room at the cost of $900.00. Lorrie Wheeler is to provide a proposal to the board prior to any renovation of the Children’s room to accommodate said paintings. Seconded by Dr. Fanti and passed by a roll call vote.

The board was given a new job description of Public Services Manager for Donna Moody for review.

Motion by Mr. Fawcett to adjourn at 5:09 p.m. Seconded by Mrs. Willard.

Next meeting will be Monday, March 9, 2009 at the Uhrichsville Library at 4:00 p.m. Finance committee will meet prior to regular board meeting per new procedure.

Mrs. Donato President Mrs. McClain Secretary

March 2009 Minutes

CLAYMONT PUBLIC LIBRARY BOARD OF TRUSTEES

The monthly meeting of the Claymont Library Board was held on Monday, March 9, 2009, at the Uhrichsville Library. Meeting was called to order at 4:05 p.m. Those answering roll call were Mr. Welch, Mrs. Kovach, Mrs. Willard, Mr. Fawcett and Mrs. Donato.

Brit Rossiter was present and left during Executive Session.

Mr. Welch made a motion to go into Executive Session to discuss personnel and litigation. Seconded by Mrs. Kovach.

Mr. Fawcett made a motion at 5:01 to return to regular session. Seconded by Mrs. Willard and passed by a voice vote.

Mr. Fawcett made a motion to accept the February Minutes. Seconded by Mrs. Willard and passed by a voice vote.

Mrs. Kovach made a motion to accept the Fiscal Officers Report as printed. Seconded by Mr. Welch and passed by a roll call vote.

Mr. Fawcett made a motion to accept the report of bills paid in the previous month. Seconded by Mrs. Willard and passed by a roll call vote.

Lorrie Wheeler is a member of the SEO Nominating Committee. Lorrie Wheeler attended the One Book One Community meeting, for which the book will be "Friday Night Lights". Lorrie Wheeler and Carol Donato attended Legislative Day.

The Annual Trustees Dinner will be held at Kent State on 3/24/2009. Ann Miller is retiring from Coshocton Library. Circulation is down some at Uhrichsville due in part to new recording methods for in house materials and new hours of operation. The lap sit program "Born to Read" is underway at Uhrichsville with excellent work being done by Rene Koile. Pre-school programs have also begun at Dennison.

A motion was made by Mr. Fawcett to accept the Associations/Librarians Report. It was seconded by Mrs. Willard and passed by a voice vote.

Canvases purchased by Lorrie Wheeler for children’s area were shown to the Board. Per Board request, Lorrie Wheeler presented a proposal to take the shelving out, remove the corkboard and paint, for $500.00 plus materials and $160.00 to stretch the canvases. The board tabled the proposal.

The board tabled the approval of the Public Services’ Manager Job description.

Mrs. Kovach made a motion to accept donations in the amount of $22.13 and $14.33 from the Moose 740. Seconded by Mrs. Willard and passed by a roll call vote.

Dino Pangrazzio would like to discuss purchase or easement of some of the land between the Dennison Library and his restaurants parking lot. The Facilities Committee will set up a meeting with him to discuss options.

Mr. Welch made a motion to allow Lorrie Wheeler to attend the American Library Association Meeting in Chicago paying for the registration fee and allowing three days paid leave to travel and attend. Seconded by Mr. Fawcett and passed by a roll call vote.

Mr. Fawcett made a motion to change the payroll from bi-weekly to weekly. Seconded by Mr. Welch and passed by a roll call vote.

Motion by Mr. Fawcett to adjourn at 5:33 p.m. Seconded by Mrs. Willard.

Next meeting will be Monday, April 13, 2009 at the Uhrichsville Library at 4:00 p.m. Finance committee will meet prior to regular board meeting per new procedure.

Mrs. Donato President Mrs. McClain Secretary