STOW-MUNROE FALLS PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR BOARD MEETING Monday January 22, 2007 CALL TO ORDER The meeting was called to order at 7:03 pm by President Walsh PRESENT Mike Walsh, President; Ray Hall, Secretary; Craig Mancuso, David Renninger, Rick Archer, Rosemary Cannon, Vice-President ABSENT Tom Shubert OTHERS PRESENT Doug Dotterer, Director; Linda Sutherland, Clerk-Treasurer PUBLIC Colin McEwen, reporter Stow Sentry; Cheryll Roliff, Practicum student from Kent State University NEW BUSINESS MOTION NO 070122-1 APPROVE DECEMBER 19, 2006_MINUTES Mancuso moved, Hall seconded: RESOLVED: All were in favor That the Board Minutes of December 19, 2006 regular meeting be accepted and approved Motion carried MOTION NO 070122-2 APPROVE JANUARY 9, 2007 MINUTES Renninger moved, Hall seconded: RESOLVED: That the Board Minutes of January 9, 2007 organizational meeting be accepted and approved All were in favor Motion carried FINANCE MOTION NO 070122-3 APPROVE DECEMBER TREASURER’S REPORT _ Cannon moved, Renninger seconded: RESOLVED: That the Board of Trustees approves the Treasurer’s Report for December 2006 The roll being called on its adoption, the vote resulted as follows: AYES: Hall, Mancuso, Renninger, Cannon, Archer, Walsh NAYS: Motion carried MOTION NO 070122-4 APPROVE DONATION LIST OF 2006 _ Renninger moved, Archer seconded: RESOLVED: MONTH JANUARY That the Board of Trustees approved the following Donation List of 2006: AMOUNT 25.00 DESCRIPTION GIFT $25 FROM M.KUCERA GENERAL FEBRUARY MARCH 5.00 15.00 250.00 DONATION GIFT $5.00 FROM J.HOY FOR GIFT $15 FROM RIVER RIDGE CONDO ASSOC GIFT $15 FROM STOW WOMAN'S CLUB FOR 5.00 15.00 140.00 GIFT $5.00 FROM Z.HUSSEIN GIFT $15.00 FROM STOW WOMAN'S CLUB FOR GIFT $140 FROM FRIENDS SMFPL FOR 30.00 50.00 60.00 15.00 APRIL 1.00 GIFT $30 FOR E.SEVERSON GIFT $50.00 FROM GIFT $60 FOR O.F.BREIT FROM GIFT $15 FROM STOW WOMAN'S CLUB 25.00 GIFT $1.00 ANONYMOUS GIFT $25 FROM COMMUNITY CHURCH OF STOW MAY 24.00 35.00 35.00 16.00 GIFT $24 FROM LEARNED OWL SHOP GIFT $35 FOR L.BAKER GIFT $35 FROM P&M YOUNG GIFT $16 FROM J.HORNING FOR BOOK JUNE 75.00 26.97 30.00 GIFT $75 FROM KIMPTON STAFF FOR GIFT $1.97 MISC DONATION GIFT $30 FROM STOW WOMAN'S CLUB JULY 8.00 25.00 GIFT $8.00 FROM M.LEE FROM SALES FROM GIFT $25 FROM HUNTINGTON PARK ASSOC AUGUST 50.00 150.00 35.00 15.00 220.00 2.00 GIFT $50 FROM B.BIGGERS FOR A.SMITH GIFT $150.00 FOR A.SMITH GIFT $25 FOR B.PARKER FROM ADULT SVCS GIFT $15 FROM MESEREAU FAMILY GIFT $100 FOR A.SMITH FROM ATHENS NEWS GIFT $2.00 FROM S.CAMPBELL SEPTEMBER 100.00 50.00 70.00 GIFT $100 FROM SHERIDAN/COMPTON GIFT $50 FROM J.WINKLER FOR GENERAL GIFT $70 FROM FRIENDS OF SMFPL OCTOBER 15.00 GIFT $15 FROM STOW WOMAN'S CLUB DECEMBER 15.00 25.00 GIFT $15 FROM STOW WOMAN'S CLUB GIFT $25 FROM M KUCERA TOTAL 2006 1,657.97 All were in favor CONTRACTS Motion carried MOTION NO 070122-5 APPROVE SERVICE CONTRACTS _ Mancuso moved, Cannon seconded: RESOLVED: That the Board of Trustees approves the following: a) Baker & Taylor Leasing (DVDs) b) Proquest Information & Learning $2205.00 (Culturegrams and World Conflicts Today) All were in favor $6237.60 1/1/07-12/31/07 3/07-2/08 Motion carried PROGRAM DIRECTOR’S REPORT MOTION NO 070122-6 ACCEPT THE DIRECTOR’S REPORT Cannon moved, Archer seconded: RESOLVED: That the Board of Trustees accepts the written Director’s report for the month of December 2006 Mr Dotterer stated KOHA will be going live on Monday February 26, 2007 Mr Dotterer stated Mr Ulm, Library Systems Administrator deserves a great deal of credit for this project Mr Dotterer stated the Refresh and Renew Project is on course All were in favor Motion carried DISCUSSION ITEMS BOARD COMMITTEES BUILDING & GROUNDS Mr Mancuso stated the Building and Grounds Committee met on January 17, 2007 The main topics of discussion were: Building and Grounds budget for 2006 Replacing wooden fence with a treated wooden fence at an estimated cost of $14,485 Security cameras FINANCE Mrs Cannon stated the Finance Committee met prior to the Stow-Munroe Falls Public Library Board Meeting to review the 2006 revenue and expenditures Mrs Cannon stated the Finance Committee authorized $15,000 for the 2007 Public Relations Budget The Public Relations Budget consists of: Corporate Identity – developing a logo Speaker Fund Communication Aides Materials for Promotions HUMAN RESOURCES MOTION NO 070122-7 AMEND TRAVEL, PROFESSIONAL MEETINGS, WORKSHOPS EMPLOYEE POLICY Mr Archer recommended: RESOLVED: That the Board of Trustees amends the Travel, Professional Meetings, Workshops Employee Policy to read as follows: The Board of Trustees is committed to the professional growth and development of all library staff and trustees In this regard, the Board supports and encourages membership in professional associations and attendance by all staff and trustees at appropriate workshops and conferences A concerted effort should be made to provide opportunities on a rotating basis for all management personnel to attend major professional conferences such as those of the American Library Association and the Public Library Association The Board of Trustees also recognizes the importance of active participation in professional associations and organizations for the staff member and the Library as a whole Since such participation may require considerable time or travel, a staff member must have written approval of his or her immediate supervisor and the Director, before such financial commitments are made TIME ALLOWANCE Any request for travel by an employee must be submitted on the appropriate form to the Director (Please see attached Travel Request and Reimbursement Procedures.) Time may be allowed for a staff member to attend relevant professional meetings or workshops related to their library work upon approval of his/her supervisor Time allotted for such attendance shall not exceed eight (8) hours per day No overtime is paid for conference attendance (Note: with prior approval, circumstance may require attendance hours and travel time be combined into one (1) day in order to alleviate the need for overnight stay.) Time off should be taken within the pay period to balance these hours Travel time of up to one day (eight hours) each way may be allowed The amount allotted in each instance will be determined and authorized by the Director and is in addition to time allotted for attendance at the workshop or meeting Travel time shall not be used to extend the 40 hour work week If travel time falls on the weekend or a holiday, equivalent time shall be taken off within the pay period for travel REIMBURSEMENT OF EXPENSES It is the policy of the Board of Trustees that the employees and trustees will be reimbursed for travel and related expenses, both within and outside Summit County These must directly pertain to improving Library programs and services and for staff development Any staff member or Board member engaging in such professional travel shall be reimbursed for expenses incurred solely by that staff or Board member Employees and Board members should submit receipts for expenses on the appropriate form to the ClerkTreasurer The Board member should notify the Board President and Director of his or her intent to attend reimbursable conferences or meetings A Board member must notify the ClerkTreasurer so that funds can be encumbered and the registration made The following are reimbursable upon submission of appropriate documentation: Conference or meeting registration or attendance fees Transportation to and from the conference or meeting Transportation expenses incurred at the conference or meeting such as taxi fares or car rentals Parking, not to exceed $20.00 per day Lodging will be reimbursed at actual cost, provided such cost is reasonable and customary Meals will be reimbursed up to IRS guidelines per diem: a.) for the city training is taking place in b.) for overnight travel only c.) for actual expenses incurred No monies will be reimbursed for alcoholic beverages (The reimbursement includes tips and gratuities, not to exceed 20% of services provided.) Mileage will be reimbursed, for use of personal car, at 25 cents a mile Attendance at out-of-state conferences and meetings shall require prior Board approval; or if time constraints dictate, prior approval from the President of the Board of Trustees, or another officer in his or her absence A staff member traveling on official Library business is expected to exercise the same care in incurring expenses that a prudent person would exercise in traveling on personal business All were in favor Motion carried MOTION NO 070122-8 APPROVE UNPAID LEAVE OF ABSENCE – E FRISINA Mr Archer recommended: RESOLVED: That the Board of Trustees approves unpaid leave of absence for Elizabeth Frisina from February 4, 2007 through April 20, 2007 Ms Frisina is working on her library practicum at the Eleanor Squire Library at the Cleveland Botanical Gardens All were in favor Motion carried LEGISLATION/RULES Mr Hall stated nothing to report LONG RANGE PLANNING Mr Renninger stated there is a Long Range Planning Committee meeting on Wednesday January 24, 2007 TECHNOLOGY MOTION NO 070122-9 APPROVE FEBRUARY 25, 2007 CLOSING _ Mr Hall recommended: RESOLUTION: That the Board of Trustees approves closing the Stow-Munroe Falls Public Library on Sunday February 25, 2007 The Stow-Munroe Falls Public Library system is migrating from Dynix to KOHA on Saturday February 24, 2007 after the library closes On Sunday February 25, 2007, the Library Systems Administrator and library staff will have time to work with KOHA prior to going live on Monday February 26, 2007 All were in favor Motion carried FUNDING INITIATIVES There is not a Funding Initiatives Committee for the year 2007 NEW BUSINESS MOTION NO 070122-10 APPROVE OUT OF STATE TRAVEL Mancuso moved, Hall seconded: RESOLVED: That the Board of Trustees approve out of state travel for: Doug Dotterer, Sue Archer, Ann Lucco, Ann Malthaner, Christina Getrost, Barbara Nelson and Barbara Campbell to Washington D.C., from June 21 – 27, 2007 to attend the 2007 ALA Annual Conference All were in favor Motion carried MOTION NO 070122-11 MOTION TO ADJOURN TO EXECUTIVE SESSION _ Mancuso moved, Renninger seconded: Resolved: The Board of Trustees moves to adjourn into executive session to consider complaints against a public employee The roll being called on its adoption, the vote resulted as follows: AYES: Renninger, Archer, Cannon, Hall, Mancuso, Walsh NAYS: Motion carried Executive session adjourned at 8:45pm Secretary Board President Linda Sutherland Clerk-Treasurer ... closing the Stow-Munroe Falls Public Library on Sunday February 25, 2007 The Stow-Munroe Falls Public Library system is migrating from Dynix to KOHA on Saturday February 24, 2007 after the library. .. met prior to the Stow-Munroe Falls Public Library Board Meeting to review the 2006 revenue and expenditures Mrs Cannon stated the Finance Committee authorized $15,000 for the 2007 Public Relations... personnel to attend major professional conferences such as those of the American Library Association and the Public Library Association The Board of Trustees also recognizes the importance of active