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NOLA BOARD OF TRUSTEES
REGULAR MEETING
MARCH 16, 1999
NOLA Training and Conference Center Warren, Ohio
I a. Roll Call
President Donna Wall called the meeting to order at 10:02 a.m.
Present: Cheryl Bugnone, Mary Frances Burns, Phyllis Cettomai, Nancy Currie, Carol Davis, Donna Fried, Peter Kozup, Ruth Mizik, Paul Rohrbaugh, Nancy Simpson, Donna Wall, Susan Weaver, and Lois Wynkoop.
Also in Attendance: Executive Director Millie Fry, Clerk-Treasurer Anne Hoerig, Technology Coordinator Brad Stephens, Continuing Education Coordinator Melissa Latanzzi, and Member Christina Pope, Assistant Director of NEOUCOM Library.
II a. Approval of the Agenda
Phyllis Cettomai moved and Ruth Mizik seconded that the agenda be approved as presented. Motion carried by voice vote.
II b. Minutes
It was moved by Paul Rohrbaugh and seconded by Donna Fried that the minutes of February 16, 1999 be approved as presented. Motion carried by voice vote.
III c. Correspondence
Withdrawal letters were received from Trumbull County Joint Vocational School, Access, and the Kirtland Public Library. In Kirtland’s case, this is a "just in case" scenario. The others no longer use NOLA’s services. There seems to be a misunderstanding that the "Optional Services Sheet" is a renewal form. In actuality, the 18-month notice of withdrawal is required by the Ohio Revised Code. In order to help, an article featuring this information will be in NOLA Notes in the Future.
IV a. Clerk-Treasurer’s Report – Anne Hoerig
Monthly financial totals are within an acceptable level for this point within the fiscal year. Cheryl Bugnone moved and Carol Davis seconded that the Financial Reports be accepted as presented. Motion carried by roll call vote.
Nancy Simpson recommended that NOLA Staff investigate the possibility of changing gas service providers in the hopes of realizing a lower rate. Anne Hoerig will look into it.
Clerk-Treasurer’s Report, cont.:
Several LSCA Budget Changes were needed this month. Mary Frances Burns moved and Carol Davis seconded that the following changes be implemented as recommended: that $731.98 and $2,244.21 be moved from Contractual – Reference, to Personnel – Clerical and Personnel – Professional; in addition, that $1,298.36 from Personnel – Technical to Personnel Clerical (all federal funds) to finance payroll through June 30; that $1,940 and $500 be moved from Other – Telephone to Contractual – Maintenance and Other – Electrical Service; that $3030 be moved from Travel – In District to Travel – Conferences; that $4,610.16 be moved from Personnel – Director and $6,780.61 be moved from Personnel – Professional (both state funds) be moved to Other-Software Support; and that $479 (Personnel - Tech) and $136.71 (Personnel - Tech -OT) (both non-project funds) be moved to Personnel - Professional for legislative activities. All of these transfers passed with one roll call vote.
Phyllis Cettomai moved and Nancy Simpson seconded that the NOLA Staff be permitted to dispose of one Power Mac 6100/60, two LCII Macs, and one IBM PS/2 (50) as surplus equipment pending approval by the state. Motion carried by voice vote. When written permission is received, this equipment will be advertised on the Desktop.
The Board accepted U. S. Cargo’s delivery contract on a month to month basis with a roll call vote at the same price following a motion made by Carol Davis and seconded by Donna Fried. Since the status of the statewide delivery system is unknown at this point, U.S. Cargo’s willingness to continue the service on this basis is appreciated.
IV b. Director’s Report – Millie Fry
Director Fry reported in depth on the Regional Library Systems Retreat on March 2-3 and the approach that will be taken in hopes of increasing state funding. A letter was sent to Mike Lucas at the State Library outlining the RLS proposal. This was distributed to Board Members. Three cooperative ventures have been outlined as part of this. The first, "Partners in Proficiency" entails developing a proficiency center model for public and school libraries. CAMLS will spearhead this project.
The second will involve the development of eight distance learning centers around the state. Seven will be located at regional library system headquarters, and the eighth will be in the Columbus area. The budget for this project will be around $550,000 for equipment, training, etc. It was decided to seek corporate funding first on this project, and, to that end, a fundraiser will be hired (see vote below).
The third involves digital collection centers. Although NOLA already has developed a digital center, NORWELD will spearhead this project.
In order to raise the $550,000 needed for corporate sponsorship of the distance education project, it was decided that the services of a professional fundraiser would be needed. Each Regional Library System will contribute $500 toward fees for this. Lois Wynkoop moved and Ruth Mizik seconded that $500 be taken from the Non-Project Account toward the fundraiser’s fee. Motion carried on roll call vote. The State- Finance Committe preliminary 2000 -2001 budget Library has been approached for $4,900 to be used for the fundraiser’s fee.
Director’s Report, cont.:
The above retreat took place before the Governor’s Budget was introduced. On March 15, the proposed budget showed $861,270 for 1999-2000, and $881, 940 for 2000-2001. The Regional Library Systems will request $1,983,360 at the hearings on Friday, March 19. Director Fry is concerned that there will be confusion among the Legislators over requests for increased funding at the same time a push is on to include state wide resource sharing in the budget. Participants were warned that there might be requests over the next eight weeks requesting immediate contact with legislators depending on how the situation plays out.
The recent membership survey conducted by Carol Shantz was distributed to the Board. Shantz will attend the April meeting and make recommendations based on the results of the survey. Lori Putt will bring a revised contract training marketing plan to the Board in April.
The Return on Investments study was discussed and Staff was thanked for all the effort that went into its compilation. The percentages reflected how well NOLA’s services are used by its members.
Director Fry requested that the June board meeting be moved from Tuesday, June 15 to Thursday, June 17 since the Technology Event in Columbus has been booked for June 14-15. The new date was acceptable to all present.
Participants were reminded to keep May 6 open for NOLA’s annual planning retreat. As usual, board participation is encouraged. The Staff is awaiting confirmation on the location and hope to get out flyers this week.
Carol Davis gave a brief presentation about NOLA’s Summer Reading Workshop. Amy Arnold and the Newton Falls Public Library were thanked for hosting it. Participants found it very helpful and packed with ideas on implementing "The Incredible Time Machine," the 1999 theme. Elaine Casterline and Rose Marie Pecchio were also complimented on their efforts to make the day a success.
The Desktop Spotlight will be expanding to highlight library staff members on a monthly basis. Eventually this will include NOLA Staff also. In addition, future editions will include photos that will be taken with the digital camera.
Director Fry discussed the progress made to date on filling the Administrative Assistant’s position. Interviews will take place over the next few weeks. Meanwhile, the temporary employee has been very helpful in helping office projects to progress.
Confirmation of Sue McLeaf Nespeca’s services as Children’s Services Consultant for March 1 – June 30, 1999 was distributed. Members can anticipate a newsletter, work on a Youth Services Web Page, and a Book Look during this period.
Director Fry informed the Board that in lieu of attending the American Library Association conference this summer, she will be going to an American Society of Association Executives three day seminar in Florida.
IV c. Technology Coordinator’s Report – Brad Stephens
A revised contract for Remote Patron Access to OPLIN databases at $35,000 has been accepted by the OPLIN Board. NOLA will realize revenue of approximately $23,000. NOLA’s logo will appear each time someone logs on to this service. It is hoped that all NOLA libraries will choose to participate in this project before it comes up for the rest of the OPLIN libraries. Stephens encourages members to call him with bar code information as soon as possible in order to achieve this. Phyllis Cettomai moved and Nancy Simpson seconded that the revised contract to provide remote patron access to OPLIN participants at $35,000 for a 16-18 month period be accepted, pending agreement by the OPLIN Board. Motion carried by roll call vote.
A copy of NOLA’s contract with Autographics for World Wide Web Access services was distributed as an FYI item. There was no increase in cost in this contract. Participants were reminded that it is time to submit updated records to Autographics.
As promised, Anne Hoerig and Brad Stephens brought a proposal to the Board for a new accounting software package. Known as the Solomon IV, this product includes training, maintenance, and the capacity for Internet interface that would allow connection with the current program registration module. This particular product could help reduce the time that it takes to produce the return of investment study compiled each year by the Staff. It would be advisable to upgrade the Clerk-Treasurer’s computer prior to installation and training. The State Auditor’s office has been contacted to verify that the reports produced by this software would be acceptable to them. Susan Weaver moved and Peter Kozup seconded that Stephens proceed with the purchase of the appropriate computer equipment and installation of the Solomon accounting software pending confirmation by the auditor of the compatibility with the auditor’s need at a cost not to exceed $28,000. Motion carried by roll call vote.
Stephens was complimented on his successful efforts on all the projects he is currently juggling.
IV d. Continuing Education Coordinator’s Report – Melissa Latanzzi
NOLA will be participating in the Youngstown / Warren Chamber of Commerce’s Technology Showcase on March 23. Lattanzi discussed the NOLA booth and the activities that will take place at it. It is hoped that this will make attendees more aware of the corporate training offered by NOLA.
The four levels of Evaluation were discussed as based on Donald Kirkpatrick’s studies: reaction (an evaluation form), learning (increase in knowledge), behavior (transferring knowledge to one’s everyday job), and results (increased productivity on the job). A chart listing NOLA’s continuing education program scores was distributed. Lattanzi hopes to raise each measure by .10% in the future.
Bad weather and illnesses limited attendance at the Continuing Education Advisory Committee. Discussion focused on fill rates of particular types of programs and how the rates at requested workshops can be increased. Latanzzi will be trying tracking and moving some of the March programs to the summer to see if this helps in the future.
Continuing Education Coordinator’s Report, cont.:
Latanzzi gave participants an overview of the upcoming Technology Showcase, "Tech Connections" that will be held in Columbus on June 14-15. There will be 24 breakout sessions, half of which will be "high end" technology, and the rest will focus on management-related issues such as legal issues, technology plans, etc. Flyers will be issued the end of April. "Tech Connections" will be sponsored by the Regional Library Systems, the State Library, and OPLIN.
IV e. State Library of Ohio Report – None Presented.
IV f. Board Officers’ Report – None Presented.
- Current Business
Lois Wynkoop, Chair of the Legislative Committee reiterated the need for quick contact of our Legislators over the next 8 weeks as needed. She thanked participants for returning materials for inclusion in the hanging folders that were distributed on OLC Legislative Day.
Phyllis Cettomai requested that the business of the Bylaws and Long Range Plan Committee be postponed until April’s meeting.
Donna Wall, Anne Hoerig, and Millie Fry brought the Board up to date on the billing dispute over financial and late charges on the NOLA credit card account that has been in dispute since November 1997. Director Fry met with an Assistant Vice-President of Huntington Bank in Columbus, and as a result, some of the charges will be dropped. Mary Frances Burns moved and Nancy Simpson seconded that the matter be closed by paying off the remaining $696.83 out of the non-project fund account. Motion carried by roll call vote.
- New Business
Paul Rohrbaugh gave a presentation on a grant proposal that will come before the NOLA Board in April for consideration. "A Modest Proposal" outlined a project involving Maag Library, Youngstown State University’s Beeghly College of Education, NOLA, and area school libraries. Its purpose is to provide education students the opportunity to gain instructional experience by helping students and faculties of local schools while teaching them internet research techniques and specifically how to use OPLIN / INFOHIO / OHIOLINK databases and other educational resources. The Board gave his presentation a warm reception and look forward to revisiting the topic in April.
- Items Too Late for the Agenda
An update on marketing for the month of February by Carol Shantz was distributed.
VII b. Comments by Visitors – None Presented.
- Next Meeting
The next meeting will be at the NOLA Conference and Training Center on April 20, 1999.
- Adjournment
A motion was made by Cheryl Bugnone and seconded by Nancy Simpson to adjourn the meeting at 12:52 p.m. Motion carried by voice vote.
_____________________________________________
Mary Frances Burns, Secretary Date
_____________________________________________
Donna Wall, President Date