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NOLA Board of Trustees
Board Meeting

April 20, 1999

NOLA Training and Conference Center
Warren, Ohio

I a. Roll Call

President Donna Wall called the meeting to order at 10:00 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 Lattanzi, Administrative Assistant Bonnie Tyler, Continuing Education Consultant Lori Putt, and Public Relations Consultant Carol Shantz.

Nancy Simpson moved and Paul Rohrbaugh seconded that the Continuing Education Consultant's presentation follow the Continuing Education Coordinator's report.  Motion carried by voice vote.

II b. Approval of Minutes

It was moved by Donna Fried and seconded by Cheryl Bugnone that the minutes of the March 16, 1999, minutes be approved as presented. Motion carried by voice vote.

None presented.

          
Clerk-Treasurer Hoerig reported that all line items are at acceptable levels and that all the Access Ohio fees have been received except for one.  Phyllis Cettomai moved and Donna Fried seconded that the Financial Reports be approved as presented.  Motion carried by roll call vote. 

As of this morning, there is only $160.91 remaining on the service charge for the NOLA credit card.  Clerk-Treasurer Hoerig has it in writing that this will be removed from NOLA's account.  A new account with one statement for all the cards has been opened at a different bank.

A motion was made by Mary Frances Burns and seconded by Phyllis Cettomai that a pager be purchased from Elite Custom Sounds for $109.95 (equipment and one year's unlimited statewide service). This is for Technology Coordinator Brad Stephens so that he can be reached when on the road in case of system problems.  Motion carried by roll call vote.

Hoerig reported that East Ohio Gas has not yet been "deregulated" in Trumbull County.  She will watch this and report back to the Board when this has occurred.

NOLA's checking account provider has recently lost some of our canceled checks.  In light of the
publicized problems that have been occurring at the bank, Clerk-Treasurer Hoerig recommended that we switch the checking account to a local bank in Champion.  As NOLA will need to purchase a different format of checks to go with the new accounting system anyway, this is an opportune time to do so.

The Investment Journal was presented.  It was noted that as certificates of deposits mature at local banks, the funds are being invested in the Star Ohio Account.  Only two will remain in a local bank at the beginning of the new fiscal year.  Because of publicized problems at this bank, Mary Frances Burns moved and Lois Wynkoop seconded that the CD with a November maturation date also be cashed in along with the July CD on July 6 and the funds transferred to the Star Ohio account.  Motion carried with roll call vote.

In order for accounts to balance at the end of the fiscal year, the following budget transfers and revisions need to take place.   Phyllis Cettomai moved and Nancy Simpson seconded that the funds be transferred as presented.  All passed on a single roll call vote.

In the Federal Grant, $177.81 (Fringe-Health) and $282.38(Fringe-Workers' Comp), were transferred to Fringe-Unemployment.  $75.71 (Fringe-Workers' Comp) and $153.19 (Contract-Ref. and ILL) were transferred to Fringe-Medicare.  $615.87 (Personnel-Professional) and $266.78 (Contract-Ref. and ILL) were transferred to Fringe-PERS.

In State Funds $2,365.72 (Personnel-Technical), $1,318.75 (Fringe-Health Insurance), $2,795.51 (Fringe-PERS), $164.13 (Fringe-Workers' Comp), and $199.69 (Fringe-Medical) were transferred to Other-Software Support to pay for items related to the new accounting system.  In addition, $435.93 (Fringe-Workers' Comp) was transferred to Fringe-Unemployment for the final payments this year.

In Local Funds, $373.29 (Personnel-Professional) was transferred to Personnel-Clerical.  $177.72
(Fringe-Workers' Comp) was transferred to Fringe-Unemployment.  $77.15 (Other-Telephone) was
transferred to Other-Dues and Memberships.  $961.30 (Fringe-Health Insurance), $252.88 (Fringe-
Workers' Comp) and $385.22 (Fringe-Medicare) were transferred to Supplies-Supplies.   $2,505.78
(Personnel-Professional) and $4,607.13 (Fringes-PERS) was transferred to Other-Software.

Director Fry was pleased to inform the Board that Bonnie Tyler has accepted the position of Administrative Assistant.  Tyler came to NOLA as a temporary employee during the job search for the Administrative Assistant.   Tyler enjoyed to work so much she applied for the job.  As such, per contract, she cannot be formally hired by NOLA until May 24.  On behalf of the NOLA Board, Donna Wall welcomed Tyler to the NOLA team.

Board Members were reminded that the Spring Planning Retreat is scheduled for May 6th.  President Wall suggested that each Board Member phone another member and issue a personal invitation to attend.  To that end, Director Fry will put together a list of possible attendees.

Director Fry discussed the American Society of Association Executives' Strategic Leadership Seminar that she attended since the last meeting.   Two excellent speakers at the seminar included Sally Helgesen and Barbara Roberts.

The possibility of NOLA sponsoring an open house for legislators was discussed.  As legislators don't always understand the concept of regional library systems, this would be a chance to demonstrate what a System does first hand.  Those present believed this to be an excellent opportunity.

While the OPLIN-signed contract isn't in hand yet, the Remote Access project is moving along smoothly.  Lane Public in Hamilton has contracted NOLA about contracting for this service for their non-OPLIN databases.   Currently there are 56 libraries offering this service to their public.  In answer to last month's question about whether students can use remote access, they can use it from any site as long as a valid library card from a subscribing library is typed into the appropriate field.

Stephens reported that the Clerk-Treasurer's new personal computer has been received in preparation for the accounting software that will be installed soon.  Hoerig will receive training prior to her maternity leave.  One exciting feature of this new software is that it can be programmed to connect with the voucher system of payment for continuing education offerings.  Stephens has developed software so Staff can track consulting time, which can then be applied to the return on investment study for individual libraries.

As NOLA's "Business Breakthroughs" (contract training) gets established, it is necessary to incorporate revenue into the budget.   Mary Frances Burns moved and Paul Rohrbaugh seconded that revenue be increased in the following Non-Project areas, $22,000 (604.3199), $25,000 (604.3160), and $7,300 (604.3130).  Motion carried by roll call vote. 

Information pertaining to the RLS Distance Learning Project was forwarded to State Librarian Michael Lucas in a letter dated March 30.  The Regionals have developed a $4,900 planning grant proposal.

NOLA has received a referral from Micro-Doctor for providing "contract" training at a local nursing home.  In addition, Bechtel Corporation as approached NOLA for some training.  Lattanzi mentioned that some of these training sessions will also be appropriate for our members.  Lattanzi is pursuing "Microsoft Office Certification" to enhance her training credibility.

The Spring Continuing Education Surveys are starting to be returned to the Office.  The data gleaned from these will be used to help plan continuing education offerings for fall, 1999 and spring, 2000.

Lori Putt gave a report on the NOLA Contract Training Marketing Plan.  It was emphasized that training for members will always be NOLA's first priority.  President Wall thanked Putt for her presentation.

None presented.

IV g. State Library of Ohio Report - Jay Burton

The State Library Staff is finished presenting the 1999 summer reading preparatory programs and is starting to work on 2000's ideas.

The State Library is pleased to announce that Chris Tucker, currently the Director at Port Clinton Public Library, has been hired as the new SEO Director.  She will begin working on May 24.

The State Library will be sponsoring 17 different open forums around the state about State Library services.  These will take place from May through the beginning of August.  The information garnered will be very helpful to the State Library Staff since they are in a transitional period with several new employees and several retirements on the horizon.  The Staff hopes to have more forums in the fall that will focus on services to youth.  Another transition, the State Library move, is still in the future.  No specific date has been set as there are many issues affecting the move under discussion.

A study focusing on the Blind and Physically Handicapped services offered by the State Library is being conducted.  The Front Street building distributes players for the talking book service at this time.  The report on this is due out in June.

The Reference Back-Up Committee will meet on May 3 to evaluate the services being provided by Cincinnati Public Library and the reference training seminars being offered by the Ohio Library Council.  There is a strong indication that the service will be offered for one more year.

The proposed Bylaw changes that had been sent out in the Board Packet were discussed.  If was decided that those items dealing with County representation (Article V-B and G) would be tabled at this time.  The Committee Recommended that the rest of the proposed changes, with Article VII A being amended to read "All Staff at full member libraries are eligible to serve on the Standing Committees," be accepted as presented.  Motion carried with roll call vote.

Project Smart, the Youngstown State Maag Library / Department of Education Grant, was represented by Paul Rohrbaugh with the changes suggested last meeting incorporated in it.  Lois Wynkoop moved and Nancy Simpson seconded that the NOLA Executive Director submit a letter of support for this grant proposal.  Motion carried by voice vote.

Marketing Consultant Carol Shantz presented the Membership Survey that was conducted during the winter months and discussed the results and her recommendations with us.  President Wall thanked Shantz for sharing this valuable feedback with the Board.

The Personnel Committee will meet following the May Board meeting to discuss the Executive Director and Clerk-Treasurer's performance appraisals.   Salary recommendations for the upcoming fiscal year will be discussed at that time also.

Nancy Simpson moved and Susan Weaver seconded that NOLA adopt the Parental Leave Act as required by the Ohio Revised Code.  Employees receiving parental leave may utilize available sick leave, personal leave, vacation leave, or compensatory time balances in order to be paid during the fourteen day waiting period and to supplement the 70% of their base rate of pay received during the remaining four weeks of the parental leave period.  Motion carried by roll call vote.

The survey asking for candidates for the NOLA Board of Trustees will be sent out by next week.  The information received will be used to compile a slate of candidates.  Once ballots have been tallied, the Board Officer Nominating Committee will meet and present a slate of officer candidates at the June Board Meeting.

A report dated March 15 that was compiled by the Youth Services Consultant, Sue Nespeca, was distributed.  The Youth Services Advisory Board will meet this afternoon at Girard Public Library.

None presented.

The next Board Meeting will be held at the NOLA Conference and Training Center on May 18.

A motion was made by Paul Rohrbaugh and seconded by Nancy Simpson to adjourn the meeting at 1:13 p.m. Motion carried by voice vote.