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NOLA BOARD OF TRUSTEES
REGULAR MEETING
May 18, 1999

NOLA Training and Conference Center Warren, Ohio

President Donna Wall called the meeting to order at 10:08 a.m.

Present: Cheryl Bugnone, Mary Frances Burns, Phyllis Cettomai, Nancy Currie, Donna Fried, Nancy Simpson, Donna Wall, Susan Weaver, and Lois Wynkoop.

Also in Attendance: Executive Director Millie Fry, Clerk-Treasurer Anne Hoerig, Continuing Education Coordinator Melissa Lattanzi, Administrative Assistant Bonnie Tyler and Christina Pope from  NEOUCOM.

Nancy Simpson moved and Cheryl Bugnone seconded that Mary Frances Burns present information on the surplus book discussion materials during the Board Officers section of the agenda. Motion carried by voice vote.

It was moved by Phyllis Cettomai and seconded by Donna Fried that the minutes of April 20, 1999 meeting be accepted as presented. Motion carried by roll call vote.

Two letters were distributed to the Board commending Technology Coordinator Brad Stephens' assistance in rescuing information from a damaged disk.  These letters were received from Peter Kozup, Bloomfield-Mesopotamia Schools, and Student Joana Goranitis, and the 56 pages of information that Brad retrieved made the difference between an A and an F for the student.  Stephens received "kudos" from the Board for taking that extra step in giving good service.

Clerk-Treasurer Hoerig reported the status on various line items, and informed the Board that all of the OPLIN reimbursements have been received as of this morning.   Mary Frances Burns moved and Donna Fried seconded that the Financial Reports be accepted as presented. Motion carried by roll call vote.

A chart showing a percentage breakdown of membership fees paid by membership category was distributed to the Board per Peter Kozup's inquiry during the April Board meeting.

A list of surplus furniture was presented to the Board.   It included a pedestal desk, credenza, executive chair, printer stand, and table.   Mary Frances Burns moved and Nancy Simpson seconded that the items be declared surplus items and that they be disposed of as appropriate.  Motion carried by voice vote.  The items will be listed on the DeskTop and sold to members on a first-come basis.

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

In the Federal Grant, $449.33 (Fringe-PERS) was transferred to Equipment - Furniture and Equipment.  $200.42 (Fringe-PERS), $30.35 (Supplies-Office) and $509.08 (Other-Printing) were all transferred to Contractual-Delivery.  $138.11 (Fringe-PERS) was transferred to Fringe-Medicare.

In the State Funds, $186.40 (Fringe-PERS) was transferred to Fringe-Medicare.

In the Local Funds, $393.96 (Fringe-PERS), $22 (Contractual-Security) and $243.07 (Contractual-Cleaning) were all transferred to Equipment-Furniture and Equipment for Computer Upgrades.  $600 (Other-Telephone) and $50 (Other-Legal / Auditor) were transferred to Supplies-Supplies.  $73.61 (Fringe-PERS) was transferred to Fringe-Medicare.  $820 (Other-Insurance Liability) and $180 (Other-Insurance Property) were transferred toOther-Printing.  $270 (Other-Insurance Property) and $102.22 (Other-Gas Services) were transferred to Other-Software Support.  $1,250 (Contractual-Maintenance) and $50 (Contractual- Rent /  Lease) were transferred into Contractual-Cleaning.  $399.13 (Contractual-Rent / Lease) was transferred to Contractual-Temporary Contract.  In addition, $50 (Other-Legal), $275 (Contractual-Maintenance), $725 (Travel-Conferences), $1,130 (Travel-Travel), and $200 (Other-Postage) were all transferred into the newly created Equipment-Furniture and Equipment for computer upgrades.

As we near the end of NOLA's fiscal year, it may become necessary to make last minute budget revisions and transfers.  Nancy Currie moved the Executive Director, Clerk-Treasurer, and / or Deputy Clerk-Treasurer be able to make the necessary transfers or revisions as needed before May 31 and that the Board be informed of them at the June 17 meeting.  Phyllis Cettomai seconded motion.  Motion carried by roll call vote.

It was reported that 53 people attended NOLA's Spring Planning Retreat.  Phyllis Cettomai and the Bylaws / Long Range Planning Committee will be analyzing the data from the Retreat for presentation to the Board.   Director Fry reported that Technology Coordinator Brad Stephens was attending the Senate Finance Hearing on behalf of NOLA in Columbus that was taking place the same time as this Board Meeting.  Fry thanked those Directors who took the time to write letters to their Senators and members of the House Finance Committee on NOLA's behalf.  She will have more information about the budget and items included in it following her meeting on Friday.

A sheet outlining the estimated Income and Expenses for the Daily Delivery Service was discussed.  As the employee who had negotiated the $9.50 per stop cost is no longer with U.S. Cargo, Mike Snyder from CAMLS will be meeting with a company representative in Columbus this week to verify if the proposal will stand.   With the proposal as it exists at this time, NOLA participants will pay 66% of this cost, approximately $3,100 per year for five day delivery service.  As with most items, this figure will need to be revised if the dollar amounts currently in the House Budget are not approved in the final budget.  Lois Wynkoop moved and Mary Frances Burns seconded that the formula that has been developed for the Daily Delivery Service, reflecting a 66% charge to participants be adopted, recognizing that the final figures will be calculated when the final revenue figures are available.  Motion carried by roll call vote.

The concept of NOLA hosting a hospitality suite at the Ohio Library Conference in September was discussed, and the Staff was instructed to research the costs, etc.

Thanks to the development of special software by Brad Stephens, NOLA will be able to offer "What's On Your Mind", a feedback mechanism where individuals can leave comments or have questions answered on the Desk Top while remaining completely anonymous.

The Quarterly Meetings will be offered in a different format next year in order to attract more attendees.  The fall meeting will offer lunch and a speaker; efforts including a publicity blitz and personal phone calls will be employed to get participants.  The spring meeting will continue to the the annual planning sessions.   Breakout sessions on various subjects are being considered for the two others.

Director Fry mentioned that she has spoken with the Ohio Library Council about publishing guidelines for Boards to follow when hiring a new Director.  Lois Wynkoop mentioned that a publication of this nature would need to be kept timely in order to be useful.

Since the Technology Coordinator was in Columbus, Director Fry directed Board Members to Stephen's written report, specifically to the item on library readiness for Statewide Resource Sharing.  NOLA will examine the current status of member libraries and offer a meeting during the summer presenting options for those who aren't Z39.5 compliant.

Lattanzi reported that the Youth Services Symposium had 95 attendees and the location was highly praised by attendees.  NOLA had 23 representatives at the symposium.

Lattanzi reported that the fall continuing education workshop calendar has been laid out and that final arrangements are being made with speakers, etc.  She reported that they will try offering some "moveable" programs for support staff to make it easier for more people to attend.  In addition, Lattanzi gave reports on the Bechtel experience and the Touch of Class programs.  All were favorable received.

IV e. Board Officers' Report

Mary Frances Burns informed the Board Members that there are books no longer needed in the Book Discussion Group Collection due to poor condition or lack of use.  Burns moved that 37 titles be deemed surplus material and disposed of as appropriate.  Second by Cheryl Bugnone.  Motion passed by voice vote.  Those items in decent condition will be placed in the "Casa Libros" bookcase for sale to interested people.

President Donna Wall described NOLA's recent participation in the American Library Association's National Legislative Day, and complimented Director Fry and Continuing Education Coordinator Melissa Lattanzi for their efforts toward making the experience a success.

IV f. State Library of Ohio Report – None Presented.

V.    Current Business

Nancy Simpson, Chair of the Personnel Committee, informed the Board that the Committee would be meeting immediately following lunch in order to discuss the performance reviews of the Executive Director and Clerk-Treasurer.  The Committee will also make recommendations on possible salary increases that will be presented to the Finance Committee for inclusion in the budget pending Board approval.

Simpson also presided over a discussion about youth services that focused on the responses received at the planning retreat.  While many "number one" priority dots appeared to emphasize the need for a full time position, in the second round, this only received one.  In the budget for next year as it stands at the moment, pending funding approval, there is money for a 20 hour per week position, which would be a substantial increase in services from what we are receiving now under the shared contract.  The salary and benefits for a part-time (approximately $28,260 with benefits and mileage) versus full time (approximately $53,000 with benefits, mileage, etc) positions were revealed.  After much discussion, it was decided to survey the public library directors and school principals to see if they would be willing to pay extra in order for NOLA to offer a full time position in this area.

Board election results will be forwarded to Mary Frances Burns, Chair of the Nominating Committee, in order for the Committee to set up a Board Officer Slate to be presented and voted on at the June meeting.

Director Fry directed Board Members to the Youth Services, Marketing, and Strategic Plan Progress Reports that were included in the packets.

VII b. Public Comments - None Presented.

The next meeting will be at the NOLA Conference and Training Center on June 17.   A lunch will follow the meeting at Leo's in Warren.

A motion was made by Cheryl Bugnone and seconded by Donna Fried to adjourn the meeting at 12:20 p.m. Motion carried by voice vote.

 

 

 

_____________________________________________

Mary Frances Burns, Secretary                                  Date

 

 

 

_____________________________________________

Donna Wall, President                                                Date

NOLA Regional Library System
4445 Mahoning Ave
Warren, OH 44483

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Revised: 06/23/99 09:10:05 AM
URL: http://www.nolanet.org/meetingminutes/approved/0599.htm