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NOLA BOARD OF TRUSTEES
REGULAR MEETING
JULY 20, 1999

1 a. Roll Call

President Donna Wall called the meeting to order at 10:12 a.m.

Present: Mary Frances Burns, Nancy Currie, Carol Davis, Diane Fritz, Ellen Leavitt, Ruth Mizik, Susan Weaver, and Lois Wynkoop.

Also in attendance: Executive Director Millie Fry, Technology Coordinator Brad Stephens, Continuing Education Coordinator Melissa Lattanzi, Clerk-Treasurer Anne Hoerig, and Roxane Oakley from the State Library of Ohio.

Nancy Currie moved and Mary Frances Burns seconded that the Agenda be approved as presented. Motion carried by voice vote.

Lois Wynkoop administered the oath of office to new Board Members Diane Fritz and Ellen Leavitt, and to Mary Frances Burns, Nancy Currie, and Donna Wall, who had been elected to serve for another term.

Election Committee Chairperson Mary Frances Burns distributed ballots for the positions of Secretary and Vice-President / President Elect. Anne Hoerig collected the ballots, and announced that Nancy Currie was elected as the new Vice-President, and Mary Frances Burns as the Secretary.

Lois Wynkoop administered the oath of office to incoming President Susan Weaver, Vice President-Elect Nancy Currie, and Secretary Mary Frances Burns.

Mary Frances Burns moved and Carol Davis seconded that Millie Fry be appointed as the Executive Director of NOLA Regional Library System for the 1999 – 2000 fiscal year. Motion carried by a voice vote.

Nancy Currie moved and Susan Weaver seconded that Anne Hoerig be reappointed as the Clerk-Treasurer. Motion carried by a voice vote. Ruth Mizik moved and Diane Fritz seconded that Melissa Lattanzi be re-appointed as the Deputy Clerk-Treasurer. Motion carried by voice vote.

1 h. Swearing in of the Clerk-Treasurer and the Deputy Clerk-Treasurer

Lois Wynkoop administered the oath of office to Anne Hoerig and Melissa Lattanzi.

After thanking everyone for his or her help over the past year, President Emeritus Donna Wall turned the meeting over to President Susan Weaver.

It was moved by Carol Davis and seconded by Donna Wall that the minutes for June 17, 1999 be accepted as presented. Motion carried by voice vote.

III. Correspondence – None Presented.

Mary Frances Burns moved and Ruth Mizik seconded that the Clerk-Treasurer or Deputy Clerk-Treasurer be authorized to pay bills during NOLA’s 1999-2000 fiscal year. Motion carried by roll call vote.

Clerk-Treasurer Hoerig distributed an Estimated Revenue Sheet to Board Members that showed income by line item. Board Members were reminded that the general fund item is a combination of the former non-project and local cash lines. Nancy Currie moved and Lois Wynkoop seconded that the estimated revenue be accepted as presented. Motion carried by roll call vote.

Carol Davis moved and Ellen Leavitt seconded that the Annual Appropriations Resolution for the 1999 – 2000 fiscal year be approved as presented. Motion carried by roll call vote.

Clerk-Treasurer Hoerig recommended that the appropriation for Furniture and Equipment in the Local Cash Fund (101.5510) be increased by 5,149.88 for a new balance of $13,649.88. Ruth Mizik moved and Nancy Currie seconded this recommendation. Motion carried by roll call vote. Mary Frances Burns moved and Carol Davis seconded that the Petty Cash Fund be set at $150. Motion carried by roll call vote.

Clerk-Treasurer Hoerig distributed an updated Non-Project Fund Income Statement. This sheet showed $103,665.73 unencumbered. Approximately $92,800 will remain after expenses for the distance-learning project and the replacements purchased for the stolen laptop computers.

Additional transfers were made during the month in order for line items to balance at the end of the year. As per last month’s motion, these were brought to the Board’s attention for formal approval. Nancy Currie moved and Ruth Mizik seconded that the transfers below be accepted. Motion carried by roll call vote.

In the federal funds, $8.54 (Fringe-PERS) and $10.02 (Fringe-Medicare) were moved to Fringe-Health Insurance. $12.61 (Travel in State) was moved to Travel-conferences. $1,003.84 (Contractual-Interlibrary Loan) was moved to Contractual-Delivery. $50 (Equipment) was moved to Travel in State.

In the state funds, $50 (Travel-Local) was moved to Travel-Conferences. $50 (Equipment) was moved to Travel-Local.

In the local funds, $50 (Fringe) was moved to Equipment. $6.17 (Supplies) was moved to Fringe. $50 (Equipment) was moved to Travel. $271 (Supplies) was moved to Other. $35.54 (Materials-Story Time) was moved to Materials-Professional Collection. $246.10 (Contracts-Temporary Contracts) was moved to Contracts-Rent/Lease. $28.89 (Contracts-Lectures and Speakers) was moved to Contracts-Temporary Contracts. $122.29 (Other-Software Support) and $20.58 (Other-Water) were moved to Other-Electricity. $250 (Other-Software Support) was moved to Other-Telephone. $26.42 (Fringe-Unemployment) and $25.39 (Fringe-Medicare) were moved to Fringe-Health. $130 (Travel-Conferences) was moved to Travel in State.

The question was raised as to whether NOLA can expend its foundation monies (approximately $11,000) to fund one of the projects NOLA will be doing this year, such as distance learning. Hoerig will investigate and get back to the Board on this issue.

Clerk-Treasurer Hoerig informed the Board that NOLA has decided to keep the credenza that was declared as surplus furniture on May 18.

Lastly, Clerk-Treasurer Hoerig presented the Financial Reports. Hoerig pointed out in them that the last two certificates of deposit have been removed from National City Bank and are now in Star Ohio as instructed. The encumbered items shown in the financial reports will be expended before the August 31. Mary Frances Burns moved and Donna Wall seconded that the financial reports be accepted as presented. Motion carried by a roll call vote.

Director Fry reported that regional library systems will receive 90% of the funding that had been previously received from LSCA funds in the final version of the Ohio State Budget. She thanked the Legislative Committee and members for all their hard work with the legislators to ensure this funding.

An addendum to the U.S. Cargo Delivery System Contract was discussed. It is a "bill of lading" and will permit participants to purchase additional insurance coverage on items of greater value that libraries plan to ship. A letter will be sent out to participants shortly outlining the procedures to follow. The cost is reasonable and will be billed through NOLA.

As Ohio discusses a statewide resource sharing, one question that is asked is whether public libraries will borrow anything from school library collections. Statistics from Rock Creek Public Library in Ashtabula County were distributed that show they make good use of the school collections in their area. While money was not included in the State’s Biennial Budget to fund the project, the Resource Sharing Steering Committee will be meeting in August to plan the next step in making this a reality. It is hoped that some funding can be found for the technological aspects of this project.

Director Fry and Brad Stephens discussed the upcoming salary and benefits survey.

The software has been completed and instructions will be issued shortly. The survey was designed from the ground up, is based on an hourly rate to make a better comparison, is written in an open format (which will allow other surveys to be created from it in the future), and will allow participants to choose subsets by which to compare libraries of choice using size, budget, geographical area, etc. August has been designated as the month for data gathering, and the deadline for data entry is August 30. Libraries from around the state are encouraged to participate in this study.

Director Fry was pleased to announce that Sarah Long, new President of the American Library Association will be the featured speaker at NOLA’s Quarterly Meeting on September 21. Board Members were also reminded that there will be a Board Breakfast preceding the August 17 meeting at 9:20 a.m.

It was reported that the Remote Access Port has migrated successfully to the OPLIN server and the project is complete. OPLIN is preparing publicity for this project, and before September 1 it is expected that more than 225 sites will offer remote access to selected OPLIN databases for their patrons.

Majordomo is listserv software that NOLA now has running and will begin offering to member libraries. NOLA can create special communication paths for particular groups of people, such as directors, with Majordomo. With it, libraries could create listservs for the community, etc. More information will be forthcoming about this product.

Technology Coordinator Brad Stephens announced that NOLA is now Y2K compliant.

As the result of Tech Connections, Stephens and his counterpart in NORWELD will be meeting with a representative of the Microsoft Midwest Division in Columbus to discuss possible grants for libraries in Ohio. He will keep the Board apprised of this partnership.

The fall 1999 Continuing Education Catalog is complete and was distributed. Lattanzi pointed out the improvements to this edition, including the maps to "off site" training locations and presenters’ vitas. Lattanzi will be focusing on the topics for the board of trustee workshops and outcome measures over the next month, then will start planning the winter catalog.

President Weaver is working on committee assignments and urged Board Members who would like to serve on a specific committee to contact her. She also asked that people let her know names of members who may be untapped that would like to serve or who have talents that would help NOLA over the next year.

Oakley, the Library / Schools Consultant, attended this meeting for Jay Burton. Burton is still conducting users forums. Oakley reported that Burton has been pleased with the feedback from the forums and hopes to attend NOLA’s next board meeting with an update about them.

The State Library hopes to announce a new location in the near future. If negotiations go as planned, the State Library will be moving in January.

The State Library has applied for a Gates Foundation grant for equipment for libraries in Ohio. Both Oakley and Stephens emphasized that the possible funding mentioned earlier is not from the Gates Foundation.

Over $6 million in grant requests have been received by the State Library. The Committee is in the process of analyzing these requests, and hopes to make recommendations as to which projects will receive the $3 million to the Board for its September Meeting. Mini-grant guidelines will be issued some time in August

Oakley took the opportunity of her visit to discuss her position and its parameters with the Board. She sees school / library cooperation and continuing education as big issues for the clientele she serves.

On behalf of the Personnel Committee, Mary Frances Burns requested that the Board eliminate a sentence that no longer applies under "Hours of Work" in the Personnel Policy. The board voted to eliminate the following sentence by voice vote. "Full time employees also receive one half hour paid lunch per day."

Board members were directed to Enclosure Number 12, the 1999 – 2000 Board Calendar. Board Members were reminded that while it is almost complete, that there may be future changes, and the updated version will be posted on the NOLA Desktop.

Nancy Currie reported, that if all goes as planned, MacKenzie Library in Madison will be closed the week of August 9^th to move into its temporary quarters. While the address will be different, the phone number will remain the same.

VII b. Comments By Visitors – None Presented

The next meeting will be at the NOLA Conference and Training Center on August 17 at 10:00 a.m. It will be preceded by a breakfast at 9:20 a.m.

The motion was made by Lois Wynkoop and seconded by Mary Frances Burns to adjourn the meeting at 11:41 a.m. Motion carried by voice vote.

 

_________________________ ________________________

Mary Frances Burns, Secretary Date

_________________________ ________________________

Susan Weaver, President Date

NOLA Regional Library System
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Warren, OH 44483

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Revised: 08/30/99 01:15:54 PM
URL: http://www.nolanet.org/meetingminutes/approved/0799.htm