NORTHEAST OHIO REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
July 15, 2008
Northeast Ohio Regional Library
Call to Order / Roll Call and
Vice President/President Elect Mary
Frances Burns called the meeting to order at 10:07 a.m.
Present: Mary Frances Burns, Patrick
Finan, Melissa Percic,
Susan Roberts, Jennifer Schwelik, Karen Sonderman
and Steve Wood.
Also present: Jane
Carle, Kirtland Public Library, Andrew Davis,
Grand Valley Public Library, Elizabeth Lantz, Cleveland Museum of Art, Ingalls
Library, Andrew Mangels, Westlake Porter Public Library, Cecilia
Swanson, Portage County District Library, Ruth Christie, Warren-Trumbull County Public
Library, Executive Director Bill Martino,
Fiscal Officer Molly Riffle, Senior Technology Analyst Shawn Walsh, Senior
Continuing Education Specialist Melissa Lattanzi,
Executive Administrative Assistant Bonnie Tyler, Deputy Fiscal Officer Rose Marie Pecchio and Chris
Corbett Technology Analyst.
Patrick Finan moved the agenda be amended to include
an item from the NOLA Trust. It was also
requested that a motion be added to the agenda for removal of administration
fees for a group purchase of the database Ohio Capital connection. Susan Roberts seconded. Motion passed by voice vote – all yes. Items were placed on the agenda.
The oath of office was administered to newly elected board
members Jane Carle, Andrew Davis,
Elizabeth Lantz, Andrew Mangels and Cecilia Swanson.
Id. Election of 2008-2009 Officers
On behalf of the Nominating Committee, ballots for the
office of Vice-President/President Elect and Secretary were distributed. The ballots were tallied with Susan Roberts
elected as Vice President/President Elect and David
Dial as Secretary by a unanimous vote.
of Office for 2008-2009 Board Officers
Oath of office was administered to the new President Mary Frances Burns and Vice President/President
Elect Susan Roberts.
of NEO-RLS Staff
Karen Sonderman moved and Steve
Wood seconded that Bill Martino
be reappointed as the Executive Director, Molly Riffle as the Fiscal Officer
and Rose Marie Pecchio as Deputy
Fiscal Officer of the Northeast Ohio Regional Library System for the 2008-2009
fiscal year. Motion passed by roll call
vote – all yes.
of Office for 2008-2009 Clerk-Treasurer and Deputy Clerk-Treasurer
Oath of office was administered to Fiscal Officer Molly
Riffle and Deputy Fiscal Officer Rose Marie Pecchio.
Pat Finan moved and Steve Wood seconded to approve the minutes of June 16,
2008 with corrections. Motion passed by
voice vote – all yes.
Steve Wood moved and Andrew Mangels seconded to
authorize Fiscal Officer Molly Riffle to pay bills for 2008-2009. Motion passed by roll call vote – all yes.
Officer Riffle informed the board of the current bond amounts in place for the
Executive Director, Fiscal Officer, Deputy Fiscal Officer, with a blanket for
remaining NEO-RLS staff. Several board
members suggested setting the Deputy Fiscal Officer’s bond at $100,000 to match
the Fiscal Officer. Jennifer Schwelik
moved and Steve Wood seconded to
continue the bonds with the increase in the Deputy Fiscal Officer’s bond. Motion passed by roll call vote – all yes.
Officer Riffle presented the estimated revenue for 2008-2009 along with the proposed
budget. Susan Roberts moved and Melissa Percic seconded to accept the estimated
revenue and budget for 2008-2009 as presented.
Motion passed by roll call vote – all yes.
Officer Riffle presented the permanent appropriations resolution. Several board members suggested that KIN
monies be included on the permanent appropriations resolution. Fiscal Officer Riffle will provide the
permanent appropriations resolution for KIN at the next meeting. Patrick Finan
moved to accept the permanent appropriations resolution at the fund level. Cecilia Swanson
seconded. Motion passed by roll call
vote – all yes.
Officer Riffle requested the $150.00 petty cash fund be continued. Motion to do so was made by Jane Carle,
seconded by Melissa Percic. Motion passed by roll call vote – all yes.
Officer Riffle presented the financial reports for June 2008. Month to date deposits for the Bank and
Investment Report for June were $177,086.68.
The State Grant Fund had .00% unencumbered. The Local Fund had 10.66%
unencumbered. June expenses reported on
the Local Cash Fund Income Statement were $97,817.35. Andrew Davis
moved and Jennifer Schwelik seconded to approve the financial reports as
presented. Motion passed by roll call
vote – all yes.
Riffle presented Local Budget Transfer #9 and State Budge Transfer #9 to move
funds to close out the year. No action
Riffle presented Board Resolution #2009-01 to allow the Executive Director or
fiscal Officer to declare items (supplies, equipment, books, etc.) that are no
longer needed, no longer serviceable as surplus during the course of FY
Wood moved and Susan Roberts seconded to approve the resolution
as presented. Motion passed by roll call
vote – all yes.
Patrick Finan moved and Jane Carle seconded to
have the following people authorized to sign checks for NEO-RLS: Mary
Frances Burns, Susan Roberts, Patrick
Finan, Fiscal Officer Riffle and Deputy Fiscal Officer
Pecchio. All other individuals will be
removed. Motion passed by voice vote –
Riffle presented the list of members for 2008-2009. One late addition on the enclosure – Wayne
County Public Library. It was also noted
that CACL is no longer valid as it does not exist. Fiscal Officer Riffle will amend the
IVb. Executive Director’s Report
Director Bill Martino presented his
monthly report that included committee/interest group meetings, conferences,
site visits, and projects for the month.
Director Martino updated the board on talks he’s had with several vendors such
as Colibri and Mimio. He is also looking
at the possibility of holding a vendor day for NEO-RLS members.
Director Martino reported that the Dues Committee has been filled. Members of that committee include Nancy Currie, Sandi
Thompson, Kristen Pool, Melissa
Percic, Arlene Radden,
Camille Leslie, Cindy Lombardo,
Kathleen Jozwiak and Nancy Levin.
items discussed was the site selection for video conferencing that includes NEO-RLS,
Minerva Public Library, Wayne County Public Library, Cleveland Heights –
University Heights Public Library, North Ridgeville Public Library and possibly
Akron-Summit County Public Library.
Continuing Education Specialist Melissa Lattanzi presented her monthly report
that included statistics for the month of June and for fiscal year
2008-2009. She reported that she is
continuing to work on fall programming and finalizing Library Leadership. She expects that fall programming will be
completed and the CE catalog will be sent out the second or third week of August. Her trip to the ALA conference may result in bringing the
“Black Belt Librarian”, Warren Graham to NEO-RLS in June of 2009. Steve Wood
asked when NEO-RLS was going to advertise for the assistant continuing
education position. Executive Director
Martino said that there was no plan at this time to advertise. Patrick Finan
reported that the Personnel Committee wasn’t sure if the position was still
needed and will be looking at other options in the future.
Technology Analyst Shawn Walsh reported that he has been working with Chris Corbett to get him acclimated to NEO-RLS and
the member libraries. He also reported
that they have deployed a new server for the hosted Email and upgraded the SPAM
President Burns presented the 2008-2009 Standing and Advisory
Committees. Only board members may chair
standing committees. A sign up list was
V. Current Business
For the benefit of the new trustees,
Patrick Finan provided a brief
history of the self-funded health insurance program. He also updated the board on the progress of
the health insurance program separating from NEO-RLS and being funded as a
separate consortium with NEO-RLS acting as fiscal officer. He also reported on the upcoming talks with
the Ohio Plan and a possible merger.
Burns presented the calendar for 2008-2009 board meetings. To assist the NEO-RLS staff, President Burns
suggested that one-half of the meetings be held at the NEO-RLS office. She asked that those wishing to host a board
meeting this year contact Bonnie Tyler before the August meeting.
Officer Riffle presented the State Library of Ohio contract for fiscal year
Wood moved and Elizabeth Lantz seconded to accept the
contract as presented. Motion passed by
roll call vote – all yes.
Too Late For the Agenda
the benefit of the new trustees, Patrick Finan
provided a brief history and purpose of the NOLA Trust. He also reported that the Trust had made the
commitment to subsidize NEO-RLS $50,000 per year for rent as long as the office
remained at its current location through 2011.
He reported that the Attorney for the Trust has recently notified him
that a motion from the NEO-RLS Board of Trustees is needed on an annual basis
to receive the $50,000 in rent subsidy. Steve Wood moved and Melissa
Percic seconded that the NEO-RLS office remain at its current
location at least through June 30, 2009.
Motion passed by voice vote – all yes.
Steve Wood moved and Melissa
Percic seconded that a group purchase of the Ohio Capitol
Connection database for NEO-RLS member libraries be completed without charging
a 3% administration fee. Motion passed
by roll call vote – all yes.
VIII. Public Comments
IX. Next Meeting
The next meeting will be held August
19, 2008 at 10:00 a.m. at NEO-RLS, 4445
Mahoning Avenue NW, Warren, Ohio 44483.
Patrick Finan moved and Andrew
Davis seconded to adjourn the meeting at 12:00 p.m. Motion
passed by voice vote.
Mary Frances Burns,