BOARD OF TRUSTEES ORGANIZATIONAL MEETING

July 15, 2008

10:00 a.m.

Northeast Ohio Regional Library System

I.                    Call to Order / Roll Call and Introductions

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.

Ib.        Approval of Agenda

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.

Ic.        Oath of Office

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.

Ie.        Oath 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. 

If          Reappointment 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.

Ig.        Oath 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. 

II.                  Minutes

Pat Finan moved and Steve Wood seconded to approve the minutes of June 16, 2008 with corrections.  Motion passed by voice vote – all yes.

III.        Correspondence

            None presented.

IVa.      Fiscal Officer’s Report

-         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.

-         Fiscal 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.

-         Fiscal 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.

-         Fiscal 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.

-         Fiscal 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.

-         Fiscal 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.

-         Fiscal Officer Riffle presented Local Budget Transfer #9 and State Budge Transfer #9 to move funds to close out the year.  No action needed.

-         Fiscal Officer 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 2008-2009.  Steve 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 – all yes.

-         Fiscal Officer 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 list. 

IVb.      Executive Director’s Report

-         Executive Director Bill Martino presented his monthly report that included committee/interest group meetings, conferences, site visits, and projects for the month. 

-         Executive 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. 

-         Executive 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.

-         Other 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.

-         Senior 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.

-         Senior 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 filtering service. 

IVc      Board Officer’s Report

President Burns presented the 2008-2009 Standing and Advisory Committees.  Only board members may chair standing committees.  A sign up list was distributed.

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. 

VI.        New Business

-         President 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.

-         Fiscal Officer Riffle presented the State Library of Ohio contract for fiscal year 2008-2009.  Steve Wood moved and Elizabeth Lantz seconded to accept the contract as presented.  Motion passed by roll call vote – all yes.

VII.       Items Too Late For the Agenda

-         For 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

None presented

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.

X.         Adjournment

Patrick Finan moved and Andrew Davis seconded to adjourn the meeting at 12:00 p.m. Motion passed by voice vote.

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Mary Frances Burns, President                                       Date

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David Dial, Secretary                                                     Date

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