BOARD OF TRUSTEES REGULAR MEETING

August 19, 2008

10:00 a.m.

Northeast Ohio Regional Library System

I.                    Call to Order / Roll Call and Introductions

President Mary Frances Burns called the meeting to order at 10:04 a.m. 

Present:  Mary Frances Burns, Judith Campbell, Jane Carle, Andrew Davis, David Dial (10:12), Patrick Finan, Elizabeth Lantz, Andrew Mangels, Melissa Percic, Susan Roberts, Jennifer Schwelik (10:42), Cecilia Swanson and Steve Wood.

Also present:  Ruth Christie, Warren-Trumbull County Public Library, Cathy Hakala-Ausperk, Executive Director Bill Martino, Fiscal Officer Molly Riffle, Senior Technology Analyst Shawn Walsh, Senior Continuing Education Specialist Melissa Lattanzi and Executive Administrative Assistant Bonnie Tyler.

Ib.        Approval of Agenda

The oath for Board Secretary will be administered upon David Dial’s arrival.  NEO-RLS Committees was added to the agenda under Board Officers Report.

Ic.        Oath of Office*

            Oaths of office were performed during Fiscal Officer’s Report (see below).

II.                  Minutes

Steve Wood moved and Jane Carle seconded to approve the minutes of July 15, 2008 with corrections.  Motion passed by voice vote – 11 yes, 1 abstention (Campbell).

III.        Correspondence

            None presented.

Iva.       Fiscal Officer’s Report

Fiscal Officer Riffle presented the financial reports for July 2008.  Month to date deposits for the Bank and Investment Report for July were $200,354.88.  The State Grant Fund had 66.88% unencumbered. The Local Fund had 65.37% unencumbered.  July expenses reported on the Local Cash Fund Income Statement were $70,006.03.  Steve Wood moved and Judith Campbell seconded to approve the financial reports as presented.  Motion passed by roll call vote – all yes.  Fiscal Officer Riffle also presented a 3 year comparison that included all funds and a miscellaneous revenue breakdown. 

*Oath of Office – The oath of office was administered to newly elected Secretary David Dial.  The oath of office was administered to Cathy Hakala-Ausberk to serve the remainder of Steve Wood’s term.  President Burns along with those in attendance congratulated Steve on his retirement and thanked him for his service to NEO-RLS. 

A break was called from 10:15 a.m. to 10:20.

Fiscal Officer Riffle presented Board Resolution #2009-02 t to allow non-member libraries to partake in a one-time flash drive group purchase.  This will allow libraries throughout Ohio to partake in the purchase. Participating libraries must be on U.S. Cargo or must be willing to pick up the flash drives at the NEO-RLS office.  NEO-RLS will not pay to have the items shipped.  Several Board Members suggested setting an administration fee.  Discussion ensued.  Steve Wood moved and Judith Campbell seconded to approve the resolution with the addition of a $25.00 administrative fee for non NEO-RLS dues paying members.  Motion passed by roll call vote – all yes.

Fiscal Officer Riffle presented Board Resolution #2009-03 to allow geographic member libraries that are not dues-paying members to partake in a one-time “Go Green” Jan way bag group purchase.  Participating libraries must be on U.S. Cargo or must be willing to pick up the bags at the NEO-RLS office.  NEO-RLS will not pay to have the items shipped.  Executive Director Martino informed the Board that $6,000 bags were already ordered.  Price per bag is $1.15.  Discussion ensued.  David Dial moved and Judith Campbell seconded to approve the resolution.  Motion passed by roll call vote – 10 yes, 2 no (Finan / Roberts).  Patrick Finan will have the Finance Committee look into writing a policy to cover group purchase issues.

Fiscal Officer Riffle presented Board Resolution #2009-04 to allow NEO-RLS to pro-rate the cost of new services and programs, if said service or program is offered at any time after the start of the first month of the fiscal year.  Membership fees are excluded from being pro-rated.  Steve Wood moved and Cecilia Swanson seconded to approve the resolution as presented.  Motion passed by roll call vote – all yes.

Board Resolution #2009-05 is being issued for the creation of a new Special Revenue Fund for the Northeast Regional Library System.  Fund #275, referred to as the NOLA Trust Fund, and is being requested to separately account for those restricted revenues/expenditures associated with the NOLA Trust Fund.  The NOLA Trust fund is restricted as to its use by the NOLA Trust board.  Fiscal Officer Riffle reported that the auditor says that the trust must be a fund under the umbrella of NEO-RLS.  Patrick Finan moved and Susan Roberts seconded to approve the resolution as presented.  Motion passed by voice vote – all yes.

Fiscal Officer Riffle presented the Permanent Annual Appropriation Resolution for the KIN fund.  This document was presented to the Board for informational purposes.

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 presented the KIN Afterdark contract for service to Oregon in the amount of $59,292.  Patrick Finan moved and Elizabeth Lantz seconded to accept the contract pending review by legal council.  Motion passed by voice vote – all yes. Steve Wood suggested that Director Martino write this up and send into Hotline, Library Journal, etc…

Executive Director Martino inquired as to the possibility of setting fee to performer’s entering NEO-RLS Performer’s Showcase.  Discussion ensued.  It was determined that statistics need to be acquired to see who is using it before we consider continuing the program and/or assigning fees to it.  It was also suggested that if we keep this program, a review system needs to be added to the website.  Executive Director Martino will take the issue to the Finance Committee for further review.

Executive Director Martino reported that the Library Leadership Ohio program went very well and came in under budget.  Several items were discussed including diversity problems with selection, a need for more advertising, issues with fundraising, speaker issues and other agencies’ interest in the program.  Discussion ensued.  Senior Continuing Education Specialist Melissa Lattanzi reported that even with this being an unusual year, reviews of the program were very good. 

A break was called from 11:37 a.m. to 11:47 a.m.

Senior Technology Analyst Shawn Walsh reported that the technology department has been busy coding and deploying computers, continuing to work on the Morley Intranet and the McKinley websites.  He also reported that he is finishing up ContentDM and expects it be ready to open up to the membership very soon.  The department has also been working on the ROI web forms and is currently having problems with showing vendor discounts, etc...  It was suggested that the vendor issued be reviewed by the Finance Committee.

Senior Continuing Education Specialist Melissa Lattanzi reported that the fall planning is complete and workshops are posted.  The Continuing Education catalog will be going out soon.  She also expects the WebEx courses to be successful.  19 people are registered for this Friday.  It was suggested that NEO-RLS collect participant feedback on these workshops.  An online evaluation form is being worked on.

Senior Continuing Education Specialist Lattanzi reported the agreement for video conferencing has been created and will go out to the host libraries.

IVc      Board Officer’s Report

President Burns reported that the 2008-2009 Standing and Advisory Committees are being completed.  Since only board members may chair standing committees, she asked those in attendance contact her to volunteer for chair.  

V.        Current Business

None presented.

VI.        New Business

None presented.

VII.       Items Too Late For the Agenda

None presented.

VIII.      Public Comments

None presented

IX.        Next Meeting

The next meeting will be held September 23, 2008 at 10:00 a.m. at Hilton Garden Inn – Twinsburg, 8971 Wilcox Drive, Twinsburg, Ohio 44087 followed by the NEO-RLS Membership Meeting.

A Finance Committee meeting will be scheduled prior to the Board Meeting at 9:00 a.m.

X.         Adjournment

After a round of applause for departing Board Member Steve Wood, Melissa Percic moved and Andrew Davis seconded to adjourn the meeting.  Motion passed by voice vote.

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Mary Frances Burns, President                                       Date

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David Dial, Secretary                                                     Date