NORTHEAST OHIO REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
August 19, 2008
Northeast Ohio Regional Library
Call to Order / Roll Call and
President Mary Frances Burns called the meeting to order at
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
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.
Oaths of office were performed
during Fiscal Officer’s Report (see below).
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).
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
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 –
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.
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
VI. New Business
VII. Items Too Late For the Agenda
VIII. Public Comments
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
A Finance Committee meeting will be
scheduled prior to the Board Meeting at 9:00 a.m.
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.
Mary Frances Burns,