STOW-MUNROE FALLS PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR BOARD MEETING Monday October 15, 2012 CALL TO ORDER The meeting was called to order at 7:00pm by President David Renninger. PRESENT Christina Gary, Craig Mancuso, Secretary; David Renninger, President; Ron Antal, Tom Shubert, Vice President; Ken Gessford, Rick Archer ABSENT OTHERS PRESENT Doug Dotterer, Director, Linda Sutherland, Fiscal Officer PUBLIC MINUTES MOTION NO. 121015-1 APPROVE September 17, 2012 MINUTES Mancuso moved, Gary seconded: That the Board Minutes of September 17, 2012 regular meeting be accepted and approved. AYES: Archer, Gary, Gessford, Mancuso, Shubert, Antal, Renninger 1
FINANCE MOTION NO. 121015-2 APPROVE SEPTEMBER TREASURER S REPORT Shubert moved, Antal seconded: BANK That the Board of Trustees approves the Treasurer s Report for September 2012. MTD BANK REPORT FOR MONTH 09-STOW-MUNROE FALLS PUB LIB DESCRIPTION Begin Mo Bal MTD Deposit MTD Withdrawal MTD Tran In MTD Tran Out Balance 1 MAIN CHECKING ACCOUNT 533,228.86 296,466.97 201,680.81 0 200,000.00 428,015.02 2 PAYROLL CHECKING ACCOUNT 0 0 0 0 0 0.00 4 BUILDING PROJECT CHECKING ACCT 0 0 0 0 0 0.00 9 IMPREST FUNDS 300.00 0 0 0 0 300.00 20 CERTIFICATES OF DEPOSIT 0 0 0 0 0 0.00 21 STAR OHIO - INVESTMENTS 598,729.14 51.24 0 200,000.00 0 798,780.38 STAR OHIO BLDG - 24 INVESTMENTS 274,933.88 22.81 0 0 0 274,956.69 1,407,191.88 296,541.02 201,680.81 200,000.00 200,000.00 1,502,052.09 AYES: Gary, Gessford, Mancuso, Shubert, Antal, Archer, Renninger MOTION NO. 121015-3 APPROVE ALLOCATED 2013 PLF MONIES Archer moved, Gary seconded: That the Board of Trustees approves the 6.04747 % of estimated PLF monies for Summit County allocated to Stow-Munroe Falls Public Library for 2013 as agreed and voted on by the Library Trustees Council of Summit County on October 4, 2012. AYES: Gessford, Mancuso, Shubert, Antal, Archer, Gary, Renninger 2
MOTION NO. 121015-4 ADVANCES OF LOCAL TAXES Shubert moved, Mancuso seconded: Section I. Section II. Section III. Section IV. Now, therefore be it resolved by the Board of Trustees of the Stow-Munroe Falls Public Library: That the Auditor of Summit County be, and she is hereby, requested to issue an order to the Treasurer of Summit County to pay the Fiscal Officer of this Library Board such funds as may be available for distribution by said County Treasurer. That the Fiscal Officer be, and she is hereby, authorized to sign the necessary documents to secure such advances and also the secondary documents to secure the semi-annual settlement with the County Treasurer during the calendar year 2013. That the authorization herein conferred shall extend to any advances that may be requested during the calendar year 2013. That the Fiscal Officer of the Library Board be, and she is hereby, authorized and directed to certify and send a copy of this resolution to the County Auditor as may be necessary to make this resolution effective. AYES: Mancuso, Shubert, Antal, Archer, Gary, Gessford, Renninger MOTION NO. 121015-5 ACCEPT SUMMIT COUNTY BUDGET COMMISSION CERTIFICATION Shubert moved, Gary seconded: That the Board of Trustees accepts the amounts and rates as determined by the Budget Commission, as shown on the tax levy certificate. Please see attached copy. AYES: Shubert, Antal, Archer, Gary, Gessford, Mancuso, Renninger 3
PROGRAM DIRECTOR S REPORT MOTION NO. 121015-6 ACCEPT DIRECTOR S REPORT Shubert moved, Mancuso seconded: That the Board of Trustees accepts the written Director s report for the month of September 2012. The Library Board of Trustees stated the Stow-Munroe Falls Public Library will reimburse the Library staff for flu shots up to $30.00. All were in favor. DISCUSSION ITEMS Mr. Renninger asked the Library Board to review the committees and determine which committee the Trustee would like to be appointed to. Mr. Renninger stated he would like the decision by the end of November. BOARD COMMITTEES BUILDING & GROUNDS Mr. Gessford stated no Building & Grounds report. FINANCE Mr. Archer stated the Finance Committee met prior to the Records Commission meeting. Mr. Archer stated the Finance Committee recommends: MOTION NO. 121015-7 APPROVE INTRAFUND TRANSACTIONS That the Board of Trustees authorizes the Fiscal Officer to move: $30,000.00 from 101.0.51610 Hospitalization to 101.0.54100-101.0.54500 Materials AYES: Antal, Archer, Gary, Gessford, Mancuso, Shubert, Renninger 4
HUMAN RESOURCES Mr. Mancuso stated the evaluations for the Director and Fiscal Officer are to be distributed at the November meeting. LEGISLATION/RULES Mr. Antal stated the Legislation/Rules Committee recommends: MOTION NO. 121015-8 AMEND EMPLOYEE POLICY JOB CLASSIFICATIONS That the Board of Trustees amends the Job Classifications Employee Policy to read as: An employee must be employed by the library, in a new position, or at a new rate of pay for at least six (6) months before they are eligible for a yearly salary/hourly wage increase. The employee must have received a satisfactory rating in their performance evaluation to qualify for the increase. PAY GRADE MIN START 2.5-5YRS 6-10YRS MID 11-15YRS 16-20YRS MAX 21+YRS 1 $7.70 $7.70 $7.70 $7.76 $8.14 $8.54 FIXED 2 $7.70 $7.70 $7.76 $8.19 $8.60 $9.01 +/-10% 3 $8.21 $8.47 $8.67 $9.13 $9.60 $10.06 4 $8.67 $8.79 $9.04 $9.52 $10.01 $10.47 5 $9.13 $9.22 $9.45 $9.97 $10.46 $10.95 6 $9.59 $9.65 $9.92 $10.43 $10.96 $11.48 7 $10.06 $10.39 $10.68 $11.24 $11.80 $12.36 8 $10.30 $10.48 $10.92 $11.80 $12.69 $13.57 +/-15% 9 $10.54 $10.99 $11.47 $12.38 $13.33 $14.25 10 $10.78 $11.24 $11.71 $12.65 $13.59 $14.54 11 $11.13 $11.70 $12.31 $13.52 $14.75 $15.97 +/-18% 12 $11.54 $11.92 $12.55 $13.80 $15.04 $16.29 13 $11.95 $12.59 $13.24 $14.54 $15.53 $17.15 14 $12.54 $13.17 $13.88 $15.24 $16.61 $17.96 15 $12.85 $13.56 $14.25 $15.68 $17.07 $18.50 16 $13.63 $14.76 $15.54 $17.08 $18.62 $20.16 17 $14.41 $15.18 $15.98 $17.56 $19.14 $20.71 18 $14.74 $15.62 $16.56 $18.40 $20.24 $22.08 +/-20% 19 $15.48 $16.41 $17.38 $19.30 $21.23 $23.16 20 $16.73 $17.71 $18.76 $20.84 $22.95 $25.01 21 $17.51 $18.53 $19.63 $21.80 $23.99 $26.16 99 Per Market Value 5
Pay Grades and Staff Position Titles: *Per Market Administrative Assistant 13 Assistant Head Library Systems Administrator 99* Assistant Head of Children Services 19 Assistant Head of Circulation Services 13 Assistant Head of Reference Services 19 Assistant Head of Technical Services 19 Children Services Associate 14 Children Services Librarian 18 Deputy Fiscal Officer /Finance Assistant 14 Graphic Design Coordinator 16 Head Library Systems Administrator 99* Head of Children Services 21 Head of Circulation Services 15 16 Head of Reference Services 21 Head of Technical Services MLS 20 Head of Technical Services non-mls 15 Local History Librarian 18 Maintenance Associate 10 Marketing and Public Relations Coordinator 17 Marketing and Public Relations Manager 18 Outreach Librarian Children Services 18 Outreach Librarian Reference Services 18 Program Coordinator Children Services 14 Public Services Assistant Floor Coordinator 7 Public Services Assistant 3 Reference Services Associate 14 Reference Services Librarian 18 Shelving Page 1 Technical Services Clerk 4 Technical Services Processor 10 Teen Librarian 18 AYES: Archer, Gary, Gessford, Mancuso, Shubert, Antal, Renninger Mr. Antal stated the Legislation/Rules Committee recommends: MOTION NO. 121015-9 AMEND EMPLOYEE POLICY ORGANIZATION CHART 6
That the Board of Trustees amends the Organization Chart Employee Policy to read as: BOARD OF TRUSTEES DIRECTOR HEAD LIBRARY FISCAL OFFICER DEPUTY FISCAL SYSTEMS ASSISTANT HEAD LIBRARY SYSTEMS ADMINISTRATOR OFFICER/ ADMINISTRATOR FINANCE ASSISTANT REFERENCE SERVICES ASSOC. HEAD OF REFERENCE SERVICES ASSISTANT HEAD OF REFERENCE SERVICES REFERENCE SERVICES LIBRARIAN LOCAL HISTORY LIBRARIAN OUTREACH LIBRARIAN - REFERENCE SERVICES TEEN LIBRARIAN SHELVING PAGE HEAD OF CHILDREN SERVICES ASSISTANT HEAD OF CHILDREN SERVICES PROGRAM COORDINATOR - CHILDREN SERVICES CHILDREN SERVICES LIBRARIAN OUTREACH LIBRARIAN - CHILDREN SERVICES CHILDREN SERVICES ASSOC. PUBLIC SERVICES ASST. MARKETING AND PUBLIC RELATIONS MANAGER MARKETING AND PUBLIC RELATIONS COORDINATOR GRAPHIC DESIGN COORDINATOR HEAD OF CIRCULATION SERVICES ASSISTANT HEAD OF CIRCULATION SERVICES PUBLIC SERVICES ASSISTANT PUBLIC SERVICES ASST. - FLOOR COORDINATOR ASSISTANT HEAD OF TECHNICAL SERVICES 7
HEAD OF TECHNICAL SERVICES TECHNICAL SERVICES PROCESSOR TECHNICAL SERVICES CLERK ADMINISTRATIVE ASSISTANT MAINTENANCE ASSOCIATE AYES: Gary, Gessford, Mancuso, Shubert, Antal, Archer, Renninger Mr. Antal stated the Legislation/Rules Committee recommends: MOTION NO. 121015-10 AMEND MEETING ROOM POLICY That the Board of Trustees amends the Meeting Room Policy to read as follows: Library Meeting Rooms: The primary purpose of our meeting rooms is to provide facilities for Library-related activities. The needs of the Library, the Friends of the Stow-Munroe Falls Public Library, and the Stow-Munroe Falls Library Foundation will take precedence. The Stow-Munroe Falls Public Library reserves the right to cancel scheduled events or substitute rooms due to special Library programs. Whenever possible, a one (1) month notice will be given. No admission fee may be charged or funds solicited during the usage of the meeting rooms. The Director may deny future use of library facilities if library rules are not observed. Non-profit groups: Community or non-profit groups engaged in educational, civic, welfare, or cultural activities may use the meeting rooms at no charge during our open hours. Profit groups: Business and commercial groups may schedule a meeting room for sales meetings, conferences, and training sessions for a fee. A $10 fee will be charged to any group that requests a prior set-up in the Munroe Falls Room. The chart below indicates seating capacity, and fees. Remit payment with a completed application. Fees will be refunded if written notice of cancellation is received at least 48 hours before the scheduled meeting time. *SEATING Munroe Falls Room 32 Conference Room 14 Community Room 17 * maximum seating FEES Conference Room $30/hr Munroe Falls Room $25/hr Community Room $15/hr $10 prior set-up in the Munroe Falls Room 8
All persons or groups using the meeting rooms must adhere to the following: Groups that meet on a regular basis may book only six (6) months in advance. Groups using the Library meeting room must end the meeting or program, clean up, move tables and chairs (as needed) and exit the meeting room 15 minutes prior to the Library s closing time. An adult (21 years or older) must book the meeting room. Children and youth groups must have at least one adult present for every 25 children. This adult shall assume full responsibility for adherence to the Library s rules by members of the group and for any damage to Library property that may result from the organization s use of the facility. Groups using the Munroe Falls meeting room may rearrange furniture, but must return the room to its original configuration prior to the end of the scheduled room use (or will be charged a $10 fee). Persons using the Conference or Community Rooms are not permitted to move furniture. All groups will be responsible for the cost or repair of any equipment misused or damaged. Refreshments, excluding alcoholic beverages may be served in the assigned meeting room only. No cooking is permitted. Smoking is prohibited. Program attendees may be required to park in specially designated areas. A Meeting room application must be completed prior to usage of the room. AYES: Gessford, Mancuso, Shubert, Antal, Archer, Gary, Renninger LONG RANGE PLANNING Mr. Renninger stated Long Range Planning Committee met on September 26, 2012. Mr. Renninger stated the following items were discussed: 1. Reviewed CBLH story time renovation costs 2. Stow-Munroe Falls Library Foundation donated $10,000 towards the story time renovation 3. Next step is to coordinate contractors for the project 4. Preliminary costs for 2013 Phase I to be presented in the 2013 budget TECHNOLOGY Mr. Shubert stated nothing to report. Mr. Shubert stated there would be a Technology meeting in November. RECORDS COMMISSION Mr. Renninger stated the Records Commission Committee recommends: MOTION NO. 121015-11 APPROVE RC-3 FORM 9
That the Board of Trustees approves the RC-3 Form - Schedule of Records Retention and Disposition. Please see attached copy attached. The Fiscal Officer will submit the RC-3 form to the Ohio Historical Society. AYES: Mancuso, Shubert, Antal, Archer, Gary, Gessford, Renninger NEW BUSINESS Mr. Renninger appointed Rick Archer, Chair and Craig Mancuso as members of the Nominating Committee for Officers on the Stow-Munroe Falls Public Library Board of Trustees for 2013. 2013 HOLIDAY/SPECIAL CLOSING SCHEDULE MOTION NO. 121015-12 ADOPT 2013 HOLIDAY/SPECIAL CLOSING SCHEDULE_ Mancuso moved, Shubert seconded: That the Board of Trustees adopts the following 2013 Holiday and Special Library closings: January 1 New Year s Day (Tuesday) Closed * (OH) March 31 Easter Sunday (Sunday) Closed May 26 Sunday before Memorial Day Closed May 27 Memorial Day (Monday) Closed *(OH) July 4 Independence Day (Thursday) Closed *(OH) September 1 Sunday before Labor Day Closed September 2 Labor Day (Monday) Closed *(OH) November 28 Thanksgiving (Thursday) Closed *(OH) December 24 Christmas Eve (Tuesday) Closed *(OH) December 25 Christmas (Wednesday) Closed *(OH) * All regular full-time employees are entitled to eight (8) hours of paid leave for each of the official holidays (OH) on which the library is closed. *STAFF FLOATING HOLIDAYS January 21 Martin Luther King Day February 18 Presidents Day November 11 Veterans Day 10
* All regular full-time employees are entitled to paid leave for the three Floating Holidays on which the library is open: Martin Luther King Day; Presidents Day; Veterans Day. Floating Holidays must be taken by the last pay period of the year. *EARLY CLOSINGS November 27 Day before Thanksgiving (Wednesday) Close 5pm December 31 New Years Eve (Tuesday) Close 5pm *see pg 21, Holidays (Official and Floating)/Library Closings Employee Policy Manual AYES: Shubert, Antal, Archer, Gary, Gessford, Mancuso, Renninger MOTION NO. 121015-13 ADJOURNMENT Archer moved, Antal seconded to adjourn the meeting at 7:50pm. All were in favor. Secretary Board President Linda Sutherland Fiscal Officer 11
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