WILLOUGHBY-EASTLAKE PUBLIC LIBRARY
Organizational Meeting of the Board of Trustees,
Monday, January 21, 2008, Willowick Library Board Room 7:00 p.m.

Present:  Mrs. Fiorello, Mr. Lehtoma, Mr. Mackey, Mrs. Mismas, Mrs. Stevens, Mrs. Webster        
The meeting was called to order by President Mackey at 7:00 p.m.

Mrs. Mismas presented a plaque thanking Mr. Mackey for serving as Board President for 2007.

The President presented the minutes of the regular meeting of December 17, 2007.

MOTION 1-08
Mr. Lehtoma moved Mrs. Stevens seconded that the minutes of the regular meeting of December 17, 2007 be approved as submitted.    

On roll call, the following vote was cast: All “Ayes.” Motion carried.

The nominating committee (Mr. Mackey, Mrs. Stevens and Mrs. Webster) presented the slate of officers and committee members for 2008.

MOTION 2-08
Mrs. Fiorello moved and Mrs. Webster seconded that the Board accept the nominating committee report as presented:  President – Mrs. Mismas, Vice-President – Mrs. Fiorello,  Secretary – Mrs. Webster.

On roll call the following vote was cast: All “Ayes”.  Motion carried.

Bond was set for the Clerk-Treasurer and Deputy Clerk-Treasurer.

MOTION 3-08
Mrs. Webster moved and Mr. Mackey seconded that the Board accept the bond for the Clerk-Treasurer ($75,000), and the Deputy Clerk-Treasurer ($25,000).

On roll call the following vote was cast:  All “Ayes.”  Motion carried.

Suzan Bocciarelli took the oath of office as Clerk-Treasurer.

CLERK-TREASURER’S REPORT

MOTION 4-08
Mrs. Stevens moved and Mr. Mackey seconded that the Board approve the December Clerk-Treasurer’s report:

DECEMBER LIST OF BILLS PAID:  $412,140.39

DECEMBER FINANCIAL STATEMENT (YTD)

 

                                        RECEIPTS                  EXPENDITURES                   BALANCES

General Fund                  $4,792,811.00                 $4,696,883.15                    $1,899,621.83

Grants                               106,559.99                         106,559.99                               - 0 -

Capital Projects Fund           7,848.07                             - 0 -                                 202,671.34

Computer Information          7,313.04                             - 0 -                                 174,559.91

Fiduciary Fund –Worrallo       445.81                             - 0 -                                   16,966.24

TOTALS                      $4,914,977.91                   $4,803,443.14                     $2,293,819.32

DECEMBER INVESTMENTS:

STAR Ohio – General Fund                    $482,903.54

STAR Ohio -Capital Projects                           686.07

Federal Home Loan Mtg.                           245,236.11

Federal Farm Credit Bank                          346,488.33

Charter One Account                                  290,424.33

First Merit CD’s                                         256,651.71

Former FEMA – Charter One                    106,947.05

Worrallo Trust CD                                       16,966.24

National City CD                                        100,430.56

Charter One CD                                           374,559.91

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Lehtoma, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

AUTHORIZATION MOTIONS

MOTION 5-08

Mrs. Webster moved and Mrs. Fiorello seconded that the Clerk-Treasurer be authorized to make the following transactions for 2008:                                 

Transfer Funds on the Library’s books from one account to another during 2008 as needed.

Invest the Library’s funds in accordance with the current Library Investment Policy.

The President or Vice-President of the Board, along with either the Clerk-Treasurer or Deputy Clerk-Treasurer be authorized to sign checks written against the General Fund.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Lehtoma, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

MOTION 6-08
Mr. Mackey moved and Mrs. Webster seconded that the Board approve the request for advance of taxes collected.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Lehtoma, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

COMMITTEE REPORTS

The following are committee appointments for 2008:  Audit – Lehtoma (chair) Fiorello, Orr (community rep); Building/Technology – Petruccio (chair), Mackey, Stevens; Personnel/Finance- Stevens (chair) Fiorello, Petruccio;  Policy/By-Laws – Mackey (chair), Lehtoma, Webster.

PERSONNEL

MOTION 7-08
Mrs. Webster moved and Mrs. Stevens seconded that the Board approve the Personnel Actions report.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Lehtoma, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

FACILITIES MANAGER’S REPORT

MOTION 8-08
Mr. Lehtoma moved and Mrs. Fiorello seconded that the Board approve a contract with Ecolawn for lawn fertilization (four times/year) in the following amounts:  Eastlake -$334.24; Willoughby-$157.00; and Willowick - $459.24.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Lehtoma, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

DIRECTOR’S REPORT

MOTION 9-08
Mrs. Webster moved and Mrs. Stevens seconded that the Board approve the contract with Clevnet for 2008 for a total of $181,855.01.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Lehtoma, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried.

Three strategic planning meetings will be held on February 20th, 21st and 28th.  Mrs. Mismas will attend the meeting on the 20th at Eastlake, Mr. Lehtoma will attend the meeting on the 21st at Willoughby Hills and Mrs. Stevens and Mrs. Webster will attend the meeting for staff on the 28th. 

Mr. Mackey, Mrs. Stevens and Mrs. Webster will attend the Ohio Library Council Trustee dinner on April 23, 2008 in Independence.  Mrs. Fiorello will attend the dinner in Kent on March 18th     and Mrs. Mismas will attend the dinner in Columbus on April 10th.

The library received two quotes on the construction of the new desk at the Willoughby Hills Library.  The library agreed to the quote from Walbridge for approximately $7,800 and an estimated time of completion of about three weeks. 

MOTION 10-08
Mrs. Stevens moved and Ms. Lehtoma seconded that the Board approve the list of surplus equipment and supplies for discard as presented.

On roll call the following vote was cast:  All “Ayes.”  Motion carried. 

COMMUNICATIONS

The library received a letter from the Salvation Army, thanking us for the donation of gloves and mittens that were collected at a staff party. 

NEW BUSINESS

The Board asked Ms. Dugan to prepare a time-line scheduling levy activities.

MOTION 11-08
Mr. Lehtoma moved and Mrs. Stevens seconded that the Board adjourn into Executive Session at 7:55 p.m. to discuss Mrs. Bocciarelli’s evaluation.

On roll call the following vote was cast:  All “Ayes.”  Motion carried.

MOTION 12-08
Mrs. Stevens moved and Mr. Lehtoma seconded that the Board return from Executive Session at 8:14 p.m.

On roll call the following vote was cast:  All “Ayes.”  Motion carried.

NEXT MEETING, Monday, February 18, 2008 at 7:00 p.m. Eastlake Library Meeting Room.

MOTION 13-08
Mr. Lehtoma moved and Mrs. Stevens seconded that the Board adjourn the meeting at 8:15 p.m.

On roll call the following vote was cast:  All “Ayes”. Motion carried. 

WILLOUGHBY-EASTLAKE PUBLIC LIBRARY
Organizational Meeting of the Board of Trustees,
Monday, January 22, 2007, Eastlake Library Meeting Room 7:00 p.m.

 

Present:  Mrs. Fiorello, Mr. Mackey, Mrs. Mismas, Mr. Robertson, Mrs. Stevens, Mrs. Webster                            

The meeting was called to order by President Robertson at 7:05 p.m.

Mr. Mackey presented a plaque thanking Mr. Robertson for serving as Board President for 2006. 

The President presented the minutes of the regular meeting and the Personnel/Finance and Policy/By-Laws committee meetings of December 18, 2006.

MOTION 1-07

Mrs. Webster moved Mr. Mackey seconded that the minutes of the regular meeting and the Personnel/Finance and Policy/By-Laws committee meetings of December 18, 2006 be approved as submitted.    

On roll call, the following vote was cast: Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens abstained; Mrs. Webster, “Yes”.  Motion carried.  

The nominating committee report was presented.  

MOTION 2-07

Mrs. Stevens moved and Mr. Robertson seconded that the Board accept the nominating committee report as presented:  President – Mr. Mackey, Vice-President – Mrs. Mismas, Secretary – Mrs. Fiorello. 

On roll call the following vote was cast: All “Ayes”.  Motion carried.

Bond was set for the Clerk-Treasurer and Deputy Clerk-Treasurer.

MOTION 3-07

Mrs. Webster moved and Mrs. Mismas seconded that the Board accept the bond for the Clerk-Treasurer ($75,000), and the Deputy Clerk-Treasurer ($25,000). 

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

Mr. Mackey administered the oath of office to Suzan Bocciarelli, Clerk-Treasurer.

 

CLERK-TREASURER’S REPORT

MOTION 4-07

Mrs. Stevens moved and Mr. Robertson seconded that the Board approve the December Clerk-Treasurer’s report:

 

DECEMBER LIST OF BILLS PAID:  $439,133.27

DECEMBER FINANCIAL STATEMENT (YTD) 

                                         RECEIPTS                 EXPENDITURES                 BALANCES 

General Fund                  $4,711,019.49                 $4,553,265.43                    $1,803,693.98 

Grants                                    - 0 -                                  - 0 -                                     - 0 -  

Capital Projects Fund         30,000.00                             -0 -                                194,823.27 

Computer Information        20,000.00                           19,382.95                        167,246.87 

Fiduciary Fund –Worrallo       527.53                             - 0 -                                 16,520.43 

TOTALS                      $4,761,547.02                   $4,572,648.38                    $2,182,284.55

 

DECEMBER INVESTMENTS: 

STAR Ohio – General Fund                    $459,191.10

STAR Ohio -Capital Projects                           652.71

Federal Nat’l. Mtg. Assn.                           302,425.15

Federal Nat’l. Mtg. Assn.                           345,138.60

Charter One Account                                  619,066.12 

First Merit CD’s                                         403,569.17

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

MOTION 5-07

Mrs. Fiorello moved and Mr. Roberson seconded that the Clerk-Treasurer be authorized to transfer funds on the library’s books from one account to another during 2007 as needed.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

MOTION 6-07

Mrs. Stevens moved and Mrs. Webster seconded that the Board authorize the Clerk-Treasurer to invest library funds in accordance with the current Library Investment Policy.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

 

MOTION 7-07

Mrs. Stevens moved and Mrs. Fiorello seconded that the Board approve the following authorization motions: 

·       The President or Vice-President of the Board, along with either the Clerk-Treasurer or Deputy Clerk-Treasurer be authorized to sign checks written against the General Fund.

·       That any one (1) of the following four (4) persons be authorized to sign checks against the payroll account:  President, Vice-President, Clerk-Treasurer and Deputy Clerk-Treasurer.

·       That any of the following four (4) persons be authorized to open the library’s one (1) safety deposit box as needed:  President, Vice-President, Clerk-Treasurer and Director. 

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried.   

MOTION 8-07

Mr. Robertson moved and Mrs. Webster seconded that the Board approve the request for advance of taxes collected.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

COMMITTEE REPORTS 

The following are committee appointments for 2007:  Building/Technology – Lisa Stevens (chair), Lisa Fiorello, Pat Webster; Policy/By-Laws – Diane Petruccio (chair), Lisa Fiorello, Connie Mismas; Personnel/Finance – Pat Webster (chair), Connie Mismas, Lisa Stevens; Audit – Cindy Orr (community rep), Diane Petruccio, Lisa Stevens.

PERSONNEL

MOTION 9-07

Mrs. Webster moved and Mrs. Stevens seconded that the Board approve the Personnel Actions report.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

FACILITIES MANAGER’S REPORT

Mrs. Pelcic will look into finding another company to supply maintenance to the elevators when the current contract with ThyssenKrup expires in June and August of this year.

DIRECTOR’S REPORT

MOTION 10-07 

Mrs. Webster moved and Mrs. Mismas seconded that the Board approve the Maintenance position description revisions as presented.   

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

MOTION 11-07

Mrs. Webster moved and Mr. Robertson seconded that the Board approve the emergency manual revision as presented. 

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

MOTION 12-07

Mrs. Mismas moved and Mrs. Webster seconded that the Board approve the payment of institutional dues for the Ohio Library Council in the amount of $5,587.00 for 2007.

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

MOTION 13-07

Mrs. Stevens moved and Mrs. Mismas seconded that the Board approve the list of surplus equipment and supplies for discard as presented.

On roll call the following vote was cast:  All “Ayes.”  Motion carried. 

COMMUNICATIONS

The library received a check for $125.00 from the son of a long-time patron of the Eastlake Library, Homer Rae.  Michael Rae requested that his father’s name be added to the plaque at the library entrance.  Mrs. Billson, Library Manager, suggested that the library use the surplus to purchase materials relating to baseball, since Mr. Rae was a Little League coach.

The Board received three applications for the seat vacated by Mr. Robertson.  The search will be extended for three weeks in order to attract a larger field of candidates.  The Board will examine applications at the February meeting and call to arrange for interviews shortly thereafter. 

NEW BUSINESS

Mr. French announced that due to Kathy Dugan’s diligent work on e-rate, the library received a rebate check for $12,660.59.

MOTION 14-07

Mrs. Webster moved and Mr. Robertson seconded that the library institute a fine-free schedule for juvenile overdue print materials (books, magazines and paperbacks), not AV materials. 

On roll call the following vote was cast:  Mrs. Fiorello, “Yes”; Mr. Mackey, “Yes”; Mrs. Mismas, “Yes”; Mr. Robertson, “Yes”; Mrs. Stevens, “Yes”; Mrs. Webster, “Yes”. Motion carried. 

Mr. Mackey asked that Mr. French write a letter to Colleen Kelly commending her on her involvement with R.E.S.P.E.C.T., staff training and staff development day.

OLD BUSINESS 

The Board will give Mrs. Bocciarelli her evaluation at the February Board meeting. 

NEXT MEETING, Monday, February 19, 2007 at 7:00 p.m. Eastlake Library Meeting Room.  

MOTION 15-07

Mrs. Webster moved and Mrs. Stevens seconded that the Board adjourn the meeting at 8:25 p.m.

 On roll call the following vote was cast:  All “Ayes”. Motion carried.