STOW-MUNROE FALLS PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR BOARD MEETING Monday June 20, 2011

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1 STOW-MUNROE FALLS PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR BOARD MEETING Monday June 20, 2011 CALL TO ORDER The meeting was called to order at 7:04 pm by President Renninger. PRESENT Rick Archer, Secretary; Ron Antal, Ken Gessford, David Renninger, President; Tom Shubert, Vice President ABSENT Rosemary Cannon, Craig Mancuso OTHERS PRESENT Doug Dotterer, Director; Linda Sutherland, Fiscal Officer PUBLIC No public present. MINUTES MOTION NO APPROVE MAY 16, 2011 MINUTES Shubert moved, Antal seconded: That the Board Minutes of May 16, 2011 regular meeting be accepted and approved. All were in favor. Motion carried FINANCE MOTION NO APPROVE MAY TREASURER S REPORT Shubert moved, Archer seconded: 1

2 That the Board of Trustees approves the Treasurer s Report for May BANK MTD BANK REPORT FOR MONTH 05-STOW-MUNROE FALLS PUB LIB DESCRIPTION Begin Mo Bal MTD Deposit MTD Withdrawal MTD Tran In MTD Tran Out Balance 1 MAIN CHECKING ACCOUNT 428, , , , PAYROLL CHECKING ACCOUNT BUILDING PROJECT CHECKING ACCT IMPREST FUNDS CERTIFICATES OF DEPOSIT STAR OHIO - INVESTMENTS 298, , STAR OHIO BLDG - 24 INVESTMENTS 274, , ,001, , , , AYES: Gessford, Shubert, Antal, Archer, Renninger PROGRAM DIRECTOR S REPORT There is no Director s report for the month of May 2011, The Director will report for the months of May, June and July for the August Board Meeting. Mr. Dotterer stated the new president for the Friends of Stow-Munroe Falls Public Library is Carole Jegley. Mr. Dotterer stated Pride in Library Day is June 29, Mr. Dotterer stated Mr. Renninger spoke at the Friends Annual Meeting and thanked the Friends for their hard work, generosity to the Library. DISCUSSION ITEMS No discussion items. BOARD COMMITTEES BUILDING & GROUNDS Mr. Gessford stated nothing to report. Mrs. Sutherland gave an update of the roofing project. 2

3 FINANCE Mr. Archer stated the Finance Committee met prior to the Board. Mr. Archer stated the Finance Committee recommends: MOTION NO APPROVE INTRAFUND TRANSACTION That the Board of Trustees authorizes the Fiscal Officer to move: $20, from Hospitalization to Building/Grounds Contract Geopfert Company to furnish the required labor and material to add Direct Digital Controls to the Administrative office zones and boiler systems at a price of $20, The funding for DDC Controls for the Administration area will result in an annual cost savings of $13,000.00, per HVAC Study Summary completed by Noe Bryer & Miller. AYES: Shubert, Antal, Archer, Gessford, Renninger Mr. Archer stated the Finance Committee recommends: MOTION NO APPROVE CHANGE ORDER That the Board of Trustees approves the following change order: The contract is changed as follows: Drains, complete with cast iron bowl, cast iron strainer, and service connection, installed at $ per drain with 9 drains being installed at a total of $24, (Change Order is attached.) AYES: Antal, Archer, Gessford, Shubert, Renninger 3

4 HUMAN RESOURCES Mr. Renninger stated nothing to report. LEGISLATION/RULES Mrs. Sutherland stated the Legislation/Rules Committee recommends: MOTION NO AMEND TIME AND METHOD OF SALARY PAYMENT TIME SHEETS RESOLUTION: That the Board of Trustees amends the Time and Method of Salary Payment Time Sheets Employee Policy to read as: All employees are paid by bi-weekly, every other Thursday. Payroll deductions include Federal Income Tax, State Income Tax, City Income Tax, Medicare, Ohio Public Employees Retirement System (OPERS), Hospitalization, United Way, Annuities and any court-ordered deduction. All Stow-Munroe Falls Public Library employees receiving a payroll check must have the paycheck (after deductions) electronically deposited to a checking or savings account up to two (2) accounts. The normal workweek shall consist of seven (7) days, beginning on Sunday and ending on Saturday. Each employee is required to maintain an accurate record of all time worked and all benefit time taken. Time sheets must be completed and signed by the end of his/her last workday of that pay period. The employee s failure to complete a time sheet may result in a delay of pay. Supervisors must sign and submit time sheets to the Finance Office on the Monday morning following the end of the pay period. AYES: Archer, Gessford, Shubert, Antal, Renninger Mrs. Sutherland stated the Legislation/Rules Committee recommends: MOTION NO RESCIND TAX SHELTERED ANNUITY RESOLUTION: That the Board of Trustees rescinds the Employee Policy Tax Sheltered Annuity. Per letter dated April 28, 2011 from Isquick Annuities, Inc.: 4

5 With the new IRS regulations for 403(b) plans effective December 31, 2008, the American Tax- Sheltered Annuity Trust (ATSAT) discontinued accepting new contributions to the plan through payroll deductions. AYES: Gessford, Shubert, Antal, Archer, Renninger Mrs. Sutherland stated the Legislation/Rules Committee recommends: MOTION NO AMEND CHANGE ORDER POLICY RESOLUTION: That the Board of Trustees amends Board Policy Change Order to read: All Change Orders are to be signed by the Library Director Fiscal Officer and Board President. In the absence of either of these individuals, the Vice President of the Board will be requested to be one of the signers. Change Orders which total $ or less may be approved by the Director and Board President on behalf of the Board without prior Board actions. These Change Orders must be reported to the Board at their next regular meeting, where official Board action will be required. For Change orders in excess of $ , the Director Fiscal Officer and Board President may sign the Change Order, but only after receiving prior approval through a Board adopted resolution. AYES: Shubert, Antal, Archer, Gessford, Renninger LONG RANGE PLANNING Mr. Renninger stated the Long Range Planning Committee is planning to meet in August. TECHNOLOGY Mr. Shubert stated the Technology Committee is planning to meet in August. 5

6 RECORDS COMMISSION Ms Sutherland stated nothing to report. NEW BUSINESS MOTION NO CANCEL JULY REGULAR BOARD MEETING Shubert moved, Antal seconded: That the Board of Trustees cancels the Regular Board Meeting scheduled July 18, AYES: Antal, Archer, Gessford, Shubert, Renninger MOTION NO ACKNOWLEDGE LEAVE OF ABSENCE Shubert moved, Gessford seconded: RESOLUTION: That the Boards of Trustees acknowledges the following: Elizabeth Adams Family Medical Leave to begin on August 1, 2011 through October 23, 2011, not to exceed twelve (12) workweeks. And Jennifer Grill: Family Medical Leave to begin on September 16, 2011 through December 8, 2011, not to exceed twelve (12) workweeks. The Family Medical Leave is a pregnancy therefore these are approximate dates. All were in favor. MOTION NO LIBRARY CLOSING ON NOVEMBER 11, 2011 Shubert moved, Gessford seconded: All were in favor. That the Board of Trustees approves closing the Stow-Munroe Falls Public Library on November 11, 2011 for Staff Inservice. 6

7 MOTION NO MOTION TO ADJOURN Shubert moved, Archer seconded to adjourn the meeting at 8:00pm. All were in favor. Secretary Board President Linda Sutherland Fiscal Officer 7

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