BOARD OF TRUSTEES WESTERVILLE PUBLIC LIBRARY

AGENDA January 27, 2009

CALL TO ORDER 1. PUBLIC COMMENTS RELATIVE TO AGENDA ITEMS

Delegations wishing to be recognized on any agenda item are to identify themselves

at the point on the agenda they wish to be recognized. 2. OATHS OF OFFICE a. Trustee

The Trustees congratulate Ming Shi Trammel on her appointment to the Board. Ms. Norma Ekleberry, Fiscal Officer will give the oath of office to Ms. Trammel as required by Ohio Revised Code.

b. Deputy Fiscal Officers

The oath of office will be given to Ms. Barbara Moseley and Mr. Troy Cockrell as required by Ohio Revised Code.

c. Fiscal Officer

Ms. Barbara Moseley will give the oath of office to Ms. Norma Ekleberry as required by Ohio Revised Code.

3. ELECTION OF OFFICERS

Per established Library Board policy, Ms. Kay Hedges will assume the duties as Library Board President; Ms. Sonya Higginbotham will assume the duties as Vice-President; and Mr. Michael Fultz will assume the duties as Secretary of the Board in accordance with the Board rotation policy. ACTION NEEDED: Consider a motion to ratify the appointments as presented or amended at the meeting.

4. COMMITTEE ASSIGNMENTS

Please refer to Item four (4) in your packet for committee descriptions and current assignments. Typically, trustees serve on two committees depending on interests and experience. a. Human Resources Committee _________________________, Chair _________________________ _________________________ b. Finance & Budget Committee _________________________, Chair _________________________ _________________________

Regular Meeting January 27, 2009 Library Board of Trustees Westerville Public Library

Web Site: http://www.westervillelibrary.org

c. Marketing Committee _________________________, Chair _________________________ _________________________ d. Technology Committee _________________________, Chair _________________________ _________________________ e. Audit Committee _________________________, Chair _________________________ _________________________ f. Public Records Commission Ms. Kay Hedges, Board President __________Don W. Barlow, Director __Norma J. Ekleberry, Fiscal Officer NO OFFICIAL ACTION IS NEEDED

5. REGULAR MEETING DATE AND TIME

Currently, the Board of Trustees meets on the fourth Tuesday of each month at 7:00 PM. A motion is needed to continue the same date and time or to establish a new schedule. ACTION NEEDED : Consider a motion to establish the regularly scheduled meeting of the Board of Trustees for the fourth Tuesday of each month at 7:00 PM.

6. FACSIMILE RESOLUTION

A facsimile resolution is needed each year to permit electronic signatures for library checks to be honored by our depository bank. ACTION NEEDED : Be it resolved by the Board of Trustees of the Westerville Public Library that US BANK be designated as the depository for the general funds of the Library. Furthermore, US BANK is authorized and directed to honor checks, drafts or other orders for payment of money drawn for their respective funds in the name of this Library including those drawn to the individual order of any person or persons whose name or names appear thereon as signer or signers thereof, when bearing, or purporting to bear, the facsimile signature(s) of any of two of the following: Norma J. Ekleberry, Fiscal Officer and Business Manager, and Ms. Kay Hedges, President of the Board of Trustees of the Westerville Public Library.

7. DISCUSSION AND APPROVAL OF MINUTES

ACTION NEEDED : Consider a motion to approve the minutes of December 22, 2008.

Regular Meeting January 27, 2009 Library Board of Trustees Westerville Public Library

Web Site: http://www.westervillelibrary.org

8. DISCUSSION AND APPROVAL OF FINANCIAL REPORT

ACTION NEEDED : Consider a motion to approve the December 2008 Financial Report. 9. DISCUSSION AND APPROVAL OF STATISTICAL REPORT

ACTION NEEDED: Consider a motion to approve the December 2008 Statistical Report.

10. DISCUSSION AND APPROVAL OF PAYMENT OF BILLS ACTION NEEDED: Consider a motion to approve the payment of bills for December 2008.

11. PERSONNEL/CONSENT CALENDAR

Action by the Board of Trustees in “A motion to adopt the consent calendar” means that all items appearing herein are adopted by a single motion unless a member of the Board or the Director requests that any item be removed from the Consent Calendar and voted on separately. ACTION NEEDED: Consider a motion to approve the January Personnel Consent Calendar as presented or amended at the meeting.

12. OLD BUSINESS a. Director’s Evaluation

The Human Resources Committee will present the Director’s Evaluation to the full Board for consideration. (The Board will wish to move to Executive Session for discussion)

ACTION NEEDED: Consider a motion to approve the Director’s Evaluation as presented or amended at the meeting.

13. NEW BUSINESS

a. Investments

The Fiscal Officer presents the following investment for Board ratification: Building Fund:

BFCD #486033468 for $600,000.00 @ .02% to mature 02-13-09 [US Bank] ACTION NEEDED : Consider a motion to ratify the investment made by the Fiscal Officer.

b. Gifts

The Library is not in receipt of any gifts.

Regular Meeting January 27, 2009 Library Board of Trustees Westerville Public Library

Web Site: http://www.westervillelibrary.org

14. INFORMATION AND DISCUSSION ITEMS a. Director’s Report

1. 2008 Highlights While budget restraints continue to dominate our discussions, I am pleased to report another highly successful year for the Library. Including in-house use of library materials, we exceeded 2 million circulations for the first time in our history. The Westerville Public Library remains the fourth busiest library facility in Ohio for the eleventh straight year. Our congratulations and appreciation is extended to the entire library staff for an outstanding job! The Library completed three minor renovation projects in 2008. These renovations include, the Outreach Department, Children’s Activity Center, and the Staff Lounge. Our deepest appreciation goes to the Friends of the Westerville Library for their support for the Staff Lounge renovation. Throughout 2008 the Library helped celebrate Westerville’s Sesquicentennial. Partnering with the city, the Library provided and assisted with over 30 programs celebrating Westerville’s rich heritage. We continued to add libraries to the SearchOhio consortium and have built the system to where it is currently the second busiest III consortium in the country. The system loaned or borrowed over 500,000 items in 2008. Four additional libraries have agreed to join the consortium in 2009.

b. Department Reports

Attached is a summary of the monthly department reports [see Item 14b]. Department Managers will be available to review their reports and respond to comments and questions.

15. BOARD COMMITTEE REPORTS 1. Finance & Budget 2. Human Resources Kay Hedges/Sonya Higginbotham 3. Marketing Sonja Higginbotham 4. Technology Terry Thompson 16. LIBRARY FOUNDATION REPORT 17. FRIENDS OF THE LIBRARY REPORT 18. COMMUNICATIONS 19. IMPORTANT DATES

a. Next Board meeting – Tuesday, February 24, 2009 at 7:00 PM in the Board room.

(Unless otherwise determined at this meeting) The Board will need to reschedule the March Board Meeting due to Don’s presentation at the Innovative Libraries Conference.

Regular Meeting January 27, 2009 Library Board of Trustees Westerville Public Library

Web Site: http://www.westervillelibrary.org

20. ADJOURNMENT 21. DEPARTMENT REVIEW AND TOUR The tours will begin again in February.

ITEM 2

654

Minutes for January 27, 2009

The Board of Trustees of the Westerville Public Library met in regular session with the following members present: Ms. Hedges, Ms. Higginbotham, Mr. Fultz, Mr. Thompson, Mr. Robbins and Ms.

Trammel; the Director, Mr. Barlow; Deputy Director, Ms. Albury and Fiscal Officer, Ms. Ekleberry. Also in attendance were the following department managers: Michelle Morrison, Human Resources,

Nieca Nowels, Adult Services, Annabelle Burton, Customer Services, Julie Kerns, Outreach Services, and Jessi Crim-Weithman, Associate Director of Support Services.

Mr. Robbins called the meeting to order.

Ms. Ekleberry gave the oath of office to Ms. Ming Shi Trammel, Trustee, on her appointment, as required by Ohio Revised Code.

Ms. Ekleberry gave the oath of office to Ms. Barbara Moseley and Mr. Troy Cockrell, Deputy Fiscal Officers, as required by Ohio Revised Code.

Ms. Barbara Moseley gave the oath of office to Ms. Norma Ekleberry, Fiscal Officer, as required by Ohio Revised Code.

Mr. Thompson moved to ratify the appointments of Ms. Kay Hedges as Library Board President, Ms. Sonya Higginbotham as Vice-President, Mr. Michael Fultz as Secretary of the Board in accordance with

the Board rotation policy.

Seconded by Ms. Higginbotham. On roll call Mr. Robbins voted aye; Ms. Hedges, aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr.

Fultz, aye, and Ms. Trammel, aye.

The Chair declared the motion passed. Ms. Hedges continued the meeting as President of the Board.

The new Board Committees are as follows:

Human Resources Committee: Robert Edmund, Chair; Kay Hedges; Mike Fultz Finance & Budget Committee: Mike Fultz, Chair; John Robbins; Terry Thompson

Marketing Committee: John Robbins, Chair; Sonya Higginbotham; Ming Shi Trammel Technology Committee: Terry Thompson, Chair; Sonya Higginbotham; Ming Shi Trammel

Audit Committee: Robert Edmund, Chair; John Robbins; Kay Hedges Records Retention Committee: Kay Hedges, Don Barlow, Norma Ekleberry

Mr. Robbins moved to establish the regularly scheduled meeting of the Board of Trustees for the fourth Tuesday of each month at 7:00 PM.

Westerville Public Library/January 27, 2009 655

Seconded by Mr. Thompson.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye. The Chair declared the motion passed.

A facsimile resolution must be adopted each year by the Board of Trustees to permit electronic

signatures for library checks to be honored by our depository bank. Mr. Thompson moved the following:

Be it resolved by the Board of Trustees of the Westerville Public Library that US BANK be designated

as the depository for the general funds of the Library. Furthermore, US BANK is authorized and directed to honor checks, drafts or other orders for payment of money drawn for their respective funds in the name of this Library including those drawn to the individual order of any person or persons whose

name or names appear thereon as signer or signers thereof, when bearing, or purporting to bear, the facsimile signature(s) of any of two of the following: Norma J. Ekleberry, Fiscal Officer and Business

Manager, and Ms. Kay Hedges, President of the Board of Trustees of the Westerville Public Library. Seconded by Ms. Higginbotham.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye. The Chair declared the motion passed.

Mr. Robbins moved to approve the minutes of December 23, 2008.

Seconded by Ms. Higginbotham.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr. Robbins, aye; and Ms. Trammel, aye.

The Chair declared the motion passed.

Ms. Higginbotham moved to approve the December 2008 Financial Report.

Seconded by Mr. Robbins. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye.

The Chair declared the motion passed. Mr. Fultz moved to approve the December 2008 Statistical Report.

Westerville Public Library/January 27, 2009 656

Seconded by Mr. Robbins.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye. The Chair declared the motion passed.

Mr. Robbins moved that the bills for December 2008 in the amount of $317,633.79 be paid [General

Fund]. Seconded by Ms. Higginbotham.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye. The Chair declared the motion passed.

Ms. Higginbotham moved the adoption of the following resolution:

That the Board ratifies the following Personnel/Consent calendar for January 2009:

Resignation Katie Riedinger, PT Youth Associate, effective January 18, 2009 Resignation Wendy Robinson, PT Adult Associate, effective January 23, 2009

Retirement, Patricia Ross, Head of Collection Development, effective March 31, 2009 Change Assignment, Belinda Mortensen, FT Local History to Head of Collection Development,

effective March 1, 2009, $25.00/hr [Range 28]

Change Assignment, Lindsey Batchelder, Administrative Assistant to Librarian, effective February 1, 2009, $17.08/hr [Range 26]

Seconded by Mr. Thompson.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr. Robbins, aye; and Ms. Trammel, aye.

The Chair declared the motion passed.

Mr. Robbins made a motion to move into Executive Session to discuss the director’s evaluation.

Seconded by Ms. Higginbotham. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye.

The Chair declared the motion passed. Mr. Robbins made a motion to move back in to Regular Session.

Westerville Public Library/January 27, 2009 657

Seconded by Mr. Thompson. On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye.

The Chair declared the motion passed. Mr. Robbins moved to approve the Director’s Evaluation.

Seconded by Ms. Higginbotham.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr. Robbins, aye; and Ms. Trammel, aye.

The Chair declared the motion passed.

Mr. Thompson moved the adoption of the following resolution:

That the Board ratifies the investments made by the Fiscal Officer. The Fiscal Officer presents the following investment for Board ratification:

Building Fund

BFCD #486033468 for $600,000.00 @ .02% to mature 02-13-09 [US Bank]

Seconded by Mr. Robbins.

On roll call Ms. Hedges voted aye; Ms. Higginbotham, aye; Mr. Thompson, aye, Mr. Fultz, aye, Mr.

Robbins, aye; and Ms. Trammel, aye. The Chair declared the motion passed.

The Library is not in receipt of any gifts.

Information and Discussion Items

a. Directors Report

1. 2008 Highlights

While budget restraints continue to dominate our discussions, I am pleased to report another

highly successful year for the Library. Including in-house use of library materials, we exceeded 2 million circulations for the first time in our history. The Westerville Public

Library remains the fourth busiest library facility in Ohio for the eleventh straight year. Our congratulations and appreciation is extended to the entire library staff for an outsta nding job!

Westerville Public Library/January 27, 2009 658

The Library completed three minor renovation projects in 2008. These renovations include, the Outreach Department, Children’s Activity Center, and the Staff Lounge. Our deepest appreciation goes to the Friends of the Westerville Library for their support for the Staff

Lounge renovation.

Throughout 2008 the Library helped celebrate Westerville’s Sesquicentennial. Partnering with the city, the Library provided and assisted with over 30 programs celebrating Westerville’s rich heritage.

We continued to add libraries to the SearchOhio consortium and have built the system to

where it is currently the second busiest III consortium in the country. The system loaned or borrowed over 500,000 items in 2008. Four additional libraries have agreed to join the consortium in 2009.

b. Department Reports

Attached is a summary of the monthly department reports [see Item 14b]. Department

Managers will be available to review their reports and respond to comments and questions.

BOARD COMMITTEE REPORTS

LIBRARY FOUNDATION REPORT

The next meeting of the Library Foundation will be March 19, 2009 at 7:00 PM. IMPORTANT DATES

Next Board Meeting – Tuesday, February 24, 2009 at 7:00 PM in the Board Room.

March Board Meeting – Tuesday, March 17, 2009 at 7:00 PM in the Board Room. April Board Meeting – Tuesday, April 21, 2009 at 7:00 PM in the Board Room.

ADJOURNMENT

Ms. Higginbotham moved to adjourn the meeting.

DEPARTMENT REVIEW AND TOUR

No Review or Tour this month.

_______________________________ President

_______________________________

Secretary