Minutes of Meeting
Cuyahoga County Public Library - Headquarters
January 22, 1997
Call to Order:
The meeting was called to order at 12:25 p.m. by President Gretchen Hallerberg. In attendance: Betsey Belkin, John Biros, Fran Buckley, Bob Carterette, Kenneth Cromer, Gretchen Hallerberg, Laura Holland, Lisa Johnson, John Lonsak, Heidi Makela, Paula Miller, Pat Scanlan, and Jean Toombs; Associate Member: David Jennings; CAMLS Staff: Millie Fry, Mary Ellen Powers, and Beth Listerman.
Minutes of Meeting December 18, 1996
Heidi Makela MOVED and Fran Buckley SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON DECEMBER 18, 1996.
Ayes: Belkin, Biros, Buckley, Carterette, Cromer, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs
Nays: none
December Financial Reports
Mary Ellen Powers reviewed the Quarterly Narrative which relates the current unencumbered percentages for the first half of the year. She reported that as of December 31, 1996 the ending balance was $401,786. Paula Miller MOVED and John Lonsak SECONDED a motion TO APPROVE THE DECEMBER FINANCIAL REPORT.
Ayes: Ayes: Belkin, Biros, Buckley, Carterette, Cromer, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: none
Audit Review
Paula Miller reported on the post audit meeting on January 7, 1997. She, Gretchen Hallerberg, Jean Toombs, Mary Ellen Powers and Millie Fry attended. The audit received high praise with no problems reported. The following recommendations were suggested: to establish an outside audit committee, to establish an emergency purchase plan, and to develop a conflict of interest policy.
Transfers
David Jennings MOVED and Ken Cromer SECONDED a motion for the following transfers and reappropriation: TO TRANSFER $1,000 IN FUND 101 (LOCAL) FROM FRINGES-WORKERS COMP TO CONTRACTS FOR TECHNICAL ASSISTANCE IN THE CAMLS OFFICE; TO TRANSFER $1,000 IN FUND 101 FROM FRINGES-WORKERS COMP TO CONTRACTS-RENT EQUIPMENT; TO TRANSFER $4,200 IN FUND 210 FROM ADMINISTRATIVE SALARIES TO MISCELLANEOUS TO BE USED FOR EXPENSES INCLUDING TRAVEL ASSOCIATED WITH THE EXECUTIVE DIRECTOR SEARCH; TO REAPPROPRIATE IN THE NON-PROJECT FUND $35,000 TO $55,000 IN WORKSHOPS TO COVER OPLIN AND WORKSHOP EXPENSES.
Ayes: Ayes: Belkin, Biros, Buckley, Carterette, Cromer, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: none
The Board requested a per head cost for OPLIN training following the Spring CE program.
Approval of Proposed Budget for LSTA Grant Application
Paula Miller and John Biros SECONDED a motion TO APPROVE THE PROPOSED BUDGET FOR THE 1997/98 LSTA GRANT APPLICATION WITH THE UNDERSTANDING THAT SOME FUNDS MAY NEED TO BE REALLOCATED.
Ayes: Ayes: Belkin, Biros, Buckley, Carterette, Cromer, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: none
The Board reiterated the neccesity of looking at long term contingencies if funding is not available
Approval of Expenditures over $5,000
Laura Holland MOVED and Jean Toombs SECONDED a motion TO APPROVE THE FOLLOWING EXPENDITURES OVER $5,000: $5,454.75 TO DAFFY DAN FOR T-SHIRTS FOR THE YA SUMMER READING PROGRAM, AND $10,700.00 TO MAUREEN SULLIVAN, WORKSHOP SPEAKER FOR 5 WORKSHOPS TO BE HELD OVER 8 DAYS.
Ayes: . Ayes: Belkin, Biros, Buckley, Carterette, Cromer, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs
Nays: none
Approval of Membership Application
McKinley Memorial Library in Niles, Ohio (Trumbull County) has requested Associate Membership in CAMLS. The library has given withdrawal notification to NOLA and wishes to join CAMLS on July 1, 1997. They were not aware that the application needed to be submitted by the September Board meeting in order to be included in the grant application. Betsey Belkin MOVED and Heidi Makela SECONDED a motion TO APPROVE THE MEMBERSHIP APPLICATION FOR McKINLEY MEMORIAL LIBRARY AS AN ASSOCIATE MEMBER, EFFECTIVE JULY 1, 1997 PROVIDING THAT THE LIBRARY PAY THE MEMBERSHIP FEE AND THE FEDERAL MATCH
Ayes: Ayes: Belkin, Biros, Buckley, Carterette, Cromer, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: none
Mille Fry will add application guidelines to the Web site and CAMLS News so libraries are aware of the September deadline.
Bylaws Committee Report
Heidi Makela, Chair of the Bylaws Committee, made the recommendation to make a change to the Bylaws. The change addresses the issue of what happens when someone is elected vice-president/ president-elect at the beginning of the third year of their three-year Board term. The change is as follows:
ARTICLE VI. BOARD OF TRUSTEES
E. Terms of CAMLS Board members are for three years, with the following exception: If the Vice-President/President Elect is elected to this position for the third year of his/her term, this persons term shall be extended for a fourth year; upon completion of the fourth year, that Board seat is opened for election for a three-year term. Terms of Board members are staggered with some terms expiring each year.
This change will be sent to the Advisory Council 30 days prior to the March 19 Advisory Council meeting for their review. The Board will vote at its March 19 meeting.
Next year the Bylaws Committee may wish to change the Bylaws to reflect the change from LSCA to LSTA or budget.
Executive Search Committee
Jean Toombs, Chair of the Executive Search Committee, reported that the committee met on January 9 to fine-tune the job description and develop a long and short version of an advertisement. The committee reviewed strategies for disseminating the job listing, where and how to advertise, and the role of the CAMLS Web site and various listservs. Fran Buckley and Ken Cromer will have the opportunity to notify and recruit applications at ALA Midwinter. The Committee will meet on February 27 to plan for the interviewing process and will begin to review applications on March 1. Jean asked Board members to notify the commitee of anyone who might be interested in the job.
Formation of Nominating Committee
Gretchen Hallerberg announced that a Nominating Committee should be formed to select candidates for the CAMLS Board of Trustees. As stated in the Bylaws, Paula Miller, as past President of the Board, will chair the committee. Two other members from the Advisory Council need to be appointed. The slate of candidates will be mailed to the Advisory Council 30 days before the Annual Meeting. The CAMLS staff was asked to make a list of the size of member libraries
Acting Executive Directors Report
-- Millie Fry will attend the Regional Library System Directors meeting with Mike Lucas, State Library of Ohio, on March 4 and 5. The state budget/funding will be discussed.
-- The LSAC Committee will review LSTA grant applications on March 24 and 25. Millie will be present to answer questions.
-- Work will begin on the state funding grant application after the LSTA Title I grant application is finished.
John Lonsak offered to lead a tour of the new computer training lab, that will be completed by the end of February.
Gretchen Hallerberg thanked the Board members and staff for all of their hard work.
Adjourn
The meeting was adjourned at 1:30 p.m..
__________________________________________ Board President
__________________________________________ Secretary
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