Call to Order

The meeting was called to order at 9:37 a.m. by Vice-President Jean Toombs. In attendance: Betsey Belkin, John Biros, Kenneth Cromer, Laura Holland, Lisa Johnson, Heidi Makela, Paula Miller, and Jean Toombs; Associate Member: David Jennings; CAMLS Staff: Millie Fry, Mary Ellen Powers, and Beth Listerman; Guest: Floyd Dickman, SLO. Absent: Fran Buckley, Bob Carterette, Gretchen Hallerberg, John Lonsak, and Pat Scanlan.

Minutes of Meeting April 22, 1997

Heidi Makela MOVED and Laura Holland SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON APRIL 22, 1997.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

April Financial Reports

Mary Ellen Powers reported that as of April 30, 1997 the ending balance was $320,363. There were no unusual expenditures in April, but quite a few transfers are coming through. Approximately $166,000 is the projected amount that will be moved into the Reserve Account as of July 1, 1997. David Jennings MOVED and John Biros SECONDED a motion TO APPROVE THE APRIL FINANCIAL REPORTS.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Transfers and Revisions

Mary Ellen Powers reviewed various revisions and transfers which she is requesting. This is the last time to make changes, and money in the Executive Director line needs to be transferred. Other changes reflect a finetuning among the lines. Betsey Belkin MOVED and Ken Cromer SECONDED a motion TO APPROVE THE FOLLOWING REVISIONS AND TRANSFERS: (1) IN GENERAL FUND (101), A $1,092 BUDGET REVISION IN SALARIES - ADM TO SALARIES - CLERK, AND $700 FROM TRAVEL - MILEAGE TO TRAVEL - CONFERENCE; (2) IN GENERAL FUND (101) A $7,300 BUDGET TRANSFER FROM SALARIES - ADM. TO PRINTING ($6,200 FOR UNION LIST, $300 FOR CAMLS PUBLICATIONS, AND $800 FOR STATIONERY, BUSINESS CARDS, NAME TENTS AND MISCELLANEOUS), $700 FROM TRAVEL TO EQUIPMENT FOR MONITOR AND CHAIR FOR ASSISTANT DIRECTOR, $2,500 FROM FRINGES TO SUPPLIES, $4,050 FROM SALARIES - ADM TO CONTRACTS FOR CAMLS ONLINE PROJECT, $1,000 FROM SALARIES - ADM TO EQUIPMENT FOR BACKUP TAPE DRIVE AND INSTALLATION, AND $600 FROM SALARIES - SECRETARY TO CONTRACTS (FOR PC NETWORKING AND SUPPORT); (3) IN LIBRARY SERVICES FUND (201) THE FOLLOWING BUDGET REVISIONS: $600 IN CONTRACTS FOR UNION LIST UPDATES, $300 IN CONTRACTS FOR CAMLS ONLINE PROJECT, $300 IN CONTRACTS FOR PROOFREADER, $705 IN OTHER (PHONE/POSTAGE) TO PRINTING - UNION LIST; (4) IN LIBRARY SERVICES FUND (201) THE FOLLOWING TRANSFERS: $1,800 FROM FRINGES TO SUPPLIES FOR PROGRAM RELATED SUPPLIES (DAILY DELIVERY SERVICE), AND $1,000 FROM TRAVEL TO SUPPLIES FOR PROGRAM RELATED CE SUPPLIES; (5) IN LOCAL CONTRIBUTION FUND (210) A $400 TRANSFER FROM TRAVEL TO SOFTWARE (POWER POINT).

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Approval of Depository Agreement

Mary Ellen Powers reported that it is necessary to renew a new depository agreement every 2 years. Three bids were requested. Mary Ellen recommends staying with National City Bank and feels their public funding department is very good. Heidi Makela MOVED and Paula Miller SECONDED a motion TO APPROVE THE DEPOSITORY AGREEMENT WITH NATIONAL CITY BANK FOR THE PERIOD JULY, 1997 - JUNE, 1999.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Approval to Make Union List Corrections

Millie Fry reported that the proofreader for the Union List found many errors, mostly due to the way computers sort acronyms. In an effort to make this Union List as correct as possible, Millie requested direction from the Board to proceed with the corrections. David Jennings MOVED and Jean Toombs SECONDED a motion TO APPROVE MAKING NECESSARY CORRECTIONS TO THE UNION LIST, WHICH WILL INVOLVE ADDITIONAL EXPENSES OF $8,000 TO ECOCENTERS ($6,000 FOR CORRECTIONS AND $2,000 FOR A DUMMY COPY) AND $300 FOR A PROOFREADER TO CHECK THE REVISED WORK.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs.
Nays: None

The dummy tape will be produced soon. It is anticipated that the Union List will be 20-30% larger than the 1990 edition.

Approval of Expenditures over $5,000

Though the Board had approved estimated expenditures to Executive Caterers, Mary Ellen wished to have the exact amounts for the 2 Support Staff Conference days approved by the Board. Heidi Makela MOVED and Paula Miller SECONDED a motion TO APPROVE THE FOLLOWING EXPENDITURES OVER $5,000: $5,189.21 AND $5,008.95 TO EXECUTIVE CATERERS FOR THE APRIL 9, 1997 AND APRIL 10, 1997 SUPPORT STAFF CONFERENCE, AND $8,000 TO ECOCENTERS TO MAKE CORRECTIONS TO THE UNION LIST.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Approval of State Biennial Grant Application

Millie Fry wrote the grant application with the thought of LSTA beginning in a year's time and therefore added administrative costs in the state budget. The Board had approved the budget at the last meeting. Betsey Belkin MOVED and Dave Jennings SECONDED a motion TO APPROVE THE STATE BIENNIAL GRANT APLICATION FOR $153,973 (1997/98) AND $131,296 (1998/99).

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Personnel Committee Report

A committee, comprised of Jean Toombs, Gretchen Hallerberg and Ken Cromer, will bring a slate of proposed officers for the CAMLS Board of Trustees to the June 18 Board meeting. A motion to approve a 3% salary increase for the 1997/98 fiscal year for the CAMLS staff, excluding the newly appointed Executive Director, was deferred until the June 18 Board meeting in order to check on salary ranges. The Personnel Committee plans to have a consultant look into performance evaluation procedures this coming year. Jean Toombs MOVED to go into Executive Session at 10:17 a.m. The Executive Session ended at 10:35 a.m. On behalf of the Board Jean thanked the CAMLS staff for their work during this interim period and in appreciation the Board would like to give a $250 gift certificate to Beachwood Place to Millie Fry and $100 gift certificates to each of the other staff. The thank you package also includes a luncheon for up to $150 to take place after Mike Snyder's arrival as well as another gift for staff members. Laura Holland MOVED and Dave Jennings SECONDED a motion TO APPROVE A THANK YOU PACKAGE TO THE CAMLS STAFF OF UP TO $1,130.00.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Termination of Acting Director's Compensation

Heidi Makela MOVED and Ken Cromer SECONDED a motion TO TERMINATE COMPENSATION TO THE ACTING DIRECTOR AS OF JUNE 20, 1997.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Waive Six-Month Vacation Allowance for ED

When Mike Snyder took the ED's job, he already had made vacation plans for a family occasion in the fall. The CAMLS policy states that new employees begin to accrue paid vacation leave from the date of hire, but are not permitted to use vacation leave until six months after the date of hire. Jean Toombs MOVED and Laura Holland SECONDED a motion TO WAIVE THE SIX-MONTH ALLOWANCE AND THAT THE NEW EXECUTIVE DIRECTOR MAY TAKE UP TO 88 HOURS DURING THE FIRST HALF OF THE YEAR AND THAT HE DOES NOT EXCEED 22 DAYS IN THE FIRST YEAR.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

This allowance will reflect a negative balance shown on the financial statements.

Approval of Pony Express Contract

The cost for Pony Express daily delivery service for the 1997/98 year reflects a 10% increase, which was put in the budget. Laura Holland MOVED and Jean Toombs SECONDED a motion TO APPROVE THE CONTRACT WITH PONY EXPRESS FOR THE PERIOD JULY 1, 1997 TO JUNE 30, 1998.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Approval of Pitney Bowes Contract

The U.S. Postal Service is requiring all businesses to use a digitized postal machine by January 1, 1998. Pitney Bowes can provide a 63-month rental agreement for a new digitized machine at a cost of $175/month, which is $43 more than what CAMLS is presently paying. Betsey Belkin MOVED and Ken Cromer SECONDED a motion TO APPROVE THE LEASE WITH PITNEY BOWES FOR A NEW POSTAL METER.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Surplus Equipment

Heidi Makela MOVED and John Biros SECONDED a motion TO DECLARE SURPLUS AN OKILASER 400 PRINTER MODEL #EN2510A, AN HP SCANJET 4C SCANNER, AND A SINGLE PEDESTAL DESK WITH TYPING TABLE EXTENSION AND TO DISPOSE OF SUCH ITEMS BY LISTING SUCH ITEMS IN THE CAMLS NEWS FOR BIDS AND IF ANY ITEM HAS NOT BEEN BID ON AT THE END OF A BIDDING PERIOD OF 30 DAYS, TO DONATE SUCH ITEMS. CAMLS ALSO WISHES TO DISPOSE OF 2 NON-FUNCTIONING MONITORS.

Ayes: Belkin, Biros, Cromer, Holland, Johnson, Makela, Miller, and Toombs
Nays: None

Jean Toombs has a name of a person who will accept non-functioning computer hardware.

Acting Director's Report

Millie reminded everyone to respond to the Annual Meeting on June 5 and the Board Orientation and Meeting on June 18. Millie Fry attended the State Library of Ohio's Board Meeting on May 13 at which the 1997/98 LSCA grant application was approved. The only questions the Board asked Millie concerned contracts. Millie attended the ASTD Conference in Washington, DC and heard Donald Kirkpatrick, the father of training evaluation, talk about a model for the way to do conferences right. Millie has had an inquiry from Fairview Hospital re. CAMLS membership. They wish to become a member on January 1, 1998. They questioned whether all three of their health systems could come in at the minimum rate of $550. Millie recommends that Gretchen Hallerberg appoint a task force to develop a policy concerning membership for hospitals with more than one facility and to make a recommendation to the Board in August.