Meeting                                                          of the                                  Columbus Public Library Board                                               January 11, 2007 The regularly scheduled meeting of the Columbus Public Library Board was called to order at 4:30 PM on Thursday, January 11, 2007 by the President, Craig Neid. He read and signed the “Certification of Compliance” regarding the “Open Meeting’ law. Other Library Board members present included Carol Keller, Lynne Rambour, Jerry Jirka, and Jim Schaefer. Also present were Brad Hruska, the Children’s Librarian, Robert Trautwein, the Library Director, Joe Mangiamelli, the City Administrator, and Larry Mares from RVW. Notice of this meeting was given in advance with a copy of the agenda posted at City Hall and in the Public Library. All proceedings hereafter shown were taken while the convened meeting was open to the public. The Minutes of the December Board meeting were reviewed and allowed to stand as presented with a motion from Jim Schaefer and a second from Carol Keller. The motion passed by voice vote. The Library Director distributed the January Financial Reports for the City Library and the County Library Services. He noted that January is the fourth month of the 2006-07 budget year. Following a review of the expenditures, particularly bills related to the repair of the old bookmobile (replacement of driver’s side front windshield, and new muffler and tail pipe), a motion was made by Jim Schaefer and seconded by Jerry Jirka to accept the expenditures as presented. This motion passed by roll call vote: Rambour-Aye, Keller-Aye, Schaefer-aye, Jirka-aye, and Neid-aye. In reviewing the Director’s Report, Trautwein said that he has filled the position in the reference department vacated when Mrs. Thiem moved from that department to the cataloging room to replace retired employee, RoJean Lambrecht. Jill Owens, a Library Assistant I in the Circulation Department, has replaced Mrs. Thiem in Reference. Mrs. Owns has been with the library for about a year. She is just now completing her master’s degree in Library Science. Trautwein said that for the past two months, he has been spending several hours each week with Mrs. Owens in the reference department to acquaint her with the resources and services offered. Trautwein said that he will continue working with Mrs. Owens until the1st of February. After then, she will be expected to staff the reference desk by herself. There were no Committee Reports There were no items of Correspondence. Under old business, Larry Mares of RVW introduced himself and began a discussion related to the renovation of the Children’s Room. He noted the architect’s placement of the proposed windows along the west wall. He described the lighting system he is proposing as well as the wiring which will allow for a dual-level in lighting. There will be rows of florescent tubing above the joists in the skylight area. Mr. Mares also presented a draft of a timeline for the renovation schedule. This was revised to the following: Jan 26 RVW complete with plans and specs Jan 31 Submit Info for City Council Agenda Feb 5 City Council Meeting—to authorize bids Feb 8 Library Board meeting Feb 9, 16, & 23 Public advertisement Mar 7, 2:00 PM Opening of bids Mar 8 Library Board meeting to review low bid and make recommendation to City Council Mar 14 Submit bid info for City Council agenda Mar 19 City Council meeting to award contract Regarding a pre-bid walk-through by contractors, it was decided that RVW will encourage such a pre-bid “group” walk-through. The bid opening will be coordinated by the City Clerk and the City Engineer. Craig Neid asked about the need for any Library Board members to attend the Feb 5th meeting of the City Council. Mr. Mangiamelli encouraged Library Board members to attend in case Council members have any questions. He said that the item might be on the “consent agenda” and if that is the case, there will not be any discussion. When asked about the length of time for construction, Mr. Mares said that it may take several months. Mrs. Keller reminded Mr. Mares that it is hoped that the construction will be completed prior to first of June, when Summer Reading begins. Mr. Mares asked about removing the stacks for re-carpeting? Trautwein said that he and his staff will be able to do that. In the past, the Library has rented stack jacks from the Lincoln City Library and coordinated the moving of the stacks with the carpet layers. On the topic of painting, Trautwein said that he would want the Library’s custodian to do the painting as he will need to remove each wall unit, paint, and then reinstall the unit and the books. Trautwein said that the custodian has done this in several of the rooms. Mares asked about the drywall portions of the new ceiling. Trautwein said that he would expect the contactor to do all of the painting of the new ceiling. The Board briefly discussed the possibility of introducing a “play area” under the skylight. Mr. Neid asked that this and the securing of funds for such an feature be discussed at a later time Mr. Mares excused himself. The next item of discussion was the Review of the edited By-Laws of the Columbus Public Library. Trautwein said that at the December meeting, the edited by-laws were discussed and he was asked to incorporate into them a description of the role of a treasurer. He said that the incorporation has occurred. He cited the changes. There were a few other changes made by Library Board members. A motion was made by Lynne Rambour and seconded by Jerry Jirka to submit the corrected by-laws for adoption at the February 8th Library Board Meeting. This motion passed by role call vote: Rambour-Aye, Keller-Aye, Schaefer-aye, Jirka-aye, and Neid-aye. On the topic of the Election of Officers a motion was made by Jim Schaefer and seconded by Lynne Rambour to retain in office for the second year the President, Craig Neid, the Vice-President, Jim Schaefer, and the Treasurer, Carol Keller. This motion passed by voice vote. Regarding the Annual Review of the Library Director, Jim Schaefer and Lynne Rambour volunteered to undertake this task. Trautwein is to submit a review of his goals for last year with comments regarding their progress and a proposed list of objectives and goals for the coming year. There was a brief discussion of the Library Board and employee grievances. The Board is to allow the formal grievance procedure established by the employee personnel manual. Regarding the standing committees of the Library Board, Mr. Neid reminded the Board that he and Mr. Schaefer are on the Buildings and Grounds Committee, and the president and the treasurer are automatically on the Finance Committee. Trautwein said the Board could consider that Mr. Schaefer and Mrs. Rambour are on the Administration and Personal committee by default as they volunteered to review the Director for the coming year. The last item of business was a discussion about the selling of the 1990 Thomasbuilt bookmobile. Trautwein said that he had received a bid from the Greene County Library System in Pennsylvania. The offer is contingent on the vehicle being in good operating condition. Once the mechanic’s evaluation is received and the Library System is satisfied with the evaluation, a $5,000 check in partial payment will be forwarded to the Columbus Library. In March, a driver will pick up the vehicle and pay the remaining $5,000 of the purchase price. Under New Business, there was a brief discussion of the proposed policy for reacting to a “Declared” Avian Flu Epidemic or other pandemic. Trautwein said that Mr. Mangiamelli had asked each department to draft a policy on how it would operate in a declared epidemic. Mr. Neid asked about a “minimum” staff level. Mr. Mangiamelli said that the city is looking into cross-training and sharing of employees from department to department so that essential services will be maintained. There might be the case in a severe epidemic where the Library would be closed and the remaining healthy staff transferred for a time to other departments. Under announcements, Trautwein reminded the Board that he will be on vacation from February 9th to March 3rd. Mr. Hruska will be acting director in his absence. Respectfully submitted, Robert Trautwein Library Director