Lane Libraries Staff Site

MINUTES OF BOARD MEETING 
December 14, 2009

The meeting of the Trustees of Lane Public Library was held on Monday, December 14, 2009 with Trustees Mr. Kinch, Ms. Vaughn, Ms. Collins, Ms. Young, Dr. August and Ms. Berg present.

Mary Pat Essman, Director; Rob Carringer, Business Manager; and Carrie Mancuso, Public Relations Manager were also in attendance.

1) The meeting was called to order by Mr. Kinch.

2) All items under the consent agenda were approved by a motion of Ms. Berg and seconded by

Ms. Young with all members present voting in the affirmative. The items under the consent agenda

were as follows:

a. Approval of the minutes of November 9, 2009 meeting.

b. Acceptance of the Clerk’s Financial Statement for November 30, 2009 – $7,251,225.02

c. Approval of investments as of November 30, 2009 (Refer to EXHIBIT #12-01)

d. Approval and Acknowledgement of Gifts received in November, 2009

(Refer to EXHIBIT #12-02)

e. Approval of Staff Changes for November, 2009 (Refer to EXHIBIT #12-03)

3) Citizen’s Input: None

4.) Old Business:

1. Operating Levy: Ms. Essman shared with the Board the following information

about the proposed Library Operating Levy. Carrie Mancuso was available

to answer Board questions concerning campaign issues.

• Timeline to get Levy on May 4^th ballot. Since a number of local school

districts will have tax levies on the November, 2010 ballot, it was decided

that the May, 2010 ballot would work best for the Library.

• Levy Millage Scenarios. The amount of annual income various millages

would generate were presented. A .75 mill levy was proposed to the Board.

• Tax per Household. The annual tax various millages would cost

homeowners based on value of home were reviewed.

• Campaign Costs. Included two examples of recent campaign costs for

Library Operating Levy.

The cost to put an Operating levy on the ballot would be the following:

- May, 2010 $40,000.00

- November, 2010 $80,000.00

If the levy passed, the cost would be paid from levy proceeds. Otherwise,

the library would be responsible to pay the amount from its operating funds.

The funds generated from the levy could be used to increase operating hours,

upgrade technology, and increase the materials budget providing state revenues

remain at anticipated levels. Any additional decrease in state revenues would probably require levy funds to be used to offset those losses, therefore, maintaining

the current status quo at best.

Based on the discussion, Resolution 6-2009, Declaring the Necessity of Levying

A Tax, was presented to the Board. Ms. Vaughn moved to adopt the resolution and Ms.Collins seconded the motion.

RESOLUTION NO. 6-2009

RESOLUTION OF THE BOARD OF LIBRARY TRUSTEES OF THE LANE PUBLIC LIBRARY, BUTLER COUNTY, OHIO, DECLARING THE NECESSITY OF LEVYING A TAX

WHEREAS, the amount of taxes which may be raised within the ten-mill limitation by levies on the current tax duplicate will be insufficient to provide an adequate amount for the necessary requirements of the Lane Public Library; and

WHEREAS, it is necessary to levy a tax in excess of the ten-mill limitation for current expenses of the Lane Public Library; and

WHEREAS, Ohio Revised Code §§ 5705.03 and 5705.23 together require that a resolution declaring the necessity of levying a tax outside the ten-mill limitation for public library purposes [a] must be passed and certified to the county auditor by a board of library trustees in order to permit consideration of the levy of such tax in a library district; and [b] must request that the county auditor certify the total current tax valuation and the dollar amount that would be generated by the tax;

THEREFORE, BE IT RESOLVED by the Board of Library Trustees of the Lane Public Library, Butler County, Ohio, at least two-thirds of all members appointed thereto concurring, that it is necessary to levy an additional tax to constitute a tax in excess of the ten-mill limitation for the benefit of the Lane Public Library, for the purpose of current expenses, as authorized by Ohio Revised Code § 5705.23, at a rate not exceeding seventy-five hundredths (0.75) of a mill for each one dollar of valuation, which amounts to seven and five-tenths cents ($0.075) for each one hundred dollars of valuation; and

BE IT FURTHER RESOLVED, that the tax levy is for tax years 2010, 2011, 2012, 2013, and 2014, first due in calendar year 2011, if approved by a majority of the electors voting thereon; and

BE IT FURTHER RESOLVED, that the question of such tax levy shall be submitted by the Board of Education of the Hamilton City School District to the electors residing within the boundaries of the Lane Public Library District, Butler County, Ohio (as defined in the Certificate of the State Library Board of Ohio, attached hereto as Exhibit A), at the election to be held on May 4, 2010; and

BE IT FURTHER RESOLVED, that the Clerk-Treasurer is hereby directed to certify a copy of this resolution to the county auditor; and

BE IT FURTHER RESOLVED, that the Board of Library Trustees of the Lane Public Library, Butler County, Ohio, hereby requests that the Butler County Auditor certify to this Board the total current tax valuation of the Lane Public Library District, Butler County, Ohio (as defined in the Certificate of the State Library Board of Ohio, attached hereto as Exhibit A), and the dollar amount of revenue that would be generated by the tax levy if approved by the electors.

Trustee Susan Vaughn moved for the adoption of the foregoing resolution. Trustee Katherine Collins seconded the motion, and upon call of the roll, the vote resulted as follows:

Gregory Kinch Aye

Susan Vaughn Aye

Cheryl Young Aye

Katherine Collins Aye

Spencer August Aye

Ann Berg Aye

Adopted: December 14, 2009

Attest: _____________________________

Mary Pat Essman, Clerk-Treasurer

CERTIFICATE

IT IS HEREBY CERTIFIED that the foregoing Resolution No. 6-2009 is taken and copied from the record of proceedings of the Board of Library Trustees of the Lane Public Library, Butler County, Ohio, and that it has been compared by me with the resolution on the record and is a true copy.

IN WITNESS WHEREOF, I have hereunto set my hand, this 15th day of December, 2009.

______________________________

Mary Pat Essman, Clerk-Treasurer

Lane Public Library

Butler County, Ohio

2. New Trustee: Ms. Kelli Johnson, Dean at Miami University, will be the new

Trustee beginning January, 2010.

c) Property and Casualty Insurance: After the Board decided to renew the Library’s Property

And Casualty Insurance with the Ohio Plan/Hylant Group, a follow up meeting

was held with Mr. Kinch, Ms. Reimer, Ms. Essman, Mr. Carringer and Craig

Wilks of the Wilks Insurance Agency. The Wilks Agency had presented a proposal from Cincinnati Insurance and Mr. Wilks wanted to explain the

details of his proposal. Based on the meeting, no change in the Board’s

initial decision was recommended. Insurance proposals will continue to be requested

annually.

5) New Business:

1. Personnel Committee Recommendations for 2010:

The Personnel Committee had previously reviewed Salaries and Fringe Benefit

Budget for 2010. Ms. Essman had proposed restoring the 5% salary reduction

previously implemented in August, 2009 during the reorganization. New Salary ranges for 2010 were shared with the Board. (Exhibit # 12-04)

The Board decided to restore 3% of the initial reduction in January, 2010 with the 2% balance possibly being restored in mid-year, depending on the economic environment at that time.

In addition, the Personnel Committee recommended the mileage reimbursement rate be changed to $.50 per mile for 2010.

Ms. Vaughn motioned to accept Personnel Committee recommendations for 2010. This was seconded by Ms.Berg.

2. The Audit Committee had reviewed and recommended a General Fund Budget

of $6,843,792.21 for 2010. A motion to accept the Audit Committee recommendation was made by Dr. August and seconded by Ms. Berg.

6) General Comments:

1. Since this was Ms. Vaughn’s last meeting as a Trustee for Lane Public Library,

the Board wanted to thank Ms. Vaughn for her years of service as a board

member for the library

2. Mrs. Vaughn motioned the Board go into Executive Session to discuss the Director’s

performance evaluation. This was seconded by Ms. Young. The Board returned to the

regular meeting. No action was taken in the Executive Session.

7a) The meeting then adjourned at 5:15 p.m. by a motion from Ms. Berg

and seconded by Ms. Vaughn. All those present voted aye.

b) The next regularly scheduled meeting of the Board will be held on January 11,

2010 at 4:00pm.

.

Respectfully submitted,

Robert Carringer

Acting Secretary

Mr. Gregory Kinch, President