Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, August 8, 2011, 7 p.m., Doylestown Branch Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 7:05 p.m.
ROLL CALL: Present: Maggie Johnson, Charles Brown, Sandy Wenger, John Galehouse,
Doug Drushal. Excused: Pat Neyhart, Kevin Power.
Also Present: Jimmie Epling, Director; Jennifer Shatzer, Assistant Director;
Katherine Long, Fiscal Officer; Desiree Cutright, Human Resources Coordinator;
Sara Hawk, Deputy Fiscal Officer; Pat Pond, Doylestown Branch Manager; Linda
Davis, Adult Services Coordinator; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Ms. Wenger moved, and Ms. Johnson seconded to approve the July 11th special Board meeting minutes. Motion carried. Mr. Galehouse moved, and Dr. Brown seconded to approve the July 11th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Dr. Brown moved, and Mr. Galehouse seconded to accept the August 1st Facilities Committee minutes. Motion carried. Ms. Johnson moved, and Ms. Wenger seconded to accept the August 1st Human Resources Committee minutes. The motion passed unanimously. Ms. Johnson moved to accept the August 4th Finance Committee minutes; Mr. Galehouse seconded, and the motion carried.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Statistics are at an 8% increase from last year. Other libraries of similar size in Ohio are either at the same level as last year or decreased from last year.
Business Before Breakfast went well. Four Board members were present for the event. The Wooster Friends of the Library funded the printing of bookmarks promoting “Libraries Save Money”. They are also purchasing 2 benches for outside the south entrance of the Wooster Library.
The mobile branch has participated in 3 parades in the past several weeks. Many Doylestown residents were not even aware that the Library had a mobile branch, until they saw it in the Rogue’s Hollow parade!
Summer Reading Club is winding down. There was approximately a 10% increase in participation over last year.
Mr. Epling, Ms. Davenport, Ms. Lowe and Mr. Guster toured the Euclid Public Library recently. One of their staff has written a computer program that prints hold slips and other items that we now write out by hand. They are willing to share the program with us.
Mr. Epling received a note from the Wooster Chamber of Commerce complimenting us on the Breakfast Before Business event.
At this time, Pat Pond, Doylestown Branch Manager, gave a brief presentation of what her branch had done this summer. She highlighted the programs they had done this summer, passing around a jar of Vegemite from a program they did on Australia. She highly commended one of the performers who single-handedly acted out folk tales and involved the audience in the program. Mr. Drushal asked Ms. Pond if she needed anything here at the branch. Ideally, one thing on her wish list is a larger meeting room.
COMMITTEE REPORTS:
Finance and Audit:
June 2011 Bank Reconciliation: In Mr. Neyhart’s absence, Ms. Long informed the Board of the Committee items. The Committee recommended approval of the bank reconciliation; motion carried.
June 2011 Balance Sheet and Income Statement:
Total encumbrances at June 30, 2011 were:
General Fund $707,394.51
Vehicle Replacement $ 26,254.00
Hagelin Memorial Fund $ 82.33
Donation Fund $ 141.41
Bradford Memorial Fund $ 113.78
TOTAL: $733,986.03
Revenue is above projected; expenditures are below projected. The Committee recommended acceptance of the balance sheet and income statement. The motion passed unanimously.
Actual Revenue and Expenditures at June 30, 2007-2011: The Committee recommended approval of this report, and the motion passed unopposed.
June 2011 Payroll and Accounts Payable: The Committee recommended acceptance of the payroll and accounts payable. The motion passed unanimously.
Resolution #18-2011 – July 2011 Donations: The Committee recommended approval of Resolution 18. Roll call vote passed the motion unanimously.
Resolution #19-2011 – July 2011 Memorial Donations: The Committee recommended approval of Resolution 19, and roll call vote passed the motion unopposed.
Resolution #20-2011 – Additional Revenue: The Committee recommended approval of Resolution 20. Ms. Long said that most of the purchases have already been approved; she is now showing the receipt of the revenue (next resolution shows appropriations). Roll call vote carried the motion unanimously.
Resolution #21-2011 – Additional Appropriations: The Committee recommended approval of Resolution 21. These items are expenditures from Foundation disbursements, grant funds or donations received. Roll call vote passed the motion unanimously.
Resolution #22-2011 – General Fund Reserves: This resolution is to extend the amount of money maintained in reserve to 120 days, up from 60-90 days. We have already been doing this, we just did not have an official resolution. Mr. Drushal asked to table this resolution until the original resolution that’s being amended can be located, or until the wording of the resolution can be finalized. Ms. Johnson moved to table Resolution 22, and Ms. Wenger seconded. The motion passed unanimously.
Facilities:
Mr. Galehouse stated that requests for proposals for a new bookmobile have been sent out. They are due by the end of August. Mr. Epling hopes to have a recommendation ready for the September Board meeting.
Requests for updated qualifications from architects are being sent out for the Dalton project and the Rittman project. The Committee hopes to also have a recommendation for this at the September Board meeting.
A letter was received from the Rittman Friends of the Library, expressing concern over the possible branch relocation to the old Rittman high school. Mr. Galehouse wanted to reassure them that nothing is set in stone, but the Board is currently gathering all the information they can, in order to be able to make the best decision on the project.
Regarding the West Salem facility, the Village still has not made a final decision regarding keeping the building open. Ms. Johnson has worked with the numbers that the Village distributed, and she cannot figure out how they arrived at the figure of $62k loss on the Community Center. She mentioned the possibility of asking to see their actual records, since they should all be public records. If the facility stays open, we are still planning to lease the additional space. This will increase our rent to $1000/month. The room will need to be painted and carpeted, which will cost approximately $1500-$1600.
Human Resources:
The Committee discussed adjusting pay ranges for staff. Mr. Epling and Ms. Long will meet this week to work out a final proposal. Also, ERC would like to meet with the HR Committee regarding the Director and Fiscal Officer evaluations. Ms. Cutright would like to schedule a special HR meeting for that purpose, possibly next week.
Mr. Drushal has spoken with Mr. Power regarding having someone else step up to be chair of the Operations Committee, since Mr. Power’s work schedule had become unpredictable. Dr. Brown was selected as the new chair, while Mr. Power will still be on the Committee as a regular member.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
CORRESPONDENCE: There was none.
COMMENTS FROM THE PUBLIC: Ms. Cutright asked for volunteers from the Board to help man the Mobile Branch at the Wayne County Fair this year.
At 7:48, Ms. Wenger moved to go into executive session to discuss a matter of real estate. Mr. Galehouse seconded, and roll call vote passed the motion unanimously.
ADJOURNMENT: At 8:23 p.m., Mr. Galehouse moved to come out of executive session and adjourn the meeting. Dr. Brown seconded, and roll call vote passed the motion unanimously.
______________________________ ______________________________
Doug Drushal, President Maggie Johnson, Secretary
Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, August 8, 2011, 7 p.m., Doylestown Branch Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 7:05 p.m.
ROLL CALL: Present: Maggie Johnson, Charles Brown, Sandy Wenger, John Galehouse,
Doug Drushal. Excused: Pat Neyhart, Kevin Power.
Also Present: Jimmie Epling, Director; Jennifer Shatzer, Assistant Director;
Katherine Long, Fiscal Officer; Desiree Cutright, Human Resources Coordinator;
Sara Hawk, Deputy Fiscal Officer; Pat Pond, Doylestown Branch Manager; Linda
Davis, Adult Services Coordinator; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Ms. Wenger moved, and Ms. Johnson seconded to approve the July 11th special Board meeting minutes. Motion carried. Mr. Galehouse moved, and Dr. Brown seconded to approve the July 11th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Dr. Brown moved, and Mr. Galehouse seconded to accept the August 1st Facilities Committee minutes. Motion carried. Ms. Johnson moved, and Ms. Wenger seconded to accept the August 1st Human Resources Committee minutes. The motion passed unanimously. Ms. Johnson moved to accept the August 4th Finance Committee minutes; Mr. Galehouse seconded, and the motion carried.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Statistics are at an 8% increase from last year. Other libraries of similar size in Ohio are either at the same level as last year or decreased from last year.
Business Before Breakfast went well. Four Board members were present for the event. The Wooster Friends of the Library funded the printing of bookmarks promoting “Libraries Save Money”. They are also purchasing 2 benches for outside the south entrance of the Wooster Library.
The mobile branch has participated in 3 parades in the past several weeks. Many Doylestown residents were not even aware that the Library had a mobile branch, until they saw it in the Rogue’s Hollow parade!
Summer Reading Club is winding down. There was approximately a 10% increase in participation over last year.
Mr. Epling, Ms. Davenport, Ms. Lowe and Mr. Guster toured the Euclid Public Library recently. One of their staff has written a computer program that prints hold slips and other items that we now write out by hand. They are willing to share the program with us.
Mr. Epling received a note from the Wooster Chamber of Commerce complimenting us on the Breakfast Before Business event.
At this time, Pat Pond, Doylestown Branch Manager, gave a brief presentation of what her branch had done this summer. She highlighted the programs they had done this summer, passing around a jar of Vegemite from a program they did on Australia. She highly commended one of the performers who single-handedly acted out folk tales and involved the audience in the program. Mr. Drushal asked Ms. Pond if she needed anything here at the branch. Ideally, one thing on her wish list is a larger meeting room.
COMMITTEE REPORTS:
Finance and Audit:
June 2011 Bank Reconciliation: In Mr. Neyhart’s absence, Ms. Long informed the Board of the Committee items. The Committee recommended approval of the bank reconciliation; motion carried.
June 2011 Balance Sheet and Income Statement:
Total encumbrances at June 30, 2011 were:
General Fund $707,394.51
Vehicle Replacement $ 26,254.00
Hagelin Memorial Fund $ 82.33
Donation Fund $ 141.41
Bradford Memorial Fund $ 113.78
TOTAL: $733,986.03
Revenue is above projected; expenditures are below projected. The Committee recommended acceptance of the balance sheet and income statement. The motion passed unanimously.
Actual Revenue and Expenditures at June 30, 2007-2011: The Committee recommended approval of this report, and the motion passed unopposed.
June 2011 Payroll and Accounts Payable: The Committee recommended acceptance of the payroll and accounts payable. The motion passed unanimously.
Resolution #18-2011 – July 2011 Donations: The Committee recommended approval of Resolution 18. Roll call vote passed the motion unanimously.
Resolution #19-2011 – July 2011 Memorial Donations: The Committee recommended approval of Resolution 19, and roll call vote passed the motion unopposed.
Resolution #20-2011 – Additional Revenue: The Committee recommended approval of Resolution 20. Ms. Long said that most of the purchases have already been approved; she is now showing the receipt of the revenue (next resolution shows appropriations). Roll call vote carried the motion unanimously.
Resolution #21-2011 – Additional Appropriations: The Committee recommended approval of Resolution 21. These items are expenditures from Foundation disbursements, grant funds or donations received. Roll call vote passed the motion unanimously.
Resolution #22-2011 – General Fund Reserves: This resolution is to extend the amount of money maintained in reserve to 120 days, up from 60-90 days. We have already been doing this, we just did not have an official resolution. Mr. Drushal asked to table this resolution until the original resolution that’s being amended can be located, or until the wording of the resolution can be finalized. Ms. Johnson moved to table Resolution 22, and Ms. Wenger seconded. The motion passed unanimously.
Facilities:
Mr. Galehouse stated that requests for proposals for a new bookmobile have been sent out. They are due by the end of August. Mr. Epling hopes to have a recommendation ready for the September Board meeting.
Requests for updated qualifications from architects are being sent out for the Dalton project and the Rittman project. The Committee hopes to also have a recommendation for this at the September Board meeting.
A letter was received from the Rittman Friends of the Library, expressing concern over the possible branch relocation to the old Rittman high school. Mr. Galehouse wanted to reassure them that nothing is set in stone, but the Board is currently gathering all the information they can, in order to be able to make the best decision on the project.
Regarding the West Salem facility, the Village still has not made a final decision regarding keeping the building open. Ms. Johnson has worked with the numbers that the Village distributed, and she cannot figure out how they arrived at the figure of $62k loss on the Community Center. She mentioned the possibility of asking to see their actual records, since they should all be public records. If the facility stays open, we are still planning to lease the additional space. This will increase our rent to $1000/month. The room will need to be painted and carpeted, which will cost approximately $1500-$1600.
Human Resources:
The Committee discussed adjusting pay ranges for staff. Mr. Epling and Ms. Long will meet this week to work out a final proposal. Also, ERC would like to meet with the HR Committee regarding the Director and Fiscal Officer evaluations. Ms. Cutright would like to schedule a special HR meeting for that purpose, possibly next week.
Mr. Drushal has spoken with Mr. Power regarding having someone else step up to be chair of the Operations Committee, since Mr. Power’s work schedule had become unpredictable. Dr. Brown was selected as the new chair, while Mr. Power will still be on the Committee as a regular member.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
CORRESPONDENCE: There was none.
COMMENTS FROM THE PUBLIC: Ms. Cutright asked for volunteers from the Board to help man the Mobile Branch at the Wayne County Fair this year.
At 7:48, Ms. Wenger moved to go into executive session to discuss a matter of real estate. Mr. Galehouse seconded, and roll call vote passed the motion unanimously.
ADJOURNMENT: At 8:23 p.m., Mr. Galehouse moved to come out of executive session and adjourn the meeting. Dr. Brown seconded, and roll call vote passed the motion unanimously.
______________________________ ______________________________
Doug Drushal, President Maggie Johnson, Secretary