December 2008 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, December 16, 2008, 7:30 p.m., Liberty Street Library Conference Room
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Carroll Meyer, Kevin Power, Richard Shisler, Bill Bailey, Brian
Questel. Not Present: Doug Drushal
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer;
Sara Hawk, Deputy Fiscal Officer; Leslie Davenport, Bookmobile
Manager; Jennifer Shatzer, Technical Services Manager; Sherry Hatter-
Miller, Circulation Manager; Linda Miller, Circulation Assistant Manager;
Deborah Keener, Genealogy Manager; Linda Davis, Adult Services
Manager; Ferenc Relle, WCCF.
Mr. Shisler turned the meeting over to Mr. Meyer and Mr. Relle to discuss the Library’s endowment funds. Mr. Meyer moved to approve the two documents to set up the endowment funds. Ms. Crowley seconded the motion, so discussion could take place.
Mr. Drushal arrived at 7:33 p.m.
Mr. Meyer summarized the history of the funds being held at the Foundation. It is proposed to begin the Liberty Street endowment fund at $660k, and the Wayne County Public Library Fund will begin with the remainder (approx. $140k).
Mr. Relle stated that these funds will be permanent endowments, which means that only interest and dividends can be spent from the accounts. The historical value must be maintained.
Mr. Drushal questioned whether the original intent of the donors was being maintained. The donations were given to/for the Liberty Street fund. Ms. Crowley stated that the capital campaign had promised to put at least $600k in an endowment; there was no indication of what would be done with any extra collected, so it was thought to begin the second fund with that. She also said that some of the donors were from areas around the county, so this second fund for the whole system would spread the funds out for the rest of the locations. The use policy is intentionally rather broad, so available funds can be used for many functions of the Library. Roll call vote passed the motion unanimously.
Mr. Drushal asked what would happen if the 5% was not expended in a certain year. Mr. Relle replied that it would roll over to the next year to be available.
At this time, Mr. Relle and Ms. Crowley signed the official documents.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Drushal moved, and Mr. Questel seconded to approve the November 18th regular board minutes. However, Mr. Power asked that more of the conversation be inserted in lines 30-33. Mr. Meyer moved to table the minutes until next meeting; Mr. Power seconded. The motion to table passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved to approve the November 18th and December 10th finance minutes, and Ms. Crowley seconded. The motion passed unanimously.
Mr. Bailey moved, and Mr. Questel seconded to approve the December 13th operations minutes. This motion also passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Mr. Lubelski stated that the Wooster Friends group had purchased Christmas decorations for the Liberty Street library.
A full-time bookmobile driver has been hired. Circulation is looking to hire two part-time positions. Amy Anderson will be replacing the retiring Creston branch manager.
There was a managerial workshop on FMLA a couple weeks ago. Ms. Kizzen had arranged this workshop prior to her resignation.
Mr. Drushal asked about the prior mention of a donation for a bench. Ms. Crowley said that Mr. Craig is looking to order a custom bench that would be bolted down. The estimates have been between $600-900, and the Gene Buehler’s have said that is an acceptable amount.
Mr. Shisler asked about the total items circulated through the system this year. Mr. Lubelski had stated at an earlier meeting that it would be close to 2 million. He feels we may still reach that.
Ms. Crowley asked if anything had been decided at the operations meeting as to reducing the limit of items checked out. The Committee had discussed it, but not taken any action.
COMMITTEE REPORTS:
Finance and Audit:
November 2008 Bank Reconciliation: The Committee recommended the approval of the bank reconciliation; the Board approved the report unanimously.
November 2008 Balance Sheet and Income Statement:
Total encumbrances at November 30, 2008:
General Fund $ 477,391.12
Building & Repair Fund $ 6,139.00
Doylestown Fund $ 830,912.55
Technology Fund $ 1,649.00
Donation Fund $ 00.00
TOTAL: $1,316,091.67
The Committee recommended approval of the balance sheet, and the Board approved the report.
The Committee also recommended approval of the income statement. The Board unanimously approved the report.
Actual Revenue and Expenditures at November 30, 2004-2008: Mr. Meyer stated that the $400k increase we were hoping for with passage of the levy is quickly fading, due to decreases in revenue from the State.
Ms. Long informed the Board that she and Mr. Lubelski had listened to a webcast regarding the State income for 2009. The State is forecasting a 6-8% decrease from 2008. We are already approximately $85k under budgeted revenue for this year. Add to that the decrease for next year, and it means that the levy will still only allow us to break even.
Ms. Long does not have to present any new information to the County Budget Commission regarding passage of the levy. When she presents the year-end figures to the Auditor’s office this year, they will carry those figures over to the 2009 budget. The good news is that 2008 will be slightly in the black.
Ms. Long addressed the issue of the feds dropping the interest rate today. Due to this, our sweep bank account will now be getting 0%! She is considering taking money out of this account and moving it to STAR Ohio until it’s needed in the bank account.
November 2008 Accounts Payable and Payroll: The Committee recommended approval, and the Board approved it unanimously.
Resolution #51-2008 – November 2008 Donations: Mr. Meyer moved approval of resolution 51; Mr. Drushal seconded. Roll call vote passed the resolution unanimously.
Resolution #52-2008 – November 2008 Doylestown Sidewalk Paver Donations: Mr. Meyer moved approval of resolution 52. Mr. Power seconded, and roll call vote passed it unanimously.
Resolution #53-2008 – Additional Appropriations: Mr. Meyer moved to approve resolution 53; Ms. Crowley seconded. Ms. Long informed the Board that this is to appropriate the funds for the shelving for the Doylestown branch. These funds come from the contingency budget on the project. Roll call vote passed the motion unanimously.
Resolution #54-2008 – Budget Transfers: Funds are being transferred from the contingency account to cover shortages in other accounts. Mr. Meyer moved to approve resolution 54, and Mr. Questel seconded. Ms. Long said that this would use up the contingency fund – that’s a first since she’s started here. Roll call vote passed the motion unanimously.
Facilities Committee:
Mr. Power visited the Doylestown location last week. The windows are in, weather barriers are on the roof, and there is a good feeling for how high the ceilings will be. The interior studs are also in place.
Mr. Lubelski informed the Board that quotes had been received for re-using existing shelving at the Doylestown branch. The architect suggested that the Library buy new, since the costs were very close. It is suggested that the quote from Library Design be acted upon before the end of the year, because prices may go up. Board approval is not necessary, but the Board needed to have the information.
Mr. Bailey followed up on last month’s discussion about taking photos of the construction project and the question regarding the toilet paper holders. People in Doylestown are saying that, now that the windows are in, they can see what the architect meant about the front of the building.
Mr. Power suggested that the Library do some work on the basement of the Village Hall in Doylestown after we have moved out. There are holes in the walls from the bolts for our shelves, and the carpet needs replaced.
He suggests that the 2009 Facilities Committee meet with Mayor William Robertson of Rittman about the possibility of the Rittman branch moving into the “community center” in Rittman. Mr. Drushal suggested that the demolition of the empty house and site work on the lot at Creston also be a priority with the Committee.
Mr. Power reported that the copper replacement leaves are in for the donor wall at Liberty Street, but the issue of security for the wall has not been addressed. It was recommended to him to contact Wooster Glass for consultation regarding that issue. He suggests not replacing the leaves until the security of them has been addressed. Mr. Lubelski will contact Wooster Glass tomorrow.
Mr. Shisler pointed out and complimented the table by the book drops at the Liberty Street south entrance. It was made by Dave Tenney and secured to the wall for the convenience of patrons.
Mr. Lubelski informed the Board that the Facilities Coordinator is looking into the feasibility of inserting a hinged door on the side of the plexi-glass display case covers throughout the library. Currently, the covers must be lifted up by two or more people to clear the tops of displays inside. He also reported that a member of the Doylestown community will be donating keyboards and monitors for the branch there.
Human Resources:
Mr. Bailey reported that the Committee is in the process of reviewing the positions of Fiscal Officer and Director. He has prepared a summary of the reviews received to date, which he will distribute to the other Committee members. He would like to have an executive session to discuss those evaluations, or perhaps an executive session Committee meeting. The board members were asked to fill out a particular form, and staff was given the same form used for their own evaluations.
He was unsure what was meant by certain Board members asking to freeze the HR Coordinator position, when there had been several applicants. Mr. Shisler clarified to the Board that the applicants would be interviewed by several people, not just one.
Mr. Meyer asked for clarification on whether there was board action to not hire an HR person. If not, he would like to put a motion on the floor to not hire an HR coordinator. Mr. Drushal seconded this motion. Mr. Shisler reminded the Board members that the Board only works directly with the Director and Fiscal Officer. He does not think it is the Board’s responsibility to determine the hiring or firing of the HR Coordinator position. Mr. Power agreed that it is up to the Director and Fiscal Officer as to whether the Library has the ability or the funds to hire the position. Mr. Drushal and Mr. Questel expressed a desire to have an exit interview with Ms. Kizzen and get her view.
Mr. Power asked for Ms. Long’s and Mr. Lubelski’s opinions. Ms. Long would like to see the position filled. She and her staff, as well as Mr. Lubelski and many of the managers, are taking on many of the responsibilities of the vacant position.
Mr. Meyer would be willing to rescind his motion if he could know how the responsibilities are being handled. Ms. Long explained in detail what each person is taking on that would normally be handled by the HR position. Ms. Hatter-Miller said that the managers who are hiring are doing the reference checks, the background checks, setting up interviews and handling follow-up calls.
Mr. Meyer said he has heard enough to satisfy his question, and he would be willing to rescind his motion. Mr. Drushal clarified that he just feels the process should be taken slowly. Mr. Bailey stated he had spoken with Ms. Kizzen before she left. She was not unhappy here; her reason for leaving was professional advancement and an increase in salary. Mr. Lubelski said he had had the same conversation with her. Ms. Long pointed out that the Human Resources Coordinator, Ms. Kizzen, had succeeded in putting together a policy manual that the Library needed desperately. Also, Mr. Lubelski mentioned that she had set up quarterly training for managers.
Mr. Power asked what the advantages/disadvantages would be of hiring out the services. Mr. Shisler asked what the managers that were present thought. Ms. Davenport feels strongly that the position is necessary. There are many things that the managers don’t know. Ms. Davis feels that it’s important that the staff have someone they can go to with questions and concerns. Ms. Keener said that she appreciated the HR position and the knowledge of what is legal/illegal, etc. Ms. Hatter-Miller said the HR position was very helpful with her employees that were on FMLA, and she was very discouraged to hear that it was possibly not going to be filled.
Mr. Power asked the Director what his opinion was on the matter. Mr. Lubelski said that the smaller libraries will often have an Assistant Director who can devote time to Human Resource functions. He feels that the hiring/interview/orientation process does not run as smoothly when it’s broken up between several different people, as it is now.
Operations Committee:
Mr. Questel reported that the Committee had met regarding the draft of Policy 718 – lost or stolen library cards. He moved to adopt Policy 718, and Mr. Drushal seconded. Mr. Power thanked them for meeting and discussing this, but questioned waiving of fines up to $100. Mr. Questel informed him that that had been revised to read “in excess of $100”. Mr. Power questioned how we as a public entity can forgive fines owed. Mr. Drushal stated that this is limited to a lost or stolen card, not just anyone with a high amount of fines. There are requirements for the waiving of these amounts, including producing police reports and insurance confirmations, etc. Mr. Questel asked at what level the Library’s insurance would go into effect. Ms. Long answered that it wouldn’t – the minimum is $1000 for any reimbursement. Mr. Bailey stated that also it says that the Library “may” waive it, not that it “will” waive it. Ms. Hatter-Miller said there is really only one other patron besides Ms. Burdno who has that high a dollar amount. The others (very few) are considerably smaller.
Discussion took place regarding preventing this volume of fines rather than forgiving them.
Administration will be implementing use of a PIN number when checking out on the self-check machines; this will help prevent unauthorized use of cards. Hopefully, this will be implemented shortly after the first of the year. Plus, a standard form will be created that a patron can fill out if they want to report their card stolen.
Mr. Power moved to amend the policy to remove the $100 limit. There was no second.
The original motion passed, with all voting yes except Mr. Power, who voted no.
Mr. Lubelski reported that the entertainment DVD’s have been placed back into security cases to help prevent theft.
Nominating Committee:
Mr. Drushal reported that the following slate of officers would be put forward at the organizational meeting in January:
Richard Shisler – President
Doug Drushal – Vice-President
Carroll Meyer – Secretary
UNFINISHED BUSINESS: Ms. Crowley thanked John Dryer and Sue Brown for their assistance with the finances of the Levy Committee. The Committee will be donating the remaining funds to the system-wide endowment fund. Mr. Dryer will be recommending five opera films that the Committee will purchase in his honor.
She distributed the county-wide Statement of Votes Cast from the Board of Elections.
NEW BUSINESS:
Proposed 2009 Scheduled Holiday Closings – Mr. Meyer moved to accept the closing schedule; Mr. Drushal seconded. Mr. Power moved that a parenthetical be added to Christmas Eve to say “observance of Veteran’s Day. There was no second. Mr. Lubelski pointed out that the staff receives a floating holiday for that holiday already. It was decided that the staff would do programming related to Veteran’s Day at the appropriate time. The original motion passed unanimously.
Proposed 2009 Scheduled Board Meetings – Mr. Meyer moved to accept the scheduled Board meetings, and Mr. Drushal seconded. The motion passed unanimously.
COMMENTS FROM THE PUBLIC: Mr. Bailey said that he had received a very nice thank you card from staff, and Ms. Crowley said she had also.
Mr. Drushal moved that a formal “thank you” be given to Ruth for her years of service. Mr. Bailey seconded, and the motion passed unanimously.
Mr. Shisler stated that the Commissioners are taking applications for the soon-to-be-vacant Board position. The applications are available at the Library’s Operations Center.
Mr. Meyer asked what the current policy was regarding the Board’s involvement in cultivating interest in participating in the Board. Mr. Shisler had written a letter to the Commissioners; Mr. Drushal had sent out an email to some he thought would be interested. The Board can encourage applicants.
Mr. Shisler stated that the Board would schedule an appreciation dinner for Ms. Crowley (and Ms. Broehl). The date will be announced later.
ADJOURNMENT: Mr. Meyer moved to adjourn at 9:34 p.m. Ms. Crowley seconded, and the motion passed unanimously.
______________________________ _____________________________
Richard Shisler, President Carroll Meyer, Secretary
December 2008 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, December 16, 2008, 7:30 p.m., Liberty Street Library Conference Room
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Carroll Meyer, Kevin Power, Richard Shisler, Bill Bailey, Brian
Questel. Not Present: Doug Drushal
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer;
Sara Hawk, Deputy Fiscal Officer; Leslie Davenport, Bookmobile
Manager; Jennifer Shatzer, Technical Services Manager; Sherry Hatter-
Miller, Circulation Manager; Linda Miller, Circulation Assistant Manager;
Deborah Keener, Genealogy Manager; Linda Davis, Adult Services
Manager; Ferenc Relle, WCCF.
Mr. Shisler turned the meeting over to Mr. Meyer and Mr. Relle to discuss the Library’s endowment funds. Mr. Meyer moved to approve the two documents to set up the endowment funds. Ms. Crowley seconded the motion, so discussion could take place.
Mr. Drushal arrived at 7:33 p.m.
Mr. Meyer summarized the history of the funds being held at the Foundation. It is proposed to begin the Liberty Street endowment fund at $660k, and the Wayne County Public Library Fund will begin with the remainder (approx. $140k).
Mr. Relle stated that these funds will be permanent endowments, which means that only interest and dividends can be spent from the accounts. The historical value must be maintained.
Mr. Drushal questioned whether the original intent of the donors was being maintained. The donations were given to/for the Liberty Street fund. Ms. Crowley stated that the capital campaign had promised to put at least $600k in an endowment; there was no indication of what would be done with any extra collected, so it was thought to begin the second fund with that. She also said that some of the donors were from areas around the county, so this second fund for the whole system would spread the funds out for the rest of the locations. The use policy is intentionally rather broad, so available funds can be used for many functions of the Library. Roll call vote passed the motion unanimously.
Mr. Drushal asked what would happen if the 5% was not expended in a certain year. Mr. Relle replied that it would roll over to the next year to be available.
At this time, Mr. Relle and Ms. Crowley signed the official documents.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Drushal moved, and Mr. Questel seconded to approve the November 18th regular board minutes. However, Mr. Power asked that more of the conversation be inserted in lines 30-33. Mr. Meyer moved to table the minutes until next meeting; Mr. Power seconded. The motion to table passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved to approve the November 18th and December 10th finance minutes, and Ms. Crowley seconded. The motion passed unanimously.
Mr. Bailey moved, and Mr. Questel seconded to approve the December 13th operations minutes. This motion also passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Mr. Lubelski stated that the Wooster Friends group had purchased Christmas decorations for the Liberty Street library.
A full-time bookmobile driver has been hired. Circulation is looking to hire two part-time positions. Amy Anderson will be replacing the retiring Creston branch manager.
There was a managerial workshop on FMLA a couple weeks ago. Ms. Kizzen had arranged this workshop prior to her resignation.
Mr. Drushal asked about the prior mention of a donation for a bench. Ms. Crowley said that Mr. Craig is looking to order a custom bench that would be bolted down. The estimates have been between $600-900, and the Gene Buehler’s have said that is an acceptable amount.
Mr. Shisler asked about the total items circulated through the system this year. Mr. Lubelski had stated at an earlier meeting that it would be close to 2 million. He feels we may still reach that.
Ms. Crowley asked if anything had been decided at the operations meeting as to reducing the limit of items checked out. The Committee had discussed it, but not taken any action.
COMMITTEE REPORTS:
Finance and Audit:
November 2008 Bank Reconciliation: The Committee recommended the approval of the bank reconciliation; the Board approved the report unanimously.
November 2008 Balance Sheet and Income Statement:
Total encumbrances at November 30, 2008:
General Fund $ 477,391.12
Building & Repair Fund $ 6,139.00
Doylestown Fund $ 830,912.55
Technology Fund $ 1,649.00
Donation Fund $ 00.00
TOTAL: $1,316,091.67
The Committee recommended approval of the balance sheet, and the Board approved the report.
The Committee also recommended approval of the income statement. The Board unanimously approved the report.
Actual Revenue and Expenditures at November 30, 2004-2008: Mr. Meyer stated that the $400k increase we were hoping for with passage of the levy is quickly fading, due to decreases in revenue from the State.
Ms. Long informed the Board that she and Mr. Lubelski had listened to a webcast regarding the State income for 2009. The State is forecasting a 6-8% decrease from 2008. We are already approximately $85k under budgeted revenue for this year. Add to that the decrease for next year, and it means that the levy will still only allow us to break even.
Ms. Long does not have to present any new information to the County Budget Commission regarding passage of the levy. When she presents the year-end figures to the Auditor’s office this year, they will carry those figures over to the 2009 budget. The good news is that 2008 will be slightly in the black.
Ms. Long addressed the issue of the feds dropping the interest rate today. Due to this, our sweep bank account will now be getting 0%! She is considering taking money out of this account and moving it to STAR Ohio until it’s needed in the bank account.
November 2008 Accounts Payable and Payroll: The Committee recommended approval, and the Board approved it unanimously.
Resolution #51-2008 – November 2008 Donations: Mr. Meyer moved approval of resolution 51; Mr. Drushal seconded. Roll call vote passed the resolution unanimously.
Resolution #52-2008 – November 2008 Doylestown Sidewalk Paver Donations: Mr. Meyer moved approval of resolution 52. Mr. Power seconded, and roll call vote passed it unanimously.
Resolution #53-2008 – Additional Appropriations: Mr. Meyer moved to approve resolution 53; Ms. Crowley seconded. Ms. Long informed the Board that this is to appropriate the funds for the shelving for the Doylestown branch. These funds come from the contingency budget on the project. Roll call vote passed the motion unanimously.
Resolution #54-2008 – Budget Transfers: Funds are being transferred from the contingency account to cover shortages in other accounts. Mr. Meyer moved to approve resolution 54, and Mr. Questel seconded. Ms. Long said that this would use up the contingency fund – that’s a first since she’s started here. Roll call vote passed the motion unanimously.
Facilities Committee:
Mr. Power visited the Doylestown location last week. The windows are in, weather barriers are on the roof, and there is a good feeling for how high the ceilings will be. The interior studs are also in place.
Mr. Lubelski informed the Board that quotes had been received for re-using existing shelving at the Doylestown branch. The architect suggested that the Library buy new, since the costs were very close. It is suggested that the quote from Library Design be acted upon before the end of the year, because prices may go up. Board approval is not necessary, but the Board needed to have the information.
Mr. Bailey followed up on last month’s discussion about taking photos of the construction project and the question regarding the toilet paper holders. People in Doylestown are saying that, now that the windows are in, they can see what the architect meant about the front of the building.
Mr. Power suggested that the Library do some work on the basement of the Village Hall in Doylestown after we have moved out. There are holes in the walls from the bolts for our shelves, and the carpet needs replaced.
He suggests that the 2009 Facilities Committee meet with Mayor William Robertson of Rittman about the possibility of the Rittman branch moving into the “community center” in Rittman. Mr. Drushal suggested that the demolition of the empty house and site work on the lot at Creston also be a priority with the Committee.
Mr. Power reported that the copper replacement leaves are in for the donor wall at Liberty Street, but the issue of security for the wall has not been addressed. It was recommended to him to contact Wooster Glass for consultation regarding that issue. He suggests not replacing the leaves until the security of them has been addressed. Mr. Lubelski will contact Wooster Glass tomorrow.
Mr. Shisler pointed out and complimented the table by the book drops at the Liberty Street south entrance. It was made by Dave Tenney and secured to the wall for the convenience of patrons.
Mr. Lubelski informed the Board that the Facilities Coordinator is looking into the feasibility of inserting a hinged door on the side of the plexi-glass display case covers throughout the library. Currently, the covers must be lifted up by two or more people to clear the tops of displays inside. He also reported that a member of the Doylestown community will be donating keyboards and monitors for the branch there.
Human Resources:
Mr. Bailey reported that the Committee is in the process of reviewing the positions of Fiscal Officer and Director. He has prepared a summary of the reviews received to date, which he will distribute to the other Committee members. He would like to have an executive session to discuss those evaluations, or perhaps an executive session Committee meeting. The board members were asked to fill out a particular form, and staff was given the same form used for their own evaluations.
He was unsure what was meant by certain Board members asking to freeze the HR Coordinator position, when there had been several applicants. Mr. Shisler clarified to the Board that the applicants would be interviewed by several people, not just one.
Mr. Meyer asked for clarification on whether there was board action to not hire an HR person. If not, he would like to put a motion on the floor to not hire an HR coordinator. Mr. Drushal seconded this motion. Mr. Shisler reminded the Board members that the Board only works directly with the Director and Fiscal Officer. He does not think it is the Board’s responsibility to determine the hiring or firing of the HR Coordinator position. Mr. Power agreed that it is up to the Director and Fiscal Officer as to whether the Library has the ability or the funds to hire the position. Mr. Drushal and Mr. Questel expressed a desire to have an exit interview with Ms. Kizzen and get her view.
Mr. Power asked for Ms. Long’s and Mr. Lubelski’s opinions. Ms. Long would like to see the position filled. She and her staff, as well as Mr. Lubelski and many of the managers, are taking on many of the responsibilities of the vacant position.
Mr. Meyer would be willing to rescind his motion if he could know how the responsibilities are being handled. Ms. Long explained in detail what each person is taking on that would normally be handled by the HR position. Ms. Hatter-Miller said that the managers who are hiring are doing the reference checks, the background checks, setting up interviews and handling follow-up calls.
Mr. Meyer said he has heard enough to satisfy his question, and he would be willing to rescind his motion. Mr. Drushal clarified that he just feels the process should be taken slowly. Mr. Bailey stated he had spoken with Ms. Kizzen before she left. She was not unhappy here; her reason for leaving was professional advancement and an increase in salary. Mr. Lubelski said he had had the same conversation with her. Ms. Long pointed out that the Human Resources Coordinator, Ms. Kizzen, had succeeded in putting together a policy manual that the Library needed desperately. Also, Mr. Lubelski mentioned that she had set up quarterly training for managers.
Mr. Power asked what the advantages/disadvantages would be of hiring out the services. Mr. Shisler asked what the managers that were present thought. Ms. Davenport feels strongly that the position is necessary. There are many things that the managers don’t know. Ms. Davis feels that it’s important that the staff have someone they can go to with questions and concerns. Ms. Keener said that she appreciated the HR position and the knowledge of what is legal/illegal, etc. Ms. Hatter-Miller said the HR position was very helpful with her employees that were on FMLA, and she was very discouraged to hear that it was possibly not going to be filled.
Mr. Power asked the Director what his opinion was on the matter. Mr. Lubelski said that the smaller libraries will often have an Assistant Director who can devote time to Human Resource functions. He feels that the hiring/interview/orientation process does not run as smoothly when it’s broken up between several different people, as it is now.
Operations Committee:
Mr. Questel reported that the Committee had met regarding the draft of Policy 718 – lost or stolen library cards. He moved to adopt Policy 718, and Mr. Drushal seconded. Mr. Power thanked them for meeting and discussing this, but questioned waiving of fines up to $100. Mr. Questel informed him that that had been revised to read “in excess of $100”. Mr. Power questioned how we as a public entity can forgive fines owed. Mr. Drushal stated that this is limited to a lost or stolen card, not just anyone with a high amount of fines. There are requirements for the waiving of these amounts, including producing police reports and insurance confirmations, etc. Mr. Questel asked at what level the Library’s insurance would go into effect. Ms. Long answered that it wouldn’t – the minimum is $1000 for any reimbursement. Mr. Bailey stated that also it says that the Library “may” waive it, not that it “will” waive it. Ms. Hatter-Miller said there is really only one other patron besides Ms. Burdno who has that high a dollar amount. The others (very few) are considerably smaller.
Discussion took place regarding preventing this volume of fines rather than forgiving them.
Administration will be implementing use of a PIN number when checking out on the self-check machines; this will help prevent unauthorized use of cards. Hopefully, this will be implemented shortly after the first of the year. Plus, a standard form will be created that a patron can fill out if they want to report their card stolen.
Mr. Power moved to amend the policy to remove the $100 limit. There was no second.
The original motion passed, with all voting yes except Mr. Power, who voted no.
Mr. Lubelski reported that the entertainment DVD’s have been placed back into security cases to help prevent theft.
Nominating Committee:
Mr. Drushal reported that the following slate of officers would be put forward at the organizational meeting in January:
Richard Shisler – President
Doug Drushal – Vice-President
Carroll Meyer – Secretary
UNFINISHED BUSINESS: Ms. Crowley thanked John Dryer and Sue Brown for their assistance with the finances of the Levy Committee. The Committee will be donating the remaining funds to the system-wide endowment fund. Mr. Dryer will be recommending five opera films that the Committee will purchase in his honor.
She distributed the county-wide Statement of Votes Cast from the Board of Elections.
NEW BUSINESS:
Proposed 2009 Scheduled Holiday Closings – Mr. Meyer moved to accept the closing schedule; Mr. Drushal seconded. Mr. Power moved that a parenthetical be added to Christmas Eve to say “observance of Veteran’s Day. There was no second. Mr. Lubelski pointed out that the staff receives a floating holiday for that holiday already. It was decided that the staff would do programming related to Veteran’s Day at the appropriate time. The original motion passed unanimously.
Proposed 2009 Scheduled Board Meetings – Mr. Meyer moved to accept the scheduled Board meetings, and Mr. Drushal seconded. The motion passed unanimously.
COMMENTS FROM THE PUBLIC: Mr. Bailey said that he had received a very nice thank you card from staff, and Ms. Crowley said she had also.
Mr. Drushal moved that a formal “thank you” be given to Ruth for her years of service. Mr. Bailey seconded, and the motion passed unanimously.
Mr. Shisler stated that the Commissioners are taking applications for the soon-to-be-vacant Board position. The applications are available at the Library’s Operations Center.
Mr. Meyer asked what the current policy was regarding the Board’s involvement in cultivating interest in participating in the Board. Mr. Shisler had written a letter to the Commissioners; Mr. Drushal had sent out an email to some he thought would be interested. The Board can encourage applicants.
Mr. Shisler stated that the Board would schedule an appreciation dinner for Ms. Crowley (and Ms. Broehl). The date will be announced later.
ADJOURNMENT: Mr. Meyer moved to adjourn at 9:34 p.m. Ms. Crowley seconded, and the motion passed unanimously.
______________________________ _____________________________
Richard Shisler, President Carroll Meyer, Secretary