Tuesday, February 19, 2008, 7:30 p.m.
Conference Room West, Wooster Library

 

 
ROLL CALL:   Present: Richard Shisler, Carroll Meyer, Ruth Crowley, Bill Bailey, Brian Questel, Kevin Power. Doug Drushal (arrived at 7:35 p.m.)
 Also Present:  Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jon Craig, Facilities Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Jean Spencer, Administrative Assistant; Jennifer Shatzer, Technical Services Manager; Linda Davis, Adult Services Manager; Deborah Keener, Genealogy Manager; 1 guest.

 
COMMENTS FROM THE PUBLIC: There were none.
 

APPROVAL OF BOARD MINUTES:   Questel moved, and Crowley seconded to approve the January 15^th organizational minutes and the January 24^th special meeting minutes. The motion passed unanimously.
 

ACCEPTANCE OF COMMITTEE MINUTES:   Meyer moved to accept the January 21^st work session minutes and the February 13^th finance committee minutes. Questel seconded, and the motion passed unanimously.
 

DIRECTOR’S REPORT: Narrative and Statistical as distributed.

Lubelski distributed the statistics; however, the figures themselves are accurate, but the percentages are off. Circulation is in the process of finding someone to take on the job of the statistics due to the loss of our former statistician.

HUMAN RESOURCES COORDINATOR: Narrative and Personnel reports as distributed.

Kizzen highlighted her goals for the year and her progress on each. The Committee met to review the first draft of the policy manual. The final draft will be brought before the Board in March for approval.

Drushal asked about the “policy of the month” suggestion to keep the Board informed of what’s happening. Kizzen agrees it is a good idea.

 

COMMITTEE REPORTS:
Finance and Audit:

January 2008 Bank Reconciliation: Meyer moved to accept the January bank reconciliation. Crowley seconded, and the motion passed unanimously.
 

Meyer moved to accept the balance sheet, and Power seconded. Long stated that she changed the format to make it viewable electronically. The motion passed unanimously.

Meyer moved, and Crowley seconded to approve the income statement. Long pointed out that expenditures did exceed revenue in the month of January. Factors that contributed are: paying for the many orders that were placed right before year-end and not receiving certain forms of revenues on a predictable basis. The motion passed unanimously.

Actual Revenue and Expenditures at January 31, 2004-2008: This report has been pared down to only 2004-2008 due to lack of space. The LLGSF will be different at this point, because of the new manner of calculation by the State. She remains comfortable with the amount we have in reserve. She is more concerned about timing of revenue rather than amount.

Meyer moved to accept this report; Questel seconded. The motion passed unanimously.

January 2008 Accounts Payable and Payroll: Meyer moved to accept the January payroll and accounts payable; Power seconded. The motion passed unanimously.

Resolution #7-2008 – January 2008 Donations: Meyer moved to accept Resolution #7-2008, and Crowley seconded. Roll call vote passed the motion unanimously.

Resolution #8-2008 – Donation of Artwork: Meyer moved to approve Resolution #8-2008. Questel seconded, and roll call vote passed the motion with all in favor.

Resolution #9-2008 – Additional Appropriations: Meyer moved to approve Resolution #9-2008, and Crowley seconded. Long spoke to the motion – the technology appropriation was simply missed in the initial budget in January. Jon Craig spoke about the equipment appropriation – this is to purchase a lift to help, among other things, change light bulbs in Liberty and Larwill. It is portable; it can be transported in the back of a pickup. Renting the equipment was ruled out because of the possibility of dragging dirt and construction materials into the buildings as well as the exorbitant price. Meyer expressed concern regarding damage to the carpeting. When asked, Craig assured the Board that there is a safety belt for the person in the basket. Roll call passed the resolution unanimously.

Facilities:

Larwill – Power gave a brief background on the project. The project is on time and on budget! Most of the contractors and subcontractors on the project are from Wayne County.

Doylestown – Schematic design is partially completed and going to the LEED consultant. Donations for the project are most welcome!

Drushal asked for a summary of the public meeting in Doylestown. Power gave him a brief overview. There was a lot of interest and support from the community. Drushal felt the LEED meeting prior to that had been very helpful. Power would like to schedule another public meeting to present the design when it’s closer to being finished.

Human Resources:

Bailey reported that the Committee met last week. The policy manual will be voted on next month, as Kizzen stated. It was suggested that the manual be available on the staff drive in “pdf” format.

 Operations:

Questel informed the Board that the funds for the author coming in May can be appropriated from the Birdie Eberhart fund. Hopefully there will be donations to cover part of the expense. Questel moved to approve Resolution #10-2008 – Appropriation of $4500 in the Birdie Eberhart fund. Drushal seconded the motion. Power asked about new revenue sources for funding these speakers. He doesn’t want to see the Library spend money that’s already been given – there should be fresh funds coming in. Questel replied that hopefully we will be able to partner with someone in the future. Not every speaker will be paid out of this fund; this is just to get things started. Roll call vote passed the motion by majority, with only Power voting no.

 
UNFINISHED BUSINESS: Crowley reminded everyone that help is still needed in the levy campaign, and there are still yard signs to get out. Power thanked her for all the work she’s been doing towards the levy.
 

NEW BUSINESS: Lubelski spoke about the new proposed Clevnet contract, to replace the one signed in 1989. Meyer moved to approve entering into the contract; Questel seconded. This is a new, more detailed contract much like a software license agreement. The County Prosecutor’s office looked at an earlier version of this contract and said it was a standard contract. Questel asked if Clevnet was working better. Lubelski stated that we are still looking at alternatives. Wadsworth library just recently migrated to a new system. There are other libraries in the Clevnet consortium that are looking at alternatives as well. He’s hoping to do a preliminary report to the Operations Committee by March or April. Discussion followed regarding the current SIRSI system and Innovative.

Roll call vote passed the motion unanimously.
 

COMMENTS FROM THE PUBLIC: There were none.
 

Drushal asked about having the Board packet printed two-sided. Long stated the financials were requested earlier to be one-sided as it makes it more difficult to read if it’s two-sided. Crowley asked if the articles from the newspaper could be scanned rather than copied. It was decided to scan and email them to the Board members, as well as the monthly calendars and employee newsletters.

Drushal asked about the recycling containers for the rest of the Liberty Street building. Long stated that she thought they’d been ordered but didn’t know the status of the order.

Lubelski asked for the Board’s consensus on the format of a sign for the future site of the Doylestown library. It will be much like the plywood sign that was on the Liberty Street site.

 ADJOURNMENT: Questel moved to adjourn at 8:55 p.m., and Crowley seconded. The motion passed unanimously.

 

Tuesday, February 19, 2008, 7:30 p.m.
Conference Room West, Wooster Library

 

 
ROLL CALL:   Present: Richard Shisler, Carroll Meyer, Ruth Crowley, Bill Bailey, Brian Questel, Kevin Power. Doug Drushal (arrived at 7:35 p.m.)
 Also Present:  Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jon Craig, Facilities Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Jean Spencer, Administrative Assistant; Jennifer Shatzer, Technical Services Manager; Linda Davis, Adult Services Manager; Deborah Keener, Genealogy Manager; 1 guest.

 
COMMENTS FROM THE PUBLIC: There were none.
 

APPROVAL OF BOARD MINUTES:   Questel moved, and Crowley seconded to approve the January 15^th organizational minutes and the January 24^th special meeting minutes. The motion passed unanimously.
 

ACCEPTANCE OF COMMITTEE MINUTES:   Meyer moved to accept the January 21^st work session minutes and the February 13^th finance committee minutes. Questel seconded, and the motion passed unanimously.
 

DIRECTOR’S REPORT: Narrative and Statistical as distributed.

Lubelski distributed the statistics; however, the figures themselves are accurate, but the percentages are off. Circulation is in the process of finding someone to take on the job of the statistics due to the loss of our former statistician.

HUMAN RESOURCES COORDINATOR: Narrative and Personnel reports as distributed.

Kizzen highlighted her goals for the year and her progress on each. The Committee met to review the first draft of the policy manual. The final draft will be brought before the Board in March for approval.

Drushal asked about the “policy of the month” suggestion to keep the Board informed of what’s happening. Kizzen agrees it is a good idea.

 

COMMITTEE REPORTS:
Finance and Audit:

January 2008 Bank Reconciliation: Meyer moved to accept the January bank reconciliation. Crowley seconded, and the motion passed unanimously.
 

Meyer moved to accept the balance sheet, and Power seconded. Long stated that she changed the format to make it viewable electronically. The motion passed unanimously.

Meyer moved, and Crowley seconded to approve the income statement. Long pointed out that expenditures did exceed revenue in the month of January. Factors that contributed are: paying for the many orders that were placed right before year-end and not receiving certain forms of revenues on a predictable basis. The motion passed unanimously.

Actual Revenue and Expenditures at January 31, 2004-2008: This report has been pared down to only 2004-2008 due to lack of space. The LLGSF will be different at this point, because of the new manner of calculation by the State. She remains comfortable with the amount we have in reserve. She is more concerned about timing of revenue rather than amount.

Meyer moved to accept this report; Questel seconded. The motion passed unanimously.

January 2008 Accounts Payable and Payroll: Meyer moved to accept the January payroll and accounts payable; Power seconded. The motion passed unanimously.

Resolution #7-2008 – January 2008 Donations: Meyer moved to accept Resolution #7-2008, and Crowley seconded. Roll call vote passed the motion unanimously.

Resolution #8-2008 – Donation of Artwork: Meyer moved to approve Resolution #8-2008. Questel seconded, and roll call vote passed the motion with all in favor.

Resolution #9-2008 – Additional Appropriations: Meyer moved to approve Resolution #9-2008, and Crowley seconded. Long spoke to the motion – the technology appropriation was simply missed in the initial budget in January. Jon Craig spoke about the equipment appropriation – this is to purchase a lift to help, among other things, change light bulbs in Liberty and Larwill. It is portable; it can be transported in the back of a pickup. Renting the equipment was ruled out because of the possibility of dragging dirt and construction materials into the buildings as well as the exorbitant price. Meyer expressed concern regarding damage to the carpeting. When asked, Craig assured the Board that there is a safety belt for the person in the basket. Roll call passed the resolution unanimously.

Facilities:

Larwill – Power gave a brief background on the project. The project is on time and on budget! Most of the contractors and subcontractors on the project are from Wayne County.

Doylestown – Schematic design is partially completed and going to the LEED consultant. Donations for the project are most welcome!

Drushal asked for a summary of the public meeting in Doylestown. Power gave him a brief overview. There was a lot of interest and support from the community. Drushal felt the LEED meeting prior to that had been very helpful. Power would like to schedule another public meeting to present the design when it’s closer to being finished.

Human Resources:

Bailey reported that the Committee met last week. The policy manual will be voted on next month, as Kizzen stated. It was suggested that the manual be available on the staff drive in “pdf” format.

 Operations:

Questel informed the Board that the funds for the author coming in May can be appropriated from the Birdie Eberhart fund. Hopefully there will be donations to cover part of the expense. Questel moved to approve Resolution #10-2008 – Appropriation of $4500 in the Birdie Eberhart fund. Drushal seconded the motion. Power asked about new revenue sources for funding these speakers. He doesn’t want to see the Library spend money that’s already been given – there should be fresh funds coming in. Questel replied that hopefully we will be able to partner with someone in the future. Not every speaker will be paid out of this fund; this is just to get things started. Roll call vote passed the motion by majority, with only Power voting no.

 
UNFINISHED BUSINESS: Crowley reminded everyone that help is still needed in the levy campaign, and there are still yard signs to get out. Power thanked her for all the work she’s been doing towards the levy.
 

NEW BUSINESS: Lubelski spoke about the new proposed Clevnet contract, to replace the one signed in 1989. Meyer moved to approve entering into the contract; Questel seconded. This is a new, more detailed contract much like a software license agreement. The County Prosecutor’s office looked at an earlier version of this contract and said it was a standard contract. Questel asked if Clevnet was working better. Lubelski stated that we are still looking at alternatives. Wadsworth library just recently migrated to a new system. There are other libraries in the Clevnet consortium that are looking at alternatives as well. He’s hoping to do a preliminary report to the Operations Committee by March or April. Discussion followed regarding the current SIRSI system and Innovative.

Roll call vote passed the motion unanimously.
 

COMMENTS FROM THE PUBLIC: There were none.
 

Drushal asked about having the Board packet printed two-sided. Long stated the financials were requested earlier to be one-sided as it makes it more difficult to read if it’s two-sided. Crowley asked if the articles from the newspaper could be scanned rather than copied. It was decided to scan and email them to the Board members, as well as the monthly calendars and employee newsletters.

Drushal asked about the recycling containers for the rest of the Liberty Street building. Long stated that she thought they’d been ordered but didn’t know the status of the order.

Lubelski asked for the Board’s consensus on the format of a sign for the future site of the Doylestown library. It will be much like the plywood sign that was on the Liberty Street site.

 ADJOURNMENT: Questel moved to adjourn at 8:55 p.m., and Crowley seconded. The motion passed unanimously.