Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, February 14, 2011, 7 p.m., Conference Room, Liberty Street Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 7:05 p.m.
ROLL CALL: Present: Doug Drushal, Pat Neyhart, Charles Brown, John Galehouse, Sandra Wenger, Maggie Johnson, Kevin Power
Also Present: Jimmie Epling, Director; Sara Hawk, Deputy Fiscal Officer; Desiree Cutright, Human Resource Coordinator; Jennifer Shatzer, Assistant Director/Technical Services Manager; Barb Landers, Childrens Manager; and 1 guest.
Mr. Drushal welcomed the two new board members, Charles Brown and Sandra Wenger
COMMENTS FROM THE PUBLIC: None
APPROVAL OF BOARD MINUTES: Mr. Power moved, and Mr. Galehouse seconded to approve the January 10th regular Board meeting minutes. Motion carried.
ACCEPTANCE OF COMMITTEE MINUTES: Ms. Johnson moved to approve the January 10th Operation minutes. Ms. Wenger seconded, and the motion passed unanimously. Mr. Galehouse moved and Ms. Johnson seconded to approve the February 9th Human Resource minutes. The motion carried. Mr. Brown moved, and Mr. Neyhart seconded to approve the February 9th Finance committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
To get ready for the Board’s strategic planning within the next couple months, Mr. Epling distributed a booklet titled “Perceptions of Libraries 2010” to Board members. This is a survey conducted by OCLC looking at peoples’ perceptions of libraries, for example, different perceptions by age groups and current trends by age groups.
March 24th is Legislative Day in Columbus. Board members, staff, and Friends are invited to discuss funding with our Legislators. Mr. Epling states he is going and will have a van available for others who are interested in going.
On Monday, February 28th, Bob Evans will give 15 % of the receipts for patrons who present a “Dine to Donate” flyer. The proceeds will go to the Children’s department for supplemental items to accompany a toddler play mat.
Ohio Public Library Dinner for Trustees for our region is May 4th in Columbus. Mr. Power commented that there are other trustee dinners and the Independence dinner may be closer. Mr. Epling will provide the dates for the other dinners.
Wooster Main Street Chocolate Days promotion was a success. We had 287 entries for the chocolate kiss counting contest. The Childrens Department did a cookie stacking contest. The highest stack was 21. The Childrens Department also provided a Valentine craft for the children.
DEPARTMENT HIGHLIGHT: Ms. Chupp was unavailable due to sickness; therefore, Ms. Cutright summarized the Library’s Volunteer program. The library has had a 553% increase in volunteer hours from the inception of the program in 2005. Last year volunteers put in 15,512 hours. We have an alliance with the College of Wooster work study program where most college volunteers work in the computer lab. Other volunteers work in different areas throughout the Library.
At this time, we have 55 qualified patrons using the Homebound Program. Volunteers provide the services for this program, and we are in need of additional volunteers. We are currently expanding the program to include nursing homes.
Mr. Power noted the volunteer program was a Board-mandated program and Ms. Chupp has does a wonderful job in saving the program and growing our volunteer base. The regular Library staff also have a good working relationship with the volunteers. Mr. Epling states that the number of volunteers in our Library may be one of the highest in the State. Our volunteer hours for 2010 equal approximately 7.25 full time equivalents. He has asked Ms. Chupp to gather statistics on volunteers in other library systems.
Another area the Library is looking into is a possible alliance with Kent State University to have MLS internships here at the Library. Ms. Cutright has contacted them.
To help with long-range planning, Mr. Epling distributed an updated expense spreadsheet comparing each library location according to expenses and circulation.
Mr. Power commended Mr. Epling on the early committee work for National Library Month.
COMMITTEE REPORTS:
Finance and Audit:
December 2010 Bank Reconciliation: Ms. Hawk stated we are in slightly better shape ending in year 2010 than 2009 with slightly over $3.7 million. The Committee recommended approval, and the motion passed unanimously.
December 2010 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2010:
General Fund $223,488.09
Hagelin Memorial $ 158.17
Donation Fund $ 147.87
TOTAL: $223,794.13
The Committee recommended approval of the balance sheet and income statement. All were in favor. Mr. Neyhart commended Ms. Long on 2010 revenue budget being right on target. The expenses were approximately 89% of projected for 2010.
Actual Revenue and Expenditures at December 31, 2006-2010: We continue working with less revenue than in year 2001. The Committee recommended approval of the report, and the motion passed unanimously.
December 2010 Payroll and Accounts Payable: Committee recommended approval, and the motion passed unanimously.
Resolution #3-2011 – January 2011 Donations: Donations were accepted and approved by Committee. The Deputy Fiscal Officer called roll to approve. The motion passed unanimously.
Resolution #4-2011 – Fund Transfers: Ms. Hawk states that Ms. Long is proposing transferring $350,000.00 from the General Fund into Technology-$20000.00, Vehicle Replacement-$100,000.00, and Building and Repair-$50,000.00. We increased the amount going into the Technology Fund in order to keep on track with our Technology Plan. Our Technology Associate states we are coming to a time to start replacing computers. Mr. Epling states that the Technology fund transfer increased this year in order to replace servers with possibly virtual servers. These servers will provide multiple back-ups and save time on rebuilding servers. The plan is replacing the servers in year 2012. PC’s will also be replaced either in year 2012 or 2013.
Ms. Hawk noted after the transfers, less encumbrances, and 90 day reserve, we have another 90 days in reserve which is comforting due to the uncertainty of the State budget. Mr. Neyhart said this is prudent to have this reserve with the State budget revealing a possible eight billion dollar shortfall for next biennium. Ms. Hawk stated we have received no information on the State budget for July.
Ms. Hawk called roll and all approved.
Mr. Drushal wished Ms. Long the best in her healing.
Facilities Committee: Mr. Galehouse stated the Facilities Committee made a recommendation for a metal-stud wall to separate the basement storage area from the book sale area. All were in favor.
Library storage of Wayne County Probate court records was recommended by the Committee with a change in terms of its accessibility and storage. The motion passed unanimously.
Human Resources Committee:
Director and Fiscal Officer evaluations were discussed. Ms. Johnson stated the Committee will be performing a 360 degree performance evaluation with self-evaluation, manager and Board evaluations. For very low or high ratings, an explanation must accompany the evaluation. The Human Resource Committee recommended goals added to the self-evaluation. These evaluations are public record. Ms. Johnson states evaluations will be performed on a yearly basis. Board input will be solicited after the A-Team input is complete. Anonymity will be maintained to get higher participation in the evaluations. Mr. Power moved to approve the evaluation form, Mr. Galehouse seconded. The motion passed unanimously.
Operations Committee: Mr. Power noted a liquor permit request was received and the recommendation is to take no action. The motion passed unanimously.
Mr. Epling is interested in sponsoring a Wooster Chamber of Commerce “After Hours” event, bringing business and local leaders into the library to show them what the library offers. Mr. Power is in favor of the event and suggests we find funding for the program. Mr. Drushal feels that this is a great idea and encourages tours of the library. He suggested possibly another business to co-sponsor program.
Goodwill industries ask us to put out clothing donation boxes, and the State entomologist discouraged us from putting any donation boxes within our buildings due to the infestation of bedbugs in the state. The Committee unfortunately declined this worthy cause, since the cardboard bins would have to be placed outside at least 15 feet away from the building.
UNFINISHED BUSINESS: None
NEW BUSINESS: Ms. Johnson suggested setting up Committee meetings on a regular night each month. It was decided that the Committee chair will decide when the Committee will meet.
Mr. Drushal wants to schedule a Board retreat. It was decided a weekday morning in April will work for most Board members.
CORRESPONDENCE: None
COMMENTS FROM THE PUBLIC: None
ADJOURNMENT: Mr. Power moved to adjourn at 8:10 p.m., and Mr. Neyhart seconded. The motion passed unanimously.
Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, February 14, 2011, 7 p.m., Conference Room, Liberty Street Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 7:05 p.m.
ROLL CALL: Present: Doug Drushal, Pat Neyhart, Charles Brown, John Galehouse, Sandra Wenger, Maggie Johnson, Kevin Power
Also Present: Jimmie Epling, Director; Sara Hawk, Deputy Fiscal Officer; Desiree Cutright, Human Resource Coordinator; Jennifer Shatzer, Assistant Director/Technical Services Manager; Barb Landers, Childrens Manager; and 1 guest.
Mr. Drushal welcomed the two new board members, Charles Brown and Sandra Wenger
COMMENTS FROM THE PUBLIC: None
APPROVAL OF BOARD MINUTES: Mr. Power moved, and Mr. Galehouse seconded to approve the January 10th regular Board meeting minutes. Motion carried.
ACCEPTANCE OF COMMITTEE MINUTES: Ms. Johnson moved to approve the January 10th Operation minutes. Ms. Wenger seconded, and the motion passed unanimously. Mr. Galehouse moved and Ms. Johnson seconded to approve the February 9th Human Resource minutes. The motion carried. Mr. Brown moved, and Mr. Neyhart seconded to approve the February 9th Finance committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
To get ready for the Board’s strategic planning within the next couple months, Mr. Epling distributed a booklet titled “Perceptions of Libraries 2010” to Board members. This is a survey conducted by OCLC looking at peoples’ perceptions of libraries, for example, different perceptions by age groups and current trends by age groups.
March 24th is Legislative Day in Columbus. Board members, staff, and Friends are invited to discuss funding with our Legislators. Mr. Epling states he is going and will have a van available for others who are interested in going.
On Monday, February 28th, Bob Evans will give 15 % of the receipts for patrons who present a “Dine to Donate” flyer. The proceeds will go to the Children’s department for supplemental items to accompany a toddler play mat.
Ohio Public Library Dinner for Trustees for our region is May 4th in Columbus. Mr. Power commented that there are other trustee dinners and the Independence dinner may be closer. Mr. Epling will provide the dates for the other dinners.
Wooster Main Street Chocolate Days promotion was a success. We had 287 entries for the chocolate kiss counting contest. The Childrens Department did a cookie stacking contest. The highest stack was 21. The Childrens Department also provided a Valentine craft for the children.
DEPARTMENT HIGHLIGHT: Ms. Chupp was unavailable due to sickness; therefore, Ms. Cutright summarized the Library’s Volunteer program. The library has had a 553% increase in volunteer hours from the inception of the program in 2005. Last year volunteers put in 15,512 hours. We have an alliance with the College of Wooster work study program where most college volunteers work in the computer lab. Other volunteers work in different areas throughout the Library.
At this time, we have 55 qualified patrons using the Homebound Program. Volunteers provide the services for this program, and we are in need of additional volunteers. We are currently expanding the program to include nursing homes.
Mr. Power noted the volunteer program was a Board-mandated program and Ms. Chupp has does a wonderful job in saving the program and growing our volunteer base. The regular Library staff also have a good working relationship with the volunteers. Mr. Epling states that the number of volunteers in our Library may be one of the highest in the State. Our volunteer hours for 2010 equal approximately 7.25 full time equivalents. He has asked Ms. Chupp to gather statistics on volunteers in other library systems.
Another area the Library is looking into is a possible alliance with Kent State University to have MLS internships here at the Library. Ms. Cutright has contacted them.
To help with long-range planning, Mr. Epling distributed an updated expense spreadsheet comparing each library location according to expenses and circulation.
Mr. Power commended Mr. Epling on the early committee work for National Library Month.
COMMITTEE REPORTS:
Finance and Audit:
December 2010 Bank Reconciliation: Ms. Hawk stated we are in slightly better shape ending in year 2010 than 2009 with slightly over $3.7 million. The Committee recommended approval, and the motion passed unanimously.
December 2010 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2010:
General Fund $223,488.09
Hagelin Memorial $ 158.17
Donation Fund $ 147.87
TOTAL: $223,794.13
The Committee recommended approval of the balance sheet and income statement. All were in favor. Mr. Neyhart commended Ms. Long on 2010 revenue budget being right on target. The expenses were approximately 89% of projected for 2010.
Actual Revenue and Expenditures at December 31, 2006-2010: We continue working with less revenue than in year 2001. The Committee recommended approval of the report, and the motion passed unanimously.
December 2010 Payroll and Accounts Payable: Committee recommended approval, and the motion passed unanimously.
Resolution #3-2011 – January 2011 Donations: Donations were accepted and approved by Committee. The Deputy Fiscal Officer called roll to approve. The motion passed unanimously.
Resolution #4-2011 – Fund Transfers: Ms. Hawk states that Ms. Long is proposing transferring $350,000.00 from the General Fund into Technology-$20000.00, Vehicle Replacement-$100,000.00, and Building and Repair-$50,000.00. We increased the amount going into the Technology Fund in order to keep on track with our Technology Plan. Our Technology Associate states we are coming to a time to start replacing computers. Mr. Epling states that the Technology fund transfer increased this year in order to replace servers with possibly virtual servers. These servers will provide multiple back-ups and save time on rebuilding servers. The plan is replacing the servers in year 2012. PC’s will also be replaced either in year 2012 or 2013.
Ms. Hawk noted after the transfers, less encumbrances, and 90 day reserve, we have another 90 days in reserve which is comforting due to the uncertainty of the State budget. Mr. Neyhart said this is prudent to have this reserve with the State budget revealing a possible eight billion dollar shortfall for next biennium. Ms. Hawk stated we have received no information on the State budget for July.
Ms. Hawk called roll and all approved.
Mr. Drushal wished Ms. Long the best in her healing.
Facilities Committee: Mr. Galehouse stated the Facilities Committee made a recommendation for a metal-stud wall to separate the basement storage area from the book sale area. All were in favor.
Library storage of Wayne County Probate court records was recommended by the Committee with a change in terms of its accessibility and storage. The motion passed unanimously.
Human Resources Committee:
Director and Fiscal Officer evaluations were discussed. Ms. Johnson stated the Committee will be performing a 360 degree performance evaluation with self-evaluation, manager and Board evaluations. For very low or high ratings, an explanation must accompany the evaluation. The Human Resource Committee recommended goals added to the self-evaluation. These evaluations are public record. Ms. Johnson states evaluations will be performed on a yearly basis. Board input will be solicited after the A-Team input is complete. Anonymity will be maintained to get higher participation in the evaluations. Mr. Power moved to approve the evaluation form, Mr. Galehouse seconded. The motion passed unanimously.
Operations Committee: Mr. Power noted a liquor permit request was received and the recommendation is to take no action. The motion passed unanimously.
Mr. Epling is interested in sponsoring a Wooster Chamber of Commerce “After Hours” event, bringing business and local leaders into the library to show them what the library offers. Mr. Power is in favor of the event and suggests we find funding for the program. Mr. Drushal feels that this is a great idea and encourages tours of the library. He suggested possibly another business to co-sponsor program.
Goodwill industries ask us to put out clothing donation boxes, and the State entomologist discouraged us from putting any donation boxes within our buildings due to the infestation of bedbugs in the state. The Committee unfortunately declined this worthy cause, since the cardboard bins would have to be placed outside at least 15 feet away from the building.
UNFINISHED BUSINESS: None
NEW BUSINESS: Ms. Johnson suggested setting up Committee meetings on a regular night each month. It was decided that the Committee chair will decide when the Committee will meet.
Mr. Drushal wants to schedule a Board retreat. It was decided a weekday morning in April will work for most Board members.
CORRESPONDENCE: None
COMMENTS FROM THE PUBLIC: None
ADJOURNMENT: Mr. Power moved to adjourn at 8:10 p.m., and Mr. Neyhart seconded. The motion passed unanimously.