January 2007 Board MinutesOrganizational Meeting of the Board of Trustees
Wayne County Public Library Tuesday, January 16, 2007, 7:30 p.m.
Wayne Metro Housing Conference Room
CALL TO ORDER: Power called the meeting to order at 7:25 p.m.
ROLL CALL: Present: Margo Broehl, Richard Shisler, Kevin Power, Carroll Meyer, Brian Questel, Ruth Crowley, Doug Drushal.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-
Treasurer; Leslie Davenport, Bookmobile Manager; Deborah Keener,
Genealogy Manager; Sherry Hatter-Miller, Circulation Manager; Linda
Davis, Public Services Manager; Ted Bogner, BCMC; 1 guest.
OATH OF OFFICE: Power administered the Trustee oath of office to Doug Drushal, who has been reappointed as a Board member for 7 more years.
ELECTION OF OFFICERS AND COMMITTEE APPOINTMENTS: Questel moved that the following slate of officers be elected to serve in 2007:
Kevin Power – President
Carroll Meyer – Vice President
Margo Broehl – Secretary
Drushal seconded the motion, and it passed unanimously.
OATH OF OFFICE: Power administered the oath of office to Katherine Long, Clerk-Treasurer and Sara Hawk, Deputy Clerk-Treasurer, to reappoint them to their positions for the following year.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Shisler moved, and Broehl seconded to approve the December 19th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Crowley moved to accept the December 14th and 19th Operations Committee minutes and the January 11th Finance and Facilities Committee minutes. Shisler seconded, and the motion passed unanimously.
DIRECTOR’S REPORT: Narrative, Statistical and Personnel reports as distributed. The two Sundays that the Library has been open have been very busy.. Two communications were received by the director (after the Board packet was assembled). Genealogy and the staff at the Shreve branch received thank you notes for services.
Lubelski has gone through the report given to the Library by the Village of Doylestown and made copies of pertinent information. He distributed copies of a memo he sent to Bruce Conrad asking for the Village’s expenses on the project to date and Conrad’s reply. Lubelski also asked Conrad about the summary report that was being prepared by an independent law firm and about a letter of affirmation from the Ohio EPA. Conrad answered that he would request a letter from the EPA and that the summary report had been received at the Village offices. The Library has not received any of this information to date.
It was agreed upon by the Board that Lubelski would consult Martin Frantz regarding a purchase contract for the two lots offered by the Village. This contract will be similar to the first one submitted to the Village by the Library, but will have several contingencies added.
Drushal asked about the process of architect selection for the project. Lubelski will put together a checklist to send out to architects who have contacted the Library in the past year or so. A deadline of March 31st for a response from the Village will be put in the purchase agreement.
Lubelski received a call from John Haven, retired Facilities Coordinator, who felt that his second experimental treatment procedure went very well.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed.
Shatzer addressed questions regarding collection development for the Library system in her report. She would like to open a discussion with the Operations Committee regarding policies for new video/dvd fees, grace periods, overdue fees, etc. before moving into the new building.
COMMITTEE REPORTS:
Finance:
December 2006 Bank Reconciliation: Shisler moved, and Broehl seconded to approve the December bank reconciliation. Motion passed unanimously.
December 2006 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2006:
General Fund
|
$369,798.40
|
Liberty Street Fund
|
$5,212,918.96
|
Doylestown Fund
|
$500.00
|
Larwill Fund
|
$50,000.00
|
Donation Fund
|
$185.92
|
Building and Repair
|
$1,000.00
|
Morton Memorial
|
$7,149.75
|
Bradford Memorial
|
$16.99
|
Hagelin Memorial
|
$89.95
|
Technology
|
$20,663.00
|
TOTAL: $5,662,322.97
Actual Revenue and Expenditures at December 31, 2001-2006:
Shisler moved to approve the above three reports. Crowley seconded, and the motion passed unanimously.
December 2006 Accounts Payable and Payroll: Shisler moved to approve the accounts payable and payroll; Questel seconded, and the motion passed unanimously.
Resolution #1-2007 – December 2006 Donations: Shisler moved to approve Resolution #1-2007; Drushal seconded. Roll call vote passed the motion unanimously.
Resolution #2-2007 – December 2006 Sidewalk Paver Donations: Slightly over $42k has been raised by the sidewalk pavers to date. Orders will continue to be taken until the contractor places a firm deadline. Broehl moved, and Questel seconded to approve Resolution #2-2007. Roll call vote passed the motion unanimously.
Resolution #3-2007 – 2007 Fund Transfers: Shisler moved to accept Resolution #3-2007; Questel seconded. Roll call passed the motion unanimously.
2007 Budget: This budget has some large changes due to the new building opening mid-year. Long commended the staff and managers on their watchful spending. Lubelski commented on some personnel changes that took place in the past year that helped save funds. Two part-time technology employees and an HR coordinator are being requested in 2007. Even with those positions added, personnel costs will still be lower than in previous years.
The State has certified an increase in Library funding in the second half of 2007; however, Long did not budget the amount in the expenditures, because she is not certain the Library will actually receive it.
Shisler moved to accept the 2007 budget; Crowley seconded. Roll call passed the vote unanimously.
Facilities:
Bogner gave an update on the Liberty Street project. The project is actually moving ahead of schedule on the interior. Shingles and bricks are going on the outside. The pre-bid meeting for Phase III, landscaping, will be held tomorrow, the 17th. Bids will be due on January 25th at 2 p.m.
Attic fire protection is necessary; drawings are in the process. It will cost approximately $85k, which will only leave about $16k in contingency. Broehl and Bogner expressed their appreciation to the city building inspector, who went out of his way to help the Library with this issue.
Bogner will be negotiating with the fire protection contractor for a dry sprinkler system in the attic. The actual change order will be submitted later.
Human Resources:
Meyer made the Board aware of the loss of two children’s librarians this month.
UNFINISHED BUSINESS: Questel asked for an update on the insurance issue with the County. Herron has not submitted the information to the Library at this time. The new insurance company has worked hard to get the Library employees up and running on the new policy.
NEW BUSINESS: Shisler mentioned use of the Larwill building as records storage once administration is in the building. Architect meetings for the Larwill project will take place after the Phase III bids are opened on the 25th.
COMMENTS FROM THE PUBLIC: There were none.
ADJOURNMENT: Shisler moved, and Drushal seconded to adjourn the meeting at 8:40 p.m. The motion passed unanimously.
January 2007 Board MinutesOrganizational Meeting of the Board of Trustees
Wayne County Public Library Tuesday, January 16, 2007, 7:30 p.m.
Wayne Metro Housing Conference Room
CALL TO ORDER: Power called the meeting to order at 7:25 p.m.
ROLL CALL: Present: Margo Broehl, Richard Shisler, Kevin Power, Carroll Meyer, Brian Questel, Ruth Crowley, Doug Drushal.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-
Treasurer; Leslie Davenport, Bookmobile Manager; Deborah Keener,
Genealogy Manager; Sherry Hatter-Miller, Circulation Manager; Linda
Davis, Public Services Manager; Ted Bogner, BCMC; 1 guest.
OATH OF OFFICE: Power administered the Trustee oath of office to Doug Drushal, who has been reappointed as a Board member for 7 more years.
ELECTION OF OFFICERS AND COMMITTEE APPOINTMENTS: Questel moved that the following slate of officers be elected to serve in 2007:
Kevin Power – President
Carroll Meyer – Vice President
Margo Broehl – Secretary
Drushal seconded the motion, and it passed unanimously.
OATH OF OFFICE: Power administered the oath of office to Katherine Long, Clerk-Treasurer and Sara Hawk, Deputy Clerk-Treasurer, to reappoint them to their positions for the following year.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Shisler moved, and Broehl seconded to approve the December 19th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Crowley moved to accept the December 14th and 19th Operations Committee minutes and the January 11th Finance and Facilities Committee minutes. Shisler seconded, and the motion passed unanimously.
DIRECTOR’S REPORT: Narrative, Statistical and Personnel reports as distributed. The two Sundays that the Library has been open have been very busy.. Two communications were received by the director (after the Board packet was assembled). Genealogy and the staff at the Shreve branch received thank you notes for services.
Lubelski has gone through the report given to the Library by the Village of Doylestown and made copies of pertinent information. He distributed copies of a memo he sent to Bruce Conrad asking for the Village’s expenses on the project to date and Conrad’s reply. Lubelski also asked Conrad about the summary report that was being prepared by an independent law firm and about a letter of affirmation from the Ohio EPA. Conrad answered that he would request a letter from the EPA and that the summary report had been received at the Village offices. The Library has not received any of this information to date.
It was agreed upon by the Board that Lubelski would consult Martin Frantz regarding a purchase contract for the two lots offered by the Village. This contract will be similar to the first one submitted to the Village by the Library, but will have several contingencies added.
Drushal asked about the process of architect selection for the project. Lubelski will put together a checklist to send out to architects who have contacted the Library in the past year or so. A deadline of March 31st for a response from the Village will be put in the purchase agreement.
Lubelski received a call from John Haven, retired Facilities Coordinator, who felt that his second experimental treatment procedure went very well.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed.
Shatzer addressed questions regarding collection development for the Library system in her report. She would like to open a discussion with the Operations Committee regarding policies for new video/dvd fees, grace periods, overdue fees, etc. before moving into the new building.
COMMITTEE REPORTS:
Finance:
December 2006 Bank Reconciliation: Shisler moved, and Broehl seconded to approve the December bank reconciliation. Motion passed unanimously.
December 2006 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2006:
General Fund
|
$369,798.40
|
Liberty Street Fund
|
$5,212,918.96
|
Doylestown Fund
|
$500.00
|
Larwill Fund
|
$50,000.00
|
Donation Fund
|
$185.92
|
Building and Repair
|
$1,000.00
|
Morton Memorial
|
$7,149.75
|
Bradford Memorial
|
$16.99
|
Hagelin Memorial
|
$89.95
|
Technology
|
$20,663.00
|
TOTAL: $5,662,322.97
Actual Revenue and Expenditures at December 31, 2001-2006:
Shisler moved to approve the above three reports. Crowley seconded, and the motion passed unanimously.
December 2006 Accounts Payable and Payroll: Shisler moved to approve the accounts payable and payroll; Questel seconded, and the motion passed unanimously.
Resolution #1-2007 – December 2006 Donations: Shisler moved to approve Resolution #1-2007; Drushal seconded. Roll call vote passed the motion unanimously.
Resolution #2-2007 – December 2006 Sidewalk Paver Donations: Slightly over $42k has been raised by the sidewalk pavers to date. Orders will continue to be taken until the contractor places a firm deadline. Broehl moved, and Questel seconded to approve Resolution #2-2007. Roll call vote passed the motion unanimously.
Resolution #3-2007 – 2007 Fund Transfers: Shisler moved to accept Resolution #3-2007; Questel seconded. Roll call passed the motion unanimously.
2007 Budget: This budget has some large changes due to the new building opening mid-year. Long commended the staff and managers on their watchful spending. Lubelski commented on some personnel changes that took place in the past year that helped save funds. Two part-time technology employees and an HR coordinator are being requested in 2007. Even with those positions added, personnel costs will still be lower than in previous years.
The State has certified an increase in Library funding in the second half of 2007; however, Long did not budget the amount in the expenditures, because she is not certain the Library will actually receive it.
Shisler moved to accept the 2007 budget; Crowley seconded. Roll call passed the vote unanimously.
Facilities:
Bogner gave an update on the Liberty Street project. The project is actually moving ahead of schedule on the interior. Shingles and bricks are going on the outside. The pre-bid meeting for Phase III, landscaping, will be held tomorrow, the 17th. Bids will be due on January 25th at 2 p.m.
Attic fire protection is necessary; drawings are in the process. It will cost approximately $85k, which will only leave about $16k in contingency. Broehl and Bogner expressed their appreciation to the city building inspector, who went out of his way to help the Library with this issue.
Bogner will be negotiating with the fire protection contractor for a dry sprinkler system in the attic. The actual change order will be submitted later.
Human Resources:
Meyer made the Board aware of the loss of two children’s librarians this month.
UNFINISHED BUSINESS: Questel asked for an update on the insurance issue with the County. Herron has not submitted the information to the Library at this time. The new insurance company has worked hard to get the Library employees up and running on the new policy.
NEW BUSINESS: Shisler mentioned use of the Larwill building as records storage once administration is in the building. Architect meetings for the Larwill project will take place after the Phase III bids are opened on the 25th.
COMMENTS FROM THE PUBLIC: There were none.
ADJOURNMENT: Shisler moved, and Drushal seconded to adjourn the meeting at 8:40 p.m. The motion passed unanimously.
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