January 2008 Board MinutesOrganizational Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, January 15, 2008, 7:30 p.m
Conference Room East, Liberty Street Library
CALL TO ORDER: Power called the meeting to order at 7:25 p.m.
ROLL CALL: Present: Bill Bailey, Brian Questel, Kevin Power, Ruth Crowley, Richard Shisler, Carroll Meyer, Doug Drushal.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human
Resources Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Jon Craig, Facilities Coordinator; Leslie Davenport, Bookmobile Manager; Linda Davis, Adult Services Manager; Deb Keener, Genealogy Manager; Sherry Hatter-Miller, Circulation Services Manager; 2 guests.
OATH OF OFFICE: Power administered the oath of office to new Board member, Bill Bailey, and he was warmly welcomed to the Board.
ELECTION OF OFFICERS AND COMMITTEE APPOINTMENTS:
Questel moved that the following slate of officers be elected for 2008:
Richard Shisler, President, Doug Drushal, Vice President, Ruth Crowley, Secretary.
Meyer seconded the motion, which then passed unanimously.
Power passed the “torch” to Shisler, who thanked Power for his leadership as President.
OATH OF OFFICE: Shisler administered the oath of office to Katherine Long, Clerk-Treasurer, and Sara Hawk, Deputy Clerk-Treasurer, reappointing them to their respective positions for 2008.
COMMENTS FROM THE PUBLIC: Gregory Gehris asked if there were copies of the agenda available for the public. He received a copy, and it was suggested that extra copies be available for the public at the Board meetings.
APPROVAL OF MINUTES: Drushal moved, and Questel seconded to approve the December 18th regular Board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Meyer moved to accept the January 10th Human Resources minutes and the January 11th Finance and Audit minutes. Questel seconded the motion. Meyer asked to revise Line 26 of the Human Resources minutes from “assuming some of those extra duties” to “resuming his previous duties”, which conveys more of the meaning of the discussion that had taken place. Questel moved to accept the amendment; Meyer seconded. Meyer moved to accept the Committee minutes as amended, and Crowley seconded. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Lubelski reported on “The End” exhibit that is on display in the Conference Room – this exhibit is a partnership with Walnut Street Gallery. He also distributed copies of invitations to a public meeting with the architect in Doylestown, which will be held at 7 p.m., January 24th in the high school cafeteria.
The total unofficial circulation for the system for 2007 is nearly 1.5 million. Clevnet will more than likely adjust these figures before they are finalized.
Power asked if there was a way to distinguish the circulation of our collection versus interlibrary loan circulation, and Lubelski pointed out the figures on the report.
Shisler thanked the adult and young adult staff for the programs they are integrating.
ASSISTANT DIRECTOR’S REPORT: Shatzer did not have a written report this month. She has spent the last month refocusing her attentions on Technical Services. She thanked the Board for the experience of working with them as Assistant Director over the past couple years; she is looking forward to focusing on Technical Services.
Drushal moved to adopt an informal resolution thanking Shatzer for her excellent service as Assistant Director. Questel seconded, and the motion passed unanimously.
HUMAN RESOURCES COORDINATOR: Narrative and personnel reports as distributed.
Kizzen had one addition to her written report – effective February 1st, Joan Firmin will go from Contingent status to Substitute status.
She is working on revising the Library’s employment application, as well as starting up background checks on all new perspective employees.
There are two full staff meetings scheduled for January 24th.
COMMITTEE REPORTS:
Finance and Audit:
December 2007 Bank Reconciliation: Shisler moved to approve the December bank reconciliation, and Questel seconded. The motion passed unanimously.
December 2007 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2007:
General Fund
Liberty Street Fund
Doylestown Fund
Larwill Fund
Technology Fund
Donation Fund
Kathleen Morton Fund
Esther Long Fund
|
$250,731.54
$62,746.05
$4,822.70
$143,607.30
$12,525.74
$104.00
$25,035.10
$26,878.00
|
TOTAL $526,450.43
Shisler asked Long if she would like to comment about the income statement. She said that 2007 ended better than expected, with revenue coming in above expenditures.
Actual Revenue and Expenditures at December 31, 2001-2007:
A couple years of date will be removed from this report beginning in 2008 so that the print can be larger and more readable. Data from the previous years will always be available in the finance office.
Shisler moved to accept the above three reports. Crowley seconded, and the motion passed unanimously.
Shisler expressed appreciation for the managers and staff for keeping expenditures in line with the decreasing revenues.
December 2007 Accounts Payable and Payroll: Shisler moved to accept the payroll and accounts payable report, and Crowley seconded. The motion passed unanimously.
Resolution #1-2008 – December 2007 Donations: Shisler moved to accept Resolution 1-2008, and Questel seconded. Roll call vote passed the motion unanimously.
Resolution #2-2008 – Will-Burt Charitable Fund Donation: Shisler moved to accept Resolution 2-2008; Questel seconded. Roll call vote passed the motion unanimously.
Drushal asked why donations were still coming in for the Liberty Street fund. Long explained that this was a pledge from the original fundraising drive for the project.
Resolution #3-2008 – 2008 Budget: Shisler asked Long to report on the proposed budget. The budget presented is in accordance with the policy passed previously by the Board regarding what level of control the Board has. The Finance Committee reviewed the detailed budget at their meeting. Transfers will be approved by the Board accordingly throughout the year. Drushal asked if Long was comfortable with the estimates for expenses for the new building; she stated that she feels that there will probably be transfers needed, but she estimated high on those items. She informed the Board that the division of the budget this year was 60% for personal services, 23% for other services and 17% for materials – this is due to the increase in costs of many things like utilities and gasoline. Lubelski pointed out that the Library cannot continue to cut from the materials budget without affecting service.
Drushal moved to approve the 2008 budget, and Crowley seconded. Roll call vote passed the motion unanimously.
Resolution #4-2008 – Sale of Property: This resolution includes the two oldest bookmobiles as well as some computer and miscellaneous items, all of which will be sold on E-Bay. Drushal moved to approve Resolution 4-2008; Crowley seconded. Roll call passed the motion unanimously.
Resolution #5-2008 – Fund Transfers: With these transfers, there is still enough cash available for 83 days of operation. Crowley moved to approve Resolution 5-2008, and Drushal seconded. Roll call vote passed the motion unanimously.
Facilities Committee:
Power updated the Board on Doylestown, reiterating the date and time of the public meeting. There is a LEEDs work session for the Board scheduled for January 21st. Some Doylestown community members and members of the Sustainable Energy Network have also been invited.
Shisler stated that Imhoff Construction has started to work on the Larwill building, and Lubelski detailed what work has taken place to date.
Shisler asked Craig if he had comments on the Liberty Street building. He told the Board that the HVAC system is being worked with through the winter as it was during the summer – to fine tune it. Gas and electric usage are beginning to level out. He is familiarizing himself with the equipment, particularly that which has one-year warranties.
Shisler will be attending a meeting in Creston regarding the levy, but he will also ask for input from the community on usage for the Library’s new property in Creston.
Shisler had sponsored a breakfast for the Dalton area where he presented the idea of expanding the Dalton branch to see if there was enough public interest to raise funds. However, the HVAC system at the branch needs attention as soon as possible, and some decisions will have to be made regarding how to handle that.
Human Resources Committee:
Meyer recommended a motion that all Library staff (except the Director and those at the top of their pay scale – per the Committee’s recommendation) receive a 1% raise, effective January 1, 2008, and that the amount contributed by the Library to the HSA accounts be reduced by half – also per the Committee’s recommendation. Drushal seconded the motion. Crowley thanked all the staff for the long hours they’ve put in, and Drushal said that the Board wished they could give more of a raise. The motion passed unanimously.
Meyer also moved that the Director reassume his previous duties and retain his current salary level. Drushal seconded, and the motion passed unanimously.
The revised job description for the Director has been distributed.
UNFINISHED BUSINESS: Crowley commented regarding the upcoming levy. If anyone would like to help out with the campaign, please call her.
NEW BUSINESS: Shisler presented the 2008 Committee assignments as follows:
Finance and Audit Committee – Carroll Meyer, Ruth Crowley, Kevin Power
Facilities Committee – Kevin Power, Ruth Crowley, Brian Questel
Human Resources Committee – Bill Bailey, Carroll Meyer, Doug Drushal
Operations Committee – Brian Questel, Bill Bailey, Doug Drushal
Resolution #6-2008 – Recognition and Thanks to Margo Broehl for Service: Power moved to accept Resolution 6-2008, and Crowley seconded. Roll call vote passed the motion unanimously. Drushal commented that Broehl’s term was the first in many years to go the full seven years.
COMMENTS FROM THE PUBLIC: Gregory Gehris of Wooster reiterated his question from last month’s meeting, asking if the Treasurer was receiving bonuses. Power repeated his answer that no one on the Library staff or administration receives bonuses.
Mr. Gehris asked about the definition of “immediate family” in Library personnel policy – has the Board resolved that definition? Lubelski answered that the Human Resources Committee has defined that, and the pertinent policies are being finalized. The policies are, however, still in process.
Mr. Gehris then asked if the Doylestown building will become LEED’s gold, platinum or silver. Power stated that the level of certification is not up to the Library; a third party will determine that. Gehris thought the level depended upon how much money one could put into the project, but Power stated that much of it depends on site location and many other factors. Not all points can be attained in every building.
ADJOURNMENT: Drushal moved to adjourn at 8:30 p.m., and Power seconded. The motion passed unanimously.
January 2008 Board MinutesOrganizational Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, January 15, 2008, 7:30 p.m
Conference Room East, Liberty Street Library
CALL TO ORDER: Power called the meeting to order at 7:25 p.m.
ROLL CALL: Present: Bill Bailey, Brian Questel, Kevin Power, Ruth Crowley, Richard Shisler, Carroll Meyer, Doug Drushal.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human
Resources Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Jon Craig, Facilities Coordinator; Leslie Davenport, Bookmobile Manager; Linda Davis, Adult Services Manager; Deb Keener, Genealogy Manager; Sherry Hatter-Miller, Circulation Services Manager; 2 guests.
OATH OF OFFICE: Power administered the oath of office to new Board member, Bill Bailey, and he was warmly welcomed to the Board.
ELECTION OF OFFICERS AND COMMITTEE APPOINTMENTS:
Questel moved that the following slate of officers be elected for 2008:
Richard Shisler, President, Doug Drushal, Vice President, Ruth Crowley, Secretary.
Meyer seconded the motion, which then passed unanimously.
Power passed the “torch” to Shisler, who thanked Power for his leadership as President.
OATH OF OFFICE: Shisler administered the oath of office to Katherine Long, Clerk-Treasurer, and Sara Hawk, Deputy Clerk-Treasurer, reappointing them to their respective positions for 2008.
COMMENTS FROM THE PUBLIC: Gregory Gehris asked if there were copies of the agenda available for the public. He received a copy, and it was suggested that extra copies be available for the public at the Board meetings.
APPROVAL OF MINUTES: Drushal moved, and Questel seconded to approve the December 18th regular Board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Meyer moved to accept the January 10th Human Resources minutes and the January 11th Finance and Audit minutes. Questel seconded the motion. Meyer asked to revise Line 26 of the Human Resources minutes from “assuming some of those extra duties” to “resuming his previous duties”, which conveys more of the meaning of the discussion that had taken place. Questel moved to accept the amendment; Meyer seconded. Meyer moved to accept the Committee minutes as amended, and Crowley seconded. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Lubelski reported on “The End” exhibit that is on display in the Conference Room – this exhibit is a partnership with Walnut Street Gallery. He also distributed copies of invitations to a public meeting with the architect in Doylestown, which will be held at 7 p.m., January 24th in the high school cafeteria.
The total unofficial circulation for the system for 2007 is nearly 1.5 million. Clevnet will more than likely adjust these figures before they are finalized.
Power asked if there was a way to distinguish the circulation of our collection versus interlibrary loan circulation, and Lubelski pointed out the figures on the report.
Shisler thanked the adult and young adult staff for the programs they are integrating.
ASSISTANT DIRECTOR’S REPORT: Shatzer did not have a written report this month. She has spent the last month refocusing her attentions on Technical Services. She thanked the Board for the experience of working with them as Assistant Director over the past couple years; she is looking forward to focusing on Technical Services.
Drushal moved to adopt an informal resolution thanking Shatzer for her excellent service as Assistant Director. Questel seconded, and the motion passed unanimously.
HUMAN RESOURCES COORDINATOR: Narrative and personnel reports as distributed.
Kizzen had one addition to her written report – effective February 1st, Joan Firmin will go from Contingent status to Substitute status.
She is working on revising the Library’s employment application, as well as starting up background checks on all new perspective employees.
There are two full staff meetings scheduled for January 24th.
COMMITTEE REPORTS:
Finance and Audit:
December 2007 Bank Reconciliation: Shisler moved to approve the December bank reconciliation, and Questel seconded. The motion passed unanimously.
December 2007 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2007:
General Fund
Liberty Street Fund
Doylestown Fund
Larwill Fund
Technology Fund
Donation Fund
Kathleen Morton Fund
Esther Long Fund
|
$250,731.54
$62,746.05
$4,822.70
$143,607.30
$12,525.74
$104.00
$25,035.10
$26,878.00
|
TOTAL $526,450.43
Shisler asked Long if she would like to comment about the income statement. She said that 2007 ended better than expected, with revenue coming in above expenditures.
Actual Revenue and Expenditures at December 31, 2001-2007:
A couple years of date will be removed from this report beginning in 2008 so that the print can be larger and more readable. Data from the previous years will always be available in the finance office.
Shisler moved to accept the above three reports. Crowley seconded, and the motion passed unanimously.
Shisler expressed appreciation for the managers and staff for keeping expenditures in line with the decreasing revenues.
December 2007 Accounts Payable and Payroll: Shisler moved to accept the payroll and accounts payable report, and Crowley seconded. The motion passed unanimously.
Resolution #1-2008 – December 2007 Donations: Shisler moved to accept Resolution 1-2008, and Questel seconded. Roll call vote passed the motion unanimously.
Resolution #2-2008 – Will-Burt Charitable Fund Donation: Shisler moved to accept Resolution 2-2008; Questel seconded. Roll call vote passed the motion unanimously.
Drushal asked why donations were still coming in for the Liberty Street fund. Long explained that this was a pledge from the original fundraising drive for the project.
Resolution #3-2008 – 2008 Budget: Shisler asked Long to report on the proposed budget. The budget presented is in accordance with the policy passed previously by the Board regarding what level of control the Board has. The Finance Committee reviewed the detailed budget at their meeting. Transfers will be approved by the Board accordingly throughout the year. Drushal asked if Long was comfortable with the estimates for expenses for the new building; she stated that she feels that there will probably be transfers needed, but she estimated high on those items. She informed the Board that the division of the budget this year was 60% for personal services, 23% for other services and 17% for materials – this is due to the increase in costs of many things like utilities and gasoline. Lubelski pointed out that the Library cannot continue to cut from the materials budget without affecting service.
Drushal moved to approve the 2008 budget, and Crowley seconded. Roll call vote passed the motion unanimously.
Resolution #4-2008 – Sale of Property: This resolution includes the two oldest bookmobiles as well as some computer and miscellaneous items, all of which will be sold on E-Bay. Drushal moved to approve Resolution 4-2008; Crowley seconded. Roll call passed the motion unanimously.
Resolution #5-2008 – Fund Transfers: With these transfers, there is still enough cash available for 83 days of operation. Crowley moved to approve Resolution 5-2008, and Drushal seconded. Roll call vote passed the motion unanimously.
Facilities Committee:
Power updated the Board on Doylestown, reiterating the date and time of the public meeting. There is a LEEDs work session for the Board scheduled for January 21st. Some Doylestown community members and members of the Sustainable Energy Network have also been invited.
Shisler stated that Imhoff Construction has started to work on the Larwill building, and Lubelski detailed what work has taken place to date.
Shisler asked Craig if he had comments on the Liberty Street building. He told the Board that the HVAC system is being worked with through the winter as it was during the summer – to fine tune it. Gas and electric usage are beginning to level out. He is familiarizing himself with the equipment, particularly that which has one-year warranties.
Shisler will be attending a meeting in Creston regarding the levy, but he will also ask for input from the community on usage for the Library’s new property in Creston.
Shisler had sponsored a breakfast for the Dalton area where he presented the idea of expanding the Dalton branch to see if there was enough public interest to raise funds. However, the HVAC system at the branch needs attention as soon as possible, and some decisions will have to be made regarding how to handle that.
Human Resources Committee:
Meyer recommended a motion that all Library staff (except the Director and those at the top of their pay scale – per the Committee’s recommendation) receive a 1% raise, effective January 1, 2008, and that the amount contributed by the Library to the HSA accounts be reduced by half – also per the Committee’s recommendation. Drushal seconded the motion. Crowley thanked all the staff for the long hours they’ve put in, and Drushal said that the Board wished they could give more of a raise. The motion passed unanimously.
Meyer also moved that the Director reassume his previous duties and retain his current salary level. Drushal seconded, and the motion passed unanimously.
The revised job description for the Director has been distributed.
UNFINISHED BUSINESS: Crowley commented regarding the upcoming levy. If anyone would like to help out with the campaign, please call her.
NEW BUSINESS: Shisler presented the 2008 Committee assignments as follows:
Finance and Audit Committee – Carroll Meyer, Ruth Crowley, Kevin Power
Facilities Committee – Kevin Power, Ruth Crowley, Brian Questel
Human Resources Committee – Bill Bailey, Carroll Meyer, Doug Drushal
Operations Committee – Brian Questel, Bill Bailey, Doug Drushal
Resolution #6-2008 – Recognition and Thanks to Margo Broehl for Service: Power moved to accept Resolution 6-2008, and Crowley seconded. Roll call vote passed the motion unanimously. Drushal commented that Broehl’s term was the first in many years to go the full seven years.
COMMENTS FROM THE PUBLIC: Gregory Gehris of Wooster reiterated his question from last month’s meeting, asking if the Treasurer was receiving bonuses. Power repeated his answer that no one on the Library staff or administration receives bonuses.
Mr. Gehris asked about the definition of “immediate family” in Library personnel policy – has the Board resolved that definition? Lubelski answered that the Human Resources Committee has defined that, and the pertinent policies are being finalized. The policies are, however, still in process.
Mr. Gehris then asked if the Doylestown building will become LEED’s gold, platinum or silver. Power stated that the level of certification is not up to the Library; a third party will determine that. Gehris thought the level depended upon how much money one could put into the project, but Power stated that much of it depends on site location and many other factors. Not all points can be attained in every building.
ADJOURNMENT: Drushal moved to adjourn at 8:30 p.m., and Power seconded. The motion passed unanimously.
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