January 2009 Board Minutes
Organizational Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, January 20, 2009, 7:30 p.m., Conference Room East, Liberty Street Library
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:33 p.m.
ROLL CALL: Present: Carroll Meyer, Richard Shisler, Brian Questel, Bill Bailey, Doug
Drushal, Kevin Power.
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer;
Sara Hawk, Deputy Fiscal Officer; Desiree Cutright, Human Resources
Coordinator; Jon Craig, Facilities Coordinator; Leslie Davenport, Bookmobile Manager; Jennifer Shatzer, Technical Services Manager; Deb Keener, Genealogy Manager; Linda Miller, Circulation Assistant Manager; 2 guests.
OATH OF OFFICE: Mr. Shisler introduced John Galehouse, and Mr. Bailey administered the oath of office to Mr. Galehouse. Welcome, Mr. Galehouse!
ELECTION OF OFFICERS AND COMMITTEE APPOINTMENTS: Mr. Drushal presented the proposed slate of officers and moved the election of said slate:
Richard Shisler, President
Doug Drushal, Vice-President
Carroll Meyer, Secretary
Mr. Questel seconded, and the motion passed unanimously.
OATH OF OFFICE: Mr. Shisler administered the oath of office to Katherine Long, Fiscal Officer, and Sara Hawk, Deputy Fiscal Officer, to reappoint them to their duties for another year.
COMMENTS FROM THE PUBLIC: There were none.
At this time, Mr. Lubelski introduced Ms. Desiree Cutright, the Library’s new Human Resources coordinator. She has 8 years experience and recent training (in FMLA). The Board welcomed her.
APPROVAL OF BOARD MINUTES: Mr. Drushal moved to approve the second draft of the November 18th regular minutes, and Mr. Power seconded. The motion passed unanimously. Mr. Drushal moved, and Mr. Bailey seconded to approve the December 16th regular board minutes. That motion also passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved, and Mr. Power seconded to accept the January 14th Finance Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Beginning the last week in January, PIN numbers will be needed to use the self checks. DVD’s are once again shelved in security cases. Both of these measures are to help prevent theft – of items and of patron cards.
The Wooster Friends of the Library have started a coffee service (asking for $1 donation) in the foyer of the Wooster library. This is their first week; it seems to be going well.
A price quote from Wooster glass was provided in the packet. This quote is for making a protective wall in front of the donor wall at the south entrance. Mr. Power asked if this could be run by the vendor who made the wall, to see if she had comments. Mr. Lubelski agreed to do so.
Sharon Kelley has been promoted from Wooster circulation assistant to the supervisor position at West Salem.
Statistics – Creston was down less than 1% for the year.
In September of 2005, Sprenger nursing homes asked if there was interest in swapping parking lots with the library. The proposal was again brought to the Board, and the Facilities Committee in particular, to review.
The Library managers met today and put together data for a strategic five-year plan.
The new U.S. President has proposed a stimulus package for public libraries. If approved by Congress, the funds would be distributed to the state libraries, and then grants would be written for capital projects for libraries throughout the state. The OLC has asked libraries for prospective projects to be ready in case the proposal goes through. Mr. Lubelski had submitted information on Creston and Dalton additions, and a possible Rittman renovation. Mr. Power reminded him of the Doylestown expansion possibility.
COMMITTEE REPORTS:
Finance and Audit:
December 2008 Bank Reconciliation: Mr. Meyer moved to accept the December bank reconciliation; Mr. Questel seconded, and the motion passed unanimously.
December 2008 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2008:
General Fund $234,819.06
Building and Repair Fund $ 6,139.00
Doylestown Fund $558,044.02
Vehicle Replacement $ 9,257.73
Technology Fund $ 1,449.00
TOTAL: $809,708.81
Mr. Meyer moved to approve the balance sheet, and Mr. Power seconded. Ms. Long presented a shortened version (the one the Board normally sees) and a report that’s broken down by fund. 2008 is not ending as well as previous years. The motion passed unanimously.
Mr. Meyer moved, and Mr. Drushal seconded to approve the income statement. Ms. Long explained that the County taxes and the State Grants-In-Aid percentages had variances, because the personal property tax hold harmless is now considered a State grant rather than a County tax. The motion passed with all in favor.
Actual Revenue and Expenditures at December 31, 2004-2008: Mr. Meyer moved to approve this report, and Mr. Power seconded. Expenses have continued to rise, but the Library has kept things in line with revenue. Mr. Power reminded everyone how lucky we are to have the local support. The motion passed unanimously.
December 2008 Accounts Payable and Payroll: Mr. Meyer moved to approve the December accounts payable and payroll, and Mr. Drushal seconded. The motion then passed unanimously.
Resolution #2-2009 – December 2008 Donations: Mr. Meyer moved to accept Resolution 2-2009, and Mr. Questel seconded. Roll call vote passed the motion unanimously.
Resolution #3-2009 – December 2008 Doylestown Sidewalk Pavers: Mr. Meyer moved to accept Resolution 3-2009. Mr. Drushal seconded, and roll call vote passed the motion unanimously.
Resolution #4-2009 – December 2008 Memorial Donations for Curt Leben: Mr. Meyer moved to accept Resolution 4-2009, and Mr. Questel seconded. Roll call vote passed the motion unanimously.
Resolution #5-2009 – End of Year Fund Transfers: Mr. Meyer moved to accept Resolution 5-2009; Mr. Power seconded. The Committee had reviewed the end-of-year fund balances at the meeting and agreed on the transfers detailed here. $144,996 is available to be transferred after keeping 90 days’ cash in reserve.
Mr. Meyer asked if there was a way he could see the encumbrance figure as it decreases when bills are paid. He also revisited the conversation that took place at the committee meeting regarding whether 90 days was enough to hold in reserve. Ms. Long and Mr. Power reiterated that even keeping only 10 days more (making it 100 days) decreased the amount available for transfer down to $5k. For 2009, it looks like $200-$250k less revenue from the State for the year. Roll call passed the motion unanimously.
Facilities:
Mr. Power reported that Doylestown is all insulated and drywalled. It looks great!
The Committee will have to meet in the next couple weeks and make an effort to meet with the Rittman folks.
Human Resources:
Mr. Bailey asked to go into executive session at the end of the meeting to discuss personnel.
A staff member, Debra Kain, is requesting that staff be permitted to donate sick or vacation leave to her for an upcoming surgery. Mr. Bailey moved to approve the request; Mr. Questel seconded, and the motion passed unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Resolution #1-2009 – Thank Ruth Crowley for service: Mr. Shisler read the resolution in full. Mr. Power moved to accept Resolution 1-2009; Mr. Questel seconded. Roll call vote passed the motion unanimously.
Mr. Power mentioned that it might be nice to give departing Board members a plaque of some kind. Everyone agreed they would donate if he arranged it.
Mr. Bailey informed everyone that he has submitted his resignation due to changes in the judicial rules passed in the Ohio Supreme Court prohibiting even retired judges from serving on boards of governmental entities. His resignation is effective at the end of this meeting. He is pleased to have served during the past year. Mr. Power expressed his thanks for Mr. Bailey attending the Facilities Committee meetings. The Board thanked him for his service.
COMMENTS FROM THE PUBLIC: There were none.
Mr. Shisler asked how many events were taking place in all the WCPL locations this week. He was amazed when he received a Wayne County Events email showing that there were 24 events scheduled just for this week! He commended the entire system on how well the facilities are being used to serve the communities.
Mr. Bailey moved to go into executive session at 8:35 p.m. Mr. Drushal seconded. Roll call vote approved the motion unanimously.
ADJOURNMENT: At 10:40 p.m., Mr. Drushal moved to come out of executive session and adjourn the meeting. Mr. Power seconded, and the motion passed unanimously.
January 2009 Board Minutes
Organizational Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, January 20, 2009, 7:30 p.m., Conference Room East, Liberty Street Library
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:33 p.m.
ROLL CALL: Present: Carroll Meyer, Richard Shisler, Brian Questel, Bill Bailey, Doug
Drushal, Kevin Power.
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer;
Sara Hawk, Deputy Fiscal Officer; Desiree Cutright, Human Resources
Coordinator; Jon Craig, Facilities Coordinator; Leslie Davenport, Bookmobile Manager; Jennifer Shatzer, Technical Services Manager; Deb Keener, Genealogy Manager; Linda Miller, Circulation Assistant Manager; 2 guests.
OATH OF OFFICE: Mr. Shisler introduced John Galehouse, and Mr. Bailey administered the oath of office to Mr. Galehouse. Welcome, Mr. Galehouse!
ELECTION OF OFFICERS AND COMMITTEE APPOINTMENTS: Mr. Drushal presented the proposed slate of officers and moved the election of said slate:
Richard Shisler, President
Doug Drushal, Vice-President
Carroll Meyer, Secretary
Mr. Questel seconded, and the motion passed unanimously.
OATH OF OFFICE: Mr. Shisler administered the oath of office to Katherine Long, Fiscal Officer, and Sara Hawk, Deputy Fiscal Officer, to reappoint them to their duties for another year.
COMMENTS FROM THE PUBLIC: There were none.
At this time, Mr. Lubelski introduced Ms. Desiree Cutright, the Library’s new Human Resources coordinator. She has 8 years experience and recent training (in FMLA). The Board welcomed her.
APPROVAL OF BOARD MINUTES: Mr. Drushal moved to approve the second draft of the November 18th regular minutes, and Mr. Power seconded. The motion passed unanimously. Mr. Drushal moved, and Mr. Bailey seconded to approve the December 16th regular board minutes. That motion also passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved, and Mr. Power seconded to accept the January 14th Finance Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Beginning the last week in January, PIN numbers will be needed to use the self checks. DVD’s are once again shelved in security cases. Both of these measures are to help prevent theft – of items and of patron cards.
The Wooster Friends of the Library have started a coffee service (asking for $1 donation) in the foyer of the Wooster library. This is their first week; it seems to be going well.
A price quote from Wooster glass was provided in the packet. This quote is for making a protective wall in front of the donor wall at the south entrance. Mr. Power asked if this could be run by the vendor who made the wall, to see if she had comments. Mr. Lubelski agreed to do so.
Sharon Kelley has been promoted from Wooster circulation assistant to the supervisor position at West Salem.
Statistics – Creston was down less than 1% for the year.
In September of 2005, Sprenger nursing homes asked if there was interest in swapping parking lots with the library. The proposal was again brought to the Board, and the Facilities Committee in particular, to review.
The Library managers met today and put together data for a strategic five-year plan.
The new U.S. President has proposed a stimulus package for public libraries. If approved by Congress, the funds would be distributed to the state libraries, and then grants would be written for capital projects for libraries throughout the state. The OLC has asked libraries for prospective projects to be ready in case the proposal goes through. Mr. Lubelski had submitted information on Creston and Dalton additions, and a possible Rittman renovation. Mr. Power reminded him of the Doylestown expansion possibility.
COMMITTEE REPORTS:
Finance and Audit:
December 2008 Bank Reconciliation: Mr. Meyer moved to accept the December bank reconciliation; Mr. Questel seconded, and the motion passed unanimously.
December 2008 Balance Sheet and Income Statement:
Total encumbrances at December 31, 2008:
General Fund $234,819.06
Building and Repair Fund $ 6,139.00
Doylestown Fund $558,044.02
Vehicle Replacement $ 9,257.73
Technology Fund $ 1,449.00
TOTAL: $809,708.81
Mr. Meyer moved to approve the balance sheet, and Mr. Power seconded. Ms. Long presented a shortened version (the one the Board normally sees) and a report that’s broken down by fund. 2008 is not ending as well as previous years. The motion passed unanimously.
Mr. Meyer moved, and Mr. Drushal seconded to approve the income statement. Ms. Long explained that the County taxes and the State Grants-In-Aid percentages had variances, because the personal property tax hold harmless is now considered a State grant rather than a County tax. The motion passed with all in favor.
Actual Revenue and Expenditures at December 31, 2004-2008: Mr. Meyer moved to approve this report, and Mr. Power seconded. Expenses have continued to rise, but the Library has kept things in line with revenue. Mr. Power reminded everyone how lucky we are to have the local support. The motion passed unanimously.
December 2008 Accounts Payable and Payroll: Mr. Meyer moved to approve the December accounts payable and payroll, and Mr. Drushal seconded. The motion then passed unanimously.
Resolution #2-2009 – December 2008 Donations: Mr. Meyer moved to accept Resolution 2-2009, and Mr. Questel seconded. Roll call vote passed the motion unanimously.
Resolution #3-2009 – December 2008 Doylestown Sidewalk Pavers: Mr. Meyer moved to accept Resolution 3-2009. Mr. Drushal seconded, and roll call vote passed the motion unanimously.
Resolution #4-2009 – December 2008 Memorial Donations for Curt Leben: Mr. Meyer moved to accept Resolution 4-2009, and Mr. Questel seconded. Roll call vote passed the motion unanimously.
Resolution #5-2009 – End of Year Fund Transfers: Mr. Meyer moved to accept Resolution 5-2009; Mr. Power seconded. The Committee had reviewed the end-of-year fund balances at the meeting and agreed on the transfers detailed here. $144,996 is available to be transferred after keeping 90 days’ cash in reserve.
Mr. Meyer asked if there was a way he could see the encumbrance figure as it decreases when bills are paid. He also revisited the conversation that took place at the committee meeting regarding whether 90 days was enough to hold in reserve. Ms. Long and Mr. Power reiterated that even keeping only 10 days more (making it 100 days) decreased the amount available for transfer down to $5k. For 2009, it looks like $200-$250k less revenue from the State for the year. Roll call passed the motion unanimously.
Facilities:
Mr. Power reported that Doylestown is all insulated and drywalled. It looks great!
The Committee will have to meet in the next couple weeks and make an effort to meet with the Rittman folks.
Human Resources:
Mr. Bailey asked to go into executive session at the end of the meeting to discuss personnel.
A staff member, Debra Kain, is requesting that staff be permitted to donate sick or vacation leave to her for an upcoming surgery. Mr. Bailey moved to approve the request; Mr. Questel seconded, and the motion passed unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Resolution #1-2009 – Thank Ruth Crowley for service: Mr. Shisler read the resolution in full. Mr. Power moved to accept Resolution 1-2009; Mr. Questel seconded. Roll call vote passed the motion unanimously.
Mr. Power mentioned that it might be nice to give departing Board members a plaque of some kind. Everyone agreed they would donate if he arranged it.
Mr. Bailey informed everyone that he has submitted his resignation due to changes in the judicial rules passed in the Ohio Supreme Court prohibiting even retired judges from serving on boards of governmental entities. His resignation is effective at the end of this meeting. He is pleased to have served during the past year. Mr. Power expressed his thanks for Mr. Bailey attending the Facilities Committee meetings. The Board thanked him for his service.
COMMENTS FROM THE PUBLIC: There were none.
Mr. Shisler asked how many events were taking place in all the WCPL locations this week. He was amazed when he received a Wayne County Events email showing that there were 24 events scheduled just for this week! He commended the entire system on how well the facilities are being used to serve the communities.
Mr. Bailey moved to go into executive session at 8:35 p.m. Mr. Drushal seconded. Roll call vote approved the motion unanimously.
ADJOURNMENT: At 10:40 p.m., Mr. Drushal moved to come out of executive session and adjourn the meeting. Mr. Power seconded, and the motion passed unanimously.