Organizational Meeting of the Board of Trustees
Wayne County Public Library
Monday, January 10, 2011, 7 p.m., Conference Room, Wooster Library
CALL TO ORDER: Mr. Power called the meeting to order at 7:04 p.m.
ROLL CALL: Present: Pat Neyhart, Maggie Johnson, Kevin Power, John Galehouse.
Excused: Doug Drushal
Also Present: Jimmie Epling, Director; Katherine Long, Fiscal Officer;
Desiree Cutright, Human Resources Coordinator; Sara Hawk, Deputy
Fiscal Officer; Jennifer Shatzer, Technical Services Manager; Barb
Landers, Children’s Department Manager; Linda Davis, Adult Services
Manager; Patti Hochstetler, Mobile Branch Manager.
OATH OF OFFICE: Judge Wiest administered the oath of office to two new Board members, Sandy Wenger and Charles Brown.
OATH OF OFFICE: Judge Wiest also administered the oath of office to Ms. Long and Ms. Hawk, as Fiscal Officer and Deputy Fiscal Officer, respectively.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Neyhart moved, and Ms. Johnson seconded to approve the December 21st regular Board meeting minutes as amended (remove Line 149). The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Galehouse moved, and Mr. Neyhart seconded to accept the December 21st Human Resources minutes and the January 4th Facilities minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Ms. Linda Davis gave a short presentation about the Adult Services Department. The department is split into Reference and Genealogy. Programming has decreased since the loss of staff in 2009; however, all other aspects are being maintained. The Genealogy department opens later and closes earlier than the rest of the building, so that the staff has time to answer written queries from patrons. The number of patrons using electronically downloaded books has increased drastically in the past year, as e-readers are becoming more popular.
Mr. Epling stated that 389 children had overdue fees forgiven in the six weeks of the program.
Two e-readers have been purchased, so that staff can begin familiarizing themselves with them. We have two programs scheduled to help patrons with the basics of e-readers. The programs will be presented by a representative from Best Buy.
Leading up to National Library Week in April, the Library will be making its own “Read” posters for display during NLW. The plan is to include “famous” Wayne County people and some of the “Paws to Read” dogs.
Mr. Power asked about November’s interlibrary loan statistics – why are they zero? Ms. Shatzer responded that these were probably not received from Clevnet at the time the report was compiled, but she will check with Ms. Davenport about it.
Mr. Galehouse asked about a previous discussion of loaning out e-readers with pre-loaded books on them. Mr. Epling replied that, if the Library purchases e-readers for patron use, they will only be available in preloaded format. The upcoming programs are to help patrons who have their own e-readers.
COMMITTEE REPORTS:
Finance and Audit:
November 2010 Bank Reconciliation: Ms. Johnson moved, and Mr. Galehouse seconded to approve the November bank reconciliation. The motion passed unanimously.
November 2010 Balance Sheet and Income Statement: Ms. Long reported that we will end 2010 about $100k over expected revenue with expenses about $225k lower than anticipated. And January’s PLF figures are slightly higher than expected. Hopefully, the 2011 budget will be ready to present at the February Board meeting. We are planning a flat budget in 2011, no growth.
Actual Revenue and Expenditures at November 30, 2006-2010: Ms. Johnson moved to approve the Balance Sheet, Income Statement and Comparative reports for November. Mr. Galehouse seconded, and the motion passed unanimously.
November 2010 Payroll and Accounts Payable: Mr. Galehouse moved to approve the November accounts payable and payroll; Ms. Johnson seconded. The motion passed unopposed.
Resolution #1-2011 – December 2010 Donations: Ms. Johnson moved to approve Resolution #1, and Mr. Galehouse seconded. Ms. Long explained to the new Board members why the Library must publicly accept donations received. Roll call vote passed the motion unanimously.
Resolution #2-2011 – December 2011 Memorial Donations: Ms. Johnson moved to approve Resolution #2. Mr. Galehouse seconded, and roll call vote passed the motion unanimously.
Facilities:
Mr. Power reported that the Committee had met, but had taken no action.
Human Resources:
Ms. Cutright would like to schedule a Committee meeting to go over information she’s gathered for job reviews for the Director and Fiscal Officer. Also, some personnel policy wording needs changed where it refers to H S A’s, since the Library now has a different health insurance plan.
Operations:
Ms. Johnson stated that the Committee had met prior to the Board meeting to discuss an agreement with the Ohio Historical Society to receive Wayne County probate records as a donation to our Genealogy Department. These records would become our property; we would have no liability to anyone else if they were damaged or lost. Ms. Johnson reiterated her concern over setting a precedent and putting an extra burden on staff. Mr. Brown asked why the Wayne County Historical Society wouldn’t keep these. Mr. Power asked if this could be deferred to the time when the Board has its strategic planning meeting. Mr. Neyhart asked if the WCHS could be contacted to see why they can’t take them. Ms. Johnson doesn’t feel that this is something a public Library normally does. Mr. Epling will contact the judge and the Historical Society.
They also discussed Christmas Holiday closing for 2011: The Committee recommends approval of closing on December 26th as the second closing day for the holiday. Mr. Galehouse seconded the recommendation. The motion passed unanimously.
Media Circulation Policy revision: The old policy referred to our “film department” and several forms of media that we no longer circulate. The proposed revision is generalized, so it will carry forward for a time. The Committee recommends approval; Mr. Brown seconded. Motion carried.
Nominating:
The Committee put forth the following nominations for 2011:
Doug Drushal, President
Kevin Power, Vice-President
Maggie Johnson, Secretary
The Committee recommended approval of the proposed slate of officers; Ms. Wenger seconded. The motion passed unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: Ms. Shatzer thanked the Board for approving the Media policy.
Mr. Neyhart moved to go into executive session at 8 p.m. to discuss a public employee. Ms. Johnson seconded. Roll call vote passed the motion unanimously.
At 8:10 p.m., Ms. Johnson moved to come out of executive session, and Mr. Neyhart seconded. Roll call vote passed the motion with no opposition.
ADJOURNMENT: Also at 8:10 p.m., Mr. Neyhart moved to adjourn the meeting. Ms. Johnson seconded, and the motion passed unanimously.
Organizational Meeting of the Board of Trustees
Wayne County Public Library
Monday, January 10, 2011, 7 p.m., Conference Room, Wooster Library
CALL TO ORDER: Mr. Power called the meeting to order at 7:04 p.m.
ROLL CALL: Present: Pat Neyhart, Maggie Johnson, Kevin Power, John Galehouse.
Excused: Doug Drushal
Also Present: Jimmie Epling, Director; Katherine Long, Fiscal Officer;
Desiree Cutright, Human Resources Coordinator; Sara Hawk, Deputy
Fiscal Officer; Jennifer Shatzer, Technical Services Manager; Barb
Landers, Children’s Department Manager; Linda Davis, Adult Services
Manager; Patti Hochstetler, Mobile Branch Manager.
OATH OF OFFICE: Judge Wiest administered the oath of office to two new Board members, Sandy Wenger and Charles Brown.
OATH OF OFFICE: Judge Wiest also administered the oath of office to Ms. Long and Ms. Hawk, as Fiscal Officer and Deputy Fiscal Officer, respectively.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Neyhart moved, and Ms. Johnson seconded to approve the December 21st regular Board meeting minutes as amended (remove Line 149). The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Galehouse moved, and Mr. Neyhart seconded to accept the December 21st Human Resources minutes and the January 4th Facilities minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Ms. Linda Davis gave a short presentation about the Adult Services Department. The department is split into Reference and Genealogy. Programming has decreased since the loss of staff in 2009; however, all other aspects are being maintained. The Genealogy department opens later and closes earlier than the rest of the building, so that the staff has time to answer written queries from patrons. The number of patrons using electronically downloaded books has increased drastically in the past year, as e-readers are becoming more popular.
Mr. Epling stated that 389 children had overdue fees forgiven in the six weeks of the program.
Two e-readers have been purchased, so that staff can begin familiarizing themselves with them. We have two programs scheduled to help patrons with the basics of e-readers. The programs will be presented by a representative from Best Buy.
Leading up to National Library Week in April, the Library will be making its own “Read” posters for display during NLW. The plan is to include “famous” Wayne County people and some of the “Paws to Read” dogs.
Mr. Power asked about November’s interlibrary loan statistics – why are they zero? Ms. Shatzer responded that these were probably not received from Clevnet at the time the report was compiled, but she will check with Ms. Davenport about it.
Mr. Galehouse asked about a previous discussion of loaning out e-readers with pre-loaded books on them. Mr. Epling replied that, if the Library purchases e-readers for patron use, they will only be available in preloaded format. The upcoming programs are to help patrons who have their own e-readers.
COMMITTEE REPORTS:
Finance and Audit:
November 2010 Bank Reconciliation: Ms. Johnson moved, and Mr. Galehouse seconded to approve the November bank reconciliation. The motion passed unanimously.
November 2010 Balance Sheet and Income Statement: Ms. Long reported that we will end 2010 about $100k over expected revenue with expenses about $225k lower than anticipated. And January’s PLF figures are slightly higher than expected. Hopefully, the 2011 budget will be ready to present at the February Board meeting. We are planning a flat budget in 2011, no growth.
Actual Revenue and Expenditures at November 30, 2006-2010: Ms. Johnson moved to approve the Balance Sheet, Income Statement and Comparative reports for November. Mr. Galehouse seconded, and the motion passed unanimously.
November 2010 Payroll and Accounts Payable: Mr. Galehouse moved to approve the November accounts payable and payroll; Ms. Johnson seconded. The motion passed unopposed.
Resolution #1-2011 – December 2010 Donations: Ms. Johnson moved to approve Resolution #1, and Mr. Galehouse seconded. Ms. Long explained to the new Board members why the Library must publicly accept donations received. Roll call vote passed the motion unanimously.
Resolution #2-2011 – December 2011 Memorial Donations: Ms. Johnson moved to approve Resolution #2. Mr. Galehouse seconded, and roll call vote passed the motion unanimously.
Facilities:
Mr. Power reported that the Committee had met, but had taken no action.
Human Resources:
Ms. Cutright would like to schedule a Committee meeting to go over information she’s gathered for job reviews for the Director and Fiscal Officer. Also, some personnel policy wording needs changed where it refers to H S A’s, since the Library now has a different health insurance plan.
Operations:
Ms. Johnson stated that the Committee had met prior to the Board meeting to discuss an agreement with the Ohio Historical Society to receive Wayne County probate records as a donation to our Genealogy Department. These records would become our property; we would have no liability to anyone else if they were damaged or lost. Ms. Johnson reiterated her concern over setting a precedent and putting an extra burden on staff. Mr. Brown asked why the Wayne County Historical Society wouldn’t keep these. Mr. Power asked if this could be deferred to the time when the Board has its strategic planning meeting. Mr. Neyhart asked if the WCHS could be contacted to see why they can’t take them. Ms. Johnson doesn’t feel that this is something a public Library normally does. Mr. Epling will contact the judge and the Historical Society.
They also discussed Christmas Holiday closing for 2011: The Committee recommends approval of closing on December 26th as the second closing day for the holiday. Mr. Galehouse seconded the recommendation. The motion passed unanimously.
Media Circulation Policy revision: The old policy referred to our “film department” and several forms of media that we no longer circulate. The proposed revision is generalized, so it will carry forward for a time. The Committee recommends approval; Mr. Brown seconded. Motion carried.
Nominating:
The Committee put forth the following nominations for 2011:
Doug Drushal, President
Kevin Power, Vice-President
Maggie Johnson, Secretary
The Committee recommended approval of the proposed slate of officers; Ms. Wenger seconded. The motion passed unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: Ms. Shatzer thanked the Board for approving the Media policy.
Mr. Neyhart moved to go into executive session at 8 p.m. to discuss a public employee. Ms. Johnson seconded. Roll call vote passed the motion unanimously.
At 8:10 p.m., Ms. Johnson moved to come out of executive session, and Mr. Neyhart seconded. Roll call vote passed the motion with no opposition.
ADJOURNMENT: Also at 8:10 p.m., Mr. Neyhart moved to adjourn the meeting. Ms. Johnson seconded, and the motion passed unanimously.