July 2006 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, July 18, 2006, 7:30 p.m.
Creston Branch Library Meeting Room
CALL TO ORDER: Power called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Richard Shisler, Ruth Crowley, Brian Questel, Carroll Meyer,Margo Broehl, Kevin Power. Absent: Drushal
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Deb Keener, Genealogy Manager; Kathy Homan, Creston Branch Manager; Rita Lowe, Branch Coordinator; Linda Davis, Public Services Manager; John Haven, Facilities Manager; Sherry Hatter-Miller,Circulation Manager; Ted Bogner, BCMC; Dan Meehan, Meehan Architects; 10 guests.
COMMENTS FROM THE PUBLIC: Mitchell Slater of Franklin Township, Green Energy Ohio, presented a letter from Jack Hedge, a Columbus architect, stating that the Library could save $20,000-$30,000 in energy costs with no additional construction cost.
Dave Sears of Baughman Township, also with Green Energy Ohio, asked about the history of the decisions regarding green energy in the new building.
Jim Anderson of Franklin Township added his support to the idea of an energy-conserving building. He stated that he, personally, would even be willing to see a delay in completion of the building if more green energy could be implemented.
Jodi Robinson of Franklin Township agreed with Mr. Anderson’s statement. A long-term building needs to be as energy efficient as possible. She asked about LEED certification and if the Library was looking to pursue it.
Power responded with a history of the process, noting that one of the Board mandates for the new building was that it be as energy efficient as possible. A public meeting at Wooster High School dealt with energy considerations and the LEED certification process. The criteria sent to potential design firms the following year included a utilities conservation analysis. The design charge to the final three architect firms specifically addressed environmental and energy design ideas, and the architect selected has extensive LEED background. The Board has had lengthy discussions with BCMC regarding LEED certification requirements, only some of which are in our cost range.
Jim Anderson responded that green energy is still growing and may become less expensive as the years go by. Would there be something done now that would allow green energy to be added in later years?
Bob Ross of Wooster asked how budgeting was done for operating costs later on. With fuel costs rising constantly, green energy seems a viable alternative.
Broehl responded that the budget was a major consideration in decisions that were made. Various sources of green energy were explored but were not practical because of the size of the building and the current technology. The building has been specifically designed to have the potential to incorporate new energy sources without relocating internal utilities.
Ruth Vandersall asked if changes could be made without adding any cost. The Board replied that the architect would be better suited to answer this question.
PRESENTATION: Kathy Homan, Creston Branch Manager, told the Board what has been going on at Creston since she became manager in January. The computers have been moved to make a space for new releases to be more visible, and a new paint job has given the branch quite a facelift.
APPROVAL OF MINUTES: Meyer moved, and Questel seconded to approve the June 20th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Broehl moved to accept the June 15th and July 11th Finance and Audit Committee minutes. Shisler seconded, and the motion passed unanimously.
The agenda was amended to allow the Facilities Committee to report at this time. Broehl informed the Board that the lot next to the Dalton Branch has been purchased. Shisler and Haven have inspected the house on the lot and recommend that it be demolished.
The Dalton Historical Society will go through the house to see if there is anything of historical value. The lot will become extra parking for the branch until an addition can be planned and financed. The house should be empty by August 1st. There is a possibility that Habitat for Humanity could salvage some things from the building. Broehl thanked Shisler for negotiating for the property.
She stated that, unfortunately, there has been no change in status on the Doylestown project.
However, the new Wooster library project is on time and on budget.
At this time, Lubelski presented a change order to the Board for approval; Meehan and Bogner will give the background on the change order.
Broehl turned the meeting over to Meehan and Bogner.
PRESENTATION BY ARCHITECT: Bogner distributed a project cost update and discussed Change Order #1, which was for the removal and replacement of bad soil. Several wells and cisterns have been discovered on the site. The funds will be moved from the contingency fund. Some fees have now become fixed and have been less than expected. A new category of funds was created – ancillary reserve which is the difference between what had been allowed and what actual fixed costs were.
Broehl moved to authorize Change Order #1 in the amount of $10,645.43. Shisler seconded. The motion passed unanimously.
Broehl moved to accept Resolution #20 – change order procedure. Shisler seconded the motion, and a roll call vote passed the motion unanimously.
Bogner stated that the EPA has inspected the silt curtains, concrete truck washout areas, etc. on the site, and they have approved them.
Meehan stated that he feels things are moving very well. It is time to begin planning the interior of the building, so that all staff needs are met. The bid package for furniture and shelving is being worked on.
He distributed a letter regarding a two-hour meeting he had with the Green Energy Ohio group on June 29th. He highlighted several energy-conserving techniques employed in the new building, such as the use of passive solar energy. (See letter for further details.) Environmental and LEED principles have all been kept in mind in the design.
Concerning the letter from Jack Hedge – Meehan feels Hedge was not properly informed on the details of the project. His letter was stating general, broad terms not specific to this project. There are no minor things that can be done to affect those kinds of cost savings.
Meyer asked Meehan if any discussion needs to take place regarding his comfort with the fixed fee contracted with him.
DIRECTOR’S REPORT: Narrative and Personnel Reports as distributed.
Lubelski reported no damage to any facilities from all the storms.
Lynda Murray of the Ohio Library Council feels there is a glimmer of hope for library funding in the State.
The Farber bookmobile has been loaned to Brecksville Library to temporarily house their popular collection. Brecksville has probably lost their entire collection due to raw sewage mixed in with flood waters.
Lubelski has been fielding many comments from the public now that actual construction has begun.
He asked for a short executive session at the end of the meeting to discuss the employment of a public employee.
ASSISTANT DIRECTOR’S REPORT: Narrative Report as distributed.
Shatzer reminded everyone of Barb Silchuk’s and Lora Goman’s retirement parties.
She informed the Board that circulation is up at the branches.
COMMITTEE REPORTS:
Finance and Audit:
June 2006 Bank Reconciliation: Long stated that interest earned on the invested note money paid for the interest due at the end of the note. Shisler moved to accept the June bank reconciliation; Broehl seconded. The motion passed unanimously.
June 2006 Balance Sheet and Income Statement:
Total encumbrances at June 30, 2006 were:
General Fund $ 751,450.30
Liberty Street Fund $8,887,617.41
Larwill Fund $ 50,000.00
Donation Fund $ 87.00
Actual Revenue and Expenditures at June 30, 2001-2006:
Broehl moved approval of the June balance sheet and income statement and the actual revenue and expenditures reports. Questel seconded the motion. Broehl pointed out that our income from the state is down $200,000 from what it was in 2001. The motion passed unanimously.
June 2006 Accounts Payable and Payroll: Shisler moved to accept the June accounts payable and payroll; Questel seconded. The motion passed unanimously.
Resolution #17 – June 2006 Donations: Shisler moved to accept Resolution #17; Crowley seconded. Roll call vote passed the motion unanimously.
Resolution #18 – Donation from Jerry and Florence Shapiro Charitable Fund: Shisler moved to accept Resolution #18, and Broehl seconded. Roll call vote passed the motion unanimously.
Resolution #19 – Appropriation changes to 2006 budget: Shisler moved to accept Resolution #19; Crowley seconded. Roll call vote passed the motion unanimously.
2007 Budget and Hearing Schedule: Shisler encouraged everyone who would like, to attend.
2007 Proposed Budget: Long spoke about how the budget is planned. The proposed budget is very general; details will be discussed later with all department managers.
Shisler would like to see the Library begin planning a future project at Dalton and set up a fund at the Wayne County Community Foundation for that project. Long will be reviewing the memorial funds to see which can be used at the new library. Broehl moved to accept the 2007 budget; Questel seconded. Roll call vote passed the motion unanimously.
Operations:
Crowley reported that additional discussion on the donor recognition process has been delayed until August.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: Jim Anderson of the Green Energy Ohio group thanked the Board for accepting comments and ideas without passing judgment.
Jodi Robinson expressed appreciation for the display areas available in the new building that could be used for green energy education. She asked the Board to stress passive solar on any new projects, and doesn’t feel that just meeting code requirements is enough; the library would be a great place to do more. She thanked the Board for listening.
Thomas Wood stated that teachers choose everyday who gets taught what when, and he feels that the Library has that same responsibility.
Mitch Slater stated that the Green Energy Ohio group is here to make contributions, not to be a thorn in the side. He feels that the letter from Jack Hedge is a very valid letter, and he asked the Board to look deeper into the savings of green energy.
Crowley stated that the Board displayed a model of the prospective library before construction ever began. The windows and outside of the building were a large selling point for support from the public and changing the design of the building, even for the benefit of green energy, would be dishonest to the public.
Slater said they’re not suggesting drastic changes. Broehl stated that the Board will follow up with Mr. Hedge.
Meehan stated that some parts of the energy code can only be “met”; however, some are exceeded.
Mr. Sears thanked the Board for their stand on the recent controversial display issue. He asked how the south-facing windows are designed – is there a shading for the summer?
Meehan stated that there will be tinted windows, but no shading devices. In the front of the building, landscaping will be used to shade. Mr. Sears asked if anyone was familiar with the submission Jack Hedge’s had made on the prior Library project.
Broehl moved to go into executive session at 9:15 p.m. to discuss employment of a public employee. Meyer seconded. Roll call vote passed the motion unanimously.
ADJOURNMENT: At 9:40 p.m., Broehl moved to come out of executive session and adjourn the meeting. Meyer seconded the motion, which passed unanimously.
July 2006 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, July 18, 2006, 7:30 p.m.
Creston Branch Library Meeting Room
CALL TO ORDER: Power called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Richard Shisler, Ruth Crowley, Brian Questel, Carroll Meyer,Margo Broehl, Kevin Power. Absent: Drushal
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Deb Keener, Genealogy Manager; Kathy Homan, Creston Branch Manager; Rita Lowe, Branch Coordinator; Linda Davis, Public Services Manager; John Haven, Facilities Manager; Sherry Hatter-Miller,Circulation Manager; Ted Bogner, BCMC; Dan Meehan, Meehan Architects; 10 guests.
COMMENTS FROM THE PUBLIC: Mitchell Slater of Franklin Township, Green Energy Ohio, presented a letter from Jack Hedge, a Columbus architect, stating that the Library could save $20,000-$30,000 in energy costs with no additional construction cost.
Dave Sears of Baughman Township, also with Green Energy Ohio, asked about the history of the decisions regarding green energy in the new building.
Jim Anderson of Franklin Township added his support to the idea of an energy-conserving building. He stated that he, personally, would even be willing to see a delay in completion of the building if more green energy could be implemented.
Jodi Robinson of Franklin Township agreed with Mr. Anderson’s statement. A long-term building needs to be as energy efficient as possible. She asked about LEED certification and if the Library was looking to pursue it.
Power responded with a history of the process, noting that one of the Board mandates for the new building was that it be as energy efficient as possible. A public meeting at Wooster High School dealt with energy considerations and the LEED certification process. The criteria sent to potential design firms the following year included a utilities conservation analysis. The design charge to the final three architect firms specifically addressed environmental and energy design ideas, and the architect selected has extensive LEED background. The Board has had lengthy discussions with BCMC regarding LEED certification requirements, only some of which are in our cost range.
Jim Anderson responded that green energy is still growing and may become less expensive as the years go by. Would there be something done now that would allow green energy to be added in later years?
Bob Ross of Wooster asked how budgeting was done for operating costs later on. With fuel costs rising constantly, green energy seems a viable alternative.
Broehl responded that the budget was a major consideration in decisions that were made. Various sources of green energy were explored but were not practical because of the size of the building and the current technology. The building has been specifically designed to have the potential to incorporate new energy sources without relocating internal utilities.
Ruth Vandersall asked if changes could be made without adding any cost. The Board replied that the architect would be better suited to answer this question.
PRESENTATION: Kathy Homan, Creston Branch Manager, told the Board what has been going on at Creston since she became manager in January. The computers have been moved to make a space for new releases to be more visible, and a new paint job has given the branch quite a facelift.
APPROVAL OF MINUTES: Meyer moved, and Questel seconded to approve the June 20th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Broehl moved to accept the June 15th and July 11th Finance and Audit Committee minutes. Shisler seconded, and the motion passed unanimously.
The agenda was amended to allow the Facilities Committee to report at this time. Broehl informed the Board that the lot next to the Dalton Branch has been purchased. Shisler and Haven have inspected the house on the lot and recommend that it be demolished.
The Dalton Historical Society will go through the house to see if there is anything of historical value. The lot will become extra parking for the branch until an addition can be planned and financed. The house should be empty by August 1st. There is a possibility that Habitat for Humanity could salvage some things from the building. Broehl thanked Shisler for negotiating for the property.
She stated that, unfortunately, there has been no change in status on the Doylestown project.
However, the new Wooster library project is on time and on budget.
At this time, Lubelski presented a change order to the Board for approval; Meehan and Bogner will give the background on the change order.
Broehl turned the meeting over to Meehan and Bogner.
PRESENTATION BY ARCHITECT: Bogner distributed a project cost update and discussed Change Order #1, which was for the removal and replacement of bad soil. Several wells and cisterns have been discovered on the site. The funds will be moved from the contingency fund. Some fees have now become fixed and have been less than expected. A new category of funds was created – ancillary reserve which is the difference between what had been allowed and what actual fixed costs were.
Broehl moved to authorize Change Order #1 in the amount of $10,645.43. Shisler seconded. The motion passed unanimously.
Broehl moved to accept Resolution #20 – change order procedure. Shisler seconded the motion, and a roll call vote passed the motion unanimously.
Bogner stated that the EPA has inspected the silt curtains, concrete truck washout areas, etc. on the site, and they have approved them.
Meehan stated that he feels things are moving very well. It is time to begin planning the interior of the building, so that all staff needs are met. The bid package for furniture and shelving is being worked on.
He distributed a letter regarding a two-hour meeting he had with the Green Energy Ohio group on June 29th. He highlighted several energy-conserving techniques employed in the new building, such as the use of passive solar energy. (See letter for further details.) Environmental and LEED principles have all been kept in mind in the design.
Concerning the letter from Jack Hedge – Meehan feels Hedge was not properly informed on the details of the project. His letter was stating general, broad terms not specific to this project. There are no minor things that can be done to affect those kinds of cost savings.
Meyer asked Meehan if any discussion needs to take place regarding his comfort with the fixed fee contracted with him.
DIRECTOR’S REPORT: Narrative and Personnel Reports as distributed.
Lubelski reported no damage to any facilities from all the storms.
Lynda Murray of the Ohio Library Council feels there is a glimmer of hope for library funding in the State.
The Farber bookmobile has been loaned to Brecksville Library to temporarily house their popular collection. Brecksville has probably lost their entire collection due to raw sewage mixed in with flood waters.
Lubelski has been fielding many comments from the public now that actual construction has begun.
He asked for a short executive session at the end of the meeting to discuss the employment of a public employee.
ASSISTANT DIRECTOR’S REPORT: Narrative Report as distributed.
Shatzer reminded everyone of Barb Silchuk’s and Lora Goman’s retirement parties.
She informed the Board that circulation is up at the branches.
COMMITTEE REPORTS:
Finance and Audit:
June 2006 Bank Reconciliation: Long stated that interest earned on the invested note money paid for the interest due at the end of the note. Shisler moved to accept the June bank reconciliation; Broehl seconded. The motion passed unanimously.
June 2006 Balance Sheet and Income Statement:
Total encumbrances at June 30, 2006 were:
General Fund $ 751,450.30
Liberty Street Fund $8,887,617.41
Larwill Fund $ 50,000.00
Donation Fund $ 87.00
Actual Revenue and Expenditures at June 30, 2001-2006:
Broehl moved approval of the June balance sheet and income statement and the actual revenue and expenditures reports. Questel seconded the motion. Broehl pointed out that our income from the state is down $200,000 from what it was in 2001. The motion passed unanimously.
June 2006 Accounts Payable and Payroll: Shisler moved to accept the June accounts payable and payroll; Questel seconded. The motion passed unanimously.
Resolution #17 – June 2006 Donations: Shisler moved to accept Resolution #17; Crowley seconded. Roll call vote passed the motion unanimously.
Resolution #18 – Donation from Jerry and Florence Shapiro Charitable Fund: Shisler moved to accept Resolution #18, and Broehl seconded. Roll call vote passed the motion unanimously.
Resolution #19 – Appropriation changes to 2006 budget: Shisler moved to accept Resolution #19; Crowley seconded. Roll call vote passed the motion unanimously.
2007 Budget and Hearing Schedule: Shisler encouraged everyone who would like, to attend.
2007 Proposed Budget: Long spoke about how the budget is planned. The proposed budget is very general; details will be discussed later with all department managers.
Shisler would like to see the Library begin planning a future project at Dalton and set up a fund at the Wayne County Community Foundation for that project. Long will be reviewing the memorial funds to see which can be used at the new library. Broehl moved to accept the 2007 budget; Questel seconded. Roll call vote passed the motion unanimously.
Operations:
Crowley reported that additional discussion on the donor recognition process has been delayed until August.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: Jim Anderson of the Green Energy Ohio group thanked the Board for accepting comments and ideas without passing judgment.
Jodi Robinson expressed appreciation for the display areas available in the new building that could be used for green energy education. She asked the Board to stress passive solar on any new projects, and doesn’t feel that just meeting code requirements is enough; the library would be a great place to do more. She thanked the Board for listening.
Thomas Wood stated that teachers choose everyday who gets taught what when, and he feels that the Library has that same responsibility.
Mitch Slater stated that the Green Energy Ohio group is here to make contributions, not to be a thorn in the side. He feels that the letter from Jack Hedge is a very valid letter, and he asked the Board to look deeper into the savings of green energy.
Crowley stated that the Board displayed a model of the prospective library before construction ever began. The windows and outside of the building were a large selling point for support from the public and changing the design of the building, even for the benefit of green energy, would be dishonest to the public.
Slater said they’re not suggesting drastic changes. Broehl stated that the Board will follow up with Mr. Hedge.
Meehan stated that some parts of the energy code can only be “met”; however, some are exceeded.
Mr. Sears thanked the Board for their stand on the recent controversial display issue. He asked how the south-facing windows are designed – is there a shading for the summer?
Meehan stated that there will be tinted windows, but no shading devices. In the front of the building, landscaping will be used to shade. Mr. Sears asked if anyone was familiar with the submission Jack Hedge’s had made on the prior Library project.
Broehl moved to go into executive session at 9:15 p.m. to discuss employment of a public employee. Meyer seconded. Roll call vote passed the motion unanimously.
ADJOURNMENT: At 9:40 p.m., Broehl moved to come out of executive session and adjourn the meeting. Meyer seconded the motion, which passed unanimously.