June 2008 Board Minutes

CALL TO ORDER:  Mr. Shisler called the meeting to order at 7:35p.m.

ROLL CALL:    Present:  Richard Shisler, Ruth Crowley, Kevin Power, Bill Bailey.

Not Present: Doug Drushal, Carroll Meyer, Brian Questel.

Also Present:  Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jon Craig, Facilities Coordinator; Rita Lowe, Branch Coordinator; Teresa Jager, Dalton Branch Manager; Martha Scaggs, Rittman Branch Manager; Jennifer Shatzer, Technical Services Manager; Sherry Hatter-Miller, Circulation Manager; Linda Davis, Adult Services Manager; Barry Cochran, BCMC; 2 guests.

COMMENTS FROM THE PUBLIC: Joyce Burdno of Wooster stated that her card had been lost and was used by someone to check out 47 videos valued at $952. She is concerned about the high number of items that can be checked out on any given card (99), and she is concerned about having to pay the bill and having no recourse. She wondered if the library had insurance that might cover the loss, or if she had to pay the full amount. She also doesn’t want this to happen to someone else.

Mr. Drushal arrived at 7:40 p.m.

Ms. Burdno did not realize until recently that her card was missing. The 47 videos were checked out over a three-day period. Ms. Hatter-Miller explained that once a card is reported missing, that card number is blocked immediately. Ms. Burdno’s card was not reported missing until it was too late.

Mr. Drushal advised Ms. Burdno to contact an adjuster at her insurance company, and Mr. Bailey suggested that she would probably need a copy of the police report.

Ms. Burdno also expressed concern that the cycle on the security system cameras may be too short, because the security tapes had already been recorded over, so there was no evidence of who had used her card.

Mr. Power stepped out for a few moments at 7:50 p.m. to answer a call.

Mr. Shisler asked what Ms. Burdno would like the Library or Trustees to do. She was hesitant to say, since it was library materials/funds; however, she definitely does not want it to happen to someone else. She would like the Board to check to see if the Library’s insurance company would cover the loss.

Ms. Shatzer informed the Board that to change the item limit per patron it is actually each card that would be limited, not the Clevnet computer system.

Ms. Burdno feels that the Library has been remiss in this matter. Mr. Shisler requested that she obtain a copy of her insurance policy and review it, then call the insurance company direct, if there is coverage; she could turn in a claim at any time. Mr. Bailey would like to see some documentation from her insurance company (whether her claim is denied or not covered, etc.), the police report and a notarized statement from her.

Mr. Lubelski stated that he knows many patrons like to check out at least 100 items, and he also feels that incidents like these are relatively rare. A policy could possibly be created to deal with individual situations like this one.

APPROVAL OF BOARD MINUTES: Ms. Crowley moved to approve the second draft of the April 20th work session minutes. One correction had been made – “replacement” to “renewal” on line 118. Mr. Bailey seconded, and the motion passed unanimously. Mr. Drushal moved, and Mr. Bailey seconded to approve the May 20th regular meeting minutes. Motion passed unanimously.

ACCEPTANCE OF COMMITTEE MINUTES:  There were none.

DIRECTOR’S REPORT:  Narrative and statistical reports as distributed Mr. Lubelski informed the Board that the Library is applying for a status of “cooperating collection” with the Foundation Center in New York City. This program would allow WCPL to obtain a database that could be used for assistance in grant-writing. The Friends of the Library have agreed to help with the costs for the first year. Mr. Ferenc Relle has offered to do grant-writing workshops as part of the program. Several other County and City organizations have expressed an interest in participation in the program. This project would teach anyone, staff or community, to write grants.

At this time, Mr. Power asked to have the Facilities Committee section moved forward and asked to be excused after that is finished.

Resolution 22-2008, the declaration of necessity for the replacement levy, was also moved forward due to the need of five board members being present to vote. Mr. Drushal moved approval; Ms. Crowley seconded. Roll call passed the motion with all voting yes, except Mr. Power who abstained.

Resolution 24-2008 is a transfer of funds relating to a change order for the Larwill project. Mr. Cochran again reviewed the reason for and items on the change order. Ms. Crowley moved to accept resolution 24-2008, subject to the approval of the change order by the Facilities Committee. Mr. Drushal seconded. Roll call vote passed the motion unanimously.

Mr. Power excused himself at 8:25 p.m.

COMMITTEE REPORTS:
Finance and Audit:

May 2008 Bank Reconciliation: Ms. Long hopes to have a better idea of the comparative level of State revenue at the end of June. 

May 2008 Balance Sheet and Income Statement:

    Total encumbrances at May 31, 2008:       

General Fund Liberty Street Fund Doylestown Fund Larwill Fund Technology Fund Donation Fund Birdie Eberhart Fund Kathleen Morton Fund

$877,659.57 $4,281.30 $69,219.25 $511,079.08 $25,644.79 $3,738.00 $28.96 $3,865.88

          TOTAL:                $1,495,516.83

Actual Revenue and Expenditures at May 31, 2004-2008:

Ms. Crowley moved approval of the above reports. Mr. Drushal seconded, and the motion passed unanimously.

May 2008 Accounts Payable and Payroll: Ms. Crowley moved to approve the accounts payable and payroll amounts; Mr. Bailey seconded. The motion passed unanimously.

Resolution #20-2008 – May 2008 donations: Ms. Crowley moved to accept the donations as listed; Mr. Drushal seconded. Roll call vote passed the motion unanimously.

Resolution #21-2008 – May 2008 donations in memory of John Gamble Jr.: Ms. Scaggs, Rittman Branch Manager, reported that Mr. Gamble was a frequent patron, and that her staff misses him, as he was a very nice man. He supported the children’s programs and reading as well as checking out materials himself. Ms. Crowley moved to accept the donations; Mr. Drushal seconded. Roll call vote passed the motion unanimously.

Resolution #23-2008 – Appropriation modifications: Money is needed to cover repairs to the air conditioning system at Dalton and window coverings at the Larwill Administrative Center.  Ms. Crowley moved to approve the modifications, and Mr. Bailey seconded. Roll call vote passed the motion unanimously.

Resolution #24-2008 – Transfer of funds: this resolution was addressed earlier in the meeting; however, Mr. Drushal asked for clarification of the remaining balances in the funds after the transfer, and Ms. Long pointed out the accompanying detail sheet which shows those amounts.

Resolution #25-2008 – Change of title for Clerk-Treasurer and Deputy Clerk-Treasurer: Ms. Crowley moved approval; Mr. Bailey seconded. Roll call vote passed the motion unanimously.

Facilities:
Mr. Shisler stated that the Administrative center is nearing completion, and he feels we should have an open house for the building. Mr. Lubelski has spoken with Joan Firmin regarding planning the open house. Some of the Library’s volunteers have expressed interest in providing tours of the building. Ms. Linda Hall will be talking with Mr. Lubelski and Ms. Long tomorrow regarding the Larwill building.

Human Resources:  Narrative and personnel reports as distributed
Mr. Bailey asked Ms. Kizzen to speak to this month’s personnel policy review/revision. It is the overtime/compensatory time policy. Ms. Kizzen included the old policy as well as the proposed replacement in the packets. She worked with the labor law attorney to get the wording right. Changing this policy will affect the indicated lines in the Sunday service policy, so those changes are included as well. Mr. Bailey moved to accept the stated amendments. Ms. Crowley seconded. The motion passed unanimously.

Ms. Kizzen brought up the subject of an employee who will be going on maternity leave and who only has about four weeks of leave time personally. This employee would like to ask for time to be donated to her so she can take the allotted twelve weeks for maternity leave. Since the sick leave bank has been taken out of the personnel policy, the Board has to approve sick leave donations on a case-by-case basis. The employee will only receive the amount that would take her to the twelve-week maximum for maternity leave. Mr. Bailey moved to approve that Trisha Durieux be permitted to seek sick leave donations from co-workers, not to exceed twelve weeks. Mr. Drushal seconded, and the motion passed unanimously.

Ms. Kizzen also asked if the Library could supply approximately $150 for a lunch or two for the staff of the Larwill building during the move. Mr. Bailey stated that he would move to approve this on the condition that, if it was approved, he be notified of the amount and he would donate that amount to the Library. He also would like to be invited! Mr. Drushal seconded the motion, which then passed unanimously.

UNFINISHED BUSINESS: There was none.

NEW BUSINESS: Ms. Long stated that there are two reports in the packet that everyone should look over. These were requested at the last Finance meeting and will be discussed at the next Finance meeting.
Mr. Shisler wished everyone well who is moving into the Larwill building.

COMMENTS FROM THE PUBLIC: Ms. Shatzer responded to the issue of the patron that spoke at the beginning of the meeting. She stated that some libraries have a policy that if the patron brings the police report to the library, the fine is written off. Ms. Scaggs has a copy of one such policy, and she will provide it to Ms. Shatzer. Ms. Shatzer feels that it may be a policy we want to consider adding.

ADJOURNMENT: Mr. Drushal moved to adjourn the meeting at 9 p.m., and Mr. Bailey seconded. The motion passed unanimously. 

June 2008 Board Minutes

CALL TO ORDER:  Mr. Shisler called the meeting to order at 7:35p.m.

ROLL CALL:    Present:  Richard Shisler, Ruth Crowley, Kevin Power, Bill Bailey.

Not Present: Doug Drushal, Carroll Meyer, Brian Questel.

Also Present:  Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jon Craig, Facilities Coordinator; Rita Lowe, Branch Coordinator; Teresa Jager, Dalton Branch Manager; Martha Scaggs, Rittman Branch Manager; Jennifer Shatzer, Technical Services Manager; Sherry Hatter-Miller, Circulation Manager; Linda Davis, Adult Services Manager; Barry Cochran, BCMC; 2 guests.

COMMENTS FROM THE PUBLIC: Joyce Burdno of Wooster stated that her card had been lost and was used by someone to check out 47 videos valued at $952. She is concerned about the high number of items that can be checked out on any given card (99), and she is concerned about having to pay the bill and having no recourse. She wondered if the library had insurance that might cover the loss, or if she had to pay the full amount. She also doesn’t want this to happen to someone else.

Mr. Drushal arrived at 7:40 p.m.

Ms. Burdno did not realize until recently that her card was missing. The 47 videos were checked out over a three-day period. Ms. Hatter-Miller explained that once a card is reported missing, that card number is blocked immediately. Ms. Burdno’s card was not reported missing until it was too late.

Mr. Drushal advised Ms. Burdno to contact an adjuster at her insurance company, and Mr. Bailey suggested that she would probably need a copy of the police report.

Ms. Burdno also expressed concern that the cycle on the security system cameras may be too short, because the security tapes had already been recorded over, so there was no evidence of who had used her card.

Mr. Power stepped out for a few moments at 7:50 p.m. to answer a call.

Mr. Shisler asked what Ms. Burdno would like the Library or Trustees to do. She was hesitant to say, since it was library materials/funds; however, she definitely does not want it to happen to someone else. She would like the Board to check to see if the Library’s insurance company would cover the loss.

Ms. Shatzer informed the Board that to change the item limit per patron it is actually each card that would be limited, not the Clevnet computer system.

Ms. Burdno feels that the Library has been remiss in this matter. Mr. Shisler requested that she obtain a copy of her insurance policy and review it, then call the insurance company direct, if there is coverage; she could turn in a claim at any time. Mr. Bailey would like to see some documentation from her insurance company (whether her claim is denied or not covered, etc.), the police report and a notarized statement from her.

Mr. Lubelski stated that he knows many patrons like to check out at least 100 items, and he also feels that incidents like these are relatively rare. A policy could possibly be created to deal with individual situations like this one.

APPROVAL OF BOARD MINUTES: Ms. Crowley moved to approve the second draft of the April 20th work session minutes. One correction had been made – “replacement” to “renewal” on line 118. Mr. Bailey seconded, and the motion passed unanimously. Mr. Drushal moved, and Mr. Bailey seconded to approve the May 20th regular meeting minutes. Motion passed unanimously.

ACCEPTANCE OF COMMITTEE MINUTES:  There were none.

DIRECTOR’S REPORT:  Narrative and statistical reports as distributed Mr. Lubelski informed the Board that the Library is applying for a status of “cooperating collection” with the Foundation Center in New York City. This program would allow WCPL to obtain a database that could be used for assistance in grant-writing. The Friends of the Library have agreed to help with the costs for the first year. Mr. Ferenc Relle has offered to do grant-writing workshops as part of the program. Several other County and City organizations have expressed an interest in participation in the program. This project would teach anyone, staff or community, to write grants.

At this time, Mr. Power asked to have the Facilities Committee section moved forward and asked to be excused after that is finished.

Resolution 22-2008, the declaration of necessity for the replacement levy, was also moved forward due to the need of five board members being present to vote. Mr. Drushal moved approval; Ms. Crowley seconded. Roll call passed the motion with all voting yes, except Mr. Power who abstained.

Resolution 24-2008 is a transfer of funds relating to a change order for the Larwill project. Mr. Cochran again reviewed the reason for and items on the change order. Ms. Crowley moved to accept resolution 24-2008, subject to the approval of the change order by the Facilities Committee. Mr. Drushal seconded. Roll call vote passed the motion unanimously.

Mr. Power excused himself at 8:25 p.m.

COMMITTEE REPORTS:
Finance and Audit:

May 2008 Bank Reconciliation: Ms. Long hopes to have a better idea of the comparative level of State revenue at the end of June. 

May 2008 Balance Sheet and Income Statement:

    Total encumbrances at May 31, 2008:       

General Fund Liberty Street Fund Doylestown Fund Larwill Fund Technology Fund Donation Fund Birdie Eberhart Fund Kathleen Morton Fund

$877,659.57 $4,281.30 $69,219.25 $511,079.08 $25,644.79 $3,738.00 $28.96 $3,865.88

          TOTAL:                $1,495,516.83

Actual Revenue and Expenditures at May 31, 2004-2008:

Ms. Crowley moved approval of the above reports. Mr. Drushal seconded, and the motion passed unanimously.

May 2008 Accounts Payable and Payroll: Ms. Crowley moved to approve the accounts payable and payroll amounts; Mr. Bailey seconded. The motion passed unanimously.

Resolution #20-2008 – May 2008 donations: Ms. Crowley moved to accept the donations as listed; Mr. Drushal seconded. Roll call vote passed the motion unanimously.

Resolution #21-2008 – May 2008 donations in memory of John Gamble Jr.: Ms. Scaggs, Rittman Branch Manager, reported that Mr. Gamble was a frequent patron, and that her staff misses him, as he was a very nice man. He supported the children’s programs and reading as well as checking out materials himself. Ms. Crowley moved to accept the donations; Mr. Drushal seconded. Roll call vote passed the motion unanimously.

Resolution #23-2008 – Appropriation modifications: Money is needed to cover repairs to the air conditioning system at Dalton and window coverings at the Larwill Administrative Center.  Ms. Crowley moved to approve the modifications, and Mr. Bailey seconded. Roll call vote passed the motion unanimously.

Resolution #24-2008 – Transfer of funds: this resolution was addressed earlier in the meeting; however, Mr. Drushal asked for clarification of the remaining balances in the funds after the transfer, and Ms. Long pointed out the accompanying detail sheet which shows those amounts.

Resolution #25-2008 – Change of title for Clerk-Treasurer and Deputy Clerk-Treasurer: Ms. Crowley moved approval; Mr. Bailey seconded. Roll call vote passed the motion unanimously.

Facilities:
Mr. Shisler stated that the Administrative center is nearing completion, and he feels we should have an open house for the building. Mr. Lubelski has spoken with Joan Firmin regarding planning the open house. Some of the Library’s volunteers have expressed interest in providing tours of the building. Ms. Linda Hall will be talking with Mr. Lubelski and Ms. Long tomorrow regarding the Larwill building.

Human Resources:  Narrative and personnel reports as distributed
Mr. Bailey asked Ms. Kizzen to speak to this month’s personnel policy review/revision. It is the overtime/compensatory time policy. Ms. Kizzen included the old policy as well as the proposed replacement in the packets. She worked with the labor law attorney to get the wording right. Changing this policy will affect the indicated lines in the Sunday service policy, so those changes are included as well. Mr. Bailey moved to accept the stated amendments. Ms. Crowley seconded. The motion passed unanimously.

Ms. Kizzen brought up the subject of an employee who will be going on maternity leave and who only has about four weeks of leave time personally. This employee would like to ask for time to be donated to her so she can take the allotted twelve weeks for maternity leave. Since the sick leave bank has been taken out of the personnel policy, the Board has to approve sick leave donations on a case-by-case basis. The employee will only receive the amount that would take her to the twelve-week maximum for maternity leave. Mr. Bailey moved to approve that Trisha Durieux be permitted to seek sick leave donations from co-workers, not to exceed twelve weeks. Mr. Drushal seconded, and the motion passed unanimously.

Ms. Kizzen also asked if the Library could supply approximately $150 for a lunch or two for the staff of the Larwill building during the move. Mr. Bailey stated that he would move to approve this on the condition that, if it was approved, he be notified of the amount and he would donate that amount to the Library. He also would like to be invited! Mr. Drushal seconded the motion, which then passed unanimously.

UNFINISHED BUSINESS: There was none.

NEW BUSINESS: Ms. Long stated that there are two reports in the packet that everyone should look over. These were requested at the last Finance meeting and will be discussed at the next Finance meeting.
Mr. Shisler wished everyone well who is moving into the Larwill building.

COMMENTS FROM THE PUBLIC: Ms. Shatzer responded to the issue of the patron that spoke at the beginning of the meeting. She stated that some libraries have a policy that if the patron brings the police report to the library, the fine is written off. Ms. Scaggs has a copy of one such policy, and she will provide it to Ms. Shatzer. Ms. Shatzer feels that it may be a policy we want to consider adding.

ADJOURNMENT: Mr. Drushal moved to adjourn the meeting at 9 p.m., and Mr. Bailey seconded. The motion passed unanimously.