Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, June 13, 2011, 5 p.m., Conference Room, Liberty Street Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 5:11 p.m.
ROLL CALL: Present: Maggie Johnson, Kevin Power, Sandy Wenger, John Galehouse,
Doug Drushal, Pat Neyhart, Charles Brown.
Also Present: Jimmie Epling, Director; Jennifer Shatzer, Assistant Director;
Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Desiree
Cutright, Human Resources Coordinator; Rita Lowe, Branch Coordinator; 2
guests.
COMMENTS FROM THE PUBLIC: Mr. Gary Rogers, president of the Apple Creek Historical Society, updated the Board regarding construction of their facility in Apple Creek. Long ago, the Board had discussed the possibility of the Mobile Branch being stationed there and providing a collection for the public. The building was planned in order to accommodate 3 bookmobiles and the accompanying stacks. They are still working on the building, though they have run into a snag concerning volunteer labor. Mr. Drushal asked when the building would be done. Mr. Rogers doesn’t have any idea, only that it will be done someday. They are hoping to get more people involved once they move to inside construction. Mr. Neyhart asked what kind of siding will be on the building. Steel siding. The Historical Society is carrying some debt; not everything is paid for to date. Dr. Brown asked if there was a formal organization petitioning the Library to be part of this project. No, but the Board worked with the Society in planning the building. Apple Creek has tried several times to get a Library branch there. Mr. Neyhart asked how much money has been spent and how much more will be needed to finish. Approximately $350k has been spent, and at least that much more is needed to finish. Where has the funding come from, and is there still income? The community has donated most of the funding, and some grants have been obtained, as well. Mr. Galehouse asked if the original intent was for the Library to lease the space. Yes. Was there a cost discussed? Not at the time. The Society has already made alternate plans for the bookmobile spaces but hopes that the Library will still consider the stack space. Mr. Power commended the Village of Apple Creek for their involvement in building this facility.
APPROVAL OF BOARD MINUTES: Ms. Wenger moved, and Mr. Power seconded to approve the May 9th regular Board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Neyhart moved, and Mr. Galehouse seconded to accept the May 9th Operations Committee minutes, and the motion carried. Mr. Galehouse moved to accept the May 9th Facilities Committee minutes. Ms. Johnson seconded, and the motion passed unanimously. Mr. Neyhart moved, and Ms. Johnson seconded to approve the June 9th Finance Committee minutes. The motion carried.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
OLC has scheduled a Library Levy workshop – he suggests that a couple Board members attend with him, because our levy campaign will begin next year.
The Summer Reading Club has over 1500 children registered to date at the Wooster library alone!
COMMITTEE REPORTS:
Finance:
April 2011 Bank Reconciliation: The Committee recommends approval of the April bank reconciliation. The Board unanimously passed the recommendation.
April 2011 Balance Sheet and Income Statement:
Total encumbrances at April 30, 2011:
General Fund $819,430.12
Hagelin Memorial Fund $ 82.33
Donation Fund $ 900.69
Bradford Memorial Fund $ 75.40
TOTAL: $819,430.12
Ms. Long informed the Board that, with our June distribution, we are 12% over budget on State revenue. Our July PLF will be down approx. 6.5%, since the budget cuts begin then. We will probably break even this year. The Committee recommends approval of the April balance sheet and income statement. The Board passed the motion unanimously.
Actual Revenue and Expenditures at April 30, 2007-2011: The Committee recommends approval of this report. The motion carried.
April 2011 Payroll and Accounts Payable: The Committee recommended approval of the April payroll and accounts payable. The motion passed unanimously.
Resolution #12-2011 – May 2011 Donations: The Committee recommended approval of Resolution 12. Roll call vote passed the motion unanimously.
Resolution #13-2011 – Donation of Surplus Equipment: This copier is no longer serviceable; no non-profits wanted it, so it will be donated to the West Salem Messenger. The Committee recommended approval of Resolution 13, and roll call vote carried the motion without opposition.
Resolution #14-2011 – Sale of Surplus Equipment: The white Honda passenger van will be sold on EBay. The new passenger van has arrived. The Committee recommended approval of Resolution 14. Roll call vote passed the motion unanimously.
School supplies for fines – July 18-23: This program is like our Food for Fines program. The school supplies collected will go to People to People Ministries to be distributed to needy children. The estimate of revenue that may be lost is approximately $500. Mr. Neyhart moved to approve the School Supplies for Fines program. Dr. Brown seconded; motion carried.
2010 Audit Report: The audit was clean again this year. Ms. Long stated that we’ve been two years without even a recommendation – that feels good. This report is just for the Board’s information.
Human Resources:
The ERC consultant is coming this Thursday (16th) to speak to the administrative team regarding the 360 review. He would like to speak to the Board at the July Board meeting.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
CORRESPONDENCE: Ms. Wenger shared a packet of thank you letters from Kidron Elementary school children for the volunteers who come to read to them.
COMMENTS FROM THE PUBLIC: There were none.
STRATEGIC PLANNING:
Mr. Drushal began this part of the meeting by asking each Board member to tell a little about themselves and why they became Board members.
The Library at this time doesn’t have extra funds to spend on buildings; however, there are hopes that that will change in the future. Today’s discussion will deal mainly with buildings (facilities). Looking at the short-term, Shreve and Doylestown are in good shape, except possibly extra parking at Shreve. General discussions regarding all the other locations, as well as the Mobile Branch, can hopefully determine the Board’s vision for each location. After that discussion, priorities can be set. Potential locations can also be discussed.
Mr. Epling feels the short-term planning should be discussed keeping in mind that the levy is up for renewal in 2012. Mr. Power asked why there was no square footage listed for the Mobile Branch, since its collection and parking area takes up almost half the Operations Center. Mr. Epling used square footage more in terms of area that the public uses. Mr. Epling briefly explained what relevant information he had included on the handouts he had distributed.
At this time, everyone took a short break to get food and come back immediately to begin discussions.
Apple Creek and Southeastern Wayne County: (see detailed information in packet) Discussion regarding bookmobile housing took place. Mr. Drushal suggested asking Mobile Branch staff how they feel – would it be advantageous to move to someplace like this? Ms. Lowe feels that they are pleased with where they are now. She would not put moving the bookmobile on a “wish list”. If we don’t move the bookmobiles there, we would have the extra cost to provide materials for a volunteer library there. Ms. Johnson said we can use West Salem for a model of a volunteer library. Some things had not been anticipated when West Salem opened: a full-time employee to oversee the location, and the need for a cleaning service. A “reading room” provides a lower level of service than a true branch. It all depends on what you expect from that location when it serves the public. Mr. Power stated that, if the current costs of West Salem had been known at the outset, it probably would never have been approved to even get off the ground.
Mr. Galehouse asked if significant funds would be saved by reducing Mobile Branch needs in the area to offset the cost of a physical presence in Apple Creek. (See Mobile Branch info sheet for stops in proximity to the Apple Creek location.) The Mobile Branch does a phenomenal business – more than any of the other branches. Mr. Power suggested looking at Mt. Eaton rather than Apple Creek as a location for a physical building.
Mr. Neyhart asked what the defining factor was that made us put a permanent facility in locations that used to be served by the Mobile Branch. Convenience, opportunity, and several other factors. Dr. Brown suggested that maybe the need is rather for more Mobile Branch services than for a permanent facility. Ms. Johnson and Ms. Wenger feel that the population in the southeast section of the county will probably not utilize the public computers or the programming that would be offered at a permanent facility. They tend to look for books and materials. The cost of the Mobile Branch per circulation is the lowest of any location.
Mr. Drushal asked if there were any other thoughts of a location in the southeast section of the county. Dr. Brown asked if there was any legal commitment on the part of the Library to be bound to occupy the Historical Society building when it’s built. No – there have only been verbal agreements, nothing legally binding. Mr. Power feels firmly that we should have a physical presence in the southeast part of the county; however, he doesn’t have an idea whether we should wait for Apple Creek or whether we should look for something else. Dr. Brown wonders if Apple Creek is using the promise of a Library presence to maintain viability for the construction of this building.
The discussion moved on to Fredericksburg, and the existing volunteer library there (unaffiliated with us). Ms. Lowe informed the Board that the Mobile Branch cannot stop in Fredericksburg due to topographical difficulties (too many hills). Also, having a location in Mt. Eaton would not affect Mobile Branch service in the area. Patrons there will go a shorter distance to a Mobile Branch stop rather than a longer distance to a fixed location. The Board formally asked Mr. Epling to contact Jane Braddock, who coordinates the Fredericksburg Library, to find out what their long-range plan is
Creston: (see detailed information in packet) Putting a parking lot on our additional lot would be an expensive venture. Expansion of the branch v. more parking – Creston is not bulging at the seams like Dalton is. Even additional parking is not an urgent need. An estimate for putting new pavement on our existing land is about $50k-$60k. Also, watch for the availability of neighboring properties.
Rittman: (see detailed information sheet) Alternate sites available in Rittman were discussed. Only the high school was even remotely viable as an alternate site for a branch. Mr. Power feels that Rittman should be high on the priority list. The cost of putting a new building on the current site would be the equivalent of 10-12 years of leasing. There would be renovation costs involved in making current rooms in the high school suitable for Library use. Mr. Epling was asked to speak to the superintendent to get a cost estimate from their consultant to make 5-6 of the rooms in the high school suitable for a Library. Rittman is the second largest city in Wayne County after Wooster, and the branch has the next largest circulation after Wooster and Shreve – not including Mobile Branch. Demolition of the current building, purchase of neighboring properties and construction of a new Library on those properties would be $1.2 – $1.4 million. Renovation of the equivalent in the old high school would be much less expensive, but the cost of a lease cost must be included in long-term figures. The Board agreed that Mr. Epling should speak to the superintendent to see what the plans are for the building and to get an estimate for renovation costs for the square footage we need. Mr. Galehouse will join Mr. Epling for a meeting with Mr. Richie. At the next scheduled Board meeting in Rittman, the Board would like to tour the high school facility.
A short break was taken at 7:55 p.m.
The meeting resumed at 8:15 p.m.
West Salem: (see detailed information sheet) The Village is having problems maintaining the old school house, the current location of our volunteer branch there. The Village Council is divided between those who support keeping the building as a community center and those who have no interest in it at all. Several of the tenants have moved out, but there are many community-oriented organizations there. Different organizations are charged different amounts in monthly rent. Do we need to do anything with West Salem at this point? Are we so uncertain about what will happen that we need to find another location now? Right now, there isn’t a need, but the concern is that the building may close suddenly. Mr. Epling would like the Board to look at contingency plans, just in case. There aren’t very many options in West Salem. Looking for options or another location may precipitate other entities doing the same thing, which could hasten the downfall of the center. Mr. Epling suggested we lease one of the empty classrooms next to our current location to use as a meeting room for our branch there. The room would be used for programs or for public meetings; however, we don’t know how much that would cost per month. Mr. Neyhart says this would show that we are interested in staying in the facility, plus it may help alleviate a few of the financial difficulties the Village is having with the building. Mr. Power is bothered by leasing a meeting room in a community center. Isn’t there a public meeting room in the center? Yes, but the mayor asks a fee for any meeting held there.
One option might be, once a new bookmobile is purchased, we could keep the Moroney to use in a pinch if we have to vacate West Salem suddenly. It could serve as a temporary facility until we find something else. We would not want to consider purchasing the building – there are too many unknowns. Mr. Epling just wants the Board to be aware that there could be an immediate need to vacate, and that there should be a contingency plan in place.
Dalton: (see detailed information sheet) Dalton is the smallest branch next to West Salem. It needs expansion! There has been discussion of the possibility of public donations for part of the cost of expansion. Estimates for an expansion of 1500 square feet would cost about $300k-$350k (on the high end). Adding a drive-up interior bookdrop would add considerable cost, so it was not considered.
At this time, the Board began to prioritize the needs/projects.
Current library literature estimates that library size should be calculated at 0.7 square feet per capita. Do all the branches have the same basic services? Yes – Clevnet, public computers, etc.
The list of proposed projects was as follows:
Apple Creek – waiting or looking elsewhere;
Fredericksburg – contact, integration;
Creston – paving existing;
Creston – adding more parking;
Dalton – expansion;
Mobile Branch – new vehicle;
Rittman – expand existing;
Rittman – lease high school.
Each Board member was given a sheet of paper to rank the projects in their opinion of importance. The rankings were then tallied.
The ranking came out as follows:
Mobile Branch – new vehicle;
Rittman – lease high school;
Dalton – expansion;
Creston – pave existing;
Fredericksburg – contact.
Apple Creek, Creston – adding more parking, and Rittman – expand exisiting were removed from the list completely due to their low rating.
The Board asked Ms. Wenger and Mr. Epling to research what kind of public support, in terms of funding, is present in Dalton. Mr. Neyhart asked what was available in our capital funds. There is currently $358k in our Building and Repair Fund and $334k in the Vehicle Replacement Fund. There is more than enough available for the purchase of a new bookmobile. Ms. Long transfers at least $50k into the Building and Repair fund each year. She is considering asking for an additional transfer soon, because we have a substantial amount in reserve that’s not earmarked for anything specific. She also transfers $50k into the Vehicle Replacement fund each year. She was waiting to see the priorities that came out of this meeting before deciding on any additional transfers.
Mr. Drushal asked if financial and preliminary fundraising information could be presented at July’s Board meeting. Ms. Long can have the financial information, and Mr. Epling and Ms. Wenger can have at least a feeling of what the Dalton community could provide.
This priority list will also help staff in planning, which will help fill in some gaps in information for the Board. Dr. Brown asked if there was a schedule of strategic planning meetings. Three to five years is the normal planning period, unless there is a large capital project in the works (which would take longer). The plan should be reviewed from time to time, as things change.
Mr. Epling feels the top priorities are definitely doable, possibly within a three-year period.
The funds are available for the new bookmobile, and Mr. Neyhart stated that he would not have a problem approving the purchase of that right now. Ms. Long will bring an appropriation resolution to the next Board meeting for that.
Ms. Long would like the Board’s permission to contact the Wayne County Community Foundation set up a fund to receive any donations for Dalton. The Board gave their approval for her to do so.
Dr. Brown thanked Mr. Epling for his presentation tonight. It was very clear and organized. Other Board members agreed.
ADJOURNMENT: Mr. Neyhart moved to adjourn the meeting at 9:15 p.m. Ms. Wenger seconded, and the motion carried.
____________________________ ______________________________
Doug Drushal, President Maggie Johnson, Secretary
Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, June 13, 2011, 5 p.m., Conference Room, Liberty Street Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 5:11 p.m.
ROLL CALL: Present: Maggie Johnson, Kevin Power, Sandy Wenger, John Galehouse,
Doug Drushal, Pat Neyhart, Charles Brown.
Also Present: Jimmie Epling, Director; Jennifer Shatzer, Assistant Director;
Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Desiree
Cutright, Human Resources Coordinator; Rita Lowe, Branch Coordinator; 2
guests.
COMMENTS FROM THE PUBLIC: Mr. Gary Rogers, president of the Apple Creek Historical Society, updated the Board regarding construction of their facility in Apple Creek. Long ago, the Board had discussed the possibility of the Mobile Branch being stationed there and providing a collection for the public. The building was planned in order to accommodate 3 bookmobiles and the accompanying stacks. They are still working on the building, though they have run into a snag concerning volunteer labor. Mr. Drushal asked when the building would be done. Mr. Rogers doesn’t have any idea, only that it will be done someday. They are hoping to get more people involved once they move to inside construction. Mr. Neyhart asked what kind of siding will be on the building. Steel siding. The Historical Society is carrying some debt; not everything is paid for to date. Dr. Brown asked if there was a formal organization petitioning the Library to be part of this project. No, but the Board worked with the Society in planning the building. Apple Creek has tried several times to get a Library branch there. Mr. Neyhart asked how much money has been spent and how much more will be needed to finish. Approximately $350k has been spent, and at least that much more is needed to finish. Where has the funding come from, and is there still income? The community has donated most of the funding, and some grants have been obtained, as well. Mr. Galehouse asked if the original intent was for the Library to lease the space. Yes. Was there a cost discussed? Not at the time. The Society has already made alternate plans for the bookmobile spaces but hopes that the Library will still consider the stack space. Mr. Power commended the Village of Apple Creek for their involvement in building this facility.
APPROVAL OF BOARD MINUTES: Ms. Wenger moved, and Mr. Power seconded to approve the May 9th regular Board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Neyhart moved, and Mr. Galehouse seconded to accept the May 9th Operations Committee minutes, and the motion carried. Mr. Galehouse moved to accept the May 9th Facilities Committee minutes. Ms. Johnson seconded, and the motion passed unanimously. Mr. Neyhart moved, and Ms. Johnson seconded to approve the June 9th Finance Committee minutes. The motion carried.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
OLC has scheduled a Library Levy workshop – he suggests that a couple Board members attend with him, because our levy campaign will begin next year.
The Summer Reading Club has over 1500 children registered to date at the Wooster library alone!
COMMITTEE REPORTS:
Finance:
April 2011 Bank Reconciliation: The Committee recommends approval of the April bank reconciliation. The Board unanimously passed the recommendation.
April 2011 Balance Sheet and Income Statement:
Total encumbrances at April 30, 2011:
General Fund $819,430.12
Hagelin Memorial Fund $ 82.33
Donation Fund $ 900.69
Bradford Memorial Fund $ 75.40
TOTAL: $819,430.12
Ms. Long informed the Board that, with our June distribution, we are 12% over budget on State revenue. Our July PLF will be down approx. 6.5%, since the budget cuts begin then. We will probably break even this year. The Committee recommends approval of the April balance sheet and income statement. The Board passed the motion unanimously.
Actual Revenue and Expenditures at April 30, 2007-2011: The Committee recommends approval of this report. The motion carried.
April 2011 Payroll and Accounts Payable: The Committee recommended approval of the April payroll and accounts payable. The motion passed unanimously.
Resolution #12-2011 – May 2011 Donations: The Committee recommended approval of Resolution 12. Roll call vote passed the motion unanimously.
Resolution #13-2011 – Donation of Surplus Equipment: This copier is no longer serviceable; no non-profits wanted it, so it will be donated to the West Salem Messenger. The Committee recommended approval of Resolution 13, and roll call vote carried the motion without opposition.
Resolution #14-2011 – Sale of Surplus Equipment: The white Honda passenger van will be sold on EBay. The new passenger van has arrived. The Committee recommended approval of Resolution 14. Roll call vote passed the motion unanimously.
School supplies for fines – July 18-23: This program is like our Food for Fines program. The school supplies collected will go to People to People Ministries to be distributed to needy children. The estimate of revenue that may be lost is approximately $500. Mr. Neyhart moved to approve the School Supplies for Fines program. Dr. Brown seconded; motion carried.
2010 Audit Report: The audit was clean again this year. Ms. Long stated that we’ve been two years without even a recommendation – that feels good. This report is just for the Board’s information.
Human Resources:
The ERC consultant is coming this Thursday (16th) to speak to the administrative team regarding the 360 review. He would like to speak to the Board at the July Board meeting.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
CORRESPONDENCE: Ms. Wenger shared a packet of thank you letters from Kidron Elementary school children for the volunteers who come to read to them.
COMMENTS FROM THE PUBLIC: There were none.
STRATEGIC PLANNING:
Mr. Drushal began this part of the meeting by asking each Board member to tell a little about themselves and why they became Board members.
The Library at this time doesn’t have extra funds to spend on buildings; however, there are hopes that that will change in the future. Today’s discussion will deal mainly with buildings (facilities). Looking at the short-term, Shreve and Doylestown are in good shape, except possibly extra parking at Shreve. General discussions regarding all the other locations, as well as the Mobile Branch, can hopefully determine the Board’s vision for each location. After that discussion, priorities can be set. Potential locations can also be discussed.
Mr. Epling feels the short-term planning should be discussed keeping in mind that the levy is up for renewal in 2012. Mr. Power asked why there was no square footage listed for the Mobile Branch, since its collection and parking area takes up almost half the Operations Center. Mr. Epling used square footage more in terms of area that the public uses. Mr. Epling briefly explained what relevant information he had included on the handouts he had distributed.
At this time, everyone took a short break to get food and come back immediately to begin discussions.
Apple Creek and Southeastern Wayne County: (see detailed information in packet) Discussion regarding bookmobile housing took place. Mr. Drushal suggested asking Mobile Branch staff how they feel – would it be advantageous to move to someplace like this? Ms. Lowe feels that they are pleased with where they are now. She would not put moving the bookmobile on a “wish list”. If we don’t move the bookmobiles there, we would have the extra cost to provide materials for a volunteer library there. Ms. Johnson said we can use West Salem for a model of a volunteer library. Some things had not been anticipated when West Salem opened: a full-time employee to oversee the location, and the need for a cleaning service. A “reading room” provides a lower level of service than a true branch. It all depends on what you expect from that location when it serves the public. Mr. Power stated that, if the current costs of West Salem had been known at the outset, it probably would never have been approved to even get off the ground.
Mr. Galehouse asked if significant funds would be saved by reducing Mobile Branch needs in the area to offset the cost of a physical presence in Apple Creek. (See Mobile Branch info sheet for stops in proximity to the Apple Creek location.) The Mobile Branch does a phenomenal business – more than any of the other branches. Mr. Power suggested looking at Mt. Eaton rather than Apple Creek as a location for a physical building.
Mr. Neyhart asked what the defining factor was that made us put a permanent facility in locations that used to be served by the Mobile Branch. Convenience, opportunity, and several other factors. Dr. Brown suggested that maybe the need is rather for more Mobile Branch services than for a permanent facility. Ms. Johnson and Ms. Wenger feel that the population in the southeast section of the county will probably not utilize the public computers or the programming that would be offered at a permanent facility. They tend to look for books and materials. The cost of the Mobile Branch per circulation is the lowest of any location.
Mr. Drushal asked if there were any other thoughts of a location in the southeast section of the county. Dr. Brown asked if there was any legal commitment on the part of the Library to be bound to occupy the Historical Society building when it’s built. No – there have only been verbal agreements, nothing legally binding. Mr. Power feels firmly that we should have a physical presence in the southeast part of the county; however, he doesn’t have an idea whether we should wait for Apple Creek or whether we should look for something else. Dr. Brown wonders if Apple Creek is using the promise of a Library presence to maintain viability for the construction of this building.
The discussion moved on to Fredericksburg, and the existing volunteer library there (unaffiliated with us). Ms. Lowe informed the Board that the Mobile Branch cannot stop in Fredericksburg due to topographical difficulties (too many hills). Also, having a location in Mt. Eaton would not affect Mobile Branch service in the area. Patrons there will go a shorter distance to a Mobile Branch stop rather than a longer distance to a fixed location. The Board formally asked Mr. Epling to contact Jane Braddock, who coordinates the Fredericksburg Library, to find out what their long-range plan is
Creston: (see detailed information in packet) Putting a parking lot on our additional lot would be an expensive venture. Expansion of the branch v. more parking – Creston is not bulging at the seams like Dalton is. Even additional parking is not an urgent need. An estimate for putting new pavement on our existing land is about $50k-$60k. Also, watch for the availability of neighboring properties.
Rittman: (see detailed information sheet) Alternate sites available in Rittman were discussed. Only the high school was even remotely viable as an alternate site for a branch. Mr. Power feels that Rittman should be high on the priority list. The cost of putting a new building on the current site would be the equivalent of 10-12 years of leasing. There would be renovation costs involved in making current rooms in the high school suitable for Library use. Mr. Epling was asked to speak to the superintendent to get a cost estimate from their consultant to make 5-6 of the rooms in the high school suitable for a Library. Rittman is the second largest city in Wayne County after Wooster, and the branch has the next largest circulation after Wooster and Shreve – not including Mobile Branch. Demolition of the current building, purchase of neighboring properties and construction of a new Library on those properties would be $1.2 – $1.4 million. Renovation of the equivalent in the old high school would be much less expensive, but the cost of a lease cost must be included in long-term figures. The Board agreed that Mr. Epling should speak to the superintendent to see what the plans are for the building and to get an estimate for renovation costs for the square footage we need. Mr. Galehouse will join Mr. Epling for a meeting with Mr. Richie. At the next scheduled Board meeting in Rittman, the Board would like to tour the high school facility.
A short break was taken at 7:55 p.m.
The meeting resumed at 8:15 p.m.
West Salem: (see detailed information sheet) The Village is having problems maintaining the old school house, the current location of our volunteer branch there. The Village Council is divided between those who support keeping the building as a community center and those who have no interest in it at all. Several of the tenants have moved out, but there are many community-oriented organizations there. Different organizations are charged different amounts in monthly rent. Do we need to do anything with West Salem at this point? Are we so uncertain about what will happen that we need to find another location now? Right now, there isn’t a need, but the concern is that the building may close suddenly. Mr. Epling would like the Board to look at contingency plans, just in case. There aren’t very many options in West Salem. Looking for options or another location may precipitate other entities doing the same thing, which could hasten the downfall of the center. Mr. Epling suggested we lease one of the empty classrooms next to our current location to use as a meeting room for our branch there. The room would be used for programs or for public meetings; however, we don’t know how much that would cost per month. Mr. Neyhart says this would show that we are interested in staying in the facility, plus it may help alleviate a few of the financial difficulties the Village is having with the building. Mr. Power is bothered by leasing a meeting room in a community center. Isn’t there a public meeting room in the center? Yes, but the mayor asks a fee for any meeting held there.
One option might be, once a new bookmobile is purchased, we could keep the Moroney to use in a pinch if we have to vacate West Salem suddenly. It could serve as a temporary facility until we find something else. We would not want to consider purchasing the building – there are too many unknowns. Mr. Epling just wants the Board to be aware that there could be an immediate need to vacate, and that there should be a contingency plan in place.
Dalton: (see detailed information sheet) Dalton is the smallest branch next to West Salem. It needs expansion! There has been discussion of the possibility of public donations for part of the cost of expansion. Estimates for an expansion of 1500 square feet would cost about $300k-$350k (on the high end). Adding a drive-up interior bookdrop would add considerable cost, so it was not considered.
At this time, the Board began to prioritize the needs/projects.
Current library literature estimates that library size should be calculated at 0.7 square feet per capita. Do all the branches have the same basic services? Yes – Clevnet, public computers, etc.
The list of proposed projects was as follows:
Apple Creek – waiting or looking elsewhere;
Fredericksburg – contact, integration;
Creston – paving existing;
Creston – adding more parking;
Dalton – expansion;
Mobile Branch – new vehicle;
Rittman – expand existing;
Rittman – lease high school.
Each Board member was given a sheet of paper to rank the projects in their opinion of importance. The rankings were then tallied.
The ranking came out as follows:
Mobile Branch – new vehicle;
Rittman – lease high school;
Dalton – expansion;
Creston – pave existing;
Fredericksburg – contact.
Apple Creek, Creston – adding more parking, and Rittman – expand exisiting were removed from the list completely due to their low rating.
The Board asked Ms. Wenger and Mr. Epling to research what kind of public support, in terms of funding, is present in Dalton. Mr. Neyhart asked what was available in our capital funds. There is currently $358k in our Building and Repair Fund and $334k in the Vehicle Replacement Fund. There is more than enough available for the purchase of a new bookmobile. Ms. Long transfers at least $50k into the Building and Repair fund each year. She is considering asking for an additional transfer soon, because we have a substantial amount in reserve that’s not earmarked for anything specific. She also transfers $50k into the Vehicle Replacement fund each year. She was waiting to see the priorities that came out of this meeting before deciding on any additional transfers.
Mr. Drushal asked if financial and preliminary fundraising information could be presented at July’s Board meeting. Ms. Long can have the financial information, and Mr. Epling and Ms. Wenger can have at least a feeling of what the Dalton community could provide.
This priority list will also help staff in planning, which will help fill in some gaps in information for the Board. Dr. Brown asked if there was a schedule of strategic planning meetings. Three to five years is the normal planning period, unless there is a large capital project in the works (which would take longer). The plan should be reviewed from time to time, as things change.
Mr. Epling feels the top priorities are definitely doable, possibly within a three-year period.
The funds are available for the new bookmobile, and Mr. Neyhart stated that he would not have a problem approving the purchase of that right now. Ms. Long will bring an appropriation resolution to the next Board meeting for that.
Ms. Long would like the Board’s permission to contact the Wayne County Community Foundation set up a fund to receive any donations for Dalton. The Board gave their approval for her to do so.
Dr. Brown thanked Mr. Epling for his presentation tonight. It was very clear and organized. Other Board members agreed.
ADJOURNMENT: Mr. Neyhart moved to adjourn the meeting at 9:15 p.m. Ms. Wenger seconded, and the motion carried.
____________________________ ______________________________
Doug Drushal, President Maggie Johnson, Secretary