CALL TO ORDER: Mr. Drushal called the meeting to order at 7:31 p.m.

ROLL CALL:   Present:  Ruth Crowley, Bill Bailey, Doug Drushal, Brian Questel, Carroll Meyer; Kevin Power.   Not Present:  Richard Shisler 
 

Also Present:  Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jennifer Shatzer, Technical Services Manager; Jon Craig, Facilities Coordinator; Jean Spencer, Administrative Assistant; Linda Miller, Assistant Circulation Manager; Sherry Hatter-Miller, Circulation Services Manager; Linda Davis, Adult Services Manager; Deborah Keener, Genealogy Manager; 1 guest  (arrived at 8:05 p.m.)

 

COMMENTS FROM THE PUBLIC: There were none.

 
APPROVAL OF BOARD MINUTES: Ms. Crowley moved, and Mr. Questel seconded to approve the February 19^th regular board meeting minutes. The motion passed unanimously. Mr. Bailey moved, and Ms. Crowley seconded to approve the March 7^th special board meeting minutes. The motion passed unanimously.

ACCEPTANCE OF COMMITTEE MINUTES: Mr. Bailey moved to approve the February 15^th human resources minutes, and Mr. Meyer seconded. The motion then passed unanimously. Mr. Power moved to approve the March 7^th operations minutes, and Mr. Questel seconded. The motion passed unanimously. Mr. Meyer moved, and Mr. Questel seconded to approve the March 12^th finance minutes. The motion then passed unanimously.

 Mr. Drushal amended the agenda to allow Mr. Power to give the Facilities Committee report at this time.

Mr. Power updated the Board on the Larwill project. The project is, to date, on schedule and on budget.

The Doylestown project has reached a point where the architect needs approval on an interior plan. Mr. Power is attempting to set up a meeting with Dan Meehan on March 20^th, with a second meeting on April 1^st or 2^nd. The Committee members agreed that an early morning meeting would best fit their schedules. A meeting of the Facilities Committee was set for Thursday, March 20^th at 7 a.m. in Meeting Room 1 at the Liberty Street library. The director agreed to post the meeting this evening.

DIRECTOR’S REPORT:  Narrative and statistical reports as distributed.

Mr. Lubelski presented a draft for a proposed Library policy regarding smoking on Library premises. The entire “campus” is to be non-smoking, and signage to that effect has been ordered. Jon Craig confirmed that some patrons have been smoking near the back doors, and when these doors open, the second-hand smoke comes directly into the building. The Board decided there was no need to refer the policy to operations, since all members of that Committee were present. Mr. Questel stated that one duplicate sentence needed removed; otherwise, it was good. Ms. Crowley moved to accept the policy, and Mr. Questel seconded. The motion passed unanimously.

Mr. Lubelski stated that statistics were up system-wide in February, except for the Shreve branch.

Mr. Bailey asked about an Operations Committee meeting to look over the Library policy manual. Mr. Lubelski has downloaded some policies from other libraries and adapted them for WCPL. No meeting date was set.

 
COMMITTEE REPORTS:
Finance and Audit:

February 2008 Bank Reconciliation: Mr. Meyer moved to approve the February bank reconciliation. Ms. Crowley seconded, and the motion passed unanimously.

February 2008 Balance Sheet and Income Statement: Mr. Meyer moved to approve the February balance sheet, and Ms. Crowley seconded. Mr. Meyer asked Katherine Long to update the Board on the new calculation process for library funding from the State of Ohio. Our monthly income is no longer stable; it varies from month to month. Ohio libraries receive 2.22% of all State revenue. Because State revenue has decreased, our revenue decreases also. Mr. Meyer moved to approve the February income statement, and Mr. Questel seconded. The motion passed unanimously.

            Total encumbrances at February 29, 2008:  
 

            TOTAL:             $2,187,423.28                    
 

 
Actual Revenue and Expenditures at February 29, 2004-2008: Mr. Meyer moved to approve this report. Mr. Power seconded, and the motion passed unanimously.

 
 

February 2008 Accounts Payable and Payroll: 
 

Mr. Meyer moved to approve the February accounts payable and payroll, and Ms. Crowley seconded. The motion passed unanimously.

 Resolution #11-2008 – February 2008 Donations: Mr. Meyer moved to accept Resolution #11. Mr. Questel seconded, and the motion passed unanimously.

Resolution #12-2008 – Budget Transfers: Mr. Meyer moved to accept Resolution #12, and Mr. Questel seconded. Ms. Long explained that funds were being moved from one Larwill fund account to two others to cover moving of data lines and the purchase of a fire suppression system for the data closet at the Larwill building. The architect has approved the suppression system. Roll call vote passed the motion with all in favor.

 Mr. Meyer asked about the proposed Board work session. He wondered if an actual date had been established. April 5^th seemed to work for most Board members present. President Richard Shisler needs to be contacted.

 
Human Resources:

Narrative and Personnel report from the HR coordinator as distributed.

Mr. Bailey asked Ms. Long to inform the Board of an expenditure that needs Board approval. After WCPL left the County health plan, Benefit Services was hired to process left-over claims. Our contract with them ended December 31, 2007; however, an employee has received another bill for medical services in 2006. Benefit Services recommends that the Board approve paying the bill directly, since it is for a small amount ($116.15), it would cost much more to have them process it for us. Mr. Bailey moved to approve paying the bill directly to the provider, and Mr. Meyer seconded. Ms. Long had spoken with the employee to make sure they realized that this was now a public document. The motion passed unanimously.

Mr. Bailey moved to adopt the most recent draft of the personnel policy submitted by Judi Kizzen. This policy would supersede all previous policies and take effect immediately. Mr. Questel seconded the motion. Not all Board members had been aware of the proposed changes, so the changes were reviewed. Several minor grammatical changes were made; some proposed deletions were left in. The initial motion was withdrawn, and a clean copy will be distributed electronically to the Human Resources Committee for approval before April’s Board meeting. 

Ms. Kizzen has scheduled training sessions for the employees of the Children’s Department with representatives from Children’s Services Board and the Wooster Police.

Mr. Meyer asked what the Committee’s thoughts were about imposing a hiring freeze. Mr. Bailey stated that administration has implemented measures already. Mr. Lubelski said that there were two departments with full-time librarian vacancies that would not be filled.

Mr. Meyer would like to see options presented at the Board work session from Library administration, regarding budget figures and options of reductions, if necessary. He doesn’t feel the Board should attempt to work all that out. Mr. Drushal agreed. The Director and Clerk-Treasurer will present options with dollar figures for each budget area. Mr. Bailey stated that he had come to the realization at the Finance Committee meeting that the Library cannot continue providing the amount of services we have now.

 
UNFINISHED BUSINESS: There was none.

NEW BUSINESS: There was none.

COMMENTS FROM THE PUBLIC: Larry Wiess, of Wooster, is the state director for a veterans’ group seeking to put a veteran’s health care issue on the ballot in November. He is planning a campaign and would like to ask permission to stand outside the Library and collect signatures on his petition. The Board agreed that if he is on the public sidewalk, there is not a problem. Mr. Lubelski suggested that Mr. Wiess try to have a public information meeting in one of the Library’s meeting rooms. He gave Mr. Wiess the contact information for the administrative assistant to see about meeting room availability.

Ms. Kizzen asked for clarification on positions within the Library that had already been interviewed for. Would these positions get frozen now? Mr. Drushal left that decision to the administration of the Library. The Board has made no formal recommendation at this time.

ADJOURNMENT: At 9 p.m., Ms. Crowley moved to adjourn. Mr. Questel seconded, and the motion passed unanimously.

 

 

 

CALL TO ORDER: Mr. Drushal called the meeting to order at 7:31 p.m.

ROLL CALL:   Present:  Ruth Crowley, Bill Bailey, Doug Drushal, Brian Questel, Carroll Meyer; Kevin Power.   Not Present:  Richard Shisler 
 

Also Present:  Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jennifer Shatzer, Technical Services Manager; Jon Craig, Facilities Coordinator; Jean Spencer, Administrative Assistant; Linda Miller, Assistant Circulation Manager; Sherry Hatter-Miller, Circulation Services Manager; Linda Davis, Adult Services Manager; Deborah Keener, Genealogy Manager; 1 guest  (arrived at 8:05 p.m.)

 

COMMENTS FROM THE PUBLIC: There were none.

 
APPROVAL OF BOARD MINUTES: Ms. Crowley moved, and Mr. Questel seconded to approve the February 19^th regular board meeting minutes. The motion passed unanimously. Mr. Bailey moved, and Ms. Crowley seconded to approve the March 7^th special board meeting minutes. The motion passed unanimously.

ACCEPTANCE OF COMMITTEE MINUTES: Mr. Bailey moved to approve the February 15^th human resources minutes, and Mr. Meyer seconded. The motion then passed unanimously. Mr. Power moved to approve the March 7^th operations minutes, and Mr. Questel seconded. The motion passed unanimously. Mr. Meyer moved, and Mr. Questel seconded to approve the March 12^th finance minutes. The motion then passed unanimously.

 Mr. Drushal amended the agenda to allow Mr. Power to give the Facilities Committee report at this time.

Mr. Power updated the Board on the Larwill project. The project is, to date, on schedule and on budget.

The Doylestown project has reached a point where the architect needs approval on an interior plan. Mr. Power is attempting to set up a meeting with Dan Meehan on March 20^th, with a second meeting on April 1^st or 2^nd. The Committee members agreed that an early morning meeting would best fit their schedules. A meeting of the Facilities Committee was set for Thursday, March 20^th at 7 a.m. in Meeting Room 1 at the Liberty Street library. The director agreed to post the meeting this evening.

DIRECTOR’S REPORT:  Narrative and statistical reports as distributed.

Mr. Lubelski presented a draft for a proposed Library policy regarding smoking on Library premises. The entire “campus” is to be non-smoking, and signage to that effect has been ordered. Jon Craig confirmed that some patrons have been smoking near the back doors, and when these doors open, the second-hand smoke comes directly into the building. The Board decided there was no need to refer the policy to operations, since all members of that Committee were present. Mr. Questel stated that one duplicate sentence needed removed; otherwise, it was good. Ms. Crowley moved to accept the policy, and Mr. Questel seconded. The motion passed unanimously.

Mr. Lubelski stated that statistics were up system-wide in February, except for the Shreve branch.

Mr. Bailey asked about an Operations Committee meeting to look over the Library policy manual. Mr. Lubelski has downloaded some policies from other libraries and adapted them for WCPL. No meeting date was set.

 
COMMITTEE REPORTS:
Finance and Audit:

February 2008 Bank Reconciliation: Mr. Meyer moved to approve the February bank reconciliation. Ms. Crowley seconded, and the motion passed unanimously.

February 2008 Balance Sheet and Income Statement: Mr. Meyer moved to approve the February balance sheet, and Ms. Crowley seconded. Mr. Meyer asked Katherine Long to update the Board on the new calculation process for library funding from the State of Ohio. Our monthly income is no longer stable; it varies from month to month. Ohio libraries receive 2.22% of all State revenue. Because State revenue has decreased, our revenue decreases also. Mr. Meyer moved to approve the February income statement, and Mr. Questel seconded. The motion passed unanimously.

            Total encumbrances at February 29, 2008:  
 

            TOTAL:             $2,187,423.28                    
 

 
Actual Revenue and Expenditures at February 29, 2004-2008: Mr. Meyer moved to approve this report. Mr. Power seconded, and the motion passed unanimously.

 
 

February 2008 Accounts Payable and Payroll: 
 

Mr. Meyer moved to approve the February accounts payable and payroll, and Ms. Crowley seconded. The motion passed unanimously.

 Resolution #11-2008 – February 2008 Donations: Mr. Meyer moved to accept Resolution #11. Mr. Questel seconded, and the motion passed unanimously.

Resolution #12-2008 – Budget Transfers: Mr. Meyer moved to accept Resolution #12, and Mr. Questel seconded. Ms. Long explained that funds were being moved from one Larwill fund account to two others to cover moving of data lines and the purchase of a fire suppression system for the data closet at the Larwill building. The architect has approved the suppression system. Roll call vote passed the motion with all in favor.

 Mr. Meyer asked about the proposed Board work session. He wondered if an actual date had been established. April 5^th seemed to work for most Board members present. President Richard Shisler needs to be contacted.

 
Human Resources:

Narrative and Personnel report from the HR coordinator as distributed.

Mr. Bailey asked Ms. Long to inform the Board of an expenditure that needs Board approval. After WCPL left the County health plan, Benefit Services was hired to process left-over claims. Our contract with them ended December 31, 2007; however, an employee has received another bill for medical services in 2006. Benefit Services recommends that the Board approve paying the bill directly, since it is for a small amount ($116.15), it would cost much more to have them process it for us. Mr. Bailey moved to approve paying the bill directly to the provider, and Mr. Meyer seconded. Ms. Long had spoken with the employee to make sure they realized that this was now a public document. The motion passed unanimously.

Mr. Bailey moved to adopt the most recent draft of the personnel policy submitted by Judi Kizzen. This policy would supersede all previous policies and take effect immediately. Mr. Questel seconded the motion. Not all Board members had been aware of the proposed changes, so the changes were reviewed. Several minor grammatical changes were made; some proposed deletions were left in. The initial motion was withdrawn, and a clean copy will be distributed electronically to the Human Resources Committee for approval before April’s Board meeting. 

Ms. Kizzen has scheduled training sessions for the employees of the Children’s Department with representatives from Children’s Services Board and the Wooster Police.

Mr. Meyer asked what the Committee’s thoughts were about imposing a hiring freeze. Mr. Bailey stated that administration has implemented measures already. Mr. Lubelski said that there were two departments with full-time librarian vacancies that would not be filled.

Mr. Meyer would like to see options presented at the Board work session from Library administration, regarding budget figures and options of reductions, if necessary. He doesn’t feel the Board should attempt to work all that out. Mr. Drushal agreed. The Director and Clerk-Treasurer will present options with dollar figures for each budget area. Mr. Bailey stated that he had come to the realization at the Finance Committee meeting that the Library cannot continue providing the amount of services we have now.

 
UNFINISHED BUSINESS: There was none.

NEW BUSINESS: There was none.

COMMENTS FROM THE PUBLIC: Larry Wiess, of Wooster, is the state director for a veterans’ group seeking to put a veteran’s health care issue on the ballot in November. He is planning a campaign and would like to ask permission to stand outside the Library and collect signatures on his petition. The Board agreed that if he is on the public sidewalk, there is not a problem. Mr. Lubelski suggested that Mr. Wiess try to have a public information meeting in one of the Library’s meeting rooms. He gave Mr. Wiess the contact information for the administrative assistant to see about meeting room availability.

Ms. Kizzen asked for clarification on positions within the Library that had already been interviewed for. Would these positions get frozen now? Mr. Drushal left that decision to the administration of the Library. The Board has made no formal recommendation at this time.

ADJOURNMENT: At 9 p.m., Ms. Crowley moved to adjourn. Mr. Questel seconded, and the motion passed unanimously.