Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, March 14, 2011, 7 p.m., Conference Room, Wooster Library
CALL TO ORDER: Mr. Power called the meeting to order at 7:05 p.m.
ROLL CALL: Present: Maggie Johnson, Kevin Power, Pat Neyhart, John Galehouse, Sandra Wenger, Dr. Charles Brown. Excused: Doug Drushal.
Also Present: Jimmie Epling, Director; Sara Hawk, Deputy Fiscal Officer; Donna Teece, Fiscal Officer Assistant; Jennifer Shatzer, Technical Services Manager; Barb Landers, Children’s Department Manager; Leslie Davenport, Circulation Manager; Linda Davis, Adult Services Manager; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Neyhart moved, and Dr. Brown seconded to approve the February 14th regular Board meeting minutes. Motion carried.
ACCEPTANCE OF COMMITTEE MINUTES: Dr. Brown moved, and Mr. Galehouse seconded the acceptance of the February 14th Facilities/Operations Committee minutes. The motion carried. Dr. Brown moved to approve the March 7th Human Resource Committee minutes. Ms. Wenger seconded, and the motion passed unanimously. Dr. Brown moved, and Mr. Galehouse seconded the acceptance of the March 9th Finance Committee Meeting minutes. The motion carried.
Ms. Shatzer highlighted the Technical Services Department roles and duties to the group. The department does more just order and process books; it has many other duties. Some of these duties include cataloging and checking bibliographies to check for accuracy; maintaining and ordering book processing supplies and security cases for the entire system, and book mending. The department mainly mends books that cannot be replaced such as Genealogy books. The Technical Services Department also manages the rotating book collection for branches. Rotating these collections, such as Large Print and Audiobooks, aids in increasing circulation of these items. The department also has special projects, such as the reclassifying of first readers from a two-level to a four-level system consistent with area schools. Projects such as this help our patrons find library materials more easily. Some outsourcing of material processing is done such as hard-backed books – they come from the vendor already covered. Ms. Shatzer also has volunteers that help cover paperback books. Dr. Brown asked if branches have a technical services staff member at each branch. Technical Services does not have additional staff at each branch, but when they need materials from the branches, they order them back via the send item list.
Mr. Power asked how branches use statistics to see circulation trends. According to Ms. Shatzer, statistics are used to know when to retire an item or just display it differently. She explained that sometimes where an item is placed can impact if it will circulate. Statistics are used in some shape or form by all departments. The Circulation staff compiles the statistics for the Library.
Mr. Neyhart asked if there is a backlog in the TS department. Ms. Shatzer noted a slight backlog in nonfiction books. All fiction books go out within 24 hours. Our backlog at this time is partly due to year-end purchasing. The nonfiction books take longer to process due to cataloging, which is when Ms. Shatzer puts a description and number in the Clevnet system to assure that item is searchable.
Mr. Epling commended Ms. Shatzer on her role as Assistant Director.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
The State budget will be available for viewing tomorrow, March 15th. OLC will be having a Webinar on March 17th where libraries will be inform of the proposed changes to the Public Library Fund. The rumors have been that libraries may be cut 15-50% in the PLF. The budget will then move to the legislature, and they have been kind to us in the past.
The area Library Trustee dinner is in Independence, Ohio on April 27th. Mr. Epling is attending and offered to make reservations for the Board Members.
The Board Members received their Ohio Library Council membership cards in their packets.
Mr. Epling noted the Library staff has been working on National Library Week programming for Main and Branches. During this week, some activities will include the Mobile Branch celebrating Bookmobile day by parking the Mobile Branch at Main so patrons can tour it; a “Check It Out” promotion is being considered (if a patron presents their library card at an area business, the business will give a discount or freebie). This is being coordinated with Main Street Wooster. There will also be daily prizes, and the Read posters. A Staff appreciation day will be steered by the Wooster Friends group. A “Let me tell you my favorite library memory” program is also being developed where a patron can submit their favorite Library memory. These will be judged and a grand prize will be given. The Friends groups will be providing the funding for the grand prize as well as other prizes.
Mr. Epling introduced Universal Class available through the Library’s web site. Universal Class is a series of 500 online noncredit courses that patrons can take for personal enrichment. The City of Wooster has looked at it and selected classes for their managers and supervisors to complete. By using the Universal Classes for their training, the City will save approximately $10,000 in training costs.
The Shreve Branch weeded books from their children’s collection and donated them to Shreve 2nd grade educators. The second grade students sent the Library a thank you card. Mr. Neyhart said it is good idea to offer discarded materials to the schools, especially with the local economy as it is.
Mr. Power inquired on the status of the video games. Mr. Epling noted that approximately $700.00 was collected from the Main Branch over a 6-week period. It is self-sustaining at this point and showing to be very popular.
COMMITTEE REPORTS:
Finance and Audit:
Mr. Neyhart noted the January and February financials will be available at the April Board meeting.
Resolution #5-2011 – February 2011 Donations: The Finance Committee recommended the approval of the resolution, and Mr. Galehouse seconded. Roll call vote passed the motion unanimously.
Resolution #6-2011 – Sale of Surplus Equipment: Mr. Epling informed the Board that the Auction will be April 2nd at 10:00 a.m. with a viewing at 9:00 a.m. One of the College of Wooster work study students compiled the list for the auction. Once the items have been sold, the area will be used for long-term storage. The Finance Committee recommended the approval of the sale of surplus items, and Ms. Johnson seconded. The motion passed unanimously.
Resolution #7-2011 - 2011 Budget (Annual Appropriations): Mr. Neyhart noted the departments, leadership team, and fiscal office has worked hard on the budget, but all may change with the state budget presented tomorrow. The 2011 Library budget is conservative which is prudent at this time. A page had been omitted from the budget packet. The Brian Beery fund budget was provided to the Board Members. Mr. Neyhart moved to approve the 2011 Budget, and Ms. Johnson seconded. The motion passed unanimously
Facilities: No report.
Human Resources: Ms. Johnson stated the Board will go into Executive Session at the end of the meeting.
Operations: Mr. Power noted the strategic meeting will be April 19, 2011 from 8 a.m. to 12 p.m. A lunch was discussed, with the Board deciding to provide their own meal and approving funds for staff meals. Mr. Power moved and Ms. Johnson seconded funding of staff meals. The motion passed unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
CORRESPONDENCE: There was none.
COMMENTS FROM THE PUBLIC: There were none.
At 8:50 p.m., Ms. Johnson moved to go into executive session to discuss evaluations, and Mr. Neyhart seconded. Roll call vote passed the motion unanimously.
ADJOURNMENT: Mr. Galehouse moved to adjourn the executive session and adjourn the meeting at 8:35 p.m., and Mr. Neyhart seconded. The motion passed unanimously.
Regular Meeting of the Board of Trustees
Wayne County Public Library
Monday, March 14, 2011, 7 p.m., Conference Room, Wooster Library
CALL TO ORDER: Mr. Power called the meeting to order at 7:05 p.m.
ROLL CALL: Present: Maggie Johnson, Kevin Power, Pat Neyhart, John Galehouse, Sandra Wenger, Dr. Charles Brown. Excused: Doug Drushal.
Also Present: Jimmie Epling, Director; Sara Hawk, Deputy Fiscal Officer; Donna Teece, Fiscal Officer Assistant; Jennifer Shatzer, Technical Services Manager; Barb Landers, Children’s Department Manager; Leslie Davenport, Circulation Manager; Linda Davis, Adult Services Manager; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Neyhart moved, and Dr. Brown seconded to approve the February 14th regular Board meeting minutes. Motion carried.
ACCEPTANCE OF COMMITTEE MINUTES: Dr. Brown moved, and Mr. Galehouse seconded the acceptance of the February 14th Facilities/Operations Committee minutes. The motion carried. Dr. Brown moved to approve the March 7th Human Resource Committee minutes. Ms. Wenger seconded, and the motion passed unanimously. Dr. Brown moved, and Mr. Galehouse seconded the acceptance of the March 9th Finance Committee Meeting minutes. The motion carried.
Ms. Shatzer highlighted the Technical Services Department roles and duties to the group. The department does more just order and process books; it has many other duties. Some of these duties include cataloging and checking bibliographies to check for accuracy; maintaining and ordering book processing supplies and security cases for the entire system, and book mending. The department mainly mends books that cannot be replaced such as Genealogy books. The Technical Services Department also manages the rotating book collection for branches. Rotating these collections, such as Large Print and Audiobooks, aids in increasing circulation of these items. The department also has special projects, such as the reclassifying of first readers from a two-level to a four-level system consistent with area schools. Projects such as this help our patrons find library materials more easily. Some outsourcing of material processing is done such as hard-backed books – they come from the vendor already covered. Ms. Shatzer also has volunteers that help cover paperback books. Dr. Brown asked if branches have a technical services staff member at each branch. Technical Services does not have additional staff at each branch, but when they need materials from the branches, they order them back via the send item list.
Mr. Power asked how branches use statistics to see circulation trends. According to Ms. Shatzer, statistics are used to know when to retire an item or just display it differently. She explained that sometimes where an item is placed can impact if it will circulate. Statistics are used in some shape or form by all departments. The Circulation staff compiles the statistics for the Library.
Mr. Neyhart asked if there is a backlog in the TS department. Ms. Shatzer noted a slight backlog in nonfiction books. All fiction books go out within 24 hours. Our backlog at this time is partly due to year-end purchasing. The nonfiction books take longer to process due to cataloging, which is when Ms. Shatzer puts a description and number in the Clevnet system to assure that item is searchable.
Mr. Epling commended Ms. Shatzer on her role as Assistant Director.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
The State budget will be available for viewing tomorrow, March 15th. OLC will be having a Webinar on March 17th where libraries will be inform of the proposed changes to the Public Library Fund. The rumors have been that libraries may be cut 15-50% in the PLF. The budget will then move to the legislature, and they have been kind to us in the past.
The area Library Trustee dinner is in Independence, Ohio on April 27th. Mr. Epling is attending and offered to make reservations for the Board Members.
The Board Members received their Ohio Library Council membership cards in their packets.
Mr. Epling noted the Library staff has been working on National Library Week programming for Main and Branches. During this week, some activities will include the Mobile Branch celebrating Bookmobile day by parking the Mobile Branch at Main so patrons can tour it; a “Check It Out” promotion is being considered (if a patron presents their library card at an area business, the business will give a discount or freebie). This is being coordinated with Main Street Wooster. There will also be daily prizes, and the Read posters. A Staff appreciation day will be steered by the Wooster Friends group. A “Let me tell you my favorite library memory” program is also being developed where a patron can submit their favorite Library memory. These will be judged and a grand prize will be given. The Friends groups will be providing the funding for the grand prize as well as other prizes.
Mr. Epling introduced Universal Class available through the Library’s web site. Universal Class is a series of 500 online noncredit courses that patrons can take for personal enrichment. The City of Wooster has looked at it and selected classes for their managers and supervisors to complete. By using the Universal Classes for their training, the City will save approximately $10,000 in training costs.
The Shreve Branch weeded books from their children’s collection and donated them to Shreve 2nd grade educators. The second grade students sent the Library a thank you card. Mr. Neyhart said it is good idea to offer discarded materials to the schools, especially with the local economy as it is.
Mr. Power inquired on the status of the video games. Mr. Epling noted that approximately $700.00 was collected from the Main Branch over a 6-week period. It is self-sustaining at this point and showing to be very popular.
COMMITTEE REPORTS:
Finance and Audit:
Mr. Neyhart noted the January and February financials will be available at the April Board meeting.
Resolution #5-2011 – February 2011 Donations: The Finance Committee recommended the approval of the resolution, and Mr. Galehouse seconded. Roll call vote passed the motion unanimously.
Resolution #6-2011 – Sale of Surplus Equipment: Mr. Epling informed the Board that the Auction will be April 2nd at 10:00 a.m. with a viewing at 9:00 a.m. One of the College of Wooster work study students compiled the list for the auction. Once the items have been sold, the area will be used for long-term storage. The Finance Committee recommended the approval of the sale of surplus items, and Ms. Johnson seconded. The motion passed unanimously.
Resolution #7-2011 - 2011 Budget (Annual Appropriations): Mr. Neyhart noted the departments, leadership team, and fiscal office has worked hard on the budget, but all may change with the state budget presented tomorrow. The 2011 Library budget is conservative which is prudent at this time. A page had been omitted from the budget packet. The Brian Beery fund budget was provided to the Board Members. Mr. Neyhart moved to approve the 2011 Budget, and Ms. Johnson seconded. The motion passed unanimously
Facilities: No report.
Human Resources: Ms. Johnson stated the Board will go into Executive Session at the end of the meeting.
Operations: Mr. Power noted the strategic meeting will be April 19, 2011 from 8 a.m. to 12 p.m. A lunch was discussed, with the Board deciding to provide their own meal and approving funds for staff meals. Mr. Power moved and Ms. Johnson seconded funding of staff meals. The motion passed unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
CORRESPONDENCE: There was none.
COMMENTS FROM THE PUBLIC: There were none.
At 8:50 p.m., Ms. Johnson moved to go into executive session to discuss evaluations, and Mr. Neyhart seconded. Roll call vote passed the motion unanimously.
ADJOURNMENT: Mr. Galehouse moved to adjourn the executive session and adjourn the meeting at 8:35 p.m., and Mr. Neyhart seconded. The motion passed unanimously.