Regular Meeting of the Public Library Board of Trustees
Wayne County Public Library
Monday, May 9, 2011, 7:00 p.m., Conference Room, Wooster Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 7:00 p.m.
ROLL CALL: Present: Doug Drushal, Pat Neyhart, Charles Brown, John Galehouse, Sandra Wenger, Maggie Johnson, Kevin Power.
Also Present: Jimmie Epling, Director; Katherine Long, Fiscal Officer, Linda Davis, Adult Services Manager; Donna Teece, Fiscal Office Assistant, Patti Stevic, Mobile Branch Manager; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Ms. Johnson moved, and Mr. Power seconded to approve the April 11th regular Board meeting minutes. Motion carried.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Galehouse moved, and Mr. Neyhart seconded the approval of April 11th Facilities Committee minutes. The motion carried. Ms. Johnson moved to approve the May 2nd Human Resource Committee minutes. Mr. Galehouse seconded, and the motion passed unanimously. Mr. Brown moved, and Mr. Neyhart seconded to approve the May 4th Finance Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORTS: Narrative and statistical reports as distributed.
Mr. Epling introduced Patti Stevic, the Mobile Branch Manager, who is featuring her department for this meeting. Mr. Epling noted the Mobile Branch’s cost per circulation is the lowest of all the braches. In 2010, more than 200,000 books were circulated. The Mobile Branch services our outlying areas. Approximately 80% of its patrons are Amish; however, with rising gas prices, Ms. Stevic is seeing new patrons that in the past would have driven to one of the other branches. We have two bookmobiles in our fleet. The older truck, the Moroney, is in service about one-fifth of the stops.
Ms. Stevic outlined some goals for the Mobile Branch for this year. One goal is to increase exposure and provide more public service. The Mobile Branch was at the Home and Garden Show, the “Touch a Truck” tour, and the County Fair in the past year. Other events scheduled this year are three area parades. The Mobile Branch recently added 2 new stops.
Mr. Neyhart inquired about the mileage put on the Mobile trucks. Ms. Stevic notes the Moroney is aging, but the goal is to keep her on the road for two more years. Mr. Brown asked how many years the Mobile branch has been in existence. Ms. Stevic stated the Mobile branch has been a part of the Wayne County Library system for 70 years. Mr. Drushal asked Ms. Stevic what is her wish list? First on her list is a new Mobile truck, and then the ability to reach more patrons, such as area schools, day cares, etc.
Mr. Epling showed one of the digital photo frames that have been instituted in all the branches. They are used for advertising upcoming programs and notices to patrons.
August 3rd is the Breakfast before Business event from7:30 to 9:30 a.m. The library will have a power point program, a breakfast, and a tour of the library. The Mobile branch will be located outside. A staff member from each department will be available for questions about their department. Mr. Drushal noted that it is important to have a system to get as many people to tour the library as possible.
Mr. Epling noted personnel changes. Linda Davis, Adult Services Manager will be retiring June 30th. Mr. Epling is in the process of advertising the opening while keeping advertising costs down. In the Children’s department, Joyce Good is also retiring June 30th. Ms. Landers, Children’s Manager, has requested two part time Library Associates be hired instead of one full-time for more flexibility. The building supervisor position was eliminated and a part-time maintenance worker will be hired. Presently three part-time maintenance positions are open, due to the retirement of one employee, resignation of another and the addition of the new position.
Mr. Epling proposed changing the meeting time for the June Board strategic planning meeting. Mr. Power recommended a 5:30 pm Board meeting with planning meeting afterwards. Ms. Johnson moved to change the June Board meeting to 5:00 p.m. at the Wooster Branch, and Mr. Neyhart seconded. The motion passed unanimously.
Mr. Epling distributed the past strategic planning list for Board members to review. He noted that most items have been achieved. Mr. Epling suggested working on a 3-year plan at the upcoming session. Ms. Johnson noted the past strategic plan was very measurable and would like that to continue.
COMMITTEE’S REPORTS:
Finance and Audit:
March 2011 Bank Reconciliation: The Committee recommended approval, and the motion passed unanimously.
March 2011 Balance Sheet and Income Statement
Total encumbrances at March 31, 2011 were as follows:
General Fund $914,905.29
Hagelin Memorial Fund $ 82.33
Donation Fund $ 603.02
Bradford Memorial Fund $ 75.40
TOTAL: $ 915,666.04
Mr. Neyhart noted we are on target on revenue. Ms. Long stated the expenses in the first quarter were lower than budgeted. She noted that the proposed State biennium budget was frozen with a five percent decrease; however, if the revenue flow continues to increase as it has the last four months, through June, the revenue will be the same as this year, even with the freeze.
Actual Revenue and Expenditures at March 31, 2007 – 2011: The Committee recommended approval, and the motion passed unanimously.
March 2011 Payroll and Accounts Payable: The Committee recommended approval, and the motion passed unanimously.
Resolution #9-2011: April 2011 Donations: Donations were accepted and approved by Committee. The Fiscal Officer called roll to approve. The motion passed unanimously.
Resolution #10-2011: Establish Petty Cash Fund for West Salem: The Committee recommended approval, and Ms. Long called roll. All approved.
Resolution #11-2011-Appropriation Modification: This modification is for moving funds from the contingency fund to hire a consulting firm to conduct a 360 degree review. It will encompass the administrative team. Mr. Drushal requested to change the wording from Director 360 review to Administrative Team 360 review. Ms. Johnson explained the process of the 360 review. Several consulting firms were contacted and ERC was recommended. Committee recommends approval of moving funds, and roll call passed the appropriations.
The Lewis and Clark traveling exhibit will be coming to the Wayne County Public Library. Ms. Long recommends the Liberty St. fund be used to fund a portion of the exhibit ($5,000). Mr. Epling noted the exhibit will be at the Wooster branch beginning November 6, 2011. We are one of only 23 sites nationwide that will have this exhibit. Library funds will be used for one presenter and the opening reception. The grant will pay for other presenters. The Newberry Library in Chicago and the American Library Association initiated this exhibit and we applied for it in 2007. It has been a long process, and we are looking forward to having this exhibit in our library.
Facilities Committee: The Board discussed the purchase of a delivery van and a passenger van. The Committee recommended purchasing the delivery van from Spurgeon’s and the passenger van from G.G. Grim. All were in favor.
Human Resource Committee: The Committee recommended the library use ERC for the 360 Administrative Review. The motion passed unanimously.
Operations Committee: Mr. Epling is proposing a pilot program to purchase pre-loaded
e-readers for the library. Patrons will be able to try an e-reader before they buy one, and it is ideal for patrons going on vacation. The initial expense would be $3,500.00, with an additional $1,600.00 within the year. Mr. Epling wants to approach the Wayne County Foundation to fund the program. Late fees were discussed. Several Board members feel the fees on the e-readers need to be higher to encourage patrons to return the materials on time. The Operations Committee approved approaching the Foundation for a grant to purchase the e-readers, and 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.
Mr. Drushal moved to go into executive session for a matter of real estate at 8:28 p.m., and Mr. Neyhart seconded. The motion passed unanimously.
ADJOURNMENT: At 8:45 p.m. Mr. Power moved to come out of executive session and adjourn the meeting. Ms. Johnson seconded, and the motion passed unanimously.
_______________________________ _______________________________
Doug Drushal, President Maggie Johnson, Secretary
Regular Meeting of the Public Library Board of Trustees
Wayne County Public Library
Monday, May 9, 2011, 7:00 p.m., Conference Room, Wooster Library
CALL TO ORDER: Mr. Drushal called the meeting to order at 7:00 p.m.
ROLL CALL: Present: Doug Drushal, Pat Neyhart, Charles Brown, John Galehouse, Sandra Wenger, Maggie Johnson, Kevin Power.
Also Present: Jimmie Epling, Director; Katherine Long, Fiscal Officer, Linda Davis, Adult Services Manager; Donna Teece, Fiscal Office Assistant, Patti Stevic, Mobile Branch Manager; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Ms. Johnson moved, and Mr. Power seconded to approve the April 11th regular Board meeting minutes. Motion carried.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Galehouse moved, and Mr. Neyhart seconded the approval of April 11th Facilities Committee minutes. The motion carried. Ms. Johnson moved to approve the May 2nd Human Resource Committee minutes. Mr. Galehouse seconded, and the motion passed unanimously. Mr. Brown moved, and Mr. Neyhart seconded to approve the May 4th Finance Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORTS: Narrative and statistical reports as distributed.
Mr. Epling introduced Patti Stevic, the Mobile Branch Manager, who is featuring her department for this meeting. Mr. Epling noted the Mobile Branch’s cost per circulation is the lowest of all the braches. In 2010, more than 200,000 books were circulated. The Mobile Branch services our outlying areas. Approximately 80% of its patrons are Amish; however, with rising gas prices, Ms. Stevic is seeing new patrons that in the past would have driven to one of the other branches. We have two bookmobiles in our fleet. The older truck, the Moroney, is in service about one-fifth of the stops.
Ms. Stevic outlined some goals for the Mobile Branch for this year. One goal is to increase exposure and provide more public service. The Mobile Branch was at the Home and Garden Show, the “Touch a Truck” tour, and the County Fair in the past year. Other events scheduled this year are three area parades. The Mobile Branch recently added 2 new stops.
Mr. Neyhart inquired about the mileage put on the Mobile trucks. Ms. Stevic notes the Moroney is aging, but the goal is to keep her on the road for two more years. Mr. Brown asked how many years the Mobile branch has been in existence. Ms. Stevic stated the Mobile branch has been a part of the Wayne County Library system for 70 years. Mr. Drushal asked Ms. Stevic what is her wish list? First on her list is a new Mobile truck, and then the ability to reach more patrons, such as area schools, day cares, etc.
Mr. Epling showed one of the digital photo frames that have been instituted in all the branches. They are used for advertising upcoming programs and notices to patrons.
August 3rd is the Breakfast before Business event from7:30 to 9:30 a.m. The library will have a power point program, a breakfast, and a tour of the library. The Mobile branch will be located outside. A staff member from each department will be available for questions about their department. Mr. Drushal noted that it is important to have a system to get as many people to tour the library as possible.
Mr. Epling noted personnel changes. Linda Davis, Adult Services Manager will be retiring June 30th. Mr. Epling is in the process of advertising the opening while keeping advertising costs down. In the Children’s department, Joyce Good is also retiring June 30th. Ms. Landers, Children’s Manager, has requested two part time Library Associates be hired instead of one full-time for more flexibility. The building supervisor position was eliminated and a part-time maintenance worker will be hired. Presently three part-time maintenance positions are open, due to the retirement of one employee, resignation of another and the addition of the new position.
Mr. Epling proposed changing the meeting time for the June Board strategic planning meeting. Mr. Power recommended a 5:30 pm Board meeting with planning meeting afterwards. Ms. Johnson moved to change the June Board meeting to 5:00 p.m. at the Wooster Branch, and Mr. Neyhart seconded. The motion passed unanimously.
Mr. Epling distributed the past strategic planning list for Board members to review. He noted that most items have been achieved. Mr. Epling suggested working on a 3-year plan at the upcoming session. Ms. Johnson noted the past strategic plan was very measurable and would like that to continue.
COMMITTEE’S REPORTS:
Finance and Audit:
March 2011 Bank Reconciliation: The Committee recommended approval, and the motion passed unanimously.
March 2011 Balance Sheet and Income Statement
Total encumbrances at March 31, 2011 were as follows:
General Fund $914,905.29
Hagelin Memorial Fund $ 82.33
Donation Fund $ 603.02
Bradford Memorial Fund $ 75.40
TOTAL: $ 915,666.04
Mr. Neyhart noted we are on target on revenue. Ms. Long stated the expenses in the first quarter were lower than budgeted. She noted that the proposed State biennium budget was frozen with a five percent decrease; however, if the revenue flow continues to increase as it has the last four months, through June, the revenue will be the same as this year, even with the freeze.
Actual Revenue and Expenditures at March 31, 2007 – 2011: The Committee recommended approval, and the motion passed unanimously.
March 2011 Payroll and Accounts Payable: The Committee recommended approval, and the motion passed unanimously.
Resolution #9-2011: April 2011 Donations: Donations were accepted and approved by Committee. The Fiscal Officer called roll to approve. The motion passed unanimously.
Resolution #10-2011: Establish Petty Cash Fund for West Salem: The Committee recommended approval, and Ms. Long called roll. All approved.
Resolution #11-2011-Appropriation Modification: This modification is for moving funds from the contingency fund to hire a consulting firm to conduct a 360 degree review. It will encompass the administrative team. Mr. Drushal requested to change the wording from Director 360 review to Administrative Team 360 review. Ms. Johnson explained the process of the 360 review. Several consulting firms were contacted and ERC was recommended. Committee recommends approval of moving funds, and roll call passed the appropriations.
The Lewis and Clark traveling exhibit will be coming to the Wayne County Public Library. Ms. Long recommends the Liberty St. fund be used to fund a portion of the exhibit ($5,000). Mr. Epling noted the exhibit will be at the Wooster branch beginning November 6, 2011. We are one of only 23 sites nationwide that will have this exhibit. Library funds will be used for one presenter and the opening reception. The grant will pay for other presenters. The Newberry Library in Chicago and the American Library Association initiated this exhibit and we applied for it in 2007. It has been a long process, and we are looking forward to having this exhibit in our library.
Facilities Committee: The Board discussed the purchase of a delivery van and a passenger van. The Committee recommended purchasing the delivery van from Spurgeon’s and the passenger van from G.G. Grim. All were in favor.
Human Resource Committee: The Committee recommended the library use ERC for the 360 Administrative Review. The motion passed unanimously.
Operations Committee: Mr. Epling is proposing a pilot program to purchase pre-loaded
e-readers for the library. Patrons will be able to try an e-reader before they buy one, and it is ideal for patrons going on vacation. The initial expense would be $3,500.00, with an additional $1,600.00 within the year. Mr. Epling wants to approach the Wayne County Foundation to fund the program. Late fees were discussed. Several Board members feel the fees on the e-readers need to be higher to encourage patrons to return the materials on time. The Operations Committee approved approaching the Foundation for a grant to purchase the e-readers, and 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.
Mr. Drushal moved to go into executive session for a matter of real estate at 8:28 p.m., and Mr. Neyhart seconded. The motion passed unanimously.
ADJOURNMENT: At 8:45 p.m. Mr. Power moved to come out of executive session and adjourn the meeting. Ms. Johnson seconded, and the motion passed unanimously.
_______________________________ _______________________________
Doug Drushal, President Maggie Johnson, Secretary