November 2007 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, November 20, 2007, 7:30 p.m.
Conference Room East, Liberty Street Library
CALL TO ORDER: Power called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Margo Broehl, Richard Shisler, Kevin Power, Carroll Meyer, Ruth Crowley, Doug Drushal, Brian Questel.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human
Resources Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Sherry
Hatter-Miller, Circulation Services Manager; Linda Gowins, Circulation Services Assistant Manager; Deb Keener, Genealogy Department Manager; two guests.
COMMENTS FROM THE PUBLIC: Larry Wiess, President of Ohio Citizens for Responsible Development, congratulated the Board on the new Library; he feels that it is a great development in the community. He thinks the idea of a speaker series is great, and would like to see the Library feature speakers on community issues, to help make the public aware of local and state issues. He also suggested that the Library might implement a free copy program; he feels that it promotes good public relations.
Sherry Hatter-Miller introduced Linda Gowins as the Circulation Services Assistant Manager.
APPROVAL OF MINUTES: Drushal moved, and Broehl seconded to approve the October 16th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Drushal moved, and Questel seconded to accept the September 17 Human Resources Committee minutes, the October 11th Finance and Facilities Committees minutes and the November 13th Finance and Audit Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and Statistical reports as distributed.
Lubelski has been participating in budget meetings with managers, along with Long and Shatzer. The Wooster Friends of the Library have new officers for the new year, and they have offered assistance with the levy campaign. The Library currently has three Christmas trees on display: there is a Hospice tree of remembrance, another tree that will be auctioned off at the Festival of Trees, and Tignor’s Hometown Hardware donated an artificial tree, which is going up in the Children’s Department. There is an art exhibit currently in the Conference Room West from Linda McFarlin. The Ohio Humanities Council is sponsoring a speaker on Native American History; Linda Davis has received a mini-grant for this program, and she will pursue similar funds for other programs.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed.
Shatzer and Linda Davis attended a Clevnet meeting for statistical reporting from SIRSI. She is pleased to report that, though the program was a long time in coming, there are endless possibilities for customized reports.
Computers and phones system-wide have been up and down, due to moving the server and technology center at the Larwill building.
HUMAN RESOURCES COORDINATOR: Narrative and Personnel report as distributed.
Kizzen is still in the process of preparing the personnel policy manual. She is going to implement quarterly management training sessions in 2008.
COMMITTEE REPORTS:
Finance Committee:
October 2007 Bank Reconciliation: Shisler moved to approve the October bank reconciliation, and Questel seconded. The motion then passed unanimously.
October 2007 Balance Sheet and Income Statement:
Total encumbrances at October 31, 2007:
General Fund
Liberty Street Fund
Doylestown Fund
Larwill Fund
Technology Fund
Donation Fund
Kathleen Morton Fund
Esther Long Fund
|
$561,836.94
$148,210.38
$6,000.00
$43,967.84
$13,325.74
$785.49
$29,814.39
$26,878.00 |
TOTAL: $830,818.78
Meyer asked if a percentage column could be added to the income statement. Long said that could be done. Shisler moved to approve the October balance sheet and income statement. Crowley seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at October 31, 2001-2007: Broehl again pointed out that the income in 2007 is less than it was in 2001. Shisler moved to accept this report, and Broehl seconded. The motion passed unanimously.
October 2007 Accounts Payable and Payroll: Shisler moved to approve the October accounts payable and payroll. Crowley seconded, and the motion passed unanimously.
Resolution #48-2007 – October 2007 Donations: Shisler moved to approve Resolution 48-2007; Broehl seconded. Roll call vote carried the motion with no objections.
Resolution #49-2007 – Declaring Necessity of Replacement Levy: Shisler moved to approve Resolution 49-2007, and Crowley seconded the motion. Power pointed out that the levy is an operating levy, and has nothing to do with the new building. Current income from the levy is only 74% of the effective millage. Long added that the State is also gradually doing away with the personal property tax, so the income is being reduced even more. Broehl stated that the Board has tried to be good stewards, but with increases in day-to-day costs and no increase in income, the need for this replacement is evident. Roll call vote passed the motion unanimously.
Resolution #50-2007 – Appropriations Modifications: Shisler moved to approve Resolution 50-2007. Crowley seconded, and the motion passed unanimously upon roll call vote.
Resolution #51-2007 – Appropriations Modifications: Shisler moved to approve Resolution 51-2007, additional appropriations. Broehl seconded the motion, and roll call vote passed it unanimously.
2006 Audit Report: Jarod Cottrell, of Kennedy, Cottrell and Richards spoke to the Finance Committee on November 13th regarding the 2006 audit, which provided an unqualified opinion. His firm will not be doing the Library’s audits for the next four years due to another firm coming in with a lower bid. However, he did offer to help the Clerk-Treasurer write financial policies and procedures for the Library.
Shisler moved to accept the 2006 audit report, and Broehl seconded. The motion passed unanimously.
Authorization to purchase gift certificates for staff - $50 for full-time, $25 for part-time: Shisler moved to approve the purchase of these gift certificates, and Questel seconded. Roll call vote passed the motion unanimously. Long informed the Board that the staff thank-you meal is scheduled for December 12th, 12-2 p.m.
Broehl moved a recommendation from the finance committee that Kennedy, Cottrell and Richards be hired as a consultant to help the Clerk-Treasurer write and update financial policies and procedures. Shisler seconded the motion. Long reported that because GAAP requirements are becoming more stringent, it’s highly recommended that we have established policies and procedures in place.
Broehl would also like to recommend that, at a future time, an overview of all non-personnel Library policies be done by a consultant. This would include policies regarding fees, circulation, meeting room use, etc.
Drushal would like to see the Library look into “plagiarizing” other Libraries’ policies and procedures, and he moved to table the motion and refer it to the Finance and Operations Committees to do more research. Questel seconded, adding that there should be a deadline established. Drushal amended his motion to say that by January’s meeting the Committees would present more thorough information on the matter. The motion passed unanimously.
Facilities Committee:
Broehl reported that issues such as HVAC and utilities are being addressed at Liberty Street. The first bid notice went out today for the Larwill building renovation. The architect and the construction manager are still analyzing the option of green/geothermal at Doylestown. A cash flow analysis will be forthcoming on the Doylestown, Creston and Dalton projects regarding borrowing versus paying cash. Power feels that the Doylestown community needs to be informed of where we are in the project and why things haven’t begun moving already. In January or February, the architect and construction manager will be providing information that would facilitate a community meeting.
Drushal asked about the possibility of containers for recyclable aluminum cans and plastic in the public areas of the Library. It was agreed that the Facilities Coordinator should purchase some recycling containers.
Human Resources Committee:
Meyer reported that the Committee is looking over administrative job descriptions and editing and making changes so they can be re-presented.
Operations Committee:
Questel proposed that the WCPL speaker series begin by inviting Dr. Jim Loewen to speak at the Library, and that the Library set aside the funding (approx. $4500) to cover the program. Crowley seconded. Power feels that spending that kind of money at the same time that we’re asking for a replacement levy seems inconsistent. Shisler commented that the Birdie Eberhart fund has not been designated for any specific purpose at this time. Long stated that funds have to be available and set aside before a contract is entered into with the speaker. Lubelski reminded the Board that there are funds left at the Wayne County Community Foundation that were to be set aside for programs like this.
Broehl proposed to amend the motion to state that the funds would come from donated funds. Drushal seconded the amendment. The amendment passed unanimously, and the motion passed unanimously as amended.
UNFINISHED BUSINESS: There were none.
NEW BUSINESS: Power stated the need for a Nomination Committee and stated that Broehl had volunteered to chair the committee.
He also asked if other public entities have some kind of grant officer that seeks funding from other sources. Could public entities share this kind of person? He asked if Lubelski and Long could look into this before the next meeting.
COMMENTS FROM THE PUBLIC:
Shisler commented that December 8th at 9 a.m. is a breakfast at Das Dutch Kitchen to see if there is enough community interest to support an expansion program for the Dalton Library.
Drushal wanted to thank and compliment Margo Broehl for her service to the Board. He moved to pass a resolution thanking her for her service to the Board. Crowley seconded the motion.
Broehl, in turn, expressed her appreciation for working with everyone over the years.
The motion passed unanimously.
ADJOURNMENT: Drushal moved to adjourn at 8:55 p.m., and Meyer seconded. The motion then passed unanimously.
November 2007 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, November 20, 2007, 7:30 p.m.
Conference Room East, Liberty Street Library
CALL TO ORDER: Power called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Margo Broehl, Richard Shisler, Kevin Power, Carroll Meyer, Ruth Crowley, Doug Drushal, Brian Questel.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human
Resources Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Sherry
Hatter-Miller, Circulation Services Manager; Linda Gowins, Circulation Services Assistant Manager; Deb Keener, Genealogy Department Manager; two guests.
COMMENTS FROM THE PUBLIC: Larry Wiess, President of Ohio Citizens for Responsible Development, congratulated the Board on the new Library; he feels that it is a great development in the community. He thinks the idea of a speaker series is great, and would like to see the Library feature speakers on community issues, to help make the public aware of local and state issues. He also suggested that the Library might implement a free copy program; he feels that it promotes good public relations.
Sherry Hatter-Miller introduced Linda Gowins as the Circulation Services Assistant Manager.
APPROVAL OF MINUTES: Drushal moved, and Broehl seconded to approve the October 16th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Drushal moved, and Questel seconded to accept the September 17 Human Resources Committee minutes, the October 11th Finance and Facilities Committees minutes and the November 13th Finance and Audit Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Narrative and Statistical reports as distributed.
Lubelski has been participating in budget meetings with managers, along with Long and Shatzer. The Wooster Friends of the Library have new officers for the new year, and they have offered assistance with the levy campaign. The Library currently has three Christmas trees on display: there is a Hospice tree of remembrance, another tree that will be auctioned off at the Festival of Trees, and Tignor’s Hometown Hardware donated an artificial tree, which is going up in the Children’s Department. There is an art exhibit currently in the Conference Room West from Linda McFarlin. The Ohio Humanities Council is sponsoring a speaker on Native American History; Linda Davis has received a mini-grant for this program, and she will pursue similar funds for other programs.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed.
Shatzer and Linda Davis attended a Clevnet meeting for statistical reporting from SIRSI. She is pleased to report that, though the program was a long time in coming, there are endless possibilities for customized reports.
Computers and phones system-wide have been up and down, due to moving the server and technology center at the Larwill building.
HUMAN RESOURCES COORDINATOR: Narrative and Personnel report as distributed.
Kizzen is still in the process of preparing the personnel policy manual. She is going to implement quarterly management training sessions in 2008.
COMMITTEE REPORTS:
Finance Committee:
October 2007 Bank Reconciliation: Shisler moved to approve the October bank reconciliation, and Questel seconded. The motion then passed unanimously.
October 2007 Balance Sheet and Income Statement:
Total encumbrances at October 31, 2007:
General Fund
Liberty Street Fund
Doylestown Fund
Larwill Fund
Technology Fund
Donation Fund
Kathleen Morton Fund
Esther Long Fund
|
$561,836.94
$148,210.38
$6,000.00
$43,967.84
$13,325.74
$785.49
$29,814.39
$26,878.00 |
TOTAL: $830,818.78
Meyer asked if a percentage column could be added to the income statement. Long said that could be done. Shisler moved to approve the October balance sheet and income statement. Crowley seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at October 31, 2001-2007: Broehl again pointed out that the income in 2007 is less than it was in 2001. Shisler moved to accept this report, and Broehl seconded. The motion passed unanimously.
October 2007 Accounts Payable and Payroll: Shisler moved to approve the October accounts payable and payroll. Crowley seconded, and the motion passed unanimously.
Resolution #48-2007 – October 2007 Donations: Shisler moved to approve Resolution 48-2007; Broehl seconded. Roll call vote carried the motion with no objections.
Resolution #49-2007 – Declaring Necessity of Replacement Levy: Shisler moved to approve Resolution 49-2007, and Crowley seconded the motion. Power pointed out that the levy is an operating levy, and has nothing to do with the new building. Current income from the levy is only 74% of the effective millage. Long added that the State is also gradually doing away with the personal property tax, so the income is being reduced even more. Broehl stated that the Board has tried to be good stewards, but with increases in day-to-day costs and no increase in income, the need for this replacement is evident. Roll call vote passed the motion unanimously.
Resolution #50-2007 – Appropriations Modifications: Shisler moved to approve Resolution 50-2007. Crowley seconded, and the motion passed unanimously upon roll call vote.
Resolution #51-2007 – Appropriations Modifications: Shisler moved to approve Resolution 51-2007, additional appropriations. Broehl seconded the motion, and roll call vote passed it unanimously.
2006 Audit Report: Jarod Cottrell, of Kennedy, Cottrell and Richards spoke to the Finance Committee on November 13th regarding the 2006 audit, which provided an unqualified opinion. His firm will not be doing the Library’s audits for the next four years due to another firm coming in with a lower bid. However, he did offer to help the Clerk-Treasurer write financial policies and procedures for the Library.
Shisler moved to accept the 2006 audit report, and Broehl seconded. The motion passed unanimously.
Authorization to purchase gift certificates for staff - $50 for full-time, $25 for part-time: Shisler moved to approve the purchase of these gift certificates, and Questel seconded. Roll call vote passed the motion unanimously. Long informed the Board that the staff thank-you meal is scheduled for December 12th, 12-2 p.m.
Broehl moved a recommendation from the finance committee that Kennedy, Cottrell and Richards be hired as a consultant to help the Clerk-Treasurer write and update financial policies and procedures. Shisler seconded the motion. Long reported that because GAAP requirements are becoming more stringent, it’s highly recommended that we have established policies and procedures in place.
Broehl would also like to recommend that, at a future time, an overview of all non-personnel Library policies be done by a consultant. This would include policies regarding fees, circulation, meeting room use, etc.
Drushal would like to see the Library look into “plagiarizing” other Libraries’ policies and procedures, and he moved to table the motion and refer it to the Finance and Operations Committees to do more research. Questel seconded, adding that there should be a deadline established. Drushal amended his motion to say that by January’s meeting the Committees would present more thorough information on the matter. The motion passed unanimously.
Facilities Committee:
Broehl reported that issues such as HVAC and utilities are being addressed at Liberty Street. The first bid notice went out today for the Larwill building renovation. The architect and the construction manager are still analyzing the option of green/geothermal at Doylestown. A cash flow analysis will be forthcoming on the Doylestown, Creston and Dalton projects regarding borrowing versus paying cash. Power feels that the Doylestown community needs to be informed of where we are in the project and why things haven’t begun moving already. In January or February, the architect and construction manager will be providing information that would facilitate a community meeting.
Drushal asked about the possibility of containers for recyclable aluminum cans and plastic in the public areas of the Library. It was agreed that the Facilities Coordinator should purchase some recycling containers.
Human Resources Committee:
Meyer reported that the Committee is looking over administrative job descriptions and editing and making changes so they can be re-presented.
Operations Committee:
Questel proposed that the WCPL speaker series begin by inviting Dr. Jim Loewen to speak at the Library, and that the Library set aside the funding (approx. $4500) to cover the program. Crowley seconded. Power feels that spending that kind of money at the same time that we’re asking for a replacement levy seems inconsistent. Shisler commented that the Birdie Eberhart fund has not been designated for any specific purpose at this time. Long stated that funds have to be available and set aside before a contract is entered into with the speaker. Lubelski reminded the Board that there are funds left at the Wayne County Community Foundation that were to be set aside for programs like this.
Broehl proposed to amend the motion to state that the funds would come from donated funds. Drushal seconded the amendment. The amendment passed unanimously, and the motion passed unanimously as amended.
UNFINISHED BUSINESS: There were none.
NEW BUSINESS: Power stated the need for a Nomination Committee and stated that Broehl had volunteered to chair the committee.
He also asked if other public entities have some kind of grant officer that seeks funding from other sources. Could public entities share this kind of person? He asked if Lubelski and Long could look into this before the next meeting.
COMMENTS FROM THE PUBLIC:
Shisler commented that December 8th at 9 a.m. is a breakfast at Das Dutch Kitchen to see if there is enough community interest to support an expansion program for the Dalton Library.
Drushal wanted to thank and compliment Margo Broehl for her service to the Board. He moved to pass a resolution thanking her for her service to the Board. Crowley seconded the motion.
Broehl, in turn, expressed her appreciation for working with everyone over the years.
The motion passed unanimously.
ADJOURNMENT: Drushal moved to adjourn at 8:55 p.m., and Meyer seconded. The motion then passed unanimously.