November 2008 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, November 18, 2008, 7:30 p.m., Meeting Room West, Liberty Street Library
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:33 p.m.
ROLL CALL: Present: Richard Shisler, Kevin Power, Ruth Crowley, Carroll Meyer, Bill Bailey, Doug Drushal. Not Present: Brian Questel
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Judi Kizzen, Human Resources Coordinator; Jennifer Shatzer, Technical Services Coordinator; Linda Davis, Adult Services Manager; Leslie Davenport, Bookmobile Manager; Deborah Keener, Genealogy Manager; Sherry Hatter-Miller, Linda Miller, Dan Meehan, Holzheimer, Bolek & Meehan Architects; 1 guest.
COMMENTS FROM THE PUBLIC: Mr. Shisler was thankful for the success of the levy campaign, and he thanked Ms. Crowley and Mr. Bailey for their work. He also thanked everyone for their individual work toward the levy campaign.
APPROVAL OF BOARD MINUTES: Mr. Meyer moved, and Mr. Drushal seconded to approve the October 21st regular board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: There were none.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Mr. Lubelski reported that Clevnet has submitted their proposed charges that will begin in February 2009. Everyone’s cost went down, but our costs went down drastically, because we reduced the number of stations subscribing. Mr. Tenney had met with a Clevnet representative and was able to reclassify some of the Library’s terminals and revise the census of stations. Mr. Power asked if this implied that we were being overcharged before. Mr. Lubelski said that it was possible; however, we originally thought that we were charged for the total number of terminals we had. When Mr. Tenney met with the Clevnet representative, he found that it was rather the classification of terminal that determined whether we were charged for it or not. This is what resulted in the reduction of the number of terminals on our census.
Mr. Lubelski met with David Wiesenberg and Robb Hyde regarding a National Endowment for the Arts grant – it is a one-month Big Read program for the entire community. NEO-RLS gave WCPL some videoconferencing equipment to be used at the many workshops that they hold here. Circulation is up again.
Packets from Ms. Joyce Burdno were distributed to the Board members. Ms. Burdno had had her card stolen earlier in the year and a high amount of fines accumulated on it.
Ms. Hatter-Miller had spoken with other libraries regarding how they handle the fines/fees in a situation like this. Most libraries did not have written policies, but she and Mr. Lubelski had drafted a policy for WCPL regarding situations like this. Ms. Hatter-Miller has met with Ms. Lowe to begin working on circulation policies as a whole, but she would like to see this first policy passed to alleviate the current situation. There is a possibility of adding a pin number to usage of the self-check machines, but that is still in the process.
Ms. Crowley thanked Ms. Burdno for putting together the packet of information.
Mr. Bailey recommended the proposed policy and the resolution of the current issue be turned over to the Operations Committee. Mr. Drushal concurred. Mr. Meyer moved to send it to Operations; Ms. Crowley seconded, and it passed unanimously.
Mr. Shisler changed the agenda to move the Facilities Committee report to this point in the meeting.
Mr. Power informed the Board that Mr. Cochran is very positive about the Doylestown project; the roof trusses are going up, and the project is already ahead of schedule.
Mr. Power then turned the meeting over to Mr. Meehan, who displayed the color palettes for the Doylestown project, interior and exterior, and spoke about each of them.
Mr. Meyer said a patron spoke to him regarding library chairs that are easily accessible for those who are temporarily disabled (wheelchair), and this patron had offered to donate funds to purchase something like that.
The furniture package for Doylestown will be priced, not bid, because the dollar amount is small enough.
Mr. Bailey was asked by several people in Doylestown about the decision to not allow photographs taken of the new project. It is a BCMC policy, and he uses it on all his projects. Others had also asked if there is a height regulation for toilet paper dispensers. Mr. Meehan said it is code-driven.
Mr. Meehan was happy to report that the Doylestown project is a week and a half ahead of schedule.
COMMITTEE REPORTS:
Finance and Audit:
October 2008 Bank Reconciliation: Mr. Meyer presented the Committee’s recommendation that the bank reconciliation be approved. The Board approved the report unanimously.
October 2008 Balance Sheet and Income Statement: The Committee recommended the approval of the balance sheet and income statement. The Board approved unanimously.
Total encumbrances at October 31, 2008:
General Fund $ 606,546.20
Building Fund $ 6,139.00
Doylestown Fund $ 971,298.12
Technology Fund $ 1,649.00
Donation Fund $ 00.00
Kathleen Morton Fund$ 00.00
TOTAL: $1,585,632.32
Actual Revenue and Expenditures at October 31, 2004-2008: The Committee recommended the approval of this report. The Board unanimously approved the report.
October 2008 Accounts Payable and Payroll: Mr. Meyer presented the accounts payable and payroll report recommended by the Committee. The Board approved the report unanimously.
Resolution #45-2008 – October 2008 Donations: Mr. Meyer moved to approve Resolution 45-2008, and Mr. Bailey seconded. Roll call vote passed the vote unanimously.
Resolution #46-2008 – October Memorial Donations: Mr. Meyer moved to approve Resolution 46-2008. Ms. Crowley seconded, and roll call vote passed the motion unanimously. Mr. Lubelski explained that the Gem and Mineral Club is dissolving and distributing their funds.
Resolution #47-2008 – October Sidewalk Paver Donations: Mr. Meyer moved to approve Resolution 47-2008, and Ms. Crowley seconded. Roll call vote passed it unanimously.
Resolution #48-2008 – Donation of items to Habitat for Humanity: Mr. Meyer moved to approve Resolution 48-2008; Mr. Power seconded, and roll call vote passed it unanimously.
Resolution #49-2008 – Appropriations transfers: Mr. Meyer moved to approve Resolution 49-2008, and Ms. Long spoke to the motion. Money will be transferred to Landscaping/Snow Removal and Computer Supplies from the contingency account. Mr. Bailey seconded the motion, and roll call vote passed it unopposed. (The resolution will be amended to correct the account name.)
Resolution #50-2008 – Close Liberty and Larwill funds and move balance: Mr. Meyer moved to approve Resolution 50-2008. Ms. Long spoke about the resolution. The Liberty and Larwill funds are now complete, and the remaining funds from each will be moved to the Building and Repair fund. Ms. Crowley seconded the motion. Mr. Meyer informed the Board that the Committee asked the Director and Facilities Coordinator to compile upcoming projects to see what kind of balance will need to accumulate in that account. Roll call vote passed the motion unanimously.
Mr. Shisler stated that he would like to have a meeting after the beginning of the year with the department heads to see what they would like to accomplish in the next five years.
Mr. Meyer does not want the Finance Committee to drive those kinds of decisions. The needs of the facilities, departments, etc. should be determined, then the Committee will try to accommodate the finances if available.
Mr. Lubelski reported that the city of Wooster has been trying to improve the sidewalks around the Library campus area. The City itself is putting in $280k of funds for the streets, etc. They are also pursuing a grant from the County for funds to improve the sidewalks surrounding the Library.
Human Resources:
Narrative and personnel report as distributed.
At this time, the human resources committee report was moved to the end of the meeting.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Ms. Crowley has decided not to serve a second term on the Board. Mr. Shisler thanked her for her service to the Library and Board. December will be her last Board meeting.
Ms. Judi Kizzen is leaving the Library for another HR position. He also thanked her for her work for the library.
Mr. Shisler has asked Mr. Bailey to chair a Nominating Committee; he also asked Mr. Drushal to participate and requested that they bring a proposed slate of officers to the December meeting.
COMMENTS FROM THE PUBLIC: There were none.
Human Resources:
Mr. Bailey expressed his regret that Ms. Kizzen is leaving the Library.
He has met with Ms. Kizzen, Mr. Lubelski and staff who had questions about the form employees were asked to sign regarding paying for damage to Library property. The policy has been revised, changing wording to reflect that accidental damage or normal wear and tear was not grounds for asking the employee to pay for the item. Mr. Bailey moved to accept the revised policy (8.2.1); Mr. Drushal seconded. The motion passed unanimously.
The second policy revision is simply writing up something that has been an understanding. It addresses workplace investigations into incidents. Mr. Bailey moved to approve the revision, and Mr. Drushal seconded. The motion passed with all in favor.
Ms. Kizzen requested that the Board approve the expenditures to provide a staff/volunteer appreciation meal on December 11 and gift certificates for full- and part-time staff. (The money is already budgeted.) Mr. Power moved to approve the expenditure, and Mr. Bailey seconded. Ms. Long clarified that full time staff will receive $50 gift cards, part time staff $25 gift cards. Roll call vote passed the motion unanimously.
At 8:45 p.m., Mr. Bailey moved to go in executive session to discuss personnel issues. Mr. Drushal seconded, and the motion passed unanimously.
At 9:40 p.m., Mr. Bailey moved to come out of executive session. Mr. Drushal seconded, and the motion passed unanimously. No action was taken.
ADJOURNMENT: Mr. Drushal moved to adjourn the meeting at 9:41 p.m., and Mr. Bailey seconded. The motion passed unanimously.
November 2008 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, November 18, 2008, 7:30 p.m., Meeting Room West, Liberty Street Library
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:33 p.m.
ROLL CALL: Present: Richard Shisler, Kevin Power, Ruth Crowley, Carroll Meyer, Bill Bailey, Doug Drushal. Not Present: Brian Questel
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Judi Kizzen, Human Resources Coordinator; Jennifer Shatzer, Technical Services Coordinator; Linda Davis, Adult Services Manager; Leslie Davenport, Bookmobile Manager; Deborah Keener, Genealogy Manager; Sherry Hatter-Miller, Linda Miller, Dan Meehan, Holzheimer, Bolek & Meehan Architects; 1 guest.
COMMENTS FROM THE PUBLIC: Mr. Shisler was thankful for the success of the levy campaign, and he thanked Ms. Crowley and Mr. Bailey for their work. He also thanked everyone for their individual work toward the levy campaign.
APPROVAL OF BOARD MINUTES: Mr. Meyer moved, and Mr. Drushal seconded to approve the October 21st regular board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: There were none.
DIRECTOR’S REPORT: Narrative and statistical reports as distributed.
Mr. Lubelski reported that Clevnet has submitted their proposed charges that will begin in February 2009. Everyone’s cost went down, but our costs went down drastically, because we reduced the number of stations subscribing. Mr. Tenney had met with a Clevnet representative and was able to reclassify some of the Library’s terminals and revise the census of stations. Mr. Power asked if this implied that we were being overcharged before. Mr. Lubelski said that it was possible; however, we originally thought that we were charged for the total number of terminals we had. When Mr. Tenney met with the Clevnet representative, he found that it was rather the classification of terminal that determined whether we were charged for it or not. This is what resulted in the reduction of the number of terminals on our census.
Mr. Lubelski met with David Wiesenberg and Robb Hyde regarding a National Endowment for the Arts grant – it is a one-month Big Read program for the entire community. NEO-RLS gave WCPL some videoconferencing equipment to be used at the many workshops that they hold here. Circulation is up again.
Packets from Ms. Joyce Burdno were distributed to the Board members. Ms. Burdno had had her card stolen earlier in the year and a high amount of fines accumulated on it.
Ms. Hatter-Miller had spoken with other libraries regarding how they handle the fines/fees in a situation like this. Most libraries did not have written policies, but she and Mr. Lubelski had drafted a policy for WCPL regarding situations like this. Ms. Hatter-Miller has met with Ms. Lowe to begin working on circulation policies as a whole, but she would like to see this first policy passed to alleviate the current situation. There is a possibility of adding a pin number to usage of the self-check machines, but that is still in the process.
Ms. Crowley thanked Ms. Burdno for putting together the packet of information.
Mr. Bailey recommended the proposed policy and the resolution of the current issue be turned over to the Operations Committee. Mr. Drushal concurred. Mr. Meyer moved to send it to Operations; Ms. Crowley seconded, and it passed unanimously.
Mr. Shisler changed the agenda to move the Facilities Committee report to this point in the meeting.
Mr. Power informed the Board that Mr. Cochran is very positive about the Doylestown project; the roof trusses are going up, and the project is already ahead of schedule.
Mr. Power then turned the meeting over to Mr. Meehan, who displayed the color palettes for the Doylestown project, interior and exterior, and spoke about each of them.
Mr. Meyer said a patron spoke to him regarding library chairs that are easily accessible for those who are temporarily disabled (wheelchair), and this patron had offered to donate funds to purchase something like that.
The furniture package for Doylestown will be priced, not bid, because the dollar amount is small enough.
Mr. Bailey was asked by several people in Doylestown about the decision to not allow photographs taken of the new project. It is a BCMC policy, and he uses it on all his projects. Others had also asked if there is a height regulation for toilet paper dispensers. Mr. Meehan said it is code-driven.
Mr. Meehan was happy to report that the Doylestown project is a week and a half ahead of schedule.
COMMITTEE REPORTS:
Finance and Audit:
October 2008 Bank Reconciliation: Mr. Meyer presented the Committee’s recommendation that the bank reconciliation be approved. The Board approved the report unanimously.
October 2008 Balance Sheet and Income Statement: The Committee recommended the approval of the balance sheet and income statement. The Board approved unanimously.
Total encumbrances at October 31, 2008:
General Fund $ 606,546.20
Building Fund $ 6,139.00
Doylestown Fund $ 971,298.12
Technology Fund $ 1,649.00
Donation Fund $ 00.00
Kathleen Morton Fund$ 00.00
TOTAL: $1,585,632.32
Actual Revenue and Expenditures at October 31, 2004-2008: The Committee recommended the approval of this report. The Board unanimously approved the report.
October 2008 Accounts Payable and Payroll: Mr. Meyer presented the accounts payable and payroll report recommended by the Committee. The Board approved the report unanimously.
Resolution #45-2008 – October 2008 Donations: Mr. Meyer moved to approve Resolution 45-2008, and Mr. Bailey seconded. Roll call vote passed the vote unanimously.
Resolution #46-2008 – October Memorial Donations: Mr. Meyer moved to approve Resolution 46-2008. Ms. Crowley seconded, and roll call vote passed the motion unanimously. Mr. Lubelski explained that the Gem and Mineral Club is dissolving and distributing their funds.
Resolution #47-2008 – October Sidewalk Paver Donations: Mr. Meyer moved to approve Resolution 47-2008, and Ms. Crowley seconded. Roll call vote passed it unanimously.
Resolution #48-2008 – Donation of items to Habitat for Humanity: Mr. Meyer moved to approve Resolution 48-2008; Mr. Power seconded, and roll call vote passed it unanimously.
Resolution #49-2008 – Appropriations transfers: Mr. Meyer moved to approve Resolution 49-2008, and Ms. Long spoke to the motion. Money will be transferred to Landscaping/Snow Removal and Computer Supplies from the contingency account. Mr. Bailey seconded the motion, and roll call vote passed it unopposed. (The resolution will be amended to correct the account name.)
Resolution #50-2008 – Close Liberty and Larwill funds and move balance: Mr. Meyer moved to approve Resolution 50-2008. Ms. Long spoke about the resolution. The Liberty and Larwill funds are now complete, and the remaining funds from each will be moved to the Building and Repair fund. Ms. Crowley seconded the motion. Mr. Meyer informed the Board that the Committee asked the Director and Facilities Coordinator to compile upcoming projects to see what kind of balance will need to accumulate in that account. Roll call vote passed the motion unanimously.
Mr. Shisler stated that he would like to have a meeting after the beginning of the year with the department heads to see what they would like to accomplish in the next five years.
Mr. Meyer does not want the Finance Committee to drive those kinds of decisions. The needs of the facilities, departments, etc. should be determined, then the Committee will try to accommodate the finances if available.
Mr. Lubelski reported that the city of Wooster has been trying to improve the sidewalks around the Library campus area. The City itself is putting in $280k of funds for the streets, etc. They are also pursuing a grant from the County for funds to improve the sidewalks surrounding the Library.
Human Resources:
Narrative and personnel report as distributed.
At this time, the human resources committee report was moved to the end of the meeting.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Ms. Crowley has decided not to serve a second term on the Board. Mr. Shisler thanked her for her service to the Library and Board. December will be her last Board meeting.
Ms. Judi Kizzen is leaving the Library for another HR position. He also thanked her for her work for the library.
Mr. Shisler has asked Mr. Bailey to chair a Nominating Committee; he also asked Mr. Drushal to participate and requested that they bring a proposed slate of officers to the December meeting.
COMMENTS FROM THE PUBLIC: There were none.
Human Resources:
Mr. Bailey expressed his regret that Ms. Kizzen is leaving the Library.
He has met with Ms. Kizzen, Mr. Lubelski and staff who had questions about the form employees were asked to sign regarding paying for damage to Library property. The policy has been revised, changing wording to reflect that accidental damage or normal wear and tear was not grounds for asking the employee to pay for the item. Mr. Bailey moved to accept the revised policy (8.2.1); Mr. Drushal seconded. The motion passed unanimously.
The second policy revision is simply writing up something that has been an understanding. It addresses workplace investigations into incidents. Mr. Bailey moved to approve the revision, and Mr. Drushal seconded. The motion passed with all in favor.
Ms. Kizzen requested that the Board approve the expenditures to provide a staff/volunteer appreciation meal on December 11 and gift certificates for full- and part-time staff. (The money is already budgeted.) Mr. Power moved to approve the expenditure, and Mr. Bailey seconded. Ms. Long clarified that full time staff will receive $50 gift cards, part time staff $25 gift cards. Roll call vote passed the motion unanimously.
At 8:45 p.m., Mr. Bailey moved to go in executive session to discuss personnel issues. Mr. Drushal seconded, and the motion passed unanimously.
At 9:40 p.m., Mr. Bailey moved to come out of executive session. Mr. Drushal seconded, and the motion passed unanimously. No action was taken.
ADJOURNMENT: Mr. Drushal moved to adjourn the meeting at 9:41 p.m., and Mr. Bailey seconded. The motion passed unanimously.