October 2008 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, October 21, 2008, 7:30 p.m.
West Salem Branch Library
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m. and thanked the West Salem Friends of the Library for their refreshments.
ROLL CALL: Present: Bill Bailey, Ruth Crowley, Doug Drushal, Carroll Meyer, Kevin Power, Brian Questel, Richard Shisler.
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer; Judi Kizzen, Human Resources Coordinator; Jon Craig, Facilities Coordinator; Amy Anderson, West Salem Branch Manager; Mary Ann Chupp, Volunteer Coordinator; Leslie Davenport, Bookmobile Manager; Jennifer Shatzer, Technical Services Manager; 8 guests.
COMMENTS FROM THE PUBLIC: Dale Klinect, Councilman for the Village of West Salem, read a letter from the former Mayor of the Village, Elmer Toth, who was out of town. Mr. Toth proposed a future raise in income tax in the Village to help make the Schoolhouse Community Center self-supportive.
Katherine Howman, outgoing President of the Friends of the West Salem Library, welcomed the Board to the branch and introduced the new President.
APPROVAL OF BOARD MINUTES: Mr. Meyer moved to approve the September 16th regular Board minutes, and Mr. Bailey seconded. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved to approve the Finance Committee minutes of September 11th and October 16th and the Facilities Committee minutes of October 6th. Mr. Questel seconded the motion, which then passed unanimously.
DIRECTOR’S REPORT: Narrative and Statistical Reports as distributed. Mr. Lubelski stated that there have been increased behavior problems with older teens and young adults at the Wooster Library. He has begun banning these patrons earlier and for longer periods of time.
The grant-writing workshops are finished for the fall; more are planned in the spring.
The West Salem library’s circulation has increased 144% over last year’s.
Mr. Shisler thanked all the staff for their hard work in growing the Library.
COMMITTEE REPORTS: Facilities: Mr. Power updated everyone on the progress of the Doylestown project. He urged anyone who wished to see the progress to go soon and often, as the project is moving along quickly! The foundation and footers have already been poured. The underground utilities are there. The floor will be poured yet this week, and the framing will begin next week.
Regarding the Rittman branch, there is work that needs to be done on the retaining wall and foundation as well as the parking lot. The Committee recommends that the parking lot be dealt with since it is a safety issue, but to take a conservative stance on the other projects (wait and see). The issue will now be moved to the Finance Committee to appropriate funds for the expenses.
Finance and Audit:
September 2008 Bank Reconciliation: Mr. Meyer moved, and Mr. Questel seconded to approve the September bank reconciliation. The motion passed unanimously.
September 2008 Balance Sheet and Income Statement:
Total encumbrances at September 30, 2008:
General Fund $ 670,540.94 Doylestown Fund $ 993,091.52 Larwill Fund $ 2,104.92 Technology Fund $ 1,649.00 Donation Fund $ 89.21 TOTAL: $1,667,475.59
Mr. Meyer moved, and Ms. Crowley seconded to approve the balance sheet. The motion passed unanimously. Mr. Meyer moved to approve the income statement; Mr. Questel seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at September 30, 2004-2008: Mr. Meyer moved to approve this report, and Mr. Questel seconded. It was reiterated that the revenue has remained flat for the past seven years. Ms. Long stated that there are concerns about the revenue for the rest of the year; she is not certain that we will reach the amount we had budgeted for the year. The State of Ohio has cut 7.5% from their own budget. She is concerned about December income and into next year.
Mr. Meyer asked about the 60-20-20 statistics of spending – will it be skewed by the freeze on materials spending? Ms. Long stated that materials spending could be frozen again, if the State reduces their projected distributions again.
Mr. Meyer said that administration or Operations Committee would be responsible for determining where cuts would be made, if necessary.
It was agreed that the November Finance Committee meeting will be held right before the Board meeting on the 18th, to give Ms. Long time to have the adjusted 2009 budget ready for review by the Board.
Mr. Power stated that, even with the Library’s budget remaining flat, a branch was created in West Salem with the help of very willing volunteers, and he hopes that the levy issue won’t adversely affect the volunteer base.
September 2008 Accounts Payable and Payroll: Mr. Meyer moved to approve the September payroll and accounts payable. Ms. Crowley seconded it, and the motion passed unanimously.
Resolution #40-2008 – September 2008 Donations: Mr. Meyer moved to accept Resolution 40, and Mr. Power seconded. Roll call vote passed the motion unanimously.
Resolution #41-2008 – September Memorial Donations for Norma Rhode: Mr. Meyer moved to accept Resolution 41, and Mr. Questel seconded. Roll call vote passed the motion unanimously.
Resolution #42-2008 – September Doylestown Sidewalk Paver Donations: Mr. Meyer moved to accept Resolution 42. Mr. Power seconded, and roll call passed the motion with all in favor.
Resolution #43-2008 – Donation of Materials to Habitat for Humanity: Mr. Meyer moved to accept Resolution 43. Mr. Power seconded and verified that the Habitat personnel would remove the items from the house. It was requested that the wording on the resolution form be clarified to show that the items were to be removed from the house at Creston and that they were being donated to Habitat for Humanity. Mr. Meyer moved the amendment, and Mr. Power seconded. Roll call vote passed the resolution as amended.
Resolution #44-2008 – Additional and New Appropriations: Mr. Meyer moved to accept Resolution 44. Mr. Questel seconded the motion. Additional appropriations are needed for approved expenses in the Doylestown project, and new appropriations are needed in the building and repair fund for the repairs to the Rittman parking lot. Roll call vote passed the motion unanimously. Human Resources: Personnel and Narrative reports as distributed. Ms. Kizzen informed the Board of the policy revision of the month, deferred from last month’s meeting. The first two are the Workers’ Compensation policy, 3.5, and Family Medical Leave Act policy, 7.6. The new revision presented is the Technology Use policy, 8.2, and a proposed new policy of 8.2.1, Use of Library Property. Mr. Power asked why the new policy was being proposed. Ms. Kizzen responded that there had been an instance of an employee actually drawing or writing on something in one of the bookmobiles. Accompanying the proposed policy is an authorization form for employees to sign stating that they understand the policy and authorizing payment for items they may have damaged to be deducted from their pay. Mr. Drushal moved to approve the proposed revisions and new policy, and Mr. Bailey seconded. Mr. Meyer had reservations about the authorization form – does there really have to be a form for that? Ms. Kizzen stated that there is a law saying that unless there is written consent from the employee, the employer cannot require them to pay for something they intentionally damaged. Mr. Bailey stated that the only other way to try to seek restitution for the damaged items would be to file a lawsuit or ask a judge to force them to pay, neither of which have great probability of working. With this form, those options are passed by and it would be much more likely that the Library would be repaid. Ms. Kizzen informed the Board that this is a common policy in her experience in the HR field. This is only meant to cover intentional damage or theft, not accidental. Hopefully, this won’t be an issue again, but just in case… The motion passed unanimously.
UNIFINISHED BUSINESS: Ms. Crowley thanked everyone from West Salem who has been putting out levy signs.
NEW BUSINESS: Mr. Drushal pointed out to those present that Mr. Meyer will be retiring from his pastorate on Sunday. Congratulations! Mr. Lubelski informed the Board that the Doylestown Lions Club is donating the proceeds of their rose sale to the Doylestown project – part to the garden area and part to the interior furnishings.
COMMENTS FROM THE PUBLIC: One of the volunteers thanked Amy Anderson, West Salem branch manager for all the work she does there.
ADJOURNMENT: At 8:16 p.m., Mr. Power moved to adjourn, and Mr. Drushal seconded. The motion passed unanimously.
October 2008 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, October 21, 2008, 7:30 p.m.
West Salem Branch Library
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m. and thanked the West Salem Friends of the Library for their refreshments.
ROLL CALL: Present: Bill Bailey, Ruth Crowley, Doug Drushal, Carroll Meyer, Kevin Power, Brian Questel, Richard Shisler.
Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer; Judi Kizzen, Human Resources Coordinator; Jon Craig, Facilities Coordinator; Amy Anderson, West Salem Branch Manager; Mary Ann Chupp, Volunteer Coordinator; Leslie Davenport, Bookmobile Manager; Jennifer Shatzer, Technical Services Manager; 8 guests.
COMMENTS FROM THE PUBLIC: Dale Klinect, Councilman for the Village of West Salem, read a letter from the former Mayor of the Village, Elmer Toth, who was out of town. Mr. Toth proposed a future raise in income tax in the Village to help make the Schoolhouse Community Center self-supportive.
Katherine Howman, outgoing President of the Friends of the West Salem Library, welcomed the Board to the branch and introduced the new President.
APPROVAL OF BOARD MINUTES: Mr. Meyer moved to approve the September 16th regular Board minutes, and Mr. Bailey seconded. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved to approve the Finance Committee minutes of September 11th and October 16th and the Facilities Committee minutes of October 6th. Mr. Questel seconded the motion, which then passed unanimously.
DIRECTOR’S REPORT: Narrative and Statistical Reports as distributed. Mr. Lubelski stated that there have been increased behavior problems with older teens and young adults at the Wooster Library. He has begun banning these patrons earlier and for longer periods of time.
The grant-writing workshops are finished for the fall; more are planned in the spring.
The West Salem library’s circulation has increased 144% over last year’s.
Mr. Shisler thanked all the staff for their hard work in growing the Library.
COMMITTEE REPORTS: Facilities: Mr. Power updated everyone on the progress of the Doylestown project. He urged anyone who wished to see the progress to go soon and often, as the project is moving along quickly! The foundation and footers have already been poured. The underground utilities are there. The floor will be poured yet this week, and the framing will begin next week.
Regarding the Rittman branch, there is work that needs to be done on the retaining wall and foundation as well as the parking lot. The Committee recommends that the parking lot be dealt with since it is a safety issue, but to take a conservative stance on the other projects (wait and see). The issue will now be moved to the Finance Committee to appropriate funds for the expenses.
Finance and Audit:
September 2008 Bank Reconciliation: Mr. Meyer moved, and Mr. Questel seconded to approve the September bank reconciliation. The motion passed unanimously.
September 2008 Balance Sheet and Income Statement:
Total encumbrances at September 30, 2008:
General Fund $ 670,540.94 Doylestown Fund $ 993,091.52 Larwill Fund $ 2,104.92 Technology Fund $ 1,649.00 Donation Fund $ 89.21 TOTAL: $1,667,475.59
Mr. Meyer moved, and Ms. Crowley seconded to approve the balance sheet. The motion passed unanimously. Mr. Meyer moved to approve the income statement; Mr. Questel seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at September 30, 2004-2008: Mr. Meyer moved to approve this report, and Mr. Questel seconded. It was reiterated that the revenue has remained flat for the past seven years. Ms. Long stated that there are concerns about the revenue for the rest of the year; she is not certain that we will reach the amount we had budgeted for the year. The State of Ohio has cut 7.5% from their own budget. She is concerned about December income and into next year.
Mr. Meyer asked about the 60-20-20 statistics of spending – will it be skewed by the freeze on materials spending? Ms. Long stated that materials spending could be frozen again, if the State reduces their projected distributions again.
Mr. Meyer said that administration or Operations Committee would be responsible for determining where cuts would be made, if necessary.
It was agreed that the November Finance Committee meeting will be held right before the Board meeting on the 18th, to give Ms. Long time to have the adjusted 2009 budget ready for review by the Board.
Mr. Power stated that, even with the Library’s budget remaining flat, a branch was created in West Salem with the help of very willing volunteers, and he hopes that the levy issue won’t adversely affect the volunteer base.
September 2008 Accounts Payable and Payroll: Mr. Meyer moved to approve the September payroll and accounts payable. Ms. Crowley seconded it, and the motion passed unanimously.
Resolution #40-2008 – September 2008 Donations: Mr. Meyer moved to accept Resolution 40, and Mr. Power seconded. Roll call vote passed the motion unanimously.
Resolution #41-2008 – September Memorial Donations for Norma Rhode: Mr. Meyer moved to accept Resolution 41, and Mr. Questel seconded. Roll call vote passed the motion unanimously.
Resolution #42-2008 – September Doylestown Sidewalk Paver Donations: Mr. Meyer moved to accept Resolution 42. Mr. Power seconded, and roll call passed the motion with all in favor.
Resolution #43-2008 – Donation of Materials to Habitat for Humanity: Mr. Meyer moved to accept Resolution 43. Mr. Power seconded and verified that the Habitat personnel would remove the items from the house. It was requested that the wording on the resolution form be clarified to show that the items were to be removed from the house at Creston and that they were being donated to Habitat for Humanity. Mr. Meyer moved the amendment, and Mr. Power seconded. Roll call vote passed the resolution as amended.
Resolution #44-2008 – Additional and New Appropriations: Mr. Meyer moved to accept Resolution 44. Mr. Questel seconded the motion. Additional appropriations are needed for approved expenses in the Doylestown project, and new appropriations are needed in the building and repair fund for the repairs to the Rittman parking lot. Roll call vote passed the motion unanimously. Human Resources: Personnel and Narrative reports as distributed. Ms. Kizzen informed the Board of the policy revision of the month, deferred from last month’s meeting. The first two are the Workers’ Compensation policy, 3.5, and Family Medical Leave Act policy, 7.6. The new revision presented is the Technology Use policy, 8.2, and a proposed new policy of 8.2.1, Use of Library Property. Mr. Power asked why the new policy was being proposed. Ms. Kizzen responded that there had been an instance of an employee actually drawing or writing on something in one of the bookmobiles. Accompanying the proposed policy is an authorization form for employees to sign stating that they understand the policy and authorizing payment for items they may have damaged to be deducted from their pay. Mr. Drushal moved to approve the proposed revisions and new policy, and Mr. Bailey seconded. Mr. Meyer had reservations about the authorization form – does there really have to be a form for that? Ms. Kizzen stated that there is a law saying that unless there is written consent from the employee, the employer cannot require them to pay for something they intentionally damaged. Mr. Bailey stated that the only other way to try to seek restitution for the damaged items would be to file a lawsuit or ask a judge to force them to pay, neither of which have great probability of working. With this form, those options are passed by and it would be much more likely that the Library would be repaid. Ms. Kizzen informed the Board that this is a common policy in her experience in the HR field. This is only meant to cover intentional damage or theft, not accidental. Hopefully, this won’t be an issue again, but just in case… The motion passed unanimously.
UNIFINISHED BUSINESS: Ms. Crowley thanked everyone from West Salem who has been putting out levy signs.
NEW BUSINESS: Mr. Drushal pointed out to those present that Mr. Meyer will be retiring from his pastorate on Sunday. Congratulations! Mr. Lubelski informed the Board that the Doylestown Lions Club is donating the proceeds of their rose sale to the Doylestown project – part to the garden area and part to the interior furnishings.
COMMENTS FROM THE PUBLIC: One of the volunteers thanked Amy Anderson, West Salem branch manager for all the work she does there.
ADJOURNMENT: At 8:16 p.m., Mr. Power moved to adjourn, and Mr. Drushal seconded. The motion passed unanimously.
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