April 2008 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, April 15, 2008, 7:30 p.m.
Shreve Branch Library Meeting Room
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Bill Bailey, Richard Shisler, Ruth Crowley, Carroll Meyer, Brian Questel, Doug Drushal.
Not Present: Kevin Power
Also Present: Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jennifer Shatzer, Technical Services Manager; Jon Craig, Facilities Coordinator; Leslie Davenport, Bookmobile Manager; Nancy Fortune, Shreve Branch Manager; Linda Davis, Adult Services Manager; two guests.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Bailey moved, and Mr. Drushal seconded to approve the March 18th regular board minutes and the April 1st special board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Ms. Crowley moved, and Mr. Questel seconded to accept the March 20th Facilities minutes and the April 10th Finance minutes.
DIRECTOR’S REPORT: Narrative report and February statistical report as distributed.
Mr. Lubelski distributed the March statistics to go with the packets. All branch locations received new book and A/V drops this spring. The reader/printers in the genealogy department are being replaced by the manufacturer due to faults in the machines.
System-wide circulation is up.
The Dalton School District is applying for a county-wide school district grant and wanted to know if the Library was interested in participating with them. This would cost the Library nothing, and we would not be required to participate after the first year if we so choose.
At this time, the agenda was amended to go into executive session to discuss pending litigation. Mr. Bailey moved and Mr. Drushal seconded at 7:40 p.m. to go into executive session for the aforementioned purpose. Roll call vote passed the motion unanimously.
At 8:15 p.m., Mr. Bailey moved to come out of executive session. Ms. Crowley seconded, and roll call vote passed the motion unanimously.
COMMITTEE REPORTS:
Finance:
Mr. Meyer informed the Board that the change in distribution from the State has caused the lower figures that they will see on the finance reports.
March 2008 Bank Reconciliation: Mr. Meyer moved, and Ms. Crowley seconded to approve the March bank reconciliation. The motion passed unanimously.
March 2008 Balance Sheet and Income Statement:
Total encumbrances at March 31, 2008:
General Fund $1,071,230.64
Liberty Street Fund $ 4,697.30
Doylestown Fund $ 94,663.48
Larwill Fund $ 684,290.09
Technology Fund $ 28,622.79
Donation Fund $ 31.73
Birdie Eberhart Fund $ 119.00
Kathleen Morton Fund $ 4,981.21
TOTAL: $1,888,636.24
Mr. Meyer moved to approve the balance sheet and income statement, and Mr. Questel seconded. The motion passed unanimously.
Actual Revenue and Expenditures at March 31, 2004-2008: Mr. Meyer moved, and Ms. Crowley seconded to accept this report. The motion passed unanimously.
March 2008 Accounts Payable and Payroll: Mr. Meyer moved to accept the March accounts payable and payroll, and Mr. Questel seconded. The motion passed unanimously.
Resolution #14-2008 – March 2008 Donations: Mr. Meyer moved, and Ms. Crowley seconded to approve Resolution 14-2008. Roll call passed the motion unanimously.
Resolution #15-2008 – Budget Transfers: Mr. Meyer moved to approve Resolution 15-2008, and Ms. Crowley seconded. Ms. Long then explained why the transfer was necessary. Roll call passed the motion unanimously.
Resolution #16-2008 – Donation to Every Woman’s House: Mr. Meyer moved, and Ms. Crowley seconded to approve Resolution 16-2008. Roll call passed the motion with Bailey abstaining due to conflict of interest.
Facilities:
Larwill – Mr. Shisler reported that the Larwill building is coming along very well. The garage is underway. Ms. Long confirmed that notice has been given to the landlord of the 345 Building that the administrative staff will be moving out.
Doylestown – The Board has spoken with Mr. Meehan and also emailed him regarding elements they would like to see included in the design. May 20th will be the Board meeting (which will be moved to Doylestown at the Lutheran church). This will also be a “public meeting” for the design of the building. Mr. Bailey moved to change the location of the May Board meeting to Doylestown (instead of Wooster). Mr. Meyer seconded the motion, and it passed unanimously. The Board would like to begin the Doylestown building project this summer.
Mr. Lubelski stated that he and the facilities coordinator will be meeting with some contractors regarding the degree of drop on one of the drain lines at the Liberty Street building. They just want to make sure no problems exist before the one-year warranty expires.
Mr. Meehan has requested to meet with the Doylestown manager, the Branch Coordinator and a couple others on April 22nd to talk about the work flow within the building. He would then like the Facilities Committee to see a preliminary design after that. He would like input before the May public meeting. Mr. Meyer wants to make sure that the sustainable energy group is informed of the changes in the design regarding LEED certification.
Human Resources:
Mr. Bailey ensured that all Board members had received a clean copy of the proposed personnel policy manual then moved approval of the policy manual, which will supersede all previous personnel policies. Mr. Drushal seconded the motion, and roll call vote passed it unanimously.
Ms. Kizzen will make the policy available to all staff, giving them time to review it and reply to her that they have received it. The Children’s Department staff will be receiving their Board-mandated training with personnel from Children’s Services Board on next Tuesday.
Records Commission:
Ms. Long informed the Board of the process of records retention and disposal within the Library. Mr. Drushal moved to approve the proposed disposal of records; Mr. Bailey seconded. Roll call vote passed the motion unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Mr. Shisler reminded the Board members of the work session scheduled for Sunday the 20th at the Shreve library at 5 p.m.
Liquor license request for El Rancho Grande: if there are no protests, there is no action necessary. Mr. Drushal moved to do nothing; Mr. Bailey seconded. The motion passed unanimously.
COMMENTS FROM THE PUBLIC: There were none.
ADJOURNMENT: At 8:50 p.m., Mr. Bailey moved to adjourn the meeting. Mr. Questel seconded, and the motion passed unanimously.
April 2008 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, April 15, 2008, 7:30 p.m.
Shreve Branch Library Meeting Room
CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Bill Bailey, Richard Shisler, Ruth Crowley, Carroll Meyer, Brian Questel, Doug Drushal.
Not Present: Kevin Power
Also Present: Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Jennifer Shatzer, Technical Services Manager; Jon Craig, Facilities Coordinator; Leslie Davenport, Bookmobile Manager; Nancy Fortune, Shreve Branch Manager; Linda Davis, Adult Services Manager; two guests.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF BOARD MINUTES: Mr. Bailey moved, and Mr. Drushal seconded to approve the March 18th regular board minutes and the April 1st special board minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Ms. Crowley moved, and Mr. Questel seconded to accept the March 20th Facilities minutes and the April 10th Finance minutes.
DIRECTOR’S REPORT: Narrative report and February statistical report as distributed.
Mr. Lubelski distributed the March statistics to go with the packets. All branch locations received new book and A/V drops this spring. The reader/printers in the genealogy department are being replaced by the manufacturer due to faults in the machines.
System-wide circulation is up.
The Dalton School District is applying for a county-wide school district grant and wanted to know if the Library was interested in participating with them. This would cost the Library nothing, and we would not be required to participate after the first year if we so choose.
At this time, the agenda was amended to go into executive session to discuss pending litigation. Mr. Bailey moved and Mr. Drushal seconded at 7:40 p.m. to go into executive session for the aforementioned purpose. Roll call vote passed the motion unanimously.
At 8:15 p.m., Mr. Bailey moved to come out of executive session. Ms. Crowley seconded, and roll call vote passed the motion unanimously.
COMMITTEE REPORTS:
Finance:
Mr. Meyer informed the Board that the change in distribution from the State has caused the lower figures that they will see on the finance reports.
March 2008 Bank Reconciliation: Mr. Meyer moved, and Ms. Crowley seconded to approve the March bank reconciliation. The motion passed unanimously.
March 2008 Balance Sheet and Income Statement:
Total encumbrances at March 31, 2008:
General Fund $1,071,230.64
Liberty Street Fund $ 4,697.30
Doylestown Fund $ 94,663.48
Larwill Fund $ 684,290.09
Technology Fund $ 28,622.79
Donation Fund $ 31.73
Birdie Eberhart Fund $ 119.00
Kathleen Morton Fund $ 4,981.21
TOTAL: $1,888,636.24
Mr. Meyer moved to approve the balance sheet and income statement, and Mr. Questel seconded. The motion passed unanimously.
Actual Revenue and Expenditures at March 31, 2004-2008: Mr. Meyer moved, and Ms. Crowley seconded to accept this report. The motion passed unanimously.
March 2008 Accounts Payable and Payroll: Mr. Meyer moved to accept the March accounts payable and payroll, and Mr. Questel seconded. The motion passed unanimously.
Resolution #14-2008 – March 2008 Donations: Mr. Meyer moved, and Ms. Crowley seconded to approve Resolution 14-2008. Roll call passed the motion unanimously.
Resolution #15-2008 – Budget Transfers: Mr. Meyer moved to approve Resolution 15-2008, and Ms. Crowley seconded. Ms. Long then explained why the transfer was necessary. Roll call passed the motion unanimously.
Resolution #16-2008 – Donation to Every Woman’s House: Mr. Meyer moved, and Ms. Crowley seconded to approve Resolution 16-2008. Roll call passed the motion with Bailey abstaining due to conflict of interest.
Facilities:
Larwill – Mr. Shisler reported that the Larwill building is coming along very well. The garage is underway. Ms. Long confirmed that notice has been given to the landlord of the 345 Building that the administrative staff will be moving out.
Doylestown – The Board has spoken with Mr. Meehan and also emailed him regarding elements they would like to see included in the design. May 20th will be the Board meeting (which will be moved to Doylestown at the Lutheran church). This will also be a “public meeting” for the design of the building. Mr. Bailey moved to change the location of the May Board meeting to Doylestown (instead of Wooster). Mr. Meyer seconded the motion, and it passed unanimously. The Board would like to begin the Doylestown building project this summer.
Mr. Lubelski stated that he and the facilities coordinator will be meeting with some contractors regarding the degree of drop on one of the drain lines at the Liberty Street building. They just want to make sure no problems exist before the one-year warranty expires.
Mr. Meehan has requested to meet with the Doylestown manager, the Branch Coordinator and a couple others on April 22nd to talk about the work flow within the building. He would then like the Facilities Committee to see a preliminary design after that. He would like input before the May public meeting. Mr. Meyer wants to make sure that the sustainable energy group is informed of the changes in the design regarding LEED certification.
Human Resources:
Mr. Bailey ensured that all Board members had received a clean copy of the proposed personnel policy manual then moved approval of the policy manual, which will supersede all previous personnel policies. Mr. Drushal seconded the motion, and roll call vote passed it unanimously.
Ms. Kizzen will make the policy available to all staff, giving them time to review it and reply to her that they have received it. The Children’s Department staff will be receiving their Board-mandated training with personnel from Children’s Services Board on next Tuesday.
Records Commission:
Ms. Long informed the Board of the process of records retention and disposal within the Library. Mr. Drushal moved to approve the proposed disposal of records; Mr. Bailey seconded. Roll call vote passed the motion unanimously.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Mr. Shisler reminded the Board members of the work session scheduled for Sunday the 20th at the Shreve library at 5 p.m.
Liquor license request for El Rancho Grande: if there are no protests, there is no action necessary. Mr. Drushal moved to do nothing; Mr. Bailey seconded. The motion passed unanimously.
COMMENTS FROM THE PUBLIC: There were none.
ADJOURNMENT: At 8:50 p.m., Mr. Bailey moved to adjourn the meeting. Mr. Questel seconded, and the motion passed unanimously.