December 2006 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, December 19, 2006, 7:30 p.m.
Wooster Library Meeting Room
CALL TO ORDER: Power called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Richard Shisler, Brian Questel, Doug Drushal, Margo Broehl, Kevin Power, Ruth Crowley. Absent: Carroll Meyer
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Jean Spencer, Administrative Assistant; Deb Keener, Genealogy Manager; Sherry Hatter-Miller, Circulation Manager; Darla Sorenson, Circulation Assistant Manager; Linda Davis, Public Services Manager; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Drushal moved, and Questel seconded to approve the November 21st regular board meeting minutes. The motion passed unanimously. Broehl moved, and Drushal seconded to approve the November 30th special board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Shisler moved to approve the November 21st Human Resources and Facilities Committees minutes and the December 13th Finance and Audit Committee minutes. Drushal seconded, and the motion passed unanimously.
DIRECTOR’S REPORT: Narrative, statistical and personnel reports as distributed.
John Haven, Facilities Coordinator, is retiring December 31st. There is a party planned for December 29th at 6 p.m.
Circulation is up 6.5% for Wooster. Many libraries in the State are complaining of flat statistics. Computer sign-ups are now being tracked by software.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed.
Shatzer has put together a “business plan” for West Salem. The consistency in hours open was still a slight concern with the volunteers and Friends group there. With some minor changes, the branch could be open about 30 hours a week. It was suggested that a zip code poll could be done at check-out to see where most of the circulation comes from. Questel feels that the goals are fairly aggressive – is it fair to ask a 20-hour staff person to fill this? Shatzer’s goal with the staff member is more one of continuity rather than filling all these aims. This plan is just a proposal.
Broehl would like to go over this at a Facilities Committee meeting next month and make a recommendation to the Board. She requests that more quantitative goals be specified. Power again reiterated that he feels this project needs to become self-sustaining, so that we can reach out similarly to other areas of the county.
PRESENTATION: Dave Tenney, Technology Coordinator gave a presentation in which he spoke about the department and gave a preview of the new Library website. The technology department at this time has two full-time employees, himself and Jon Craig. The new website is still in progress. There are many new links and a special page just for staff. Certain staff members will be in charge of updating certain areas of the website.
COMMITTEE REPORTS:
Facilities:
A portion of the Facilities Committee report was moved to this point in time. Mayor Lindeman and Bruce Conrad, Doylestown Village solicitor, arrived at this time. Conrad presented for the Library’s review the only copy of the EPA report. He gave a quick review of the EPA’s studies of the Killian Building lot. The Village proposes to sell the unpolluted lot and the lot beside it (opposite the polluted lot) to the Library. A firm will be preparing a report specifically for the Library regarding the sites and the pollution there. Conrad will meet with Ted Bogner regarding moving the sewer line in the alley. The Village hopes to have the current building demolished by the end of January, including hazardous materials remediation (there is some asbestos present). The Village has expended approximately $79k to date. Demolition and backfill is estimated at $47k. And it’s estimated to cost $27k to move the storm sewer. They are suggesting that the cost to the Library would be about $180k, saving nearly $50k from the original offer. He feels that by March, land transfers could be made. He would like to take back to the Village Council what the Library Board thinks and what plans can be presented to the public. Once demolition is done and the storm sewer is moved, the property will be ready for the Library to begin.
Power asked for these details to be given to the Library in writing, as well. The Board seemed enthusiastic about the proposal. Mayor Lindeman asked how soon the Library would begin having their public meetings regarding design of the building, etc. The Board replied that the architect must be in place in order to attend the meetings. The process of looking for an architect can begin as soon as the Library is certain the purchase will go through.
Broehl moved to enter into the bidding process to authorize and qualify an architect to work on the Doylestown project. A contract will not be entered into with an architect until the Library owns the property. Drushal seconded, indicating to the Village that the Library is ready to move forward. The motion passed unanimously.
At 8:30 p.m., Broehl moved to go into executive session to discuss a former public employee. Shisler seconded. Roll call vote passed the motion unanimously.
At 9:00 p.m., Broehl moved to come out of executive session and resume the meeting. Drushal seconded. Roll call vote again passed the motion unanimously.
Finance:
November 2006 Bank Reconciliation: Shisler moved, and Questel seconded to approve the November bank reconciliation. The motion passed unanimously.
November 2006 Balance Sheet and Income Statement:
Total Encumbrances at November 30, 2006:
General Fund $ 465,464.50
Liberty Street Fund $6,155,235.97
Doylestown $ 500.00
Larwill Fund $ 50,000.00
Donation Fund $ 389.59
Building and Repair $ 8,300.00
Morton Memorial $ 10,069.89
Shisler moved to approve the November balance sheet and income statement. Broehl seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at November 30, 2001-2006: Shisler moved to approve this report, and Questel seconded; the motion passed unanimously.
November 2006 Accounts Payable and Payroll: Shisler moved to accept the November accounts payable and payroll. Crowley seconded, and the motion passed unanimously.
Resolution #35 – November 2006 Donations: Shisler moved to accept Resolution #35; Crowley seconded. Roll call passed the motion unanimously.
Resolution #36 – November 2006 Sidewalk Paver Donations: Shisler moved to accept Resolution #36, and Broehl seconded. Roll call vote passed the motion unanimously.
Facilities:
Broehl informed the Board that the new Wooster fire inspector feels that there needs to be sprinklers in the attic of the new building. The architect and the construction manager feel that they are not needed and are appealing the decision. The building meets all State fire safety codes, and the city had already issued the permit on the plan as submitted.
Lubelski updated the Board on a bidding issue regarding the furniture package for the new building. There was a document missing from the lowest bidder’s document, and the second lower bidder sent a letter of complaint to the Library. Martin Frantz was consulted and doesn’t feel that the Library needs to rebid the package. He found a legal precedent that allows the Library to proceed with the lowest bidder.
Operations:
Drushal moved that the Library be open on Sundays “mid-September through Mid-May every year (excluding the last two Sundays in December and Easter Sunday), effective January 7, 2007. Hours would be 1-5 p.m. Staffing levels and scheduling would be determined by WCPL management. Hours worked by all employees would be at their regular rate of pay, subject to legal requirements to pay more for time in excess of forty hours per week. No compensatory time or time off or other adjustments shall be made merely because an employee works on Sunday. Genuine religious objections to working on Sundays shall be accommodated.
Management is instructed to implement this policy with the least possible net cost, but additional costs up to approximately $15-20,000 per year are acceptable in light of other cost savings implemented in recent years. In effect, other recent cost savings will make implementation of this policy cost neutral.”
Questel seconded the motion. Long and Shatzer stated that funds have been saved by staffing changes – more part-time employees hired, retirement of long-time branch managers. Managers and employees feel that it can be done, but it’s an additional stress, especially with the new building project.
The motion passed with a majority. Shisler voted against.
Drushal recommends to the Board and moves supporting a part-time (20 hours a week) position at West Salem. Crowley seconded. Crowley feels that this will show support to the West Salem area and the decision can be re-evaluated at the end of a year. Questel feels that pulling the staff who is there now and not replacing them would be ensuring failure of the branch. Power feels that we need to work with other libraries in the area and complement services. The motion passed unanimously.
UNFINISHED BUSINESS:
Nominating Committee:
Questel moved to present to the Board the following slate of officers (continuing the same as 2006):
Power – President
Meyer – Vice President
Broehl – Secretary
Drushal seconded.
This recommendation will be put to the board in January.
NEW BUSINESS: Drushal moved approval of the drafts of 2007 scheduled Board meetings and Library closings. Broehl seconded. The motion passed unanimously.
COMMENTS FROM THE PUBLIC: There were none.
Shisler at this time brought up the issue of the new health insurance. Apparently, there was a contract with the County regarding health insurance. It appears that the Library may have to pay the County money if we choose to withdraw from the plan; however, the County has not presented the information of how much we would owe for the unfunded part of the plan. If claims have exceeded premiums paid over the total years that we’ve been with the plan, that amount could be required from the Library.
Current Library administration was unaware of this contract until the County faxed a copy to us. Patrick Herron is saying the Library is over nearly $250k just for this year. Long asked for direction – do we continue with the new plan? It’s very near the end of the year, and something needs to be decided as soon as possible. Drushal doesn’t feel that we are likely to be asked to pay a large sum. Neither does Long. She also feels that the new plan is a great plan that will save the Library and employees money. Drushal feels that we should stay with the new plan. No action needs to be taken; the decision has already been made to go with the new plan. Without figures from Herron, the Board will not decide otherwise.
ADJOURNMENT: Shisler moved and Crowley seconded to adjourn at 9:55 p.m. The motion passed unanimously.
December 2006 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, December 19, 2006, 7:30 p.m.
Wooster Library Meeting Room
CALL TO ORDER: Power called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Richard Shisler, Brian Questel, Doug Drushal, Margo Broehl, Kevin Power, Ruth Crowley. Absent: Carroll Meyer
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Jean Spencer, Administrative Assistant; Deb Keener, Genealogy Manager; Sherry Hatter-Miller, Circulation Manager; Darla Sorenson, Circulation Assistant Manager; Linda Davis, Public Services Manager; 1 guest.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Drushal moved, and Questel seconded to approve the November 21st regular board meeting minutes. The motion passed unanimously. Broehl moved, and Drushal seconded to approve the November 30th special board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Shisler moved to approve the November 21st Human Resources and Facilities Committees minutes and the December 13th Finance and Audit Committee minutes. Drushal seconded, and the motion passed unanimously.
DIRECTOR’S REPORT: Narrative, statistical and personnel reports as distributed.
John Haven, Facilities Coordinator, is retiring December 31st. There is a party planned for December 29th at 6 p.m.
Circulation is up 6.5% for Wooster. Many libraries in the State are complaining of flat statistics. Computer sign-ups are now being tracked by software.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed.
Shatzer has put together a “business plan” for West Salem. The consistency in hours open was still a slight concern with the volunteers and Friends group there. With some minor changes, the branch could be open about 30 hours a week. It was suggested that a zip code poll could be done at check-out to see where most of the circulation comes from. Questel feels that the goals are fairly aggressive – is it fair to ask a 20-hour staff person to fill this? Shatzer’s goal with the staff member is more one of continuity rather than filling all these aims. This plan is just a proposal.
Broehl would like to go over this at a Facilities Committee meeting next month and make a recommendation to the Board. She requests that more quantitative goals be specified. Power again reiterated that he feels this project needs to become self-sustaining, so that we can reach out similarly to other areas of the county.
PRESENTATION: Dave Tenney, Technology Coordinator gave a presentation in which he spoke about the department and gave a preview of the new Library website. The technology department at this time has two full-time employees, himself and Jon Craig. The new website is still in progress. There are many new links and a special page just for staff. Certain staff members will be in charge of updating certain areas of the website.
COMMITTEE REPORTS:
Facilities:
A portion of the Facilities Committee report was moved to this point in time. Mayor Lindeman and Bruce Conrad, Doylestown Village solicitor, arrived at this time. Conrad presented for the Library’s review the only copy of the EPA report. He gave a quick review of the EPA’s studies of the Killian Building lot. The Village proposes to sell the unpolluted lot and the lot beside it (opposite the polluted lot) to the Library. A firm will be preparing a report specifically for the Library regarding the sites and the pollution there. Conrad will meet with Ted Bogner regarding moving the sewer line in the alley. The Village hopes to have the current building demolished by the end of January, including hazardous materials remediation (there is some asbestos present). The Village has expended approximately $79k to date. Demolition and backfill is estimated at $47k. And it’s estimated to cost $27k to move the storm sewer. They are suggesting that the cost to the Library would be about $180k, saving nearly $50k from the original offer. He feels that by March, land transfers could be made. He would like to take back to the Village Council what the Library Board thinks and what plans can be presented to the public. Once demolition is done and the storm sewer is moved, the property will be ready for the Library to begin.
Power asked for these details to be given to the Library in writing, as well. The Board seemed enthusiastic about the proposal. Mayor Lindeman asked how soon the Library would begin having their public meetings regarding design of the building, etc. The Board replied that the architect must be in place in order to attend the meetings. The process of looking for an architect can begin as soon as the Library is certain the purchase will go through.
Broehl moved to enter into the bidding process to authorize and qualify an architect to work on the Doylestown project. A contract will not be entered into with an architect until the Library owns the property. Drushal seconded, indicating to the Village that the Library is ready to move forward. The motion passed unanimously.
At 8:30 p.m., Broehl moved to go into executive session to discuss a former public employee. Shisler seconded. Roll call vote passed the motion unanimously.
At 9:00 p.m., Broehl moved to come out of executive session and resume the meeting. Drushal seconded. Roll call vote again passed the motion unanimously.
Finance:
November 2006 Bank Reconciliation: Shisler moved, and Questel seconded to approve the November bank reconciliation. The motion passed unanimously.
November 2006 Balance Sheet and Income Statement:
Total Encumbrances at November 30, 2006:
General Fund $ 465,464.50
Liberty Street Fund $6,155,235.97
Doylestown $ 500.00
Larwill Fund $ 50,000.00
Donation Fund $ 389.59
Building and Repair $ 8,300.00
Morton Memorial $ 10,069.89
Shisler moved to approve the November balance sheet and income statement. Broehl seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at November 30, 2001-2006: Shisler moved to approve this report, and Questel seconded; the motion passed unanimously.
November 2006 Accounts Payable and Payroll: Shisler moved to accept the November accounts payable and payroll. Crowley seconded, and the motion passed unanimously.
Resolution #35 – November 2006 Donations: Shisler moved to accept Resolution #35; Crowley seconded. Roll call passed the motion unanimously.
Resolution #36 – November 2006 Sidewalk Paver Donations: Shisler moved to accept Resolution #36, and Broehl seconded. Roll call vote passed the motion unanimously.
Facilities:
Broehl informed the Board that the new Wooster fire inspector feels that there needs to be sprinklers in the attic of the new building. The architect and the construction manager feel that they are not needed and are appealing the decision. The building meets all State fire safety codes, and the city had already issued the permit on the plan as submitted.
Lubelski updated the Board on a bidding issue regarding the furniture package for the new building. There was a document missing from the lowest bidder’s document, and the second lower bidder sent a letter of complaint to the Library. Martin Frantz was consulted and doesn’t feel that the Library needs to rebid the package. He found a legal precedent that allows the Library to proceed with the lowest bidder.
Operations:
Drushal moved that the Library be open on Sundays “mid-September through Mid-May every year (excluding the last two Sundays in December and Easter Sunday), effective January 7, 2007. Hours would be 1-5 p.m. Staffing levels and scheduling would be determined by WCPL management. Hours worked by all employees would be at their regular rate of pay, subject to legal requirements to pay more for time in excess of forty hours per week. No compensatory time or time off or other adjustments shall be made merely because an employee works on Sunday. Genuine religious objections to working on Sundays shall be accommodated.
Management is instructed to implement this policy with the least possible net cost, but additional costs up to approximately $15-20,000 per year are acceptable in light of other cost savings implemented in recent years. In effect, other recent cost savings will make implementation of this policy cost neutral.”
Questel seconded the motion. Long and Shatzer stated that funds have been saved by staffing changes – more part-time employees hired, retirement of long-time branch managers. Managers and employees feel that it can be done, but it’s an additional stress, especially with the new building project.
The motion passed with a majority. Shisler voted against.
Drushal recommends to the Board and moves supporting a part-time (20 hours a week) position at West Salem. Crowley seconded. Crowley feels that this will show support to the West Salem area and the decision can be re-evaluated at the end of a year. Questel feels that pulling the staff who is there now and not replacing them would be ensuring failure of the branch. Power feels that we need to work with other libraries in the area and complement services. The motion passed unanimously.
UNFINISHED BUSINESS:
Nominating Committee:
Questel moved to present to the Board the following slate of officers (continuing the same as 2006):
Power – President
Meyer – Vice President
Broehl – Secretary
Drushal seconded.
This recommendation will be put to the board in January.
NEW BUSINESS: Drushal moved approval of the drafts of 2007 scheduled Board meetings and Library closings. Broehl seconded. The motion passed unanimously.
COMMENTS FROM THE PUBLIC: There were none.
Shisler at this time brought up the issue of the new health insurance. Apparently, there was a contract with the County regarding health insurance. It appears that the Library may have to pay the County money if we choose to withdraw from the plan; however, the County has not presented the information of how much we would owe for the unfunded part of the plan. If claims have exceeded premiums paid over the total years that we’ve been with the plan, that amount could be required from the Library.
Current Library administration was unaware of this contract until the County faxed a copy to us. Patrick Herron is saying the Library is over nearly $250k just for this year. Long asked for direction – do we continue with the new plan? It’s very near the end of the year, and something needs to be decided as soon as possible. Drushal doesn’t feel that we are likely to be asked to pay a large sum. Neither does Long. She also feels that the new plan is a great plan that will save the Library and employees money. Drushal feels that we should stay with the new plan. No action needs to be taken; the decision has already been made to go with the new plan. Without figures from Herron, the Board will not decide otherwise.
ADJOURNMENT: Shisler moved and Crowley seconded to adjourn at 9:55 p.m. The motion passed unanimously.