December 2007 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, December 18, 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: Brian Questel, Carroll Meyer, Kevin Power, Ruth Crowley, Doug Drushal. Absent: Richard Shisler, Margo Broehl
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human
Resources Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Jon Craig, Facilities Coordinator; Linda Davis, Adult Services Manager; Sherry Hatter-Miller, Circulation Services Manager; Leslie Davenport,
Bookmobile Manager; Linda Gowins, Assistant Circulation Services Manager; Dan Meehan, Meehan Architects; Ted Bogner and Barry Cochran, BCMC; 4 guests
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Drushal moved, and Meyer seconded to approve the November 20th minutes from the regular Board meeting. The motion then passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Questel moved, and Meyer seconded to approve the November 20th Operations Committee minutes, the November 16th, December 5th and December 11th Human Resources Committee minutes and the December 13th Finance Committee minutes. Drushal moved to amend the December 11th Human Resources minutes to remove the sentence on line 37 and 38. Questel seconded approval with the amendment, and the motion passed unanimously.
The agenda was modified to allow the Facilities Committee report at this time. Questel, as the only member of the Committee present, turned the floor over to Bogner and Meehan. Bogner informed the Board that bids had been opened that day for the Larwill renovation project, and that his team was very happy with the results of the bidding. There were eight bids submitted, all very competitive. He distributed the first draft cost report on the Larwill project. Power pointed out that this renovation is part of the construction/renovation projects for which the bond issue was passed.
The recommended base bid came in at $768,991. Bogner recommends selection of two bid alternates: change of exterior appearance on the Market Street side of the building, and upgrading to digital HVAC controls in the whole building. These two alternates would bring the bid total to $858,492. He also recommends Imhoff Construction of Orrville be awarded the general trades bid package for the previously mentioned total.
Power asked if the addition of the extra garage would be a wise use of funds if there was still the possibility of the bookmobiles moving to a different location. Library administration assured him that other Library vehicles would be parked there if the space was available.
The Board decided to reject the alternate for the change in exterior of the Market Street side of the building. This would bring the total bid to $841,336.
Questel moved to approve #53-2007, which would transfer funds from the regular Building Fund to the Larwill Fund. Crowley seconded, amending the total to $280,894 to reflect the reduction of funds needed. Questel moved to accept the amendment, and Meyer seconded. The motion to amend the resolution passed unanimously. Roll call vote passed the resolution unanimously as amended.
The contingency figure will also be reduced slightly to reflect the reduction in the total bid package. Bogner feels the Library benefited from the slow construction market. He presented a milestone schedule for the project.
Drushal moved to accept the base bid with one alternate (M2 – HVAC controls) at a total of $841,336, and Questel seconded. Roll call passed the motion unanimously.
Bogner will issue notice to Imhoff tomorrow.
Drushal asked for a review of the floor plans, and Meehan quickly reviewed them with the Board members.
A copy of the milestone schedule was included in the bid packets, so the contractors were aware of it. The date for substantial completion of the project is June 27, 2008, with a projected move-in date of July 7-18. Meyer asked administration to let their staff know the time schedule as soon as possible.
Bogner then gave an update on the Doylestown project. He has put together a project environmental strategy. The Doylestown branch library will be a fully LEED-certified building, the first in the State of Ohio. The project environmental strategy includes a matrix of environment/sustainable items that the Library hopes to attain on the project. The Library will directly contract with an agency to do the actual certification. Out of 69 attainable points, Bogner and Meehan projected 30 certain points, 25 uncertain and 14 definitely not attainable. From the outset of the project, a large amount of record-keeping must be done to support the certification.
Drushal asked if there could be a special meeting to go over all the details on the list. Meehan would like to schedule a public input meeting in Doylestown in January. He would like to go over the list with the staff and the Board prior to that meeting.
Library administration will contact the certifying agency and receive a proposal from them.
Drushal asked what would be done with the $120k left in the Liberty Fund. Long stated that those funds can be moved to the Doylestown project.
DIRECTOR’S REPORT: Narrative and Statistical reports as distributed. Lubelski had spoken with Cliff Cotterman at the Wayne County Historical Society regarding records storage in the basement of the Larwill building. After speaking with Bogner and Meehan, they reached the conclusion that this is not a possibility. It would change the use of the building and the building code for renovation, which would in turn raise the renovation costs. He then introduced Jon Craig, the new Facilities Coordinator.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed at the meeting. Shatzer reported that the Technology Department has been working on the Library website as well as installing A/V systems in the several of the branches.
HUMAN RESOURCES COORDINATOR: Narrative and Personnel reports as distributed. Kizzen reported that a second part-time facilities worker has been hired and will begin at the first of the year.
COMMITTEE REPORTS:
Finance and Audit:
November 2007 Bank Reconciliation: Meyer moved to approve the November bank reconciliation, and Drushal seconded. The motion passed unanimously.
November 2007 Balance Sheet and Income Statement:
Total encumbrances at November 30, 2007 were:
General Fund
Liberty Street Fund
Doylestown Fund
Larwill Fund
Technology Fund
Donation Fund
Kathleen Morton Fund
Esther Long Fund
|
$467,833.17
$87,330.33
$5,687.40
$16,454.73
$13,325.74
$30.00
$36,670.09
$26,878.00 |
TOTAL: $654,209.46
Meyer moved to approve the November balance sheet and income statement. Drushal seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at November 30, 2001-2007: Meyer moved to accept this report, and Drushal seconded. The motion passed unanimously.
November 2007 Payroll and Accounts Payable: Meyer moved to accept November payroll and accounts payable. Crowley seconded, and the motion passed unanimously.
Resolution #52-2007 – November 2007 Donations: Meyer moved to approve Resolution #52-2007; Drushal seconded. The motion then passed unanimously.
Draft Budget Policy with Report Samples: Meyer moved to approve this policy as set forth in the draft and to make it effective as of January 1, 2008. Questel seconded, and Long spoke to the motion. This policy sets the level at which the Board will approve the budget and any transfers, according to auditors’ recommendations. The Board will actually have more oversight, as it will approve transfers from one account type to another rather than just from one fund to another. The motion passed unanimously, with the word “can” being changed to “may”.
Meyer moved to table discussion of the budget until the January meeting. Questel seconded, and the motion passed unanimously.
Human Resources:
Meyer moved to table any discussions of wage increases or other salary/benefit changes until the January meeting, since the proposed budget is still in progress. Questel seconded the motion, which then passed with all in favor.
Operations:
Questel confirmed that author Jim Loewen will give a workshop at the Library on May 14, 2008. Mr. Loewen will also appear at the Performing Arts Center at Wooster High School that afternoon.
Nominating Committee:
Questel reported that the Committee recommends the following slate of officers for 2008: Richard Shisler, President; Doug Drushal, Vice-President; and Ruth Crowley, Secretary.
UNFINISHED BUSINESS: Power asked if the administrative staff was still talking with other County agencies in searching for a grant officer. Lubelski answered yes.
Power asked Gregory Gehris if he had stopped in at the Library administrative offices to study the information he’d requested at the last Human Resources Committee meeting. Mr. Gehris stated that he had not, but had hoped that the information would be brought to the meeting tonight. Power again extended the invitation for Mr. Gehris to stop by the administrative offices to view the requested information.
NEW BUSINESS:
2008 Scheduled Library Holiday Closings
2008 Scheduled Library Board Meetings
The Board had no changes or comments to the proposed closings and meetings schedules.
COMMENTS FROM THE PUBLIC: Gregory Gehris of Wooster asked the following questions: Who is currently writing grants for the library? Whose decision is it to cut the contribution to insurance? Specific donations have been given to the library – what has happened to these funds – have they been encumbered or given to other departments for which they were not intended? Are bonuses being given to administrative employees? He feels Library employees are afraid to ask these kind of questions themselves. He also asked for an update on the Paula Butcher lawsuit.
Power answered that several Library employees as well as Board members have participated in writing grants in the past. Lubelski added that there are not grants available for operating expenses, so it’s usually used for special programs. The Board makes the decisions regarding insurance contributions, since the Library is not part of the County’s health care plan. Power stated that not all donations given to the Library are specified for certain departments. He also emphatically stated that no one at the library receives bonuses.
Drushal stated that he was not aware the Facilities Coordinator had resigned, and he feels that the Board needs to be kept up to date with these items. He asked about Jon Craig being an interim coordinator, and Kizzen updated the Board that he is now the permanent Facilities Coordinator.
ADJOURNMENT: Meyer moved to adjourn at 9 p.m., and Crowley seconded. The motion passed unanimously.
December 2007 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, December 18, 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: Brian Questel, Carroll Meyer, Kevin Power, Ruth Crowley, Doug Drushal. Absent: Richard Shisler, Margo Broehl
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Judi Kizzen, Human
Resources Coordinator; Sara Hawk, Deputy Clerk-Treasurer; Jon Craig, Facilities Coordinator; Linda Davis, Adult Services Manager; Sherry Hatter-Miller, Circulation Services Manager; Leslie Davenport,
Bookmobile Manager; Linda Gowins, Assistant Circulation Services Manager; Dan Meehan, Meehan Architects; Ted Bogner and Barry Cochran, BCMC; 4 guests
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Drushal moved, and Meyer seconded to approve the November 20th minutes from the regular Board meeting. The motion then passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Questel moved, and Meyer seconded to approve the November 20th Operations Committee minutes, the November 16th, December 5th and December 11th Human Resources Committee minutes and the December 13th Finance Committee minutes. Drushal moved to amend the December 11th Human Resources minutes to remove the sentence on line 37 and 38. Questel seconded approval with the amendment, and the motion passed unanimously.
The agenda was modified to allow the Facilities Committee report at this time. Questel, as the only member of the Committee present, turned the floor over to Bogner and Meehan. Bogner informed the Board that bids had been opened that day for the Larwill renovation project, and that his team was very happy with the results of the bidding. There were eight bids submitted, all very competitive. He distributed the first draft cost report on the Larwill project. Power pointed out that this renovation is part of the construction/renovation projects for which the bond issue was passed.
The recommended base bid came in at $768,991. Bogner recommends selection of two bid alternates: change of exterior appearance on the Market Street side of the building, and upgrading to digital HVAC controls in the whole building. These two alternates would bring the bid total to $858,492. He also recommends Imhoff Construction of Orrville be awarded the general trades bid package for the previously mentioned total.
Power asked if the addition of the extra garage would be a wise use of funds if there was still the possibility of the bookmobiles moving to a different location. Library administration assured him that other Library vehicles would be parked there if the space was available.
The Board decided to reject the alternate for the change in exterior of the Market Street side of the building. This would bring the total bid to $841,336.
Questel moved to approve #53-2007, which would transfer funds from the regular Building Fund to the Larwill Fund. Crowley seconded, amending the total to $280,894 to reflect the reduction of funds needed. Questel moved to accept the amendment, and Meyer seconded. The motion to amend the resolution passed unanimously. Roll call vote passed the resolution unanimously as amended.
The contingency figure will also be reduced slightly to reflect the reduction in the total bid package. Bogner feels the Library benefited from the slow construction market. He presented a milestone schedule for the project.
Drushal moved to accept the base bid with one alternate (M2 – HVAC controls) at a total of $841,336, and Questel seconded. Roll call passed the motion unanimously.
Bogner will issue notice to Imhoff tomorrow.
Drushal asked for a review of the floor plans, and Meehan quickly reviewed them with the Board members.
A copy of the milestone schedule was included in the bid packets, so the contractors were aware of it. The date for substantial completion of the project is June 27, 2008, with a projected move-in date of July 7-18. Meyer asked administration to let their staff know the time schedule as soon as possible.
Bogner then gave an update on the Doylestown project. He has put together a project environmental strategy. The Doylestown branch library will be a fully LEED-certified building, the first in the State of Ohio. The project environmental strategy includes a matrix of environment/sustainable items that the Library hopes to attain on the project. The Library will directly contract with an agency to do the actual certification. Out of 69 attainable points, Bogner and Meehan projected 30 certain points, 25 uncertain and 14 definitely not attainable. From the outset of the project, a large amount of record-keeping must be done to support the certification.
Drushal asked if there could be a special meeting to go over all the details on the list. Meehan would like to schedule a public input meeting in Doylestown in January. He would like to go over the list with the staff and the Board prior to that meeting.
Library administration will contact the certifying agency and receive a proposal from them.
Drushal asked what would be done with the $120k left in the Liberty Fund. Long stated that those funds can be moved to the Doylestown project.
DIRECTOR’S REPORT: Narrative and Statistical reports as distributed. Lubelski had spoken with Cliff Cotterman at the Wayne County Historical Society regarding records storage in the basement of the Larwill building. After speaking with Bogner and Meehan, they reached the conclusion that this is not a possibility. It would change the use of the building and the building code for renovation, which would in turn raise the renovation costs. He then introduced Jon Craig, the new Facilities Coordinator.
ASSISTANT DIRECTOR’S REPORT: Narrative report as distributed at the meeting. Shatzer reported that the Technology Department has been working on the Library website as well as installing A/V systems in the several of the branches.
HUMAN RESOURCES COORDINATOR: Narrative and Personnel reports as distributed. Kizzen reported that a second part-time facilities worker has been hired and will begin at the first of the year.
COMMITTEE REPORTS:
Finance and Audit:
November 2007 Bank Reconciliation: Meyer moved to approve the November bank reconciliation, and Drushal seconded. The motion passed unanimously.
November 2007 Balance Sheet and Income Statement:
Total encumbrances at November 30, 2007 were:
General Fund
Liberty Street Fund
Doylestown Fund
Larwill Fund
Technology Fund
Donation Fund
Kathleen Morton Fund
Esther Long Fund
|
$467,833.17
$87,330.33
$5,687.40
$16,454.73
$13,325.74
$30.00
$36,670.09
$26,878.00 |
TOTAL: $654,209.46
Meyer moved to approve the November balance sheet and income statement. Drushal seconded, and the motion passed unanimously.
Actual Revenue and Expenditures at November 30, 2001-2007: Meyer moved to accept this report, and Drushal seconded. The motion passed unanimously.
November 2007 Payroll and Accounts Payable: Meyer moved to accept November payroll and accounts payable. Crowley seconded, and the motion passed unanimously.
Resolution #52-2007 – November 2007 Donations: Meyer moved to approve Resolution #52-2007; Drushal seconded. The motion then passed unanimously.
Draft Budget Policy with Report Samples: Meyer moved to approve this policy as set forth in the draft and to make it effective as of January 1, 2008. Questel seconded, and Long spoke to the motion. This policy sets the level at which the Board will approve the budget and any transfers, according to auditors’ recommendations. The Board will actually have more oversight, as it will approve transfers from one account type to another rather than just from one fund to another. The motion passed unanimously, with the word “can” being changed to “may”.
Meyer moved to table discussion of the budget until the January meeting. Questel seconded, and the motion passed unanimously.
Human Resources:
Meyer moved to table any discussions of wage increases or other salary/benefit changes until the January meeting, since the proposed budget is still in progress. Questel seconded the motion, which then passed with all in favor.
Operations:
Questel confirmed that author Jim Loewen will give a workshop at the Library on May 14, 2008. Mr. Loewen will also appear at the Performing Arts Center at Wooster High School that afternoon.
Nominating Committee:
Questel reported that the Committee recommends the following slate of officers for 2008: Richard Shisler, President; Doug Drushal, Vice-President; and Ruth Crowley, Secretary.
UNFINISHED BUSINESS: Power asked if the administrative staff was still talking with other County agencies in searching for a grant officer. Lubelski answered yes.
Power asked Gregory Gehris if he had stopped in at the Library administrative offices to study the information he’d requested at the last Human Resources Committee meeting. Mr. Gehris stated that he had not, but had hoped that the information would be brought to the meeting tonight. Power again extended the invitation for Mr. Gehris to stop by the administrative offices to view the requested information.
NEW BUSINESS:
2008 Scheduled Library Holiday Closings
2008 Scheduled Library Board Meetings
The Board had no changes or comments to the proposed closings and meetings schedules.
COMMENTS FROM THE PUBLIC: Gregory Gehris of Wooster asked the following questions: Who is currently writing grants for the library? Whose decision is it to cut the contribution to insurance? Specific donations have been given to the library – what has happened to these funds – have they been encumbered or given to other departments for which they were not intended? Are bonuses being given to administrative employees? He feels Library employees are afraid to ask these kind of questions themselves. He also asked for an update on the Paula Butcher lawsuit.
Power answered that several Library employees as well as Board members have participated in writing grants in the past. Lubelski added that there are not grants available for operating expenses, so it’s usually used for special programs. The Board makes the decisions regarding insurance contributions, since the Library is not part of the County’s health care plan. Power stated that not all donations given to the Library are specified for certain departments. He also emphatically stated that no one at the library receives bonuses.
Drushal stated that he was not aware the Facilities Coordinator had resigned, and he feels that the Board needs to be kept up to date with these items. He asked about Jon Craig being an interim coordinator, and Kizzen updated the Board that he is now the permanent Facilities Coordinator.
ADJOURNMENT: Meyer moved to adjourn at 9 p.m., and Crowley seconded. The motion passed unanimously.
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