July 2007 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, July 17, 2007, 7:30 p.m.
Creston Branch Library Meeting Room
CALL TO ORDER: Power called the meeting to order at 7:32 p.m.
ROLL CALL: Present: Margo Broehl, Ruth Crowley, Carroll Meyer, Kevin Power, Brian Questel, Richard Shisler. Absent: Doug Drushal
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Steve Wolfe, Facilities Coordinator; Judi Kizzen, Human Resources Coordinator; Linda Davis, Public Services Manager; Rita Lowe, Branch Coordinator; Sherry Hatter-Miller, Circulation Manager; Kathy Homan, Creston Branch Manager; 3 guests.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Meyer moved, and Broehl seconded to approve the June 19th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Meyer moved, and Shisler seconded to approve the June 13th Finance and Audit Committee minutes. The motion passed unanimously. Shisler moved to approve the July 11th combined Facilities and Finance Committees minutes. Broehl seconded the motion, which then passed unanimously.
DIRECTOR’S REPORT: Narrative, Statistical, and Personnel Reports as distributed.
The Human Resources coordinator has included a report for the first time this month.
Statistics are a little hazy this month, but there will be a more solid picture next month. Hatter-Miller stated that a record number of new library cards have been issued since the new building opened, and that within the last two days they had nearly 1000 reserves.
There are many first-time users now coming to the Library.
Groups that have not met at the Library facility before are meeting there to have tours afterward.
ASSISTANT DIRECTOR’S REPORT: To be handed out at the meeting.
Shatzer had no written report to distribute. They have started going through the old Library building to sort out items and get things ready to “ship out”. Friday the 20th is the Harry Potter party; the books have arrived! Fall programming is underway – Neil Zurcher will come to the main library and one branch, sponsored by a couple of the Friends groups. Crowley stated that she has heard nothing but positive comments about the new facility.
Meyer asked about a Volunteer Coordinator report and a separate HR report being incorporated into the agenda and the meeting.
COMMITTEE REPORTS:
Finance and Audit:
June 2007 Bank Reconciliation,
June 2007 Balance Sheet and Income Statement:
Total encumbrances at June 30, 2007:
General Fund
Building and Repair Fund
Liberty Street
Doylestown
Larwill Fund
Technology
Donation Fund
Bradford Memorial
Morton Fund
Esther Long
|
$850,263.66
$48,000.00
$606,569.10
$235,273.40
$50,000.00
$141,245.56
$19.60
$16.99
$4,077.81
$26,878.00 |
TOTAL $ 1,962,344.12
Actual Revenue and Expenditures at June 30, 2001 – 2007:
Shisler moved to accept the above reports; Broehl seconded, and the motion passed unanimously.
June 2007 Accounts Payable and Payroll: Shisler moved to approve the June payroll and accounts payable. Meyer seconded, and the motion passed unanimously.
Resolution #34-2007 – June 2007 Donations: Shisler moved to accept Resolution #34-2007; Crowley seconded. The motion passed unanimously.
Memo of surplus items to be disposed of: These items will either be sold on E-bay or donated. Other surplus items will be auctioned at the beginning of September. One of our technology staff members, who has experience with E-bay, selected items he felt would sell well. Some items like microfilm readers may be donated to historical societies. There is also a list of cell phones that would be donated to Every Woman’s House.
Meyer moved to approve the lists of surplus equipment to be sold or donated, and Broehl seconded. The motion passed unanimously. Long added that the money from the sale of these items will go to the Technology Fund.
2008 Budget Hearing Schedule – Thursday, August 9, 2007 at 9:30 a.m.
2008 Proposed Budget: Broehl moved approval of the proposed budget for 2008, and Shisler seconded. The motion passed unanimously.
Facilities:
Report on Liberty Street – ahead of time, under budget! Bogner had supplied the final cost documentation for the project. Total savings amount on the project is $456,659; approximately $323k of that is outstanding pledges. Broehl thanked Long and the CT staff for their work on the financial side of the project.
Broehl moved that $600k of the funds held at the Wayne County Community Foundation be designated as an operations endowment fund. Meyer seconded. Details will need to be discussed later as to whether only interest will be used, etc. Roll call vote passed the motion unanimously.
Larwill building – the next meeting regarding this project will be in August. The project will include asbestos removal as well as some plumbing replacement. Broehl proposed that excess funds from Liberty (not including the endowment) be put into the Larwill project. Questel seconded. The dollar amount will be determined after all contractors are paid in full. Roll call passed the motion unanimously.
Broehl stated that the Library could begin its storage facility use by storing items for churches, townships, etc., even though the county isn’t ready to do a records storage project.
Creston – there is no update at this time.
Doylestown – the Library received 10 architect packets for this project. After reviewing a questionnaire drafted by the Library’s construction manager, the Facilities Committee recommends:
1) Meehan
2) Van Dyke
3) Braun & Steidl
Items taken into consideration included: experience with building branch libraries, experience with WCPL, projects on time and under budget, building design for energy efficiency.
Broehl moved, and Shisler seconded to approve the above ranking. BCMC will negotiate with the first-ranked architect. Public meetings and public input will take place in the planning stages. Negotiations should be complete by the August meeting to be held in Doylestown, so the architect could be present at that meeting. The motion passed unanimously.
Human Resources:
Judi Kizzen reviewed her report at this time. She is currently working on the policy manual. She hopes to have the first draft done by next Friday. She would like the Committee to review it as well as an attorney. The manual will be condensed to an employee handbook, to hopefully be handed out at staff development day in October.
The library newsletter will be back up and running soon.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Long presented another liquor license request – this one for El Rancho Grande. Meyer moved to not object; Broehl seconded. The motion passed unanimously.
Doylestown contract – Broehl moved to authorize the Board President to sign the addendum to the Doylestown contract, which includes an estimate of costs. Crowley seconded. All reimbursable costs from the Village total $202k. The motion passed unanimously.
Questel mentioned the fact that there are historic beams and rafters in a building in Pee Wee Hollow that he would like to incorporate into the Larwill building somehow. These timbers are from the Larwill cabin, one of the first buildings in Wayne County. He would like Bogner and Meehan to look at the idea. He is willing to table this until such time.
Also, he has spoken to Library staff about a speakers’ program. He would like to be involved in this program.
Broehl added that with the Foundation’s beginning in September, it would be a great way to raise money for this type of programming. The public services staff would be the ones responsible for planning this type of program.
Power asked about scheduling a Board retreat. Then he asked what each board members favorite thing was about the opening of the Liberty Street building.
COMMENTS FROM THE PUBLIC: Mitch Slater – Wayne County Sustainable Energy – asked for clarification on the choosing of the Doylestown architect. Bogner will only be negotiating for the dollar amount, not the green energy specs for the building. He then asked what specifications have been set for green energy for the building. Questel stated that we will look at as many green aspects as we can, but it will be tempered by what funds we have available. Broehl stated that we do have a very finite amount of dollars available for this project. Meyer again reiterated that Dan Meehan is very approachable and will listen to the public about issues. Meyer suggested that there be a meeting between green energy groups and the architect, since the Board is not able to do everything. What resources can the groups offer to help the Board achieve the best green building possible? Power stated that the Board and the community of Doylestown will drive the project, but the “green” groups are welcome to participate in public input. Lubelski feels that the groups may have something to offer that Meehan may not know about, and he feels Meehan is willing to listen and pay attention.
The Board agrees that the group is coming in at a good time on this project.
Slater asked if the Board had set an efficiency standard before accepting the architects’ packets. Meyer clarified that we are aspiring to a LEEDS certified building. Slater stated that he did not feel Meehan was responsive at a public meeting where his group presented options for the Liberty Street building. Meyer again reiterated that he expects the group to help us find out how to build a green building and to help us raise money to do so. Shisler stated again that we are working with a very limited amount of money for this project. Initial building costs can be very high.
ADJOURNMENT: Shisler moved, and Crowley seconded to adjourn the meeting at 9 p.m.
July 2007 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, July 17, 2007, 7:30 p.m.
Creston Branch Library Meeting Room
CALL TO ORDER: Power called the meeting to order at 7:32 p.m.
ROLL CALL: Present: Margo Broehl, Ruth Crowley, Carroll Meyer, Kevin Power, Brian Questel, Richard Shisler. Absent: Doug Drushal
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Steve Wolfe, Facilities Coordinator; Judi Kizzen, Human Resources Coordinator; Linda Davis, Public Services Manager; Rita Lowe, Branch Coordinator; Sherry Hatter-Miller, Circulation Manager; Kathy Homan, Creston Branch Manager; 3 guests.
COMMENTS FROM THE PUBLIC: There were none.
APPROVAL OF MINUTES: Meyer moved, and Broehl seconded to approve the June 19th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Meyer moved, and Shisler seconded to approve the June 13th Finance and Audit Committee minutes. The motion passed unanimously. Shisler moved to approve the July 11th combined Facilities and Finance Committees minutes. Broehl seconded the motion, which then passed unanimously.
DIRECTOR’S REPORT: Narrative, Statistical, and Personnel Reports as distributed.
The Human Resources coordinator has included a report for the first time this month.
Statistics are a little hazy this month, but there will be a more solid picture next month. Hatter-Miller stated that a record number of new library cards have been issued since the new building opened, and that within the last two days they had nearly 1000 reserves.
There are many first-time users now coming to the Library.
Groups that have not met at the Library facility before are meeting there to have tours afterward.
ASSISTANT DIRECTOR’S REPORT: To be handed out at the meeting.
Shatzer had no written report to distribute. They have started going through the old Library building to sort out items and get things ready to “ship out”. Friday the 20th is the Harry Potter party; the books have arrived! Fall programming is underway – Neil Zurcher will come to the main library and one branch, sponsored by a couple of the Friends groups. Crowley stated that she has heard nothing but positive comments about the new facility.
Meyer asked about a Volunteer Coordinator report and a separate HR report being incorporated into the agenda and the meeting.
COMMITTEE REPORTS:
Finance and Audit:
June 2007 Bank Reconciliation,
June 2007 Balance Sheet and Income Statement:
Total encumbrances at June 30, 2007:
General Fund
Building and Repair Fund
Liberty Street
Doylestown
Larwill Fund
Technology
Donation Fund
Bradford Memorial
Morton Fund
Esther Long
|
$850,263.66
$48,000.00
$606,569.10
$235,273.40
$50,000.00
$141,245.56
$19.60
$16.99
$4,077.81
$26,878.00 |
TOTAL $ 1,962,344.12
Actual Revenue and Expenditures at June 30, 2001 – 2007:
Shisler moved to accept the above reports; Broehl seconded, and the motion passed unanimously.
June 2007 Accounts Payable and Payroll: Shisler moved to approve the June payroll and accounts payable. Meyer seconded, and the motion passed unanimously.
Resolution #34-2007 – June 2007 Donations: Shisler moved to accept Resolution #34-2007; Crowley seconded. The motion passed unanimously.
Memo of surplus items to be disposed of: These items will either be sold on E-bay or donated. Other surplus items will be auctioned at the beginning of September. One of our technology staff members, who has experience with E-bay, selected items he felt would sell well. Some items like microfilm readers may be donated to historical societies. There is also a list of cell phones that would be donated to Every Woman’s House.
Meyer moved to approve the lists of surplus equipment to be sold or donated, and Broehl seconded. The motion passed unanimously. Long added that the money from the sale of these items will go to the Technology Fund.
2008 Budget Hearing Schedule – Thursday, August 9, 2007 at 9:30 a.m.
2008 Proposed Budget: Broehl moved approval of the proposed budget for 2008, and Shisler seconded. The motion passed unanimously.
Facilities:
Report on Liberty Street – ahead of time, under budget! Bogner had supplied the final cost documentation for the project. Total savings amount on the project is $456,659; approximately $323k of that is outstanding pledges. Broehl thanked Long and the CT staff for their work on the financial side of the project.
Broehl moved that $600k of the funds held at the Wayne County Community Foundation be designated as an operations endowment fund. Meyer seconded. Details will need to be discussed later as to whether only interest will be used, etc. Roll call vote passed the motion unanimously.
Larwill building – the next meeting regarding this project will be in August. The project will include asbestos removal as well as some plumbing replacement. Broehl proposed that excess funds from Liberty (not including the endowment) be put into the Larwill project. Questel seconded. The dollar amount will be determined after all contractors are paid in full. Roll call passed the motion unanimously.
Broehl stated that the Library could begin its storage facility use by storing items for churches, townships, etc., even though the county isn’t ready to do a records storage project.
Creston – there is no update at this time.
Doylestown – the Library received 10 architect packets for this project. After reviewing a questionnaire drafted by the Library’s construction manager, the Facilities Committee recommends:
1) Meehan
2) Van Dyke
3) Braun & Steidl
Items taken into consideration included: experience with building branch libraries, experience with WCPL, projects on time and under budget, building design for energy efficiency.
Broehl moved, and Shisler seconded to approve the above ranking. BCMC will negotiate with the first-ranked architect. Public meetings and public input will take place in the planning stages. Negotiations should be complete by the August meeting to be held in Doylestown, so the architect could be present at that meeting. The motion passed unanimously.
Human Resources:
Judi Kizzen reviewed her report at this time. She is currently working on the policy manual. She hopes to have the first draft done by next Friday. She would like the Committee to review it as well as an attorney. The manual will be condensed to an employee handbook, to hopefully be handed out at staff development day in October.
The library newsletter will be back up and running soon.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: Long presented another liquor license request – this one for El Rancho Grande. Meyer moved to not object; Broehl seconded. The motion passed unanimously.
Doylestown contract – Broehl moved to authorize the Board President to sign the addendum to the Doylestown contract, which includes an estimate of costs. Crowley seconded. All reimbursable costs from the Village total $202k. The motion passed unanimously.
Questel mentioned the fact that there are historic beams and rafters in a building in Pee Wee Hollow that he would like to incorporate into the Larwill building somehow. These timbers are from the Larwill cabin, one of the first buildings in Wayne County. He would like Bogner and Meehan to look at the idea. He is willing to table this until such time.
Also, he has spoken to Library staff about a speakers’ program. He would like to be involved in this program.
Broehl added that with the Foundation’s beginning in September, it would be a great way to raise money for this type of programming. The public services staff would be the ones responsible for planning this type of program.
Power asked about scheduling a Board retreat. Then he asked what each board members favorite thing was about the opening of the Liberty Street building.
COMMENTS FROM THE PUBLIC: Mitch Slater – Wayne County Sustainable Energy – asked for clarification on the choosing of the Doylestown architect. Bogner will only be negotiating for the dollar amount, not the green energy specs for the building. He then asked what specifications have been set for green energy for the building. Questel stated that we will look at as many green aspects as we can, but it will be tempered by what funds we have available. Broehl stated that we do have a very finite amount of dollars available for this project. Meyer again reiterated that Dan Meehan is very approachable and will listen to the public about issues. Meyer suggested that there be a meeting between green energy groups and the architect, since the Board is not able to do everything. What resources can the groups offer to help the Board achieve the best green building possible? Power stated that the Board and the community of Doylestown will drive the project, but the “green” groups are welcome to participate in public input. Lubelski feels that the groups may have something to offer that Meehan may not know about, and he feels Meehan is willing to listen and pay attention.
The Board agrees that the group is coming in at a good time on this project.
Slater asked if the Board had set an efficiency standard before accepting the architects’ packets. Meyer clarified that we are aspiring to a LEEDS certified building. Slater stated that he did not feel Meehan was responsive at a public meeting where his group presented options for the Liberty Street building. Meyer again reiterated that he expects the group to help us find out how to build a green building and to help us raise money to do so. Shisler stated again that we are working with a very limited amount of money for this project. Initial building costs can be very high.
ADJOURNMENT: Shisler moved, and Crowley seconded to adjourn the meeting at 9 p.m.
|