October 2006 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, October 17, 2006, 7:30 p.m.
West Salem Reading Room
CALL TO ORDER: Power called the meeting to order at 7:24 p.m.
ROLL CALL: Present: Ruth Crowley, Margo Broehl, Richard Shisler, Doug Drushal, Kevin Power, Carroll Meyer. Absent: Brian Questel.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-
Treasurer; Linda Davis, Public Services Manager; Deb Keener, Genealogy Manager; Rita Lowe, Branch Coordinator; Leslie Davenport, Bookmobile Manager; John Haven, Facilities Coordinator; Sherry Hatter- Miller, Circulation Manager; Mary Ann Chupp, Volunteer Coordinator; Dan Meehan, Meehan Architects;10 guests.
COMMENTS FROM THE PUBLIC: Sylvia Upp, member of the West Salem Friends of the Library, thanked the board for the branch. Power thanked her for the volunteer enthusiasm.
PRESENTATION: A five-page document regarding the West Salem Library was included in the packet, and Mary Ann Chupp distributed a report of volunteer hours at West Salem through September 2006. There are currently 15 volunteers at the branch, down from when the branch first opened. Maggie Johnson, one of the volunteers and a member of the West Salem Friends group, stated that the support from the Board and main Library is appreciated; however, there is concern about the branch staying open after the 2 years. She also expressed concern about computer access to databases and information – more phone calls are coming in requesting information. Space availability is also an issue – she has been doing one on one instruction on computers, but there really isn’t a good place to have a “class”. As far as materials, they receive everything they request; however, she feels they need newer material. The large print materials are very popular. She also expressed a feeling that they need a Library sign outdoors. Chupp then introduced the volunteers who were present.
Juanita Adamson also thanked the board for the branch. She stated that patrons are requesting more hours, and that she would like to see an increase in programs and materials selections. She concurred with the previous opinion on the need for an outdoor sign. She stated that she would like to see a paid position at the branch, and she feels that having the library here makes it a better community.
Lubelski told the Board that the West Salem Library was featured briefly on WKSU radio last month.
Power asked if any of the volunteers had the opportunity to visit the Fredericksburg volunteer library. None had.
The West Salem Friends of the Library group is very new. Linda Castella, President of the Friends group, stated that they have had two book sales already, raising about $400. Their next book sale is planned for November 9th. Drushal asked if the branch was attracting people who wouldn’t otherwise have gone to a library. Chupp and Shatzer believe so. Their programs have had very high attendance. There is a need for more volunteers, so that more evening hours would be available to patrons.
Power asked for specific suggestions on raising public awareness of the library’s presence here. Most everyone agreed that an outdoor sign would be a big help. Shisler asked if they felt that the Library was helping the children of the area, as that was one of the main reasons a Library was requested. The volunteers felt that it was, and that senior citizens were benefiting also. Drushal stated that the Board really would like to see this branch work. The Friends group would like to set a goal of fund raising – achieving enough funds to fill a specific need of the branch.
Mayor Toth welcomed the Board to West Salem and offered a tour of the facility after the meeting to anyone who was interested. He thanked Power and Lubelski for the work of getting the branch established.
APPROVAL OF MINUTES: Drushal moved, and Meyer seconded to approve the September 19th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Drushal moved to accept the October 10th Finance and Audit Committee minutes. Broehl seconded, and the motion passed unanimously.
PRESENTATION BY ARCHITECT AND CONSTRUCTION MANAGER: Dan Meehan, architect, brought an update to the Board. The concrete flooring is being poured on the second level; the roof trusses were delivered today. The goal is to get the building closed in before the weather turns bad. Advertising for the Phase II Interiors Package, which encompasses carpet, cabinetry, furniture and shelving, will begin this week and continue for four weeks. The drawings and specifications are ready. The color palette committee worked to narrow the choices down to one color grouping; they chose the carpet first, then all other colors were chosen to blend with that. Meetings were conducted with various staff regarding work stations, public stations, drawer and shelving configurations. His firm is putting together a book with all the finishes and colors displayed in it. The Library will be given a duplicate, so that, in the years down the road, if furniture or anything needs replaced, all the information will be readily available. Burgundy and gold are the base colors for the palette in the adult department, and a fun carpet was chosen for the children’s area. All carpets are high-wear and durable. A pre-bid meeting will be held on November 8th. Bids are due to be opened November 16th. Things are running on schedule, maybe even a little early, in the bid process for this phase, because he wants to give carpentry shops enough time to make quality furniture, etc. It’s not unusual to have a wide range in pricing on the cabinetry.
Lubelski has spoken with Bogner, who would like to have a special board meeting soon to address some time sensitive issues.
Meehan expressed hope that some local cabinetry shops will bid on the project; however, there are bonding and prevailing wage requirements that must be met. Power asked if Meehan could present the palette at their special board meeting to come, and Meehan agreed to do so.
DIRECTOR’S REPORT: Narrative, Personnel and Statistical reports as distributed.
Lubelski distributed copies of the results of departmental priority-setting meetings. The West Salem volunteers even had a meeting! Each department’s concerns were different. The most common was the need for updated policies and procedures, which involves training/orientation and communications.
ASSISTANT DIRECTOR’S REPORT: Her report consists of the report on the West Salem branch.
She read a thank you note to the circulation department from a mother for being able to come in after hours to search for her daughter’s pink elephant. The elephant was later found behind their couch at home!
She feels that the priority setting meetings were very productive.
COMMITTEE REPORTS:
Finance and Audit:
September 2006 Bank Reconciliation: Shisler moved to accept the bank reconciliation, and Drushal seconded. The motion passed unanimously.
September 2006 Balance Sheet and Income Statement:
Total encumbrances at September 30, 2006:
General Fund $ 658,795.76
Liberty Street Fund $7,537,045.49
Larwill Fund $ 50,000.00
Donation Fund $ 2,074.12
Building and Repair Fund $ 7,800.00
Shisler moved to approve the balance sheet and income statement; Crowley seconded. The motion passed unanimously.
Actual Revenue and Expenditures September 30, 2001-2006: Shisler moved to accept this report. Broehl seconded, pointing out that State revenue is still behind what it was in 2001. The motion passed unanimously.
September 2006 Accounts Payable and Payroll: Shisler moved to approve the accounts payable and payroll figures. Drushal seconded, and the motion passed unanimously.
Resolution #30 – September 2006 Donations: Shisler moved to approve Resolution #30, and Broehl seconded. Roll call vote passed the vote unanimously. Drushal asked what the donation from the Brecksville Friends of the Library was for. Lubelski informed them that this came after WCPL had let the Library borrow our small bookmobile after their building was flooded. Drushal asked for Long’s suggestion on how to use the funds. She felt it should go toward the purchase of our next bookmobile. Drushal moved to transfer the money to the vehicle replacement fund. Meyer seconded, and roll call vote passed the motion unanimously.
Resolution #31 – Appropriation Modifications: (see resolution for details) Shisler moved to approve Resolution #31, and Drushal seconded. Roll call vote passed the motion unanimously.
Shisler directed the Board’s attention to a printout of the technology needs for the Liberty Street Library. The computers for the new library will be purchased before the end of the year to ensure better pricing.
Facilities:
Broehl requested a brief executive session at the end of the regular meeting to discuss real estate. She urged everyone to attend at least one construction meeting during the building process.
Human Resources:
Meyer moved that the Board approve the expenditures for the staff appreciation meal in November. Broehl seconded, and roll call vote passed the motion unanimously.
Meyer moved to approve the purchase of gift certificates for staff in the amounts of $50 for full-time staff and $25 for part-time staff. Shisler seconded the motion. Roll call vote passed the motion unanimously.
Board-appointed staff evaluations are due to be in process this month.
Shisler pointed out that the volunteers are welcome to attend the appreciation meal.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: There were none.
Shisler moved, and Broehl seconded to go into executive session to discuss real estate availability at 8:35 p.m. Roll call vote passed the motion unanimously.
ADJOURNMENT: Drushal moved to come out of executive session and adjourn the meeting at 8:40 p.m. Broehl seconded, and the motion passed unanimously.
October 2006 Board Minutes
Regular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, October 17, 2006, 7:30 p.m.
West Salem Reading Room
CALL TO ORDER: Power called the meeting to order at 7:24 p.m.
ROLL CALL: Present: Ruth Crowley, Margo Broehl, Richard Shisler, Doug Drushal, Kevin Power, Carroll Meyer. Absent: Brian Questel.
Also Present: Greg Lubelski, Director; Jennifer Shatzer, Assistant
Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-
Treasurer; Linda Davis, Public Services Manager; Deb Keener, Genealogy Manager; Rita Lowe, Branch Coordinator; Leslie Davenport, Bookmobile Manager; John Haven, Facilities Coordinator; Sherry Hatter- Miller, Circulation Manager; Mary Ann Chupp, Volunteer Coordinator; Dan Meehan, Meehan Architects;10 guests.
COMMENTS FROM THE PUBLIC: Sylvia Upp, member of the West Salem Friends of the Library, thanked the board for the branch. Power thanked her for the volunteer enthusiasm.
PRESENTATION: A five-page document regarding the West Salem Library was included in the packet, and Mary Ann Chupp distributed a report of volunteer hours at West Salem through September 2006. There are currently 15 volunteers at the branch, down from when the branch first opened. Maggie Johnson, one of the volunteers and a member of the West Salem Friends group, stated that the support from the Board and main Library is appreciated; however, there is concern about the branch staying open after the 2 years. She also expressed concern about computer access to databases and information – more phone calls are coming in requesting information. Space availability is also an issue – she has been doing one on one instruction on computers, but there really isn’t a good place to have a “class”. As far as materials, they receive everything they request; however, she feels they need newer material. The large print materials are very popular. She also expressed a feeling that they need a Library sign outdoors. Chupp then introduced the volunteers who were present.
Juanita Adamson also thanked the board for the branch. She stated that patrons are requesting more hours, and that she would like to see an increase in programs and materials selections. She concurred with the previous opinion on the need for an outdoor sign. She stated that she would like to see a paid position at the branch, and she feels that having the library here makes it a better community.
Lubelski told the Board that the West Salem Library was featured briefly on WKSU radio last month.
Power asked if any of the volunteers had the opportunity to visit the Fredericksburg volunteer library. None had.
The West Salem Friends of the Library group is very new. Linda Castella, President of the Friends group, stated that they have had two book sales already, raising about $400. Their next book sale is planned for November 9th. Drushal asked if the branch was attracting people who wouldn’t otherwise have gone to a library. Chupp and Shatzer believe so. Their programs have had very high attendance. There is a need for more volunteers, so that more evening hours would be available to patrons.
Power asked for specific suggestions on raising public awareness of the library’s presence here. Most everyone agreed that an outdoor sign would be a big help. Shisler asked if they felt that the Library was helping the children of the area, as that was one of the main reasons a Library was requested. The volunteers felt that it was, and that senior citizens were benefiting also. Drushal stated that the Board really would like to see this branch work. The Friends group would like to set a goal of fund raising – achieving enough funds to fill a specific need of the branch.
Mayor Toth welcomed the Board to West Salem and offered a tour of the facility after the meeting to anyone who was interested. He thanked Power and Lubelski for the work of getting the branch established.
APPROVAL OF MINUTES: Drushal moved, and Meyer seconded to approve the September 19th regular Board meeting minutes. The motion passed unanimously.
ACCEPTANCE OF COMMITTEE MINUTES: Drushal moved to accept the October 10th Finance and Audit Committee minutes. Broehl seconded, and the motion passed unanimously.
PRESENTATION BY ARCHITECT AND CONSTRUCTION MANAGER: Dan Meehan, architect, brought an update to the Board. The concrete flooring is being poured on the second level; the roof trusses were delivered today. The goal is to get the building closed in before the weather turns bad. Advertising for the Phase II Interiors Package, which encompasses carpet, cabinetry, furniture and shelving, will begin this week and continue for four weeks. The drawings and specifications are ready. The color palette committee worked to narrow the choices down to one color grouping; they chose the carpet first, then all other colors were chosen to blend with that. Meetings were conducted with various staff regarding work stations, public stations, drawer and shelving configurations. His firm is putting together a book with all the finishes and colors displayed in it. The Library will be given a duplicate, so that, in the years down the road, if furniture or anything needs replaced, all the information will be readily available. Burgundy and gold are the base colors for the palette in the adult department, and a fun carpet was chosen for the children’s area. All carpets are high-wear and durable. A pre-bid meeting will be held on November 8th. Bids are due to be opened November 16th. Things are running on schedule, maybe even a little early, in the bid process for this phase, because he wants to give carpentry shops enough time to make quality furniture, etc. It’s not unusual to have a wide range in pricing on the cabinetry.
Lubelski has spoken with Bogner, who would like to have a special board meeting soon to address some time sensitive issues.
Meehan expressed hope that some local cabinetry shops will bid on the project; however, there are bonding and prevailing wage requirements that must be met. Power asked if Meehan could present the palette at their special board meeting to come, and Meehan agreed to do so.
DIRECTOR’S REPORT: Narrative, Personnel and Statistical reports as distributed.
Lubelski distributed copies of the results of departmental priority-setting meetings. The West Salem volunteers even had a meeting! Each department’s concerns were different. The most common was the need for updated policies and procedures, which involves training/orientation and communications.
ASSISTANT DIRECTOR’S REPORT: Her report consists of the report on the West Salem branch.
She read a thank you note to the circulation department from a mother for being able to come in after hours to search for her daughter’s pink elephant. The elephant was later found behind their couch at home!
She feels that the priority setting meetings were very productive.
COMMITTEE REPORTS:
Finance and Audit:
September 2006 Bank Reconciliation: Shisler moved to accept the bank reconciliation, and Drushal seconded. The motion passed unanimously.
September 2006 Balance Sheet and Income Statement:
Total encumbrances at September 30, 2006:
General Fund $ 658,795.76
Liberty Street Fund $7,537,045.49
Larwill Fund $ 50,000.00
Donation Fund $ 2,074.12
Building and Repair Fund $ 7,800.00
Shisler moved to approve the balance sheet and income statement; Crowley seconded. The motion passed unanimously.
Actual Revenue and Expenditures September 30, 2001-2006: Shisler moved to accept this report. Broehl seconded, pointing out that State revenue is still behind what it was in 2001. The motion passed unanimously.
September 2006 Accounts Payable and Payroll: Shisler moved to approve the accounts payable and payroll figures. Drushal seconded, and the motion passed unanimously.
Resolution #30 – September 2006 Donations: Shisler moved to approve Resolution #30, and Broehl seconded. Roll call vote passed the vote unanimously. Drushal asked what the donation from the Brecksville Friends of the Library was for. Lubelski informed them that this came after WCPL had let the Library borrow our small bookmobile after their building was flooded. Drushal asked for Long’s suggestion on how to use the funds. She felt it should go toward the purchase of our next bookmobile. Drushal moved to transfer the money to the vehicle replacement fund. Meyer seconded, and roll call vote passed the motion unanimously.
Resolution #31 – Appropriation Modifications: (see resolution for details) Shisler moved to approve Resolution #31, and Drushal seconded. Roll call vote passed the motion unanimously.
Shisler directed the Board’s attention to a printout of the technology needs for the Liberty Street Library. The computers for the new library will be purchased before the end of the year to ensure better pricing.
Facilities:
Broehl requested a brief executive session at the end of the regular meeting to discuss real estate. She urged everyone to attend at least one construction meeting during the building process.
Human Resources:
Meyer moved that the Board approve the expenditures for the staff appreciation meal in November. Broehl seconded, and roll call vote passed the motion unanimously.
Meyer moved to approve the purchase of gift certificates for staff in the amounts of $50 for full-time staff and $25 for part-time staff. Shisler seconded the motion. Roll call vote passed the motion unanimously.
Board-appointed staff evaluations are due to be in process this month.
Shisler pointed out that the volunteers are welcome to attend the appreciation meal.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: There were none.
Shisler moved, and Broehl seconded to go into executive session to discuss real estate availability at 8:35 p.m. Roll call vote passed the motion unanimously.
ADJOURNMENT: Drushal moved to come out of executive session and adjourn the meeting at 8:40 p.m. Broehl seconded, and the motion passed unanimously.