October 2007 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, October 16, 2007, 7:30 p.m.
West Salem Branch Library
CALL TO ORDER: Meyer called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Richard Shisler, Margo Broehl, Carroll Meyer, Ruth Crowley, Doug Drushal, Brian Questel. Absent: Kevin Power
Also Present: Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Rita Lowe, Branch Coordinator; Mary Ann Chupp, Volunteer Coordinator; Amy Anderson, West Salem Branch Supervisor; Sherry Hatter-Miller, Circulation Services Manager; Leslie Davenport, Bookmobile Services Manager; Linda Davis, Public Services Manager; Deb Keener, Genealogy Manager; 8 guests.
COMMENTS FROM THE PUBLIC: Kathleen Howman, President of the West Salem Friends, welcomed the Board and expressed appreciation for the Library here.
APPROVAL OF MINUTES: Broehl moved, and Shisler seconded to approve the September 18th regular board meeting minutes. Drushal amended the minutes to read, on line 44, that Grishow dismissed his case “without prejudice” rather than “with prejudice”. The minutes were approved unanimously as amended.
ACCEPTANCE OF COMMITTEE MINUTES: Shisler moved, and Broehl seconded to accept the September 18th Finance Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Statistical, Narrative and Personnel Reports as distributed Circulation is up system-wide, with a 38% increase at Wooster and a 56% increase at West Salem.
ASSISTANT DIRECTOR’S REPORT: Narrative Report as distributed.
Since Shatzer could not attend the meeting, Meyer asked Amy Anderson, West Salem supervisor, if she would report on the West Salem branch. She updated the Board on what is happening at the Branch and how they’re reaching the public in the area. 32 children showed up for a gingerbread house program! Expanded hours have helped immensely. They are concentrating on reaching area teens. Mary Ann Chupp will be working to staff more volunteers for the West Salem branch, so hours can be expanded even more!
HUMAN RESOURCES COORDINATOR:
Kizzen reported on the recent Staff Development Day. She is still working on policy revisions.
COMMITTEE REPORTS:
Finance:
September 2007 Bank Reconciliation: Shisler stated that it will likely be the first of the year before all construction costs for Liberty are paid out. The Finance Committee recommended that the Board approve the September bank reconciliation, which it did unanimously.
September 2007 Balance Sheet and Income Statement:
Total encumbrances at September 30, 2007:
General Fund
Building and Repair
Liberty Street
Doylestown
Larwill
Technology
Donation
Esther Long
|
$583,126.54
$775.00
$186,702.60
$3,614.44
$77,835.10
$13,325.74
$854.02
$26,878. |
TOTAL: $ 893,111.44
Actual Revenue and Expenditures at September 30, 2001-2007:
The Finance Committee recommended acceptance of the above reports; Board approval was unanimous.
September 2007 Accounts Payable and Payroll: The Finance Committee recommended acceptance of this report, and the Board approved it unanimously.
Resolution #45-2007 – September 2007 Regular Donations: The Finance Committee requests approval of Resolution 45-2007. Roll call vote by the Board approved the resolution unanimously. A Materials fund has been established for donations that do not specify a type of material to be purchased (i.e. children’s, genealogy). The Birdie Eberhart donation will start the fund with a sizeable amount.
Resolution #46-2007 – September 2007 Memorial Donations: The Finance Committee recommended approval of Resolution 46-2007, and the Board unanimously approved it by roll call vote.
Resolution #47-2007 – Replacement Levy: This resolution declares the necessity of a replacement levy of 1 mil for current operating expenses. Broehl stated that the effective millage on our current levy is actually .74, not a full 1 mil. The Finance Committee recommended approval of Resolution 47-2007. The Resolution passed by unanimous roll call vote.
Facilities:
Liberty Street – Broehl informed the Board that the punch list is partially done; however, parts of it are being held up by union complaints filed against some of the contractors. Long stated that two of the four complaints have been cleared up at this date.
Larwill Street – The Larwill building is in the process of being cleared of asbestos.
Doylestown – The Library now has a recorded deed and title in its name! Broehl moved to authorize the Vice-President to sign the settlement statement on behalf of the Board of Trustess. Drushal seconded the motion, which then passed unanimously.
Bogner has negotiated what he feels is a favorable contract with the Library’s first choice of architect, Meehan Architects. The Library intends to build a fully-certified LEEDS building in Doylestown.
Broehl moved to authorize the Vice-President to sign the architect contract, and Shisler seconded the motion. The Board passed the motion unanimously.
With the amount of money the Library has set aside, and the increase in building costs, we cannot afford to build a 5000 square foot building in Doylestown. Before determining how to finance the project fully, Broehl moved to request the Clerk-Treasurer to present a financial projection, including all future branch projects and a cost/cash analysis. Crowley seconded the motion, which then passed unanimously.
Creston – After a preliminary analysis of the property, the Facilities Coordinator recommends securing the building for the winter and waiting until spring to take action. Broehl moved to do so; Drushal seconded. The Facilities Coordinator will work with the Village of Creston to prevent the building being an eye-sore. The motion passed unanimously.
Dalton – The Dalton branch needs some major renovations to its roof and HVAC; however, if the intent is to build a new building, should these repairs be done? Loans and grants are available for rural areas, and Broehl feels the Library should explore all options for that project. Shisler would like to see a brainstorming meeting to see what the needs are for that branch, and then to try to get the community involved.
There are potential savings on the Larwill project, but no specifics are known at this time.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: There were none.
ADJOURNMENT: Crowley moved to adjourn the meeting at 8:05 p.m., and Shisler seconded. The motion passed unanimously.
October 2007 Board MinutesRegular Meeting of the Board of Trustees
Wayne County Public Library
Tuesday, October 16, 2007, 7:30 p.m.
West Salem Branch Library
CALL TO ORDER: Meyer called the meeting to order at 7:30 p.m.
ROLL CALL: Present: Richard Shisler, Margo Broehl, Carroll Meyer, Ruth Crowley, Doug Drushal, Brian Questel. Absent: Kevin Power
Also Present: Greg Lubelski, Director; Katherine Long, Clerk-Treasurer; Sara Hawk, Deputy Clerk-Treasurer; Judi Kizzen, Human Resources Coordinator; Rita Lowe, Branch Coordinator; Mary Ann Chupp, Volunteer Coordinator; Amy Anderson, West Salem Branch Supervisor; Sherry Hatter-Miller, Circulation Services Manager; Leslie Davenport, Bookmobile Services Manager; Linda Davis, Public Services Manager; Deb Keener, Genealogy Manager; 8 guests.
COMMENTS FROM THE PUBLIC: Kathleen Howman, President of the West Salem Friends, welcomed the Board and expressed appreciation for the Library here.
APPROVAL OF MINUTES: Broehl moved, and Shisler seconded to approve the September 18th regular board meeting minutes. Drushal amended the minutes to read, on line 44, that Grishow dismissed his case “without prejudice” rather than “with prejudice”. The minutes were approved unanimously as amended.
ACCEPTANCE OF COMMITTEE MINUTES: Shisler moved, and Broehl seconded to accept the September 18th Finance Committee minutes. The motion passed unanimously.
DIRECTOR’S REPORT: Statistical, Narrative and Personnel Reports as distributed Circulation is up system-wide, with a 38% increase at Wooster and a 56% increase at West Salem.
ASSISTANT DIRECTOR’S REPORT: Narrative Report as distributed.
Since Shatzer could not attend the meeting, Meyer asked Amy Anderson, West Salem supervisor, if she would report on the West Salem branch. She updated the Board on what is happening at the Branch and how they’re reaching the public in the area. 32 children showed up for a gingerbread house program! Expanded hours have helped immensely. They are concentrating on reaching area teens. Mary Ann Chupp will be working to staff more volunteers for the West Salem branch, so hours can be expanded even more!
HUMAN RESOURCES COORDINATOR:
Kizzen reported on the recent Staff Development Day. She is still working on policy revisions.
COMMITTEE REPORTS:
Finance:
September 2007 Bank Reconciliation: Shisler stated that it will likely be the first of the year before all construction costs for Liberty are paid out. The Finance Committee recommended that the Board approve the September bank reconciliation, which it did unanimously.
September 2007 Balance Sheet and Income Statement:
Total encumbrances at September 30, 2007:
General Fund
Building and Repair
Liberty Street
Doylestown
Larwill
Technology
Donation
Esther Long
|
$583,126.54
$775.00
$186,702.60
$3,614.44
$77,835.10
$13,325.74
$854.02
$26,878. |
TOTAL: $ 893,111.44
Actual Revenue and Expenditures at September 30, 2001-2007:
The Finance Committee recommended acceptance of the above reports; Board approval was unanimous.
September 2007 Accounts Payable and Payroll: The Finance Committee recommended acceptance of this report, and the Board approved it unanimously.
Resolution #45-2007 – September 2007 Regular Donations: The Finance Committee requests approval of Resolution 45-2007. Roll call vote by the Board approved the resolution unanimously. A Materials fund has been established for donations that do not specify a type of material to be purchased (i.e. children’s, genealogy). The Birdie Eberhart donation will start the fund with a sizeable amount.
Resolution #46-2007 – September 2007 Memorial Donations: The Finance Committee recommended approval of Resolution 46-2007, and the Board unanimously approved it by roll call vote.
Resolution #47-2007 – Replacement Levy: This resolution declares the necessity of a replacement levy of 1 mil for current operating expenses. Broehl stated that the effective millage on our current levy is actually .74, not a full 1 mil. The Finance Committee recommended approval of Resolution 47-2007. The Resolution passed by unanimous roll call vote.
Facilities:
Liberty Street – Broehl informed the Board that the punch list is partially done; however, parts of it are being held up by union complaints filed against some of the contractors. Long stated that two of the four complaints have been cleared up at this date.
Larwill Street – The Larwill building is in the process of being cleared of asbestos.
Doylestown – The Library now has a recorded deed and title in its name! Broehl moved to authorize the Vice-President to sign the settlement statement on behalf of the Board of Trustess. Drushal seconded the motion, which then passed unanimously.
Bogner has negotiated what he feels is a favorable contract with the Library’s first choice of architect, Meehan Architects. The Library intends to build a fully-certified LEEDS building in Doylestown.
Broehl moved to authorize the Vice-President to sign the architect contract, and Shisler seconded the motion. The Board passed the motion unanimously.
With the amount of money the Library has set aside, and the increase in building costs, we cannot afford to build a 5000 square foot building in Doylestown. Before determining how to finance the project fully, Broehl moved to request the Clerk-Treasurer to present a financial projection, including all future branch projects and a cost/cash analysis. Crowley seconded the motion, which then passed unanimously.
Creston – After a preliminary analysis of the property, the Facilities Coordinator recommends securing the building for the winter and waiting until spring to take action. Broehl moved to do so; Drushal seconded. The Facilities Coordinator will work with the Village of Creston to prevent the building being an eye-sore. The motion passed unanimously.
Dalton – The Dalton branch needs some major renovations to its roof and HVAC; however, if the intent is to build a new building, should these repairs be done? Loans and grants are available for rural areas, and Broehl feels the Library should explore all options for that project. Shisler would like to see a brainstorming meeting to see what the needs are for that branch, and then to try to get the community involved.
There are potential savings on the Larwill project, but no specifics are known at this time.
UNFINISHED BUSINESS: There was none.
NEW BUSINESS: There was none.
COMMENTS FROM THE PUBLIC: There were none.
ADJOURNMENT: Crowley moved to adjourn the meeting at 8:05 p.m., and Shisler seconded. The motion passed unanimously.
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