Tuesday, September 16, 2008, 7:30 p.m.

Dalton Branch Library Meeting Room

 

CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m.

 

ROLL CALL: Present: Ruth Crowley, Carroll Meyer, Bill Bailey, Brian Questel, Kevin Power, Richard Shisler. Not Present: Doug Drushal Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Judi Kizzen, Human Resources Coordinator; Leslie Davenport, Bookmobile Manager; Jon Craig, Facilities Coordinator; Sherry Hatter-Miller, Circulation Manager; Teresa Jager, Dalton Branch Manager; Linda Davis, Adult Services Manager; Deborah Keener, Genealogy Manager; Barry Cochran, BCMC; 1 guest.
 

COMMENTS FROM THE PUBLIC: There were none.

 

Mr. Power asked that the Facilities Committee report be moved to this point in the agenda. The Board unanimously agreed to do so.

 

Mr. Power reported that bids for the Doylestown project had been received and were opened on September 10^th. The low bid came from the Stanley Miller Construction Company. Mr. Power turned the meeting over to Mr. Cochran for more information.

 

Mr. Cochran informed the Board that nine bids had been received and that all were within 10% of the budgeted amount. The winning bid by Stanley Miller was $951,800. The contingency fund is budgeted to contain slightly over $109k on top of that. BCMC is recommending that the Library enter into a contract with Stanley Miller
 

 

Construction Company for a total amount of $969,650, which includes the following bid alternates: A3 – ceiling beams, A4 – landscaping upgrade, H1 – higher efficiency HVAC “rooftop” unit. BCMC did not recommend accepting the alternate of the pergolas and accompanying landscaping, and the Board agreed that those funds could be better spent on other items for the building.

 

Mr. Cochran reported that the Village of Doylestown was preparing to block off the portion of their lot where the Garden Club was going to place their gazebo, just to accustom the public to not parking there.

 

Mr. Power was appreciative of the local contractors who had placed bids for the project. Mr. Cochran has worked with Stanley Miller before and feels they are very competent.

 

Mr. Power moved to enter into a contract with Stanley miller for the total cost of $969,650 for the Doylestown project. Mr. Questel seconded. Mr. Power stated that he is thrilled to finally be at this point in the project. Roll call vote passed the motion unanimously.

 

Mr. Cochran reported that a pre-construction meeting is planned for this Friday, and Stanley Miller would like to begin next week if possible.
 

 

Mr. Lubelski suggested a special groundbreaking ceremony be scheduled for sometime in early October. Mr. Shisler would like to see as many people present there as possible.

 

Construction could begin as early as Sept 17^th and continue thru May 2009. Mr. Cochran already has his construction trailer at the site!
 

 

Ms. Long then signed the papers notifying the Stanley Miller Company to proceed with the project. Mr. Cochran will deliver the papers to Stanley Miller Company tomorrow.

 

APPROVAL OF BOARD MINUTES: Mr. Meyer moved, and Mr. Power seconded to approve the August 19^th regular Board minutes. Mr. Power requested an addition on line 59; after the gentleman’s comment, Mr. Power had answered that our construction manager and architect had both disagreed with the notion that waiting would possibly decrease costs. He felt it was important to have that in the minutes.

 

Mr. Meyer moved to approve the amendment, and Mr. Questel seconded. The minutes were approved as amended with a unanimous vote.

 

ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved, and Mr. Questel seconded to approve the August 14^th Finance Committee minutes. Passed unanimously.

 

DIRECTOR’S REPORT: Statistical reports as distributed.

Mr. Lubelski distributed his narrative report. Statistically, the month of August was lower than last year.

 

The grant workshops have been well attended. Ms. Davis stated that about sixty individuals have attended from sixty-three different agencies.

 

Mr. Lubelski reported that he, the Branch Coordinator and the Facilities Coordinator traveled to each branch and made lists of what work is needed at each location. The facilities staff has been finishing many of the projects.

Mr. Drushal arrived at 7:50 p.m.

 

Mr. Lubelski said that many who stopped at the levy booth at the fair were positive about the Library and the levy. Mr. Power said that many who stopped and asked about Doylestown were very excited about it and liked the building.

 

COMMITTEE REPORTS:

Finance:

 

August 2008 Bank Reconciliation: Mr. Meyer moved, and Mr. Power seconded to approve the August bank reconciliation. The motion passed unanimously.
 

 

August 2008 Balance Sheet and Income Statement:

 

 

Mr. Meyer moved to approve the August balance sheet and stated that the revenue figures will not be certain until about November. Ms. Crowley seconded the motion, which then passed unanimously.
 

 

Mr. Meyer then moved to approve the August income statement, and Ms. Crowley seconded. The motion passed unanimously.

 

Actual Revenue and Expenditures at August 31, 2004-2008: Mr. Meyer moved approval of this report. Ms. Crowley seconded, and the motion passed unanimously.

August 2008 Accounts Payable and Payroll: Mr. Meyer moved to approve August payables and payroll, and Ms. Crowley seconded. The motion passed unanimously.

Resolution #37-2008 – August 2008 Donations: Mr. Meyer asked what the Wooster Friends’ donation had covered. It had paid for the cooperating collection and a jazz program in the adult department. Mr. Meyer moved to approve resolution 37-2008, and Mr. Drushal seconded. Roll call vote passed the motion unanimously.

 

Resolution #38-2008 – August 2008 Norma Rhode Memorial Donations: Mr. Meyer moved to approve resolution 38-2008. Mr. Questel seconded. Ms. Long informed the Board that Mrs. Rhode’s daughter has asked the Library to split the donations between the Adult and Children’s departments at the Wooster library (not just Adult as stated on the resolution). Roll call vote passed the motion (as amended) unanimously.

 

Resolution #39-2008 – Sale of Property on EBay: Mr. Meyer moved to approve resolution 39-2008, and Mr. Questel seconded. Roll call vote passed the motion unanimously.

 

Ms. Long informed the Board that the State has again asked its agencies to reduce their spending by another 4.75%, which does not directly affect libraries, but the effect will trickle down to us. She feels that our 2009 expected revenue should be cut by at least 2%, if not more. The September distribution of the Public Library Fund has just been received, and it was 2% lower than anticipated. Once election day is past, the Library will have a month to get its projected budget to the Commissioners.

 

Human Resources:

Narrative and Personnel reports as distributed.

Mr. Bailey stated that the Committee has taken on the responsibility for evaluation forms for the Director and Fiscal Officer, so the whole Board won’t need to be involved. He is, however, asking the Board to approve the revised job descriptions for the positions of Director and Fiscal Officer. He moved to accept the proposed descriptions as presented in the packets. Ms. Crowley suggested adding the responsibility to the Director’s duties of seeking grants and other sources of income for the Library. Mr. Power feels the Library needs to pursue grants to help cover expenses, but Mr. Lubelski stated that most grants are not available for operating expenses, rather for special programs.
 

 

Ms. Crowley moved to amend the Director’s job description to include a statement about seeking alternative outside sources of funding for the Library. The statement ”pursues alternative funding” will be inserted at line 26. Mr. Drushal seconded approval of the descriptions as amended. The motion passed unanimously.
 

 

Some discussion followed of whether the Library can require a perspective Director to have a valid Ohio driver’s license. It was agreed that reasonable accommodations can be made if the issue came up.
 

 

Mr. Shisler asked all the Board members to attend special evenings that each branch is having for their community.

Ms. Kizzen is bringing a policy revision for 3.5 and 7.6.2, Worker’s Comp and FMLA policies. She proposed adding that Worker’s Comp and FMLA can be used concurrently. The proposed changes were not included in the packet, so Mr. Bailey asked Ms. Kizzen to bring the changes next month.

 

Angie Haprian, an employee in Rittman, is asking for Board approval to receive donations of vacation or sick leave to fill out her twelve weeks of maternity leave. She currently has enough leave time to cover seven of those weeks. Mr. Drushal moved to approve the request, and Mr. Bailey seconded. The motion passed unanimously.

 

UNFINISHED BUSINESS: There was none.

 

NEW BUSINESS: There was none.

 

COMMENTS FROM THE PUBLIC: Mr. Bailey stated that his wife is the President of the Wooster Friend’s group, and she would like to publicly thank Mr. Stanley Gault for the use of the Freedlander building to have their book sales for the last few years. The Freedlander building will be closing at the end of the year.

 

Ms. Crowley thought it was great that the thank you to Chuck Young was included in the packet. He is a fantastic volunteer!

 

Regarding the levy, she is still looking for help in spreading the word. She feels it’s going well. Contacts are coming in from the branch areas.
 

 

Mr. Meyer thanked Stull’s barber shop for having the large 4-foot levy sign in his lot during the fair.

 

Mr. Shisler said that mail-in ballot information was in the mail today.

 

Mr. Meyer said that his fair experience reinforced what Mr. Casey has said that those who were against the levy can not be swayed, but those that are interested can be more informed to vote for it.

 

ADJOURNMENT: At 8:25 p.m., Mr. Bailey moved to adjourn; Ms. Crowley seconded, and the motion passed unanimously.

 

 

Tuesday, September 16, 2008, 7:30 p.m.

Dalton Branch Library Meeting Room

 

CALL TO ORDER: Mr. Shisler called the meeting to order at 7:30 p.m.

 

ROLL CALL: Present: Ruth Crowley, Carroll Meyer, Bill Bailey, Brian Questel, Kevin Power, Richard Shisler. Not Present: Doug Drushal Also Present: Greg Lubelski, Director; Katherine Long, Fiscal Officer; Sara Hawk, Deputy Fiscal Officer; Judi Kizzen, Human Resources Coordinator; Leslie Davenport, Bookmobile Manager; Jon Craig, Facilities Coordinator; Sherry Hatter-Miller, Circulation Manager; Teresa Jager, Dalton Branch Manager; Linda Davis, Adult Services Manager; Deborah Keener, Genealogy Manager; Barry Cochran, BCMC; 1 guest.
 

COMMENTS FROM THE PUBLIC: There were none.

 

Mr. Power asked that the Facilities Committee report be moved to this point in the agenda. The Board unanimously agreed to do so.

 

Mr. Power reported that bids for the Doylestown project had been received and were opened on September 10^th. The low bid came from the Stanley Miller Construction Company. Mr. Power turned the meeting over to Mr. Cochran for more information.

 

Mr. Cochran informed the Board that nine bids had been received and that all were within 10% of the budgeted amount. The winning bid by Stanley Miller was $951,800. The contingency fund is budgeted to contain slightly over $109k on top of that. BCMC is recommending that the Library enter into a contract with Stanley Miller
 

 

Construction Company for a total amount of $969,650, which includes the following bid alternates: A3 – ceiling beams, A4 – landscaping upgrade, H1 – higher efficiency HVAC “rooftop” unit. BCMC did not recommend accepting the alternate of the pergolas and accompanying landscaping, and the Board agreed that those funds could be better spent on other items for the building.

 

Mr. Cochran reported that the Village of Doylestown was preparing to block off the portion of their lot where the Garden Club was going to place their gazebo, just to accustom the public to not parking there.

 

Mr. Power was appreciative of the local contractors who had placed bids for the project. Mr. Cochran has worked with Stanley Miller before and feels they are very competent.

 

Mr. Power moved to enter into a contract with Stanley miller for the total cost of $969,650 for the Doylestown project. Mr. Questel seconded. Mr. Power stated that he is thrilled to finally be at this point in the project. Roll call vote passed the motion unanimously.

 

Mr. Cochran reported that a pre-construction meeting is planned for this Friday, and Stanley Miller would like to begin next week if possible.
 

 

Mr. Lubelski suggested a special groundbreaking ceremony be scheduled for sometime in early October. Mr. Shisler would like to see as many people present there as possible.

 

Construction could begin as early as Sept 17^th and continue thru May 2009. Mr. Cochran already has his construction trailer at the site!
 

 

Ms. Long then signed the papers notifying the Stanley Miller Company to proceed with the project. Mr. Cochran will deliver the papers to Stanley Miller Company tomorrow.

 

APPROVAL OF BOARD MINUTES: Mr. Meyer moved, and Mr. Power seconded to approve the August 19^th regular Board minutes. Mr. Power requested an addition on line 59; after the gentleman’s comment, Mr. Power had answered that our construction manager and architect had both disagreed with the notion that waiting would possibly decrease costs. He felt it was important to have that in the minutes.

 

Mr. Meyer moved to approve the amendment, and Mr. Questel seconded. The minutes were approved as amended with a unanimous vote.

 

ACCEPTANCE OF COMMITTEE MINUTES: Mr. Meyer moved, and Mr. Questel seconded to approve the August 14^th Finance Committee minutes. Passed unanimously.

 

DIRECTOR’S REPORT: Statistical reports as distributed.

Mr. Lubelski distributed his narrative report. Statistically, the month of August was lower than last year.

 

The grant workshops have been well attended. Ms. Davis stated that about sixty individuals have attended from sixty-three different agencies.

 

Mr. Lubelski reported that he, the Branch Coordinator and the Facilities Coordinator traveled to each branch and made lists of what work is needed at each location. The facilities staff has been finishing many of the projects.

Mr. Drushal arrived at 7:50 p.m.

 

Mr. Lubelski said that many who stopped at the levy booth at the fair were positive about the Library and the levy. Mr. Power said that many who stopped and asked about Doylestown were very excited about it and liked the building.

 

COMMITTEE REPORTS:

Finance:

 

August 2008 Bank Reconciliation: Mr. Meyer moved, and Mr. Power seconded to approve the August bank reconciliation. The motion passed unanimously.
 

 

August 2008 Balance Sheet and Income Statement:

 

 

Mr. Meyer moved to approve the August balance sheet and stated that the revenue figures will not be certain until about November. Ms. Crowley seconded the motion, which then passed unanimously.
 

 

Mr. Meyer then moved to approve the August income statement, and Ms. Crowley seconded. The motion passed unanimously.

 

Actual Revenue and Expenditures at August 31, 2004-2008: Mr. Meyer moved approval of this report. Ms. Crowley seconded, and the motion passed unanimously.

August 2008 Accounts Payable and Payroll: Mr. Meyer moved to approve August payables and payroll, and Ms. Crowley seconded. The motion passed unanimously.

Resolution #37-2008 – August 2008 Donations: Mr. Meyer asked what the Wooster Friends’ donation had covered. It had paid for the cooperating collection and a jazz program in the adult department. Mr. Meyer moved to approve resolution 37-2008, and Mr. Drushal seconded. Roll call vote passed the motion unanimously.

 

Resolution #38-2008 – August 2008 Norma Rhode Memorial Donations: Mr. Meyer moved to approve resolution 38-2008. Mr. Questel seconded. Ms. Long informed the Board that Mrs. Rhode’s daughter has asked the Library to split the donations between the Adult and Children’s departments at the Wooster library (not just Adult as stated on the resolution). Roll call vote passed the motion (as amended) unanimously.

 

Resolution #39-2008 – Sale of Property on EBay: Mr. Meyer moved to approve resolution 39-2008, and Mr. Questel seconded. Roll call vote passed the motion unanimously.

 

Ms. Long informed the Board that the State has again asked its agencies to reduce their spending by another 4.75%, which does not directly affect libraries, but the effect will trickle down to us. She feels that our 2009 expected revenue should be cut by at least 2%, if not more. The September distribution of the Public Library Fund has just been received, and it was 2% lower than anticipated. Once election day is past, the Library will have a month to get its projected budget to the Commissioners.

 

Human Resources:

Narrative and Personnel reports as distributed.

Mr. Bailey stated that the Committee has taken on the responsibility for evaluation forms for the Director and Fiscal Officer, so the whole Board won’t need to be involved. He is, however, asking the Board to approve the revised job descriptions for the positions of Director and Fiscal Officer. He moved to accept the proposed descriptions as presented in the packets. Ms. Crowley suggested adding the responsibility to the Director’s duties of seeking grants and other sources of income for the Library. Mr. Power feels the Library needs to pursue grants to help cover expenses, but Mr. Lubelski stated that most grants are not available for operating expenses, rather for special programs.
 

 

Ms. Crowley moved to amend the Director’s job description to include a statement about seeking alternative outside sources of funding for the Library. The statement ”pursues alternative funding” will be inserted at line 26. Mr. Drushal seconded approval of the descriptions as amended. The motion passed unanimously.
 

 

Some discussion followed of whether the Library can require a perspective Director to have a valid Ohio driver’s license. It was agreed that reasonable accommodations can be made if the issue came up.
 

 

Mr. Shisler asked all the Board members to attend special evenings that each branch is having for their community.

Ms. Kizzen is bringing a policy revision for 3.5 and 7.6.2, Worker’s Comp and FMLA policies. She proposed adding that Worker’s Comp and FMLA can be used concurrently. The proposed changes were not included in the packet, so Mr. Bailey asked Ms. Kizzen to bring the changes next month.

 

Angie Haprian, an employee in Rittman, is asking for Board approval to receive donations of vacation or sick leave to fill out her twelve weeks of maternity leave. She currently has enough leave time to cover seven of those weeks. Mr. Drushal moved to approve the request, and Mr. Bailey seconded. The motion passed unanimously.

 

UNFINISHED BUSINESS: There was none.

 

NEW BUSINESS: There was none.

 

COMMENTS FROM THE PUBLIC: Mr. Bailey stated that his wife is the President of the Wooster Friend’s group, and she would like to publicly thank Mr. Stanley Gault for the use of the Freedlander building to have their book sales for the last few years. The Freedlander building will be closing at the end of the year.

 

Ms. Crowley thought it was great that the thank you to Chuck Young was included in the packet. He is a fantastic volunteer!

 

Regarding the levy, she is still looking for help in spreading the word. She feels it’s going well. Contacts are coming in from the branch areas.
 

 

Mr. Meyer thanked Stull’s barber shop for having the large 4-foot levy sign in his lot during the fair.

 

Mr. Shisler said that mail-in ballot information was in the mail today.

 

Mr. Meyer said that his fair experience reinforced what Mr. Casey has said that those who were against the levy can not be swayed, but those that are interested can be more informed to vote for it.

 

ADJOURNMENT: At 8:25 p.m., Mr. Bailey moved to adjourn; Ms. Crowley seconded, and the motion passed unanimously.