BOARD OF TRUSTEES WESTERVILLE PUBLIC LIBRARY AGENDA

Transcription

1 BOARD OF TRUSTEES WESTERVILLE PUBLIC LIBRARY AGENDA November 25, 2014 CALL TO ORDER 1. PUBLIC COMMENTS RELATIVE TO AGENDA ITEMS Delegations wishing to be recognized on any agenda item are to identify themselves at the point on the agenda they wish to be recognized. Doug Evans, Executive Director of the Ohio Library Council wishes to make a presentation to the Board. (5 minutes) 2. APPROVAL OF THE AGENDA ACTION NEEDED: Consider a motion to approve the agenda as presented or amended at the meeting. 3. DISCUSSION AND APPROVAL OF MINUTES ACTION NEEDED: Consider a motion to approve the minutes of October 28, PERSONNEL/CONSENT CALENDAR Action by the Board of Trustees in A motion to adopt the consent calendar means that all items appearing herein are adopted by a single motion unless a member of the Board or the Director requests that any item be removed from the Consent Calendar and voted on separately. ACTION NEEDED: Consider a motion to approve the November Personnel Consent Calendar as presented or amended at the meeting. 5. DISCUSSION AND APPROVAL OF STATISTICAL REPORT ACTION NEEDED: Consider a motion to approve the October 2014 Statistical Report. 6. REPORT BY THE FISCAL OFFICER The Fiscal Officer will present his monthly report assessing the year-to-date revenues and expenses. (See Item 6). 7. DISCUSSION AND APPROVAL OF FINANCIAL REPORT ACTION NEEDED: Consider a motion to approve the October 2014 Financial Report. 8. DISCUSSION AND APPROVAL OF PAYMENT OF BILLS ACTION NEEDED: Consider a motion to approve the ratifying of bills for October 2014.

2 Regular Meeting November 19, 2014 Library Board of Trustees Westerville Public Library 9. Old Business There is no Old Business to come before the Board. 10. New Business a. Gifts: The library is in receipt of the following gift. Unrestricted: $ from the Westerville Senior Center Staff in memory of Dave Emler. ACTION NEEDED: Consider a motion to accept with appreciation the gift presented. b. HR Committee: The Human Resources Committee will meet prior to the board meeting. As part of the agenda, they will review and consider salaries for 2015.The need for an action item will be determined at the meeting. ACTION NEEDED: Consider a motion to approve the recommendations of the HR Committee as presented or amended at the meeting. 11. INFORMATION ITEMS a. Director s Report 1. Parking Lot Re-Surfacing Plans for the re-surfacing project have been approved by the city. The architect and Mr. Barlow are working with the attorney to advertise and release bid documents. While the project work is to be performed in the spring, we hope to have the project awarded no later than the January Board meeting. 2. HVAC Replacement Prater Engineering Associates are developing plans for the 1955 HVAC Replacement. Mr. Barlow and Building Manager Bill Williams will meet with representatives from Prater Engineering within the next week to review preliminary plans. We anticipate awarding the contract and beginning the work in Spring 2015.

3 Regular Meeting November 19, 2014 Library Board of Trustees Westerville Public Library 3. Five Star Library The Westerville Public Library is once again named a Five Star Library by Library Journal. There were 82 public libraries named such from over 7,900 public libraries. Our library is ranked second in the nation in our budget category. Congratulations to the Library Board of Trustees and Staff for another great year! 4. Diana Gabaldon Visit The author s visit on November 15 th was a huge success. There were 315 people who attended the reception at Embassy Suites. It was a little rushed as Ms. Gabaldon s flight was delayed. She literally went straight to the reception from the airport. Approximately, 1,200 people attended Ms. Gabaldon s presentation at Westerville Central High School with great enthusiasm. People attended from 12 states and Canada. She was a Rock Star! I want to thank Board Members, Foundation Board Members and the numerous staff who volunteered at the event. Everyone did a great job and represented our library in an exemplary fashion. I also wasn t to extended a special thank you to Erin Huffman, Program and Community Engagement Coordinator, for her extraordinary efforts in coordinating and responding to what I can only explain as an exploding event that far exceeded our expectations. Her organizational skills and professionalism throughout this event was magnificent. Thank You, Erin. b. Department Reports Attached is a summary of the monthly department reports [see Item 11-B]. Department Managers will be available to review their reports and respond to comments and questions. 12. BOARD COMMITTEE REPORTS 1. Finance & Facilities Mike Fultz 2. Human Resources Jack Shinnock 3. Library Services & Marketing Karen Scholl 4. Technology Deanna McDaniel

4 Regular Meeting November 19, 2014 Library Board of Trustees Westerville Public Library 13. BOARD DISCUSSION ITEMS 14. LIBRARY FOUNDATION REPORT 15. FRIENDS OF THE LIBRARY REPORT 16. IMPORTANT DATES a. Next Board Meeting, Tuesday, December 16, 2014 at 7:00 PM in the Board Room. 17. ADJOURNMENT Mr. Steve Owley, Support Services Manager will present a brief report to the Board.

5 Minutes for November 25, The Board of Trustees of the Westerville Public Library met in regular session with the following members present: Mr. Shinnock, Ms. Scholl, Ms. McDaniel, Ms. Hodek, Mr. Fultz, and Mr. Platt. Also attending: the Director, Mr. Barlow; Ms. Albury, Deputy Director; Mr. Griscom, Fiscal Officer and Elena Vleugels, Administrative Assistant. In attendance were the following department managers: Katrina Plourde, Human Resources; Linda Uhler, Youth Services; Nieca Nowels, Adult Services; Kristin Michel, Customer Services; Jen Thomas, Customer Services; Steve Owley, Support Services, Julie Kerns, Outreach Services and Erin Huffman, Program and Community. Members of the Public present: Doug Evans Executive Director of the Ohio Library Council. Mr. Platt called the meeting to order at 7:02 PM. Mr. Evans, Executive Director of the Ohio Library Council presented a proclamation to Mr. Barlow from the Senate of the State of Ohio. Mr. Fultz made a motion to approve the agenda as amended at the meeting. Item 10b was moved to item number 18 Executive Session to discuss HR salaries. Seconded by Ms. Hodek. Mr. Shinnock moved to approve the minutes of October 28, 2014 as amended. Seconded by Ms. Scholl. Mr. Fultz moved the adoption of the following resolution: That the Board ratifies the following Personnel/Consent Calendar for November Employment: Ashley Mensah Youth Services Librarian, full-time, $20.18/hr. [range 26], effective November 11 th. Employment: Sondra Mayzum Deputy Fiscal Officer, full-time $15.07/hr. [range 20] effective November 17 th. Change Assignments: Jen Thomas from Youth Services Librarian, full-time [range 26] to Assistant Manager Customer Services, full-time [range 27] no change in pay effective October 26 th. Seconded by Ms. McDaniel. Mr. Shinnock made a motion to approve the October 2014 Statistical Report. Seconded by Ms. Scholl. Mr. Griscom, Fiscal Officer, presented the monthly report, assessing year-to-date revenues and expenses. Ms. Hodek moved to approve the October 2014 Financial Report.

6 Westerville Public Library November 25, Seconded by Mr. Fultz. Ms. McDaniel moved that the bills for October 2014 in the amount of $436, [General Fund] be paid. Seconded by Ms. Scholl. Old Business There is no Old Business to come before the Board. New Business Gifts: The Library is in receipt of the following gift: Unrestricted: $ from the Westerville Senior Center Staff in memory of Dave Emler. Ms. Scholl made a motion to accept with appreciation the unrestricted gift of $ from the Westerville Senior Center Staff in memory of Dave Emler. Seconded by Mr. Shinnock. Information and Discussion Items a. Director s Report 1. Parking Lot Re-Surfacing Plans for the re-surfacing project have been approved by the city. The architect and Mr. Barlow are working with the attorney to advertise and release bid documents. While the project work is to be performed in the spring, we hope to have the project awarded no later than the January Board meeting. Mr. Barlow gave an update to the Board. The project will be going out for bid sometime this month or next. 2. HVAC Replacement Prater Engineering Associates are developing plans for the 1955 HVAC Replacement. Mr. Barlow and Building Manager Bill Williams will meet with representatives from Prater Engineering within the next week to review preliminary plans. We anticipate awarding the contract and beginning the work in spring Looking to start the project in late spring.

7 Westerville Public Library November 25, Five Star Library The Westerville Public Library is once again named a Five Star Library by Library Journal. There were 82 public libraries named such from over 7,900 public libraries. Our library is ranked second in the nation in our budget category. Congratulations to the Library Board of Trustees and Staff for another great year! 4. Diana Gabaldon Visit The author s visit on November 15 th was a huge success. There were 315 people who attended the reception at Embassy Suites. It was a little rushed as Ms. Gabaldon s flight was delayed. She literally went straight to the reception from the airport. Approximately, 1,200 people attended Ms. Gabaldon s presentation at Westerville Central High School with great enthusiasm. People attended from 12 states and Canada. She was a Rock Star! I want to thank Board Members, Foundation Board Members and the numerous staff who volunteered at the event. Everyone did a great job and represented our library in an exemplary fashion. I also want to extend a special thank you to Erin Huffman, Program and Community Engagement Coordinator, for her extraordinary efforts in coordinating and responding to what I can only explain as an exploding event that far exceeded our expectations. Her organizational skills and professionalism throughout this event was magnificent. Thank You, Erin. b. Department Reports Attached is a summary of the monthly department reports [see Item 11-B]. Department Managers will be available to review their reports and respond to comments and questions. BOARD COMMITTEE REPORTS 1. Finance & Budget Mike Fultz Met on November 18 th. Mr. Griscom was asked to prepare his 2014 review and 2015 goals in the same format as the Executive Director s. Mr. Shinnock will draft a Committee 2014 review and share it with the Committee, Executive Director and Dan. It will then be finalized at the next meeting. Next meeting will be held on December 9 th. 2. Human Resources Jack Shinnock The Human Resources Committee met prior to the board meeting. As part of the agenda, they reviewed and considered salaries for Will meet with Mr. Barlow to discuss his goals for 2015 and his performance review for Committee will recommend that next year the HR Committee document in writing how compensation program is developed so that future boards will understand what was done. This would be a document for the Board only. 3. Marketing Karen Scholl No Report 4. Technology Deanna McDaniel No Report

8 Westerville Public Library November 25, BOARD DISCUSSION ITEMS Mr. Fultz raised the question of making Committee assignments for two years rather than one so that major initiatives can be completed by the same committee members. Mr. Barlow gave an update on Mary Lightbody s absence due to knee surgery and the status of Troy Cockrell. LIBRARY FOUNDATION REPORT Comments were made about the tremendous job that both Erin and the staff did during the Diana Gabaldon event. The Foundation is still in the process of tailing up the money from the Diana Gabaldon event. Annual Appeal letters will be going out after Thanksgiving. There will be two new members joining the foundation. FRIENDS OF THE LIBRARY Mr. Barlow will be attending the December meeting. IMPORTANT DATES Next Board Meeting, Tuesday, December 23, 2014 at 7:00 PM in the Board Room. DEPARTMENT REVIEW AND TOUR Mr. Steve Owley, Support Services Manager, presented a brief report on his department. Ms. Hodek made a motion to move to Executive Session at 8:05PM. Executive Session, pursuant to ORC (G)(1): To consider a compensation of a public employee or official. Seconded by Mr. Fultz. All voted aye. Mr. Fultz made a motion to move back into Regular Session at 8:29PM. Seconded by Ms. McDaniel. All voted aye. Compensation Adjustments for 2015 Mr. Fultz moved that a cost of living adjustment (COLA) of 2% be approved for 2015 for all employees except the Executive Director and the Fiscal Officer, at an estimated cost of $60,947. In addition, a total of $40,000 is approved for lump-sum merit pay to employees (excluding the Executive Director and the Fiscal Officer), with the awarding of such merit pay to be determined by the Executive Director. Seconded by Ms. Scholl. All voted aye. Discussions indicated that compensation action for the Executive Director and Fiscal Officer will be considered at the next board meeting. Increase Salary Ranges by 2% Ms. McDaniel moved that all salary ranges be increased by 2% in 2015, in order to keep salary ranges competitive.

9 Westerville Public Library November 25, Seconded by Mr. Fultz. All voted aye. ADJOURNMENT Mr. Shinnock moved to adjourn the meeting at 8:32 PM. Seconded by Mr. Fultz. President Secretary