Toledo-Lucas County Public Library Board of Trustees
Toledo-Lucas County Public Library Board of Trustees Meeting Thursday, October 26, 2017, 8:30 a.m. Main Library Agenda 1.
Roll Call
2.
Approval of Board Minutes of September 28, 2017
Mr. Clay
3.
Director’s Comments
Mr. Scoles
4.
Personnel A. Approval of staff appointments, promotions, payroll changes and reported separations B. Travel and Training Expenses C. Other
Mr. Godzak
Finance A. Financial Report B. Reported receipt of Tax Funds required C. Approval of Scheduled Vouchers for September 2017 D. Interim Funds Activity E. Trust Fund Activity F. Resolution requesting tax funds for operating Purposes in 2018 G. Resolution requesting the advance of taxes collected H. Modification to the 2017 Annual Appropriation Schedule
Mr. Scoles/Mr. Tucker motion required #8 no motion
5.
motion required
motion required motion required
#9 #10 #11 Mr. Tucker
motion required motion required motion required motion required
Mr. Tucker Mr. Tucker
motion required motion required
6.
Miscellaneous A. Staff Organizations Amy Hartman, APLE and Harry Johnston, CWA B. Telling the Library Story – Jason Kucsma C. Other D. Date for the next scheduled meeting of the Board - Thursday, November 16, 2017, at 8:30 a.m., Main Library, 325 Michigan St., Toledo
7.
Adjournment
Mr. Clay
motion required
Toledo-Lucas County Public Library Director’s Report October 2017 1. As we work to consistently improve the online Library customer experience, TLCPL recently launched a pilot program to test Live Chat on our website. This service connects a Librarian with a customer in real time. In the past two weeks, there have been over 320 chats between Library Staff and customers. Chats can range from simple requests about directions, hours, and locations, to more complex issues involving eMedia, policies, or device help. Our goal is to minimize the amount of email communication and provide a better customer experience through Live Chat. This service aligns with our strategic plan to increase demographic and geographic reach, create opportunities for strengthened relationships between staff and customers, and experiment responsibly and iteratively. 2. The Lucas County Auditor’s Office has approached the Library with a partnership opportunity that will bring new customers into our libraries. Beginning December 2017 we will be selling Lucas County dog licenses at all our locations. With this partnership, we will be living the values of the strategic plan by being welcoming to new users, being innovative by trying new ideas to better serve our customers, and being collaborative by working with other agencies serving the residents of Lucas County. Library staff will learn the Auditor’s system in November. The Auditor’s office will begin advertising this new partnership soon, and we will begin selling licenses on December 1, 2017. We will charge a convenience fee of $.75 per dog owner. Last year over 35,000 dog licenses were sold in Lucas County at 16 locations. With the addition of all Library locations, this year there will be over 30 locations to purchase dog license in Lucas County. 3. We have made a few improvements at the Main
Library’s parking garage. The exit booth has been removed, the out drive has been widened, and the turn radius is now better. This will allow larger vehicles to exit much more comfortably. In addition, two parking spaces are now dedicated to electric vehicles, and charging stations have been installed.
4. After a visit in August to the Toledo Lucas County Public Library, State Librarian of Ohio Beverly Cain invited Rhonda Sewell, Library Manager, External and Governmental Affairs, to speak on advocacy on Wednesday, October 25, 2017 during the ILEAD USA - Ohio training and development conference held at the Mohican State Park & Lodge in Perrysville, Ohio. The three-day conference (October 25-27) was designed to encourage Ohio library staff from public, school and academic arenas to meet 21st century needs with participatory tools, and to develop leadership and project management skills. Rhonda was asked to give a 90-minute presentation and workshop instructing library staff to learn advocacy tools for their own professional development, and for their libraries and systems. Rhonda’s talk, titled “The Journey of Library Advocacy: How to become a Champion of one, and a Proponent of many” gave ILEAD participants a revealing instruction on how to first achieve self-care and self-revelation, before moving to the most authentic path in becoming an effective advocate for their library. She shared with participants her main belief: “The process of personal and library advocacy must begin at the core of who you are and what you personally stand for.” ILEAD USA - Ohio 2017 is supported in part by the State Library of Ohio, with federal funds from the Institute of Museum and Library Services (IMLS). Additional support is provided by the Kent State University School of Library and Information Science. 5. The Sylvania project is well underway with demo nearing completion. The buildings East and
West elevation are open with temporary walls on the interior for security and climate control. There have been a few relatively minor field condition discoveries through the demo process but nothing major to date. The contractor reports they are on schedule. There are great photos on the Library’s website front page that give a good view of where things stand, or don’t stand. 6. The West Toledo Branch hosted The Grandparent Project, a series of events for grandparents raising their grandchildren. Monthly sessions were held June to September. Each month, a speaker presented information on a topic of interest to grandparents raising their grandchildren. Dinner was provided thanks to the financial support of sponsors: The Pat Miller Foundation, Eleanor Kahle Senior Center, Library Legacy Foundation, Boomers Resource, Informed Citizens, and United Stated Congresswoman Marcy Kaptur. A children’s program was held during each session so children would have an activity to attend while their caregivers participated in the lecture. Attendance was steady throughout the series ranging from 19 – 35 participants per session. Many attendees came to all four sessions. Responses and comments on Project Outcome surveys were overwhelmingly positive. 7. The Sanger Branch staff received a recently published book as a thank you from a local author
and customer, Kevin J. Hayes. Mr. Hayes’ book is titled, Critical Lives, Herman Melville. The staff was also recognized in the acknowledgements as follows, “The librarians at the Sanger Branch of the Toledo Lucas County Public Library also deserve my heartfelt thanks. During the composition of this book I made numerous requests from OhioLink, the statewide consortium of academic libraries, which the Sanger librarians filled kindly and expeditiously.” 8. Tax Receipts Previous Balance October PLF 2017 Year to Date
$31,740,338.04 1,167,432.18 $32,907,770.22
9. Summary of Scheduled Vouchers - September 2017 General Fund BWC Workplace Wellness Fund FINRA Fund Mozilla Web Literacy Fund Family Engagement Fund Building & Repair Fund Capital Projects Note Fund Total Health Care Gift Funds Trust Funds Total
$4,286,600.25 0.00 830.00 0.00 0.00 90,686.49 97,290.52 405,141.56 16,449.31 8,866.76 $4,905,864.89
10. Interim Funds Activity Maturities Previous Balance September - Huntington @ 0.01% September - Interest October - Fifth Third @ 0.03% Ending Balance (General & Insurance = $4,452,941.96 Building & Repair = $951,378.29 Gift = $59,815.77 Capital Projects = $26,903,767.04)
Investments
Balance $33,894,327.24
1,160,000.00 27,333.29 393,757.47 $1,553,757.47
$27,333.29
$32,367,903.06
11. Trust Fund Activity Maturities Previous Balance No activity Ending Balance
Clyde Scoles Director/Fiscal Officer
Investments $750,000.00 $750,000.00
Roll Call
2.
Approval of Board Minutes of September 28, 2017
Mr. Clay
3.
Director’s Comments
Mr. Scoles
4.
Personnel A. Approval of staff appointments, promotions, payroll changes and reported separations B. Travel and Training Expenses C. Other
Mr. Godzak
Finance A. Financial Report B. Reported receipt of Tax Funds required C. Approval of Scheduled Vouchers for September 2017 D. Interim Funds Activity E. Trust Fund Activity F. Resolution requesting tax funds for operating Purposes in 2018 G. Resolution requesting the advance of taxes collected H. Modification to the 2017 Annual Appropriation Schedule
Mr. Scoles/Mr. Tucker motion required #8 no motion
5.
motion required
motion required motion required
#9 #10 #11 Mr. Tucker
motion required motion required motion required motion required
Mr. Tucker Mr. Tucker
motion required motion required
6.
Miscellaneous A. Staff Organizations Amy Hartman, APLE and Harry Johnston, CWA B. Telling the Library Story – Jason Kucsma C. Other D. Date for the next scheduled meeting of the Board - Thursday, November 16, 2017, at 8:30 a.m., Main Library, 325 Michigan St., Toledo
7.
Adjournment
Mr. Clay
motion required
Toledo-Lucas County Public Library Director’s Report October 2017 1. As we work to consistently improve the online Library customer experience, TLCPL recently launched a pilot program to test Live Chat on our website. This service connects a Librarian with a customer in real time. In the past two weeks, there have been over 320 chats between Library Staff and customers. Chats can range from simple requests about directions, hours, and locations, to more complex issues involving eMedia, policies, or device help. Our goal is to minimize the amount of email communication and provide a better customer experience through Live Chat. This service aligns with our strategic plan to increase demographic and geographic reach, create opportunities for strengthened relationships between staff and customers, and experiment responsibly and iteratively. 2. The Lucas County Auditor’s Office has approached the Library with a partnership opportunity that will bring new customers into our libraries. Beginning December 2017 we will be selling Lucas County dog licenses at all our locations. With this partnership, we will be living the values of the strategic plan by being welcoming to new users, being innovative by trying new ideas to better serve our customers, and being collaborative by working with other agencies serving the residents of Lucas County. Library staff will learn the Auditor’s system in November. The Auditor’s office will begin advertising this new partnership soon, and we will begin selling licenses on December 1, 2017. We will charge a convenience fee of $.75 per dog owner. Last year over 35,000 dog licenses were sold in Lucas County at 16 locations. With the addition of all Library locations, this year there will be over 30 locations to purchase dog license in Lucas County. 3. We have made a few improvements at the Main
Library’s parking garage. The exit booth has been removed, the out drive has been widened, and the turn radius is now better. This will allow larger vehicles to exit much more comfortably. In addition, two parking spaces are now dedicated to electric vehicles, and charging stations have been installed.
4. After a visit in August to the Toledo Lucas County Public Library, State Librarian of Ohio Beverly Cain invited Rhonda Sewell, Library Manager, External and Governmental Affairs, to speak on advocacy on Wednesday, October 25, 2017 during the ILEAD USA - Ohio training and development conference held at the Mohican State Park & Lodge in Perrysville, Ohio. The three-day conference (October 25-27) was designed to encourage Ohio library staff from public, school and academic arenas to meet 21st century needs with participatory tools, and to develop leadership and project management skills. Rhonda was asked to give a 90-minute presentation and workshop instructing library staff to learn advocacy tools for their own professional development, and for their libraries and systems. Rhonda’s talk, titled “The Journey of Library Advocacy: How to become a Champion of one, and a Proponent of many” gave ILEAD participants a revealing instruction on how to first achieve self-care and self-revelation, before moving to the most authentic path in becoming an effective advocate for their library. She shared with participants her main belief: “The process of personal and library advocacy must begin at the core of who you are and what you personally stand for.” ILEAD USA - Ohio 2017 is supported in part by the State Library of Ohio, with federal funds from the Institute of Museum and Library Services (IMLS). Additional support is provided by the Kent State University School of Library and Information Science. 5. The Sylvania project is well underway with demo nearing completion. The buildings East and
West elevation are open with temporary walls on the interior for security and climate control. There have been a few relatively minor field condition discoveries through the demo process but nothing major to date. The contractor reports they are on schedule. There are great photos on the Library’s website front page that give a good view of where things stand, or don’t stand. 6. The West Toledo Branch hosted The Grandparent Project, a series of events for grandparents raising their grandchildren. Monthly sessions were held June to September. Each month, a speaker presented information on a topic of interest to grandparents raising their grandchildren. Dinner was provided thanks to the financial support of sponsors: The Pat Miller Foundation, Eleanor Kahle Senior Center, Library Legacy Foundation, Boomers Resource, Informed Citizens, and United Stated Congresswoman Marcy Kaptur. A children’s program was held during each session so children would have an activity to attend while their caregivers participated in the lecture. Attendance was steady throughout the series ranging from 19 – 35 participants per session. Many attendees came to all four sessions. Responses and comments on Project Outcome surveys were overwhelmingly positive. 7. The Sanger Branch staff received a recently published book as a thank you from a local author
and customer, Kevin J. Hayes. Mr. Hayes’ book is titled, Critical Lives, Herman Melville. The staff was also recognized in the acknowledgements as follows, “The librarians at the Sanger Branch of the Toledo Lucas County Public Library also deserve my heartfelt thanks. During the composition of this book I made numerous requests from OhioLink, the statewide consortium of academic libraries, which the Sanger librarians filled kindly and expeditiously.” 8. Tax Receipts Previous Balance October PLF 2017 Year to Date
$31,740,338.04 1,167,432.18 $32,907,770.22
9. Summary of Scheduled Vouchers - September 2017 General Fund BWC Workplace Wellness Fund FINRA Fund Mozilla Web Literacy Fund Family Engagement Fund Building & Repair Fund Capital Projects Note Fund Total Health Care Gift Funds Trust Funds Total
$4,286,600.25 0.00 830.00 0.00 0.00 90,686.49 97,290.52 405,141.56 16,449.31 8,866.76 $4,905,864.89
10. Interim Funds Activity Maturities Previous Balance September - Huntington @ 0.01% September - Interest October - Fifth Third @ 0.03% Ending Balance (General & Insurance = $4,452,941.96 Building & Repair = $951,378.29 Gift = $59,815.77 Capital Projects = $26,903,767.04)
Investments
Balance $33,894,327.24
1,160,000.00 27,333.29 393,757.47 $1,553,757.47
$27,333.29
$32,367,903.06
11. Trust Fund Activity Maturities Previous Balance No activity Ending Balance
Clyde Scoles Director/Fiscal Officer
Investments $750,000.00 $750,000.00
