Toledo-Lucas County Public Library Board of Trustees
Toledo-Lucas County Public Library Minutes of the Regular Board of Trustees Meeting February 22, 2018 Main Library 8:30 a.m. Present Randy Clay, Michael Dansack, Sheila Odesky, Jesus Salas, Susan Savage, George Tucker Roll Call The meeting was called to order by Mr. Clay at 8:30 a.m., followed by roll call. Minutes The minutes of the regular meeting of January 25, 2018 were approved on motion of Mr. Dansack, seconded by Mrs. Odesky; all voted aye, motion carried. Committee Appointments Acceptance by trustees of the following Committee appointments for 2018 was announced. The president or a designated trustee can attend a committee meeting in place of a regular committee member who might be absent. Buildings and Grounds Committee: Dennis Johnson, Chair; Susan Savage; George Tucker Community Relations Committee: Susan Savage, Chair; Michael Dansack, Sheila Odesky Finance/Audit Committee: Jesus Salas, Chair; Dennis Johnson, George Tucker Personnel Committee: Sheila Odesky, Chair; Michael Dansack, Jesus Salas Director’s Comments Clyde Scoles pointed out brochures that Marketing has produced, including the updated Board of Trustees brochure. Also included is a new welcome brochure that gives all the services that the Library provides from BiFolkal kits to job search help and much more. Deputy Director’s Comments Jason Kucsma also called attention to another piece in trustees’ packets on the Innovation Incubator. This is an initiative to give staff a pipeline to pass on ideas. Some activities that have come out of the Innovation Incubator are the Glass City Black Comix Festival, an additional focus on adult services, a teen librarian in-service day, and the upcoming 101 picture book challenge for children. Employment Report The employment report was approved on motion of Mrs. Savage, seconded by Mr. Tucker; all voted aye, motion carried. Appointments Employee John Dewees
Agency Local History & Genealogy
Grade Gr G*
Salary $55,426.87
Date 2/5/2018
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
24
Payroll Changes Employee
From
To
1/28/2018 James Dickerson Promotion/Transfer
West Toledo Customer Service Clerk I Gr 1A St 5 CWA FT $34,467.34
Mott Supervisor Circulation Services I Gr C St 1 Exempt FT $38,758.85
1/28/2018 Daniel Bushey Department Name Change
Security Security Ungraded Security
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
1/28/2018 Alan Gaston Department Name Change 1/28/2018 Michelle Gaston Department Name Change 1/28/2018 Thomas Gonzales Department Name Change 1/28/2018 Lynn Jett Department Name Change 1/28/2018 Michael Johnson Department Name Change 1/28/2018 Reuben Jurva Department Name Change
Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security
Security
Security
Security
Security
Security
Security
Security
1/28/2018 Jeffry Sabo Department Name Change
Security Security Operations Coordinator Gr H St 7 Exempt FT $76,095.16
Public Safety Department Manager Gr H St 7 Exempt FT $76,095.16
1/28/2018 Michael Smith Department Name Change
Security Security Ungraded Security
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
1/28/2018 Scott Swartz Department Name Change 1/28/2018 Michael Wright
Security Security Ungraded Security Security Security
Security
Security
Public Safety Department Public Safety Officer
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
25
Department Name Change 2/11/2018 Olivia Ruffin Scheduled Increment 2/11/2018 Lindsey Stockdale Scheduled Increment 2/11/2018 Jayde Taylor Scheduled Increment
Ungraded Security
Security
Main Shelvers Page Step 1 Page Page Heatherdowns Page Step 1 Page Page Main Shelvers Page Step 1 Page Page
$22.8160
Ungraded Security
$9.0000
Main Shelvers Page Step 2 Page Page
$9.5000
$9.0000
Heatherdowns Page Step 2 Page Page
$9.5000
$9.0000
Main Shelvers Page Step 2 Page Page
$9.5000
Security
$22.8160
2/18/2018 Amber Bertram Temporary Transfer
Washington Librarian II/Adult Services Gr 7B St 5 APLE FT $55,569.28
Holland Librarian II/Adult Services Gr 7B St 5 APLE FT $55,569.28
2/18/2018 Shelly Guerrero Classification Change/ Transfer
Holland Librarian II/Adult Services Gr 7A St 5 APLE FT $56,580.29
Mott Librarian II/Youth Services Gr 7A St 5 APLE FT $56,580.29
2/18/2018 Rebecca Stanwick Classification Change/ Transfer
Sanger Librarian II/Children's Services Gr 7C St 3 APLE FT $50,402.85
Humanities Librarian II/Adult Services Gr 7C St 3 APLE FT $50,402.85
2/18/2018 Eileen Heidi Yeager Temporary Transfer
Mott Librarian II/Children's Services Gr 7A St 9 APLE FT $64,168.52
Sanger Librarian II/Children's Services Gr 7A St 9 APLE FT $64,168.52
Separations Employee
Agency
Date
Clerical
Patricia Kessler – Retirement
Locke
3/30/2018
Security
Paul Veres – Retro 1/3/2018
Public Safety Department
1/29/2018
Shelver
Judith Junga – Retro 9/29/2017
Main Shelvers
2/14/2018
Travel/Training and Tuition The Board approved the following travel, training, and tuition expenses on motion of Mr. Tucker, seconded by Mr. Salas; all voted aye, motion carried.
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
26
Travel & Training Expenditures Event Valentine Theater Celebrity Wait Night Ohio Metro Directors Meeting Everything Content and Social
Date February 12, 2018 February 28, 2018 March 23, 2018
OARnet VMware Education Day OLC Technical Services Retreat InDesign CC Level 1 Photoshop CC Level 1 ALA Annual Conference
March 27, 2018 March 28-29, 2018 April 3, 2018 April 10, 2018 June 22-26, 2018
Name David Topoleski Rhonda Sewell Terri Carroll, Heather Hoffman, Ben Malczewski Ben Bolbach Amy Hartman Lisa Schmidt Lisa Schmidt, Cliff Upp Jason Kucsma, Clyde Scoles
Amount $400.00 $802.00 $796.00 $157.00 $382.00 $99.00 $198.00 $3,914.00
Financial Reports The financial reports for the month ending January 31, 2018 were accepted by the Board as presented on motion of Mr. Dansack, seconded by Mrs. Odesky; all voted aye, motion carried. Tax Receipts Previous Balance Real Property Tax February PLF 2018 Year to Date
$1,245,530.53 4,250,000.00 1,551,561.08 $7,047,091.61
Vouchers Approved The Board approved payment of the following Schedule of Vouchers for January 2018 on motion of Mrs. Odesky, seconded by Mr. Tucker; all voted aye, motion carried. General Fund BWC Workplace Wellness Fund Building & Repair Fund Capital Projects Note Fund Total Health Care Gift Funds Trust Funds Total
$2,682,095.50 0.00 49,131.47 466,888.17 393,681.03 0.00 3,671.11 $3,595,467.28
Interim Funds Activity Interim Funds Transactions were approved as listed below on motion of Mrs. Savage, seconded by Mr. Salas; all voted aye, motion carried. Maturities Previous Balance January - STAR @ 1.20% January - Interest Ending Balance
Investments
Balance $27,478,548.23
1,400,000.00 30,393.63 $1,400,000.00 $30,393.63
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
$26,108,941.86 27
(General & Insurance = $1,245,404.37 Building & Repair = $653,412.81 Gift = $67,024.22 Capital Projects = $24,143,100.46) Trust Fund Activity Trust Fund Activity was approved on motion of Mrs. Savage, seconded by Mr. Tucker; all voted aye, motion carried. Previous Maturities Investments Balance Beginning Balance $750,000.00 Ending Balance $750,000.00 Permanent 2018 Appropriation Schedule The Finance Committee met Tuesday, February 20, 2018, to discuss the 2018 Permanent Appropriation Schedule 2018. Mr. Tucker moved approval of the 2018 Permanent Appropriation Schedule, seconded by Mrs. Odesky; all voted aye, motion carried. BE IT RESOLVED, by the Board of Trustees of the Toledo-Lucas County Public Library, that to provide for the current expenses and other expenditures of said Board of Trustees for 2018, the following sums be and the same are hereby set aside and appropriated for the several purposes for which expenditures are to be made for and during said year, including: General Fund Special Revenue Funds Building & Repair Fund Capital Projects Note Fund Total Health Care Fund Gift Funds Trust Funds
$42,687,921.69 5,908.75 600,000.00 19,566,342.44 4,000,000.00 63,308.17 150,000.00
Total
$67,073,481.05
Sylvania Addition/Renovation Change Order The Building & Grounds Committee recently reviewed all changes and updates with the Sylvania Branch architect, Stough & Stough Associates. Below is an outline of change order #2 for this project. Mrs. Savage moved approval of the total Add +$116,015.14 for change order #2, seconded by Mr. Salas; all voted aye, motion carried. RFI #4 – fire protection changes – new backflow device and piping removal CAR #6. +$26,321.52 Bulletin No. 4 – Existing northwest interior brick wall in Lobby 101 removed - replaced with new wall. Shaft enclosure and extend soffit south of Conference 130. Extend soffit at southeast corner of Meeting 106 (CAR #7) +$4,227.10 Transition molding at full height conference room walls (CAR 7 approved 1/10/18). +$1,514.21 Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
28
Bulletin No. 5 – Add two exterior door alarms (Doors x106 and 123), add piping for roof drains at west addition, add corner post bracing under north clerestory window (CAR #8). +$14,035.72 Roof closure at west edge of new east roof steel – steel detail installed (CAR #8). +$2,373.36 Bulletin No. 6 – Radiation heat at ceiling in some locations and casework changes. RFI #12 including support wall under east window wall (CAR #9). +$32,410.69 Bulletin No. 7 – Lighting fixture and location changes in Children's Area (CAR #9). +$2,788.80 Bulletin No. 8 – Add roller blinds at west elevation windows. Floor finish in IT Closet 114A – delete carpet and seal concrete gray. Add metal lockers in Staff Entry. Delete installation of humidifiers H2 & H3 (RFI #13). Add conduits/floor boxes for RFID Security Gates (also adjacent casework changes). Add electrical for Meeting 106A screen and projector (RFI #15) and 1/30/18 drawing revisions from Torrence Sound for additional AV items in Rooms 117 and 130 (CAR #9). +$29,225.24 Frost free water supply on roof requested for rooftop HVAC unit maintenance (CAR #9). +$3,118.50 Mott Branch Bids The Construction Manager at Risk method recently approved by the Board involves a Construction Management (CM) presence to assist with details regarding constructability, estimating, final costs, and project management on building projects. The CM provides pre-construction services and is responsible for bidding and construction management. The CM also provides a Guaranteed Maximum Price (GMP) to the Library subject to unknown field conditions, holds the contracts with contractors, and makes payments to the contractors. The Library approves prequalified bidders and can select contractors based on not only cost, but other chosen criteria, such as preferred sub-contractors and MBE inclusion. The Buildings 7 Grounds Committee met recently to review the summary of the GMP for the new Mott Branch. Mrs. Savage moved approval of $8,509,117 for the construction of the new Mott Branch, seconded by Mr. Tucker; all voted aye, motion carried. Staff Organizations Brief remarks were heard from Amy Hartman, APLE representative and Harry Johnson, CWA representative. Library Branding Marketing Manager Terri Carroll gave a presentation on how the Library gets their message across via strong branding. To be effective, the brand needs to be shared consistently across all available communication channels such as printed materials, signage, etc. Regular Meeting, March 22, 2018, Main Library Mr. Clay announced that the next regular meeting of the Board would be on Thursday, February 22, 2018 at 8:30 a.m., at the Main Library, 325 N. Michigan St., Toledo.
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
29
Adjournment There being no further business to come before the Board, Mr. Clay asked for a motion to adjourn the meeting. Motion made by Mr. Clay, seconded by Mr. Salas; all voted aye, meeting adjourned at 8:57 a.m.
Approved by: ________________________________________________ Randy Clay, President
Attested by: ________________________________________________ George Tucker, Vice President
Date: _________March 22, 2018_______________________________
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
30
Agency Local History & Genealogy
Grade Gr G*
Salary $55,426.87
Date 2/5/2018
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
24
Payroll Changes Employee
From
To
1/28/2018 James Dickerson Promotion/Transfer
West Toledo Customer Service Clerk I Gr 1A St 5 CWA FT $34,467.34
Mott Supervisor Circulation Services I Gr C St 1 Exempt FT $38,758.85
1/28/2018 Daniel Bushey Department Name Change
Security Security Ungraded Security
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
1/28/2018 Alan Gaston Department Name Change 1/28/2018 Michelle Gaston Department Name Change 1/28/2018 Thomas Gonzales Department Name Change 1/28/2018 Lynn Jett Department Name Change 1/28/2018 Michael Johnson Department Name Change 1/28/2018 Reuben Jurva Department Name Change
Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security Security Security Ungraded Security
Security
Security
Security
Security
Security
Security
Security
1/28/2018 Jeffry Sabo Department Name Change
Security Security Operations Coordinator Gr H St 7 Exempt FT $76,095.16
Public Safety Department Manager Gr H St 7 Exempt FT $76,095.16
1/28/2018 Michael Smith Department Name Change
Security Security Ungraded Security
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
$22.8160
Public Safety Department Public Safety Officer Ungraded Security Security $22.8160
1/28/2018 Scott Swartz Department Name Change 1/28/2018 Michael Wright
Security Security Ungraded Security Security Security
Security
Security
Public Safety Department Public Safety Officer
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
25
Department Name Change 2/11/2018 Olivia Ruffin Scheduled Increment 2/11/2018 Lindsey Stockdale Scheduled Increment 2/11/2018 Jayde Taylor Scheduled Increment
Ungraded Security
Security
Main Shelvers Page Step 1 Page Page Heatherdowns Page Step 1 Page Page Main Shelvers Page Step 1 Page Page
$22.8160
Ungraded Security
$9.0000
Main Shelvers Page Step 2 Page Page
$9.5000
$9.0000
Heatherdowns Page Step 2 Page Page
$9.5000
$9.0000
Main Shelvers Page Step 2 Page Page
$9.5000
Security
$22.8160
2/18/2018 Amber Bertram Temporary Transfer
Washington Librarian II/Adult Services Gr 7B St 5 APLE FT $55,569.28
Holland Librarian II/Adult Services Gr 7B St 5 APLE FT $55,569.28
2/18/2018 Shelly Guerrero Classification Change/ Transfer
Holland Librarian II/Adult Services Gr 7A St 5 APLE FT $56,580.29
Mott Librarian II/Youth Services Gr 7A St 5 APLE FT $56,580.29
2/18/2018 Rebecca Stanwick Classification Change/ Transfer
Sanger Librarian II/Children's Services Gr 7C St 3 APLE FT $50,402.85
Humanities Librarian II/Adult Services Gr 7C St 3 APLE FT $50,402.85
2/18/2018 Eileen Heidi Yeager Temporary Transfer
Mott Librarian II/Children's Services Gr 7A St 9 APLE FT $64,168.52
Sanger Librarian II/Children's Services Gr 7A St 9 APLE FT $64,168.52
Separations Employee
Agency
Date
Clerical
Patricia Kessler – Retirement
Locke
3/30/2018
Security
Paul Veres – Retro 1/3/2018
Public Safety Department
1/29/2018
Shelver
Judith Junga – Retro 9/29/2017
Main Shelvers
2/14/2018
Travel/Training and Tuition The Board approved the following travel, training, and tuition expenses on motion of Mr. Tucker, seconded by Mr. Salas; all voted aye, motion carried.
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
26
Travel & Training Expenditures Event Valentine Theater Celebrity Wait Night Ohio Metro Directors Meeting Everything Content and Social
Date February 12, 2018 February 28, 2018 March 23, 2018
OARnet VMware Education Day OLC Technical Services Retreat InDesign CC Level 1 Photoshop CC Level 1 ALA Annual Conference
March 27, 2018 March 28-29, 2018 April 3, 2018 April 10, 2018 June 22-26, 2018
Name David Topoleski Rhonda Sewell Terri Carroll, Heather Hoffman, Ben Malczewski Ben Bolbach Amy Hartman Lisa Schmidt Lisa Schmidt, Cliff Upp Jason Kucsma, Clyde Scoles
Amount $400.00 $802.00 $796.00 $157.00 $382.00 $99.00 $198.00 $3,914.00
Financial Reports The financial reports for the month ending January 31, 2018 were accepted by the Board as presented on motion of Mr. Dansack, seconded by Mrs. Odesky; all voted aye, motion carried. Tax Receipts Previous Balance Real Property Tax February PLF 2018 Year to Date
$1,245,530.53 4,250,000.00 1,551,561.08 $7,047,091.61
Vouchers Approved The Board approved payment of the following Schedule of Vouchers for January 2018 on motion of Mrs. Odesky, seconded by Mr. Tucker; all voted aye, motion carried. General Fund BWC Workplace Wellness Fund Building & Repair Fund Capital Projects Note Fund Total Health Care Gift Funds Trust Funds Total
$2,682,095.50 0.00 49,131.47 466,888.17 393,681.03 0.00 3,671.11 $3,595,467.28
Interim Funds Activity Interim Funds Transactions were approved as listed below on motion of Mrs. Savage, seconded by Mr. Salas; all voted aye, motion carried. Maturities Previous Balance January - STAR @ 1.20% January - Interest Ending Balance
Investments
Balance $27,478,548.23
1,400,000.00 30,393.63 $1,400,000.00 $30,393.63
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
$26,108,941.86 27
(General & Insurance = $1,245,404.37 Building & Repair = $653,412.81 Gift = $67,024.22 Capital Projects = $24,143,100.46) Trust Fund Activity Trust Fund Activity was approved on motion of Mrs. Savage, seconded by Mr. Tucker; all voted aye, motion carried. Previous Maturities Investments Balance Beginning Balance $750,000.00 Ending Balance $750,000.00 Permanent 2018 Appropriation Schedule The Finance Committee met Tuesday, February 20, 2018, to discuss the 2018 Permanent Appropriation Schedule 2018. Mr. Tucker moved approval of the 2018 Permanent Appropriation Schedule, seconded by Mrs. Odesky; all voted aye, motion carried. BE IT RESOLVED, by the Board of Trustees of the Toledo-Lucas County Public Library, that to provide for the current expenses and other expenditures of said Board of Trustees for 2018, the following sums be and the same are hereby set aside and appropriated for the several purposes for which expenditures are to be made for and during said year, including: General Fund Special Revenue Funds Building & Repair Fund Capital Projects Note Fund Total Health Care Fund Gift Funds Trust Funds
$42,687,921.69 5,908.75 600,000.00 19,566,342.44 4,000,000.00 63,308.17 150,000.00
Total
$67,073,481.05
Sylvania Addition/Renovation Change Order The Building & Grounds Committee recently reviewed all changes and updates with the Sylvania Branch architect, Stough & Stough Associates. Below is an outline of change order #2 for this project. Mrs. Savage moved approval of the total Add +$116,015.14 for change order #2, seconded by Mr. Salas; all voted aye, motion carried. RFI #4 – fire protection changes – new backflow device and piping removal CAR #6. +$26,321.52 Bulletin No. 4 – Existing northwest interior brick wall in Lobby 101 removed - replaced with new wall. Shaft enclosure and extend soffit south of Conference 130. Extend soffit at southeast corner of Meeting 106 (CAR #7) +$4,227.10 Transition molding at full height conference room walls (CAR 7 approved 1/10/18). +$1,514.21 Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
28
Bulletin No. 5 – Add two exterior door alarms (Doors x106 and 123), add piping for roof drains at west addition, add corner post bracing under north clerestory window (CAR #8). +$14,035.72 Roof closure at west edge of new east roof steel – steel detail installed (CAR #8). +$2,373.36 Bulletin No. 6 – Radiation heat at ceiling in some locations and casework changes. RFI #12 including support wall under east window wall (CAR #9). +$32,410.69 Bulletin No. 7 – Lighting fixture and location changes in Children's Area (CAR #9). +$2,788.80 Bulletin No. 8 – Add roller blinds at west elevation windows. Floor finish in IT Closet 114A – delete carpet and seal concrete gray. Add metal lockers in Staff Entry. Delete installation of humidifiers H2 & H3 (RFI #13). Add conduits/floor boxes for RFID Security Gates (also adjacent casework changes). Add electrical for Meeting 106A screen and projector (RFI #15) and 1/30/18 drawing revisions from Torrence Sound for additional AV items in Rooms 117 and 130 (CAR #9). +$29,225.24 Frost free water supply on roof requested for rooftop HVAC unit maintenance (CAR #9). +$3,118.50 Mott Branch Bids The Construction Manager at Risk method recently approved by the Board involves a Construction Management (CM) presence to assist with details regarding constructability, estimating, final costs, and project management on building projects. The CM provides pre-construction services and is responsible for bidding and construction management. The CM also provides a Guaranteed Maximum Price (GMP) to the Library subject to unknown field conditions, holds the contracts with contractors, and makes payments to the contractors. The Library approves prequalified bidders and can select contractors based on not only cost, but other chosen criteria, such as preferred sub-contractors and MBE inclusion. The Buildings 7 Grounds Committee met recently to review the summary of the GMP for the new Mott Branch. Mrs. Savage moved approval of $8,509,117 for the construction of the new Mott Branch, seconded by Mr. Tucker; all voted aye, motion carried. Staff Organizations Brief remarks were heard from Amy Hartman, APLE representative and Harry Johnson, CWA representative. Library Branding Marketing Manager Terri Carroll gave a presentation on how the Library gets their message across via strong branding. To be effective, the brand needs to be shared consistently across all available communication channels such as printed materials, signage, etc. Regular Meeting, March 22, 2018, Main Library Mr. Clay announced that the next regular meeting of the Board would be on Thursday, February 22, 2018 at 8:30 a.m., at the Main Library, 325 N. Michigan St., Toledo.
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
29
Adjournment There being no further business to come before the Board, Mr. Clay asked for a motion to adjourn the meeting. Motion made by Mr. Clay, seconded by Mr. Salas; all voted aye, meeting adjourned at 8:57 a.m.
Approved by: ________________________________________________ Randy Clay, President
Attested by: ________________________________________________ George Tucker, Vice President
Date: _________March 22, 2018_______________________________
Toledo-Lucas County Public Library Board of Trustees Minutes January 2018
30
