ELYRIA PUBLIC LIBRARY SYSTEM
BOARD OF TRUSTEES MEETING
Monday, March 9, 2015
Central Branch, Scheide Room –6:00 p.m.
Present:
Gerald Crum, President; Rhonda Smith, Vice President; Ann Schloss, Secretary; Marilyn
Tipple, Trustee; Sam Battle, Trustee; Debbie Kroupa, Trustee; Ray Armstrong, Jr.,
Trustee
Absent: Susanne Dotson, Trustee
Staff:
Lyn Crouse, Director; Carol Campana, Fiscal Officer; Ralph McGinnis, Deputy Director;
Debra Pillivant, Public Relations Manager; Frank Szuch, IT/Facilities Manager;
Kathleen Runser, Youth Services System Coordinator; Debby Krejsa, Adult Services
System Coordinator
1. Call to Order: Mr. Crum called the meeting to order at 6:00 pm.
2. Welcome of Attendees: Mr. Crum welcomed everyone to the meeting.
3. Public Hearing of Visitors: Mr. Crum invited attendees to address the board. Ms. Pillivant announced
that she will be retiring on April 1st and will miss everyone. Mr. Crum replied that the board will miss her
also.
4. Consent Agenda Items:
a) Approval of February 2015 Minutes
b) Personnel Actions
Appointments:
Kimberly Geletka, Librarian
Michelle Cook, Page
Benjamin Cuson, Web Developer/Programmer
c) Donations for February 2015
$1,197.60
$429.00
$323.00
$262.67
d) Memorials for February 2015
$100.00
$100.00
$25.00
$25.00
Donated by Elyria Kiwanis Club for TumbleBooks (restricted)
Donated by Andrew & Phyllis Allan Fund (unrestricted)
Donated by Elizabeth Taylor Memorial Fund for additions to the
obituary, history, and music (restricted)
Donated by East Elyria Kiwanis Endowment Fund (unrestricted)
Donated by Maxine W. Houck for Grace Shaw
Donated by Julie K. Bragg for Grace Shaw
Donated by Kristine Molnar for the Honorable George H. Ferguson
Donated by Richard & Carol Smith for Andrew Allan
RESOLUTION 21.15 Consent Agenda
On the motion of Marilyn Tipple, seconded by Rhonda Smith, the Board unanimously agreed to approve
the Consent Agenda.
5. Fiscal Officer’s Report: Ms. Campana reported:
There are no changes on interest reports and no appropriation transfers this month.
The Fiscal Officer is currently working on the state report.
The medical committee meeting, which includes Terri Miller will meet with Ken Statz on Thursday.
The committee is ready to pick the plans. The library is considered a small group under 50 people. Most
companies who were solicited wanted to quote our group as individuals.
Anthem Insurance has dropped down to 7%. The committee is also reviewing other dental and vision
plans.
On the motion of Sam Battle, seconded by Ann Schloss, the board unanimously agreed to approve the
Fiscal Officers report.
6. Director’s Report: Ms. Crouse reported:
Bookmobile Update
Final specs that will go out for bid. Mt. Sterling to see a completed bookmobile. Will be able to get
county purchasing.
Kathy Runser, Michelle Ryan and Ms. Crouse visited the Mt. Sterling Library south of Columbus to see
their bookmobile, which is a slightly smaller model than the one the library is contemplating. It really
helped get in the completed product to get a feel for the space. Our specs have been completed, with
estimates of what types and amount of shelving needed. The Lorain County purchasing agent is willing
to put out the bid for us, which would enable us to secure government pricing for the bookmobile.
Farber is a state contract agency; OBS is not.
Buildings and Grounds
New desk was ordered last year. Formally violet and mustard on the wall, old metal office desk.
The South Branch painting and installation of a new desk are complete.
The IP phone system has arrived and been put into use at the large branches.
Mr. Szuch informed the board while there were some bugs, they are being corrected and the phones
are 99% up and running.
LaGrange Update
Ms. Crouse spoke to LaGrange Township Trustee Doug Gardner. The survey was completed by the
County Engineers and a 1 ½ acre parcel was designated for the library. The lot split may require the
township to get a variance for their remaining portions but not for ours. The trustees gave the
information to Jerry Innes to prepare a draft deed. They intend to include the prior restrictions in the
new deed, so after a draft is prepared, we will meet to discuss the content. The trustees request that
we leave the existing park pavilion but will move the tot lot to their property as it is an insurance
concern for us.
The RFQ is out. Responses are requested by March 27th. For architects on the list of our approved
architects.
Ms. Crouse and Rhonda Smith met with Scott Lawless on February 20th. He provided some information
about Veteran Services that are offered at some libraries in the state of California through Library
Services and Technology Act (federal) funding and suggested that we pursue a similar program at our
LaGrange branch. Ms. Crouse will continue to research this partnership opportunity. They can access
resources, benefits, and counselors.
Ms. Smith-Scott was very cooperative.
Restore the PLF Campaign
Met with the media prior for restore the PLF. Bus tour is going to Columbus.
A number of Lorain County librarians and trustees met with Dan Ramos, Terry Boose, Nathan and
Gayle Manning over the past four weeks to lobby for restoring the Public Library Fund to 2.22% of the
general fund. Although the initial budget proposal makes it look like libraries are getting an increase,
none of our Congress people felt that the final budget amount would stay the same. The purported
increase over last year’s funding totals is still far below past funding allocations. Ohio Libraries are still
being funded at approximately 1996 levels.
Update on United Way Collaboratives / Grants
1. LORAIN COUNTY HEALTH DISTRICT GRANT
The health district has prepared an MOU for the library to provide funding for several projects. They
include the following: $10,740 grant
$2940
28 weeks of fitness classes at our branches (we are currently doing tai chi and
Zumba and we pay the instructors)
$300
Stipend for staff time for a walking book discussion group at Keystone Branch
$500
For promotional materials (flyers and posters, etc.)
$7000
For storywalk stations at Carlisle Reservation and LaGrange town park
The library also requesting a “hydration station” (water fountain) at the Keystone-LaGrange branch
since the grant focus includes a “Water First for Thirst” initiative. That project may come out of KEY
grant funding instead.
2. KEY
The library is applying to the KEY collaborative for dedicated shelving, signage, and bulletin board for
collaborative news, and health and fitness related collection materials for the Keystone Branch.
3. YES ZONE
The library is applying for funding to conduct Summer Reading Club programs at the Boys & Girls Club,
and also for a series of music and dance programs for middle school children at our South Branch.
4. WISE2 and READY SET GO have been awarded planning grants and are working on funding
proposals.
Important Dates to Remember
Wednesday, March 25th
All day
Board Members are invited to an all-day potluck party for Deb Pillivant at Central
Thursday, March 26th
5:45 to 8:00pm
Lorain County Trustees’ World Café –at Cork’s and Stubby’s in Amherst
Cash bar, light refreshments
Special guest speaker: Sam Chada “Latest Trends in Technology for Libraries”
Tuesday, April 28th
All day
Legislative Day in Columbus - We are hoping to get a bus to take a group.
Wednesday, April 29th
6:30 – 8:30pm
OLC Trustee Dinner, Holiday Inn Rockside, Independence
Dinner @ 6:30, program at 7:25
Ms. Crouse invited board members to join the staff for Deb Pillivant’s potluck party on Wednesday, March
25th.
7. President’s Report: Mr. Crum reported a committee was put together for a procedure for a form.
DK, MT, and SB are members. SB is the chair. August deadline. Okay to copy Jerry.
Some discussions about the strategic plan. Suggests another plan “operating plan” 1 year plan that drives
the budget. Had it at Nordson. Justifies the allocation expenses in the budget. Had to be approved before
budget is approved. 5 year strategic plan. Updated every year. Conditions changed etc. It was a living
document. Would like to introduce this to the board. Make it official and get it underway. Strategic plan is
long term goals.
Budget is tied to the operating plan.
AS: Ohio improvement plan 3 year but tweek it each year.
A plan on how to make the Operational plan part of the strategic plan.
DK: All day retreat sessions with ex. Staff, board members, volunteers, patrons meet to go over strategic
plan.
Annual basis. Annual review.
SB: Good to have a certain group work on each section and evaluate.
AS: Where are we, where do we need to get to go, how do we get there
Guidelines for the process. Facilitator needs to connect the process.
RS: A panel of patrons. To say where they see the vision of the library.
DK: timeline map the whole picture. Then make it the expectation.
JC: 3 year plan, review every year
The board decided to let GC work with Lyn and Carol to bring in a timeline for next meeting.
Facilitator, representatives from staff, board and patrons. SCORE. LCCC.
Deb P.: Things changed quickly in the last 3 years. Patrons need to be involved. Morale would be a boost to
include staff members that are not upper management.
Lorain Public may be doing a answer response to comments, positive and negative.
RS: The 3 year plan should be given to a perspective new board member.
8. Committee Reports:
Friends of the Elyria Public Library:
Ms. Crouse had nothing to report.
Friends of the Keystone LaGrange Library:
Ms. Crouse has tickets for books and brunch $10. Sat. April 25th at the Lion’s Club. 6 authors 9:15 authors,
brunch is at 10:00. Meet and greet. Over at noon.
RS ticket
Elyria Public Library Foundation:
Ms. Smith reported a meeting 2 weeks ago on Monday. Merril Lynch Steve Rene attended and gave a
report. $2.3. up 81,000. Smith Bookmobile $420,000.
Would like to have a event in Spring or Fall. May have the Ohio state football team to do a tailgate.
Hamburgers/hot dogs. Are working on that. Meeting coming later next month.
9. Old Business:
10. New Business:
11. Executive Session:
6:49
12. Adjournment:
The next meeting will be held on Monday, April 13, 2014 at 6:00 pm in the Scheide Room.