GCPL to Begin Selection for Architectural Design of New Chardon Branch
Geauga County Public Library (GCPL) - November 19, 2024
Meeting: The GCPL Board met on Tuesday, November 19th at 4:00 pm at the Thompson Branch. This was a combined meeting of the Records Commission and regular Board meeting. This meeting was in-person with a virtual option. The meeting was not recorded. Minutes of this meeting will be posted on the GCPL website / GCPL Board after they are approved at the December 17, 2024 meeting.
Public Comment: Permitted and included in the regular order of business per GCPL bylaws. Further clarified in Policy 215 - Public Participation at Board Meetings.
Board Attendance: President Paul A. Newman, Vice President Karen Delano, Board Secretary Kristen Brinkman and Board Trustees Joshua Hutchinson, Crist Miller, Kate Pitrone and Jake Yanchar.
Staff Attendance:
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Kris Carroll - Director
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Katy Farrell (Assistant Director) - Recording Secretary
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Lisa Havlin - Fiscal Officer
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Nicole Burnside - Human Resources
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Erika Noark - Geauga West Branch Manager
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Denise Javins - Marketing Manager
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John Johnston - Facilities Manager
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Rachael Hartman - Middlefield Branch Manager
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Judy Lasco - Chardon Branch Manager
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Mike Pope - IT Manager
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Dani Hollar - Bainbridge Branch Manager
Public: This Observer attended in person.
President Newman called the Records Commission meeting to order at 4:00 pm and roll call was taken.
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The Agenda was approved as presented in the board packet.
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Changes to the RC2 Records Retention Schedule: Exhibit 11/24/RC/B were approved.
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Disposal of Records form RC3: Exhibit 11/24/RC/C as presented was approved.
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Disposal of Records no RC3 Required: Exhibit 11/24/RC/C was approved.
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The minutes of the Records Commission Meeting held November 19, 2024 were approved.
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The Records Commission Meeting was adjourned at 4:02PM.
Minutes: Minutes of the October Board Meeting were approved without discussion. Board minutes are available online. Scroll down to the bottom of the page to access minutes. The minutes are posted as soon as they are approved at the following month’s Board meeting.
Agenda: Ms. Pitrone made a motion, seconded by Mr. Yanchar, to approve the agenda as amended at the meeting and to table item 13B Approval of Updates to Personnel Policy 288 and Operating Policy 130 – Holidays and Closings.
The motion passed.
Communications - Ms. Carroll
Fiscal Officers Report – Ms. Havlin
Director’s Report - Ms. Carroll
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The new Aspen Discovery Catalog was successfully launched on October 28, followed by the rollout of the new Clevnet app on November 12. The transition went smoothly with minimal issues reported by patrons.
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Staff evaluations were completed and submitted to Human Resources. Jill Brickell has accepted the role of Staff Advisory Committee Chair for the 2025-2027 term and Samantha Kretschmer was commended on her first term as chair, during which she established effective processes and procedures for the committee.
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The Director and Assistant Director completed meetings with employees. The feedback is being reviewed with Human Resources. A summary and actions taken will be in the December Board packet.
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The staff presented many ideas for the Library of Things collection. This popular collection currently includes juvenile kits—featuring books, games, and educational toys—as well as high circulation items like yard games and traffic cones. The circulation of yard games doubled from 2023 to 2024 so more sets were purchased. More STEAM kits will be added in 2025. Observer note: STEAM means Science, Technology, Engineering, Arts and Mathematics.
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Construction and Facilities Update: John Johnston, Facilities Manager worked with all Branch Managers to update their Emergency Action Plans. All sprinkler systems and HVACs have been tested.
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On November 18, 2024, Board President Paul Newman finalized the purchase of the new property at 367 Park Avenue, officially transferring ownership of the property to the library. As recommended by the City of Chardon, the property has been brush-hogged to prepare it for winter.
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The selection process for a library architectural design professional is currently underway, with the following timeline:
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Request for Qualifications Due: November 22 by 4:45 pm
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Evaluation of Qualifications: December 10 (full day), conducted by the Evaluation Committee: Paul Newman, Jake Yanchar, and Crist Miller
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Selection Letter Issued: December 11
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Negotiation of Fee to follow
Assistant Director’s Report - Ms. Farrell
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Ms. Farrell introduced the library’s new Outreach Librarian, Jo Groh, and recognized Erika Noark and Rachael Hartman for their help in transitioning outreach to the Geauga West Branch.
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Two employees were nominated for NEO RLS awards: Katie Whisler was nominated for the Rising Star Award and Paula Wagner was nominated and selected for the Shooting Star Award.
Observer Note: NEO RLS is the Northeast Ohio Regional Library System.
Human Resources Report - Ms. Burnside
2 - new hires, 2 - pay adjustments, 1 - termination
Local Manager’s Report - None
IT Report - Mr. Pope
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The IT staff launched the new ASPEN catalog and search engine and created training documents for patrons and staff. IT staff also provided specific training for staff during Staff Day. Mr. Pope recognized Sam Rosace for his recent help solving a VPN issue for the fiscal office’s financial software. Observer’s Note: The ASPEN digital library catalog and search engine went into use October 28, 2024.
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The rest of the library’s internet connections will be moved to OPLIN [Ohio Public Library Information Network] to provide faster and cheaper internet access, and GCPL will work with Clevnet to upgrade wi-fi access points.
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Mr. Pope also shared a Christmas tree that the maker space staff decorated for the Foundation fundraiser. All ornaments and decorations for the tree were created using maker space equipment.
Committee Reports - Ms Carroll
Unfinished Business - None
New Business - Ms Carroll
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Motion to close the Chardon Branch as an unpaid closure on April 26 and April 27, 2025, for the Maple Festival. The motion passed. Staff will reschedule days. Some incidents occurred during the 2024 Maple Festival and the Branch Manager had to be onsite all weekend.
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Approval of Construction Manager at Risk Procurement Engagement Letter with Bricker/Graydon to provide legal counsel relating to CMR procurement for the upcoming Chardon Branch project. The motion passed. This had been taken off the October Agenda so pricing could be compared. Reviewer Note: An explanation of Construction Manager at Risk procurement can be found here.
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Approval of Design Professional ad hoc Evaluation Committee Members Paul A. Newman, Jake Yanchar, and Crist Miller, as presented in the board packet. The motion passed.
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Approval of Corbus Library Consultants Contract with Corbus Library Consultants to provide consulting services for evaluation, marketing and sale of library properties. The previous contract had been with Corbis for the old Chardon property. The motion passed.
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Approval of the 2025 Board of Trustees Meeting Schedule as presented in the board packet. The motion passed.
Board Development - Ms Carroll
Recent updates from the Ohio Library Council:
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The proposed changes to the exempt position salary threshold have been nullified by the U.S. District Court for the Eastern District of Texas.
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The State House is still considering a change to the open meetings law to allow virtual attendance.
Development Coordinator - Foundation report - Ms Carroll in the absence of Ms. Schrock
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There are 63 Christmas trees in the online fundraiser.
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The recent Geauga West book sale doubled revenue from the previous sale.
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The Foundation has a new board member, Janice Sugarman.
Upcoming Community Events
Public Comment - None
Mr. Hutchinson made a motion, seconded by Kristen Brickman, for the board to move to executive session to consider the compensation of public employees. The motion passed and the board moved to executive session at 4:20 P.M.
The board returned to regular session at 4:45 P.M.
Approval of 2025 Salary Increases:
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Mr. Hutchinson made a motion, seconded by Kristen Brickman, to approve a 3% raise for all eligible employees beginning with the January 2, 2025, paycheck as recommended by the Personnel Committee. The motion passed.
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Mr. Hutchinson made a motion, seconded by Jake Yanchar, to approve a 4% raise for the Director and Fiscal Officer beginning with the January 2, 2025, paycheck as recommended by the Personnel Committee. The motion passed.
Adjournment:
Ms. Pitrone made a motion, seconded by Mr. Hutchinson, to adjourn the meeting. The motion passed, and the meeting adjourned at 4:50 P.M.
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Next Meeting: December 17, 4:00 pm, Administration Building
Minutes: The latest minutes are posted here. Prior to March 2023, videos of meetings were available to the public here. The GCPL is no longer posting videos of their meetings.
Observer: Cris Takacs
Editor: Sarah McGlone
Reviewer: Carol Benton
Date Submitted: 12/16/24
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