Westfield Washington Public Library
333 West Hoover St. Westfield Indiana 46074
317.896.9391 phone | 317.896.3702 fax

Library Board

The Library Board meets the second Wednesday of each month at 7:00PM in the Sumner History Room unless other wise noted.

Next regular meeting date: April 16 @ 7 PM [Agenda]

Previous Meeting: March 12, 2013 [FINAL PACKET]


Board Meeting Higlights

August 13, 2013

Circulation for July 2013 was 44,159. 219 items were circulated by patrons from other Evergreen Libraries and a total of 663 items from WWPL were sent to other Evergreen Libraries. We issued 202 new library cards of those 15 were issued to Hamilton County Reciprocal Borrowers. 1,817 items were checked out using the Self Check station.

The Fundraising Committee is planning to send out a brochure outlining the Capital Campaign. They are also planning to have an Grand Opening Gala in the spring of 2014.

The library board voted to advertise the 2014 budget as presented. The Public Hearing will be held at 7:00 pm on Wednesday, September 11, 2013 in the Sumner Room. The 2014 Budget will be adopted at the October 9th board meeting.

Phil Passen from Meyer Najem gave the library board a construction update. Due to unforeseen groundwater issues, drainage tile was added below basement slab, the elevator pit was waterproofed and downspouts will be routed to the pond outlet. A unique lagging system was installed and the first floor structure will be installed before the area can be back filled. Distractions will increase as inside work continues. We are to contact Troy if there is something we need to address.

July 10, 2013

Circulation for June 2013 was 342,287. Patrons from other Evergreen Libraries borrowed 130 items and a total of 749 items from WWPL were sent to other Evergreen Libraries. We issued 281 new library cards of those 8 were issued to Hamilton County Reciprocal Borrowers. The Self Check station was used to checkout 1,879 items.

We received an $8,227 LSTA Grant to upgrade our PC management software. The new software will also include a print management system.

The 2014 proposed budget was presented to the library board. The budget will be advertised after the August board meeting. The Public hearing on the budget will be held at the September 11th board meeting. The 2014 Budget will be adopted at the October 9th board meeting.

Phil Passen from Meyer Najem gave the library board a construction update. The site has been excavated and foundation shored. Because of ground water we had to have the soil tested a second time and the soils were determined unsuitable so the foundation will be undercut by 20 inches and filled in with stone. Drainage tiles will be laid to direct the water to the sump pit. In the next 30 days the foundation and then the walls will be poured. The renovation of the existing building will be done one area at a time with as little disruption as possible.

The Fundraising committee met and reported that they are working on a brochure for the capital campaign for the renovation and expansion project. They are also working on recruiting members from the community.

June 12, 2013

Circulation for May 2013 was 32,225 and of those circulations 1,400 were from Hamilton County Reciprocal borrowers. Patrons from other Evergreen Libraries circulated 230 items and a total of 629 items from WWPL were sent to other Evergreen Libraries. We issued 130 new library cards and of those 10 were issued to Hamilton County Reciprocal Borrowers. The Self Check station was used to checkout 1,393 items.

We received word that the library received a grant from the Betty Overman – Endowment Fund for $3,250. $2,000 will go to frame and hang a collection of calendars from Chihiro Iwaskaki, a Japanese picture book artist. This collection will be hung in the newly renovated Children's Area. $1,000 will go toward purchasing summer reading book incentives. $250 will go toward purchasing books for the award winning book collection.

Construction has begun after a meeting to finalize the value engineering items.

The groundbreaking ceremony was discussed.

A staff committee was formed and proposed that some of the print appropriations be reallocated to the downloadable books and audio. The library board approved their proposal and redistributed the funds to the new appropriation accounts.

The library received our Property Tax distribution for the first half of 2013. The budget committee of the library board will be meeting on the 2014 library budget later this month.

May 8, 2013

Circulation for April 2013 was 34,998 and of those circulations 1,534 were from Hamilton County Reciprocal borrowers. Patrons from other Evergreen Libraries borrowed 125 items and a total of 728 items from WWPL were sent to other Evergreen Libraries. We issued 149 new library cards, and of those 20 were issued to Hamilton County Reciprocal Borrowers. Patrons checked out 1,402 items using the Self Check station.

Phil Passen presented updated Value Engineering items to the library board. Shelving was purchased at a discounted price from Hagerstown – Jefferson Township Public Library.

A groundbreaking event was discussed. We will be planning a small event at the beginning of June. The Board also discussed various fundraising ideas.

Friends of the Westfield Library will also be having a presence at the Westfield Farmer's Market again this year. Update: The Farmer's Market has since been cancelled for the 2013 season.

Special April 23, 2013

Phil Passen of Meyer Najem presented updated information about bid packages to the board. The library board approved all bid May 8, 2013 Board Meeting Bid Packages 1 (Sitework), 2 (Concrete) and 4 (General Trades) – Gilbraltor Construction Bid Package 3 (Roofing) – NuTec Roofing Bid Package 5 (Flooring) – Georgia Direct Bid Package 6 (Mechanical) – Lehmen's Bid Package 7 (Electrical) – E.M. Companies The library Board decided to use gift funds, grants and any funds raised for the project on Furniture, Equipment and Landscaping.

April 10, 2013

Circulation for March 2013 was 36,174 and of those circulations, 1,542 were from Hamilton County Reciprocal borrowers. Patrons from other Evergreen Libraries came and borrowed 105 items while another 811 items from WWPL were sent to other Evergreen Libraries. We issued 147 new library cards, of which 17 were issued to Hamilton County Reciprocal Borrowers. The Self Check station was used to checkout 1,192 items.

The bids for the Renovation/Addition Project were publicly opened on April 4, 2013. The bids came back over budget. Options were discussed with the library board by Phil Passen from Meyer Najem. We may have to rebid the bid packages that came in over budget. The building committee will work with Meyer Najem on some value engineering options to get the project down within the budget.

A special library board meeting was scheduled for April 23, 2013.

March 12, 2013

Circulation for February 2013 was 33,423 and of those circulations, 1,327 were from Hamilton County Reciprocal borrowers. 185 items were circulated by patrons from other Evergreen Libraries and a total of 610 items from WWPL were sent to other Evergreen Libraries. We issued 148 new library cards, of those, 11 were issued to Hamilton County Reciprocal Borrowers. The Self Check station was used to check out 1,286 items.

The library board approved the construction documents and estimates presented by Halstead Architects and Meyer Najem. The Notice to bidders will be published in The Times and the Indianapolis Star on March 14 and March 21. There will be a Pre-Bid meeting at the library Tuesday March 26, 2013 at 9 a.m. to answer any questions any prospective bidders may have. The Public Opening of the bids will be 2:00 p.m. April 4th and hopefully the final contracts will be awarded at the April 10, 2013 board meeting.

Library Board also voted to be closed on the Sundays prior to Memorial Day and Labor Day and on Easter Sunday.

February 12, 2013

Circulation for January 2013 was 35,496, and 1,392 of those circulations were from Hamilton County Reciprocal Borrowers. 187 items were circulated by patrons from other Evergreen Libraries, and a total of 687 items from WWPL were sent to other Evergreen Libraries. We issued 162 new library cards, and of those 15 were issued to Hamilton County Reciprocal Borrowers. 1,591 items were checked out using the Self Check station.

The final construction documents will be received and reviewed by the library board on February 20. The library board will approve the documents at the March 12, 2013 board meeting. The notice to bidders will be advertised on March 14 and March 21. The public bid opening will be held at the Library on Thursday April 4, 2013 at 2 p.m. The library board plans to award contracts at the April 10, 2013 board meeting, and we hope to break ground on or about May 1, 2013.

January 9, 2013

The library board welcomed two new appointees: Birch Dalton who replaces Mic Mead, and Brian Morales, who replaces Carolyn Wheeler.

Circulation for December 2012 was 28,783, and of those circulations, 1,267 were from Hamilton County Reciprocal Borrowers. 128 items were circulated by patrons from other Evergreen Libraries, and a total of 447 items from WWPL were sent to other Evergreen Libraries. We issued 95 new library cards, and of those 15 were issued to Hamilton County Reciprocal Borrowers. 1,077 items were checked out using the Self Check Station.

The renovation/addition project will be going out for rebid in mid-February. We are still on target for a spring ground breaking. The scope of the project was reduced somewhat. The library board decided to eliminate the portion of the addition on the south east side of the building. The portion would have extended the adult nonfiction/biography section and a lower level storage and mechanical area. The Library Board passed a Resolution establishing the Non-Resident Fee for 2013. The fee is $63.00.

December 28, 2012 - Year End Meeting

The library board passed a resolution to transfer funds back into the Rainy Day Fund that had been needed for cash flow purposes during the year. The library board also balanced out appropriation accounts for the Operating and Rainy Day Funds. Since the bond for the renovation/addition project was issued on December 20, 2012, we were able to reimburse funds that were used to cover expenses for the project prior to the issuance. The library board also said farewell to two board members at this meeting; Carolyn Wheeler and Mic Mead. Thank you for their service to the library.

December 12, 2012

Circulation for November 2012 was 35,064, and of those circulations 1,721 were from Hamilton County Reciprocal borrowers. 310 items were circulated by patrons from other Evergreen Libraries, and a total of 589 items from WWPL were sent to other Evergreen Libraries. We issued 159 new library cards, and of those 18 were issued to Hamilton County Reciprocal Borrowers. 1,384 items were checked out using the Self Check station.

The Library Board voted to add Sunday hours beginning March 3, 2013. The new library hours will be:
Monday–Wednesday 10am-8pm
Thursday-Friday 10am – 6pm
Saturday 10am-5:00pm
Sunday 1:00 pm- 5:00 pm

New Library Board Officers were elected:
President – Mike Thomas
Vice President – David Weiss
Secretary – Nancy Knochel
Treasurer – Paul Catlin

The bids on for the construction project were publicly open on November 27, 2012. The bids were compiled by Meyer Najem. The bids came in over budget. At the November 28, 2012 special board meeting, the board decided to reduce the scope of the project and rebid. At the December 12, 2012 meeting, Meyer Najem and Mike Halstead proposed cost reduction alternatives for the library board to consider. The library board decided to eliminate the east side of the addition on both levels. This will keep the community room/multipurpose room, expand the children's area, keep the dedicated teen area and completely renovate the existing building. Some things will be bid out as alternates and be added back in to the project if they will fit in the budget. The project will put this out to bid late February or Early March, with construction beginning in March or April.

The bonds were sold to J.J.B.Hilliard and W.L. Lyons, LLC. Umbaugh (the library's financial advisors) was very pleased with the bid. Interest on the bonds willbe 1.7071%. The estimated interest rate was 3%. This interest will save the tax payers approximately $230,000 over the life of the 10 year bonds. The closing is scheduled for Thursday, December 20, 2012.

The December board meeting was the last regular board meeting for Carolyn Wheeler who served on the board for 8 years and Mic Mead who served 4 years. Thank you both for your invaluable service to the library board.

November 12, 2012

Circulation for October 2012 was 339,398, and of those circulations 1,897 were from Hamilton County Reciprocal Borrowers. 310 items were circulated by patrons from other Evergreen Libraries, and a total of 642 items from WWPL were sent to other Evergreen Libraries. We issued 166 new library cards, and of those 12 were issued to Hamilton County Reciprocal Borrowers. 1,429 items were checked out using the Self Check Station.

The 2013 Library Budget was adopted by the Hamilton County Council and submitted to the Indiana Department of Local Government and Finance. The library renovation and addition project continues to move forward. The library board will be receiving and publicly opening bids on Tuesday November 27. They hope to award the construction bid at the November 28, 2012 special board meeting. The bonds will be sold on Wednesday December 5, 2012. The building committee, architects, interior designers and construction managers continue to tweak the project. We hope to begin construction in early 2013.

October 10, 2012

Circulation for September 2012 was 34,374, and of those 1,550 were from Hamilton County Reciprocal Borrowers. 206 items were circulated by patrons from other Evergreen Libraries, and a total of 511 items from WWPL were sent to other Evergreen Libraries. We issued 197 new library cards, and of those 17 were issued to Hamilton County Reciprocal Borrowers. 1,265 items were checked out using the Self Check Station.

The library board passed a resolution for an additional appropriation from the Rainy Day Fund to pay bills relating to the Renovation/Addition Project. These funds will be reimbursed from the bond money when it's received. The interior designers gave a presentation to the board on the carpets and finishes for the renovation portion of the project. The architect presented updated elevations and floor plans. The architect, Mike Thomas, Mic Mead and Sheryl Sollars attended the Advisory Plan Commission meeting on October 1, at which a public hearing on the project was held. The public hearing went well, and a few questions from the board were asked and answered. There are few revisions to the plan, so approval is expected at the October 15 meeting. The library board adopted the final Bond Resolution. The design team continues to meet and finalize the plans. We hope to go out to bid the first of November and break ground sometime at the beginning of December.

The 2013 budget public hearing was held on October 3, and there were no questions from the public. The budget will be adopted by the Hamilton County Council on October 15.

September 12, 2012

Circulation for August 2012 was 40,441, and of those 1,635 were from Hamilton County Reciprocal Borrowers. 179 items were circulated by patrons from other Evergreen Libraries, and a total of 726 items from WWPL were sent to other Evergreen Libraries. We issued 173 new library cards, and of those 16 were issued to Hamilton County Reciprocal Borrowers. 1,383 items were checked out using the Self Check station.

The Summer Reading Program was a success this year with 2,491 children, teens and adults participating.

The design team has been meeting on a biweekly basis. The project will go in front of the Advisory Plan Commission on October 1, 2012 for the first meeting. If changes need to be made we will go back in front of them on October 15, 2012. Drawings for site work, interior renovation and the addition are being finalized. Westfield Washington Schools have agreed to share parking with the Library. The Library will put up signs designating overflow parking for the Library and the Westfield High School in the Northeast parking lot of the Middle School.

The Library received 14 newly rebuilt computers from NetLiteracy and the Indiana State Library.

The 2013 budget was submitted to the Hamilton County Council for a binding review because it exceeds the 2.8% growth quotient, which is due to the issuance of new debt. Mike Thomas and Sheryl Sollars represented the library at a hearing in front of the Council and answered their questions concerning the budget. The public hearing will be held on October 3, 2012 with the final adoption on October 15, 2012

August 08, 2012

Circulation for July 2012 was 47,660, and of those circulations, 2,145 were from Hamilton County Reciprocal borrowers. 168 items were circulated by patrons from other Evergreen Libraries, and a total of 612 items from WWPL were sent to other Evergreen Libraries. We issued 199 new library cards, and of those cards, 13 were issued to Hamilton County Reciprocal Borrowers. 1,767 items were checked out using the Self Check station.

The building committee reviewed the submissions of request for qualifications for the Construction Management Firms. They selected two firms to make a short presentation to the full board. Skillman Corporation and Meyer Najem each made presentations. After discussion the library board voted to hire Meyer Najem as the construction manager for the Renovation/Addition project. The library board also voted to sign the contract with Halstead Architects to be the architect for the project.

The 2013 proposed budget was reviewed, and the library board will be recommending it to the Hamilton County Council. The new debt service needed to be budgeted for the renovation project, and with that our total budget will be over the 2.8% growth quotient, which means the library's budget is adopted by the Hamilton County Council.

In the spring, the library received a distribution of County Option Income Tax, and the library board voted to use some of those funds for a small increase for the staff and increase in the budget to purchase materials for the library's collection. A public hearing for an additional appropriation from the Rainy Day Fund was held at the board meeting with no objections. The library board approved the resolution for the additional appropriation.

July 11, 2012

Circulation for June 2012 was 45,736, and of those circulations 1,778 were from Hamilton County Reciprocal Borrowers. 69 items were circulated by patrons from other Evergreen Libraries, and a total of 732 items from WWPL were sent to other Evergreen Libraries. We issued 276 new library cards, and of those 31 were issued to Hamilton County Reciprocal Borrowers. 1,830 items were checked out using the Self Check Station.

The Building Committee reported that Library Director Sheryl Sollars had sent out Requests for Qualifications to five different construction management firms. Those requests were to be submitted to the library by Wednesday, July 18, 2012. The Building Committee will review those documents and make a recommendation to the Library Board most likely at the August board meeting.

Preliminary work on the 2013 budget has begun. The Budget Committee will meet later in July, and the meeting with the representative from the Department of Local Government and Finance is during the last week in July.

The Library Board voted to advertise the notice for an additional appropriation from the Rainy Day Fund. This additional appropriation is for the purchase of materials, paying for service contracts and to fund the possible recommendations the Personnel Committee is currently working on. The Public Hearing for the additional appropriation will be at the August 8, 2012 Board Meeting.

The Library Board discussed various fund raising ideas for the Library Renovation/Addition Project.

June 13, 2012

Circulation for May 2012 was 36,709, and of those circulations 1,483 were from Hamilton County Reciprocal borrowers. 66 items were circulated by patrons from other Evergreen Libraries, and a total of 775 items from WWPL were sent to other Evergreen Libraries. We issued 116 new library cards, and of those 16 were issued to Hamilton County Reciprocal Borrowers. 1,151 items were checked out using the Self Check station.

The library board voted to acquire some gently used office furniture from the Carmel Clay Public Library. This furniture will replace some of the existing office furniture. The company that installs the furniture will be storing it for us until we are ready for it.

The Westfield City Council voted to approve the resolution to allow the Library Board to Issue $2M Bonds for the Renovation, Space Reallocation and Addition project. Those bonds will be paid back using Property Taxes. As we have stated earlier, you the taxpayer will see no tax increase, it will just be an extension of the library's existing bonds. The bonds were set to expire in 2016, and due to this new issue will not expire until 2022.

The Library's total tax rate includes the Operating Fund and the Lease Rental Fund (Debt Service). The Lease Rental/Debt Service fund is to be used only for capital improvements to the building and the revenue to pay back those bonds is entirely from Property Taxes. The Operating Fund (or General Fund) is used to operate the facility, for example salaries, materials, supplies, utilities, etc. The revenue received for the Operating Fund includes property taxes, income taxes, fines and fees. When issuing the bonds for the renovation, space reallocation and addition project, the library may not use money from the Lease Rental/Debt Service Fund to pay for anything other than the purpose stated.

May 9, 2012

Circulation for April 2012 was 34,279, and of those circulations 1,254 were from Hamilton County Reciprocal borrowers. 46 items were circulated by patrons from other Evergreen Libraries, and a total of 652 items from WWPL were sent to other Evergreen Libraries. We issued 118 new library cards, and of those, 17 were issued to Hamilton County Reciprocal Borrowers. 104 items were checked out using the Self Check station.

The Public Hearing on the additional appropriation for the$2M bond to finance the Renovation/Space Reallocation and Addition project was held. The Library Board heard comments from the members of the public who attended the meeting. The Library Board voted 6 to 1 to adopt the Additional Appropriation Resolution. The library board was reminded of the May 14, 2012 City Council meeting where the Council may be voting on the bonds for this project.

The library received the Spring Property Tax Advance of $77,165.03. $49,216.88 was deposited into the Operating Fund, and $27,948.15 was deposited into the Lease Rental Fund. The balance of our spring property tax distribution will come in June.

April 11, 2012

Circulation for March 2012 was 37,244, and of those circulations 1,418 were from Hamilton County Reciprocal borrowers. 42 items were circulated by patrons from other Evergreen Libraries, and a total of 597 items from WWPL were sent to other Evergreen Libraries. We issued 169 new library cards, and of those 11 were issued to Hamilton County Reciprocal Borrowers. 1,188 items were checked out using the Self Check station.

We received notice from the Hamilton County Auditor and the Department of Local Government Finance that the library would be receiving undistributed County Option Income Tax distribution for budget year 2011 and 2012. The total amount received in lump sum distribution was $81,759.21. The library will be receiving $7,553.18 more for the months of April through December.

The Library Board Building Committee met with the Westfield City Councilors in small groups to explain their role in approving the bonds for the renovation, space reallocation, and addition project. A presentation will be given at the April WeCAN meeting. The board decided to hold an open house to showcase the project to the public and be on hand to answer any questions

March 14, 2012

Circulation for February 2012 was 35,075, and of those circulations 1,683 were from Hamilton County Reciprocal borrowers. 83 items were circulated by patrons from other Evergreen Libraries, and a total of 670 items from WWPL were sent to other Evergreen Libraries. We issued 170 new library cards, and of those, 18 were issued to Hamilton County Reciprocal Borrowers. 871 items were checked out using the Self Check station.

The Building Committee of the Library Board reported that they had met with Dr. Keen and Mayor Andy Cook to discuss the Renovation, Space Reallocation and Addition project. The building committee will be having small meetings with city councilors to give them information on the project prior to the next board meeting.

The Approved 2012 Budget was received from the Department of Local Government Finance.
2012 Operating Budget is $1,005,901.00
2012 Lease Rental Budget is $284,052.00
2012 Total Budget is $1,289,953.00
2012 Operating Tax Rate is $0.0280
2012 Lease Rental Tax Rate is $0.0159
2012 Total Library Tax Rate is $0.0439

February 8, 2012

Circulation for January 2012 was 34,943, and of those circulations 1,777 were from Hamilton County Reciprocal borrowers. 118 items were circulated by patrons from other Evergreen Libraries, and a total of 524 items from WWPL were sent to other Evergreen Libraries. We issued 167 new library cards, with 24 of those issued to Hamilton County Reciprocal Borrowers. 560 items were checked out using the Self Check station.

The 2012 LSTA technology grant was discussed. We are applying for the grant to purchase iPads for our patrons. We are going to start out using them for our homeschool patrons and hopefully expand that usage to all library patrons in the future. The grant will be submitted Friday, February 10.

We have relaxed the security on the wireless network. Patrons now only have to put the security key in on the first time they set up their device. On all subsequent visits to the library, their device should automatically be connected to the wireless network.

The building and grounds committee met to discuss the library board work session that was held on January 21, 2012. The committee, considering the mission of the library, recommended to proceed with the concept presented by Quantum Architecture consisting of renovation, space reallocation and addition including a community room, quiet study areas, dedicated teen area, etc. The next step should be a formal project plan with a work breakdown structure, including the beginning of an aggressive capital campaign. The library board will be bonding for the project, and the bond will not exceed $2M. The motion to approve the recommendation of the Building and Grounds committee to proceed with the renovation, space reallocation, and additions as presented by Quantum Architecture was approved by a vote of 3-2.

January 11, 2012

Circulation for December 2011 was 30,259, and of those circulations 1,390 were from Hamilton County Reciprocal Borrowers. 65 items were circulated by patrons from other Evergreen Libraries, and a total of 458 items from WWPL were sent to other Evergreen Libraries. We issued 116 new library cards, and of those, 14 were issued to Hamilton County Reciprocal Borrowers. 99 items were checked out using the Self Check station, but the Self Check station was down for some time following the Evergreen upgrade.

We received our County Option Income Tax disbursement for January and there was a slight increase over last year.

The agenda for the work session to be held January 21, 2011 was passed out and reviewed.

The library board reviewed the 2011 Investments and Finance Policy during the annual Board of Finance meeting.

January 23, 2012: Library Board Working Session

The library board met to discuss options for space reallocation, expansion, minor refurbishments (i.e. carpet, wall covering, etc.), or whether to do nothing at all to the current facility would be an option.

Information was presented to the library board concerning statistics for library services from libraries our size throughout the state, statistics from 1995 (the last time there was a renovation), 2000, 2005, 2010.

Paul Ewer and Lindsay Fernandez from Quantum Architecture were on hand to answer any questions from the board regarding preliminary space reallocation information that had been designed based on the Library's Strategic plan, past survey information and needs of the library. This meeting was open to the public, but it was not a public input meeting.

 

 

 

 

Board Members

President
Mike Thomas
Vice President
Brian Morales
Treasurer
Paul Catlin
Secretary
Nancy Knochel
Members
Birch Dalton
Dan Pitcock
David Weiss