The Medina County District Library Board of Trustees met in regular session on Monday, October 20, 2025, at Lodi ibrary. With a quorum present, President William Koran called the meeting to order at 6:00 p.m. The Pledge of Allegiance was recited.

Roll call: The following members were present: William Koran, Sarah Vachon, Brian Harr, Ann Marie Flannery, Caleb Parker and Christopher Jakab.

Library staff members in attendance included: Julianne Bedel, Executive Director; Allison Gaebelein, Fiscal Officer; Suzie Muniak, Deputy Director; Dan Holahan, Lodi Branch Manager; Emily Henry, Human Resources Director; and Jennifer O’Neill, Deputy Fiscal Officer acting as recording secretary, and Lisa Rienerth.

Approval of the Agenda: Mr. Harr motioned, and Ms. Flannery seconded the motion to approve the agenda. Motion carried.

Recognition of Guests and Comments from President Koran welcomed all in attendance.

Disposition of Meeting Minutes: Mr. Parker motioned, and Ms. Vachon seconded the motion to approve the September 15, 2025, regular meeting minutes. Motion carried.

Approval of Financial Report: Mr. Harr motioned, and Ms. Flannery seconded the motion to approve the September 2025 financial report. Motion carried.

Fiscal Officer Allison Gaebelein highlighted that September 2025 receipts totaled $855,963.04 while expenses totaled $1,067,744.75. There was an unexpended cash balance of $19,559,474.55 minus outstanding encumbrances of $3,059,470.49 leaving an ending unencumbered balance of $16,500,004.06.

General Fund revenues are up 8.4% over the prior year-to-date, and General Fund expenses are up 5.8% compared to the same year-to-date period.

September 2025 investments earned $69,995.03. Year-to-date interest totals are $557,146.71 at an average weighted interest rate of 4.119%.

September 2025 PLF vame to $375,913.20, which is $37,492.85lower than September 2024 and $54,107.80 lower than budgeted for the month. However, year-to-date still up 4.6% over last year and up 4.73% against the budget.

Executive Director’s Report: Executive Director Julianne Bedel highlighted that the overall circulation was up 5% over September 2024. Circulation of physical >items was down 1% and digital circulation was up 14%. Overall computer usage was up 17%, and Wi-Fi use was up 10%. Meeting room bookings were up 13% and community attendance in the meeting rooms was up 21%. The number of new library cards issued was down 22%, but new e-cards were up 39%. The Library is now using Quipu, a web-based interface to issue new e-cards. Quipu verifies information against our current Sirsi Workflow cardholder records. The interface allows most new patrons to receive their e- cards instantly, rather than waiting for staff to issue them the next business day. The number of passport applications processed was up 2%. The number of library programs offered was up 7%, and the number of patrons attending those programs was up 18%. The door count was up 7% from last September.

The Facilities Master Plan process is proceeding on schedule. The Library received the last of the Building Condition Assessments, and those have moved  to the costing phase. Bialosky conducted the Staff Visioning Session, and the community engagement boards were out in the branches for two weeks in September. They will compile this feedback with the written surveys to start formulating the Stakeholder Engagement Report. Currently, we are still on track to complete the process by the end of February.

OLC is monitoring more than twenty different property tax-related bills that could impact public libraries. Last week, OLC testified before the Ohio House Local Government Committee to voice strong opposition to House Bill 137, sponsored by Rep. Brian Lorenz. This bill poses a serious threat to public libraries by allowing a taxing authority to block a library from placing a property tax levy on the ballot. We will continue to closely monitor this and other tax-related bills.

Community Action of Wayne and Medina (CAWM) is Medina County Imagination Library’s new local program partner. CAWM will be acting as the Fiscal Agent for our county’s program. The Imagination Library Ohio team will be paying our county’s local book bill through the end of January, which makes the first local book payment due in February 2026. MCDL will continue to support the program, as we have for many years, by sharing information with Medina County families. Additionally, MCDL administrative staff will handle the “Book Ordering System” database which is anticipated to take two to three hours per week. The Library is working with CAWM to form a grassroots fundraising group to sustain the program. Operating funds from Community Action and MCDL are not used to fund the program, which is currently benefitting nearly 6,000 children in Medina County. The Medina County Imagination Library recently received a $7,860 grant from Medina Sunrise Rotary, $5,000 from PNC Bank, $3,000 from the Eagles, and $250 from Medina Moose. There are also Imagination Library license plates that benefit the program at $25 per plate. To date, $600 has come back to the program through license plate sales.

Readers’ Advisory Librarian Mary Olson is ending her 29-year career with MCDL at the end of this month. Ms. Olson is a talented and enthusiastic librarian who is leaving a positive impact on our staff and the patrons we serve. Whether she is leading the charge on the Author Events Team or connecting directly with patrons on the Wednesday Night Book Discussion on Facebook, her love for her work is clear for all to see. We appreciate all that Ms. Olson has contributed to MCDL over the years and wish her only the best as she enters this new phase of her life.

Ms. Flannery asked about the fulfillment issues with Baker & Taylor. Ms. Bedel responded that Collection Resources is finding new vendors and had already moved most book orders to Ingram.

Communication: None

Personnel Report:  Ms. Vachon motioned, and Mr. Parker seconded the motion to approve the September Personnel Report. Motion carried.

Human Resources highlights from September 2025 include no new hires and celebrating one retirement. There were six leaves of absence in September.

ADA/FMLA training for supervisors and managers >was >held. The Leadership U class held their first meeting. Many thanks to Captain Ingersol for providing hands-on fire extinguisher training for twenty-one staff members.

There were twenty-five staff members with work anniversaries in September, and we celebrated Seville Manager Katie Graefnitz’s 15-year milestone anniversary. Thank you and congratulations to Katie!

Board Committee Reports:

Personnel Committee: Ms. Vachon reported that the committee met on October 20, 2025, to hear about health care plan options from broker Mark Herwick of Homestead Insurance. The Committee also discussed FSA contribution limits for Health Care and Dependent Care.

Resolution 25-16: Upon recommendation of the Personnel Committee, the Medina County District Library Board of Trustees hereby approves an increase in the annual employee contribution limits for the Flexible Spending Account (FSA) program effective January 1, 2026, for both the Health Care FSA and the Dependent Care FSA as stated in Policy # HR-B-28 Flexible Spending Account. Motion carried.

Buildings Committee: Ms. Flannery reported that the committee met on October >14, 2025, and heard from >Joe Cavanaugh of Scheeser, Buckley, Mayfield (SBM) about options for the Medina Roof Project. The Committee also discussed purchasing a study pod for Highland Library.

Mr. Jakab asked Ms. Gaebelein to review the costs for the roof project. She responded that estimated costs have increased from $2,000,000 to $2,593,000. Mr. Parker asked about the roof project timeline. Ms. Gaebelein replied that the re-design was estimated to take approximately four to six weeks. Ms. Bedel responded that bids for the HVAC and roof projects would happen at the beginning of 2026, with work on the project commencing fall of 2026.

Resolution 25-17: Upon recommendation of the Buildings Committee, the Medina County District Library Board of Trustees hereby approves Option #2A (RTU and CU Replacement) >for >the Medina Library Roof Project as described by Scheeser, Buckley, Mayfield. Motion carried.

Resolution 25-18: Upon recommendation of the Buildings Committee, the Medina County District Library Board of Trustees >hereby approves entering into a contract with Construction Resources >for a roof design for the Medina Library Roof Project. Motion carried.

Resolution 25-19: Upon recommendation of the Buildings Committee, the Medina County District Library Board of Trustees hereby approves entering into a revised contract with Scheeser, Buckley, Mayfield for HVAC design for the Medina Library Roof Project. Motion carried.

Resolution 25-20: Upon recommendation of the Buildings Committee, the Medina County District Library Board of Trustees hereby approves the purchase of a Framery Four study pod unit not to exceed $26,000 for Highland Library. Motion carried.

Policy and By-laws Committee: No meeting. Next scheduled meeting is November17, 2025, at 5:30 p.m.

Finance Committee: No meeting

Unfinished Business:

2025 Bargaining Unit Job Description Review: Proposed changes to the Community Engagement Associate description more closely reflects the duties and expertise required for the Associate who specializes in events and social media.

Resolution 25-21: Mr. Jakab motioned, and Ms. Vachon seconded that the Medina County District Library Board of Trustees hereby revises Bargaining Unit job description for Community Engagement Associate (Specializing in Events and Social Media) as proposed effective immediately. Motion carried.

New Business:

Lodi Library Presentation: Lodi Branch Manager Dan Holahan gave a presentation on the many programs and projects that have taken place at the branch over the last year. Some annual programs include Winter Wonderland and Summerfest. The Lodi Library is part of a new initiative with local partners called Lodi Health and Motion. They conducted a Walk Audit through Lodi earlier this summer to evaluate how walkable an area is, looking at how safely people can travel along streets, cross intersections, and move from place to place.

Establishment of IMLS Grant Fund: Ms. Gaebelein reported we have been awarded $100,000 in federal IMLS grant funding for use in the Virginia Wheeler Martin Family History and Learning Center, that runs through 2027.

Resolution 25-22: Mr. Parker motioned, and Mr. Jakab seconded that The Medina County District Library Board of Trustees hereby establishes a new Special Revenue Fund to be known as the 205 IMLS National Leadership Grant Fund with the following initial estimated revenue and expenses:

Revenue:

205.4.2210 Intergovernmental Revenue IMLS Grant $100,000.00

Expense:
205.5.1120 Salaries/Wages $51,233.00
205.5.2100 Supplies $3,500.00
205.5510 Furniture Equipment $45,267.00
Total $100,000.00

Roll Call Vote: Mr. Parker – Aye; Ms. Flannery – Aye; Ms. Vachon – Aye; Mr. Harr – Aye; Mr. Jakab – Aye; Mr. Koran – Aye. Motion carried.

2026 Tax Levy Rates:

Resolution 25 – 23: Mr. Harr motioned, and Mr. Jakab seconded that The Medina County District Library Board of Trustees hereby accepts the 2026 Tax Levy amounts and rates as determined by the Medina County Budget Commission and authorizing the necessary tax levies and certifying them to the Medina County Auditor.

Roll Call Vote: Mr. Parker – Aye; Ms. Flannery – Aye; Ms. Vachon – Aye; Mr. Harr – Aye; Mr. Jakab – Aye; Mr. Koran – Aye. Motion carried.

Winter Events with Alcohol:

Resolution 25 – 24:Mr. Parker motioned, and Ms. Vachon seconded that The Medina County District Library Board of Trustees hereby approves a Wine and Canvas event February 13, 2026, at Medina Library. Motion carried.

Service Recognition for Cindy Tripoulas: Mr. Koran recognized Library Associate Cindy Tripoulas for her seventeen years of dedicated service at MCDL. The Board of Trustees expresses deep appreciation for Cindy Tripoulas and her role in the Library’s family. They wish her health and happiness in the next chapter of her life.

Donations: Ms. Vachon motioned, and Mr. Harr seconded the motion to approve the following donations for September. Motion carried.

1. Medina City Council: Telescope and Orrery
2. R. Dick Colmery: Copy of his book A Wonderful, Rewarding Life
3. Signature Smiles Dentistry: OiSA Water Flosser
4. Rev. Dr. Sharon L. Keisel: Copy of her book >We React to Everything in honor of Kathy Petras
5. Kiara Sheldon: Three Spanish language copies: Harry Potter la Piedra Filosofal, Harry Potter y la Camara Secreta, and Harry Potter y el Prisionero de Azkaban
6. Buckeye Local Schools: 61 Buckeye High School yearbooks - various years
7. Anonymous: Awakening Anne and Piercing the Veil by Kalynn Applewhite to be donated to Local Ohio Authors collection
8. Eliza Northrop PTO: $400 thank you for supporting their Storybook Walk.

The donations were accepted with gratitude.

Trustees Comments:

Ms. Flannery thanked Mr. Holahan for his presentation. She noted it was a great idea to have an MCDL table at the Cloverleaf football game and wondered if this could be replicated at other branches. She congratulated Ms. Tripoulas on her retirement. She thanked Ms. Olson for her work at MCDL.

Ms. Vachon thanked Mr. Holahan for a great presentation and the Lodi staff for all their hard work.

Mr. Harr thanked Mr. Holahan for his presentation. He also appreciated the work of the Personnel Committee.

Mr. Parker congratulated Ms. Tripoulas on her retirement and thanked Ms. Olson for her work at MCDL. He thanked Mr. Holahan for his presentation. He thanked Ms. Bedel for the OLC updates.

Mr. Jakab thanked Mr. Holahan for his presentation.

Mr. Koran thanked Mr. Holahan for his presentation and the commitment he is making to involve the Lodi Library in the community. He congratulated Ms. Tripoulas on her retirement and thanked Ms. Olson for her work here at MCDL. He gave a big thanks to the Personnel and Building Committees for all their work this year.

Adjournment: There being no further business, Mr. Jakab motioned, and Mr. Parker the motion to adjourn the meeting at 6:51 p.m. Motion Carried.

William Koran, President
Sarah Vachon, Secretary

NEXT BOARD MEETING
Monday, November 17, 2025
6:00 p.m.
Medina Library