Minutes of the Property & Extension Committee Meeting

The Property & Extension Committee of the Scioto County Public Library met in an official committee meeting on this date at 12:00 p.m. to discuss the Portsmouth Library Roof, Ratify Utility Supplier Agreements, and South Webster Signage. The following committee members were present: Ms. Ruthann Brush – Chair and Mrs. Jennifer Schackart – Member. Dr. Charles Kemp – Member was absent. Ms. Ruthann Brush called the meeting to order. Mr. Ryan Salmons – President of the Board, Ms. Joan Roberts – Vice President of the Board, and Mrs. Kara Tieman – Board Member were also present. Representing the library were Paige Williams – Director, Travis McNeilan – Fiscal Officer, Keely Woloschek – HR Manger, Katie Williams – Marketing Manager, and Becky Schultz – IT Coordinator. There were no visitors present.

1) Portsmouth Roof Replacement – The committee discussed and review two quotes from Duro-Last to replace the flat roof at the Portsmouth location. The committee recommends to the full board the following quote from Duro-Last for 15 year consequential damages + 5 years of material & labor:

Duro-Last Roofing Proposal

July 21, 2025

Ms. Tami Isaac
Maintenance Manager
Scioto County Public Library
1220 Gallia St
Portsmouth, OH 45662
Tel: (740) 370-6736
Cell: (740) 285-0405
tisaac@yourppl.org

Re: Duro-Last Roofing Project for the Scioto County Public Library

Dear Ms. Tami Issac:

AMRIZE BUILDING ENVELOPE LLC d/b/a DURO-LAST ROOFING has developed the following pricing proposal to re-roof Scioto County Public Library in Portsmouth, Ohio. This pricing proposal was developed using Duro-Last’s contract number 210205 with The Interlocal Purchasing System (TIPS) and includes the total cost to purchase and install the Duro-Last roofing system.

Duro-Last Holcim Solutions and Products US will provide the Duro-Last roofing system and its installation to Scioto County Public Library at RS Means pricing using the Chillicothe City Cost Index.

Installation of the Duro-Last Roofing System will be provided by Cosam Contracting South of Portsmouth, Ohio, an authorized Duro-Last Holcim Solutions and Products US, contractor who has achieved Elite Contractor status with Duro-Last based on their quantity and quality of commercial installations.

Attached is the Duro-Last Roofing specification which defines the work that Duro-Last proposes to complete. When the installation is complete, a Duro-Last Roofing Technical Representative will inspect the installation for completeness and conformity to Duro-Last Roofing specifications. Following acceptance of the roof, Duro-Last Roofing will issue a warranty to Scioto County Public Library.

The Duro-Last Roofing 15 + 5-year warranty provides for consequential damage coverage for the first 15 years and provides for the repair or replacement of the roofing system, and the labor to install it, in the event of a defect in the Duro-Last products for the last five years. The Duro-Last Roofing 15+5 Warranty is available at an additional cost, which has been included in this proposal’s pricing.

Based on this scope of work, pricing for Duro-Last Holcim Solutions and Products US, to complete the Scioto County Public Library re-roofing project is:

This proposal’s pricing will be honored if the project is awarded and materials are ordered by November 19, 2025. Proposal pricing is subject to change after this date.

Duro-Last Holcim Solutions and Products US will invoice Scioto County Public Library for materials shipped and 30% mobilization upon initial shipment. Duro-Last will invoice monthly for additional materials shipped and completed labor.

Notwithstanding the above referenced base price, all non-Duro-Last Roofing materials, including any third-party materials purchased for the project, will be invoiced by Duro-Last Roofing to Scioto County Public Library at the market price paid by Duro-Last Roofing at time of payment to any such third-party supplier.

This proposal’s pricing includes up to two site visits by Duro-Last Roofing personnel to confirm the installation meets the project’s specification.

Any alterations or deviation from the scope of work involving extra costs including, but not limited to, additional materials and labor will be executed only upon written change-orders submitted to Duro-Last Roofing which will result in an extra charge over this proposal.

The base price does not include any allowances for roof deck replacement or for other hidden damages.

Cosam Contracting is responsible for obtaining any necessary permits, engineering fees, or tests needed to meet state and local codes.

The base price includes performance and payment bonds. Any bonds for this project shall only apply for a one-year maintenance period commencing on the date of substantial completion of the project. Bond coverage shall not be extended to the 20-year warranty period subsequent to the one-year maintenance period.

Duro-Last Roofing and Cosam Contracting South are not responsible for the following:

• HVAC alteration and related utility work
• Lightning, lightning protection, or electrical alterations or recertification
• Satellite dishes or antenna recalibration
• Removal of material containing asbestos or asbestos testing
• Ponded water due to previous existing substrate conditions

All material is guaranteed to be as specified. All work will be completed in a workmanlike manner according to standard roofing practices and in accordance with Duro-Last Roofing published specifications. Duro-Last Roofing shall not be responsible for delays relating to weather, accidents, or other events beyond our control.

If this proposal is accepted, the Duro-Last Roofing TIPS price schedule, terms, and conditions will be applied. In addition:

1. The Scioto County Public Library’s TIPS membership will need to be verified.
2. A purchase order and tax exempt certificate will need to be issued to Duro-Last Roofing.
3. The purchase order should be clearly marked “Per TIPS Contract”.
4. E-mail the purchase order in PDF format to TIPS at tipspo@tips-usa.com for review and approval.
5. Duro-Last Roofing will issue a Notice to Proceed to Cosam Contracting South after receiving the approved purchase order from TIPS.

Best Regards,
Marrea Hammond
Cooperative Purchasing Representative
Duro-Last Roofing
cc: Richard Rutherford, Cosam Contracting South

On roll call, the members voted as follows: Mr. Salmons – yes, Mrs. Tieman – yes, Ms. Brush – yes, and Ms. Roberts – yes.

2) The committee reviewed and recommends to the full board ratifying the following utility supplier agreements:

Electricity Purchase Contract

Large Commercial V3.4-CPT-OH

Seller: Interstate Gas Supply, LLC
Attn: Commercial & Industrial Sales, 6100 Emerald Parkway, Dublin, Ohio 43016
Buyer: Scioto County Public Library
Contact Name: Travis McNeilan
Confirmation Email: tmcneilan@yourppl.org
Phone: 740-354-5688
Mailing Address: 1220 Gallia St, Portsmouth, OH 45662
Billing: Per Utility Billing
Facility/Account Number(s): See Exhibit A

Electric Distribution Company (“EDC”): American Electric Power: Ohio Power

Purchase Price: Subject to the Regulatory language in the attached Electricity Supply Master Terms and Conditions, Buyer’s Price: Will remain $0.0591 per kilowatt hour (kWh), regardless of Buyer’s usage, plus the following costs of Seller for the applicable billing cycle: locational reliability (capacity), as defined by the applicable RTO. The price will not include applicable taxes or EDC service and delivery charges, which will be billed by the EDC. After the Initial Term expires, the price will be as described under the Renewal Variable Price section of this Contract.

Initial Term: The Initial Term of this Contract will begin with the August 2026 EDC billing cycle, and it will continue through the July 2029 EDC billing cycle.

Renewal: Upon expiration of the Initial Term, this Contract will automatically renew on a month-to-month basis, with each such month constituting a “Secondary Term.” Any automatic renewal may be cancelled by Buyer or Seller delivering written notice to the other party at least 30 days before the automatic renewal date. The automatic renewal date will be the first calendar day of the month at the end of the applicable Term. Because Seller needs to contract for supply and transportation in advance, Buyer’s early termination of any Account under this Contract will harm Seller.

Early Termination Damages: For each Account that is terminated early, damages will be equal to the positive difference, if any, between the Purchase Price minus the then-current market price, multiplied by the “Contract Volumes” (defined below) as apportioned to the terminated Account(s) and remaining under the then-current Term. The “Contract Volumes” are calculated using each Account’s historical monthly consumption, as provided to Seller by the EDC, multiplied by weather normalization factors and are set forth in the table below. The Contract Volumes will be used for determining early termination damages under this Contract. Buyer is not otherwise obligated to accept/consume the Contract Volumes on a monthly or annual basis.

Accepted by Buyer: Travis McNeilan, Fiscal Officer, 8/13/2025
Accepted by Seller: Jon Liba, Sr. Director, C&I Acct. Mgmt., 8/15/2025

Electricity Supply Master Terms and Conditions (Summary)

The full Electricity Supply Master Terms and Conditions attached to this Contract cover 17 numbered sections: Eligibility, Electricity Supply, Energy Efficiency/Onsite Generation/EV Charging, Renewal Variable Price, Billing & Payment, Credit, Damages, Cross Default, Limitation of Liability, Warranty, Regulatory, Relationship of Parties, Assignment, Waiver, Choice of Law/Jurisdiction/Venue & Jury Trials, Severability, and Entire Agreement. In summary: Seller will supply and deliver the full electricity requirements for all Accounts and bill for all deliveries; pricing is subject to regulatory pass-through charges; Seller warrants the electricity will meet EDC quality standards but disclaims other warranties; all disputes are governed by Ohio law and litigated exclusively in Franklin County, Ohio courts with both parties waiving jury trial rights; and the Contract, these Terms, and any Exhibits constitute the entire agreement between the parties.

Exhibit A – Account Numbers & Facility Addresses (Electricity)

Agreed – Accepted by Buyer: Travis McNeilan, Fiscal Officer, 8/13/2025. Accepted by Seller: Jon Liba, Sr. Director, C&I Acct. Mgmt., 8/15/2025.

Natural Gas Purchase Contract

Large Commercial V5.1CH-IND-OH

Seller: Interstate Gas Supply, LLC
Attn: Commercial & Industrial Sales, 6100 Emerald Parkway, Dublin, Ohio 43016
Buyer: Scioto County Public Library
Contact Name: Travis McNeilan
Confirmation Email: tmcneilan@yourppl.org
Phone: 740-354-5688
Mailing Address: 1220 Gallia St, Portsmouth, OH 45662
Billing: Per Utility Billing
Facility/Account Number(s): See Exhibit A

Natural Gas Distribution Company (“NGDC”): Columbia Gas of Ohio

Critical Day Volume: 100% of Usage determined by the NGDC

Purchase Price: Fixed Price of $5.66 per MCF for all gas delivered to the Burnertip throughout the Initial Term. The price includes all applicable interstate transportation charges, shrink/fuel to the delivery point, Btu conversion, and pooling fees, but it does not include the applicable taxes or NGDC transportation and distribution charges. After the Initial Term expires, the price will be as described under the Renewal Variable Pricing section of this Contract.

Initial Term: The Initial Term of this Contract will begin with the August 2026 NGDC billing cycle, and it will continue through the July 2029 NGDC billing cycle.

Renewal: Upon expiration of the Initial Term, this Contract will automatically renew on a month-to-month basis, with each such month constituting a “Secondary Term.” Any automatic renewal may be cancelled by Buyer or Seller delivering written notice to the other party at least 30 days before the automatic renewal date. The automatic renewal date will be the first calendar day of the month at the end of the applicable Term. Because Seller needs to contract for supply and transportation in advance, Buyer’s early termination of any Account under this Contract will harm Seller.

Early Termination Damages: If under a Fixed Price: For each Account that is terminated early, damages will be equal to the positive difference, if any, between the Fixed Price minus the then-current market price, multiplied by the “Contract Volumes” (defined below) as apportioned to the terminated Account(s) and remaining under the then-current Term. The “Contract Volumes” are calculated using each Account’s historical monthly consumption, as provided to Seller by the NGDC, multiplied by weather normalization factors and are set forth in the table below. The Contract Volumes will be used for determining early termination damages under this Contract. Buyer is not otherwise obligated to accept/consume the Contract Volumes on a monthly or annual basis. If under a Variable Price: For each Account that is terminated early, damages will be equal to $0.40 per MCF multiplied by the Contract Volumes as apportioned to the terminated Account(s) and remaining under the then-current Term.

Accepted by Buyer: Travis McNeilan, Fiscal Officer, 8/11/2025
Accepted by Seller: Jon Liba, Sr. Director, C&I Acct. Mgmt., 8/11/2025

Natural Gas Supply Master Terms and Conditions (Summary)

The full Natural Gas Supply Master Terms and Conditions attached to this Contract cover 15 numbered sections: Natural Gas Supply, Renewal Variable Price, Billing & Payment, Credit, Damages, Cross Default, Limitation of Liability, Warranty, Regulatory, Relationship of Parties, Assignment, Waiver, Choice of Law/Jurisdiction/Venue & Jury Trials, Severability, and Entire Agreement – substantively parallel to the Electricity Supply Master Terms and Conditions above, adapted for natural gas supply and the NGDC (Columbia Gas of Ohio) rather than the EDC.

Exhibit A – Account Numbers & Facility Addresses (Natural Gas)

Agreed – Accepted by Buyer: Travis McNeilan, Fiscal Officer, 8/11/2025. Accepted by Seller: Jon Liba, Sr. Director, C&I Acct. Mgmt., 8/11/2025.

On roll call, the members voted as follows: Mr. Salmons – yes, Mrs. Tieman – yes, Ms. Brush – yes, and Ms. Roberts – yes.

3) South Webster Signage (Informational) – Sun Sign is in the process of building the external sign for the South Webster branch.

4) The committee also discussed future potential options to have the Spanish tile cleaned and sealed for the roof at Portsmouth.

There being no further business, on motion duly made and seconded, adjournment was taken at 12:18 p.m.

Approved this 18th day of September, 2025.

Minutes of the Personnel Committee Meeting

The Personnel Committee of the Scioto County Public Library met in an official committee meeting on this date at 12:19 p.m. to discuss the Medical Insurance Renewal and Personnel Policy Manual Update. The following committee members were present: Mrs. Kara Tieman – Member and Ms. Joan Roberts – Member. The following committee members were absent: Mrs. Tamela Morton – Chair and Dr. Charles Kemp – Member. Mrs. Kara Tieman called the meeting to order. Mr. Ryan Salmons – President of the Board, Ms. Joan Roberts – Vice President of the Board, and Ms. Ruthann Brush – Secretary of the Board, were also present. Representing the library were Paige Williams – Director, Travis McNeilan – Fiscal Officer, Keely Woloschek – HR Manger, Katie Williams – Marketing Manager, and Becky Schultz, IT Coordinator. There were no visitors present.

1) The committee reviewed and recommends to the full board selecting Medical Mutual 30-5000 for the 2025-2026 renewal period:

Medical Insurance Premiums

October 1, 2025 – September 30, 2026

Combined total for the year (employee + employer): $581,139.00

Medical Insurance Options 2025-2026

Combined total for the year: $650,876.76 (a 12.00% increase over current)

Combined total for the year: $608,509.68 (a 4.71% increase over current)

On roll call, the members voted as follows: Mr. Salmons – yes, Mrs. Tieman – yes, Ms. Brush – yes, and Ms. Roberts – yes.

2) Personnel Policy Manual Update (Informational) – The Leadership Team is working on updating the Personnel Manual as the last revision was in 2021. Many of the changes reflect newer versions of federal/state law or streamline current policies to be more understandable. The Team presented certain proposed updates to the Board for discussion and input. Once the manual is complete, a draft will be sent to legal counsel for review and it will be presented to the Board for approval at a later meeting.

There being no further business, on motion duly made and seconded, adjournment was taken at 12:50 p.m.

Approved this 18th day of September, 2025.

Minutes of the Materials & Equipment Committee Meeting

The Materials & Equipment Committee of the Scioto County Public Library met in an official committee meeting on this date at 12:50 p.m. to discuss the Disposal of the Old Bookmobile and Contract, Silent Bid Auction, and WiFi Hotspots. The following committee members were present: Ms. Joan Roberts – Chair, Ms. Ruthann Brush – Member, and Mrs. Kara Tieman – Member. The following committee members were absent: Mrs. Tamela Morton. Ms. Joan Roberts called the meeting to order. Mr. Ryan Salmons – President of the Board, and Mrs. Jennifer Schackart – Board Member, were also present. Representing the library were Paige Williams – Director, Travis McNeilan – Fiscal Officer, Keely Woloschek – HR Manger, Katie Williams – Marketing Manager, and Becky Schultz – IT Coordinator. There were no visitors present.

1) The committee reviewed and recommends to the full board the following contract with Gleim Auctions to auction off the old bookmobile:

2) Silent Bid Auction – Diamond Ring (Informational) – The diamond ring will be auctioned close to September 22 which is National Proposal Day. Katie Williams, Marketing Manager, will create a fun public relations campaign to announce the auction.

3) The committee reviewed and recommends to the full board ending the Wi-Fi hotspots lending service due to high cost and an excessive amount of damage/theft to the devices.

There being no further business, on motion duly made and seconded, adjournment was taken at 1:07 p.m.

Approved this 18th day of September, 2025.