NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
April 16, 2008

The Board of Trustees of the North Canton Public Library held a regular meeting on Wednesday, April 16, 2008 at the library.  Mr. Shoup called the meeting to order at 8:05 a.m. with the following members present:  Mr. Fonte, Mrs. Rankin, Mr. Shoup, and Mrs. Ziarko.  Absent:  Mr. Smetana, and Mrs. Zollinger.   Staff:  Karen Sonderman, Kelly Kroll, Sandra Lang, Debby Hensel, Susan Vancavage, and JoAnn Simon; and 3 guests.

Mr. Fonte moved and Mrs. Ziarko seconding, to accept the minutes of the January 16, 2008 meeting.  Ayes: Mr. Fonte, Mrs. Rankin, Mr. Shoup, Mrs. Ziarko.

Report of the Clerk-Treasurer:
Mrs. Kroll reviewed the financial report for the months of January, February and March 2008.  The cash balance in all funds for March was about $850,470.00, and encumbrances were about $268,000.00.  The ending balance in all funds was about $582,400.00.  Month to date revenues in all funds was about $108,000.00 and year to date was about $461,400.00.  Month to date expenses for all funds were about $140,000.00.  We have spent approximately $479,800.00 year to date.  Also, Mrs. Kroll submitted the investment report for January, February and March – 2008 (attached). The Clerk-Treasurer’s report for January, February and March - 2008 was accepted as presented to be filed for audit.

Mrs. Kroll also distributed a report showing projected and actual receipts from the Library and Local Government Support Fund (LLGSF).  She noted that the LLGSF revenues are now based on several tax revenues collected and allocated from the state’s General Revenue Fund, and as a result are indirectly tied to Ohio’s economy.  Mrs. Kroll noted that through April, LLGSF revenues were $11,200.00 below original estimates, and that she will be monitoring and reporting the revenue monthly to the Board.

Mrs. Kroll also reported the following gifts received:
General Fund –

Alvin and Lori Perry donated $40.00 for art class gift certificates – 1/7/2008
Judy Miller donated $25.00 for art class gift certificates – 1/7/2008
Jamie Lohman donated $25.00 for art class gift certificates – 1/7/2008
BP Fabric of America fund donated $500.00 (BP employee Kim Brothers requested donation) – 1/29/08
JLC Designs donated $60.00 – 3/25/2008
Miscellaneous patron donations $244.48 – January–March 2008

Note – Mrs. Kroll explained that these amounts are collected from patrons at the circulation desk as general donations. A cash register was installed at the circulation desk in January to improve the process of tracking receipts.

Memorial & Gift Fund – 

Fraternal Order of Eagles #2223 donated $100.00 for the purchase of large print books – 3/25/2008

Permanent Improvement Fund –

North Canton Library Association donated $35,555.67 – 1/7/2008

Capital Art Fund –

Friends of the Little Art Gallery donated $2,000.00 towards new lighting in the gallery – 1/7/2008

Mrs. Rankin moved and Mrs. Ziarko seconding to accept the gifts with appreciation.  Ayes:  Mr. Fonte, Mrs. Rankin, Mr. Shoup, Mrs. Ziarko.

Report of the Director:  
(see Director’s Report - January, February, and March 2008 – attached).

Committee Reports:
Building – Mrs. Sonderman reported for the Building Committee.  She stated ten qualification submissions were received for the remodeling project.  The committee had narrowed them down to three architectural firms:  Holzheimer Bolek & Meehan, Sol Harris/Day and Lawrence and Dykes.  They were interviewed on March 7, 2008 and April 4, 2008.  Each gave a 45 minute presentation. Mr. Fonte noted that Mrs. Sonderman received a legal opinion that there is no conflict of interest for Ken Dansizen to be considered for the project since he resigned from the library Board on March 1, 2008.  Mrs. Ziarko moved and Mrs. Rankin seconding, to select Lawrence and Dykes and authorize the Director to negotiate a contract in an amount not to exceed $52,000.00, with $48,000.00 for the fee and $4,000.00 for reimbursable expenses (see recommendation dated April 16, 2008 attached).  Once the contract is drafted, the committee will meet again to review the contract and Mrs. Ziarko will also review it.  The Board also authorized that the contract is to be signed by Mrs. Kroll.  Ayes: Mr. Fonte, Mrs. Rankin, Mr. Shoup and Mrs. Ziarko.

Art –   Mrs. Sonderman reported this year is the 40th Anniversary of the Friends of the Little Art Gallery. “Art from the Classroom” was held on February 17 through April 13, 2008 presenting art from the High School, Middle School and Elementary Schools.  The 66th Annual May Show opens on May 4, 2008 and will close on May 31, 2008.   Entries will be accepted thru April 21, 2008.

Budget & Finance – Mrs. Kroll reviewed the 2006/2007 Audit Update stating that the audit should be complete in time for the May Board meeting.  She also stated the 2009 Tax/Asking Budget will be presented at the June Board meeting.  The County Auditor has moved the submission date to August instead of July. Mrs. Kroll will find out the budget request timeline from the County Auditor and report at the May Board meeting.

Personnel – Mr. Shoup reported that the Director and Clerk-Treasurer evaluations have been completed by all seven members of the Board.  Mr. Shoup has compiled them.  He stated all the evaluations had similar results, and that responses and expectations were high.  Mr. Shoup will meet with Mrs. Sonderman and Mrs. Kroll to review them.

Future Planning – None

Nominating - None

Negotiating – None

Records Retention – None

Communications:  None

Old Business: None

New Business:
Mrs. Rankin moved and Mrs. Ziarko seconding, to accept the resignation of Ken Dansizen from the Board effective March 1, 2008, with thanks for over 30 years of service. Ayes:  Mr. Fonte, Mrs. Rankin, Mr. Shoup, and Mrs. Ziarko.

Mr. Fonte moved and Mrs. Rankin seconding,  to recommend Ron Luikart for the replacement of  the unexpired term of Mr. Dansizen through December 31, 2013 to the North Canton City Schools Board of Education for approval.  Ayes:  Mr. Fonte, Mrs. Rankin, Mr. Shoup, and Mrs. Ziarko.

Mrs. Sonderman explained her recommendation to approve a $200.00 sponsorship of Library Leadership Ohio through NEO-RLS. The program is a four day conference which is designed for the professional development of new librarians. She added this recommendation would be for one year.  Mr. Fonte moved and Mrs. Ziarko seconding, to approve a one time $200.00 sponsorship through NEO-RLS from account 101-5-3110 Staff Development.  Ayes:  Mr. Fonte, Mrs. Rankin, Mr. Shoup, and Mrs. Ziarko.

Mrs. Kroll requested approval of a depository agreement with Ohio Legacy Bank for the period of April 16, 2008 through August 22, 2011. Mrs. Ziarko moved and Mrs. Rankin seconding, to approve the agreement as presented. Ayes: Mr. Fonte, Mrs. Rankin, Mr. Shoup, and Mrs. Ziarko.

Mrs. Kroll explained her request for approval of a 3 year lease agreement for a new color copier in Community Relations through Dollar Leasing Corp; with a monthly cost of $344.00 for 36 months; with a total cost of $11,360.63; with a $1.00 buyout. This means that at the end of the lease, the library can purchase the copier for $1.00.  A maintenance agreement through Copeco will be signed for $.013/copy Black and $.07 per copy Color with an annual cost of $1,585.00.  This purchase was not budgeted for this year thus, resulting in the lease agreement.  She added a request for approval of appropriations transfers to cover the expenses:

From 101-5-8000 Contingency to 101-5-3560 Equipment Rental - $3,100.00
From 101-5-8000 Contingency to 101-5-3320 Equipment Maintenance - $1,600.00

Mrs. Rankin moved and Mrs. Ziarko seconding, to approve these recommendations as presented.  Ayes:  Mr. Fonte, Mrs. Rankin, Mr. Shoup, and Mrs. Ziarko.

Staff Participation:  
Mrs. Lang reported appreciation she received from a patron dealing with a family emergency, and she thanked the Board for their service and dedication.

Public Participation:   
Friends of the Library member Mary Lou Farbeann expressed concern over the large pot hole at the entrance of the parking lot.  Mrs. Sonderman reported the custodian will have it fixed this week.

Next Meeting:
The next regular meeting of the North Canton Public Library Board of Trustees will be held on Wednesday, May 21, 2008 at 8:00 a.m. at the library.

Adjournment:
Mr. Fonte moved and Mrs. Rankin seconding, to adjourn the meeting at  9:33 a.m.  Ayes: Mr. Fonte, Mrs. Rankin, Mr. Shoup and Mrs. Ziarko.

Thomas Shoup, President
Florence Rankin, Secretary