NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
May 21, 2008

The Board of Trustees of the North Canton Public Library held a regular meeting on Wednesday, May 21, 2008 at the library.  Mr. Shoup called the meeting to order at 8:03 a.m. with the following members present:   Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, and Mrs. Zollinger.   Absent:  Mrs. Ziarko.   Staff:  Karen Sonderman, Kelly Kroll, Elizabeth Blakemore and Judy Rosenik.

Mrs. Rankin moved and Mr. Smetana seconding, to accept the minutes of the  April 16, 2008 meeting.  Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, and Mrs. Zollinger.

Report of the Clerk-Treasurer:
Mrs. Kroll reviewed the financial report for April, 2008.  The cash balance in all funds for April was about $870,000.00, and encumbrances were about $229,000.00.  The ending balance in all funds was about $640,490.00.  Month to date revenues in all funds was about $216,200.00 and year to date was about $677,600.00.  Month to date expenses for all funds were about $197,200.00.  We have spent approximately $677,000.00 year to date.  Also, Mrs. Kroll submitted the investment report for April – 2008 (attached). The Clerk-Treasurer’s report for April - 2008 was accepted as presented to be filed for audit.

Kelly reviewed the LLGSF report, noting that we are watching the LLGSF revenues closely this year under the new funding formula.  So far, the library has received about $41,000.00 more to date than the original estimate, but she cautioned that May’s revenues were very high due to faster processing of income tax returns by the state this year.  As a result, June’s revenue is expected to be lower than anticipated.

Mrs. Kroll also reported the following gifts received:
General Fund -
    Miscellaneous patron donations $3.85 – April, 2008

Memorial & Gift Fund –
    Ann Schmucker donated $35.00 in memory of Robert Thomas Ballway – 4/3/2008

Robert and Sandra Dooley donated $50.00 in memory of Charles Payne – 4/7/2008

Friends of the North Canton Public Library donated $20.00 for teens helping at book sale – 4/14/2008

North Canton Retired Elementary & Middle School Teachers donated $15.00 in memory of Doris Hill – 4/29/2008

Permanent Improvement Fund – N/A

Capital Art Fund – N/A

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

Mr. Ron Luikart was sworn in for the appointment by North Canton City Schools Board of Education as Trustee to fill the unexpired term of Ken Dansizen (expires 12/31/2013).

Report of the Director:
(see Director’s Report – April  2008 – attached).  Also, Mrs. Sonderman reviewed the Circulation and Service Statistics (see attached).  Mrs. Sonderman noted that she is requesting that the library be closed to public on June 25, 2008 for a staff in-service day.   This will be addressed later on the Agenda.

Committee Reports:
Building – Mrs. Sonderman reported the committee held meetings in April and May (see minutes attached).  Mrs. Sonderman explained the proposed building changes in detail.  She also added that the library will stay open to the public during renovation.  Mr. Fonte added that we need additional funding at this point in order to move forward with the renovation project. Mr. Fonte also reiterated after seeking legal counsel, there is no conflict of interest with Ken Dansizen of Lawrence & Dykes Architects working as our architect.

Mr. Fonte moved and Mr. Smetana seconding, to enter into a contract with Lawrence & Dykes as architects for our renovation project for $69,025.00 contingent upon commitment of additional funds as requested from the North Canton Public Library Association.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Zollinger.  Mr. Fonte noted that the bid numbers must be favorable and that administration is not authorized to sign the architect contract until we receive a commitment of funds from the Library Association in writing.

Art –   Mrs. Sonderman reported the 66th Annual May Show opened on May 4, 2008 and will close on May 31, 2008.   She also reported the new lighting in the gallery has been installed and looks great, and the permanent collection will e moved to a better climate-controlled location in the building. The Friends of the Little Art Gallery 40th anniversary booklet was given to and admired by each Board member.

Budget & Finance – Mrs. Kroll reported the final audit report is still not complete, and she hopes to have a report for the June Board meeting. Mrs. Kroll stated the County Auditor moved the required date for the 2009 Tax Budget  to August 20, 2008 instead of July 20, 2008.   She requested that the committee meet before the June Board meeting to discuss the budget.

Personnel – New Hire: Amber Ollis, Page, Adult & Teen Services, $7.00/hour, 2/11/08.  Mr. Fonte moved and Mrs. Rankin seconded, to memorialize the personnel changes in the permanent Board minutes.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Zollinger.

Mrs. Sonderman presented 3 new proposed policies for approval: (attached)

1. “Separation from Employment for Management Employees” - was   tabled until changes are made by the Personnel Committee.

2. Due to low use and higher monthly costs, the public telephone located in the main entrance lobby has been removed.  So the “Telephones” policy has been revised.  Mrs. Rankin moved and Mrs. Zollinger seconding,  to approve the revised “Telephones” policy.  Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs.  Zollinger.

3. “Public Comments at Board Meetings” - was tabled until changes are made.

Future Planning – None

Nominating - None

Negotiating – None

Records Retention – Mrs. Kroll requested that the committee meet before the June Board meeting.  A list of records to be disposed of will be included with the June board packet.

Communications:  None

Old Business: None

New Business: 
Mrs. Zollinger moved and Mr. Fonte seconding to approve the donation of the following  used computer equipment to North Canton City Schools:

Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Zollinger.

Mrs. Rankin moved and Mr. Fonte seconding to approve closing the library to the public on Wednesday, June 25, 2008 for a Staff Development day.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, and Mrs. Zollinger.

Mrs. Zollinger moved and Mr. Fonte seconding to recognize the Friends of the Little Art Gallery’s 40th Anniversary and to present them with a certificate of appreciation to be memorialized into our permanent record.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, and Mrs. Zollinger.

Staff Participation:  None

Public Participation:   None

Next Meeting:
The next regular meeting of the North Canton Public Library Board of Trustees will be held on Wednesday, June 18, 2008 at 8:00 a.m. at the library.

Adjournment:
Mrs. Rankin moved and Mr. Fonte seconding, to adjourn the meeting at   9:15 a.m.  Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana,   Mrs. Zollinger.

Thomas Shoup, President
Florence Rankin, Secretary