NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
November 5, 2008

The Board of Trustees of the North Canton Public Library held a special meeting on Wednesday, November 5, 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. Ziarko. Absent:  Mrs. Zollinger.  Staff:  Karen Sonderman, Kelly Kroll, JoAnn Simon, Linda Bayman, Sandra Lang, and Susan Vancavage and 1 guest.

Mr. Shoup moved and Mrs. Rankin seconded to approve the minutes of the October 15, 2008 meeting. Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup,  Mr. Smetana and Mrs. Ziarko.

Report of the Fiscal Officer:
Mrs. Kroll reviewed the financial report for October, 2008. The cash balance in all funds for October was about $1,311,700.00, and encumbrances were about $374,370.00.  The ending balance in all funds was about $937,370.00.  Mrs. Kroll noted that the unencumbered balance in the Permanent Improvement Fund at the end of October was about $680,000.00.  Month to date revenues in all funds was about $546,690.00 and year to date was about $2,097,600.00.  Month to date expenses for all funds was about $194,600.00.  We have spent approximately $1,654,700.00 year to date.  Also, Mrs. Kroll submitted the investment report for October, 2008 (attached). The Fiscal Officer’s report for October, 2008 was accepted as presented to be filed for audit.  Mrs. Kroll reviewed the 2008 Public Library Fund report (attached).

Mrs. Kroll also reported the following gifts received:

GIFTS-
General Fund – N/A

Memorial & Gift Fund – North Canton Retired Elementary and Middle School Teachers donated $15.00 in memory of Eleanor Chambers – 10/08/2008

North Canton Retired Elementary and Middle School Teachers donated $15.00 in memory of Edna Sager – 10/09/2008

Permanent Improvement Fund – The North Canton Library Association donated $400,000 for the building renovation project – 10/06/2008

Capital Art Fund – N/A

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

Report of the Director:
(Statistics – October, 2008 – attached).

Committee Reports:

Building – Meeting was held on October 29, 2008 (Minutes - attached).
Mr. Fonte moved and Mrs. Rankin seconded approving the following Resolution: The Board of Trustees of the North Canton Public Library hereby approves the construction plans and specifications as submitted by Lawrence & Dykes Architects, and the construction contract documents as submitted by Bricker and Eckler, LPA, and authorizes the Fiscal Officer to commence the formal bidding process per ORC 3375.41 and open the bids publicly at noon on Friday, December 5, 2008 , after bids are filed with the Fiscal Officer.  The Board further authorizes the Architect to solicit bids for the work in a form that requests separate amounts for labor and materials included in the total bid amount for the work.  Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, and Mrs. Ziarko.

Mrs. Sonderman stated that Bricker and Eckler recommended that we establish a completion date on our renovation project. The Board felt it would be too difficult to determine and implement an exact deadline. However, we will institute a more flexible timeline.

Mrs. Kroll reviewed our Builder’s Risk Insurance Coverage Quote (attached).

Art –   The next show will be a tribute in honor of Bette Elliot, on display until November 30, 2008. An opening reception was held on Saturday, November 1, 2008, from 2-4 p.m.

Budget & Finance – The committee will meet before the next regular Board Meeting to finalize the 2009 Budget.

Personnel – The Committee will meet following this Board Meeting to discuss 2009 manager salaries.

Future Planning – None

Nominating - None

Negotiating – None

Records Retention – None

Communications: None

Old Business:   None

New Business:  None

Staff Presentation:  Linda Bayman, Community Relations Manager, stated that she purchased a banner announcing that North Canton Public Library has been designated as the # 1 Library in the nation in our population category by HAPLR again this year.  The banner is displayed above the Patron Services Desk. Also, the library has begun to advertise in Our Town, a North Canton publication.  Mrs. Sonderman noted Gannett News Service has ranked our Library in the top ten libraries in the nation in circulation.

Public Participation:  None

Next Meeting: Wednesday, December 17, 2008 at 8:00 a.m.

Adjournment:
Mrs. Ziarko moved and Mr. Fonte seconded to adjourn the meeting at 9:50   a.m.  Ayes: Mr. Fonte, Mr. Liukart,  Mrs. Rankin, Mr. Shoup, Mr. Smetana, and   Mrs. Ziarko.

Thomas Shoup, President
Florence Rankin, Secretary