NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
October 15, 2008

The Board of Trustees of the North Canton Public Library held a regular meeting on Wednesday, October 15, 2008 at the library.  Mr. Shoup called the meeting to order at 8:05 a.m. with the following members present:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko.  Absent:  Mrs. Rankin, Mr. Smetana, and Mrs. Zollinger.  Staff:  Karen Sonderman, Kelly Kroll, JoAnn Simon, Sandra Lang, and 2 guests.

Mr. Luikart moved and Mr. Fonte seconded to approve the minutes of the September 17, 2008 meeting. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko.

Report of the Fiscal Officer:
Mrs. Kroll reviewed the financial report for September, 2008. The cash balance in all funds for September was about $959,680.00, and encumbrances were about $434,000.00. The ending balance in all funds was about $525,490.00.  Mrs. Kroll noted that the unencumbered balance in the Permanent Improvement Fund at the end of September was about $280,000.00.  Month to date revenues in all funds was about $209,969.00 and year to date was about $1,550,900.00.  Month to date expenses for all funds was about $153,500.00.  We have spent approximately $1,460,100.00 year to date.  Also, Mrs. Kroll submitted the investment report for September, 2008 (attached). The Fiscal Officer’s report for September, 2008 was accepted as presented to be filed for audit.  Mrs. Kroll reviewed the 2008 Public Library Fund report (attached).  Mrs. Kroll stated that we have received a $400,000.00 from the North Canton Library Association for our renovation.  She added that she has invested the funds until the project begins.

Mrs. Kroll also reported the following gifts received:

GIFTS-
General Fund – N/A

Memorial & Gift Fund – North Canton Public Library Sunshine Fund donated $30.00 in memory of Jack Aston - 09/03/2008

Friends of the North Canton Public Library donated $400.00 for the purchase of children’s books for the Mother/Daughter tea – 09/17/2008

Friends of the North Canton Public Library donated $2,500.00 for the purchase of furniture for child-size tables and chairs for children's programs – 09/17/2008

Permanent Improvement Fund – N/A

Capital Art Fund – N/A

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

Report of the Director:
(see Director’s Report – September, 2008 – attached).
Mrs. Sonderman requested permission to donate historical materials found in the Director’s Office to Kathy Fernandez of the Heritage Society.  She stated that the library is not equipped to preserve and safely store these materials. She also added she will keep library related materials. Mrs. Ziarko moved and Mr. Luikart seconded to grant permission to Mrs. Sonderman to donate local historical materials to North Canton Heritage Society. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.

Committee Reports:
Building –      Chairman, Bob Fonte, reported the committee did not meet in October.

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

Budget & Finance –  Mr. Fonte moved and Mr. Luikart seconded to approve the “Resolution Accepting the Amounts and Rates as Determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor” (form attached). This action is required by Ohio Revised Code 5705.34-5705.35 and is due to the County Auditor by October 31, 2008.  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.

Mr. Fonte moved and Mrs. Ziarko seconded to approve the following increase in appropriations in the Permanent Improvement Fund for 2008:

450-5-5400 Building Improvements        $  250,000.00
450-5-5550 Technology Equipment        $  150,000.00
Total                                                             $  400,000.00

The $400,000 represents a donation from the North Canton Library Association donation received October 6, 2008. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.

Mrs. Kroll informed the Board that the library will be going “paperless” with our payroll through ADP in the near future.  Each employee will be able to view and print three year’s worth of pay stubs and W-2’s from an online website, as well as other features.  We eventually will no longer distribute paper pay stubs, but we still will provide paper W-2’s.  Mrs. Kroll stated this change will result in easier access for employees as well as savings to the library since it eliminates delivery fees.

Personnel – A meeting has been set for November 5, 2008 following the regular Board Meeting to discuss 2009 manager salaries.

Future Planning – None

Nominating - None

Negotiating – None

Records Retention – None

Communications:  Karen Sonderman remarked that she received a note from an artist.

Old Business:   None

New Business:  Mr. Luikart moved and Mrs. Ziarko seconded to approve the Director’s request for an additional $8,000.00 to cover service contracts for the RFID materials returns and self-check machines through August 2011.  This equipment is part of the technology budget in the Permanent Improvement Fund.  Ayes: Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.

Mr. Fonte moved and Mr. Luikart seconded to change the special meeting set for December 10, 2008 back to the regular meeting date of December 17, 2008. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.

Mr. Ken Dansizen presented the NCPL Renovation – 2009 project (an updated project packet is available in the Business Office). Mr. Dansizen reported we will be bidding contracts separately. We will obtain a Builders’ Risk Policy quote before the November Board Meeting.  Mr. Fonte moved and Mrs. Ziarko seconded to authorize Mrs. Kroll, Fiscal Officer to advertise for bid three times in the Repository, and to determine the dates of the publication. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.  A Building Committee will be held on October 29, 2008 at 8:00 a.m.

Staff Presentation: Mrs. Lang reported 443 new patrons have been assigned new library cards in September and we registered 154 voters.

Public Participation:  Mary Lou Farbeann, representing the Friends of the Library, stated that the Friends are open to entertain financial requests to help in any way.  Also, Ms. Farbeann inquired about how the renovation will affect their spring book sale.  Mrs. Sonderman reported we will have to evaluate the availability of the room at that time.

Next Meeting:
Mr. Luikart moved and Mrs. Ziarko seconded to cancel the next regular meeting of the North Canton Public Library Board of Trustees for Wednesday, November 19, 2008 and reschedule a special meeting for general business on Wednesday, November 5, 2008 at 8 a.m. at the library. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Ziarko.

Adjournment:
Mr. Fonte moved and Mr. Luikart seconded to adjourn the meeting at 9:10   a.m.  Ayes: Mr. Fonte, Mr. Liukart, Mr. Shoup, and Mrs. Ziarko.

Thomas Shoup, President
Florence Rankin, Secretary