NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
August 19, 2009

The Board of Trustees of the North Canton Public Library held a regular meeting on Wednesday, August 19, 2009 at the library.  Mr. Shoup called the meeting to order at 8:05 a.m. with following members present:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko and Mrs. Zollinger. Absent:  Mrs. Rankin and Mr. Smetana.  Staff:  Sandra Lang, Kelly Kroll, JoAnn Simon, and 4 staff and guests.

Mrs. Ziarko moved and Mrs. Zollinger seconded to approve the minutes of the July 15, 2009 meeting.  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko and Mrs. Zollinger.

Report of the Fiscal Officer:
Mrs. Kroll reviewed the financial report for July, 2009. The cash balance in all funds for July was about $461,758.00 and encumbrances were about $267,764.00.  The ending balance in all funds was about $193,994.00.  Mrs. Kroll noted that the unencumbered balance in the Permanent Improvement Fund at the end of June was about $78,279.00.  Month to date revenues in all funds was about $153,199.00 and year to date was about $1,036,748.00.  Month to date expenses for all funds was about $215,221.00.  We have spent approximately $1,783,273.00 year to date.   Also, Mrs. Kroll submitted the investment report for July, 2009 (attached). The Fiscal Officer’s report for July, 2009 was accepted as presented to be filed for audit.  Mrs. Kroll reviewed the 2007 - 2009 Public Library Fund report (attached).

Mrs. Kroll also reported the following gifts received in July, 2009:

GIFTS-          

            General Fund –
            Elizabeth Roth donated $60.00 – 07/15/2009   

            Memorial & Gift Fund –
            Artist Gene Barber donated $100.00 – 07/02/2009

Permanent Improvement Fund – 
North Canton Library Association donated $31,766.97 – 07/02/2009

Capital Art Fund – N/A

Mr. Fonte reminded the Board the donation from the North Canton Library Association is designated and only to be used for capital improvement.

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

Report of the Director: 
(July, 2009 – report attached).  Also, included are the July 2009 Statistics Report (attached).  Mrs. Lang expressed appreciation to the Friends of the Library for supporting the Children’s programs.  She added the children really benefit.

Committee Reports:
Building – Mr. Fonte reported that the renovation went very well.  We had good contractors.  He added that Mr. Dansizen donated a portion of the amount for the book return wall in the circulation area.  Mrs. Lang noted that she has received many compliments and added there is a good flow pattern of patron traffic for the return slots. It appears to be very convenient to the patrons.

Mrs. Kroll requested approval of the following Change Order:

• Change Order #G-6 to N. L. Construction for $6,014.00 for providing additional roofing materials, installing book return wall, and credits issued, with increase in time of 28 days (attached).

Mr. Fonte moved and Mr. Shoup seconded, to approve the request as presented.  Ayes: Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko and Mrs. Zollinger.

Art –  The current show features the works of artists Randy Slaughter and Jack Valentine  from  July 25, 2009 – August 22, 2009. The next show will feature the works of artists David Kuntzman and Kathleen Houston, September 5 through October 3, 2009 with opening reception on Saturday, September 5, 2009 from 2 to 4 p.m.

Budget & Finance – A meeting was held on August 3, 2009 (minutes attached). Mrs. Kroll reviewed the Revised 2009 PLF and 2009/2010 State Budget update (attached). Mrs. Zollinger discussed the state funding cuts and reiterated that these cuts are a long-term problem. Mr. Shoup stated that this verifies a need for a levy in 2010.

Personnel – A meeting was held on August 5, 2009 (minutes attached). Mr. Shoup stated that with the passage of the state budget in July, the Public Library Fund’s percentage of the General Fund tax collections was reduced from 2.22 % to 1.97% for the 2009/2010 budget. He added that for our library it amounts to a reduction of around $85,000.00 to $90,000.00 to simply get through this year, we must reduce library hours and staff.

Mrs. Ziarko moved and Mr. Luikart seconded, to approve a stipend of $350.00 per pay for the Interim Director, retroactive from July 1, 2009 until a Director is hired.  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko, and Mrs. Zollinger.

Retirements:

Nancy Schory, Head of Children’s Department, will retire on August 31, 2009 after 13 years of service.  Mrs. Lang complimented Mrs. Schory on doing a wonderful job representing the library in the schools as a great story teller.  She will be missed very much by everyone.

Susan E. Krantz, Clerk, Patron Services, after 9 years, 7 months of service retired on July 31, 2009.  Mrs. Lang stated that Mrs. Krantz did a great job as patron service clerk.  She always makes our patrons feel welcome.

Mrs. Zollinger moved and Mr. Shoup seconded, to accept the resignations of Nancy Schory, effective August 31, 2009 and Susan Krantz, effective July 31, 2009, with much thanks.  Ayes: Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko, and Mrs. Zollinger.

Future Planning – None

Nominating - None

Negotiating – None

Records Retention – None

Bylaw/Policy Ad Hoc - None

Communications:  A thank you letter from Mary Taylor, CPA, Auditor of State, for use of the library to take photographs to promote literacy on July, 16, 2009 was received.

Old Business:   None

New Business:  Mrs. Lang presented a request from the Ohio Department of Commerce for approval/rejection of a liquor permit for Maple Street Commerce LLC, DBA: Hoover Town Center since it is located within 500 feet of the library.  Mr. Fonte moved and Mrs. Ziarko seconded, to not object to the request as presented.  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko, and Mrs. Zollinger.

Mrs. Lang requested approval to close the library until 1 p.m. on Wednesday, August 26, 2009 for an upgrade of Polaris circulation system software.  This is the only date on which Polaris staff can do the upgrade.  Mr. Luikart moved, Mrs. Zollinger seconded, to approve the request as presented.  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko, and Mrs. Zollinger.

Mrs. Lang requested approval to change the library’s operating hours to the following, effective Tuesday, September 8, 2009:

1. Monday, Wednesday, Friday - 10 a.m. to 6 p.m.

2. Tuesday, Thursday – noon to 8 pm.

3. Saturday – 9 a.m. to 5 p.m.

4. Sunday (during the school year) – 1 p.m. to 5 p.m.

Mrs. Lang added that she has analyzed the traffic patterns and circulation numbers, and this will reduce the hours we are open by 17 hours per week.  She also tried to keep a regular schedule for the patrons.  Mr. Luikart moved and Mrs. Zollinger seconded, to approve the change in library hours as presented. Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, Mrs. Ziarko, and Mrs. Zollinger.

Mr. Shoup noted that the General Fund budget reductions have been moved to the end of the Agenda, and he would hear any Staff or Public presentations at this time.

Staff Presentation – None

Public Presentation -
Friends of the Library President, Mike Johnson, asked the Board to consider as they look ahead to possible lay-offs or reductions in the Executive Session the $5,000.00 donated by the Friends for a new book drop, $4,000.00 donated for new material purchases and probably another $5,000.00 coming soon.  Also he suggested suspending the Director search at this time and appoint the current Interim Director indefinitely or possibly appoint the Fiscal Officer as Interim Director indefinitely as he has observed other libraries doing during this budget crisis.  Mr. Shoup replied these are very worthwhile thoughts, that the Board had considered these issues previously, and that the donations by the Friends of the Library are very much appreciated.

Mrs. Ziarko moved, Mr. Fonte seconded, to adjourn the meeting to Executive Session at 9:06 a.m. for the purpose of discussing collective bargaining strategy and potential staff lay-offs and/or staff reduction in hours.

The roll call was taken as follows:

                                   Fonte                                          Aye
                                   Luikart                                        Aye
                                   Rankin                                        Absent
                                   Shoup                                         Aye
                                   Smetana                                    Absent
                                   Ziarko                                        Aye
                                   Zollinger                                    Aye

Note:  Mrs. Ziarko left the meeting at 10:00 a.m.
Regular session reconvened at 10:18 a.m.

Mrs. Lang reviewed the Revised Article 11 of the Collective Bargaining Agreement as proposed to the Union.  This document is part of the Memorandum of Under-standing that was proposed and approved by the majority of the Union membership on August 18, 2009.  Mr. Fonte moved, Mr. Luikart seconded to approve the Revised Article 11 as proposed (attached as Exhibit A).  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Zollinger.

Mr. Fonte moved, Mrs. Zollinger seconded to approve the Memorandum of Understanding that was proposed and approved by the majority of the Union membership on August 18, 2009 (attached as Exhibit B).  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Zollinger.

Mrs. Zollinger moved, Mr. Fonte seconded to approve the Staff Reduction Plan Proposal #2 (attached).   Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Zollinger.

Mrs. Kroll requested approval 2009 General Fund Budget Reductions:

Estimated PLF Revenue reduced to $1,243,967.00

1. Appropriations reduced by $90,000.00 to include the following:

2. Salaries and Benefits -              $18,026.00

   1. Supplies                                 4,000.00

   2. Staff Development                4,074.00    

   3. Communications                   1,900.00

   4. Maintenance                          3,200.00

   5. Professional Services           1,800.00

   6. Library Materials                  57,000.00

Total                                     $90,000.00 

Mr. Luikart moved, Mrs. Zollinger seconded to approve the reductions as presented (estimated revenue and budget attached) and authorize the Fiscal Officer to make the necessary appropriation increases in the Library Materials budgets once the donation for materials is received by the Friends of the Library to offset part of these cuts.  Ayes:  Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Zollinger.

Adjournment:
Mr. Shoup moved and Mrs. Zollinger seconded to adjourn the meeting at 10:33 a.m.  Ayes: Mr. Fonte, Mr. Luikart, Mr. Shoup, and Mrs. Zollinger.

Thomas Shoup, President

Florence Rankin, Secretary