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NORTH CANTON PUBLIC LIBRARY The Board of Trustees of the North Canton Public Library held
a regular meeting on Wednesday, December 16, 2009 at the library.
Mr. Shoup called the meeting to order at 8:10 a.m. with following members
present: Mr. Luikart. Mrs. Rankin,
Mr. Shoup, Mr. Smetana, Mrs. Ziarko and Mrs. Zollinger. Absent:
Mr. Fonte. Staff: Sandra Lang, Mr. Luikart moved and Mrs. Ziarko seconded to approve the minutes of the October 21, 2009 meeting. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger.
Report of the Fiscal Officer: Mrs. Kroll reviewed the financial report for November, 2009. The cash balance in all funds for November was about $480,318.00, and encumbrances were about $171,152.00. The ending balance in all funds was about $309,167.00. Mrs. Kroll noted that the unencumbered balance in the Permanent Improvement Fund at the end of November was about $38,998.00. Month to date revenues in all funds were about $109,618.00 and year to date was about $1,541,067.00. Month to date expenses for all funds were about $96,772.00. We have spent approximately $2,269,034.00 year to date. Also, Mrs. Kroll submitted the investment report for November, 2009 (attached). Mrs. Kroll noted that the October report is available if any Board members would like to review it. The Fiscal Officer’s report for November, 2009 was accepted as presented to be filed for audit. Mrs. Kroll reviewed the 2009 Public Library Fund report (attached). The PLF total received for 2009 was $1,245.988.00 about $2,000.00 over the last estimate, but still 19% less than what we received in 2008. Mrs. Kroll also noted that a sale of obsolete equipment brought in about $370.00. Mrs. Kroll also reported the following gifts received: GIFTS- General
Fund –
Memorial &
Gift Fund –
Sally and Harry Marchand donated $50.00 in memory of Leah Stubenrauch - 10/28/2009 North Canton Middle & Elementary Retired Teachers donated $15.00 in memory of Virgina Ramsey – 11/12/2009 North Canton Middle & Elementary Retired Teachers donated $15.00 in memory of Betty Sobiski – 11/12/2009 In Memory of Janet Barry (October & November total $755.00):
In Memory of June Covey (November total $450.00):
Permanent Improvement Fund – N/A Capital Art Fund – N/A Mrs. Rankin moved and Mrs. Zollinger seconded to accept the gifts with appreciation. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger.
Report of the Director: Committee Reports: Building – As requested by the Board, Mrs. Kroll received a legal opinion (attached) from our attorney, Sylvia Gillis of Bricker and Eckler, regarding a recent request from NL Construction for payment of $9,737.50 for additional work on the renovation project. The request was received by the architect 21 days past the deadline in the contract. NL Construction advised that they held costs until the end of the project in order to charge the library their actual costs once they were known. They also noted that if they had requested the additional monies during the project itself, these would have been estimates only and it’s possible they would have estimated the costs too high. The attorney’s opinion stated that although NL Construction did miss the change order deadline, if the Board wanted to pay for the additional work and the costs could be substantiated by NL Construction, then this needed to be done through an official change order. Mr. Fonte recommended that since the work was done by the company, we have proper documentation of their additional costs, and we were satisfied with their work, the Board should pay the contractor. Mr. Shoup moved and Mr. Smetana seconded, to appropriate $9,737.50 in account 450-5-5400 of the Permanent Improvement Fund and authorizes the Fiscal Officer to pay NL Construction the balance due as requested, once a change order is drafted by the architect. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Art – The Gallery is featuring the FLAG Annual Tribute Show – Artful Advertisements: An Artistic Tribute to the Hoover Legacy; Opening reception was held Saturday, December 12, 2009 and will be open thru January 9, 2010. Budget & Finance – Mrs. Kroll reported a meeting was held on December 11, 2009 (minutes attached). Mrs. Kroll reviewed the 2010 Temporary Budget, which the Committee recommends be approved for January through March 2010 only due to the uncertainty of the Public Library Fund revenues. Fund
Est Carryover + Revenue
Temporary Budget
General
$1,580,000
$395,000 Special
Revenue (Memorial & Gift)
64,200
2,000
Permanent Improvement
90,000
32,000 Capital
Art
5,700
0
Total all funds
$1,739,900
$429,000 Mrs. Zollinger moved and Mrs. Ziarko seconded, to approve the 2010 Temporary Budget as requested, with the understanding that any major transfers will be reported to the Board. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Mrs. Kroll requested approval of a Budgetary Level of Control Policy (attached) as requested by the Finance Committee. This policy sets the budgetary level of control for both the Temporary and Permanent budgets. Mr. Luikart moved and Mrs. Rankin seconded, to approve the policy request as presented. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Mrs. Kroll reviewed the History and Projections 2005-2015 and noted that she projects by the end of 2010 we will be in a budgetary deficit.
The Mrs. Kroll explained the section in the MOU which allows for the payment of vacation time for any staff currently working in a variable hour part-time position with previously accrued vacation, but who are no longer eligible to take it due to the current collective bargaining agreement. Mrs. Kroll calculated the payout amount, which is approximately $2,200 for four employees affected (calculations attached). Mrs. Zollinger moved and Mrs. Ziako seconded, to approve the payout request as presented. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Mrs. Lang discussed a key card entry system for the staff that we would like to be included in the 2009 Permanent Improvement Fund Budget. The quote from our security company was approximately $3,500.00 (attached) and there would need to be additional networking and wiring to be done for this system. Mrs. Kroll and/or Mrs. Lang will secure additional quotes. Mrs. Zollinger moved and Mrs. Ziarko seconded, to authorize Mrs. Kroll to allocate $5,000.00 in the Permanent Improvement Fund for the door security project. Mrs. Kroll noted there were monies available in the Fund to transfer into the proper account for this expense. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Mrs.
Lang updated the Committee on the family with the large amount of materials that
have not been returned.
The North Canton Police Department has filed a
police report, and has done some further investigations.
The By-Law/Policy Ad Hoc - None Personnel-
Mr. Shoup moved and Mrs. Rankin seconded, to memorialize these personnel changes into the permanent Board Minutes. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Future Planning – None Nominating – Florence Rankin’s current term on the Board of Trustees will expire on December 31, 2009. Mrs. Rankin has agreed to another seven year term. Mrs. Kroll will submit her name to the North Canton City Schools Board of Education for approval at their next meeting. Andrea Ziarko advised the Board her family is moving from the area in 2010, and she must resign from the Board of Trustees effective February 1, 2010. Mrs. Ziarko’s last meeting will be January 20, 2010 and she will provide a letter of resignation so that the Board can search for a replacement. Negotiating – None Records Retention – None Communications: Mrs. Lang had contacted the Stark County Prosecutor’s office for opinions on three matters: Solicitations; the Friends of the Little Art Gallery (FLAG) request to serve alcohol at gallery openings and other events; and a patron’s family request for donor’s names and addresses of gift memorials given to the library in memory of their loved ones. Mrs. Lang received a response from Attorney Amy Sabino that the office is working on these issues.
Old Business:
A
request has been made from the Friends of the Library to open the Staff Presentation: None Public Participation: None
New Business:
Mrs.
Kroll requested approval of the Resolution Accepting the Levy Amounts and Rates
for 2010 (attached) as required by the
Mrs. Lang noted the Stark County Auditor’s Office
requested approval to combine three parcels owned by the library Board to
simplify the tax billing for the Next Meeting: The next meeting of the North Canton Public Library Board of Trustees will be the organizational meeting Wednesday, January 20, 2010 at 8:00 a.m. with the regular meeting to follow. Adjournment: Mrs. Rankin moved and Mr. Luikart seconded to adjourn the meeting at 9:37 a.m. Ayes: Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger. Thomas Shoup, President
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