NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
May 27, 2009

The Board of Trustees of the North Canton Public Library held a regular meeting on Wednesday, May 27, 2009 at the library.  Mrs. Ziarko called the meeting to order at 8:02 a.m. with following members present:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana and Mrs. Ziarko. Absent:  Mr. Shoup, and Mrs. Zollinger.  Staff:  Karen Sonderman, Kelly Kroll, JoAnn Simon, and 4 guests. 

Mr. Fonte moved and Mr. Smetana seconded to approve the minutes of the March 18, 2009 meeting. Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko.

Report of the Fiscal Officer:
Mrs. Kroll reviewed the financial report for March and April, 2009. The cash balance in all funds for April was about $862,800.00, and encumbrances were about $696,300.00.  The ending balance in all funds was about $166,500.00.  Mrs. Kroll noted that the unencumbered balance in the Permanent Improvement Fund at the end of April was about $72,800.00.  Month to date revenues in all funds was about $183,700.00 and year to date was about $598,200.00.  Month to date expenses for all funds was about $229,300.00.  We have spent approximately $943,700.00 year to date.  Mrs. Kroll also noted that March’s financial reports were in the packets.  Also, Mrs. Kroll submitted the investment report for March and April, 2009 (attached). The Fiscal Officer’s reports for March and April, 2009 were 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 March and April, 2009:

              GIFTS-

General Fund –
Friends of the North Canton Public Library donated $4,000.00 towards the cost of the library’s color copier lease – 04/08/09

Memorial & Gift Fund – 
Ethel and Stephen Halas donated $50.00 – 03/05/09

North Canton Public Library Sunshine Fund donated $35.00 in memory of William A. Scott – 03/26/09

North Canton Public Library Sunshine Fund donated $35.00 in memory of Robert E. Clark – 03/28/09

Permanent Improvement Fund –  N/A

Capital Art Fund – N/A 

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

Report of the Director:  
(March and April, 2009 – report attached). Also, the March and April 2009 Statistics Report (attached).  Mrs. Sonderman congratulated The Little Art Gallery on being one of four finalists for recognition from the Canton Stark County Convention & Visitors Bureau as “Best in Stark County 2009” in the category “Best Art Museum or Gallery.”

Committee Reports:  

Building – Mr. Fonte reported the renovation project is going well. The estimated time of completion is July, 2009. (Construction Update attached)

Mrs. Kroll requested approval of the following Change Orders: 

·        G-3 to N.L. Construction Corp in the amount of $5,093.82 for additional work; additional time required is 9 days.

·        G-4 to N.L. Construction Corp in the amount of $2,593.56 for carpeting removal, installation, painting and additional dock repairs; additional work time required is 4 days.

·        P-1 to Doerschuk Plumbing & Heating Inc in the amount of $1,149.00for additional restroom work; no additional time.

Mr. Fonte moved, Mr. Luikart seconded, to approve the Change Orders as presented.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko.

Art - Mr. Smetana stated the May Show was held this month with 130 pieces of art submitted by 74 Stark County artists for judging.  26 pieces were selected to be exhibited in the Show.  Best of Show winner:  Ted Lawson, Freak Street-Katmandu.The next show will feature the works of Artists Lynn Digby and Trudy Runyon from June 14 to July 11, 2009.  Opening reception will be Sunday, June 14, from 2 to 4 p.m.

Budget & Finance – Mrs. Kroll reported a meeting was held on May 13, 2009 (minutes attached). Mrs. Kroll requested approval for 2010 Tax Budget to be submitted to the North Canton City School Board of Education (attached). It must be submitted to the County Budget Commission by August 20, 2009.  Mr. Fonte moved and Mrs. Rankin seconded, to approve the budget request as presented. Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko. 

Mrs. Kroll also requested approval of a list of Appropriation Changes for the 2009 budget (attached). Mr. Fonte moved and Mrs. Rankin seconded, to approve the changes as presented. Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko.

Personnel – A meeting was held May 13, 2009. (Minutes attached).  Mrs. Rankin moved and Mr. Luikart seconded, to accept the resignation/retirement of Karen Sonderman, Director, with much thanks, effective June 30, 2009 (attached). Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko.  Mrs. Ziarko added that she has enjoyed working with Mrs. Sonderman and she is sad to see her retire. Mrs. Sonderman submitted a draft job description for the director’s position (attached).  She has requested that if the Board has any suggestions or changes to please e-mail her.  Further discussion was tabled until the next regular meeting.

Future Planning – None

Nominating - None

Negotiating – None

Records Retention – None

Bylaw/Policy Ad Hoc -  None

Communications:  None

Old Business:   None  

New Business:
Mrs. Sonderman advised the Board of a delayed opening of the building on June 2, 2009 at 4:00 p.m. for the purpose of carpeting the circulation area and shelving changes.

Mrs. Rankin moved and Mr. Luikart seconded, to authorize the Director to dispose of the following items in accordance with Board policy: 

·        Surplus Furniture:

o       Declare 14 adjustable task chairs; Asset tags #121, 159-161, 189-198

·        Surplus Equipment:

o       Declare 1 Litton Monroe adding machine; Asset tag #211

o       Declare 1 Realistic Weather Radio Alert II; Asset tag 214

Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko.

Staff Presentation:  None

Public Participation:  Friends of the Library representative, Mary Lou Farbeann reported that over $4,000.00 was received at their recent book sale in May. They will have a booth in front of the library during the Main Street Festival in August.  They plan to have a fall sale and are anxious to return to a continuing book sale when the renovation is complete. She added that they have increased membership.

There will be a Special meeting of the North Canton Public Library Board of Trustees on Tuesday, June 2, 2009 at 4:00 p.m. 

The next regular meeting of the North Canton Public Library Board of Trustees will be Wednesday, June 17, 2009 at 8:00 a.m.

Adjournment:
Mr. Fonte moved and Mrs. Rankin seconded, to adjourn the meeting at 8:49 a.m.  Ayes: Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Smetana, and Mrs. Ziarko.

Thomas Shoup, President

Florence Rankin, Secretary