NORTH CANTON PUBLIC LIBRARY
BOARD MEETING MINUTES
September 16, 2009

The Board of Trustees of the North Canton Public Library held a regular meeting on Wednesday, September 16, 2009 at the library.  Mr. Shoup called the meeting to order at 8:03 a.m. with following members present:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko (arrived at 8:10 a.m.) and Mrs. Zollinger.  Staff:  Sandra Lang, Kelly Kroll, JoAnn Simon, and 3 staff and guests.

Mr. Fonte moved and Mrs. Zollinger seconded to approve the minutes of the August 19, 2009 meeting.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, and Mrs. Zollinger.

Report of the Fiscal Officer:
Mrs. Kroll reviewed the financial report for August, 2009. The cash balance in all funds for August was about $469,656.00 and encumbrances were about $182,219.00.  The ending balance in all funds was about $287,437.00.  Mrs. Kroll noted that the unencumbered balance in the Permanent Improvement Fund at the end of August was about $76,161.00.  Month to date revenues in all funds was about $174,775.00 and year to date was about $1,211,523.00.  Month to date expenses for all funds was about $166,877.00.  We have spent approximately $1,950,151.00 year to date.   Also, Mrs. Kroll submitted the investment report for August, 2009 (attached). The Fiscal Officer’s report for August, 2009 was accepted as presented to be filed for audit.  Mrs. Kroll reviewed the 2008 - 2009 Public Library Fund report (attached).

Note:  Mrs. Ziarko arrived at 8:10 a.m.

Mrs. Kroll also reviewed the estimated Public Library Fund distribution for 2010 to all county libraries as received by the County Auditor’s office.  She noted that although our percentage of the county’s amount will be higher at 10.53% in 2010, the total funds are estimated to be much lower at $1,154,529.86.  This represents about $386,000 lower than 2008’s PLF, or about a 25% decrease.  She said this means that we will have to make more cuts for the 2010 budget.

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

GIFTS-
General Fund –
Anonymous person donated $50.00 – 08/24/2009

Friends of the North Canton Public Library donated $4,000.00 for purchase of library materials -             8/26/2009

Memorial & Gift Fund – N/A

Permament Improvement Fund – N/A

Capital Art Fund – N/A

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

Report of the Director:
(August, 2009 – report attached).  Also, included are the August 2009 Statistics Report (attached).

Committee Reports:
Building – Mr. Fonte questioned what the public response has been regarding the completed renovation.  Mrs. Lang replied that in general it has been very positive as patrons are complimenting how nice and open everything appears.  Mr. Fonte reported that he had a meeting with the architect Ken Danzisen regarding a request that Mr. Dansizen received for an additional $9,737.00 from NL Construction for additional days worked on the project.  However, Mr. Dansizen explained to Mr. Fonte that all contractors on the project were required to assign a value to extra hours and submit their request within 21 days of the date of the change orders in order to comply with the terms of the contract.  The request was for a total of 41 days past the completion date.  Mr. Fonte noted that Mr. Dansizen suggested not authorizing this request and Mr. Fonte agrees.  Mrs. Lang reported we are still working on alarm issues with Mr. Dansizen and our security provider. Mrs. Zollinger suggested decorating the front entrance in some way. Mrs. Lang replied that there has been discussion on plantscaping the atrium.  Mr. Fonte added that possibly partners in the community would help change the front entrance with exhibits. Mrs. Lang noted that this would work.  Mrs. Lang noted that many of the black pendant lights in the Children’s department were burning out quickly.  Mr. Fonte suggested possibly adding dimmers to them to reduce the voltage to make them last longer.  Sandi will discuss this issue with Mr. Dansizen. 

Art – Current show features the works of artists David Kuntzman and Kathleen Houston, September 5 through October 3, 2009.  Next show features the works of artists Michele Waalkes and Ken Carter, October 17 through November 15, 2009 with opening reception on Saturday, October 17 from 2 to 4 p.m.

Budget & Finance – Mrs. Kroll noted that the committee will need to meet in November or December to review the 2010 budget.  She is recommending that the Board approve a Temporary budget for the first quarter of the year and then adopt a Permanent budget in March 2010. 

Personnel – A meeting was held on September 11, 2009 (minutes attached). Mr. Shoup noted that the committee selected candidates for the Director position as well as discussed the interview process.

Resignations:

• Gail Ebey, Librarian, Children’s Dept, effective 09/12/2009

• Cecelia K. Babik, Page, Technical Services Dept, effective 9/08/2009

Mrs. Rankin moved and Mrs. Ziarko seconded, to accept the resignations of Gail Ebey and Cecilia Katherine Babik.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko, and Mrs. Zollinger.

Future Planning - None

Nominating - None

Negotiating - None

Records Retention – Mrs. Kroll noted that she will have a list of records to be disposed of, along with a list of obsolete equipment for the October Board meeting. 

Bylaw/Policy Ad Hoc - None

Communications:  A thank you letter from the North Canton City Schools was received.

Old Business:   None

New Business:  

·                    Approval of the following 2009 General Fund Budget Appropriation increases:

1.                  101-5-4111   Adult Books              $1,000.00

2.                  101-5-4113   Children’s Books     $1,000.00

3.                  101-5-4114   YA Books                  $1,000.00

4.                  101-5-4320   Adult A/V                  $1,000.00

                          Total                                             $4,000.00

Mrs. Kroll noted that this is for the $4,000.00 donation we received from the Friends of the library to help with purchasing new library materials. 

Mr. Fonte moved and Mr. Luikart seconded, to approve the increases to the General Fund appropriations as presented.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko and Mrs. Zollinger.  Mr. Shoup noted that the Board certainly appreciates what the Friends do for the library.

Mrs. Lang brought an issue to the Board’s attention regarding two patron accounts that include excessive materials losses.  She noted that our collection agency had tried to contact the individuals but was not successful.  She wanted the Board to advise which direction she should proceed with the issue.  After much discussion, on the best way to handle the issue, it was the consensus of the Board that this should be considered theft of the materials and that we should allow the authorities to deal with it.  Mr. Shoup asked Mrs. Kroll to contact our insurance agent to discuss the issue and determine if this is covered.

Staff Presentation – None

Public Presentation – Mary Jean Farbeann, representing the Friends of the Library, noted that their book sale will be held next week.  She also asked if the library is going to have a flag present somewhere.  Mrs. Kroll noted that this was discussed during the construction project and that plans were to have a flagpole attached to the building at the entrance.  There is a light available for it, and the library was planning to ask the Friends to cover the cost.  Mrs. Lang will talk to Mr. Dansizen regarding the flagpole.

Adjournment:
Mrs. Rankin moved and Mrs. Zollinger seconded to adjourn the meeting at 9:04 a.m.  Ayes:  Mr. Fonte, Mr. Luikart, Mrs. Rankin, Mr. Shoup, Mr. Smetana, Mrs. Ziarko and Mrs. Zollinger.

Thomas Shoup, President
Florence Rankin, Secretary