Call to Order: President Mary Johnson called the meeting to order at 5:00 p.m.

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1 The Twinsburg Public Library Board of Trustees Regular Meeting February 26, 2009 Bissell Local History Room 5:00 p.m. Members Present: Mary Johnson President, Dick Sheller Vice President, Walter Hoffmann Secretary, Bonny Cairns, Carrie Hinton, and Do n Spice. Also present, Laura Leonard Director, David Brown Deputy Director, Eileen Holloway Fiscal Officer and C.J. Lynce-Systems Administrator. Members Absent: Sam Taylor Call to Order: President Mary Johnson called the meeting to order at 5:00 p.m. Minutes of Last Meeting: Dick Sheller moved and Don Spice seconded the motion to approve the January 22, 2009 regular meeting minutes as mailed. The motion was approved unanimously. Correspondence: Thank you notes from: P. Myers, D. Gonzales, L. Holmes, B. Koudelka. Remonstrance: Laura Leonard introduced Beth Slade, practicum student from Kent State University who is working in Youth Services. Beth hopes to be a teen librarian following graduation. Fred Baerkircher introduced Brenda Smith, the new Adult Public Service associate. Brenda has two children, lives in Hudson and has a degree in biology. President s Report: Mary Johnson thanked the committee of Don Spice, Dick Sheller and Bonny Cairns for their work on the staff appreciation dinner. A ll the responses have been positive. The board will be attending the Ohio Library Council Trustee dinner on April 15 at the Holiday Inn in Independence. The Twinsburg Public Library Foundation s Luau was a great success. Mary Johnson thanked all those who volunteered their time to help the Foundation with the Luau. Fiscal Officer s Report: The Board reviewed the January 2009 Financial Report. The balances for the January 2009 report are: General Fund $ 275, Friends Fund $ 8, Debt Service Fund $ 6, Building and Repair Fund $ 125, Total All Funds $ 415, Bonny Cairns moved to approve the January 2009 financial report as mailed and Dick Sheller seconded the motion. The motion was approved unanimously. Page 1 of 6

2 Donation: Don Spice moved to accept the donation of $20.00 from Ellen J. Schaed in memory of Karen Calder for the purchase of children s material. Two copies of Love You Forever have been purchased. Dick Sheller seconded the motion. The motion was approved unanimously. Walter Hoffmann moved to accept the donation of $ from the Twinsburg Public Library Foundation for the English for Young Learners Program offered by Uma Krishnan. Bonny Cairns seconded the motion. The motion was approved unanimously. Don Spice moved to accept the donation of $ from the Rotary Club of Twinsburg for the publication of the 2009 Poetry Collection. Carrie Hinton seconded the motion. The motion was approved unanimously. The 2008 financial statement has been completed. Eileen Holloway explained the reports that are now presented in the OCBOA format. The staff roster as of January 31, 2009 and the 2009 Board roster will be ed to the Board and then included in the minutes. Don Spice requested a staff telephone directory also. Eileen Holloway requested that Mary Johnson chair a meeting of the Twinsburg Public Library Records Commission prior to the March 26 regular meeting. A list of the records to be disposed of will be ed prior to the meeting. Reallocations: None Transfers: None Director s Report: Depart ment Reports (included in packet): Acquisitions and Processing presented by Laura Leonard Victoria Lalumandier is now sharing her time with Adult Public Service, she works 20 hours a week in that department and in our Acquisitions and Processing. Vendor ordering of new materials has been assigned to Acquisitions and Processing. Sandy Tomasek is currently trained and the rest of the staff will be trained during the rest of the year. New label printers have been ordered to assist in the music relabeling project. The new system should be more user-friendly. The depart ment was thrilled to see Margaret Gary chosen as the Employee of the Year. Adult Public Service Report Fred Baerkircher Met with staff from Kent State University regarding how best to serve students at the KSU Twinsburg center. AARP volunteers are back this year to help people file their taxes. Marketing the Next Reads program to parents at Children s story-times. Eighty-five people are signed up for the Adult Winter Reading Club Page 2 of 6

3 Building Report All of the Bureau of Workers Compensation recommended outlets have been replaced with GFCI outlets as well as several defective outlets that were found. HVAC routine maintenance and filter replacement has been completed. A tamper alarm was purchased to discourage small children from playing with fire alarms. Staff was reminded that nothing may be placed in front of fire extinguisher cabinets, fire alarm pull stations or emergency exits at any time. Working on a solution to an increase in 911 calls from the Library. Tiger paw prints now leading to Youth Services and to the Meeting Rooms from the main entrance to the Library. Circulation Report presented by Laura Leonard Depart ment is excited about the planning for the renovation of the circulation area. Staff members were asked for ideas and suggestion. These ideas were compiled and shared with architect Tom Pervanje. Deputy Director/Personnel Report presented by Laura Leonard Branch attendance increased by 100 over January A Reading Materials Survey has been printed to determine what materials best meet the needs of branch users. Filters have been upgraded and now match the filters at the main library. Eleven new people were hired in Now have thirty-two part time and twenty-seven full time employees. Brenda Smith started January 27 as a Library Associate in Adult Public Service. PR and Marketing Report - presented by Laura Leonard The February Community Times contained a two page spread of ad space that replaces the single page printout that had been mailed in the past. Flyers are available to distribute in-house also. All programs and events are now sent to the PR depart ment. Promotion includes flyers, posters, posting on the web site, press releases, updating the television announcements in the Library, TPL Magazine, Community Times, Twinsburg Bulletin weekly column, the Summit County Calendar and the Library s Google calendar. Systems Administrator Report C.J. Lynce The new iprism unit has been installed. The cost of the unit and the subscription was funded with grant money received from OPLIN. Investigating the installation of a wireless access point at the Branch. T he wireless point would be provided by CLEVNET at no additional cost. Access would be shut off during closed hours and web traffic via wireless would be filtered thru the iprism device. CLEVNET had recommended an upgrade to our network. CLEVNET will provide the necessary hardware for the upgrade. The timeline is between twelve and sixteen weeks. Data will be migrated to a new mail server at beginning the week of February 22. After the migration staff members will access mail via a web-based interface. CLEVNET has ordered new servers for the SirsiDynix Symphony System to deal with the performance issues. Installation is expected in the next two to three months. Page 3 of 6

4 Youth Services Report presented by Laura Leonard Three hundred and seventy three children and forty four teens signed up for the Winter Reading Club Valentines Day was celebrated with an American Girl Party - Meet American Girl Addy. February 28 will be the re-scheduled Beach Party. In celebration of Dr. Seuss s birthday the Solon Center for the Arts will be here to present LORAX on March 3. The Cause (formerly Coffee for a Cause) will be held on Friday March 27 from 6:45 to 9:30 p.m. Director Laura Leonard reported: Considering two days of very bad weather and many days of poor weather we maintained last year s circulation numbers. Portage County Public Library announced that the Aurora branch will be closed on Thursdays and Sundays due to budget issues. This could be adding to how busy Twinsburg Public Library is. The 2008 State Library report has been filed. State librarian Jo Budler will be visiting Twinsburg Public Library on July 31. Regarding The Consumer Product Safety Act of 2008 lead issue, it appears that libraries will be exempt from removing any books purchased prior to There have been two incidents: one involved a GED student and the other involved a patron who wandered into the work area. The wandering patron entered Rick Smith s office and was using the microwave. Tom Pervanje will be meeting with the staff of Adult Public Service and the Circulation and would like to meet with the Board on March 5 at 3:30 to review the draft of his proposals. After these meetings Tom would like to schedule a two hour presentation with the Board in March or April. He suggested that this not be a regular board meeting. The Ohio Library Council Legislative Day is March 11. Dick Sheller has offered to drive so that we can meet with Senator Kevin Coughlin at 9:00 a.m. We will be meeting with Representative Brian Williams later in the afternoon. Committee Reports: Building and Grounds: Don Spice reported that the committee met with Tom Pervanje to discuss the work he is doing. Mr. Pervanje is still gathering information. Personnel: No Report Finance: It was determined that a meeting was not required prior to the presentation of the 2009 permanent budget. Friends of the Library: Carrie Hinton reported that the Friends approved $7, for Library programs. The February book sale raised $1, The e - mail scanner has been received and the Friends are anxious to give it a try. The Friends currently have 436 members. Library Foundation: Mary Johnson reported that the Luau was a very nice evening and the Foundation anticipated that it raised about the same amount of money as last year. Page 4 of 6

5 Centennial Committee: Bonny Cairns reported that the committee has completed most of the research and is now organizing the material for publication. The major focus of the Centennial Celebration will be May 2-7, 2010 with other events throughout the year. Unfinished Business: The Staff Appreciation dinner was again very well received. Walter Hoffmann requested that paying for the staff s spouses be looked into for future dinners. Mary Johnson asked for discussion on the Branch Feasibility Study that Laura Leonard had passed out at the last meeting. Following discussion it was decided that a committee of Bonny Cairns, Carrie Hinton and Dick Sheller review the study and report back to the Board. The committee will meet Tuesday March 3 at 4:00 p.m. Eileen Holloway reported that an advance on the 2009 Property Tax levy was received and requested that a motion be made to make the transfer to the Debt Service Fund and to the Building and Repair Fund. Walter Hoffmann moved to transfer $121, from General Fund #101 account 9900 to Debt Service Fund #301 account 9900 and $40, from General Fund #101 account 9900 to Building and Repair Fund #401 account Don Spice seconded the motion. The motion was approved unanimously. New Business: It has been discussed in the past about inviting members of the Friends and the Foundation to attend the regular Board meetings. This would give them a chance to speak during the remonstrance period. Carrie Hinton will extend the invitation to the Friends and Walter Hoffmann will invite the Foundation. Laura Leonard requested that the Board consider providing lunch for the March 12 staff in service day. This would serve as the second quarter appreciation. Walter Hoffmann moved to approve spending up to $ for the Staff In Service Day lunch. This will serve as the second quarter staff appreciation. Carrie Hinton seconded the motion. The motion was approved unanimously. Adjournment: Walter Hoffmann moved to adjourn the meeting at 6:42 p.m. Don Spice seconded the motion. The motion was approved unanimously. President Secretary Page 5 of 6

6 Mailing/Handouts: February Meeting agenda; January 22, 2009 Regular Meeting minutes; January 2009 Director's Report; January 2009 Circulation Statistics; January 2009 Fiscal Officer s Report and 2008 Financial Report: Correspondence Notes from B. Koudelka, P. Myers, L. Holmes, D. Gonzales letter to U.S. Consumer Products Safety Commission: Staff Reports Administrative Team Meeting News, Circulation Dept Meeting Minutes, Youth Services Meeting Minute,,Depart ment Head Reports, L. Keith: Miscellaneous Bulletin Article, Sun New Article, Library Administrator Digest, Friends Minutes, Foundation Minutes, Centennial Meeting Minutes, Library Journal Index of Public Library Service 2009; Program Flyers. Page 6 of 6