Members Present: Bonny Cairns President, Mary Johnson Vice President, Dick Sheller- Secretary, Walter Hoffmann, Don Spice and Sam Taylor.

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1 The Twinsburg Public Library Board of Trustees Regular Meeting July 24, 2008 Bissell Local History Room 5:00 p.m. Members Present: Bonny Cairns President, Mary Johnson Vice President, Dick Sheller- Secretary, Walter Hoffmann, Don Spice and Sam Taylor. Members Absent: Carrie Hinton Also present: Laura Leonard Director, David Brown Deputy Director, Linda Weekley- Deputy Fiscal Officer, Fred Baerkircher Head of Adult Public Service, Katie Lipinski Head of Youth Services and C. J. Lynce Systems Administrator. Call to Order: President Bonny Cairns called the meeting to order at 5:03 p.m. Minutes of Last Meeting: Mary Johnson moved and Walter Hoffmann seconded the motion to approve the June 26, 2008 regular meeting minutes as mailed. The motion was approved unanimously. Correspondence: None Remonstrance: None President s Report: President Bonny Cairns commented on the events of the last week and complimented the staff and administration on the Library s representation to the community during the funeral of Officer Josh Mitkarian. Laura Leonard, Dick Sheller, and Mary Johnson attended the trial run of the Board Checkup, a workshop designed to help library boards assess their effectiveness. It was held at the Cleveland Heights Library on Wednesday, July 16th. Materials from the session were shared, but as they are still in draft form, they may only be used within our board. Mary noted that the assessment would not be a useful tool on its own; the first part of the manual with explanations about the role of the board member would need to be reviewed first. Due to Thanksgiving and Christmas, dates need to be set for the November and December meetings. Following discussion it was decided that the meetings would be on the following Wednesdays, November 19 and December 17 at 5:00 p.m. Clerk-Treasurer's Report: The Board reviewed the June 2008 Financial Report. The balances for the June 2008 report are: General Fund $ 361, Friends Fund $ 9, Debt Service Fund $ 118, Building and Repair Fund $ 135, Total All Funds $ 624, Sam Taylor moved to approve the June 2008 financial report as mailed and Mary Johnson Page 1 of 5

2 Donation: Dick Sheller moved to accept a donation of $ from Theodore and Marsha Havens in memory of Virginia Ford to be used as designated by the Ford family. Walter Hoffmann Laura Leonard reported that she had heard from Virginia s daughter Terri that Ginny had a wide variety of areas that she enjoyed and the Library could choose. Laura felt that Cleveland Orchestra CDs would be appropriate. Sam Taylor moved to accept a donation of an Oriental vase from Ying Pu. Dick Sheller Sam Taylor moved to accept an orange tree from Mr. Diersing. Don Spice seconded the motion. The motion was approved unanimously. Linda Weekley reported that: Jim Finnegin has almost completed the health insurance quotes and would like to set a meeting the week of August 11. Following discussion it was decided to hold a special meeting on August 13 at 4:30 p.m. in the Bissell Local History Room. Eileen is expecting to receive a revised Certificate of Estimated Resources reflecting the expected 2% reduction to the Public Library Funding. The necessary changes to the budget will be made once the certificate is received. Reallocations: None Transfers: None Director s Report: Laura Leonard reported on the following: June circulation of 107,199 was amazing, this is the first time TPL has had circulation over 100,000. Performances of Happily Never After, Once Upon a Wolf and Fairy Godmother s Assistant start tonight The Board is invited to attend the Battle of the Books on August 11 at Twinsburg Public Library. Teens from Hudson, Stow and Twinsburg will be competing for the trophy. The levy campaign is going well. The PAC will have the endorsement ads in the Twinsburg Bulletin and the Twinsburg Sun on July 31 and their final mailing should be received this week. The Bulletin is endorsing the levy and there will be an article in the Twinsburg Sun. Also the Plain Dealer has called for information for an article. Highlighted Rick Smith s Building and Grounds Report: The yard sale on Sunday July 20 was moderately successful. With a few adjustments Rick recommends that this event be held again next year. HVAC problems were discussed at a Building and Grounds meeting on July 15. Acting on recommendations schedule on times have been increased in an effort to reduce the humidity and overheating in the server closet in the original section of the building. Other adjustments may have to be made. A nonscientific test will be run to see if the building pressure is positive or negative. This will have to be done on a day the building is closed. Rick has been unable to reach any of the ADR employees who worked on the parking lot project. Perrin Asphalt has been contacted and will be coming to inspect the joints between the two halves of the parking lot. A request for an estimate to repaint the lines will also be made. Page 2 of 5

3 The Board was thanked for allowing the Library to open late on July 18 during the time of Officer Josh Mitkarian s funeral procession. The staff provided bakery and coffee to the midnight shift when they returned to work on Monday July 21. A meeting is scheduled with Chief Noga and Superintendent Steve Marlow to discuss the school s use of the Library s parking lot for access to the high school in the morning. Staff Team Building The Board received the handout given to staff on management philosophy and suggestions from the staff to make customers happy. Adult Public Service Report Fred Baerkircher: TPL Week was a success Staff is looking at reconfiguring the living room space. 288 adults are participating in the Adult Summer Reading Club. This is an increase from last year. Readers Row will be collaboration between Twinsburg Public Library, Hudson Public Library and Stow Munroe Falls Public Library to bring authors to the area. Beth Hatch will be taking on the TPL Magazine. Personnel Report David Brown: Language Specialist: Marie-Laure Deshazer resigned. We are researching the possibility of hiring language teachers on a contract basis in the future, but for now we hope to hire two part time language instructors to teach three classes a week in the fall of Library Associate Children s: We advertised for a part time person to do story times and some customer service at the Children s desk, and received 57 applicants. Katie Lipinski and David Brown will be interviewing 6 of those applicants on Friday, and on Monday, Pages: Pages resigned Effective Pages hired Effective Christine Oh May 28 Forbes Talley June 7 Jennifer Koudelka Aug. 2 Andrew Raczka Aug. 22 Frank Hu Aug. 22 A Page Test was given on Monday, June 23 rd, and Tuesday, June 24 th to establish an eligibility list for employment during the Academic year. Forty people took the test, and JoAnn Suladie, Sandy Tomasek and I interviewed 13 with top scores. Three will be needed as shelvers, and one for delivery. We are in the process of checking references for the first 2 shelvers. Another page will be hired for the Computer Center to replace Andrew Racczka, who is leaving for college. C.J. Lynce and David Brown will be interviewing 3 applicants for that position by Tuesday, July 29 th. Part-time page Christine Oh has resigned to start medical school and has been replaced by Forbes Talley. Systems Administrator Report C.J. Lynce Page 3 of 5

4 The WIKI has been launched and Twinsburg Public Library is the fourth library in the region to have a WIKI. JAVA-Sirsi upgrades occur about every two months and one is scheduled for this Saturday July 26. Youth Services Report Katie Lipinski Summer Reading Club has been awesome with 1,630 participants between the ages of 2 and 18. Will be collaborating with Hudson and Stow for an Every Child Ready to Read Workshop for parents. Attended a Youth Behavior Discussion Group made up of representatives of the Twinsburg schools, the Twinsburg police, Twinsburg area churches, Twinsburg Township, and the Salvation Army. The group discussed possible solutions to providing appropriate activities for students after school. The meeting was called by Director Laura Leonard and Twinsburg Mayor Procop. Committee Reports: Building and Grounds: Don Spice reported that the committee had met and that the Library has what is needed to improve the HVAC system. Personnel: Mary Johnson reported that the committee met on July 11 to review the Fiscal Officer s evaluations. An executive session will be requested later in the meeting to discuss the results. Finance: Dick Sheller reported that he had seen the draft of the audit. C.J. Lynce will the draft to the Board so that they can review the audit. Friends of the Library: Minutes for the June 19, 2008 meeting were included in the packet. Library Foundation: Mary Johnson reported that the next meeting will be August 27 at 7:00 p.m. The Foundation has received $2,020 in memory of Virginia Ford. Centennial Committee: David Brown reported that the schedule for the committee is to have the decade outlines completed in November 2008; the writing to the printer in August 2009; January 2010 the book will be ready for sale. Unfinished Business: None New Business: Laura Leonard asked the Board to consider closing at 6:00 p.m. on Wednesday November 26, Thanksgiving Eve. Don Spice moved to close at 6:00 p.m. on Wednesday November 26, Mary Johnson Don Spice moved to adjourn to executive session to discuss a matter of personnel, the annual evaluation of the Fiscal Officer as provided under Ohio Revised Code at 6:27 p.m. The motion was approved unanimously. Walter Hoffmann moved to reconvene the regular session at 6:35 p.m. Sam Taylor seconded the motion. The motion was approved unanimously. Page 4 of 5

5 The regular session reconvened at 6:36 p.m. Adjournment: Mary Johnson moved to adjourn the meeting at 6:37 p.m. Walter Hoffmann President Secretary Mailing/Handouts: July 2008 Meeting agenda; June 26, 2008 Regular Meeting minutes; June 2008 Director's Report; June 2008 Circulation Statistics; June 2008 Treasurer s Report; Correspondence None; Administrative Team Meeting News, Adult Services Meeting, Programming Meeting Minutes, Circulation Meeting, Programming Meeting Minutes, Technology Team Minutes, F. Baerkircher, D. Brown, M. Knooihuizen, P. Myers; Committee Minutes None; Miscellaneous- Friends Minutes, Team TPL-Management Philosophy, Staff List of Ideas for Happy Customers; Program Flyers. Page 5 of 5