Call to Order: President Bonny Cairns called the meeting to order at 5:03 p.m.

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1 The Twinsburg Public Library Board of Trustees Regular Meeting December 18, 2008 Bissell Local History Room 5:00 p.m. Members Present: Bonny Cairns President, Mary Johnson Vice President, Dick Sheller - Secretary, Carrie Hinton, Walter Hoffmann, Don Spice and Sam Taylor (left at 7:15 p.m.). Also present, Laura Leonard Director, David Brown Deputy Director and Eileen Holloway Fiscal Officer and C.J. Lynce-Systems Administrator. Members Absent: None Call to Order: President Bonny Cairns called the meeting to order at 5:03 p.m. Minutes of Last Meeting: Don Spice moved and Mary Johnson seconded the motion to approve the November 20, 2008 regular meeting minutes as mailed. The motion was approved Correspondence: None Remonstrance: David Brown introduced Beth Koudelka, new circulation page and Julie Strok, new early childhood specialist. Beth was a design director for Imperial Wallpaper and is the mother of three children. Julie has lived in Twinsburg for fifteen years and is a pre-school teacher. President s Report: Bonny Cairns reflected on the Board s and the Library s accomplishments during the two years she was president. The parking lot repairs included irrigation improvements and repaving; the personnel committee worked on succession planning and the procedures for recruiting a new director; after twentyfour years Karen Tschudy retired and Laura Leonard became the new director on June 1. Bonny thanked the Board for all the work that was accomplished. Fiscal Officer s Report: The Board reviewed the November 2008 Financial Report. The balances for November 2008 report are: General Fund $ 493, Friends Fund $ 6, Debt Service Fund $ 6, Building and Repair Fund $ 125, Total All Funds $ 631, Dick Sheller moved to approve the December 2008 financial report as mailed and Sam Taylor seconded the motion. The motion was approved Donation: Don Spice moved to accept $15, from the Friends of the Twinsburg Public Library for 2009 Friends Fund #110. Carrie Hinton seconded the motion. The motion was approved Sam Taylor moved to accept $85.00 from Robert Voytas in memory of Angela Voytas to purchase books of the Middle East and Eastern Europe. Don Spice seconded the motion. The motion was approved Page 1 of 7

2 Reallocations: None Transfers: Eileen Holloway recommended that the transfer to the Debt Service Fund be delayed until March of All reports indicate that the Public Library Funding could be as much as 10% less than 2008 at the start of the year and revenues from the operating levies are usually not received until February or March. We also will have three pay checks in January The delay of the transfer will assist with cash flow until the levy money is received. The Board concurred and the money will be transferred in Director s Report: Laura Leonard reported on the following: Great to see that 2008 circulation was over one million by the end of November. The contract has been signed with Pervanje Architects and two preliminary meetings have been held to identify space usage. Mr. Pervanje will be in to take measurements in the next week. An addendum to the Strategic Plan under facilities on page three was added to include the architects long range planning. Met with the Reminderville Parks and Recreation committee and Mayor Sam Alonso along with Bonny Cairns to get a sense of what the village is looking for from the Library. The Board was asked to table discussion to allow time for legal and financial fact finding. The Board agreed. Two complaints were received regarding the holiday decorations. A suggestion regarding the placement of magazines with racy covers at the Magazine Express. Staff came up with strategically placed labels to help main-line these magazines. Long time Library patron Mary Ann Flowers passed away. The traffic light at the end of the Library driveway should be completed by December 31. Will be meeting with Kent State University about the possibility of being a satellite station of the school s library so students of the Twinsburg branch of Kent State University can pick up materials here. Chief Noga and Detective Greg Kopnisike will be providing diversity training for all staff on January 14 and Calendars with photos from the Library s Twinsburg Photography contest are for sale at the Circulation desk. Calendars will be sent to Mayor Procop, Representative Steve LaTourette, Senator Kevin Coughlin and Representative Brian Williams. The Library waived $4, in fines and received twenty-six bags and six boxes of toys that were donated to Toys for Tots. DEPARMENT REPORTS: Deputy Director/Personnel Report David Brown: The Harvard Road Branch move to the new room is complete. Use of the computers remains heavy, but circulation is down from last year. Tamara is weeding old material and new materials will be ordered to increase interest. Captain Stanford had not heard anything as of December 8 regarding Twinsburg Township s future use of the building or any of the rooms. Anna Tanczos will be teaching an eight week Italian class for adults on Wednesday nights. Monica Bacco will be teaching Spanish to children ages four to six. Page 2 of 7

3 Applications are being accepted for a Library Associate position in Adult Services and a French language teacher for an eight week class for adults. Attended two employment law workshops in the past month that helped answer questions for the proposed changes to the Staff Handbook. A Staff Development day has been scheduled or Thursday March 12. Would appreciate Board approval for closing the Library on that date. Walter Hoffmann moved to close the Library on Thursday March 12, 2008 for the staff in-service day. Sam Taylor seconded the motion. The motion was approved Adult Public Service Report Prepared by Fred Baerkircher: Winter Reading Club will again have gift baskets a couple of contests. A new theme is the 50 Book Club to encourage customers to read fifty books in a year. Victoria Lalumandier is being trained for Adult Public Services. Along with the new Library Associate librarians will be freed up to teach evening classes. Nationally known author J.A. Jance will speak at Twinsburg Public Library on January 18, This is part of the Reader s Row collaboration between Twinsburg, Hudson and Stow Libraries. A new book group is starting; The Thinkers Club is a philosophy discussion group led by Twinsburg resident Amy Himrichhouser. Building Report Rick Smith Cleveland Door Controls will be using a door that was left over for the Branch. They will add glass, a new lock set and a continuous gear hinge. Naragon Irrigation has completed the fall blow out of the system. Much needed repair work on the entire system will be scheduled for the spring. The Library is registered with the three area closing alert systems for unexpected closings. In addition to all the local TV stations, local cable systems and a dozen radio stations, the information will also appear on the TV and radio web sites as well as the Library s web site. Systems Administrator Report C.J. Lynce A new information display TV will be installed in the front entry way to display upcoming Library programs; the day s meeting room information. An inventory of all Twinsburg Public Library computers is in progress. The Library will be using the TechAtlas website to perform the inventory. The main file and domain server will be receiving two upgrades. Some Web 2.0 functionalities have been added to the Library Main, Teen Crossings and Children s Place websites; RSS links, Search Plugin Links and a Google Gadget. CLEVNET has completed the VPN router installation at the Branch which will allow all the PCs at the Branch to be part of the CLEVNET network. Several online forms have been created to allow patrons to make suggestions, report AV problems and submit computer class and event surveys online. Youth Services Report Katie Lipinski Winter Reading Club is off to a great start with 175 members signed up as of December 10. Youth Services is thrilled by the increase in Juvy and YA circulation. Page 3 of 7

4 The Twilight movie at the Macedonia Cinemark was a huge success with over 150 fans in attendance. Elizabeth Stefanov and Lynne Keith will be attending the Every Child Ready to Read on January 12. Mark Simon and Lynne Keith are preparing a TPL Chess Tournament that will be held on Friday January 2. There has been a great response from many of the area schools. Katie Lipinski s first day of maternity leave is tentatively scheduled for Wednesday January 21. Circulation Report Peggy Myers Beth Koudelka began working as our new circulation page $10 of fines were waived for a new toy donated to Toys for Tots from November 21 to December 7. Officer Joe Jasany and the Marines picked up the toys on December 12. Everyone loves the new awning; it is not only functional but quite attractive. Acquisitions and Processing Cari Dubiel and Sandy Tomasek By the end of November Acquisitions and Processing has added over 15,000 items in Staff member Margaret Gary was named the Library s October Star of the Month. The department was highlighted in the December 2008 TPL magazine. Pages have been trained to buff damaged DVDs, reducing the number of items waiting to be cleaned and put back on the shelf. The physical reorganization of the department was completed a month earlier than planned. Committee Reports: Building and Grounds: No Report. Personnel: Mary Johnson requested that the Board convene an executive session at the end of the meeting to discuss the interim evaluation of the Director. The committee recommended that the proposed changes to the staff handbook be approved. Mary Johnson moved to approve the following proposed changes to the staff handbook. Proposed Revisions to Staff Handbook Covered Sections of TPL Handbook Conditions at Work Section A. Hours and Schedules 3 Revise to: A typical schedule for an employee may vary depending on the needs of the Library. Covered Sections of TPL Handbook Conditions at Work Section A. Hours and Schedules 3. b. Page 4 of 7

5 Revise to: Non-exempt employees may take vacation leave in increments no less than a half day (3.75 hours). Sick leave may be taken in increments of no less than one (1) hour. Employees designated as Salaried Exempt by the Director may take accrued vacation/sick leave in increments of no less than one half day (3.75 hours). Covered sections of TPL Staff Handbook Employer Relations Section H Separations from Employment 4. Benefit Rights Following Resignation, Dismissal and Lay-Off Revise to: Health insurance will be terminated at the end of the coverage period (as determined by the health insurance carrier) for employees who have resigned, retired, been terminated, status changes to part-time or on an unpaid leave of absence (not covered by FMLA). The Library will cease payment of premiums for employees whose status changes to part-time at the end of the coverage period. Employees whose status changes to part-time may apply to continue coverage at their own expense through payroll deduction. Eligible employees returning from leave may apply to resume their insurance coverage. Covered sections of TPL Staff Handbook Employee Benefits Section A. Health Insurance Add to: Eligible employees may be covered by the Twinsburg Public Library health insurance plan on the first day of employment. Health Insurance will be terminated at the end of the coverage period (as determined by the Health Insurance Carrier) for employees who have resigned, retired, been terminated, or are on an unpaid leave of absence. Walter Hoffmann seconded the motion. The motion was approved Finance: No Report Friends of the Library: Carrie Hinton reported that the Friends approved the donation of $15,000 to the Library in 2009 and $500 for the Twinsburg Public Library Foundation s Luau. The last book sale had 192 customers and $1, in sales. The Gift Shop had sales of $ The next meeting will be January 15, 2009 at 5:00 p.m. Library Foundation: The last meeting was on December 2 and the focus is on the February 14, 2009 Luau. Tickets are available in the Administration office. The Foundation is requesting donations for the auction and selling tickets for the trip to Hawaii. The Foundation has approved funding of the English for Young Learners $ and the Foundation Cooperating Collection database and print directories $ for Centennial Committee: David Brown reported that the Centennial Committee met on November 15 and the next meeting will be Saturday January 17, 2009 at 9:30 a.m. in the Bissell Local History Room. Page 5 of 7

6 Unfinished Business: Laura Leonard received a call from Captain Juanita Stanford of the Salvation Army requesting that the contract for the Harvard Road Branch be increased to $1, per month. Walter Hoffmann moved to amend the contract with the Western Reserve Outreach Center with the Salvation Army as the fiscal agent to increase the monthly fee to $1, Sam Taylor seconded the motion. The motion was approved Eileen Holloway explained that in reviewing the 2008 minutes that the By-law changes that were proposed at the June 26, 2008 meeting had not been voted on. The changes deal mostly with the title change from Clerk-treasurer to Fiscal Officer. Mary Johnson moved to approve the proposed By-Law changes as presented at the January 26, 2008 meeting. Walter Hoffmann seconded the motion. The motion was approved New Business: Bonny Cairns reported that the invitations for January 30 Staff Appreciation dinner will be going out early in January. The cost for a guest will be $42.00, the same as last year. Sam Taylor moved to approve $3, for the January 30, 2009 Staff Appreciation dinner. Walter Hoffmann seconded the motion. The motion was approved Eileen Holloway requested that the change drawers be increased from $ to $ Due to the earlier opening this will make it easier to have change available when the library opens. Mary Johnson moved to increase change drawers from $ to $ Don Spice seconded the motion. The motion was approved Bonny Cairns asked for volunteer for the nominating committee. The Board served as the nominating committee. Mary Johnson agreed to serve as President: Dick Sheller agreed to serve as Vice President; and Walter Hoffmann agreed to serve as Secretary. Nominations will be taken from the floor at the January meeting. Mary Johnson moved to convene an executive session for the purpose of reviewing the interim evaluation of the director and discussing compensation at 6:27 p.m. Don Spice seconded the motion. The motion was approved Mary Johnson moved to reconvene the regular meeting at 7:15 p.m. Walter Hoffmann seconded the motion. The motion was approved Walter Hoffmann moved to approve the evaluation and shared with the director as soon as possible. Mary Johnson seconded the motion. The motion was approved Dick Sheller moved that the director s salary be increased to $67, for Don Spice seconded the motion. The motion was approved Page 6 of 7

7 Mary Johnson reported that the evaluation was very good and the Board had felt that Laura Leonard would do a good job as director and no one was disappointed. The committee will meet with Director Laura Leonard on December 29 at 9:30 a.m. Adjournment: Mary Johnson moved to adjourn the meeting at 7:19 p.m. Don Spice seconded the motion. The motion was approved President Secretary Mailing/Handouts: December Meeting agenda; November 20, 2008 Regular Meeting minutes; November 2008 Director's Report; November 2008 Circulation Statistics; November 2008 Treasurer s Report: Correspondence Friends, Mr. Voytas: Staff Reports Administrative Team Meeting News, Department Head Reports, D. Brown, C. Dubiel, B. Hatch, E. Holloway, K. Lipinski, C. Lynce, R. Paoletta, L., Wilms: Miscellaneous Revised Strategic Plan, Proposed By-law Revisions, Friends Minutes, TPL Centennial Minutes; Program Flyers. Page 7 of 7