The Twinsburg Public Library Board of Trustees Meeting July 19, 2005 Bissell Local History Room 6:00 p.m. Members Present: Donald Spice President, Mary Johnson-Secretary, Carrie Hinton, Walter Hoffmann, Dick Sheller and Sam Taylor. Also present, Karen Tschudy-Director, David Brown-Assistant Director and Eileen Holloway-Clerk-treasurer. Members Absent: Bonny Cairns Call to Order: President Donald Spice called the meeting to order at 6:10 p.m. Minutes of Last Meeting: Sam Taylor moved to accept the June 21, 2005 minutes as amended. Walter Hoffmann seconded the motion. The motion was approved unanimously. Correspondence: Thank you from Carolyn Pace. Remonstrance: Vera Thomas, Director of the Western Reserve Outreach Center introduced herself by sharing poems about children. Ms. Thomas explained that the Center had run into major difficulties and was not able to move forward. The Center has contracted with 4Kids Leadership Endowment Foundation of Aurora Ms. Thomas is serving as the Director of the Twinsburg Foundation that was created by 4Kids and is employed by 4Kids. When Ms. Thomas first arrived she kept hearing how bad the kids were. Ms. Thomas believes that what the kids hear is what we will get. The Center s senior program has gone down and needs to be raised to the level it once was. The senior group has reorganized and now has officers and a name, Senior PUSH. Currently the Center has the Help Me Grow program to help parents who are at risk and also families with disabled children, the WIC (Women, Infants, Children) program, and a food give away. The current focus is operations. Ms. Thomas understands that the Library was involved and would like to see the Library back. Ms. Thomas has had to turn many young people away since the Library is not open. The Center is working on a strategic plan and fall programs have not yet been set. In answer to the Board s questions about the best time of day for the Library to be open in the fall, Ms. Thomas felt that after school would be helpful. President s Report: Don Spice requested that the Board study the report from the electrical engineer regarding the emergency power study for the August meeting. Clerk/Treasurer's Report: Eileen Holloway presented the June 2005 financial report. The balances for the June 2005 report are: Page 1 of 8
General Fund $515,222.93 Friends Fund $ 5,535.41 Debt Service Fund $111,761.65 Building and Repair Fund $212,077.45 Construction Fund $ 268.52 Total All Funds $844,865.96 Sam Taylor moved to approve the June 2005 financial report as mailed. Dick Sheller seconded the motion. The motion was approved unanimously. Transfers: None Reallocations: None Donations: A donation from Nestle for Nicole Mydy for $27.36 was received. $1000 from the Friends was received to reimburse the Library for the space in the newsletter and supplies they use. Eileen Holloway passed out a breakdown of the expenses paid for in the second quarter by the Friends donations to the Friends Fund. Eileen Holloway passed out a comparison of expenses through June of 2004 and June of 2005. The Library usually receives an estimate of the LLGSF for the next year in July but it has not been received as of today. Director s Report: Circulation is in positive numbers half way through the year. Work is in process to consolidate adult and audio visual reference for better staffing. The adult reference desk will go back to the old location to serve both departments. Cheryl Mullins has resigned to take a position in Georgia. The Library will not be replacing the two positions that are vacant. Tracey Harbin will be moving to the Children s department and will still help with the web page and computer classes. Other changes may also need to be made. The slides from Lynda Murray s last tele-conference were passed out. The major concerns are how the 4.2% reduction in state income tax will affect the LLGSF since we will receive either the freeze amount or the amount collected, whichever is less. The other concern is the TEL amendment since it proposes that local governments be given 5% of the state s revenues. This money would be distributed by the counties to the local governments. Page 2 of 8
The Ohio Public Employees Retirement System has notified the Library that the employer s share for 2006 will increase from 13.55% to 13.70% and the employee s share will increase from 8.5% to 9%. Karen Tschudy asked about being closed on January 2, 2006. The Board concurred that the Library should be closed on January 2 and that the calendar was fine as presented. Included in the Board s packet was information about Hudson Library s meeting room charges. The proposed revisions to Twinsburg Library s policy do not include charging local community groups and non-profit organizations for meetings held during regular hours. The Library may charge for meetings scheduled after hours to cover the cost of having a staff member on hand to secure the building. David Brown reported that there is a change on the statistics to reflect the Harvard Road Branch programs. Attendance is not reported since there is no one there to do the count. The Leap Frog station use in the Children s Department has also been added. Committee Reports: Building and Grounds: The Committee met prior to this meeting to discuss the quotes to repair the parking lot. It was recommended that the lowest cost be chosen. The Committee will also work on a long-range plan for capital improvements. Rick Smith requested that the Committee meet and take a walk around the facility to start long range planning. The Committee will be meeting August 2 at 1:30 p.m. to walk around. The next meeting is scheduled for September 13 at 1:30. Personnel: Evaluation forms for the Director and Clerk-treasurer are to be returned to the Library by 3:00 p.m. August 2. The Personnel Committee will be meeting August 2 at 3:00 p.m. to review the evaluations. Finance: Dick Sheller reported that the Finance Committee had an informal meeting to discuss opening an account at Charter One Bank for the money currently held in a sweep account at Fifth Third. Charter One has a higher interest rate and they had no fees. Eileen Holloway reported that the transfer had been made. Friends of the Library: Mary Johnson reported that the Friends meeting would be July 21 and she would be unable to attend. Karen Tschudy will be attending. Library Foundation: None Unfinished Business: The proposed revisions to the Meeting Room policy were presented for approval. Don Spice asked about assistance using the available audio visual equipment. Karen Tschudy said that staff will help if scheduling allows or will Page 3 of 8
train someone to use the equipment. Mary Johnson moved to approve the revised meeting room policy (see attached). Carrie Hinton seconded the motion. The motion was approved unanimously. Don Spice and Karen Tschudy met to compose a letter to Reminderville Mayor Sam Alonzo regarding the proposed Reminderville Branch. The letter (see attached) explained the problem with changing library districts. Mayor Alonzo will be meeting with the director of the Portage County Public Library to see what can be done. The proposed revisions to the Record Retention Policy and Schedule were presented. Sam Taylor moved to approve the proposed revisions to the Record Retention Policy and Schedule (see attached). Walter Hoffmann seconded the motion. The motion was approved unanimously. Walter Hoffmann asked to revisit the issue of the Western Reserve Outreach Center. Karen Tschudy would like to have a committee made up of staff, board members and administration to come up with a joint solution for the Harvard Road Branch. Carrie Hinton reported that there is no activity in the Library. Don Spice felt that meeting with the staff would clarify the staff concerns and provide information for a meeting with Vera Thomas. Walter Hoffmann suggested that the Library may need to hire a community person who has a strong influence with the children. The suggested committee is Walter Hoffmann, Carrie Hinton and Bonny Cairns. The committee should plan on a decision for Vera Thomas by October. Karen Tschudy will put together the committee and set a time for the first meeting. New Business: None Mary Johnson moved to adjourn. adjourned at 8:16 p.m. Sam Taylor seconded the motion. The meeting President Secretary Mailing/Handouts: July meeting agenda; June 21, 2005 meeting minutes; June 2005 Director's Report; June 2005 Circulation Statistics; June 2005 Treasurer s Report: Correspondence C. Pace, Ohio Dept of Taxation Tax Law Changes, OPERS Notice, J. Taylor Compact Able, Omni Corporate Services: Staff Reports Administrative Team Meeting News, Circ Meeting Minutes, Information and Readers Advisory Services Page 4 of 8
Meeting Minutes, E. Holloway, C. Mullins, R. Paoletta, L. Wilms; Misc- 2006 Calendar, Hudson News article, Proposed Meeting Room Policy revision, Proposed Records Retention Policy revision, Friends Minutes, Notes for OLC Budget Presentation, Second quarter Friends Fund, Comparison of 2004/2005 expenses, Parking Lot Quotes. Page 5 of 8
TWINSBURG PUBLIC LIBRARY MEETING ROOM POLICY Library Meeting Rooms: The primary purpose of our meeting rooms is to provide facilities for Library-related activities. The needs of the Library, the Friends of the Twinsburg Public Library, and the Twinsburg Public Library Foundation will take precedence. We reserve the right to cancel scheduled events or substitute rooms due to special Library programs. Whenever possible, a one month notice will be given. Non-profit groups: Community or non-profit groups engaged in educational, cultural, intellectual, governmental, or charitable activities may use the meeting rooms for free during our open hours, when no Library activities are scheduled. Donations payable to the Twinsburg Public Library are welcomed. Organizations charging a fee to attend may do so only when a fee is intended to cover meeting costs (hand-outs, food, etc.) Payment of such fees shall not be handled by Library staff. Applications for use of the meeting room may be made up to three (3) months in advance with the following exceptions: 1. Annual special events: Use of the room for single occasion events occurring annually may be made no more than one (1) year in advance. 2. Twinsburg-area community groups who make regular, monthly use of the Library as their meeting place may reserve the facility for an entire year at a time to facilitate their program schedule. In the event of a cancellation, the Library should be notified 48 hours or sooner prior to the scheduled date. Repeat last minute cancellations, or no shows could result in a refusal by the Library to schedule future meetings. Our meeting rooms will accommodate from 10 (Craft Room) to 128 (meeting rooms 1, 2 and 3 combined) people maximum. Depending upon room setup and configuration this total may be less in each space. For profit groups: Business and commercial groups may schedule a meeting room for sales meetings, conferences, and training sessions for a fee. The room may not be used for the sale or promotion of business products or services, except in conjunction with a Library program. The fee for up to three hours of such use is $75 per meeting. An additional charge of $25 will be imposed for each hour or portion of an hour that the meeting extends beyond three hours. The non-refundable fee must accompany the completed application form. Program attendees may be required to park in specially designated zones. All persons or groups using the meeting rooms must adhere to the following: A group using a meeting room may rearrange furniture, but must then return the room to its original condition before the Library's closing time. This includes picking up trash and vacuuming, if necessary. Food and beverage is permitted in meeting rooms, with the understanding that the visiting organization is to leave the room as clean as it was found. The Library reserves the right to charge a fee for any needed repairs or cleaning. Additional tables and chairs are stored in the front closet of Meeting Room 1 - any other equipment (i.e., overhead projector, screen, TV/VCR) must Page 6 of 8
be arranged for in advance with the library, or provided by the organization. Time requested should allow for setup, use, and cleanup of any meeting room scheduled during normal Library hours. Decorating is not permitted. This includes using tape (of any kind), plastitack or thumbtacks. Cooking is not permitted (per City code), however activities may be catered. Meeting rooms 4 and 5 are not wired to handle electric roasters, large coffee pots, or hot plates. No alcohol or smoking is permitted on Library property at any time. Children or youth groups must have at least one adult advisor present. Applications will only be accepted from an adult who will assume full responsibility. Animals are not permitted in the building, except those trained to aid persons with special needs or for Library sponsored programs. After hour fees: Meeting room use outside normal hours will require an after hours fee of $25 for each hour or portion of an hour that a room is used. A portion of the fee may be waived for non-profit groups with prior approval by the Library Director. Evidence of non-profit status may be required. The non-refundable fee must accompany the completed application form. Name of Group: Activity: Please print Responsible Person: (This person should arrive first to have the meeting room unlocked, setup the room for the meeting, and should be the last to leave making sure that the lights are off, equipment is returned, and everyone has safely left the area). Phone: Fax: E-Mail Address: Date(s) of Meeting(s): Start Time: Finish Time: Expected Number in Attendance: Special needs: May the above information (including phone number) be given out to interested parties? Yes No ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Room assigned: Meeting Room 1 Meeting Room 2 Meeting Room 3 (50w/chairs~30w/tables) (24w/chairs~12w/tables) (24w/chairs~12w/tables) Rooms 2 + 3 (48 w/chairs~24w/tables & chairs) chairs) Rooms 1 + 2 + 3 (Max 100w/chairs only~54w/tables & Room 4 (Craft Room) Local History Room Page 7 of 8
Meeting Room 5 Classroom CC (32w/chairs~16w/tables) Computer (10 PC stations) Children s Storyhour Room 2 Children s Story-hour Room 1 Setup: Tables and chairs are provided in each room. Ask library staff for assistance if more is needed. PLEASE LEAVE THE ROOM AS YOU FOUND IT RETURN FURNATURE AS INDICATED RETURN BORROWED EQUIPMENT TO LIBRARY STAFF... ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The following may be available for use in the Library Meeting Rooms. If you need to use any of the following equipment, please indicate with a check mark. All equipment is the property of The Twinsburg Public Library. It is the responsibility of the above named person or group to return equipment in working order. If damaged by misuse, a repair fee will be determined and billed accordingly. Sound System Internet Connection Overhead Projector Slide Projector Easel Video Projector Laptop PC TV/VCR/DVD If you have any questions or concerns, the staff will do their best to help you. If your plans change, please notify the Library immediately at 330-425-4268 ext. 133. The undersigned has read, agrees to and is responsible to abide by the Meeting Room Policy. Failure to adhere to the policy may result in forfeiture of future use. Signed Date: Approved Date: This original will be kept on file and a free copy will be provided to the person signing upon request. The meeting time will not be scheduled until this form is completed and signed. The Library does not advocate or endorse the viewpoints of any group or individual. Meeting room use shall not be publicized in such a way as to imply Library sponsorship. Approved by the Twinsburg Public Library Board July 19, 2005 Page 8 of 8