Elyria Public Library System s3

ELYRIA PUBLIC LIBRARY SYSTEM Meeting of the Board of Trustees Monday, December 12, 2016 Central Branch, Scheide Room – 6:00pm

Present: Gerald Crum, President; Rhonda Smith, Vice President; Sam Battle, Trustee; Ray Armstrong, Trustee; Kaleena Whitfield, Trustee; Debbie Kroupa, Trustee Absent: Ann Schloss, Secretary

Staff: Lyn Crouse, Director; Carol Campana, Fiscal Officer; Kathleen Runser, Deputy Director; Adam Matthews, Marketing & Communications Manager; Frank Szuch, IT/Facilities Manager; Terri Miller, System Services Manager; Danielle Coward, Youth Services Coordinator; Tammy Collins, TSD Manager; LaKesha Gage, Executive Administrative Assistant

1. Call to Order: Mr. Gerald Crum called the meeting to order at 6:00pm.

2. Welcome of Attendees: Mr. Gerald Crum welcomed everyone to the meeting.

3. Public Hearing of Visitors: None

4. Consent Agenda Items: a) Approval of November 2016 Minutes

b) Personnel Actions Appointments: none Resignations: none

c) Donations for November 2016 $350.00 Donated by The 95 Club as an annual Christmas gift (unrestricted)

d) Memorials for November 2016 $10.00 Donated by Arlene Shank in memory of Natalie Cavaceci $25.00 Donated by John Antkowiak in memory of Natalie Cavaceci $30.00 Donated by Mr. & Mrs. Tony Hausfeld in memory of Natalie Cavaceci $25.00 Donated by Pat & John Graves in memory of Natalie Cavaceci $30.00 Donated by Clete & Lois Johnson in memory of Natalie Cavaceci $25.00 Donated by Vandemark Jewelers in memory of Tim R. Haury

RESOLUTION #73.16 On the motion of Debbie Kroupa, seconded by Rhonda Smith, the board unanimously agreed to approve the Consent Agenda.

5. Fiscal Officer’s Report: Ms. Campana reported:  Reclassified department managers last month-Fair Labor Act amended to increase the threshold. They now need to be classified as exempt again  State of Ohio Auditor’s office was adamant on returning the Foundation monies to the library. Jerry Innes, County Prosecutor wrote a letter to the Auditor’s office on our behalf. Our Fiscal Officer stated from whenever we receive non- general fund monies, they were deposited into a Fund other than the General Fund i.e.: Endowment Fund/Building Fund. Jerry Innes said the fact we did not co-mingle the monies is helpful. Worst case scenario is the Foundation would have to return the monies to the library. The letter written by Jerry Innes will be sent to the Board members for review.  Star OHIO’s interest rate is at .74%.  Evelyn Smith Trust distribution of $37,162 for 2016 will go to the Bookmobile fund.

RESOLUTION #74.16 On the motion of Sam Battle, seconded by Rhonda Smith, the board accepted the transfer $8,000 of Materials Professional Development to Catalog Supplies.

RESOLUTION #75.16 On the motion of Debbie Kroupa, seconded by Jerry Crum, the board agreed to classify department managers as “exempt” effective December 1, 2016.

RESOLUTION #76.16 On the motion of Rhonda Smith, seconded by Gerald Crum, the board agreed to pass the 2017 operating budget as is on a temporary basis and will revisit it.

RESOLUTION #77.16 On the motion of Rhonda Smith, seconded by Sam Battle, the board agreed to approve the Fiscal Officer’s report.

6. Director’s Report: Ms. Crouse reported: Buildings and Grounds: The Library finally received the city building permit for a 12 x 16 shed to be used for maintenance storage at West River. We have been renting a pod for lawn mower and equipment storage since the bookmobile garage was renovated and they lost their space. Habitat for Humanity will take the items that we are discarding, and we have notified the storage company that we will give up our storage locker at the end of the year.

Community Involvement: The Library’s Story Book Stroll, featuring the Polar Express, is up at Ely Square as part of their seasonal festivities, and our display at Carlisle Reservation is up for the holiday lights celebration. Ms. Crouse represented the Library at the UH-Elyria Auxiliary Board Benefit Ball on December 3rd. She is also on the Martin Luther King Holiday Celebration committee for 2017.

Personnel: Ms. Campana & Ms. Crouse have begun interviews for a Human Resources Coordinator. They received a good pool of 5 candidates right away, and we hope to make a decision before the end of the year.

Staff Development: All branches are closed on Wednesday, December 14th for our second staff training day, which includes the annual abuse and molestation training mandated by our insurance company.

7. President’s Report: Mr. Crum discussed his meeting with the Lorain Auditors and architects. Mr. Crum announced that it was time to appoint two members for the Foundation Board. Rhonda Smith was appointed for next year. Kaleena Whitfield was also appointed for next year. 8. Committee Reports: Friends of the Elyria Public Library-Ms. Crouse reported the Elyria Friends are collecting and sorting materials. There may be a cut back on the book sale next year, because they did not make as much money and have an excess of leftover books. The Friends have requested an on-site sale, possibly in the Miller room.

Friends of the Keystone LaGrange Library-Ms. Crouse reported the Friend’s hosted breakfast at Michelle’s. They also did some work on the shed. Ms. Crouse also reported that this year’s Author’s Brunch is in April.

Elyria Public Library Foundation-Ms. R. Smith reported that on January 3rd, there will be work session and new member orientation. The new members are Jim Vandemark, Barry Hubbard, and Kathy Boylan. The Foundation Board is concerned about the auditor issue and hope everything goes smoothly. Ms. R. Smith also added that Kathryn Alan Smith is doing a great job.

Nominating Committee-Mr. Battle reported that the committee met and all current officers volunteered to do another term.

RESOLUTION #78.16 On the motion of Sam Battle, seconded by Ray Armstrong, the board unanimously agreed to nominate the officers in office at this time for another year. Gerald Crum, President, Rhonda Smith, Vice-President Ann Schloss, Secretary.

9. Old Business: none

10. New Business: RESOLUTION #79.16 On the motion of Rhonda Smith, seconded by Debbie Kroupa, the board agreed to renew the Library’s NEO- RLS membership.

RESOLUTION #80.16 On the motion of Sam Battle, seconded by Ray Armstrong, the board agreed to authorize bids to be solicited for new second floor restrooms for the West River Branch, with the bids being publicly opened and read by the Fiscal Officer (or designee) immediately after the time for their filing has expired.

11. Executive Session: RESOLUTION #81.16 On the motion of Sam Battle, seconded by Jerry Crum, the board agreed to go into Executive Session to discuss personnel evaluations at 7:00pm. A roll call vote was taken.

RESOLUTION #82.16 On the motion of Rhonda Smith, seconded by Debbie Kroupa, the board agreed to leave Executive Session at 7:27pm. A roll call vote was taken.

12. Adjournment: RESOLUTION #83.16 On the motion of Sam Battle, seconded by Ray Armstrong, the board agreed to adjourn at 7:28pm.

The next meeting is scheduled for Monday, January 9, 2017 at 6:00pm in the Central Scheide room.

______President Secretary