Board Packet Nov. 2012

STARK COUNTY DISTRICT LIBRARY CANTON, OH

BOARD OF TRUSTEES MEETING NOVEMBER 20, 2012

Inspiring Ideas, Enriching Lives, Creating Community

Stark County District Library Board of TrusteesAgenda

November 20, 2012Main Library - James M. Conley Board Room

Canton, Ohio, 5:00 p.m.

I. Public Comments

II. Board President Comments

III. SCDL Friends UpdateA. Main Library FOL

IV. Staff ReportsA. Tena Wilson, Executive DirectorB. Russ Humerickhouse, Fiscal OfficerC. James Hilton, Circulation Services Manager

V. Consent CalendarA. Minutes of October 16, 2012 Regular Meeting 5B. October Financial Report 11C. October Gift Report 20D. October Training Report 21E. October Human Resources Report 22F. Financial Transfers Resolution 23

VI. Building and Grounds Committee ReportA. Facilities Update 25

VII. Human Resources Committee Report

VIII. Finance and Audit Committee ReportA. Advancement of Funds for Stark County Resolution 26B. Advancement of Funds for Summit County Resolution 28C. Establish Cash Fund Policy Resolution 30

IX. New BusinessA. Holiday Closing 2013 Resolution 32

X. Adjournment

Next Meeting December 18, 2012 at Main Library

Statistical Summary ‐ October 2012Stark County District Library, Ohio

Oct 2012Circulation

Oct 2012% of Total

Oct 2011Circulation

% Change2012‐2011

Oct 2012Year to Date

Oct 2011Year to Date

% Change2012‐2011

Main Library 61,024 19.63% 62,359 ‐2.14% 593,035 585,145 1.35%Mobile Services 66,671 21.44% 58,634 13.71% 534,452 508,016 5.20%DeHoff Memorial 6,137 1.97% 6,278 ‐2.25% 58,530 58,740 ‐0.36%East Canton 7,447 2.40% 7,118 4.62% 75,078 73,745 1.81%Jackson Township 23,984 7.71% 24,016 ‐0.13% 247,131 257,779 ‐4.13%Lake Community 27,946 8.99% 24,735 12.98% 269,382 265,678 1.39%Madge Youtz 8,073 2.60% 7,477 7.97% 76,425 76,129 0.39%North 25,385 8.16% 28,610 ‐11.27% 274,491 285,861 ‐3.98%Perry Sippo 21,299 6.85% 23,458 ‐9.20% 223,671 237,084 ‐5.66%Plain Community 13,879 4.46% 14,216 ‐2.37% 132,880 138,369 ‐3.97%Sandy Valley 13,400 4.31% 13,319 0.61% 131,230 125,954 4.19%ECRC 666 0.21% 1,168 ‐42.98% 7,387 9,264 ‐20.26%Online Renewals 28,558 9.18% 27,322 4.52% 275,979 278,962 ‐1.07%Downloads 6,461 2.08% 2,874 124.81% 60,044 17,853 236.32%SCDL Total 310,930 100.00% 301,584 3.10% 2,959,715 2,918,579 1.41%

Library VisitsOct 2012Visits

Oct 2011Visits

% Change2012‐2011

Oct 2012Circ per visit

Oct 2011Circ per visit

% Change2012‐2011

Main Library 35,956 33,114 8.58% 1.70 1.88 ‐9.88%DeHoff Memorial 6,088 5,838 4.28% 1.01 1.08 ‐6.26%East Canton 6,140 5,019 22.33% 1.21 1.42 ‐14.47%Jackson Township 13,208 12,578 5.01% 1.82 1.91 ‐4.90%Lake Community 10,811 11,619 ‐6.96% 2.59 2.13 21.43%Madge Youtz 5,746 4,864 18.15% 1.40 1.54 ‐8.61%North 12,692 12,133 4.61% 2.00 2.36 ‐15.18%Perry Sippo 11,474 12,707 ‐9.70% 1.86 1.85 0.55%Plain Community 14,493 13,364 8.45% 0.96 1.06 ‐9.98%Sandy Valley 3,202 4,155 ‐22.93% 4.18 3.21 30.54%SCDL Total 119,809 115,389 3.83% 2.60 2.61 ‐0.70%

Self Check UseAssisted

CirculationSelf‐checkCirculation

%Self‐check

Main Library 47,174 6,848 12.68% 161,258Jackson Township 16,523 5,502 24.98% 1,446 Lake Community 21,891 2,051 8.57%North 22,803 1,733 7.06%Perry Sippo 15,478 3,813 19.77%Plain Community 8,322 2,829 25.37%

Added this month

CirculationMonth Year to Date

Cardholders

Total Cardholders

1

Statistical Summary ‐ October 2012Stark County District Library, Ohio

Hours Open2012

Hours Open2011

Hours Open2012

Circ per hour2011

Circ per hour% Change2012‐2011

Main Library 293 283 208 220 ‐5.48%Mobile Services 552 504 121 116 3.82%DeHoff Memorial 232 203 26 31 ‐14.47%East Canton 232 203 32 35 ‐8.46%Jackson Township 293 271 82 89 ‐7.63%Lake Community 277 263 101 94 7.27%Madge Youtz 232 203 35 37 ‐5.53%North 277 263 92 109 ‐15.76%Perry Sippo 282 275 76 85 ‐11.46%Plain Community 327.5 314.5 42 45 ‐6.25%Sandy Valley 232 221 58 60 ‐4.16%ECRC 222 197 3 6 ‐49.40%SCDL Total 3,451.5 3,200.5 90 94 ‐4.40%

2012 2011 % of Change 2012 2011 % of ChangeAdult Programs 108 99 9.09% 921 727 26.69%Teen Programs 62 110 ‐43.64% 860 885 ‐2.82%Children's Programs 770 679 13.40% 5,221 5,159 1.20%Total Programs 940 888 5.86% 7,002 6,771 3.41%

Adult Attendance 2,182 1,604 36.03% 17,905 27,330 ‐34.49%Teen Attendance 487 3,030 ‐83.93% 16,341 27,043 ‐39.57%Children's Attendance 15,287 14,645 4.38% 116,075 125,107 ‐7.22%Total Attendance 17,956 19,279 ‐6.86% 150,321 179,480 ‐16.25%

2012 2011 % of Change 2012 2011 % of ChangeTotal Computer Use 25,422 25,433 ‐0.04% 242,363 277,439 ‐12.64%

SearchOhio Borrowed 2,358 2,046 15.25% 23,889 20,478 16.66%SearchOhio Loaned 3,559 3,332 6.81% 34,551 40,218 ‐14.09%

ILL Borrowed 143 205 ‐30.24% 1,628 2,254 ‐27.77%ILL Loaned 336 450 ‐25.33% 6,563 7,549 ‐13.06%

Volunteer hours 204.55 156.42 30.77% 1,849 1,564 18.21%

ProgrammingMonth Year‐to‐Date

Misc.Month Year‐to‐Date

2

Statistical Overview ‐ October 2012Stark County District Library, Ohio

200000

250000

300000

350000

400000

Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Circulation

Year to Date2,918,579 20112,959,715 2012

October301,584 2011310,930 2012

3.10 %

140000

Library Visits

20000

25000

30000

35000


Computer Use

Year to Date277,439 2011242,363 2012

October25,433 201125,422 2012

‐0.04 %

80000

100000

120000


Year to Date1,100,179 20111,102,162 2012

October115,389 2011119,809 2012

3.83 %

24 Month Trend Graph November 2010 ‐ October 2011 November 2011 ‐ October 2012

600

900

1200

1500

1800


New Cardholders

Year to Date11,029 201112,198 2012

October1,826 20111,446 2012

‐20.81 %

3

Statistical Overview ‐ October 2012Stark County District Library, Ohio

Website Visits ‐ Total

100

600

1100


Programs

Year to Date6,771 20117,002 2012

October888 2011940 2012

5.86 %

2000

12000

22000

32000


Program Attendance

Year to Date179,480 2011150,321 2012

October19,279 201117,956 2012

‐6.86 %

30000

35000

40000

45000

50000


Year to Date407,706 2011439,890 2012

October42,248 201146,448 2012

9.94 %

24 Month Trend Graph November 2010 ‐ October 2011 November 2011 ‐ October 2012

4

Board Minutes - October 16, 2012 Page 1 of 6

Stark County District Library

Board of Trustees

Minutes

October 16, 2012

The Board of Trustees of the Stark County District Library met in regular session on Tuesday,

October 16, 2012 at the Perry Sippo Branch. In attendance were board members Susan Rodgers,

Shawn O’Brien, Bert Nero, and Beth Borda. Also in attendance were library employees

Executive Director Tena Wilson and Fiscal Officer Russ Humerickhouse.

Absent were Steven Pittman, John Mroczkowski and Edmond Mack.

The meeting was called to order at 5:05 p.m. by Susan Rodgers.

Guests included several library employees and one representative from The Friends of the

Library.

PUBLIC COMMENTS

None

BOARD PRESIDENT COMMENTS

None

MAIN LIBRARY FRIENDS REPORT

Carolyn Dick with the Main Library Friends reported that they are looking to replace four

members who will be leaving the board.

They will be suspending the First Fridays due to lack of participation.

M.J. Albacete, of the Canton Museum of Art, will present a story on the Statue of Liberty

November 6, 2012

Seats for the bus trip to Playhouse Square in Cleveland on November 13, 2012 are available.

Author Duo of Geraldine Brooks and Tony Horwitz will be the feature speakers.

Perry Pipers, teenagers from Perry High School will present a free winter concert in the Main

Library’s atrium on December 3, 2012.

PERRY SIPPO FRIENDS OF THE LIBRARY

Vicki Colangelo with the Perry Sippo Friends of the Library reported that the FOL has served

refreshments at various branch events.

They will be offering ballroom dance lessons at the library.

The next book sale is scheduled for March 16, 2013.

5


EXECUTIVE DIRECTOR’S REPORT

Executive Director Tena Wilson reported to the board on her bus tour of Stark County

sponsored by Leadership Stark County.

There are only three weeks left to campaign for the upcoming library levy.

Vote Libraries has received key endorsements for the library levy from The Repository

and the Canton Regional Chamber of Commerce.

She attended the SCDL Foundation fundraiser, Tap Into Literacy. Board members Steven

Pittman and Edmond Mack also attended.

The Library hosted a Literacy Summit that brought together different entities in Stark

County to discuss The Third Grade Guarantee to find a creative solution for reading.

She attended a job and career partnership luncheon in our Innovation Center.

FISCAL OFFICER’S REPORT

Fiscal Officer Russell Humerickhouse reviewed the Financial Recap Report for

September 2012.

He reported that the Library received a check in the amount of $13,121.00 for the AEP

Incentive Program.

PERRY SIPPO MANAGER LISA SZELES

Perry Sippo Branch Manager Lisa Szeles welcomed the Board to the Perry Sippo Branch.

She said the Stark Parks and Library work well as a team concerning the Exploration

Gateway operations and anything else that involves the building. They are currently

discussing cloth awnings.

There has been an increase in usage of the building including weddings.

The Perry Sippo staff hosted school nights at the Branch to welcome families with

children in Perry schools.

Ms. Szeles mentioned that the Perry Sippo Branch is going through some staff changes

and they are doing interviews at this time.

CONSENT CALENDAR

Minutes of the September 25, 2012 Regular Meeting were presented to the Board.

Financial Report for September 2012 was presented to the Board.

Resolution 2012-50

September 2012 Gift Report

BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees to accept

the gifts and honorariums to be used as designated by the donors.

6


DONOR AMOUNT DESIGNATION

Genealogy Customers 37.00 Restricted: Genealogy Department

SCDL Foundation 1,000.00 Restricted: Literacy Summit

Frances Pules 200.00 Restricted: In Appreciation of

Herbert L. Fisher - Reference – Main Library

Jack B. Fisher 25.00 Restricted: In Appreciation of

Herbert L. Fisher – Reference – Main Library

MONTHLY TOTAL $1,262.00

YEAR TO DATE TOTAL $8,017.75

MONTHLY TRAINING REPORT

Name: Jean Duncan McFarren 9/20/12

Conference: Making the Most Out of Event-Based Fundraising Akron, OH

Total $43.86 Associate of Fundraising Professionals

Name: Kathy Lamantia 10/2 & 3/12

Conference:

Mohican 2012 Radical Opportunities, New Trends for

Technical Services Perrysville, OH

Total $312.31 OLC

Name: Jodie Hawkins 10/4 - 7/12

Conference: Bouchercon 2012 Cleveland, OH

Total $747.74 Bouchercon

Name: Jennifer Welsh 10/5/12

Conference: Ohio Library Council Membership Committee Meeting Columbus, Oh

Total $0.00 OLC

Name: William Muzzy 10/11/12

Conference: Safety Council Luncheon topic: Fire Safety Canton, OH

Total Season Pass Stark County Safety Council

Name: Rose Marie Green 10/13/12

Conference: Play…What's Learning got to do with it? Middleburg Heights, OH

Total $115.45

USA Toy Library Assoc & Cleveland

Assoc for the Education of Young

Children

Name: Tena Wilson & Jean Duncan McFarren 10/16/12

Conference: Encounter Bus Tour Canton, OH

Total $0.00 Leadership Stark County

Name: Cheryl Pandrea & Rebecca Baldwin 10/31/12

Conference: Tech Tools for Tight Budgets Online Training

Total $15.00 OLC

October $1,234.36

7


MONTHLY HUMAN RESOURCES REPORT

APPOINTMENTS

09/26/12 Bailey F. Comfort, Shelver, North Branch, part time, 32 hours biweekly.

09/29/12 Jaquelyn D. Jones-Poling, Shelver/Substitute, Sandy Valley Branch, part time, 20 hours

biweekly.

10/08/12 Tamara K. Bixler-Zalesinsky, Substitute Librarian, Reference Services, part time, hours as

worked.

DEPARTMENT/AGENCY/STATUS CHANGES

No changes.

RESIGNATIONS/RETIREMENTS/TERMINATIONS

08/07/12 Debra Weisel, Substitute Driver, Mobile Services, part time, hours as worked.

08/21/12 Timothy Elder, Substitute Driver, Mobile Services, part time, hours as worked, resignation.

10/31/12 Annie Simmons, General Maintenance, Maintenance - Main, full time, retirement.

Motion by Shawn O’Brien to approve the consent calendar, Bert Nero seconded the motion; all

voting yes.

BUILDING AND GROUNDS COMMITTEE REPORT

None

HUMAN RESOURCES COMMITTEE REPORT

None

FINANCE AND AUDIT COMMITTEE REPORT

Patty Marsh updated the Board on the Levy Campaign and current efforts to pass the

levy.

Ms. Marsh asked the Board whether volunteers should stand at polling locations on

voting day, or stand at the corners of streets with signs the night before the election; the

Board would like to see both.

Mr. Humerickhouse introduced the Resolution for the 2013 Stark County Tax Rates and

the Resolution for the 2013 Summit County Tax Rates

Resolution 2012-51

Stark County Tax Resolution – Tax Rates for 2013

8


BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees to

approve the tax rates and amounts for the year 2013 for Stark County, Ohio per the Resolution

and the Stark County Budget Commission Certificate of Tax Levy as submitted by the Stark

County Auditor:

AND BE IT FURTHER RESOLVED, that the clerk of this Board be and is hereby directed to

certify a copy of this resolution to the Stark County Auditor of said County.

Motion by Beth Borda to approve the tax rates and amounts for the year 2013 for Stark County

and certify a copy to the Stark county Auditor, Shawn O’Brien seconded the motion; Roll call

vote: Bert Nero – yes, Shawn O’Brien – yes, Beth Borda – yes, and Susan Rodgers – yes

Resolution 2012-52

Summit County Tax Resolution – Tax Rates for 2013

BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees to

approve the tax rates and amounts for the year 2013 for Summit County, Ohio per the Resolution

and the Summit County Budget Commission Certificate of Tax Levy as submitted by the

Summit County Fiscal Officer:

AND BE IT FURTHER RESOLVED, that the clerk of this Board be and is hereby directed to

certify a copy of this resolution to the County Fiscal Officer of said County.

Motion by Shawn O’Brien to approve the tax rates and amounts for the year 2013 for Summit

County and certify a copy to the Summit County Fiscal Officer, Bert Nero seconded the motion;

Roll call vote: Bert Nero – yes, Shawn O’Brien – yes, Beth Borda – yes, and Susan Rodgers –

yes

Mr. Humerickhouse introduced the Amended County Distribution Formula Resolution

Resolution 2012-53

Public Library Fund Revised Distribution Formula Endorsement Amendment

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Stark County District Library

Board of Trustees that the Board endorses the revised Public Library Fund formula which

includes the six service factors of: square footage of library facilities, full time equivalent

personnel, expenditures on technology/library materials, county library district population plus

card holders, materials circulation and library user visits (door count)/unique website visits.

9


Motion by Beth Borda to approve the revised Public Library Fund formula that will be effective

with the 2014 PLF distribution for the 2012 statistics and expenditures, Shawn O’Brien

seconded the motion; all voting yes.

NEW BUSINESS

Jean Duncan McFarren report that the Library has been approved for a Family Place

Library Grant for a project similar to the literacy corner which we have at the Main

Library. It requires physical space in the library for training, story times, and interaction

with parents. This will begin in 2013 at the Madge Youtz Branch, and is in line with the

Library’s literacy focus.

Staff In-service Day Closing Resolution introduced by Interim Human Resource Director

Linda Wilkins. She extended an invitation to the board members.

Resolution 2012-54

Staff In-Service Day Closing Resolution

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Stark County District Library

Board of Trustees that the library system will close to the public on Wednesday, November 14,

2012 for Staff In-Service Day.

Motion by Beth Borda to approve the closing of the library on Wednesday, November 14, 2012

for Staff In-Service Day, Bert Nero seconded the motion; all voting yes.

ADJOURNMENT

Motion by Beth Borda to adjourn the meeting at 5:40 p.m., Bert Nero seconded the motion; all

voting yes.

NEXT BOARD MEETING

The next regular board meeting is scheduled for November 20, 2012 at the Main Library

10

STARK COUNTY DISTRICT LIBRARY PAGE 1REVENUES, EXPENSES AND ENCUMBRANCES BY FUND FOR OCTOBER 2012

OCTOBER REVENUES

DESCRIPTION FUND 101 FUND 209 FUND 216 FUND 219 FUND 228 FUND 229 FUND 401 FUND 450 FUND 801 FUND 803 TOTALGENERAL PNC STARK COMMUNITY IRELAND, SISTERS OF SCDL CAPITAL PERMANENT YOUTZ WISE

FOUNDATION FOUNDATION MY IRELAND CHARITY FDN. FOUNDATION PROJECTS IMPROVEMENT TRUST TRUST

TAXES (PLF) $539,861.12 $539,861.12TAXES PROP. (LEVY) 292,789.41 292,789.41TAXES (REIMB. P.P.) 0.00 0.00GRANTS 0.00 0.00PATRON FINES & FEES 19,669.84 19,669.84INVESTMENT INCOME 218.61 28.33 246.94SERVICE FEES 11.00 11.00DONATIONS 1,045.00 13,788.00 14,833.00MISC. REV. & REIMB. 13,592.41 13,592.41OTHER 2,867.52 2,867.52SUB-TOTAL 870,054.91 13,788.00 0.00 0.00 0.00 0.00 28.33 0.00 0.00 0.00 883,871.24TRANSFERS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00TOTAL $870,054.91 $13,788.00 $0.00 $0.00 $0.00 $0.00 $28.33 $0.00 $0.00 $0.00 $883,871.24

OCTOBER EXPENSES

DESCRIPTION FUND 101 FUND 209 FUND 216 FUND 224 FUND 229 FUND 401 FUND 450 FUND 801 FUND 802 FUND 803 TOTALGENERAL PNC STARK COMMUNITY PERRY BRANCH SCDL CAPITAL PERMANENT YOUTZ MCDONALD WISE

FOUNDATION FOUNDATION RECOVERY FOUNDATION PROJECTS IMPROVEMENT TRUST TRUST TRUST

PAYROLL/BENEFITS $667,839.42 $667,839.42SUPPLIES 23,625.04 104.51 30.28 23,759.83PURCH. SERVICES 109,740.13 109,740.13LIBRARY MATERIALS 148,834.29 232.81 149,067.10CAPITAL OUTLAY 6,363.69 41,787.00 48,150.69OTHER EXPENSES 1,041.16 1,041.16TOTAL $957,443.73 $104.51 $30.28 $232.81 $0.00 $41,787.00 $0.00 $0.00 $0.00 $0.00 $999,598.33

ENCUMBRANCES $990,059.64 $2,771.61 $0.17 $3,147.37 $0.00 $0.00 $950.00 $0.00 $0.00 $0.00 $996,928.79

DISTRIBUTED TO BOARD OF TRUSTEES ON 11/20/12

REVEXPM12.XLS

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STARK COUNTY DISTRICT LIBRARY Page 2MONTHLY AND YEAR TO DATE REVENUES AND EXPENSES (ALL FUNDS) 01/01/12 THRU 12/31/12 2012 REVENUE PER

AMENDED OFFICIAL YTD % OF REVENUE DESCRIPTION JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER YTD TOTAL CERTIFICATE ESTIMATED

1000 Taxes (PLF) $538,205.88 $629,527.50 $363,965.39 $480,665.07 $787,356.68 $550,396.48 $549,260.13 $434,414.59 $452,057.30 $539,861.12 $5,325,710.14 $6,283,639.00 84.76%1200 Taxes Property (Levy) 0.00 1,700,948.29 130,808.39 301,131.88 2,560.79 290,261.73 1,656,520.00 418.39 372,770.50 292,789.41 4,748,209.38 4,748,889.00 99.99%1200 Taxes (Reimb. Per. Prop.) 0.00 0.00 0.00 0.00 0.00 40,198.79 0.00 0.00 0.00 0.00 40,198.79 281,392.00 14.29%2000 Grants 0.00 0.00 0.00 0.00 4,999.00 0.00 22,796.10 0.00 0.00 0.00 27,795.10 120,000.00 23.16%3000 Patron Fines & Fees 18,286.41 22,757.00 22,080.64 20,964.76 19,132.30 19,449.27 20,605.74 20,579.28 19,056.52 19,669.84 202,581.76 235,000.00 86.21%4000 Investment Income 103.11 104.16 811.52 140.31 133.74 801.44 166.62 214.88 830.95 246.94 3,553.67 5,865.00 60.59%5000 Service Fees 26.48 40.24 3,764.86 3.00 2.00 202.23 52.16 41.38 35.00 11.00 4,178.35 55,500.00 7.53%6000 Donations 447.00 515.10 1,142.60 161.00 2,883.05 1,275.00 180.00 152.00 1,262.00 14,833.00 22,850.75 71,232.00 32.08%

8100-8700 Misc. Rev. & Reimb. 0.00 2,024.99 776.19 0.00 0.00 137.35 351.49 12,377.89 1,763.43 13,592.41 31,023.75 25,000.00 124.10%8900 Other 4,359.34 4,466.17 4,822.78 5,420.03 5,316.37 3,351.88 5,740.77 3,502.82 2,906.00 2,867.52 42,753.68 35,000.00 122.15%

TOTAL $561,428.22 $2,360,383.45 $528,172.37 $808,486.05 $822,383.93 $906,074.17 $2,255,673.01 $471,701.23 $850,681.70 $883,871.24 $10,448,855.37 $11,861,517.00 88.09%

EXPENSES DESCRIPTION JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER YTD TOTAL1000 Payroll/Benefits $642,775.47 $694,207.07 $894,288.38 $688,376.61 $684,445.71 $656,020.59 $658,407.33 $919,537.22 $651,422.73 $667,839.42 $7,157,320.532000 Supplies 10,189.22 16,410.34 20,002.55 12,348.93 24,503.93 24,685.40 24,170.25 14,183.98 13,724.45 23,759.83 183,978.883000 Purch.Services 123,833.14 130,760.56 172,430.53 134,741.16 144,957.68 171,975.87 183,952.83 117,079.79 193,389.51 109,740.13 1,482,861.204000 Library Materials 55,875.05 83,077.48 136,312.20 69,195.99 151,610.90 135,169.41 121,826.20 144,727.53 78,382.64 149,067.10 1,125,244.505000 Capital Outlay 3,073.42 11,771.00 2,966.80 45,141.52 54,591.99 90,497.40 0.00 60,332.91 9,456.40 48,150.69 325,982.13

7-8000 Other Expenses 4,380.64 312.69 4,861.49 1,358.92 7,711.88 530.59 8,458.09 2,120.84 19.54 1,041.16 30,795.84TOTAL $840,126.94 $936,539.14 $1,230,861.95 $951,163.13 $1,067,822.09 $1,078,879.26 $996,814.70 $1,257,982.27 $946,395.27 $999,598.33 10,306,183.08

PRIOR YEAR ENCUMBRANCES PAID IN 2012 (525,616.99)TOTAL CURRENT Y-T-D EXPENSES FOR 2012 $9,780,566.09

DISTRIBUTED TO THE BOARD OF TRUSTEES 11/20/12

REVEXP2012.XLS

12

STARK COUNTY DISTRICT LIBRARY PAGE 3CURRENT YEAR EXPENSES AND BUDGET COMPARISON FOR GENERAL FUND ONLYAT 10/31/12

2012 YTD 2012 YTD 2012 YTD % OF EXPENSE ACCOUNT 2012 YTD YEAR 2011 YEAR 2011 CAPITAL, CURRENT YEAR GENERAL FUND 2012 GENERAL

ACCOUNT # DESCRIPTION EXPENSES ENCUMBRANCES ENCUMBRANCES TRUSTS & OTHER EXPENSES APPROPRIATIONS FUND BUDGETALL FUNDS PAID IN 2012 AT 10/31/2012 FUND EXPENSES GENERAL FUND AND TRANSFERS USED IN 2012

1000 Payroll/Benefits $7,157,320.53 $183,324.44 $6.52 $0.00 $6,973,996.09 $8,734,870.00 79.84%2000 Supplies 183,978.88 8,669.46 5,873.26 13,061.22 162,248.20 247,630.00 65.52%3000 Purch.Services 1,482,861.20 179,097.71 28,038.56 0.00 1,303,763.49 1,854,782.00 70.29%4000 Library Materials 1,125,244.50 101,826.22 11,977.00 7,011.02 1,016,407.26 1,450,000.00 70.10%5000 Capital Outlay 325,982.13 51,007.16 2,853.57 84,044.00 190,930.97 243,776.00 78.32%

7-8000 Other Expenses 30,795.84 1,692.00 12.00 0.00 29,103.84 148,529.00 19.59%

TOTAL $10,306,183.08 $525,616.99 $48,760.91 $104,116.24 $9,676,449.85 $12,679,587.00 76.32%

012BDGTG.XLS DISTRIBUTED TO BOARD OF TRUSTEES 11/20/12

13

STARK COUNTY DISTRICT LIBRARY Page 4CAPITAL, SPECIAL REVENUE, BOND RETIREMENT, DEBT SERVICE & PERMANENT FUNDSFINANCIAL STATEMENT AT 10/31/12

401 450 209 212 216 217 219 222 223 224 228 229 801 802 803CAPITAL PERMANENT PNC BLDG. & STARK EARLY CHILD IRELAND, LONGABERGER NAN PERRY SISTERS SCDL YOUTZ MCDONALD WISE Y-T-D

PROJECTS IMPROV. FDN. RENOV. COMM. FDN. RES. CENTER MY IRELAND FOUNDATION JOHNSTON RECOVERY OF CHTY. FDN. TRUST TRUST TRUST TOTAL

BAL. AT JAN.1, 2012 $1,445,264.47 $15,160.00 $13,789.00 $500.00 $0.00 $211.82 $283.14 $4,000.00 $2,190.36 $69,687.96 $210.77 $20,399.86 $12,114.73 $5,920.75 $2,167.05 $1,591,899.91

2012 REVENUE: 438.84 0.00 13,788.00 0.00 1,944.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,243.77 0.00 771.87 18,186.48

TRANSFERS FROM GEN. FUND:

BOARD OF TRUSTEES

RESOLUTION 12-

2012 EXPENDITURES: (64,037.00) 0.00 (11,017.39) 0.00 (1,943.83) 0.00 0.00 0.00 0.00 (15,336.82) 0.00 (14,145.00) (458.74) (1,499.99) (874.79) (109,313.56)

2012 BOARD OF TRUSTEES

APPROPRIATION 12-

BAL. AT OCT. 31, 2012 $1,381,666.31 $15,160.00 $16,559.61 $500.00 $0.17 $211.82 $283.14 $4,000.00 $2,190.36 $54,351.14 $210.77 $6,254.86 $12,899.76 $4,420.76 $2,064.13 $1,500,772.83

ENCUMBR. AT 10/31/12 $0.00 $950.00 $2,771.61 $0.00 $0.17 $0.00 $0.00 $0.00 $0.00 $3,147.37 $0.00 $0.00 $0.00 $0.00 $0.00 $6,869.15

CAPTRST12.XLS DISTRIBUTED TO BOARD OF TRUSTEES ON 11/20/12

14

STARK COUNTY DISTRICT LIBRARY Page 5CASH STATEMENT AT OCTOBER 31, 2012

BALANCE @ 9/30/12 BALANCE @ 10/31/12 INCREASE/(DECREASE)OPERATING ACCOUNTSHUNTINGTON BANK-CHECKING ACCOUNT $89,215.88 $404,715.32 $315,499.44KEYBANK-KEY PUBLIC MONEY MARKET CHECKING ACCOUNT 102,204.33 107,084.30 4,879.97

INVESTMENT ACCOUNTSSTAR OHIO-INVESTMENT ACCOUNT ( .10% @ 10/31/12 ) 850,287.54 350,315.87 (499,971.67)STAR PLUS-INVESTMENT ACCOUNT (.25% @ 10/31/12) 0.00 500,188.16 500,188.16HUNTINGTON BANK-MONEY MARKET ACCOUNT ( .010% @ 10/31/12 ) 2,546,479.08 2,086,361.79 (460,117.29)

PETTY CASH FUNDS 75.00 75.00 0.00CASH DRAWER/CHANGE FUNDS 620.00 620.00 0.00SUB-TOTAL 3,588,881.83 3,449,360.44 (139,521.39)OUTSTANDING CHECKS (268,711.57) (244,917.27) 23,794.30CASH BALANCE $3,320,170.26 $3,204,443.17 ($115,727.09)

CSHALL12.XLS DISTRIBUTED TO BOARD OF TRUSTEES 11/20/12

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STARK COUNTY DISTRICT LIBRARY Page 6REAL ESTATE TAXES/LEVY FOR 2012

DATE REAL ESTATE REAL ESTATE ROLLBACK/ PAYMENT PER. PROP. GENERAL AUDITOR & ORC 5722 ELECTION ADVERTISING AMOUNT OFTAXES TAXES STATE OF IN LIEU/TIF TAX/ UTILITY/ PERSONAL/ TREASURER & 5723 EXPENSE & DELINQUENCY DEPOSIT

MANF. HOME OHIO ABATEMENT OTHER HB 66 REIMB. FEES HB 66 FEESPortage 3/23/12 $411.38 $7.01 ($6.12) $412.27

5/11/12 45.71 45.718/10/12 411.38 7.01 (6.20) 412.1910/1/12 45.71 45.71

0.00Stark 2/8/12 2,278.29 2,278.29

2/17/12 1,098,990.00 1,098,990.002/24/12 599,680.00 599,680.003/2/12 130,390.00 130,390.004/6/12 290,804.73 (27,319.06) (1,526.50) (86.18) 261,872.99

4/13/12 2,607.36 (295.60) 2,311.765/22/12 2,511.36 2,511.366/1/12 289,706.12 (2,094.98) 287,611.14

6/14/12 40,198.79 40,198.796/27/12 555.61 (55.48) 500.137/6/12 254,380.00 254,380.00

7/13/12 139,710.00 139,710.007/20/12 229,280.00 229,280.007/27/12 1,033,150.00 1,033,150.009/25/12 2,511.21 2,511.219/10/12 363,035.17 1,750.34 (41,326.42) (300.29) (1,526.50) (86.18) 321,546.129/21/12 1,800.78 (501.19) 1,299.59

10/25/12 292,739.99 (1,836.34) 290,903.650.00

Carroll/Brown Twp. 4/11/12 56.97 52.14 (2.98) 106.135/10/12 3.63 3.639/13/12 8.40 52.13 (1.91) 58.6210/5/12 3.63 3.63

0.00Summit 4/6/12 0.69 7,609.99 (127.26) (23.99) 7,459.43

5/25/12 0.09 0.099/14/12 0.69 3,611.78 (79.19) 3,533.28

10/18/12 0.08 0.080.000.00

Y-T-D at 10/31/12 $4,140,309.41 $4,408.14 $584,823.25 $6,772.91 $11,895.67 $40,198.79 ($73,647.84) ($329.17) ($3,053.00) ($172.36) $4,711,205.80

Levy Taxes Received 2012 $4,788,408.17Collection and Election Expenses 2012 ($77,202.37)

Levy Taxes Received 2009 $5,403,147.00 Collected (Net) 1/1/12 thru 12/31/12 $4,711,205.80Collection and Election Expenses 2009 ($106,986.56)Collected (Net) 3/5/09 thru 12/31/09 $5,296,160.44

Levy Taxes Received 2010 $5,204,591.18 Collection and Election Expenses 2010 ($71,136.73)

Collected (Net) 1/1/10 thru 12/31/10 $5,133,454.45

Levy Taxes Received 2011 $5,064,445.50Collection and Election Expenses 2011 ($74,670.84)

Collected (Net) 1/1/11 thru 12/31/11 $4,989,774.66

RETAXBO12.XLS Distributed to Board of Trustees 11/20/1216

STARK COUNTY DISTRICT LIBRARY Page 7SUMMARY FINANCIAL STATEMENT OF FISCAL OFFICERTO BOARD OF LIBRARY TRUSTEES AT 10/31/12

SPECIAL 2011GENERAL REVENUE CAPITAL PERMANENT PERMANENT YEAR-TO-DATE YEAR-TO-DATE

FUND FUNDS PROJECTS IMPROVEMENT FUNDS TOTAL TOTALBALANCE AT JANUARY 1, 2012 $1,469,870.97 $111,272.91 $1,445,264.47 $15,160.00 $20,202.53 $3,061,770.88 $2,520,801.80REVENUE

1000 Taxes (PLF) 5,325,710.14 5,325,710.14 5,718,403.781200 Taxes Property (Levy) 4,748,209.38 4,748,209.38 4,380,694.171200 Taxes (Reimb. P. P.) 40,198.79 40,198.79 71,113.932000 Grants 27,795.10 27,795.10 4,320.003000 Patron Fines & Fees 202,581.76 202,581.76 200,178.854000 Investment Income 1,099.19 438.84 2,015.64 3,553.67 4,279.625000 Service Fees 4,178.35 4,178.35 55,185.176000 Donations 7,118.75 15,732.00 22,850.75 48,542.03

8100-8700 Misc. Rev. & Reimb. 31,023.75 31,023.75 21,194.028900 Other 42,753.68 42,753.68 47,791.95

TOTAL REVENUE Y-T-D 10,430,668.89 15,732.00 438.84 0.00 2,015.64 10,448,855.37 10,551,703.52

EXPENDITURES1000 Payroll/Benefits 7,157,320.53 7,157,320.53 6,950,385.502000 Supplies 170,917.66 13,061.22 183,978.88 181,476.473000 Purch.Services 1,482,861.20 1,482,861.20 1,397,684.954000 Library Materials 1,115,017.16 8,893.81 1,333.53 1,125,244.50 968,048.455000 Capital Outlay 239,957.13 20,488.01 64,037.00 1,499.99 325,982.13 141,493.63

7-8000 Other Expenses 30,795.84 30,795.84 26,040.54TOTAL EXPENDITURES Y-T-D 10,196,869.52 42,443.04 64,037.00 0.00 2,833.52 10,306,183.08 9,665,129.54

TRANSFERS (NET) 0.00 0.00 0.00 0.00 0.00 0.00

FISCAL OFFICER BALANCE AT OCTOBER 31, 2012 $1,703,670.34 $84,561.87 $1,381,666.31 $15,160.00 $19,384.65 $3,204,443.17 $3,407,375.78OUTSTANDING CHECKS 244,917.27 244,917.27TOTAL ACCOUNTED FOR AT 10/31/12 $1,948,587.61 $84,561.87 $1,381,666.31 $15,160.00 $19,384.65 $3,449,360.44

PETTY CASH AND CHANGE FUNDS $695.00HUNTINGTON BANK-CHECKING ACCOUNT 404,715.32KEYBANK-KEY PUBLIC MONEY MARKET CHECKING ACCOUNT 107,084.30STAR OHIO-INVESTMENT ACCOUNT 350,315.87STAR PLUS-INVESTMENT ACCOUNT 500,188.16HUNTINGTON BANK-MONEY MARKET ACCOUNT 2,086,361.79TOTAL ACCOUNTED FOR AT 10/31/12 $3,449,360.44

BOTCTRE12.XLS DISTRIBUTED TO BOARD OF TRUSTEES 11/20/1217

COUNTY CERTIFIED ESTIMATED FOR 2010 $6,289,251.30MONTH AMT. RECEIVED PERCENTAGE YEAR-TO-DATE Y-T-D %10 January $545,451.13 8.68% $545,451.13 8.68%10 February $594,054.37 9.45% $1,139,505.50 18.13%10 March $369,543.05 5.88% $1,509,048.55 24.02%10 April $450,514.20 7.17% $1,959,562.75 31.19%10 May $727,260.47 11.57% $2,686,823.22 42.76%10 June $527,301.95 8.39% $3,214,125.17 51.15%10 July $585,107.11 9.31% $3,799,232.28 60.46%10 August $464,426.35 7.39% $4,263,658.63 67.85%10 September $482,965.48 7.69% $4,746,624.11 75.54%10 October $575,230.54 9.15% $5,321,854.65 84.69%10 November $531,813.90 8.46% $5,853,668.55 93.16%10 December $490,665.62 7.81% $6,344,334.17 100.97%

REVISED COUNTY CERTIFIED ESTIMATED FOR 2011 $6,678,554.46MONTH AMT. RECEIVED PERCENTAGE YEAR-TO-DATE Y-T-D %11 January $576,215.48 9.17% $576,215.48 9.17%11 February $672,511.85 10.70% $1,248,727.33 19.87%11 March $392,483.22 6.25% $1,641,210.55 26.12%11 April $515,540.12 8.20% $2,156,750.67 34.32%11 May $838,938.80 13.35% $2,995,689.47 47.67%11 June $589,070.17 9.37% $3,584,759.64 57.05%11 July $704,018.28 11.20% $4,288,777.92 68.25%11 August $435,358.04 6.93% $4,724,135.96 75.18%11 September $453,067.04 7.21% $5,177,203.00 82.39%11 October $541,200.78 8.61% $5,718,403.78 91.00%11 November $499,728.19 7.95% $6,218,131.97 98.96%11 December $460,422.40 7.33% $6,678,554.37 106.28%

COUNTY CERTIFIED ESTIMATED FOR 2012 $6,283,639.00MONTH AMT. RECEIVED PERCENTAGE YEAR-TO-DATE Y-T-D %12 January $538,205.88 8.57% $538,205.88 8.57%12 February $629,527.50 10.02% $1,167,733.38 18.58%12 March $363,965.39 5.79% $1,531,698.77 24.38%12 April $480,665.07 7.65% $2,012,363.84 32.03%12 May $787,356.68 12.53% $2,799,720.52 44.56%12 June $550,396.48 8.76% $3,350,117.00 53.31%12 July $549,260.13 8.74% $3,899,377.13 62.06%12 August $434,414.59 6.91% $4,333,791.72 68.97%12 September $452,057.30 7.19% $4,785,849.02 76.16%12 October $539,861.12 8.59% $5,325,710.14 84.76%12 November $0.00 0.00% $0.00 0.00%12 December $0.00 0.00% $0.00 0.00%

PLF2012.XLS

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2012 REVENUE AND EXPENDITURESOCTOBER 2012

51% 46%

2% 1%

Revenue Taxes (PLF)

Taxes Property (Levy)

Taxes (Reimb. P. P.)

Grants

Patron Fines & Fees

Investment Income

Service Fees

Donations

Misc. Rev. & Reimb.

Other

70%

2%

15%

11%

2%

Expenditures

Payroll/Benefits

Supplies

Purch.Services

Library Materials

Capital Outlay

Other Expenses

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OCTOBER GIFT REPORT

RESOLUTION 12-

BE IT HEREBY RESOLVED by the Stark County District Library

Board of Trustees to accept the gifts and honorariums to be used as designated by the donors.

DONOR AMOUNT DESIGNATION

Genealogy Customers 70.00 Restricted: Genealogy Department

Debra Fisher Goldstein 200.00 Restricted: In Appreciation of


Harvey Goldstein 100.00 Restricted: In Appreciation of

Herbert L. Fisher - Reference – Main Library

Jeffrey A. Fisher 100.00 Restricted: In Appreciation of


Margaret Ann Miller 10.00 Restricted: In Appreciation of


Jim & Shirley Lockshin 100.00 Restricted: In Appreciation of


Jean Yves and Beth Kainic 300.00 Restricted: In Appreciation of


Irvin and Dorothy Rudick 25.00 Restricted: In Appreciation of


Harold E. Peffer 100.00 Restricted: In Appreciation of


Tara Bulicz 20.00 Restricted: Main Library

Julie Connair 20.00 Restricted: Lake Branch

PNC Foundation 13,788.00 Restricted: Grant – ‘For me, For You, For Later:

Steps to Spending, Sharing and Saving’

MONTHLY TOTAL $14,833.00

YEAR TO DATE TOTAL $22,850.75

20

Stark County District Library Staff Training Report November 20, 2012

Name: Patty Marsh 10/4 - 7/12Conference: Bouchercon 2012 Cleveland, OHTotal $379.98 Bouchercon

Name: Linda Smik 19-OctConference: Youth-led Tech @ the Library OnlineTotal $0.00 Tech Soup

Name: Russ Humerickhouse 10/26/12Conference: Ohio Library Fiscal Officers Association 2012 Fall Meeting Zanesville, OHTotal $111.57 OLFOA

Name: Kathy Kibler 11/5/12Conference: 2012 Ohio Library Council Leadership Conference Columbus, OHTotal $207.09 OLC

Name: Dani Gustavich 11/7/12Conference: Live Webcast with Lois Lowry Webinar

Total $0.00Houghton Mifflin Harcourt & School Library Journal

Name: Patty Marsh 11/8/12

Conference:Safety Council Luncheon topic: "Come Back to Work…We Still Need You" Misconceptions about Transitional Work Programs Canton, OH

Total Season Pass Stark County Safety CouncilName: Dee Rondinella 11/12/12

Conference: EBooks on EBSCO host WebinarTotal $0.00 EBSCO

Name: Julie Hoffman & Katherine Ferrero 11/27/12Conference: Removing the Barriers to Your Success WebinarTotal $80.00 NEO-RLS

Name: Dee Rondinella 11/28/12

Conference:Just in Time for the Holidays: eBook Hardware: New and Updated,

It's a Brand New Game! WebinarTotal $40.00 NEO-RLS

Name:Conference:Total

November $818.64

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Stark County District Library Monthly H R Report Distributed to the Board of Trustees

November 20, 2012

APPOINTMENTS

10/22/12 Bruce Bagley, Skilled Maintenance, Maintenance – Main, full time, 80 hours biweekly. 10/24/12 Corrinne Howell, Library Associate, Jackson Township Branch, part time, 48 hours

biweekly.

DEPARTMENT/AGENCY/STATUS CHANGES

11/05/12 Dustin Jenkins, from Library Assistant to Library Specialist, from Perry Sippo Branch

to Mobile Services – Main, full time, 80 hours biweekly. 11/05/12 Carla Howard, Library Assistant, Circulation Services, part time from 64 hours to 40

hours biweekly.

RESIGNATIONS/RETIREMENTS/TERMINATIONS

10/30/12 Patty Coleridge, Library Associate, Perry Sippo Branch, part time. 11/07/12 Stephen Mullen, Substitute- Driver, Mobile Services, hours as worked. 11/15/12 Ronald Krumlauf, Library Associate, Youth Services, part time.

22


Board of Trustees

November 20, 2012

Resolution Title: Transfers for 2012

Statutory Reference: Ohio Administrative Code

History/Background/Discussion: Transfers are necessary as needs and expenses of the Library change over the course of

its budgetary year.

Both transfers within the same funds but different category of object account number and

transfers among different funds require Library Board approval.

During the 2012 budget year the Library has had the need to make transfers that require

Board approval.

Recommendation: The Board of Trustees of the Stark County District Library approve

these transfers for the year 2012 that are necessary as the needs and expenses of the

Library have changed over the course of budgetary year 2012.

Draftor: Russ Humerickhouse, Fiscal Officer

Person(s) Responsible For Implementation: Russ Humerickhouse, Fiscal Officer

23

RESOLUTION 2012-_______

Account Transfers For 2012

BE IT HEREBY RESOLVED by the Board of Trustees of the Stark County District Library to approve and ratify the following account transfers for the year 2012:

$ AMOUNT FROM ACCOUNT DESCRIPTION TO ACCOUNT DESCRIPTION$14,044.00 101.0000.53300 Property Maint., Repair, Security 101.9900.53410 Property Insurance$1,364.00 101.0000.53300 Property Maint., Repair, Security 101.9900.53420 Liability Insurance$3,947.71 101.9950.54110 Adult Non Fiction 101.9950.54510 Databases$473.50 101.9950.54380 E-Books 101.9950.54510 Databases$1,400.21 224.5000.55410 Building Improvements 224.5000.55510 Furniture and Equipment$1,499.99 802.9050.54320 Audiovisual Materials 802.9922.55510 Furniture and Equipment

transfDecember2012

24

STARK COUNTY DISTRICT LIBRARY

FACILITIES UPDATE

November 20, 2012

JACKSON BRANCH

SANDY VALLEY BRANCH

The Building Committee met on November 12, 2012 to review the plans for the Jackson and Sandy

Valley Branches. Executive Director Tena Wilson will begin meeting community leaders from the

Jackson Township community and come back to the Building Committee in January with a report on

these meetings.

BUDGET 2013

Maintenance Manager Bill Muzzy has developed a long list of projects that could be undertaken in

2013. The Administrative Team is looking at these in conjunction with other budget requests and

will be making priority decisions by the end of 2012.

SANDY VALLEY

The owner of the building, Mr. Bowling, took advantage of the lighting rebate offered by AEP and

the Sandy Valley Branch is now as bright as Main Library.

25


Board of Trustees

November 20, 2012

Resolution Title: Resolution for Advancement of Funds 2013-Stark County

History/Background/Discussion: Per Ohio Revised Code 321.34 the Stark County

District Library is eligible to receive advancement of levy monies by submitting a

resolution approved by the Library Board of Trustees to the Stark County Auditor.

The Library Fiscal Officer is requesting that a resolution be approved to request from the

Stark County Auditor advancement of funds for the tax year 2012 for distribution in 2013

to the Library. The Library received an advancement of funds in February 2012 for

$1,698,670.00 from Stark County to provide revenue to sustain the operating budget for

the first quarter 2012.

Recommendation: That the Library Board of Trustees by roll call vote approves the

resolution for advancement of funds for tax year 2012 for distribution in 2013.


Person(s) Responsible for Implementation: Russ Humerickhouse, Fiscal Officer and

Michele Monnette, Deputy Fiscal Officer

26

RESOLUTION 2012-

Resolution for Advancement of Funds 2013-Stark County

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Stark County District

Library Board of Trustees that the Fiscal Officer or his designee is authorized to request

from the Stark County Auditor advancement of funds for tax year 2012 for distribution in

2013.

27


Board of Trustees

November 20, 2012

Resolution Title: Resolution for Advancement of Funds 2013-Summit County

History/Background/Discussion: Per Ohio Revised Code 321.34 the Stark County

District Library is eligible to receive advancement of levy monies by submitting a

resolution approved by the Board of Trustees to the Fiscal Officer of Summit County.

The Library Fiscal Officer is requesting that a resolution be approved to request from the

Fiscal Officer of Summit County advancement of funds for the tax year 2012 for

distribution to the Library in 2013.

Recommendation: That the Library Board of Trustees, by roll call vote approves the

resolution for advancement of funds for tax year 2012 for distribution in 2013.




28

RESOLUTION 2012-

Resolution for Advancement of Funds 2013-Summit County


Library Board of Trustees that the Fiscal Officer or his designee is authorized to request

advancement of funds for tax year 2012 for distribution in 2013 from Kristen M. Scalise,

Fiscal Officer of Summit County.

29


Board of Trustees

November 20, 2012

Resolution Title: Establish Cash Fund Policy

History/Background/Discussion: At the December 16, 1986 Board meeting, at the

request of Clerk-Treasurer Scott Morgan, the Board of Trustees approved a customer

change fund with a specific dollar amount for a total of thirteen branches and

departments. A petty cash fund was already in existence at this time. There were many

Board resolutions in the following years approving change funds for additional

departments and increasing the dollar amounts for established change funds for branches

and departments.

Clerk-Treasurer Mary Lou Wiles, presented a resolution to the Board of Trustees

at the regular Board meeting on November 20, 1996 to create a Cash Fund Policy to

establish the dollar amounts for the petty cash fund and customer change funds for

branches, Main Library and the Business Office. The resolution would have placed a cap

of $1,000.00 on the dollar amount for the total funds to be allocated. However, Board

President Robin Austin asked that the discussion and vote be postponed until the next

Board meeting. The resolution was not presented at the next Board meeting or any Board

meeting thereafter.

The State of Ohio auditors during their audit of the Library’s 2011 financials

asked for a copy of the resolution establishing the Petty Cash Fund/Change Funds and

when I researched the Board minutes my findings are described in the two previous

paragraphs.

This resolution will establish a Cash Fund Policy with a cap of $1,250.00 to be

allocated to petty cash, cash/change drawer in the Business Office and customer change

funds and cash registers at the branches, Main Library and Mobile Services. These funds

currently have a combined total of $970.00.

In the future, as the need for additional cash registers and increases in customer

change funds occur, the Fiscal Officer and/or the Deputy Fiscal Officer will have the

authority to make any changes up to the cap by informing the Finance and Audit

Committee and the Board of Trustees and executing the change in the accounting

computer system to update the current balance.

Recommendation: That the Library Board of Trustees approves the following resolution

to establish a Cash Fund Policy with a cap of $1,250.00. The Cash Fund Policy will

include funds allocated to petty cash, cash/change drawer in the Business Office and

customer change funds and cash registers at the branches, Main Library and Mobile

Services.




30

RESOLUTION 2012-

Establish Cash Fund Policy

WHEREAS, the Stark County District Library Board of Trustees has the authority to

approve policies for the Stark County District Library, and

WHEREAS, the Fiscal Officer is requesting the Stark County District Library Board of

Trustees to approve this resolution to establish a Cash Fund Policy for the Stark County

District Library;


Library Board of Trustees that this resolution be approved to establish a Cash Fund

Policy with a cap of $1,250.00. The Cash Fund Policy will include funds allocated to

petty cash, cash/change drawer in the Business Office and customer change funds and

cash registers at the branches, Main Library and Mobile Services.

31


Board of Trustees

November 20, 2012

Resolution Title: 2013 Schedule of Closings and Adjustments of Hours

History/Background/Discussion: Each year, the Stark County District Library Board of

Trustees has adopted a resolution in which dates upon which the library system will be

closed. A Holiday provision is included in the labor agreement between Stark County

District Library Board of Trustees and SEIU, District 1199. In the course of the year,

there may be occasions upon which the Executive Director may be called upon to adjust

the hours or close one or more library facilities. The Executive Director seeks counsel

from the library board for those occurrences as they arise.

Recommendation: That the Library Board of Trustees approves the following resolution.

Draftor: Jean Duncan McFarren, Development Manager

Persons Responsible for Implementation: Tena Wilson, Executive Director

32

Resolution 2012-

2013 Schedule of Closings and Adjustments of Hours

WHEREAS, the agreement between Stark County District Library Board of Trustees and

SEIU District 1199 includes certain provisions concerning paid holidays and holiday

closings, and

WHEREAS, the Board of Trustees seeks to establish closing dates and adjustments of

hours, subject to agreement reached with SEIU District 1199 concerning holidays, after

that contract expiration date, and

WHEREAS, other community occurrences necessitate adjustments in library hours of

service, and

NOTWITHSTANDING, there may be emergency situations arising in the course of the

year as a result of which the Executive Director may need to adjust hours or close

facilities, and she is hereby authorized to do so as such situations arise,

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Board of Trustees of the

Stark County District Library that the Executive Director is authorized to close the library

system and adjust the hours of service in 2013 and early 2014 as follows:

33

2013 Schedule of Closings and Adjustments of Hours

Tuesday, January 1, 2013 New Year's Day Library System Closed

Monday, January 21, 2013 Martin Luther King Day Library System Closed

Sunday, March 31, 2013 Easter Sunday Library System Closed

Sunday, May 12, 2013 Mother’s Day Library System Closed

Monday, May 27, 2013 Memorial Day Library System Closed

Thursday, July 4, 2013 Independence Day Library System Closed

Monday, September 2, 2013 Labor Day Library System Closed

TBA November 2013 In Service Day Library System Closed

Wednesday, Nov. 27, 2013 Thanksgiving Eve Library System Closes

at 6:00 p.m.

Thursday, Nov. 28, 2013 Thanksgiving Day Library System Closed

Tuesday, Dec. 24, 2013 Christmas Eve Library System Closed

Wednesday, Dec. 25, 2013 Christmas Day Library System Closed

Tuesday, Dec. 31, 2013 New Year’s Eve Library System Closed

Wednesday, January 1, 2014 New Year’s Day Library System Closed

Monday, January 20, 2014 Martin Luther King Day Library System Closed

May 19, 2013 – last Sunday open

September 8, 2013 – first Sunday open

34

35

Documents

Board Packet Nov. 2012