Page 1

BOARD OF TRUSTEES MEETING March 19, 2019


Stark County District Library Board of Trustees Agenda March 19, 2019 Main Library-James M. Conley Board Room Canton, Ohio 5:00 p.m. I.

Public Comments

II.

Board President Comments

III.

Staff Reports A. Mary Ellen Icaza, Executive Director B. Chris Butler, Fiscal Officer C. Reading Program Highlights, Marianna DiGiacomo and Julia Shaheen

IV.

Consent Calendar A. Minutes of February 19, 2019 Meeting B. February Financial Report C. February Gift Report D. Monthly Human Resources Report

1 6 14 15

V.

Building and Grounds Committee Report

VI.

Human Resources Committee Report

VII.

Finance and Audit Committee Report A. 2019 Permanent Budget Resolution - Roll Call Vote B. 2019 Exploration Gateway Budget Resolution C. Jackson Change Order Policy Resolution

16 18 20

New Business A. Strategic Planning Update, Mark Plaster B. Strategic Guideposts Adoption Resolution

21

VIII.

IX.

Executive Session to Discuss Personnel Matters

X.

Adjournment Next Meeting: April 16, 2019


Stark County District Library Board of Trustees Meeting Minutes February 19, 2019 The Board of Trustees of the Stark County District Library met in regular session on Tuesday, February 19, 2019 at the Main Library. In attendance were Board members Steven Pittman, Susan Rodgers, Sally Efremoff, Edmond Mack, and Joseph French. Also in attendance were CEO/Executive Director Mary Ellen Icaza, Fiscal Officer Chris Butler, and Capital Projects Director Derek Gordon. The meeting was called to order at 5:00 p.m. by President Steven Pittman. Edmond Mack arrived at 5:05 p.m. PUBLIC COMMENTS  None BOARD PRESIDENT COMMENTS  None CEO/EXECUTIVE DIRECTOR REPORT  CEO/Executive Director Mary Ellen Icaza shared that Staff Day was held on February 18, 2019 at Walsh University. The theme for the day was “Speaking of things that matter” and the program included presentations on active shooter training, Levy Do’s and Don’ts with Michelle Francis from OLC, a strategic planning workshop with Mark Plaster, insurance information from our broker, and a keynote speaker, the Executive Happiness Coach. Also during the day, staff anniversaries ranging from 5-35 years of service were recognized and the Foundation mini grants were awarded for an astronomy program at four branches, fidget quit sewing, puppet theatre, and books by mail. Along with Library staff, guests included a Board member, Foundation Board members, and FOL members. Feedback received so far has been supportive.  Ms. Icaza also shared that a replica of the McKinley house has been donated by Lonnie Schrader and is on display in the Genealogy department at the Main library. It took Mr. Schrader two years to complete the work, which includes electricity, furnishing, people, and paintings. Jen Walencik and Stephanie Cargill from the Communications department reached out to the Canton Repository and the Repository ran a story on it over the past weekend.  Ms. Icaza said the new programming guide is out with a different look. Instead of the Smart Store Guide, it is now called Explore and Stark Library is prominent on the cover.

Board Minutes – February 19, 2019  Page 1 of 5   

1


The back cover includes levy information with staff pictures incorporated. Staff feedback has been positive regarding the change. Ms. Icaza shared fliers for the staff levy fundraiser dance and invited board members to attend. Ms. Icaza also shared that there were staff engagement opportunity sign ups at Staff Day and yard signs were given out, as well. Board members were impressed that staff is so engaged in the levy process. Ms. Icaza said she received a letter from OLC regarding the Trustees dinner on April 25th and asked Board members to let her know if they are interested in attending.

FISCAL OFFICER’S REPORT  Fiscal Officer Chris Butler reviewed financial reports for December 2018 and January 2019.  Mr. Butler said that 2018 revenues were in good position. It was expected to collect $15 million in the General Fund, but actually collected $15.5 million. The PLF collected $268,000 more than originally expected, due to collecting less than expected in 2017.  Mr. Butler said that $16.3 million in expenses were budgeted for 2018 and the library spent a little over $14 million, which is about 90% of the budget. This was due to some projects that were pushed back and not completed in 2018.  Mr. Butler said that for January 2019 the PLF is down about 3% less than what was expected and we collected $600,000. He said this trend will probably continue for the next six months.  Mr. Butler shared that January 2019 expenses were about $900,000. The library has spent and encumbered about half of the temporary budget of $4,250,000 and believes the full budget will be presented to the Board next month for approval. CONSENT CALENDAR  Minutes of January 8, 2019 Regular Meeting  December Financial Report  December Gift Report  January Financial Report  January Gift Report  Monthly Human Resources report Resolution 2019-7 January 2019 Consent Calendar NOW, THEREFOR, BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees to accept the consent calendar.

Board Minutes – February 19, 2019  Page 2 of 5   

2


Motion by Sally Efremoff to approve the consent calendar, motion seconded by Joseph French; all voting yes. BUILDING AND GROUNDS COMMITTEE REPORT  Capital Project Director Derek Gordon shared that there will be a meeting Thursday, February 21, 2019 with United Earthworks and Olivieri Construction to discuss site hand off for the Jackson project.  Mr. Gordon shared that the HBM quote for Reimagine has come in and we are starting to see the visuals of what it will include.  Sally Efremoff said that the committee has worked very hard and are excited to see Reimagine projects take shape. All the libraries are going to look new, fresh, and exciting when the work is completed. HUMAN RESOURCES COMMITTEE REPORT  None FINANCE AND AUDIT COMMITTEE REPORT  The Finance and Audit committee met last week to discuss the budget for 2019. The committee asked Mr. Butler to review numbers for adjustments that may need made if the levy does not pass. They hope to have the budget passed at the March board meeting. The committee also discussed Reimagine projects.  Resolution to Open Escrow Account for Retainage (Jackson)  Resolution to Purchase Builder’s Risk Policy (Jackson)  1.7mil Levy Termination Resolution Resolution 2019-8 Authorization to Open Escrow Account of Jackson Project NOW, THEREFORE, BE IT HEREBY RESOLVED that the Stark County District Library Board of Trustees authorizes the Fiscal Officer to open an account with Huntington National Bank for the purpose of holding and maintaining retainage related to the new Jackson Branch Library construction project. Motion by Susan Rodgers to authorize the Fiscal Officer to open an account with Huntington National Bank for the purpose of holding and maintaining retainage related to the new Jackson Branch Library construction project, motion seconded by Sally Efremoff; all voting yes.

Board Minutes – February 19, 2019  Page 3 of 5   

3


Resolution 2019-9 Builder’s Risk Insurance Policy for Jackson Branch Library NOW, THEREFORE, BE IT HEREBY RESOLVED that the Stark County District Library Board of Trustees authorizes the purchase of a Builder’s Risk Policy for Jackson Branch Library, at an annual premium of $4,154. Motion by Joseph French to authorize the purchase of a Builder’s Risk Policy for Jackson Branch Library, seconded by Sally Efremoff; all voting yes. Resolution 2019-10 Termination of Existing 1.7 Mill Tax Levy NOW, THEREFORE, BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees that in the event the Library’s 2.0 mill tax levy passes on May 7, 2019, the existing 1.7 mill tax levy will be unnecessary, and the Fiscal Officer will be directed to certify this resolution to the Stark County Auditor, so that, pursuant to RC 5705.26, the Stark County Budget Commission shall reduce the rate of said 1.7 mill levy to 0. Motion by Sally Efremoff that in the event the 2.0 mill tax levy passes on May 7, 2019, the Fiscal Officer will certify the termination of the existing 1.7 mill tax levy to the Stark County Auditor, motion seconded by Joseph French; all voting yes. NEW BUSINESS  None Resolution 2019-11 Executive Session Motion by Sally Efremoff to enter into executive session at 5:20 p.m. to discuss personnel matters and real estate, motion seconded by Joseph French; roll call vote as follows: Susan Rodgers – yes Sally Efremoff – yes

Edmond Mack – yes Steven Pittman - yes

Joseph French – yes

Motion by Susan Rodgers to enter back into regular session at 6:14 p.m., motion seconded by Sally Efremoff; all voting yes.

Board Minutes – February 19, 2019  Page 4 of 5   

4


ADJOURNMENT Motion by Joseph French to adjourn the meeting at 6:15 p.m., motion seconded by Susan Rodgers; all voting yes. NEXT BOARD MEETING  The next Board Meeting is scheduled for Tuesday, March 19, 2019 at 5:00 p.m. at the Main Library.

Board Minutes – February 19, 2019  Page 5 of 5   

5


PAGE 1

STARK COUNTY DISTRICT LIBRARY REVENUES, EXPENSES AND ENCUMBRANCES BY FUND FOR FEBRUARY 2019 REVENUES DESCRIPTION

FUND 101

FUND 216

FUND 217

FUND 219

FUND 223

FUND 225

FUND 229

FUND 303

FUND 401

FUND 450

FUND 455

FUND 461

FUND 801

FUND 803

GENERAL

STARK COMMUNITY

ECRC

IRELAND,

NAN JOHNSTON

R HUMERICKHOUSE

SCDL

DEBT SERVICE

CAPITAL

PERMANENT

CAPITAL

CAPITAL FUND

YOUTZ

WISE

FOUNDATION

MY IRELAND

PUBLIC LIBRARY FUND $ R.E.TAXES (LEVY) GRANTS/E-RATE PATRON FEES INVESTMENT INCOME SERVICE FEES DONATIONS MISC. REV. & REIMB. SUB-TOTAL $ TRANSFERS

662,401.03 2,017,970.00 27,538.09 4,782.64 383.89 1,929.25 2,715,004.90 -

$

-

$

$

-

$

TOTAL

2,715,004.90

$

-

$

$

-

$

-

$

$

FUND

-

$

-

$

$

SPORTS FUND

-

$

-

$

$

FOUNDATION

-

$

-

$

$

JACKSON

-

$

-

$

$

PROJECTS

25,589.31 127.68 25,716.99 -

$

25,716.99

$

$

IMPROVEMENT

1,735.11 1,735.11 -

$

1,735.11

$

$

CAMPAIGN FUND

-

$

-

$

$

JACKSON

-

$

-

$

$

TRUST

-

$

-

$

$

TOTAL

TRUST

-

$

-

$

$

-

$

-

$

$

687,990.34 2,017,970.00 27,538.09 6,517.75 383.89 2,056.93 2,742,457.00 2,742,457.00

EXPENSES DESCRIPTION

FUND 101

FUND 216

FUND 217

FUND 219

FUND 223

FUND 225

FUND 229

FUND 303

FUND 401

FUND 450

FUND 455

FUND 461

FUND 801

FUND 803

GENERAL

STARK COMMUNITY

ECRC

IRELAND,

NAN JOHNSTON

R HUMERICKHOUSE

SCDL

DEBT SERVICE

CAPITAL

PERMANENT

CAPITAL

CAPITAL FUND

YOUTZ

WISE

FOUNDATION

MY IRELAND

FUND

SPORTS FUND

FOUNDATION

JACKSON

PROJECTS

IMPROVEMENT

CAMPAIGN FUND

JACKSON

TRUST

TOTAL

TRUST

PAYROLL/BENEFITS SUPPLIES PURCH. SERVICES LIBRARY MATERIALS CAPITAL OUTLAY OTHER EXPENSES

$

812,844.29 36,351.71 185,845.35 286,892.31 4,416.14 1,793.20

$

-

$

-

$

-

$

-

$

-

$

-

$

-

$

-

$

-

$

67,556.38 -

$

81,187.05 -

$

-

$

-

$

812,844.29 36,351.71 334,588.78 286,892.31 4,416.14 1,793.20

TOTAL

$

1,328,143.00

$

-

$

-

$

-

$

-

$

-

$

-

$

-

$

-

$

-

$

67,556.38

$

81,187.05

$

-

$

-

$

1,476,886.43

ENCUMBRANCES

$

1,064,237.43

$

-

$

-

$

-

$

-

$

980.00

$

-

$

-

$

$

-

$

184,443.62

$

3,735,065.00

$

-

$

-

$

5,197,602.57

212,876.52

REVEXPM18.XLS

DISTRIBUTED TO THE BOARD OF TRUSTEES ON 3/19/19

6


Page 2

STARK COUNTY DISTRICT LIBRARY MONTHLY AND YEAR TO DATE REVENUES AND EXPENSES (ALL FUNDS) 01/01/19 THRU 12/31/19 REVENUE 1000 1200 2000 3000 4000 6000 8100-8700 TOTAL

DESCRIPTION Public Library Fund (PLF) R. E. Taxes (Levy) Grants/E-Rate Patron Fees Investment Income Donations Misc. Rev. & Reimb.

EXPENSES 1000 2000 3000 4000 5000 7-8000 TOTAL

DESCRIPTION Payroll/Benefits Supplies Purch.Services Library Materials Capital Outlay Other Expenses

JANUARY $572,251.89 $0.00 $0.00 $26,066.08 $6,907.62 $2,765.00 $2,533.71 $610,524.30

FEBRUARY $687,990.34 $2,017,970.00 $0.00 $27,538.09 $6,517.75 $383.89 $2,056.93 $2,742,457.00

MARCH

JANUARY $699,375.10 $10,051.84 $155,925.48 $232,854.60 $29,456.49 $5,333.74 $1,132,997.25

FEBRUARY $812,844.29 $36,351.71 $334,588.78 $286,892.31 $4,416.14 $1,793.20 $1,476,886.43

MARCH

$0.00

$0.00

APRIL

$0.00 APRIL

$0.00

MAY

JUNE

$0.00 MAY

$0.00 JUNE

$0.00

$0.00

JULY

$0.00 JULY

$0.00

AUGUST

$0.00 AUGUST

$0.00

SEPTEMBER

$0.00 SEPTEMBER

$0.00

OCTOBER

$0.00 OCTOBER

$0.00

NOVEMBER

$0.00 NOVEMBER

$0.00

DECEMBER

$0.00 DECEMBER

$0.00

DISTRIBUTED TO THE BOARD OF TRUSTEES ON 3/19/19

7

YTD TOTAL $1,260,242.23 $2,017,970.00 $0.00 $53,604.17 $13,425.37 $3,148.89 $4,590.64 $3,352,981.30 YTD TOTAL $1,512,219.39 $46,403.55 $490,514.26 $519,746.91 $33,872.63 $7,126.94 $2,609,883.68


PAGE 3

STARK COUNTY DISTRICT LIBRARY CURRENT YEAR EXPENSES AND BUDGET COMPARISON FOR GENERAL FUND ONLY AT FEBRUARY, 2019

EXPENSE

ACCOUNT

2019 YTD

YEAR 2018

ACCOUNT #

DESCRIPTION

EXPENSES

ENCUMBRANCES

ALL FUNDS

PAID IN 2019

Supplies

46,403.55

25,156.12

21,548.70

3000

Purch.Services

490,514.26

27,691.08

320,930.17

4000

Library Materials

519,746.91

295,353.98

98,921.71

5000

Capital Outlay

33,872.63

31,164.00

3,691,982.50

7-8000

Other Expenses

7,126.94

150.00 $

1,079.00

380,594.18

2019 YTD

2019

CAPITAL,

CURRENT YEAR

GENERAL FUND

EXPENSES

PERMANENT

$

FUND EXPENSES

Payroll/Benefits

2,609,883.68

$

BALANCE

2000

$

1,512,219.39

2019 YTD ENCUMBRANCES TRUSTS & OTHER

1000

TOTAL

$

YEAR 2018

-

$ 148,743.43 20,433.62

$

4,133,383.08

GENERAL FUND APPROPRIATIONS

$

169,177.05

$

1,511,140.39

BUDGET USED IN 2019

-

#DIV/0!

21,247.43

-

#DIV/0!

314,079.75

-

#DIV/0!

224,392.93

-

#DIV/0!

2,708.63

-

#DIV/0!

6,976.94

-

#DIV/0!

-

#DIV/0!

2,080,546.07

$

YTD % OF

$

DISTRIBUTED TO THE BOARD OF TRUSTEES ON 3/19/19

8


Page 4

STARK COUNTY DISTRICT LIBRARY ALL FUNDS FINANCIAL STATEMENT AT FEBRUARY 28, 2019 303

401

450

455

460

461

217

219

223

225

229

801

803

DEBT SERVICE

CAPITAL

PERMANENT

CAPITAL

CAPITAL FUND

CAPITAL FUND

EARLY CHILD

IRELAND,

NAN

RH

SCDL

YOUTZ

WISE

Y-T-D

FUND

JACKSON

PROJECTS

IMPROV.

CAMPAIGN

SANDY VALLEY

JACKSON

RES. CENTER

MY IRELAND

JOHNSTON

SPORTS FUND

FDN.

TRUST

TRUST

TOTAL

25,589.26

$ 2,926,223.67

$ 44,125.11

$ 1,068,956.28

2019 REVENUE: 2019 EXPENDITURES:

3,294,904.33 2,440,706.63

51,306.30 -

3,617.78 20,433.62

1,500.00 -

67,556.38

CASH BALANCE AT 2/28/19 ENCUMBR. AT 2/28/2019

4,742,787.75 1,064,237.43

76,895.56 -

2,909,407.83 212,876.52

45,625.11 -

1,001,399.90 184,443.62

76,895.56

$ 2,696,531.31

$ 45,625.11

BAL. AT JAN.1, 2019

UNENC BAL. AT 2/28/19

$

101 GENERAL

$

3,888,590.05

3,678,550.32

$

$

$

816,956.28

$

2,867.49

$

-

2,867.49

$

81,187.05

2,867.49 $

4,414,032.38

4,332,845.33 3,735,065.00 $

597,780.33

$

211.82

$

180.65

-

-

211.82 -

180.65 -

211.82

$

180.65

$

1,953.52

$

1,953.52 $

1,953.52

$

980.00

2,084.81

$ 16,726.94

7,824.29

$ 12,400,346.27

-

1,000.00 -

395.66 -

257.23 -

2,609,883.68

980.00 980.00

3,084.81 -

17,122.60 -

8,081.52 -

13,143,443.89 5,197,602.57

3,084.81

$ 17,122.60

-

$

$

$

$

8,081.52

DISTRIBUTED TO THE BOARD OF TRUSTEES ON 3/19/19

9

3,352,981.30

$

7,945,841.32


PAGE 5

STARK COUNTY DISTRICT LIBRARY CASH STATEMENT AT FEBRUARY 28, 2019 BALANCE @ 1/31/19

BALANCE @ 2/28/19

INCREASE/(DECREASE)

OPERATING ACCOUNTS HUNTINGTON BANK-CHECKING ACCOUNT (OPERATING) HUNTINGTON BANK-PUBLIC FUNDS ANALYZED CHECKING ACCOUNT

$ $

940,926.73 263,211.68

$ $

1,108,534.51 270,723.88

$ $

167,607.78 7,512.20

$ $ $

886,638.99 7,390,492.82 2,586,397.99

$ $ $

888,374.10 8,597,399.82 2,591,120.83

$ $ $

1,735.11 1,206,907.00 4,722.84

$ $ $ $ $

75.00 915.00 12,068,658.21 (159,603.25) 11,909,054.96

$ $ $ $ $

75.00 915.00 13,457,143.14 (304,502.72) 13,152,640.42

$ $ $ $ $

1,388,484.93 (144,899.47) 1,243,585.46

INVESTMENT ACCOUNTS STAR OHIO-INVESTMENT ACCOUNT HUNTINGTON BANK-MONEY MARKET ACCOUNT HUNTINGTON BANK-MMAX PETTY CASH FUNDS CASH DRAWER/CHANGE FUNDS SUB-TOTAL OUTSTANDING CHECKS CASH BALANCE

10


Page 6

STARK COUNTY DISTRICT LIBRARY REAL ESTATE TAXES/LEVY FOR 2019 DATE REAL ESTATE ounty/Township TAXES

REAL ESTATE TAXES MANF. HOME

ROLLBACK/ STATE OF OHIO/COUNTY

PAYMENT IN LIEU/TIF TAX/ ABATEMENT

PER. PROP./ UTILITY/ OTHER

GENERAL PERSONAL

AUDITOR & TREASURER FEES

LAND BANK FEES/ OTHER

ELECTION EXPENSE

ADVERTISING DELINQUENCY

AMOUNT OF DEPOSIT

Portage

$ $ $ $ $

Carroll/Brown Twp.

$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $

458,940.00 367,250.00 1,191,780.00 2,017,970.00

Levy Taxes Received 2019 Collection Expenses 2019

$ $

2,017,970.00 -

Collected (Net) 1/1/19 thru 12/31/19

$

2,017,970.00

Summit

Stark

Y-T-D

2/8/2019 $ 2/15/2019 $ 2/22/2019 $

458,940.00 367,250.00 1,191,780.00

$

2,017,970.00

$

-

$

-

$

-

$

YEAR 2009 Levy Taxes Received Collection and Election Expenses Collected (Net)

$ $ $

5,403,147.00 $ (106,986.56) $ 5,296,160.44 $

-

$

YEAR 2010

-

$

YEAR 2011

5,204,591.18 $ (71,136.73) $ 5,133,454.45 $

Collected (Net)

$

YEAR 2012

5,064,445.50 $ (74,670.84) $ 4,989,774.66 $ YEAR 2014

Levy Taxes Received Collection and Election Expenses

-

-

$

-

$

-

YEAR 2013

5,032,898.30 $ (77,293.85) $ 4,955,604.45 $ YEAR 2015

7,401,799.45 (142,701.83) 7,259,097.62 YEAR 2016

YEAR 2017

YEAR 2018

$ $

7,554,482.63 $ (123,388.34) $

7,568,644.81 $ (124,653.07) $

7,741,842.61 $ (127,924.49) $

7,873,974.86 $ 7,972,143.99 (124,430.91) $ 16,390.91

$

7,431,094.29

7,443,991.74

7,613,918.12

7,749,543.95

$

$

$

$ 7,955,753.08

Distributed to the Board of Trustees on 3/19/19

11

-


PAGE 7

STARK COUNTY DISTRICT LIBRARY SUMMARY FINANCIAL STATEMENT OF FISCAL OFFICER TO BOARD OF LIBRARY TRUSTEES AT FEBRUARY, 2019 SPECIAL

BALANCE AT JANUARY 1, 2018

$

GENERAL

DEBT SERVICE

REVENUE

CAPITAL

CAPITAL

CAPITAL FUND

OTHER CAPITAL

PERMANENT

FUND

FUNDS

FUNDS

PROJECTS

CAMPAIGN

JACKSON

FUNDS

FUNDS

3,919,703.13

$

25,589.26

$

5,410.80

$

REVENUE 1000 Taxes (PLF) 1200 Taxes Property (Levy)

1,209,063.61 2,017,970.00

-

-

-

9,154.70

-

-

3,617.78

-

-

4000 Investment Income 5000 Service Fees

-

6000 Donations 8000 Misc. Rev. & Reimb.

648.89 4,462.96 $

3,294,904.33

127.68 $

51,306.30

1,000.00

$

-

-

3,617.78

1,068,956.28

-

-

1,000.00 $

$

-

-

-

3000 Patron Fees

-

-

53,604.17

2000 Grants/E-Rate

TOTAL REVENUE Y-T-D

51,178.62 -

2,926,223.67

$

$

-

-

-

-

-

-

4,414,032.38

$

-

-

-

-

-

1,500.00 1,500.00

$

$

12,431,459.35 1,260,242.23 2,017,970.00

-

-

-

53,604.17

652.89

13,425.37

-

1,000.00

-

-

-

$

TOTAL

24,551.23 -

-

1,000.00

-

$

46,992.60

YEAR-TO-DATE

$

652.89

4,148.89 4,590.64 $

3,353,981.30

EXPENDITURES 1000 Payroll/Benefits

1,512,219.39

-

-

-

-

-

-

-

46,403.55

-

-

-

-

-

-

-

46,403.55

3000 Purch.Services

341,770.83

-

-

-

-

-

490,514.26

4000 Library Materials

519,746.91

-

-

5000 Capital Outlay 7-8000 Other Expenses

13,439.01 7,126.94

-

-

2000 Supplies

TOTAL EXPENDITURES Y-T-D

$

TRANSFERS (NET)

$

2,440,706.63

$

-

-

67,556.38

20,433.62 -

$

-

$

$

-

$

20,433.62 -

$ $

81,187.05

1,512,219.39

-

-

-

-

519,746.91

-

-

-

-

33,872.63 7,126.94

67,556.38

$

81,187.05

-

$

-

$

-

$

$

-

$

-

$

2,609,883.68 -

FISCAL OFFICER BALANCE AT JANUARY 31, 2019

$

OUTSTANDING CHECKS

$

PAYROLL LIABILITY BALANCES TOTAL ACCOUNTED FOR AT 2/28/19

$ $

4,773,900.83

$

76,895.56

$

6,410.80

$

2,909,407.83

$

1,001,399.90

$

4,334,345.33

$

47,992.60

$

25,204.12

(304,502.72) (22,192.68) 4,447,205.43 $

76,895.56

$

6,410.80

$

2,909,407.83

$

1,001,399.90

$

4,334,345.33

$

47,992.60

$

25,204.12

$

13,175,556.97

$

304,502.72

$ $

(22,192.68) 13,457,143.14

PETTY CASH AND CHANGE FUNDS

$

990.00

HUNTINGTON BANK-CHECKING ACCOUNT (OPERATING)

$

1,108,534.51

HUNTINGTON BANK-PUBLIC FUNDS ANALYZED CHECKING ACCOUNT

$

270,723.88

STAR OHIO-INVESTMENT ACCOUNT

$

888,374.10

HUNTINGTON BANK-MMAX HUNTINGTON BANK-MONEY MARKET ACCOUNT

$ $

2,591,120.83 8,597,399.82

TOTAL ACCOUNTED FOR AT 2/28/19

$

13,457,143.14

DISTRIBUTED TO THE BOARD OF TRUSTEES ON 3/19/19

12


COUNTY CERTIFIED ESTIMATED FOR 2017 MONTH AMT. RECEIVED 17 January $ 588,080.45 17 February $ 647,141.48 17 March $ 489,948.23 17 April $ 449,404.39 17 May $ 587,218.00 17 June $ 613,431.86 17 July $ 679,901.97 17 August $ 521,174.43 17 September $ 609,242.61 17 October $ 529,816.25 17 November $ 552,509.72 17 December $ 588,375.33

PERCENTAGE 8.56% 9.42% 7.13% 6.54% 8.55% 8.93% 9.90% 7.59% 8.87% 7.71% 8.04% 8.56%

$ 7,149,369.65 YEAR-TO-DATE $ 588,080.45 $ 1,235,221.93 $ 1,725,170.16 $ 2,174,574.55 $ 2,761,792.55 $ 3,375,224.41 $ 4,055,126.38 $ 4,576,300.81 $ 5,185,543.42 $ 5,715,359.67 $ 6,267,869.39 $ 6,856,244.72

Y-T-D % 8.56% 17.98% 25.11% 31.66% 40.20% 49.13% 59.03% 66.62% 75.49% 83.20% 91.24% 99.81%

COUNTY CERTIFIED ESTIMATED FOR 2018 MONTH AMT. RECEIVED 18 January $ 565,711.35 18 February $ 704,708.31 18 March $ 489,806.68 18 April $ 445,078.72 18 May $ 634,032.74 18 June $ 649,666.03 18 July $ 682,700.04 18 August $ 526,079.11 18 September $ 640,702.73 18 October $ 563,069.76 18 November $ 600,594.81 18 December $ 636,043.94

PERCENTAGE 8.24% 10.26% 7.13% 6.48% 9.23% 9.46% 9.94% 7.66% 9.33% 8.20% 8.74% 9.26%

$ 6,869,566.23 YEAR-TO-DATE $ 565,711.35 $ 1,270,419.66 $ 1,760,226.34 $ 2,205,305.06 $ 2,839,337.80 $ 3,489,003.83 $ 4,171,703.87 $ 4,697,782.98 $ 5,338,485.71 $ 5,901,555.47 $ 6,502,150.28 $ 7,138,194.22

Y-T-D % 8.24% 18.49% 25.62% 32.10% 41.33% 50.79% 60.73% 68.39% 77.71% 85.91% 94.65% 103.91%

COUNTY CERTIFIED ESTIMATED FOR 2019 MONTH AMT. RECEIVED 19 January $ 572,251.89 19 February $ 687,990.34 19 March $ 19 April $ 19 May $ 19 June $ 19 July $ 19 August $ 19 September $ 19 October $ 19 November $ 19 December $ -

PERCENTAGE 8.33% 10.02% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

$ 7,161,128.20 YEAR-TO-DATE $ 572,251.89 $ 1,260,242.23 $ $ $ $ $ $ $ $ $ $ -

Y-T-D % 7.99% 17.60% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

13


FEBRUARY, 2019 GIFT REPORT RESOLUTION 19BE 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

Jeanne Jordan Cynthia Michel Amazon Smile

20.00 50.00 313.89 TOTAL

YEAR TO DATE TOTAL

DESIGNATION Restricted: In Memory of Doris Bartlett Restricted: In Memory of Joan Wearstler Unrestricted: General Fund

383.89 $

3,148.89

14


Stark County District Library Monthly H R Report Distributed to the Board of Trustees on March 19, 2019 February 1-28, 2019 APPOINTMENTS None DEPARTMENT/AGENCY/STATUS CHANGES 02/18/19 02/18/19

Deborah Middleton, Clerk, North Branch, part time, from 40 hours to 48 hours biweekly. Jessica Wilson, from Clerk to Substitute, from Perry Sippo Branch to Adult Services – Main, part time, from 48 hours biweekly to hours as worked. RESIGNATIONS/RETIREMENTS/TERMINATIONS

02/01/19

Timothy Cline, Maintenance 1, Maintenance – Main, part time, 60 hours biweekly, resignation. TRAINING & DEVELOPMENT

External Training & Development

# of Training Events Attended 9

# of Employees Trained 14

Internal Training & Development

5

17

Total for February 2019

14

31

Total Cost for February 2019 (training, food, travel, etc)

$249.17

15


Stark County District Library ‐ 2019 Budget ‐ Revenue

Revenue 1100 ‐ PUBLIC LIBRARY FUND (PLF) 1200 ‐ PROPERTY TAXES 2000 - GOVT GRANTS 3000 - PATRON FEES 4000 - INVESTMENT INCOME 5000 - SERVICE FEES 6000 - DONATIONS 8000 - MISCELLANEOUS TOTAL EST. 2019 REVENUE 2018 ACTUAL CARRYOVER ESTIMATED 2019 FUNDS

Revenue               (CONTINUED)

101 ‐ GENERAL  401 ‐ CAPITAL  FUND PROJECTS FUND $     6,562,804.68        8,076,369.00             25,000.00           250,000.00             30,000.00             15,000.00           150,000.00      15,109,173.68        3,315,819.12 $  18,424,992.80

217 ‐ ECRC

450 ‐  PERMANENT  IMPROVEMENT

455 ‐ CAPITAL  CAMPAIGN  FUND

460 ‐ SANDY  461 ‐ JACKSON  VALLEY FUND CAPITAL FUND

303 ‐ DEBT  SERVICE  (JACKSON) $  306,761.54

         10,000.00

            1,000.00         100,000.00

         10,000.00              1,000.00      2,692,571.40            44,125.11 $  2,702,571.40 $        45,125.11

219 ‐ IRELAND

223 ‐ NAN  JOHNSTON

       100,000.00      1,068,956.28 $  1,168,956.28

                   ‐            2,867.49 $        2,867.49

                  ‐     684,207.38 $  684,207.38

   306,761.54       25,589.26 $  332,350.80

225 ‐ RH SPORTS  229 ‐ SCDL  FUND FOUNDATION

801 ‐ MADGE  YOUTZ

803 ‐ WISE

1100 ‐ PUBLIC LIBRARY FUND (PLF) 1200 ‐ PROPERTY TAXES 2000 - GOVT GRANTS 3000 - PATRON FEES 4000 - INVESTMENT INCOME 5000 - SERVICE FEES 6000 - DONATIONS 8000 - MISCELLANEOUS TOTAL EST. 2019 REVENUE 2018 ACTUAL CARRYOVER ESTIMATED 2019 FUNDS

        1,750.00          1,250.00           4,000.00                          ‐                       ‐                         ‐                       ‐            4,000.00          1,750.00          1,250.00                    211.82                  180.65              1,953.52                  980.00           2,084.81       16,726.94          7,824.29 $               211.82 $             180.65 $          1,953.52 $             980.00 $        6,084.81 $    18,476.94 $      9,074.29

TOTAL ‐ ALL  FUNDS $     6,869,566.22        8,076,369.00             25,000.00           250,000.00             44,000.00                          ‐           119,000.00           150,000.00      15,533,935.22        7,864,098.07 $  23,398,033.29

16


2019 Annual Appropriation Resolution‐Permanent   19‐ BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees, that to provide for the current expenses and other expenditures of said Board of Trustees, during the fiscal year,  ending December 31, 2019, the following sums be and the same are hereby set aside andappropriated for the several purposes for which expenditures are to be made for and during said  fiscal year, as follows: Stark County District Library ‐ 2019 Budget ‐ Expenses

Expenses 1000 ‐ SALARIES & BENEFITS 2000 ‐ SUPPLIES 3000 - PURCHASED & CONTRACTED SERVICES 4000 - LIBRARY MATERIALS & INFORMATION 5000 - CAPITAL OUTLAY 7000 - OTHER OBJECTS 6000 - DEBT SERVICE 8000 - CONTINGENCY TOTAL EXPENSE BUDGET 2019 UNAPPROPRIATED BALANCE

Expenses                      

101 ‐ GENERAL  401 ‐ CAPITAL  FUND PROJECTS FUND

450 ‐  PERMANENT  IMPROVEMENT

455 ‐ CAPITAL  CAMPAIGN  FUND

$     9,850,000.00           472,050.00           10,000.00           20,000.00        3,239,195.00         300,000.00      1,000,000.00        2,675,000.00           277,400.00      1,150,000.00            45,125.11         148,956.28             60,222.95

$  16,573,867.95 $    1,851,124.85

303 ‐ DEBT  SERVICE  (JACKSON)

     50,000.00     200,000.00     300,000.00

217 ‐ ECRC

$  1,460,000.00 $         45,125.11 $  1,168,956.28 $                       ‐ $  550,000.00 $  1,242,571.40 $                    ‐ $                    ‐ $         2,867.49 $ 134,207.38

219 ‐ IRELAND

223 ‐ NAN  JOHNSTON

225 ‐ RH SPORTS  229 ‐ SCDL  FUND FOUNDATION

1000 ‐ SALARIES & BENEFITS 2000 ‐ SUPPLIES

UNAPPROPRIATED BALANCE

461 ‐  JACKSON  CAPITAL  FUND

   307,071.67

(CONTINUED)

3000 - PURCHASED & CONTRACTED SERVICES 4000 - LIBRARY MATERIALS & INFORMATION 5000 - CAPITAL OUTLAY 7000 - OTHER OBJECTS 6000 - DEBT SERVICE 8000 - CONTINGENCY TOTAL EXPENSE BUDGET 2019

460 ‐ SANDY  VALLEY FUND

801 ‐ MADGE  YOUTZ

$  307,071.67 $    25,279.13

803 ‐ WISE

          1,000.00            2,000.00                 980.00            3,000.00

$                          ‐ $               211.82

$                        ‐ $             180.65

$                         ‐ $           1,953.52

$             980.00 $                    ‐

$         6,000.00 $                    ‐ $              84.81 $    18,476.94

$                    ‐ $      9,074.29

TOTAL ‐ ALL  FUNDS $     9,850,000.00           552,050.00        4,739,195.00        2,675,000.00        1,921,481.39             60,222.95           307,071.67                         ‐ $  20,105,021.01 $    3,256,050.25

17


Stark County District Library RESOLUTION 2019 2019 Exploration Gateway Proposed Operating Budget-Perry Sippo Branch Library

WHEREAS, the Perry Sippo Branch Library is part of the Exploration Gateway building which is managed by the Stark Parks, and WHEREAS, the agreement between the Board of the Stark County Park District and the Board of Trustees of the Stark County District Library specifies the library’s responsibility to pay 43.5% of the annual operating costs of the Exploration Gateway building, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Stark County District Library Board of Trustees that the 2019 Exploration Gateway Proposed Operating Budget be approved.

18


Page 1 of 1

12/21/2018

2019 Exploration Gateway Budget ACCOUNT NUMBERS

TOTAL

PARK SHARE

LIBRARY SHARE

Annual

Quarterly

REVENUE 072 28 1157 5 2413

User Fees-Exploration Gateway

Facility Rental, Catering, and Vending

30,000.00

16,950.00

13,050.00

3,262.50

SALARIES & FRINGES, 61000 & 62000 Cleaning & Maintenance Public Safety Reservations

Salary & Fringes Salary & Fringes Salary & Fringes

110,000.00 30,000.00 10,000.00

62,150.00 16,950.00 5,650.00

47,850.00 13,050.00 4,350.00

11,962.50 3,262.50 1,087.50

Supplies & Materials: General Supplies & Materials: Electric

SUPPLIES & MATERIALS, 63000-OPERATING Contingency-Exploration Gateway Contingency-Exploration Gateway

28,000.00 80,000.00

15,820.00 45,200.00

12,180.00 34,800.00

3,045.00 8,700.00

PURCHASED SERVICES, 64000-OPERATING Contingency-Exploration Gateway Contingency-Exploration Gateway Contingency-Exploration Gateway Alarm System Monitoring-Exploration Gateway Elevator Maintenance-Exploration Gateway Contingency-Exploration Gateway Contingency-Exploration Gateway Preventative Maintenance for Geothermal-Exploration Gateway Annual inspection and testing of the fire protection system-Exploration Gateway Internal Pipe Inspection & Forward Flow Test-Exploration Gateway Fire Alarm Smoke Detector Sensitivity Testing-Exploration Gateway

1,200.00 10,500.00 3,189.30 726.70 1,584.00 1,500.00 14,900.00 4,485.00 1,615.00 1,280.00 1,567.50

678.00 5,932.50 1,801.95 410.59 894.96 847.50 8,418.50 2,534.03 912.48 723.20 885.64

522.00 4,567.50 1,387.35 316.11 689.04 652.50 6,481.50 1,950.98 702.53 556.80 681.86

130.50 1,141.88 346.84 79.03 172.26 163.13 1,620.38 487.74 175.63 139.20 170.47

275.00 2,000.00 2,500.00 5,220.00 9,800.00

155.38 1,130.00 1,412.50 2,949.30 5,537.00

119.63 870.00 1,087.50 2,270.70 4,263.00

29.91 217.50 271.88 567.68 1,065.75

15,000.00

8,475.00

6,525.00

1,631.25

3,000.00 2,000.00

1,695.00 1,130.00

1,305.00 870.00

326.25 217.50

28,515.00

16,110.98

12,404.03

3,101.01

TOTAL EXPENDITURES:

4.00 368,861.50

208,404.49

4.00 160,457.01

1.00 40,114.25

TOTAL:

338,861.50

191,454.49

147,407.01

36,851.75

TOTAL:

130,026.07 130,026.07

EXPENDITURES 140,000.00

108,000.00 072 28 1157 6 3104 072 28 1157 6 3202

072 072 072 072 072 072 072 072 072 072 072

28 28 28 28 28 28 28 28 28 28 28

62,342.50 1157 6 4100 1157 6 4201 1157 6 4202 1157 6 4202 1157 6 4202 1157 6 4203 1157 6 4206 1157 6 4206 1157 6 4206 1157 6 4206 1157 6 4206

Purchased Services: Occupational Purchased Services: Water/Sewage Purchased Services: Repair/Maintenance Purchased Services: Repair/Maintenance Purchased Services: Repair/Maintenance Purchased Services: Property, Rental Equip/Veh Purchased Services: Repair/Maintenance-Land/Buildings Purchased Services: Repair/Maintenance-Land/Buildings Purchased Services: Repair/Maintenance-Land/Buildings Purchased Services: Repair/Maintenance-Land/Buildings Purchased Services: Repair/Maintenance-Land/Buildings

072 072 072 072 072

28 28 28 28 28

1157 1157 1157 1157 1157

Purchased Services: Licenses and Permits Purchased Services- Advertising Purchased Services - Printing & Binding Purchased Services - Communication Purchased Services: Other Insurance

Contingency-Exploration Gateway Advertising- Exploration Gateway Contingency-Exploration Gateway Contingency-Exploration Gateway Building Insurance-Exploration Gateway

15,000.00 072 28 1157 6 5405

Capital Outlay: Machinery/Equipment-Maintenance

Contingency- Exploration Gateway

5,000.00 072 28 1157 6 7116 072 28 1157 6 7118

Other Allocations-Reimbursements Other Allocations - Special Projects

OTHER ALLOCATIONS, 67000 Rental Refunds-Exploration Gateway Contingency-Exploration Gateway

28,515.00 072 28 0000 8 2100

Transfers Out

NON-OPERATING, 80000 Capital Replacement-Exploration Gateway

6 6 6 6 6

4306 4404 4405 4406 4407

Rent

130,026.07 529 28 0000 6 5000

Project Fund

PERMANENT IMPROVEMENT FUND-529 CAPITAL OUTLAY, 65000-EQUIPMENT Exploration Gateway Capital Replacement

19


Resolution 19‐  Jackson Project Change Order Policy/Procedure    WHEREAS, The Stark County District Library Board of Trustees has accepted a bid for the new Jackson  Branch Library, and  WHEREAS, the contractor (Fred Olivieri Construction Company) is scheduled to begin construction in  March 2019, and  WHEREAS, the Library is aware of the possibility of changes and adjustments to the project during  construction, which may result in change orders, and  WHEREAS, it may be impractical or cause unnecessary delays in work for the Board of Trustees to meet  for each individual change order, and  WHEREAS, it is recommended that the Board adopt a change order policy for the Jackson Branch Project  in order to manage change orders in a timely manner, and  BE IT HEREBY RESOLVED that the Stark County District Library Board of Trustees adopts the following  policy/procedure for the Jackson Township Branch Library Project. The Executive Director and Fiscal  Officer may jointly approve any change order up to $10,000 in additional expenses; any change order  above $10,000 but below $25,000 in additional expenses must be additionally approved by both the  Chair of the Buildings & Grounds Committee as well as the Chair of the Finance Committee; any change  orders above $25,000 in additional expenses must be approved by the full Library Board of Trustees.  Additionally all change orders, regardless of value, will be reported to the Library Board of Trustees at  the next regularly scheduled meeting.                     

20


Resolution 19‐  Strategic Guideposts Adoption    WHEREAS, The Stark County District Library Board of Trustees began a strategic planning process to  determine the direction of the library and create a new strategic plan for 2019‐2021,  WHEREAS, the Library contracted with the consultant, Mark Plaster of Markwood Partners, to develop  said plan, and  WHEREAS, the consultant administered community surveys, facilitated community wide focus groups,  and led conversations with staff on identifying and writing strategic guideposts, and     BE IT HEREBY RESOLVED that the Stark County District Library Board of Trustees adopts the following  mission, vision, values, and impact statements as written on the attached document. The Executive  Director and staff will work with the consultant on determining priorities and goals in the form of a  strategic action plan. Upon completion, the strategic plan will reported to the Library Board of Trustees  for Board adoption.      

21


Strategic Planning Guideposts VISION: We will be a trusted guide in the community—inviting, inspiring, and empowering all people to  pursue creativity and lifelong learning. 

MISSION: We spark curiosity and foster knowledge by connecting everyone to resources, services, and  opportunities. 

VALUES:       

Access Literacy   Respect  Serving Others   Collaboration   Intellectual Freedom   Confidentiality 

IMPACT: We enrich our community by opening doors to information and experiences that ignite passion  for lifelong learning and transform lives.     

22

Profile for Stark County District Library Board of Trustees

March 2019 Board Packet  

March 2019 Board Packet  

Advertisement