SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, January 9, 2006

Attendance

Members Present: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Pulver, Mr. Rossman, Mrs. Schiller

Others: Evelyn Krent, League of Women Voters Representative

Mr. McGovern called the regular meeting of the Shaker Heights Public Library Board of Trustees to order at 6:35 p.m. in the Main Library Boardroom.

Approval of Minutes

2006-06 Mr. Schorgl moved and Mr. Parsons seconded the motion to approve the December 12, 2005 regular board minutes.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

President’s Report

Mr. McGovern discussed the future board retreat and suggested late April or early May as a potential time frame to hold the board retreat. Mr. Schorgl asked about the theme of the retreat. Mr. Dickinson said topics such as long-range planning/strategic planning, development planning, and the TEL-Tabor legislation. Mr. McGovern asked board members to review their calendars for open dates for either a weekday evening or a Saturday. In conclusion, Mr. McGovern said scheduling of the board retreat would be discussed in more detail at February’s board meeting.

Treasurer’s Report

A. Financial Statements

Mr. Piskac distributed a 2005/2004 financial summary comparison for all funds and said the financial statements were delayed due to ongoing problems with the CMI software. Mr. Piskac reviewed and reported the following comparative fiscal results for 2005 and 2004.

	2005	2004	Difference	%
Total Revenue	5,223,882.08	5,220,566.67	(3,315.41)	(0.06)
LLGSF	1,849,598.39	1,849,448.66	(149.73)	(0.01)
Real Estate	3,049,840.31	3,064,139.56	14,299.25	0.47
Tangible Personal	68,489.32	76,083.89	7,594.57	11.09
Expenditures	5,144,389.98	5,119,170.61	(25,219.37)	(0.49)
Unexpended Balance	1,393,075.51	1,313,583.41	79,492.10	5.71
Encumbrances	246,819.25	340,086.79	93,267.54	37.79
Unenc. Balance	1,146,256.26	973,496.62	172,759.64	15.07

Mr. Piskac said total 2005 revenue for all funds was $3,315.41 more than 2004 revenue after inter-fund revenues of $250,000 (2005) and $208,408.18 (2004) are removed. Mr. Piskac said the library received $149.73 more in LLGSF in 2005 than 2004. Mr. Piskac said the library received less real and tangible taxes in 2005 due to a slight decrease in collections. In addition, Mr. Piskac said 2006 real estate revenue is estimated to be $39,229.65 less than 2005, and the loss of Office Max in addition to the phase out of tangible personal tax revenue will reduce library tangible revenue to the high forties to low fifty thousand range for 2006. Mr. Piskac said 2005 expenditures were only $25,219.37 more than 2004 expenditures even though the library experienced price increases in various line items such as utilities. Mr. Piskac commented that the unexpended balance (cash position) increased by $79,492.10, which is positive but shows the library maintaining its cash position by prudent monitoring of expenditures and cash management. Mr. Piskac said the year-end encumbrances decreased by $93,267.54 to $246,819.25, which is the result of monitoring purchase orders with library staff very closely throughout the year. Mr. Piskac closed the summary discussion by reporting the unencumbered balance of all funds was $1,146,256.26. Mr. Piskac reviewed the financial statements and stated that while overall library revenues did not materially increase over last year, the only line items that significantly decreased were contributions. Mr. Piskac reported that individual expenditure line items varied in relationship to 2004 line items but overall were within budgetary limits. Mr. Piskac reported the general fund was the only fund with carryover encumbrances of $246,819.25. Mr. Piskac said December expenditures exceeded December receipts due to the absence of any real estate advances in December. However, Mr. Piskac said the year-to-date cash receipts exceeded cash expenditures, but only by $79,492.10. Lastly, Mr. Piskac reported the year-end investment balance as of December 31 was $1,076,166.35.

Mr. Piskac recommended the Board of Trustees approve the December 31, 2005 financial statements as submitted.

2006-07 Mr. Bergholz moved and Mrs. Karon seconded the motion to accept the December 31, 2005 financial statements.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

B. Resolution regarding expenditures for board meetings

Mr. Piskac reported that by law, the Board is allowed to use library funds to pay for meeting refreshments and departing gifts to trustees. The refreshments must be for formal or informal meetings and gifts are for recognition of service. These expenditures should be authorized each year.

2006-08 Mr. Schorgl moved and Dr. Whyte seconded the motion to authorize the expenditure of library funds for refreshments for formal or informal board meetings and awards in recognition of service of library trustees.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

Abstentions: Parsons

C. Authorize the Clerk-Treasurer to invest available funds in U.S. Securities or certificates of deposit with Fifth Third Bank or Star-Ohio

2006-09 Mr. Bergholz moved and Mrs. Karon seconded the motion to authorize the Clerk-Treasurer to invest available funds in U.S. Securities or certificates of deposit with Fifth Third Bank or Star-Ohio.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

D. Authorize the Clerk-Treasurer to make intra-fund transfers when necessary during fiscal year 2006

2006-10 Mr. Bergholz moved and Mr. Parsons seconded the motion to authorize the Clerk-Treasurer to make intra-fund transfers when necessary during fiscal year 2006.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

E. Approval of Modification of Appropriations

Mr. Piskac presented the following modification of appropriations from December 1, 2005 thru December 31, 2005 for approval. Mr. Piskac commented that the CMI accounting software problem resulted in the $20,000 electricity reversal. Mr. Piskac recommended the Board of Trustees approve the following modification of appropriations as submitted.

Transfer From	Transfer To	Amount	Comment
101.00.51120	101.00.57599	1,400.00	Author Book Fair
101.00.51120	101.00.53620	16,945.47	Electricity
101.00.51120	101.00.53810	13,348.54	CPL Invoice R/C
101.00.53110	101.00.53130	557.95	2006 Conference
101.00.53610	101.00.51120	20,000.00	Reverse Electricity
101.00.53720	101.00.53610	20,000.00	Electricity
101.00.54520	101.00.54510	2,545.00	CPL Invoice R/C
101.00.58999	101.00.54910	84.94	Games & Toys
101.00.58999	101.00.53290	173.61	Public Relations
101.00.58999	101.00.53610	5,289.44	Electricity

2006-11 Mr. Parsons moved and Mr. Bergholz seconded the motion to approve the modification of appropriations for December 1, 2005 thru December 31, 2005.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

F. Authorize the renewal of the following contracts and services over $2,000 per year:

Aetna Life Insurance Company (Life Insurance)

Alphagraphics (Public Relations Printing)

Anthem Blue Cross/Blue Shield (Health Insurance)

Avaya (Telephone System Maintenance)

Behavior Management Associates (EAP)

Brodart Company (McNaughton)

Cleveland Division of Water and Sewer

Cleveland Public Library (CLEVNET)

COMDOC (All Copiers)

Dominion East Ohio Gas

Farmstead (Telephone Equipment)

FedEx Kinkos (Public Relations Printing)

Fifth Third Bank (Banking & Credit Card Processing Services)

Gardiner Trane (HVAC Maintenance – Bertram Woods)

Guardian (Dental Insurance)

HSM Security Monitoring (Main Fire and Security alarm)

M. A. Ianiro’s Landscaping (Snow Service)

McQuay Service (Air Conditioning Chiller)

Paycor (Payroll Service)

Porath Print Source (Public Relations Printing)

R.R. Bowker/Reed Reference Publication (Public Database Service)

SBC (Telephone & DS1 Service)

Sievers (Bertram Woods Fire and Security Alarm)

State Library of Ohio (Daily Delivery Service)

Structured Employee Benefits of Ohio (Employee Benefits)

The Edward H. Sutton Insurance Company (General Insurance, D & O, Bonds)

The Illuminating Company

The Shaker Family Center

Thyssenkrupp Elevator Corp (Elevator Maintenance)

UNUM (Disability Insurance)

Mr. Piskac recommended the above contracts and services for 2006.

2006-12 Mr. Schorgl moved and Mr. Bergholz seconded the motion to authorize the renewal of the above 2006 contracts and services over $2,000 per year.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

G. Approve institutional membership and the payment of dues to the following organizations in 2006:

Cleveland Area Metropolitan Library System (CAMLS)

Employers Resource Council

Ohio’s Cooperative Purchasing Program

Ohio Library Council

2006-13 Mr. Schorgl moved and Dr. Benning seconded the motion to approve institutional membership and the payment of dues to the above organizations in 2006.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

Director’s Report

A. Written Report

• Mr. Dickinson reported that he continued his orientation visits with the various departments at Bertram Woods, Technical Services, and the Business Office. Mr. Dickinson commented on the volume of paper handled by Business Office personnel.
• On December 14, Mr. Dickinson said he attended the Friends appreciation potluck and thanked the Friends for their ongoing support of the library.
• Mr. Dickinson reported the Main Library roof project is inching forward towards 50% completion and work is being done as the weather permits.
• Mr. Dickinson announced downloadable audio books are now available from the library website. Recorded Books is providing training January 11 to staff and the public on downloading procedures.
• Mr. Dickinson said on Friday, January 13, the library is holding its 8^th Annual Dr. Martin Luther King, Jr. Student Writing Contest and Awards ceremony.
• Mr. Dickinson announced the library is promoting a calendar of programs for 2006 with the theme, Healthy, Wealthy & Wise to commemorate the 300^th anniversary of the birth of Benjamin Franklin. Mr. Dickinson also said that he is turning his “Monthly Message” to the community into more of a “Blog” to promote these events.
• On January 18, Mr. Dickinson will be attending the CAMLS Advisory Council meeting. The meeting will focus on the merger discussions of CAMLS and NOLA. Mr. Dickinson said the merger issue needs to be resolved by July 1.
• Mr. Dickinson mentioned that he would be attending the ALA Midwinter Conference January 20-23.
• Mr. Dickinson reported the School Board is reviewing library trustee applications to fill two library board vacancies.
• Mr. Dickinson announced the preliminary draft of A New Generation of Service for 2006 – 2008 as part of the library’s long-range planning effort.
• Mr. Dickinson updated the progress on the front doors of the library and said he was working with Mr. Harchar on obtaining comparable quotes for automatic doors at the front entrance and side handicap entrance. In addition, Mr. Dickinson said he was working with Mr. Harchar on reviewing specifications on a new truck through the state purchasing program.
• Mr. Dickinson reported he received a thank you from the Louisiana Library Association for the library’s $4,105 donation to the Louisiana Library Association Disaster Relief Fund to assist restoration efforts of public libraries. In addition, Mr. Dickinson reported the library received a thank you from Ms. Joan Plummer Russell, author of Aero and Officer Mike for the Local Author and Book Fair held at the Main Library on November 20.
• Mr. Dickinson said the Ohio Library Council is now offering levy campaign services to Ohio libraries.
• Mr. Dickinson announced he made a $250 donation to the library endowment fund. Mr. Schorgl asked Mr. Dickinson if he would send this information in writing to board members seeking their pledges.
• Mr. Dickinson mentioned that he is incorporating staff presentations in board agendas. Mr. Dickinson distributed the 2006 Staff Presentations to the Board of Trustees. Board members welcomed the idea of staff presentations.
• Mr. Dickinson reviewed 2005 preliminary statistics and noted that circulation is down at the Main Library due to the ongoing construction on Lee Road, which creates traffic delays and discourages patrons from using the library.
• Mr. Dickinson reviewed the Outside Web Documents Accessed in 2005 graph and noted the library fell behind the Euclid and Willoughby-Eastlake libraries during the second half of the year. As noted in the reduced circulation, Mr. Dickinson cited the ongoing Lee Road construction, which started in July, for the decline. Mr. Dickinson thanked Mr. Pulver for researching and assembling the information.

B. Board of Trustees Planning Calendar

Mr. Dickinson reviewed the 2006 Annual Board Calendar and the 2006 Annual Financial Calendar. Board members discussed moving the regular April 10 board meeting to the 17 due to prior commitments by some board members. Board members agreed to review their calendars and discuss the suggested meeting date change at the February board meeting.

C. Louis Robinson Case Update

Mr. Dickinson reported that Mr. Robinson’s case was thrown out of Federal court and he has 90 days to file an appeal with the Supreme Court.

D. Resolution of Commendation for Marcia Strojny

Mr. Dickinson presented the following resolution of commendation for Marcia Strojny.

Resolution of Commendation

Whereas, the Shaker Heights Public Library is recognized by the community as an excellent public service; and

Whereas, the greatest resource of the Library is the knowledge, skill, and dedication of the staff to the ideals of our library service to the community; and

Whereas, Marcia Strojny began her years of service with the Library as an Adult Page on January 24, 1966; and

Whereas, Marcia Strojny was promoted to Materials Processor in the Technical Services Department; and

Whereas, Marcia Strojny has served the Library and its clientele faithfully and well for forty years, contributing to the Library’s record of service and accomplishments; and

Whereas, Marcia Strojny has demonstrated teamwork and a positive attitude; and

Whereas, Marcia Strojny has shown accuracy and attention to detail in her work, and

Whereas, Marcia Strojny has been a loyal and reliable staff member; and

Whereas, the Shaker Heights Public Library Board of Trustees wishes to commend Marcia Strojny for her years of service to the Library and the community; now

Therefore, be it resolved that

Marcia Strojny

Receive the commendation, gratitude, and appreciation of the staff and Board of Trustees of the Shaker Heights Public Library for her forty years of service to the Library and the people of the community on this 9^th day of January in the year two thousand six.

Mr. Dickinson recommended the Board of Trustees approve the resolution as submitted.

2006-14 Mr. Bergholz moved and Mr. Schorgl seconded the motion to accept the resolution of commendation for Marcia Strojny.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

New Business

A. Gifts to be accepted and appropriated to the designated funds

Unrestricted Contribution Individual (101-6510)

Joan Steinberg

A Christmas gift in honor of Kate and David Burleigh $50.00

Sheldon “Skip” Baumoel Trust Fund (706-6510)

Julie Baumoel

In memory of Sheldon Baumoel $100.00

Bertram Woods Branch Fund (710-6510)

Helen and Donald Freiberg $25.00

2006-15 Mr. Parsons moved and Mrs. Karon seconded the motion to accept and appropriate the above gifts.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

B. Personnel Actions (information only)

Donna Bailey, change in position from Circulation Services Assistant, Level 106 to Technical Services Assistant, Level 106, effective November 17, 2005

Jennifer Hicks, Public Relations Administrative Clerk, Level 106, resigned, effective November 25, 2005

Ed Rossman, appointed Interim Branch Manager, Level 114, effective November 27, 2005 for

12 weeks

Kathy Perkins, promoted from Page II, Level 103 to Circulation Services Assistant, Level 106, effective December 11, 2005

Announcements

Mr. Parsons apologized to the board and the community for missing the past board meetings due to storm damage to his Florida home. Then, Mr. Parsons thanked the board, community, and staff for the privilege of serving as a Trustee. Mr. Parsons emphasized that library staff are the backbone of the library. Mr. Parsons also expressed disappointment in not being able to achieve his endowment fund ambitions. In closing, Mr. Parsons said that he would not be able to attend the next two board meetings but would continue to be a library patron and an active supporter of the library.

B. Personnel Actions (continuation)

Director and Clerk-Treasurer salary adjustments

2006-16 Dr. Whyte moved and Mrs. Karon seconded the motion for a 4% salary increase for the Clerk-Treasurer (effective with the January 20, 2006 payroll).

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons,

Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

2006-17 Mr. Bergholz moved and Mrs. Karon seconded the motion to enter executive session to discuss compensation for the Director.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons,

Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

The Board of Trustees entered executive session at 7:32 p.m. Mr. Dickinson exited executive session at 7:34 p.m.

The Board of Trustees entered regular session at 7:42 p.m.

2006-18 Dr. Benning moved and Mrs. Karon seconded the motion to authorize the Board President to carry out the recommendation discussed in executive session. (The Clerk-Treasurer notes the recommendation is a $4,000 non-OPERS contributing bonus to the Director effective with the January 20, 2006 payroll).

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Parsons,

Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

Community Comments

None

Adjournment

There being no further business, board members unanimously agreed to adjourn the regular board meeting at 7:49 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, February 13, 2006 at 6:30 p.m. in the Main Library Boardroom.

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Ken McGovern, President

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David D. Piskac, Clerk-Treasurer

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Donna Whyte, Secretary