SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, January 8, 2007
Attendance
Members Present: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Members Absent: None
Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Pulver, Ms. Miller, Mrs. Schiller
Others: Jeanne Goodrich, Jeanne Goodrich Consulting
Evelyn Krent, League of Women Voters Representative
Martha Sivertson, Friends of Shaker Library
Jane Wood, This Week in Shaker
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.
2007-06 Mr. Schorgl moved and Mrs. Karon seconded the motion to approve the December 11, 2006 regular board minutes.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
Mr. McGovern welcomed Ms. Jeanne Goodrich of Jeanne Goodrich Consulting and said that Mrs. Shatten would formally introduce Ms. Goodrich later in the meeting.
Mr. McGovern discussed the renewal of Mr. Dickinson’s employment contract for a three-year period (February 1, 2007 to January 31, 2010). Mr. McGovern said the terms of the new contract are the same as the original contract except the dates are changed. Mr. McGovern recommended that Mr. Dickinson’s employment contract be extended for the three-year period and offered the Board of Trustees an opportunity to enter Executive Session if any items of personnel needed to be discussed. Hearing no motion to enter Executive Session,
2007-07 Mrs. Shatten moved and Mrs. Karon seconded the motion to extend Mr. Dickinson’s employment contract for a three-year period (February 1, 2007 to January 31, 2010).
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
A. Financial Statements
Mr. Piskac distributed and reviewed the December 2006 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac said the library received $5,259,822.30 in revenue as of December 31, 2006, which is $39,340.10 (0.75%) more than 2005 after inter-fund revenue is removed. He explained that the 2006 Real Estate Property Tax revenue was $8,313.96 higher than 2005 and that Tangible Personal Property Tax revenue decreased by $3,944.32 from 2005. He also reported that Investment Revenue was $29,944.35 higher than 2005 and that Meeting Room Rental revenue increased by $356 over 2005.
Expenditure Summary
Mr. Piskac reported the total year-to-date expenditures less transfers were $5,512,912.93 ($5,141,181.84 – 2005) as of December 31, 2006. Mr. Piskac reported that the 2006 Capital Outlay expenditures were $157,436.16 higher than 2005 and the Library Materials and Information 2006 cash expenditures were $112,671.16 higher than in 2005. Mr. Piskac also reported the library expended $371,731.09 more than 2005 after removing inter-fund transfers. In comparison, Mr. Piskac said the library had a very small operating surplus of $10,605 for calendar year 2005 and a $255,058.44 operating loss for calendar year 2006 after removing inter-fund transfers.
Bank Reports
Mr. Piskac reported the month-to-date deposit of $349,418.23 was less than the month-to-date withdrawal of $370,702.89. He also said the library did receive a small real estate tax payment and HERB tax revenue for the month. Mr. Piskac also reported the year-to-date deposits were $5,257,854.49 and year-to-date expenditures were $5,512,912.93 and the ending bank balance was $1,138,017.07.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac said he was not able to print the Combined Month-to-Date/Year-to-Date Fund Report because of printing problems. He obtained the General Fund numbers from the accounting system and reported an unexpended balance of $995,727.92, $244,875.14 in encumbrances, and an unencumbered balance of $750,852.70. Mr. Piskac said he would review the December report at the February Board meeting.
Investment Report
Mr. Piskac reported the investment balance was $842,477.68, which is lower than the November ending balance due to a $250,000 cash transfer to the operating account. Mr. Piskac referenced the $295,135.39 Bank Report balance for the commercial account and noted the $250,000 cash transfer was still available.
Mr. Piskac recommended the Board of Trustees approve the December 31, 2006 financial statements as submitted.
2007-08 Mrs. Karon moved and Mr. Miller seconded the motion to accept the December 31, 2006 financial statements.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. Miller, Mr. McGovern, Mr. Schorgl, Mrs. Shatten, 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.
2007-09 Mr. Schorgl moved and Mr. McGovern 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, Mrs. Karon, Mr. Miller, Mr. McGovern, Mr. Schorgl,
Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Authorize Clerk-Treasurer to invest available funds in U.S. Securities or certificates of deposit with Fifth
Third Bank, Charter One, or in Star-Ohio
2007-10 Dr. Whyte 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, Charter One, or in Star-Ohio.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. Authorize the Clerk-Treasurer to make intra-fund transfers when necessary during fiscal year 2007.
2007-11 Mr. Schorgl moved and Dr. Whyte seconded the motion to authorize the Clerk-Treasurer to make intra-fund transfers when necessary during fiscal year 2007.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. Approval of Modification of Appropriations
Mr. Piskac recommended the following modification of appropriations from December 1, 2006 thru December 31, 2006 for approval as submitted.
|
Transfer From |
|
Transfer To |
|
Amount |
|
Comment
|
|
101.00.58999 |
|
101.00.52250 |
|
50.00 |
|
Building Material |
|
101.00.58999 |
|
101.00.53370 |
|
400.00 |
|
Security Monitoring |
|
101.00.58999 |
|
101.00.53760 |
|
239.34 |
|
Tax Fees |
|
101.00.58999 |
|
101.00.53780 |
|
130.80 |
|
Bank Fees |
|
101.00.58999 |
|
101.00.54370 |
|
6,000.00 |
|
Materials - Random House |
2007-12 Mr. Schorgl moved and Mrs. Karon seconded the motion to approve the modification of appropriations for December 1, 2006 thru December 31, 2006.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
F. Approval of Two (2) Library Book Trucks
Mr. Piskac recommended the Board of Trustees approve the purchase of two (2) Gryphon GT5 book trucks. He said the library book trucks would enable library staff to move large amounts of library material around the library. He also said the total cost for the two library trucks is $1,640.00.
2007-13 Mr. Schorgl moved and Dr. Benning seconded the motion to approve the purchase of two Gryphon GT5 library trucks for a total cost of $1,640.00.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
G. Authorize the renewal of the following contracts and services over $2,000 per year:
Aetna Life Insurance Company (Life Insurance)
Alltel (Cellular service)
Alphagraphics (Public Relations Printing)
Anthem Blue Cross/Blue Shield (Health Insurance)
AT&T (Telephone and DS1 Service)
Avaya (Telephone System Maintenance)
Baker & Taylor (Books)
Behavior Management Associates (EAP)
Brodart Company (McNaughton)
CASS Information (Dominion East Ohio Gas Co-op)
Cleveland Division of Water and Sewer
Cleveland Public Library (CLEVNET)
CMI (Business Office Software Maintenance)
COMDOC (All Copiers)
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)
McQuay Service (Air Conditioning Chiller)
Paycor (Payroll Service)
Porath Print Source (Public Relations Printing)
R.R. Bowker/Reed Reference Publication (Public Database Service)
Shaker Family Center
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 Frank Gates Service Company (Manage Worker’s Compensation)
The Illuminating Company
Thyssenkrupp Elevator Corp (Elevator Maintenance)
UNUM (Disability Insurance)
Mr. Piskac recommended the above contracts and services for 2007.
2007-14 Mr. Schorgl moved and Dr. Whyte seconded the motion to authorize the renewal of the above 2007 contracts and services over $2,000 per year.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
G. Approve institutional membership and the payment of dues to the following organizations in 2007:
Employers Resource Council
Northeast Ohio Regional Library System (NEO-RLS)
Ohio’s Cooperative Purchasing Program
Ohio Library Council
OHIONET
2007-15 Mr. Schorgl moved and Mrs. Karon seconded the motion to approve institutional membership and the payment of dues to the above organizations in 2007.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
Director’s Report
A. Written Report
Mr. Dickinson reported the following:
New Business
A. Gifts to be accepted and appropriated to the designated funds
Restricted Contribution Individual (101-6110)
Margaret and William Simon $100.00
To purchase the awards for the Dr. Martin Luther King, Jr. Student Writing Contest
Unrestricted Contribution Individual (101-6510)
Joan Steinberg
Christmas gift in honor of Kate and David Burleigh $50.00
Sheldon “Skip” Baumoel Trust Fund (206-6510)
Julie Baumoel
In memory of Sheldon Baumoel $100.00
Bertram Woods Branch Fund Unrestricted Contribution (208-6510)
Patricia and Steven Schulman
In honor of Helen Freiberg’s 88th birthday $50.00
Helen and Donald Freiberg $25.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Rita Garfinkel $30.00
Margaret and William Simon
Autographed copy of Raider’s Night by Robert Lipsyte
2007-16 Mr. Schorgl moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions (information only)
None
Announcements
Mr. Dickinson recognized Ms. Martha Sivertson from the Friends of Shaker Library and thanked her for attending and being part of the library’s Strategic Planning Committee.
President’s Report
A. Planning Consultant, Ms. Jeanne Goodrich
Mrs. Shatten formally introduced Ms. Jeanne Goodrich to all attendees and said the Strategic Planning Committee would be meeting with Ms. Goodrich on Tuesday, January 9, 2007. Mrs. Shatten said Ms. Goodrich has many years of experience in strategic planning for public libraries and asked Ms. Goodrich to provide an overview of strategic planning. In summary, Ms. Goodrich emphasized that the library’s community based planning committee should match the needs and vision of the community. Ms. Goodrich said Shaker Heights’ diverse community has many different needs and the library is expected to provide services to address those needs. Also, Ms. Goodrich commented that many of the internal library functions that she heard reports on tonight are part of the strategic planning process. Ms. Goodrich said, for example, that budgeting is an allocation of library resources to service the needs of the community and statistics are a compilation of meeting those needs. Ms. Goodrich reviewed her Strategic Planning Orientation handout for the remaining part of her presentation. Mr. McGovern asked how the library can keep the Strategic Plan from being put on the shelf after completion. Ms. Goodrich suggested the library may communicate progress on the implementation of the strategic plan on its website, community newsletter, or even to periodically place it on the board agenda. She also commented it takes discipline to stay with the implementation of the plan. Mr. Schorgl asked about whether the library should inventory services provided by area libraries to see if library services are duplicated and to evaluate what core services our library has to offer in comparison to other libraries. Ms. Goodrich suggested that the library focus on the services it offers to the needs of its community and said the public views libraries as neutral ground. Mrs. Shatten thanked Ms. Goodrich for her presentation.
Community Comments
None
Adjournment
Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 7:31 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, February 12, 2007 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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Tom Schorgl, Secretary