SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, January 12, 2009

Attendance

Members Present: Ms. Allen, Mr. Anderson, Dr. Hutt,, Mr. Miller, Mr. McGovern,

Ms. Shatten, Dr. Whyte

Members Absent:

Staff Present: Mr. Dickinson, Mr. Piskac, Ms. Switzer

Others: Evelyn Krent, League of Women Voters Representative

Dr. Whyte called the regular meeting of the Shaker Heights Public Library Board of Trustees to order at 6:45 p.m. in the Main Library Boardroom.

Approval of Minutes

2009-06 Ms. Allen moved and Mr. McGovern seconded the motion to approve the December 8, 2008 regular board minutes.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

Fiscal Officer’s Report

A. Financial Statements

Mr. Piskac reviewed the December 2008 revenue and expenditure financial statements and reported the following:

Revenue Summary

Mr. Piskac said the library received $5,289,443.26 in revenue as of December 31, 2008, which is $42,004.20 more than 2007 after inter-fund transfers are removed. He reported the Public Library Fund – State Revenue was $1,819,747.09 for 2008, which was $29,851 lower than 2007. He also reported that the 2008 Real Estate Property Tax revenue was $83,383.59 higher than 2007 tax revenue. Mr. Piskac said the library investment interest revenue decreased by 61% due to lower available cash for longer-term investments and lower interest rates. He also reported Meeting Room revenue was $7,590, which is 8% lower than 2007. Mr. Piskac reported that overall revenue was $73,058.72 higher than estimated.

Expenditure Summary

Mr. Piskac reported the total year-to-date expenditures less transfers were $5,434,493.89 ($5,581,069.69 – 2007) as of December 31, 2008, which is $146,575.80 or approximately 3% less than 2007. Mr. Piskac reported that employee vacancies contributed to the lower Salaries and Employee Benefits expenditure line item. He said this line item would increase as the positions are filled during 2009. Mr. Piskac also reported lower expenditures in the materials budget also contributed to the overall lower spending. He said total year-to-date expenditures less transfers were $5,434,493.89, which is $441,975.06 less than the total $5,876,468.95 2008 combined appropriations less transfers and unallocated appropriations. Overall, Mr. Piskac also reported that the total 2008 expenditures were approximately 8% less than 2007 expenditures less inter-fund transfers, but overall revenue was $145,050.63 less than total expenditures.

Bank Reports

Mr. Piskac reported the month-to-date deposit of $239,176.84 was less than the month-to-date withdrawal of $393,273.01. He said the library did not receive any real estate tax payments and the HERB payment was received a month earlier in November. Mr. Piskac also reported the year-to-date deposits were $5,289,443.26 and year-to-date expenditures were $5,434,493.89 and the ending bank balance was $659,335.81, which was approximately $9,000 higher than the estimated ending bank balance of $650,000. Mr. Piskac also reported that the ending cash balance decreased by 18% since January 1, 2008, but anticipates the cash balance to increase during 2009 with additional funding from the replacement levy.

Combined Month-to-Date/Year-to-Date Fund Report

Mr. Piskac reported the General Fund had an unexpended balance of $563,119.58, $197,335.09 in encumbrances, and an unencumbered balance of $365,784.49. Mr. Piskac also reported the unexpended balance for all funds was $659,335.81, $210,201.64 in encumbrances, and $449,134.17 in unencumbered funds.

Investment Report

Mr. Piskac reported the December 2008 investment balance was $424,500.50 and the Star interest rate decreased to 1.41% from 1.98% in November.

Mr. Piskac recommended the Board of Trustees approve the December 31, 2008 financial statements as submitted.

2009-07 Mr. Anderson moved and Mr. McGovern seconded the motion to accept the December 31, 2008 financial statements.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. 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.

2009-08 Mr. McGovern moved and Dr. Hutt 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: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

C. Authorize Fiscal Officer to invest available funds in U.S. Securities or certificates of deposit with Fifth

Third Bank, Charter One, or in Star-Ohio

2009-09 Dr. Hutt moved and Mr. Miller seconded the motion to authorize the Fiscal Officer 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: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

D. Authorize the Fiscal Officer to make intra-fund transfers when necessary during calendar year 2009.

2009-10 Ms. Allen moved and Mr. Anderson seconded the motion to authorize the Fiscal Officer to make intra-fund transfers when necessary during calendar year 2009.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

E. Approval of December 2008 Modification of Appropriations

Mr. Piskac recommended the following modification of appropriations for December 2008 for approval as submitted.

Transfer From		Transfer To		Amount		Description
101.00.53240	101.00.53210		100.00		Cover Telephone Invoice
101.00.53310	101.00.53320		3,421.96		Cover 08/09 HVAC Maintenance Contract
101.00.53810	101.00.54510		7,500.00		Cover CPL Contract thru December
101.00.53995	101.00.53910		700.00		Cover Temporary Contract Help for December
101.00.54120	101.00.54110		6,103.09		Reclass Material Budget
101.00.54150	101.00.54110		882.87		Reclass Material Budget
101.00.54215	101.00.54320		5,797.00		Reclass Material Budget
101.00.54215	101.00.54110		6,600.54		Reclass Material Budget
101.00.54370	101.00.54320		394.43		Reclass Material Budget
101.00.54520	101.00.54930		477.37		Reclass Material Budget
101.00.58999	101.00.54320		2,853.00		Cover Material Budget Purchase Order
	101.00.54110		844.02		Cover Material Budget Purchase Order
	101.00.53910		50.00		Cover Temporary Contract Help for December
	101.00.53810		23,000.00		Cover CPL Contract thru February 09
	101.00.53620		340.00		Cover Natural Gas Purchase Order Entry
	101.00.53610		13,000.00		Cover Electric Purchase Order December/January
	101.00.53560		350.00		Cover Equipment Lease Contract Service
	101.00.53340		2,840.00		Snow Plowing - Theft of Snow Plow Part
	101.00.53320		300.00		Cover HP Printer Fusing Assembly Repair
	Total:		$75,554.28

2009-11 Ms. Allen moved and Mr. Miller seconded the motion to approve the December 2008 modification of appropriations as submitted.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. 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)

Avizent (Manage Worker’s Compensation)

Baker & Taylor (Books)

BBC Audio Books America

Behavior Management Associates (EAP)

Bernan Associates

Blackstone Audio Books

Book Wholesalers, Inc.

CASS Information (Dominion East Ohio Gas Co-op)

City of Cleveland - Division of Water and Sewer

City of Shaker Heights

Cleveland Public Library (CLEVNET)

CMI (Business Office Software Maintenance)

ComDoc (All Copiers)

Dell Marketing, L.P. (Computer purchases)

Demco

EBSCO

Enviro Chemical

FedEx Office (Public Relations Printing)

Fifth Third Bank (Banking & Credit Card Processing Services)

Gale Group

Gardiner Trane (HVAC Maintenance – Bertram Woods)

Grey House Publishing

Ingram Book Company

Jakprints

McQuay Service (Air Conditioning Chiller)

Metlife

Midwest Tape Exchange

Office Depot

Ohio Bureau of Worker’s Compensation

OPERS

Paycor (Payroll Service)

Porath Print Source (Public Relations Printing)

Proquest, LLC

Random House

Recorded Books, LLC

Shaker Family Center

Shamrock Graphics

Sovereign Industries

Standard & Poor’s

Stanley Security (Main Fire and Security alarm)

State Library of Ohio (Daily Delivery Service)

Structured Employee Benefits of Ohio (Employee Benefits)

Sun News

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

The Illuminating Company

Thyssenkrupp Elevator Corp (Elevator Maintenance)

United States Postal Service

UNUM (Disability Insurance)

West Group

Mr. Piskac recommended the above contracts and services for 2009.

2009-12 Ms. Shatten moved and Mr. McGovern seconded the motion to authorize the renewal of the above 2009 contracts and services over $2,000 per year.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

G. Approve institutional membership and the payment of dues to the following organizations in 2009:

Employers Resource Council

Northeast Ohio Regional Library System (NEO-RLS)

Ohio’s Cooperative Purchasing Program

Ohio Library Council

OHIONET

2009-13 Ms. Allen moved and Mr. Miller seconded the motion to approve institutional membership and the payment of dues to the above organizations in 2009.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

Director’s Report

A. Written Report

Mr. Dickinson provided a summary of meetings he attended and said he is looking forward to attending the ALA Midwinter Conference as is Ms. Switzer.

Mr. Dickinson reported that the Myers Briggs test was going to be taken by the Executive Team later this month.

Mr. Dickinson said that Ms. Switzer was participating in the annual MLK Student Writing Contest Award Ceremony this Friday.

Mr. Dickinson reported that library was going to save approximately $17,000 under the 2009/10 CLEVNET contract due to a decrease in database access charges.

B. Circulation Report

Mr. Dickinson reviewed the 2008 library circulation statistics and said overall circulation increased by 2.59% over 2007. He said 2008 circulation was another year of positive growth and set another all-time record of 1,365,022. He said circulation at the Main library was 4.54% higher than 2007 and Bertram Woods was 4.26% less than 2007. He further reviewed the various circulation categories and commented that circulation for non-print materials has been slightly higher than for print materials the last two years. Mr. Dickinson said the library is a net lender of library materials with the library lending about 35% more materials to other libraries than it receives.

C. Pre-Construction & Joint Use Agreement Update

Mr. Dickinson said he received an email today from Ms. Joyce Dodrill, Assistant Prosecuting Attorney regarding the Architect contract and Pre-Construction & Joint Use Agreement. He reported that Ms. Dodrill said the draft agreement can be approved by the library Board in substantially the same form presented, subject to any subsequent nonmaterial changes that are approved by the Board President and legal counsel. Mr. Dickinson reviewed the draft agreement and recommended that the Board of Trustees approve the draft architect contract as submitted. He noted once both the library and school Boards approve the agreement, the finalized contract can be negotiated with the architect.

2009-14 Mr. McGovern moved and Ms. Shatten seconded the motion to approved the draft

Pre-Construction & Joint Use Agreement and authorized any subsequent nonmaterial changes that are approved by the Board President and legal counsel.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, 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 $50.00

Christmas gift in honor of Kate and David Burleigh

Constance Townsend $100.00

In memory of Richard Ruhlman

Bertram Woods Branch Fund Unrestricted Contribution (208-6510)

Joseph Kickel $20.00

Ethel and Fred Nathanson $10.00

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer

In memory of Lelabelle Freeman $25.00

In memory of Thomas Keifer $25.00

Frances Belman Fund (210-6110)

Marilyn and Michael Gardner $25.00

2009-15 Ms. Allen moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Nays: None. Motion carried.

B. Personnel Actions (information only)

Michelle Garnett, demoted from Senior Account Clerk, Level 109 to Page II, Level

103, effective December 29, 2008

Community Comments

None

Announcements

Dr. Whyte commended Mr. McGovern for his three years of service as the library Board President. She also thanked Ms. Allen for notifying the Board about the Diane Rehm show on NPR that included leading library professionals discussing the impact of the recession on public libraries.

Adjournment

Dr. Whyte said that there being no further business, Ms. Shatten moved and Mr. Anderson seconded the motion and Board members agreed unanimously to adjourn the regular board meeting at 7:58 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Tuesday, February 10, 2009 at 6:30 p.m. in the Main Library Boardroom.

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Dr. Donna Whyte, President

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David D. Piskac, Fiscal Officer

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Kurt Miller, Secretary