SHAKER HEIGHTS PUBLIC LIBRARY

                                                                 Board of Trustees

                                                                  Regular Meeting

                                                           Monday, January 14, 2008

 

Attendance

 

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

 

Members Absent:          Mr. Schorgl, Ms. Shatten, Dr. Whyte

 

Staff Present:                Mr. Dickinson, Ms. Miller, Mr. Piskac, 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 6:49 p.m. in the Main Library Boardroom.

 

Approval of Minutes

 

2008-06            Dr. Hutt moved and Mr. Miller seconded the motion to approve the December 10, 2007 regular board minutes.

 

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

 

                        Nays: None.  Motion carried.

 

President’s Report

 

Mr. McGovern said library levy information was included in the board packet.  He said the packet contained ballot language, a proposed community levy schedule, and background information on the library.

 

Mr. McGovern said he received a letter from the Shaker Heights School Board that Mr. Miller was appointed for a seven-year term.  He also reported the School Board is accepting applications for candidates until February 4 to fill Mr. Schorgl’s unexpired term due to his resignation, which is effective March 31, 2008.

 

Treasurer’s Report

 

A.  Financial Statements

 

Mr. Piskac reviewed the December 2007 revenue and expenditure financial statements and reported the following:

 

Revenue Summary

 

Mr. Piskac said the library received $5,247,436.06 in revenue as of December 31, 2007, which is $10,415.43 less than 2006 after inter-fund revenue is removed.  He explained that the 2007 Real Estate Property Tax revenue was $18,448.10 lower than estimated tax revenue.  He also reported 2008 Estimated Real Estate Property Tax revenue is estimated to be $2,846,678.40, which is approximately $133,000 less than 2007 actual Real Estate Property Tax revenue.  He added the 2008 collection rate estimate was decreased from 98.74% in 2007 to 93.12% for 2008.  Mr. Piskac said decreases in residential valuations contributed to the lower revenue and anticipates further valuation decreases in 2008.

 

Expenditure Summary

 

Mr. Piskac reported the total year-to-date expenditures less transfers were $5,581,069.69 ($5,512,912.93 – 2006) as of December 31, 2007.  Mr. Piskac reported total year-to-date expenditures without transfers and Capital Outlay were $5,515,451.49 ($5,303,582.70 - 2006).  He also reported the library spent $68,156.76 more in 2007 than 2006 without transfers and spent $211,868.79 more without transfers and Capital Outlay.  Mr. Piskac said the library spent $119,583.60 more on employee salaries than 2006 and noted that all expense line items were within budgetary amounts.  He did note that the Professional Services expenditure line item was more than 2006 due to strategic planning and audit fees.

 

Bank Reports

 

Mr. Piskac reported the month-to-date deposit of $160,312.25 was less than the month-to-date withdrawal of $461,643.11.  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 $5,247,439.06 and year-to-date expenditures were $5,581,06.69 and the ending bank balance was $804,386.44, which was approximately $19,000 higher than the estimated $785,717.30.

 

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

 

Mr. Piskac reported the General Fund had an unexpended balance of $634,477.43, $175,093.14 in encumbrances, and an unencumbered balance of $459,384.29.  Mr. Piskac also reported the unexpended balance for all funds was $804,386.44, $175,093.14 in encumbrances, and $629,293.30 in unencumbered funds.

 

Investment Report

 

Mr. Piskac reported the December 2007 investment balance was $384,849.32 and the Star interest rate decreased to 4.53% from 4.67% in November.

 

Mr. Piskac recommended the Board of Trustees approve the December 31, 2007 financial statements as submitted.

 

2008-07            Ms. Allen moved and Mr. Miller seconded the motion to accept the December 31, 2007 financial statements.

 

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

 

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.

2008-08            Dr. Hutt moved and Mr. Miller 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, Dr. Hutt, Mr. Miller, Mr. McGovern

 

                        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

 

2008-09            Mr. Miller moved and Dr. Hutt 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: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. McGovern

 

                                    Nays: None.  Motion carried.

 

D.  Authorize the Clerk-Treasurer to make intra-fund transfers when necessary during fiscal year 2008.

 

2008-10            Dr. Hutt moved and Mr. Miller seconded the motion to authorize the Clerk-Treasurer to make intra-fund transfers when necessary during fiscal year 2008.

 

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

 

                                    Nays: None.  Motion carried.

 

E.  Approval of Modification of Appropriations & 2007 Final General Fund Appropriation

 

Mr. Piskac recommended the following modification of appropriations from December 4, 2007 thru December 31, 2007 for approval as submitted.

 

Transfer From

 

Transfer To

 

Amount

 
Description

101.00.51140

 

101.00.51120

 

25,830.75

 

Cover Salary Expense

101.00.51160

 

101.00.51120

 

2,289.30

 

Cover Salary Expense

101.00.54110

 

101.00.54320

 

20,000.00

 

Material Budget Revision

101.00.54520

 

101.00.54510

 

370.23

 

Interlibrary Loan Fee Revision -OHIONET

101.00.58999

 

101.00.54610

 

100.00

 

Interlibrary Loan Fee Revision - OHIONET

101.00.58999

 

101.00.52110

 

11,253.85

 

Library Bags – Circulation

101.00.58999

 

101.00.53130

 

1,500.00

 

EE Conference Travel Revision

101.00.58999

 

101.00.51150

 

12,793.84

 

Cover Salary Expense

101.00.58999

 

101.00.51120

 

7,131.56

 

Cover Salary Expense

101.00.58999

 

101.00.53130

 

200.00

 

EE Conference Fee Revision

 

 

 

Approval of Final 2007 Appropriation

 

Mr. Piskac reviewed the final 2007 appropriation for the General Fund.  He said the final appropriation includes the decrease in actual revenue received by library.  The revised total General Fund appropriation is $5,794,088.59.

 

Mr. Piskac recommended the Board of Trustees approve the December appropriation modifications and 2007 final appropriation as submitted.

 

2008-11            Dr. Hutt moved and Ms. Allen seconded the motion to approve the modification of appropriations for December 4, 2007 thru December 31, 2007 and to approve the 2007 final appropriation as submitted

 

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

 

                        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)

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 Kinkos (Public Relations Printing)

Fifth Third Bank (Banking & Credit Card Processing Services)

Gale Group

Gardiner Trane (HVAC Maintenance – Bertram Woods)

Grey House Publishing

HSM Security Monitoring (Main Fire and Security alarm)

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

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

Shaker Family Center

Shamrock Graphics

Sovereign Industries

Standard & Poor’s

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 Frank Gates Service Company (Manage Worker’s Compensation)

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 2008.

 

2008-12            Dr. Hutt moved and Ms. Allen seconded the motion to authorize the renewal of the above 2008 contracts and services over $2,000 per year.

 

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

 

                                    Nays: None.  Motion carried.

 

G.  Approve institutional membership and the payment of dues to the following organizations in 2008:

 

                    Employers Resource Council

                    Northeast Ohio Regional Library System (NEO-RLS)

                    Ohio’s Cooperative Purchasing Program

                    Ohio Library Council

                    OHIONET

 

2008-13            Ms. Allen moved and Mr. Miller seconded the motion to approve institutional membership and the payment of dues to the above organizations in 2008.

 

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

 

                                    Nays: None.  Motion carried.

 

Director’s Report

 

A.  Written Report

 

Mr. Dickinson provided a summary of meetings he attended and said he just returned from the Midwinter ALA Conference in Philadelphia.

 

B.  Salary Comparison

 

Mr. Dickinson reviewed his Board packet handout comparing Shaker Heights Public Library’s beginning MLS Librarian salary and the national median.  He said that based on the statistics, the library is catching up and closing the gap.

 

C.  Circulation Report

 

Mr. Dickinson reviewed library circulation from 2000 through 2007 and said the library experienced positive growth and 2007 circulation was an all-time record at 1,330,555.  He further reviewed the various circulation categories and commented that circulation for books and videos are about split and vary very slightly from year-to-year.  Mr. Dickinson said the circulation numbers of some area libraries are relatively flat in comparison to Shaker Heights Public Library.

 

New Business

 

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

 

Unrestricted Contribution Individual (101-6510)

Melissa Hintz and James Trapp                                      $100.00

Joan Steinberg                                                                           $50.00

Christmas gift in honor of Kate and David Burleigh

 

Sheldon “Skip” Baumoel Trust Fund (206-6510)

Julie Baumoel

In memory of Sheldon Baumoel                          $100.00

 

Bertram Woods Branch Fund Unrestricted Contribution (208-6510)

Helen and Donald Freiberg                                                        $25.00

Ethel Nathanson                                                                        $10.00

 

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer

            In memory of Nellie Bucca                                            $25.00

            In memory of Sylvia Friedman                                        $25.00

                                    In memory of Gordon “Dean” Osbourn               $25.00

 

2008-14            Ms. Allen moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.

 

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

 

                                    Nays: None.  Motion carried.

 

B.  Personnel Actions

 

Status Changes (information only)

 

 

Patricia Golden, Circulation Services Assistant, Level 106, change in status

from half-time to full-time, effective December 12, 2007

 

Ike Pulver, Deputy Director, Level 116, resigned effective December 14, 2007

Lynne Miller, Branch Manager, appointed Interim Main Library Manager,

Level 115, effective January 2, 2008

Ed Rossman, Adult Services Librarian, appointed Interim Branch Manager,

Level 114, effective January 2, 2008

 

Ray Zapp, IT Manager, assigned interim supervisor of Training Specialist,

effective January 2, 2008

MeShelle Barclay, promoted to half-time Circulation Services Assistant, Level

                        106, effective January 6, 2008

 

2008 Wage Increase

 

Mr. McGovern asked for a motion for a 3.5% wage increase for staff from their respective midpoint level effective with the January 18, 2008 pay date.  He also reviewed the revised library compensation scale and Mr. Dickinson added that the beginning compensation rates were increased by approximately 8% for most levels and the entry-level compensation rate for an MLS librarian was increased 8% from $15.80 to $17.06, which helps the library attract new librarians.  Mr. Dickinson also commented that the increased entry-level MLS librarian rate closes the hourly rate gap of area libraries, except CPL.  Mr. McGovern said further review of staff wages would be done during the compensation study.

 

2008-15            Dr. Hutt moved and Mr. Miller seconded the motion to approve a 3.5% wage increase for staff based on their respective midpoint level effective with the January 18, 2008 pay date.

 

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

 

                                    Nays: None.  Motion carried.

 

2008 Compensation for Director and Clerk-Treasurer

 

Mr. McGovern reviewed the evaluation process taken with the Director and Clerk-Treasurer and said the personnel committee recommends a 3.5% annual increase for both the Director and Clerk-Treasurer.

 

2008-16            Ms. Allen moved and Mr. Miller seconded the motion to approve a 3.5% annual increase for both the Director and Clerk-Treasurer.

 

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

 

                                    Nays: None.  Motion carried.

 

Announcements

 

            None

Community Comments

 

            None

 

Executive Session

 

Mr. McGovern asked for a motion to enter Executive Session to discuss items of personnel.  He said no action would be taken, except adjournment.

 

2008-17            Mr. Miller moved and Ms. Allen seconded the motion to enter Executive Session to discuss items of personnel.

 

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

 

                                    Nays: None.  Motion carried.

 

            The Board of Trustees entered Executive Session at 7:25 p.m. to discuss items of personnel.

 

2008-18            At 7:49 p.m., Dr. Hutt moved and Mr. Miller seconded the motion for the Board of Trustees to enter regular session.

 

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

 

                                    Nays: None.  Motion carried.

 

Adjournment

 

Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 7:50 p.m.  The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, February 11, 2008 at 6:30 p.m. in the Main Library Boardroom.

 

 

 

_______________________________________     

Ken McGovern, President

 

 

 

                                                            _______________________________________

                                                                        David D. Piskac, Clerk-Treasurer

 

 

 

                                                                                    _______________________________________

                                                                        Jeanne Shatten, Secretary