SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, February 13, 2006
Attendance
Members Present: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte
Members Absent: Mr. Parsons
Staff Present: Mr. Dickinson, Ms. Lamont, Mr. Piskac, Mr. Pulver
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 6:32 p.m. in the Main Library Boardroom.
2006-19 Dr. Whyte moved and Dr. Benning seconded the motion to approve the January 9, 2006 organizational meeting minutes.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
2006-20 Dr. Benning moved and Mrs. Karon seconded the motion to approve the January 9, 2006 regular board meeting minutes.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
Mr. Schorgl arrived at 6:35 p.m.
President’s Report
A. Board retreat
Mr. McGovern discussed the future board retreat and said the board retreat would be held on a Saturday in May. Mr. McGovern explained the two new board members would be appointed in April and would be able to participate in the retreat. Mr. McGovern said final scheduling of the board retreat would be revisited in April.
B. April Board meeting date
Mr. McGovern said the regular Board meeting date would be moved from April 10 to April 17 in the Main Library Boardroom at 6:30 p.m.
A. Financial Statements
Mr. Piskac reviewed the January 2006 revenue and expenditure financial statements and reported the library received $731,559.03 ($757,885.11 - 2005), which is 3.5% lower than 2005. Mr. Piskac attributed a lower January real estate advance for the decline in revenue. Mr. Piskac added the projected collection rate for 2006 is 98.25% down from 98.45% in 2005. Mr. Piskac said he is contacting the county to see if they have collection information on remaining real estate advances. Mr. Piskac reported the January State Income Tax is the same as 2005 ($137,254.82) and the library interest on investments is almost twice as much as 2005. Mr. Piskac said the library received its monthly $2,566.50 cell tower lease payment and indicated the 2005 column was zero because the cell tower receipt was received late and posted in February. Next, Mr. Piskac reviewed the summary expenditures statement and reported the library expended $553,801.64 ($466,950.01- 2005). Mr. Piskac said Salaries and Employee Benefits were higher than 2005 due to the transition of pay rates in January. Mr. Piskac explained that January 2006 payroll expenditures contain one pay period at 2006 rates and one pay period at 2005 rates. Mr. Piskac further said the January 2005 payroll expenditures contain one pay period at 2005 rates and one pay period at 2004 rates, which creates a larger variance when comparing different years. Mr. Piskac said the expenditure line item Library Materials Control Services is lower than last year due to the change in the monthly allocation of Cleveland Public Library’s service contract to three different accounts rather than to this one account. In addition, Mr. Piskac said in January 2005, the library paid the December 2004 and January 2005 monthly service fee in January 2005. Mr. Piskac commented that the expenditure category Library Materials and Information is higher than last year due to the increased efficiency in processing library material invoices for payment. Mr. Piskac reported the January 2006 payment for the 2005 computer order is reflected in expenditure line item Furniture and Equipment. Then, Mr. Piskac reported the month-to-date and year-to-date bank reports are the same because it is the first month of the reporting period. Mr. Piskac commented that deposits of $731,559.03 exceeded expenditures of $553,801.64 and the ending bank balance is $1,570,832.90. Next, Mr. Piskac reported the encumbrances on the fund report were $1,291,189.87, which is high due to the blanket purchase orders that are entered at the beginning of the fiscal year. Mr. Piskac commented that the 200 series funds that will replace the 700 series funds would be on the fund report for next month once the ongoing CMI problems are resolved. Lastly, Mr. Piskac reviewed the January 2006 investment report and reported that the library took advantage of another investment opportunity with Fifth Third Bank. The new investment is with Fannie Mae bond securities for $251,800 with an interest rate of 4.5%. Mr. Piskac said the term of the investment is one year. Mr. Piskac reported the library would receive on February 13, 2006, $4,062.50 of interest on its other Fannie Mae bond investment.
Mr. Piskac recommended the Board of Trustees approve the January 31, 2006 financial statements as submitted.
2006-21 Mr. Bergholz moved and Dr. Whyte seconded the motion to accept the January 31, 2006 financial statements.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte
Nays: None. Motion carried.
B. E-Rate Update
Mr. Piskac reported that he received E-Rate funding notification from the Schools and Libraries Division (SLD) for FY06. Mr. Piskac announced the library was awarded $14,748 for qualifying telecommunication expenditures. Mr. Piskac said the library would have to spend $29,496 in qualifying telecommunication expenditures to receive the full reimbursement (50% discount). Mr. Piskac said at the end of the FY06, he would complete the BEAR 486 form and submit it to E-Rate. Mr. Piskac said the library should receive reimbursement by August 2006. In closing, Mr. Piskac said he is completing Form 471 for funding year FY07.
C. Estimated TEL Amendment Impact
Mr. Piskac referenced the Estimated TEL Amendment Impact worksheet for the library. Mr. Piskac explained the format of the worksheet and the various computations. Mr. Piskac explained that the first part of the worksheet determines the entities inflation factor and population levels between fiscal years. Mr. Piskac commented that the library’s total CPI-U Midwest % change and population % change is less than the baseline of the 3.5% TEL Amendment cap rate. Mr. Piskac said the library’s annual expenditures would not be permitted to increase 3.5% over the prior fiscal year unless the CPI-U percentage and county population percentage increased above 3.5%. Mr. Piskac explained the TEL Amendment expenditure computation is determined by taking the prior fiscal year expenditures and subtracting LLGSF revenue and other revenue received from outside sources such as Friends of Shaker Library or grants. Next, Mr. Piskac said the sum expenditure amount is multiplied by the TEL cap (3.5%) and the reduced LLGSF funding up to 20% in some fiscal years is added back to the TEL computation including outside funding sources to determine the next fiscal year expenditure limitation. In summary, Mr. Piskac said the TEL Amendment would hinder the library from expending any funds for capital outlays or appropriate funding for increases in operating expenditure such as natural gas unless the voters of Shaker Heights approved those increased expenditures. In closing, Mr. Piskac estimated that if the TEL Amendment was implemented in 1993, it would have reduced library spending by $1,086,479 and significantly reduced LLGSF funding by $2,297,568 million (net effect $1,211,088) from 1993 to 2003.
Special Report – Technical Services Department
Mr. Dickinson introduced Ms. Loraine Lamont, Supervisor of the Technical Services Department, to present an overview of her department. Ms. Lamont provided a detailed overview of the Technical Services Department and the services that the department provides to library operations. Ms. Lamont distributed a 2005 Technical Services Report, which outlined the various changes in the department such as methods of ordering, staff changes and statistics on over 49,000 items ordered. Ms. Lamont also handed out a listing of employees and their role in the Technical Services Department. In closing, Ms. Lamont thanked the Board of Trustees for the opportunity to showcase the Technical Services Department and expressed how fortunate she was to be able to work with such a hard working group of employees. Board members thanked Ms. Lamont for her presentation and thanked employees of the Technical Services Department for their dedicated service.
Director’s Report
A. Written Report
B. Annual Report
Mr. Dickinson reviewed the 2005 annual report and said the number of library cardholders has increased over 2004. Mr. Dickinson pointed out statistics to the various library programs and services. Mr. Dickinson also briefly reviewed the summary fiscal information.
C. Technology Plan Draft
Mr. Dickinson presented the library’s 2006-2009 Technology Plan. Mr. Dickinson mentioned the technology plan is a requirement for E-Rate funding and for internal planning purposes.
Mr. Dickinson recommended the Board of Trustees approve the 2006-2009 Technology Plan as submitted.
2006-22 Mr. Bergholz moved and Mrs. Karon seconded the motion to approve the 2006-2009 Technology Plan.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte
Nays: None. Motion carried.
D. March 10 Staff Day
Mr. Dickinson announced that staff day is scheduled for Friday, March 10. The theme is safety and security. Mr. Dickinson said the library would reopen at 1 p.m.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund (711-6510)
Randy Kammer
In memory of Richard Kidder $25.00
In memory of Linda Green Proctor $25.00
In memory of Anthony Sartiano $25.00
2006-23 Mr. Bergholz moved and Dr. Benning seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions (information only)
Kathy Fehrenbach, Senior Children’s Librarian, Level 112, resigned, effective January 2, 2006
Michael Barnes, Custodian, Level 105, resigned, effective January 13, 2006
Community Comments
None
Announcements
Mr. Piskac announced that the next regular board meeting will be held at the Bertram Woods Branch Community Room on March 13, 2006 at 6:30 p.m.
Adjournment
There being no further business, Mr. Bergholz moved and board members unanimously agreed to adjourn the regular board meeting at 7:48 p.m.
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Ken McGovern, President
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David D. Piskac, Clerk-Treasurer
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Donna Whyte, Secretary