SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, February 12, 2007
Attendance
Members Present: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Members Absent: Mrs. Karon, Mr. Schorgl
Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Pulver, Ms. Miller, Mrs. Scheps, 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 6:30 p.m. in the Main Library Boardroom.
2007-17 Dr. Whyte moved and Mr. Miller seconded the motion to approve the January 8, 2007 organizational board minutes.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
2007-18 Dr. Whyte moved and Mr. Miller seconded the motion to approve the January 8, 2007 regular board minutes.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. New Trustee Search Update
Mr. McGovern reported the Shaker Heights School Board nominating committee is evaluating candidates to fill the two upcoming Trustee vacancies. He said the School Board will act on the nominating committee’s recommendation at their March 2007 regular meeting.
1. Overview of the Strategic Planning Process
2. What is our Task? – Purpose, direction and priorities: defining a course of action
3. Thought Leaders, Stakeholders, and the Environment – Examine options for data collection, analysis and community involvement
4. Publicity Plan & Community Meeting – How to keep the community informed
Mrs. Shatten said the Strategic Planning Committee compiled a list of recommended thought leaders that would be representative of the community. She said these thought leaders would encourage discussions during the open community meetings. Mrs. Shatten said Mrs. Goodrich would attend the library’s professional staff day. Mrs. Shatten also reported the committee was considering establishing a web link on the library’s website to keep the community informed. Mrs. Shatten said the next Strategic Planning Committee meeting would be held on March 8 in the main library boardroom.
C. Contract Approval
Mr. McGovern recommended the Board of Trustees approve Ms. Jeanne Goodrich’s consulting contract for the library’s Strategic Plan. Dr. Benning asked if the scope of the work identified in the contract was adequate for the library. Mr. McGovern and Mrs. Shatten concurred the scope of the contract will meet the needs of the library. Dr. Benning asked if there was a line item in the budget for the fees relating to the services in the contract. Mr. Piskac said the March budget would have a line item for Ms. Goodrich’s services if approved.
2007-19 Mrs. Shatten moved and Dr. Benning seconded the motion to approve Ms. Jeanne Goodrich’s contract for consulting and facilitation services related to the library’s Strategic Planning process.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
Mr. Dickinson introduced Mrs. Scheps and read a letter of praise from a library patron regarding the American Girl book series, which is available in the library’s Children’s Department.
Mrs. Scheps provided a very comprehensive overview of the library’s Children’s Department and reported the following:
· The Children’s Department provides public library services to individuals from birth to age eleven and the Teen Department provides library services from age twelve to teenager.
· Ms. Tricia Springstubb is one of the published authors on the Children’s Department staff.
· The American Girl Dolls thru history program is very popular in the community.
· Mr. David Bergholz, former library Board of Trustee, reads to the children every Wednesday.
· During 2006, the Children’s Department offered 514 programs attended by 9,019 participants.
· During 2006, the Children’s Department Preschool Outreach program visited 14 area schools and offered 335 programs with total attendance of 4,783 participants and circulated 4,587 books.
· The Play and Learn Station is well attended and the 2006 Play and Learn Station’s Wednesday Children and Caregivers program offered 51 programs and was attended by 1,355.
· The 2006 Teen Center attendance increased to 8,442 from 5,619 in 2005.
· The 2006 Teen Summer Reading program had 304 participants.
· The 2006 Summer Reading program, which is solely funded by the Friends of Shaker Library, had 1,835 school age and preschool children participate.
Mrs. Scheps closed her presentation by acknowledging the on-going commitment of her staff to provide professional services to the community.
A. Financial Statements
Mr. Piskac distributed and reviewed the December 2006 Combined Fund Report and the January 2007 revenue and expenditure financial statements and reported the following:
December 2006 Combined Fund Report
Mr. Piskac reported the following:
General Fund
Unexpended Balance: $995,727.92
Encumbrances: 244,875.14
Unencumbered Balance: 750,852.78
All Funds
Unexpended Balance: $1,138,017.07
Encumbrances: 258,908.67
Unencumbered Balance: 879,108.40
January 2007 Financial Statements
Revenue Summary
Mr. Piskac said the library received $701,105.51 in revenue for the month of January, which is $30,453.52 less than January 2006. He explained that the 2007 Real Estate Property Tax revenue was $31,000 less than January 2006 due to the amount of actual tax receipts, but will catch up in the following month. He also reported that Refunds & Reimbursements was $1,174.42 higher than January 2006 because of a $144 Friends of Shaker Library reimbursement and a $795 serial (library materials) refund from 2006.
Expenditure Summary
Mr. Piskac reported January expenditures were $443,089.55 ($553,801.64 – 2006). Mr. Piskac reported the line item Insurance Benefits was $12,912.11 lower than January 2006 because the library’s 2007 workers compensation premium was $14,923.49 less than the 2006 premium. Mr. Piskac also reported the Utilities line item was higher due to two electricity payments that were made in the month. He also reported that the Books and Pamphlets line item was lower due to the change in vendors for leased books from McNaughton to Baker & Taylor. Mr. Piskac said the leased books invoice would be reflected in the February statements and the Baker & Taylor invoice would be approximately $23,000 less than previous McNaughton invoiced amounts.
Bank Reports
Mr. Piskac reported the month-to-date and the year-to-date bank reports would be the same because January is the first reporting period for the year. He said the month-to-date deposits were $701,105.51 and were $258,015.96 greater than month-to-date withdrawal of $443,089.55. He also said the ending bank balance was $1,396,033.03. Mr. Piskac also commented on Bank line item 0002. He said the $110,647.21 was transferred but not constructively paid (expensed) under cash accounting for the February 2, 2007 pay date. He said the amount would be transferred back to Bank line item 0001 on the February 2, 2007 pay date.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,253,686.88, $1,483,735.11 in encumbrances, and an unencumbered balance of ($230,048.23). Mr. Piskac said the January encumbrance amount is so high because it contains annual blanket purchase orders. He also said the unencumbered balance would be positive next month once the library receipts additional real estate advance revenues. Mr. Piskac also reported the unexpended balance for all funds was $1,396,033.03, $1,502,756.24 in encumbrances, and ($106,723.21) in unencumbered funds.
Investment Report
Mr. Piskac reported the January 2007 investment balance was $843,971.16.
Mr. Piskac recommended the Board of Trustees approve the December 31, 2006 Combined Fund Report and the January 2007 financial statements as submitted.
2007-20 Dr. Whyte moved and Dr. Benning seconded the motion to accept the December 31, 2006 Combined Fund Report and January 2007 financial statements.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. 2005/2006 Biennium Audit
Mr. Piskac reported that the 2005/2006 biennium audit is going to be conducted this spring. He said that Jim Zupka, CPA would be again performing the library’s audit. The total cost of the biennium audit would be $9,000 ($45 x 200 hours). Mr. Piskac recommended the Board of Trustees approve the $9,000 audit fee for the 2005/2006 library audit.
2007-21 Dr. Whyte moved and Mrs. Shatten seconded the motion to approve the $9,000 audit fee for the 2005/2006 biennium audit.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Authorization to Transfer Funds from Shaker Heights Public Library – Cleveland Foundation Fund
Mr. Piskac said the library has $27,966 available for spending from the Cleveland Foundation Fund to apply towards the library’s Strategic Plan as of January 1, 2006. Mr. Piskac said that he is waiting for the 2007 allocation amount from the Cleveland Foundation and was advised by them that the amount would be available in mid-February. Mr. Piskac said he completed the library’s request form to receive the 2006 amount over the next four quarters of 2007 and when the 2007 allocation amount is available, he can adjust the transfer amount if necessary. Mr. Piskac said the library would receive the disbursements by electronic wire transfer into the library’s operating account. Mr. Piskac recommended the Board of Trustees authorize him to transfer up to $27,966 from the Shaker Heights Public Library – Cleveland Foundation Fund into the library’s operating bank account to pay for expenditures relating to the library’s strategic plan.
2007-22 Dr. Whyte moved and Mr. Miller seconded the motion to authorize the Clerk-Treasurer to transfer up to $27,966 from the Shaker Heights Public Library – Cleveland Foundation Fund into the library’s operating bank account to pay for expenditures relating to the library’s strategic plan.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. E-Rate Update
Mr. Piskac reported the library will receive $5,876.55 from the E-Rate program for eligible telecommunication expenditures from July 1, 2005 to June 30, 2006. He also said the library’s reimbursement percentage was 50% and the actual reimbursement was reduced because of an $1,800 SBC (now AT&T) win-back credit for using their services. Mr. Piskac said the library should receive a larger E-Rate reimbursement during the current E-Rate fiscal year (July 1, 2006 to June 30, 2007).
E. Approval of Revised Temporary Appropriations
Mr. Piskac recommended revising the following temporary appropriations from January 1, 2007 thru March 2007 for approval as submitted. He said the revisions take into account the 2006 carry-over purchase orders and current year temporary appropriations. Mr. Piskac said the 2006 Final column is listed to show the 2006 final appropriation amount for each account in relation to the Revised column amount.
Account #
|
Description
|
Original |
Revised |
2006 Final
|
|
101.00.51920 |
Tuition Reimbursement |
2,400.00 |
4,800.00 |
2,400.00 |
|
101.00.53290 |
Public Relations |
55,000.00 |
72,012.95 |
56,545.83 |
|
101.00.53610 |
Electricity |
130,000.00 |
148,494.28 |
155,000.00 |
|
101.00.54110 |
Books |
314,000.00 |
409,835.23 |
446,642.10 |
|
101.00.54120 |
Books - Standing Orders |
135,000.00 |
160,028.27 |
156,000.00 |
|
101.00.54215 |
Serials |
77,000.00 |
80,407.28 |
77,198.53 |
|
101.00.54320 |
Videocassettes |
156,000.00 |
173,498.47 |
185,000.00 |
|
101.00.54370 |
Audiocassettes |
123,000.00 |
168,886.68 |
182,659.37 |
|
|
|
|
|
|
|
204.00.55510 |
Furniture & Equipment |
0.00 |
3,000.00 |
|
|
204.00.58999 |
Unallocated Appropriation |
11,827.65 |
8,827.65 |
|
|
|
|
|
|
|
|
206.00.52110 |
Local History Supplies |
0.00 |
3,000.00 |
|
|
206.00.54110 |
Local History Books |
2,500.00 |
3,000.00 |
|
|
|
|
|
|
|
|
401.00.55210 |
Land Improvements |
0.00 |
7,039.13 |
- Flagpole Project |
2007-23 Dr. Whyte moved and Mrs. Shatten seconded the motion to approve the revised temporary appropriations from January 1, 2007 thru March 2007.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
A. Written Report
Mr. Dickinson reported the following:
B. Technology Plan
Mr. Dickinson discussed the 2007-2010 Technology Plan. He briefly referenced the objectives under C1 and noted the new equipment needs on page 7. Mr. Dickinson said the library is budgeting for replacing approximately 18 computers this year. He said the new Microsoft Vista software requires large amounts of memory, which would require the library to invest in additional computer memory in the future. Dr Benning noted to Mr. Dickinson that the Strategic Plan would be the foundation for the Technology Plan and the Technology Plan would be folded under the Strategic Plan. Mr. Dickinson affirmed Dr. Benning’s notation and recommended the Board of Trustees approve the 2007-2010 Technology Plan.
2007-24 Dr. Whyte moved and Mrs. Shatten seconded the motion to approve the 2007-2010 Technology Plan.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. NEO|SO Agreement Update
Mr. Dickinson said Ms. Joyce Dodrill of the County Prosecutor’s office recommended the library join NEO|SO as an affiliate. Mr. Dickinson said the affiliate membership status enables the library to utilize the services offered by NEO|SO, though it would not allow the library to participate in its governance. Mr. Dickinson recommended the Board of Trustees authorize him to enroll the library with NEO|SO as an affiliate membership status effective February 12, 2007.
2007-25 Mr. Miller moved and Dr. Benning seconded the motion to approve affiliate membership with NEO|SO effective February 12, 2007.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. OLC Legislative Update
Mr. Dickinson reported that he received an OLC Public Records legislative update from Ms. Linda Murray of the Ohio Library Council. He said that under HB 9, school district public libraries were excluded from the new regulation. Mr. Dickinson reported that HB 9 takes effect this September and this legislative oversight would be corrected beforehand to include school district libraries.
E. Resolution of Commendation for Norma Jean Vaughn
Mr. Dickinson read a Resolution of Commendation for 25 years of dedicated service by Norma Jean Vaughn. He recommended the Board of Trustees approve the resolution as submitted.
2007-26 Dr. Whyte moved and Dr. Benning seconded the motion to approve the Resolution of Commendation for Norma Jean Vaughn.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
A. Gifts to be accepted and appropriated to the designated funds
Unrestricted Contribution Individual (101-6510)
Joyce and Bob Flescher
In honor of Dr. David Foxman’s 80th birthday $50.00
Bonnie and Abraham Kay
In memory of John Streza, Jr. $25.00
Bertram Woods Branch Fund Unrestricted Contribution (208-6510)
Nikki Schulman
In honor of Helen Freiberg’s 88th birthday $25.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Michael Dundee and Sam Felos $50.00
Mrs. N. Kerr Stuart
Twelve-month subscription to Taste of Home
Twelve-month subscription to Taste of Home’s Light & Tasty
2007-27 Mr. Miller moved and Dr. Whyte seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions
Request for Transfer of Sick Time from Other Employers
Mr. Dickinson reviewed the recommendation from Ms. Kim Cullers, Human Resources Coordinator, regarding the transfer of sick time from other employers. Mr. Dickinson said the library’s current sick time policy provides adequate sick time for employees and has a provision for an employee to receive donated sick leave. Mr. Dickinson agreed that the library should maintain its current sick time policy.
Leave of Absence Request
Mr. Dickinson said he received from Mr. Miles Doane a request for a medical leave of absence. Mr. Dickinson said Mr. Doane requested his leave in advance and would provide the library the actual dates when they are determined by his medical provider. Mr. Dickinson said the medical leave will be greater than 30 days and would require Board approval and he recommended the Board of Trustees approve the medical leave request.
2007-28 Dr. Benning moved and Mrs. Shatten seconded the motion to approve Mr. Doane’s request for a medical leave of absence.
Roll Call: Ayes: Dr. Benning, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
Request for Additional Compensation
Mr. McGovern said he received a request from Mr. Piskac to receive additional compensation for performing payroll duties until a replacement payroll clerk is found. Mr. McGovern said due to the detailed confidential nature of payroll, Mr. Piskac recommended that the library provide him additional compensation to perform the additional payroll duties instead of hiring a temporary agency. Mr. Piskac said based on his experience of temporary personnel, the amount of training and time to learn the position would not be economical for the library. He said the library would actually save money by providing additional compensation instead of hiring an outside contract employment agency or the past compensation level of the prior payroll specialist. Mr. Piskac said that the prior payroll specialist worked approximately 100 hours per month and that he estimated that he would spend approximately an additional 50 hours per month to perform core payroll tasks until a replacement was found. The Board of Trustees took no action due to the lack of required motions.
Announcements
None
Community Comments
None
Adjournment
Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 8:37 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, March 12, 2007 at 6:30 p.m. in the Bertram Woods Branch Meeting Room.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Clerk-Treasurer
_______________________________________
Tom Schorgl, Secretary