SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Tuesday, February 10, 2009
Attendance
Members Present: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller,
Dr. Whyte
Members Absent: Ms. Shatten
Staff Present: Mr. Dickinson, Ms. Leventhal, Ms. Miller, 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 6:34 p.m. in the Main Library Boardroom.
2009-16 Ms. Allen moved and Mr. Miller seconded the motion to approve the January 12, 2009 organizational meeting minutes.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
2009-17 Ms. Allen moved and Mr. Miller seconded the motion to approve the January 12, 2009 regular meeting minutes.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
Dr. Whyte reported the School Board reappointed Ms. Allen for a full seven-year term starting April 1, 2009 and ending March 31, 2016.
Staff Presentation – Audrey Leventhal – Game Systems Demonstration
Mr. Dickinson introduced Audrey Leventhal, Young Adult Specialist, to discuss the library gaming activity. Ms. Leventhal said the library received funding from the Cuyahoga County Out-of-School Time grant to purchase gaming equipment. She said the library purchased three large screen TVs, three game systems, PlayStation 3, Xbox 360 and Wii. Ms. Leventhal said she was originally not a supporter of video games in the library. She related a story where she observed two young teens, who were repeat behavior problems, showing up to play at a gaming event at the library. The two boys were playing Wii when another boy wanted to join in. Ms. Leventhal gently reminded the two boys that another boy wanted to play. Initially, Ms. Leventhal thought she would have to intervene on behalf of the new player, but was surprised at how willing the two boys were to allow the new boy to play. Ms. Leventhal said she observed the boys laughing, cheering each other on, and apologizing for their errors. During their hour of play, Ms. Leventhal said that she observed a number of positive social behaviors, such as, showing respect for others, taking turns, giving compliments, accepting consequences, compromising on issues, and asking questions. After seeing how the boys behavior changed so positive within the hour, Ms. Leventhal said she changed to a supporter of video games in the library. Ms. Leventhal hopes to find a permanent place in the library to set up the gaming equipment where it can be secured and remain set up for use. After the presentation, Ms. Leventhal demonstrated Wii Bowling to Board members. Afterwards Board members tried the game.
A. Financial Statements
Mr. Piskac reviewed the January 2009 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac reported January 2009 revenues were $857,381.09 ($731,098.10 – 2008), which is $126,282.99 more than 2008. He reported the Public Library Fund – State Revenue was $143,522.86 for 2009, which was $2,900.33 or 2% lower than 2008. He also reported that he learned today that the February distribution would be $28,771.74 or 14.4% less than last year. He said the combined January and February distribution amounts would be 9.1% lower than 2008. He reported the Real Estate Property Tax revenue was $137,000 or 25% higher than 2008 tax revenue due to the replacement levy. Mr. Piskac said the library investment interest revenue is significantly lower due to low interest rates and lower available cash for longer-term investments. He also reported Meeting Room revenue was $720 or 40% lower than 2008. Mr. Piskac said he did not hear anything from Verizon regarding the cell tower lease. He also reported the Refunds & Reimbursements included a $4,000 Homework Helper program reimbursement from the Friends of Shaker Library.
Expenditure Summary
Mr. Piskac reported January 2009 expenditures were $493,730.33 ($380,303.59 – 2008), which is $113,426.74 more than 2008. Mr. Piskac said January was a three-pay month and the extra pay added $113,144.80 in salary and wages and $1,477.67 in Medicare. He also reported that the Insurance Benefits were higher due to health insurance premium increases and the Library Materials Control Services had an $11,073.59 payment to Cleveland Public Library for automation services, which was a timing difference during 2008.
Bank Reports
Mr. Piskac reported the month-to-date and year-to-date reports would be the same because it is the first reporting month of the fiscal year. He said the library received deposits totaling $857,381.09 and expended $493,730.33, which increased the library’s cash position by $363,650.76 to $1,022,986.57.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $924,354.72, $1,416,956.24 in encumbrances, and an unencumbered balance of $(492,601.52). He said the high encumbrance balance is due to the library’s annual blanket purchase orders. Mr. Piskac also reported the unexpended balance for all funds was $1,022,986.57, $1,446,629.84 in encumbrances, and $(423,643.27) in unencumbered funds.
Investment Report
Mr. Piskac reported the January 2009 investment balance was $377,008.44 and the Star interest rate decreased to 0.70 from 1.41% in December.
Mr. Piskac recommended the Board of Trustees approve the January 31, 2009 financial statements as submitted.
2009-18 Mr. McGovern moved and Mr. Anderson seconded the motion to accept the January 31, 2009 financial statements.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
B. E-Rate Update
Mr. Piskac reported the library has applied for E-Rate funding for FY10 (July 1, 2009 to June 30, 2010) and estimated the library would receive approximately $9,000 for FY09 reimbursements. He said the library receives reimbursements for telecommunication services and OPLIN receives E-Rate reimbursements to provide Internet access for area libraries.
C. Authorization to Obtain Quotes for Security Maintenance and Monitoring
Mr. Piskac said the Main library security maintenance and monitoring agreement with Stanley Security was up for renewal May 31, 2009. Mr. Piskac recommended the Board of Trustees authorize him to obtain quotes for security maintenance and monitoring services for Main library.
2009-19 Ms. Allen moved and Mr. McGovern seconded the motion to authorize the Fiscal Officer to obtain quotes for the Main library security maintenance and monitoring.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
D. Authorization to Obtain Quotes for Library Banking Services
Mr. Piskac said the library five-year banking agreement is up for renewal April 1, 2009 for another five-year term. He reported that he sent out RFPs to area banks including Fifth Third Bank, which is the current bank for the library, and anticipates a strong response. He said the successful bank would be brought to the March Board meeting for consideration and approval. Mr. Piskac recommended the Board of Trustees authorize him to obtain quotes for library banking services with a contract term from April 1, 2009 to March 31, 2014.
2009-20 Dr. Hutt moved and Mr. Miller seconded the motion to authorize the Fiscal Officer to obtain quotes for library banking services with a contract term from April 1, 2009 to March 31, 2014.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
E. Authorization to Negotiate Upgrading the Second Floor APM with Comprise Technologies
Mr. Piskac reported the library has installed two APMs from Comprise Technologies on the first and second floor of the library. Mr. Piskac said the second floor APM has on-going printer issues and does not allow the library to empty the coin storage tubes unless the staff member takes the coin drop assembly apart. Mr. Piskac said he discussed these issues with Comprise Technologies and they said there was not much they could do about the issues. Mr. Piskac said Comprise Technologies might be able to upgrade the second floor machine to the same model as the first floor machine, which does not have these problems. Mr. Piskac recommended the Board of Trustees authorize him to negotiate upgrading the second floor APM to the same model as the first floor APM.
2009-21 Mr. McGovern moved and Ms. Allen seconded the motion to authorize the Fiscal Officer to negotiate upgrading the second floor APM to the same model as the first floor APM.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
Director’s Report
A. Written Report
Mr. Dickinson provided a summary of meetings he attended.
Mr. Dickinson reported that the Executive Team members took the Myers Briggs test and members had reviewed results with Marty Pollock individually. The Executive Team will also be meeting with Mr. Marty Pollock on February 19, 2009. In addition, the Administrative Team will meet with Mr. Pollock on February 26, 2009 and again on March 5.
He spoke with Ms. Joanne Federman regarding the reduced hours of the Play and Learn Center due to loss of a funding source.
B. Architect Contract Update
The library is waiting for the school attorney to finish his review of the proposed architect contract so that we can begin negotiations with Van Dyke Architects.
C. 2008 Statistics and Reports
Mr. Dickinson reviewed the library’s 2008 Year in Review statistics and reports. He commented that the library’s circulation was 1,365,022. Ms. Switzer also reported the annual inventory turnover ratio for books and AV material was 4.83.
D. Employee ID Badges
Mr. Dickinson recommended the Board of Trustees approve the following Employee Identification Badge policy.
ALL EMPLOYEES WILL BE ISSUED AN EMPLOYEE IDENTIFICATION BADGE WITH THE EMPLOYEE’S NAME, POSITION, DEPARTMENT AND PHOTOGRAPH.
BADGES MUST BE WORN IN A VISIBLE LOCATION AT ALL TIMES WHILE WORKING AT THE LIBRARY. LOST OR STOLEN BADGES SHOULD BE REPORTED TO SECURITY. A FEE OF $5.00 WILL BE ASSESSED FOR ALL REPLACEMENT BADGES. FAILURE TO WEAR YOUR IDENTIFICATION BADGE OR EXCESSIVE LOSS OR DAMAGE TO CARDS MAY LEAD TO DISCIPLINARY ACTION.
UPON TERMINATION, EMPLOYEES WILL BE REQUIRED TO RETURN IDENTIFICATION BADGES TO HUMAN RESOURCES.
2009-22 Mr. Miller moved and Mr. McGovern seconded the motion to approve the new Employee Identification Badge policy as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
E. Grant Funding Updates
Mr. Dickinson reported the Governor’s budget has moved OPLIN and the Library for the Blind and Physically Handicapped from the State Library budget to the Public Library Fund. He said if the Public Library Fund includes these two items, then, Public Library Funding will be reduced by approximately 1%.
The library should receive a determination in March from the Bill and Melinda Gates Foundation regarding the library’s technology grant application.
The library will not renew the leased book program for the 2009 budget. The library will save approximately $74,000, but will use approximately $34,000 of the savings towards staff selected bestsellers.
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
Sheldon “Skip” Baumoel Trust Fund (206-6510)
Julie Baumoel
In memory of Sheldon Baumoel $100.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Richard Toske $25.00
In memory of Wendy
Lester $25.00
2009-23 Mr. Miller moved and Ms. Allen seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions (information only)
Lynne Miller, Interim Main Library Manager, returned to Branch Manager, Level 114,
effective January 5, 2009
Ed Rossman, Interim Branch Manager, returned to Adult Services Librarian, Level 111,
effective January 5, 2009
Amy Switzer, Deputy Director, Level
116, full-time, hired effective January 5, 2009
Lisa
Wingfield, Page II, Level 103, full-time, resigned effective January 30, 2009
Community Comments
None
Dr. Whyte said she enjoyed participating in the Dr. Martin Luther King read aloud and said the event was well attended. Mr. Dickinson said the library showed the Presidential Inauguration on large screen TVs.
Adjournment
Dr. Whyte said there being no further business, Mr. Anderson moved and Mr. Miller seconded the motion and Board members agreed unanimously to adjourn the regular board meeting at 7:57 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Tuesday, March 10, 2009 at 6:30 p.m. in the Bertram Woods Community Room.
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Dr. Donna Whyte, President
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David D. Piskac, Fiscal Officer
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Kurt Miller, Secretary