SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, March 13, 2006
Attendance
Members Present: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Members Absent: Mrs. Karon, Mr. Parsons, Mr. Schorgl
Staff Present: Mr. Dickinson, Ms. Miller, 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 6:42 p.m. in the Bertram Woods Community Room.
Mr. Bergholz arrived at 6:45 p.m.
2006-24 Dr. Whyte moved and Mr. Bergholz seconded the motion to approve the February 13, 2006 regular meeting minutes.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Board retreat
Mr. McGovern discussed the future board retreat and said the retreat would be held either on April 29, 2006 or May 20, 2006. Mr. McGovern asked board members if they had a preference for either date. Hearing no preference, Mr. McGovern said Mr. Dickinson will finalize the date for the board retreat with Corporate College East. Mr. Dickinson summarized that some of the board retreat agenda items would include topics such as TEL/TABOR and long range planning. Mr. Dickinson said that Mr. Piskac is attending a TEL/TABOR meeting on Wednesday, March 22 because Mr. Pulver and he are going to the PLA conference.
B. Recommended Candidates for Trustee
Mr. McGovern said the Board of Education had not yet voted on the candidates for the Library Board of Trustees. Mr. McGovern said the identity of the candidates could not be made public until the Board of Education takes action, as the names have not yet been made public.
A. Financial Statements
Mr. Piskac reviewed the February 2006 revenue and expenditure financial statements and reported the library received $2,031,834 ($1,845,825.53 - 2005), which is approximately 9% higher than 2005. Mr. Piskac attributed an $110,000 increase in real estate property tax over last year for the majority of the increase. Mr. Piskac added he was concerned earlier in the year about 2006 real estate advances because they were lower than 2005. Mr. Piskac commented that the State Income Tax revenue is the same as 2005. Next, Mr. Piskac reviewed the summary expenditures statement and reported the library expended $1,057,120.40 ($844,718.59 - 2005). Mr. Piskac said $73,247.12 of the expenditures is related to fund transfers for converting to the new 200 series funds. Mr. Piskac commented that the line item Insurance Benefits includes $20,606.96 for the library’s 2006 Workers’ Compensation premium. Mr. Piskac commented that rising utility costs and improved efficiencies in processing material invoices by the Technical Services Department exceeded their respective 2005 year-to-date expenditures. Mr. Piskac also commented that the library expenditures are in line with the temporary appropriation. Then, Mr. Piskac reported the General Fund unencumbered balance for February was $1,132,567.56 and General Fund encumbrances were $1,063,128.81, which include a number of blanket purchase orders for the year. Mr. Piskac reported the unencumbered balance for all funds was $1,271,488.95. Next, Mr. Piskac reported the year-to-date deposits of $1,958,587.53 exceeded expenditures of $983,873.28 and the ending bank balance is $2,367,789.76, which is $53,253.59 higher than the 2005 ending bank balance. Lastly, Mr. Piskac reviewed the February 2006 investment report and reported the ending investment balance is $1,338,857.00.
Mr. Piskac recommended the Board of Trustees approve the February 28, 2006 financial statements as submitted.
2006-25 Dr. Whyte moved and Mr. Bergholz seconded the motion to accept the February 28, 2006 financial statements.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
B. 2006 Final Appropriation
Mr. Piskac reviewed the library’s 2006 Revenue Budget, Final Appropriation, and Capital Outlay. Mr. Piskac began the discussion by indicating he included three years of prior revenue to aid in comparing and presenting the relative lack of revenue growth by the library. Mr. Piskac commented that the overall General Fund 2006 Revenue Budget is $59,635.45 less than actual 2005 receipts. Mr. Piskac said the decline is primarily due to the change in the collection rate from 98.45% to 98.25%. Mr. Piskac also referenced this collection decline during the December regular board meeting. Mr. Piskac commented that General Fund Investment revenue is estimated to be lower because the level of available cash would be lower if all the budgetary line items were spent. Mr. Piskac noted that patron revenue is estimated to decline in 2006. Mr. Piskac also noted that the 2005 Miscellaneous Receipts line item was for the Local Author and Book Fair and no Local Author and Book Fair is currently planned for 2006. Mr. Piskac said the total available for appropriations in the General Fund is $6,378,711.97. Next, Mr. Piskac discussed the 2006 Final Appropriation. Mr. Piskac said the final appropriation included a 3.5% raise off the midpoint for employees and an 11% increase in health insurance benefits. Mr. Piskac also said the OPERS employer contribution rate was increased to 13.70% from 13.55% in 2005. Mr. Piskac reported that the library added an employee paid vision plan effective April 1. Mr. Piskac reviewed the balance of the appropriations and commented that utilities increased significantly over the past year, especially natural gas. Mr. Piskac reported total appropriations for all funds, including inter-fund transfers were $6,757,409.56. Lastly, Mr. Piskac reviewed the 2006 Capital Outlay, which is a part of the 2006 Final Appropriation. Mr. Piskac reported total General Fund capital appropriations totaled $281,530. In addition, Mr. Piskac reported the following capital appropriations for the following funds, Building Fund 401 - $96,455, Fund 204 - $12,000, Fund 208 - $5,000.
Mr. Piskac recommended that Board of Trustees approve the 2006 Revenue Budget (estimation), Final Appropriation, Capital Outlay Budget, and employee paid vision plan as submitted.
2006-26 Mr. Bergholz moved and Dr. Benning seconded the motion to approve the 2006 Revenue Budget (estimation), Final Appropriation, Capital Outlay and new employee paid vision plan as submitted.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
C. Amendment to Board Action 2006-09
Mr. Piskac reported that he met with Charter One Bank and was provided an opportunity to deposit available funds for no fees including wire fees. Charter One Bank interest rate is higher than Star Ohio and Charter One Bank investment options are more flexible than Fifth Third. Mr. Piskac said that by using Charter One, the library would be able to enhance its investment options.
Mr. Piskac recommended the Board of Trustees amend Board Action 2006-09 to include Charter One Bank as a financial depository for available library funds.
2006-27 Mr. Bergholz moved and Dr. Benning seconded the motion to amend Board Action 2006-09 to include Charter One Bank as a library financial depository for available funds.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
D. Approval of 2006 Fund Transfers
Mr. Piskac presented the following fund transfers for approval:
From To
Amount
101 401 250,000.00
701 203 1,625.12
702 204 25,152.61
703 205 2,857.89
706 206 6,092.21
707 207 22,831.79
710 208 6,402.60
711 209 8,109.90
712 210 175.00
Mr. Piskac recommended the Board of Trustees approve and appropriate the above transfers totaling $323,247.12
2006-28 Mr. Bergholz moved and Dr. Whyte seconded the motion to approve and appropriate the above transfers totaling $323,247.12
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
E. Other
CMI
Update
Mr. Piskac reported he is working with Mr. Ray Zapp and CMI technicians to migrate the CMI accounting software in the Business Office to a new server. Mr. Piskac explained that over the years the CMI software has been upgraded and the current server hardware has not been able to run the software, which has created numerous ongoing issues. Mr. Piskac said the migration and upgrade of CMI’s D-database to their J-Database system is approximately $2,300 and will enable the Business Office to run CMI software trouble-free for many years.
Truck Auction Update
Mr. Piskac said he reported in a prior board meeting that Mr. Isaac Powell was the successful bidder ($601) for the scrap library truck. Mr. Piskac learned that Mr. Powell has changed his mind about purchasing the truck and Mr. Ron Shmigel is the next highest bidder at $200.
New Truck Update
Mr. Piskac reported the library’s new F-250 truck should arrive in early April.
Credit Card Machine Update
Mr. Piskac reported that library patrons will have the option of using VISA and MASTERCARD for late fees and replacement of lost materials beginning April 1.
Director’s Report
A. Written Report
B. Resolutions of Commendation for Marcia Fein, Betty Ann Toth, and Janis Williams
Mr. Dickinson presented the following resolutions of commendation.
Resolution of Commendation
Whereas the Shaker Heights Public Library is recognized by the
community as an excellent public service; and
Whereas the greatest resource of the Library is the knowledge, skill,
and dedication of the staff to the ideals of our library service to the
community; and
Whereas Marcia Fein began her years of service with the Library as a
Page II on March 26, 1986; and
Whereas Marcia Fein has served the Library and its clientele faithfully
and well for twenty years, contributing to the Library’s record of service and
accomplishments; and
Whereas Marcia Fein has demonstrated courteous and helpful service; and
Whereas Marcia Fein has shown accuracy and attention to detail in her
work, and
Whereas Marcia Fein has shown flexibility and adaptability to new
tasks, and
Whereas Marcia Fein has been a loyal and reliable staff member; and
Whereas the Shaker Heights Public
Library Board of Trustees wishes to commend Marcia Fein for her years of service to the Library and the
community;
Therefore, be it resolved that
Receive the commendation, gratitude, and appreciation of the staff and Board of Trustees of the Shaker Heights Public Library for her twenty years of service to the Library and the people of the community on this thirteenth day of March in the year two thousand six.
Resolution of Commendation
Whereas the Shaker Heights Public Library is recognized by the community as an excellent public service; and
Whereas the greatest resource of the Library is the knowledge, skill, and dedication of the staff to the ideals of our library service to the community; and
Whereas Betty Ann Toth began her years of service with the Library as a Clerk-Typist II on March 27, 1961; and
Whereas Betty Ann Toth was promoted to Technical Assistant in the Technical Services Department; and
Whereas Betty Ann Toth was promoted to Senior Technical Services Assistant on October 2, 2005; and
Whereas Betty Ann Toth has served the Library and its clientele faithfully and well for forty-five years, contributing to the Library’s record of service and accomplishments; and
Whereas Betty Ann Toth has demonstrated teamwork and a positive attitude; and
Whereas Betty Ann Toth has shown accuracy and attention to detail in her work, and
Whereas Betty Ann Toth has shown flexibility and adaptability to new tasks, and
Whereas Betty Ann Toth has been a loyal and reliable staff member; and
Whereas the Shaker Heights Public Library Board of Trustees wishes to commend Betty Ann Toth for her years of service to the Library and the community;
Therefore, be it resolved that
Receive the commendation, gratitude, and appreciation of the staff and Board of Trustees of the Shaker Heights Public Library for her forty-five years of service to the Library and the people of the community on this thirteenth day of March in the year two thousand six.
Resolution of Commendation
Whereas the Shaker Heights Public Library is recognized by the
community as an excellent public service; and
Whereas the greatest resource of the Library is the knowledge, skill,
and dedication of the staff to the ideals of our library service to the
community; and
Whereas Janis Williams began her years of service with the Library as
an Substitute Librarian in October 1985; and
Whereas Janis Williams was promoted to Adult Services Librarian in
March 1986; and
Whereas Janis Williams was promoted to Senior Reference Librarian in
November 1993; and
Whereas Janis Williams has served the Library and its clientele
faithfully and well for twenty years, contributing to the Library’s record of
service and accomplishments; and
Whereas Janis Williams has offered outstanding customer service and
created an excellent relationship with the public and her peers; and
Whereas Janis Williams has shown excellent judgment, knowledge and
expertise in reference work; and
Whereas Janis Williams has demonstrated courtesy with staff and
patrons; and
Whereas Janis Williams has been a loyal and reliable staff member; and
Whereas the Shaker Heights Public Library Board of Trustees wishes to commend Janis Williams for her years of service to the Library and the community;
Therefore, be it resolved that
Receive the commendation, gratitude, and appreciation of the staff and Board of Trustees of the Shaker Heights Public Library for her twenty years of service to the Library and the people of the community on this thirteenth day of March in the year two thousand six.
Mr. Dickinson recommended Resolutions of Commendation for years of dedicated service to Ms. Marcia Fein (20 years), Ms. Betty Ann Toth (45 years) and Janis Williams (20 years) for approval.
2006-29 Mr. Bergholz moved and Dr. Benning seconded the motion to approve Resolutions of Commendation for Ms. Marcia Fein, Ms. Betty Ann Toth and Ms. Janis Williams.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
New Business
A. Circulation Policy Revision
Mr. Dickinson proposed the following revised circulation policy:
circulation policy
a.
Adult
Cards
1.
Library
cards are issued free of charge to any adult who provides a government-issued
photo ID and proof of a current Ohio address.
b.
Juvenile
Cards
1. Juvenile cards are issued to minors under 18 and require the signature of a parent or legal guardian, who must be present at the time of application, provide a government-issued photo ID and proof of a current Ohio address, and assume responsibility for all activity on the card. Non-parental custodians must show proof of guardianship.
2. In order for juvenile patrons to borrow video materials, the parent or guardian must indicate permission allowing the minor to do so on the library card application.
3. Minors whose parents or guardians are not cardholders in good standing will automatically be issued non-video cards.
4. Minors under ten will automatically be issued non-video cards.
a. Shaker Heights Public Library issues Greater Access Library Cards, which allow cardholders to borrow materials from participating CLEVNET member libraries and the Cuyahoga County Public Library, subject to the individual library’s policies.
b. To prevent loss of library materials and to protect cardholders from fraudulent use of library cards, the library requires registered users to present a library card or a valid form of government-issued photo ID for each transaction.
c. Cardholders are responsible for all activity on their cards, and agree to return borrowed materials in a timely manner so that they may be used and enjoyed by all library patrons.
d. When presented a valid library card for a transaction, library staff will generally not ask for additional identification. Cardholders are responsible for reporting lost or stolen library cards immediately.
e. If fines and fees total $10 or more, the cardholder will not be allowed to borrow materials and other privileges, such as use of the Main Library Computer Center, may be suspended.
f. Golden Buckeye cardholders and senior citizens with proof of age are exempt from fines for overdue materials except for video materials and 14-day books.
g. Cards of guardians whose minor children are excessively delinquent may be blocked from completing any transaction requiring a library card until the minor’s fines and fees are paid.
h. Shaker Heights Public Library will not lend video materials to anyone under ten years of age.
a. 50 items*
b. $1000 value*
c. 6 VHS tapes
d. 3 DVDs
a. Cardholders may renew eligible items in person, by phone at 216-991-8638, or online via the CLEVNET catalog.
b. Telephone and online renewals require the library card number.
c. Under no circumstances will library card numbers be released via telephone.
a. To comply with Ohio law and the Shaker Heights Public Library Confidentiality of Library Records Policy, the library does not release personal information, allow anyone to pick up items being held for another patron, reveal the amounts of another patron’s fines, or disclose what another patron has borrowed from the library, unless the cardholder provides the library with signed, written permission. The library provides a form for this purpose at the time of registration.
b. In order to receive information from another patron’s record or to complete transactions on another’s behalf, the designee must present the transacting cardholder’s card.
c. In order to receive information about a minor’s library record, parents, guardians, and custodians must provide the minor’s library card or the minor and a government-issued photo ID.
VI. Lost or Damaged Items
a. An item more than 42 days overdue is considered lost, and the cardholder must pay to replace it.
b. If a lost item is found and returned within 90 days, fees paid to replace it – minus handling charges – will be refunded.
c. Replacement charges are assessed for damaged items.
d. All cardholders must pay for lost or damaged materials regardless of the fine exempt status of the item or the borrower.
VII. Loan Periods, Renewals, and Holds*
|
|
|
|
|
|
Item |
Loan Period |
Renewals |
Holds Allowed |
|
New release feature films |
7 days |
0 |
Yes |
|
Other movies |
7 days |
2 |
Yes |
|
Magazines |
7 days |
2 |
No |
|
Bestsellers |
14 days |
0 |
No |
|
New Books |
14 days |
5 |
Yes |
|
All other books and recordings |
21 days |
5 |
Yes |
|
Eligible
items may not be renewed if there are outstanding holds. |
|||
|
|
|
Item Type
|
Daily Fine / Fee
|
Adult or teen book, magazine, or audio recording.
|
10 ¢ per day
|
Juvenile book, magazine, or audio recording
|
Fine-exempt
|
VHS or DVD
|
$1 per day
|
Lost or damaged item
|
List replacement cost
|
Replacement of lost library card
|
$1
|
|
Policies apply to library materials, not to borrowers.
Fines and fees accrued before April 1, 2006 will not change. |
|
a. Shaker Heights Public Library accepts payment of overdue fines and replacement fees for all CLEVNET libraries.
b. Overdue fines are payable in US currency by cash, check, or credit card.
c. Replacement fees for items owned by Shaker Heights Public Library are payable by cash, check, or credit card.
d. Replacement fees for items owned by other CLEVNET libraries are payable only by check made out to the owning library.
e. Shaker Heights Public Library does not accept bills in denominations over $20.
Mr. Dickinson recommended the Board of Trustees approve the revised circulation policy as submitted.
2006-30 Mr. Bergholz moved and Dr. Benning seconded the motion to approve the revised circulation policy as submitted.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
B. Acceptable Use of the Internet Policy Revision
Mr. Dickinson proposed the following revisions to the existing Internet policy:
The Internet
The Shaker Heights Public Library offers information resources in response to
advances in technology and the changing information needs of the community.
Access to the Internet is one component of the library's mission to “provide outstanding customer service, reliable information, and free material and services that reflect the diversity and character of our community.” The Internet, a worldwide computer network, provides access to an extensive body of electronic information.
Information on the Internet
The information and resources available on the Internet extend beyond the
traditional collections and electronic resources selected by our collection
specialists. The Internet is not a monitored environment, and while there is a
vast amount of reliable information available on the World Wide Web, not all of
the sources there provide accurate, complete or current information; some might
even be offensive to some library patrons.
The Internet is a rapidly changing environment; the library does not monitor and has no control over the information obtained and is not responsible for its content. Users of the Internet must be responsible for determining that the information they access is acceptable, reliable, and suitable to their needs.
The Library and the Internet
To complement the library’s collection of subscription databases, professional
librarians have selected sites for inclusion in the “Research Tools” section of
the library’s web site according to the criteria defined in the library’s
Collection Development Policy.
Shaker Heights Public Library staff is also available to provide introductory assistance to help identify appropriate sites.
As with all Library materials, parents, guardians and caregivers are responsible for their children's use of the Internet. Library staff cannot control the databases that children may select. Parents are encouraged to work with their children to develop acceptable rules for Internet use. The library encourages the use of the Internet for reference and research.
Legal Use of the Internet
The use of the library's electronic resources to engage in any activity which
constitutes violation of local, state, and/or federal laws is strictly
prohibited.
Patrons are prohibited from using library workstations to display text or graphics that may be considered obscene or harmful to minors, pursuant to state and local laws.
Only authorized copies of copyrighted or licensed materials in compliance with copyright laws are permitted.
All users of the electronic resources of the library agree to hold the Shaker Heights Public Library harmless for any and all claims, losses or damages, obligations or liabilities directly or indirectly relating to the use of the Internet.
Misuse of the library's Internet workstations will result in loss of computer privileges or criminal prosecution, as appropriate.
Examples of misuse include, but are not limited to:
·
Using
Shaker Heights Public Library workstations for any purpose that is illegal or
contrary to library policies;
·
Removal
of privacy screens;
·
Attempting
to modify or gain access to files, passwords or data belonging to others;
·
Seeking
unauthorized access to any other computer system;
·
Damaging
or altering software of any network database.
Mr. Dickinson recommended the Board of Trustees approve the Internet policy revisions as submitted.
2006-31 Mr. Bergholz moved and Dr. Benning seconded the motion to approve the Acceptable Use of the Internet Policy revisions as submitted.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
C. Checkpoint Security System
Mr. Dickinson reported that he obtained a comparable quote from Checkpoint Security System for improving the security of the library’s material assets. The $10,440 quote from Checkpoint Security has a built-in trade in allowance feature if the library decides to upgrade the electromagnetic security system to a RFID security system. In addition to the $10,440 base quote, Mr. Dickinson said Checkpoint Security included an additional 4-year basic maintenance agreement for $4,320, which would increase the basic maintenance agreement to five (5) years. Mr. Dickinson recommended that the Board of Trustees approve the Checkpoint Security System proposal as submitted including the additional four (4) year basic maintenance agreement. (The Clerk-Treasurer notes the Checkpoint Security System will be paid from bond issue proceeds).
2006-32 Mr. Bergholz moved and Dr. Whyte seconded the motion to approve the Checkpoint Security System purchase as submitted.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
D. Attendance at Conferences, Meetings, Workshops, and/or Courses Policy Revision
Mr. Dickinson proposed the following revision to the existing policy on attendance at conferences, meetings, workshops and/or courses.
Current Language:
892
PRIOR PERMISSION MUST BE GRANTED FOR SUCH LEAVE AND/OR EXPENSES. REQUESTS FOR REIMBURSEMENTS OF OVER $500.00 MUST HAVE BOARD APPROVAL.
Suggested Change:
892
PRIOR PERMISSION MUST BE GRANTED FOR SUCH LEAVE AND/OR EXPENSES. REQUESTS FOR REIMBURSEMENTS OF OVER $1,000.00 MUST HAVE BOARD APPROVAL.
Mr. Dickinson recommended the Board of Trustees approve the Attendance at Conferences, Meetings, Workshops, and/or Courses Policy revisions as submitted.
2006-33 Mr. Bergholz moved and Dr. Benning seconded the motion to approve the Conferences, Meetings, Workshops, and/or Courses Policy revisions as submitted.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
E. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Lavern Edward Gilmore $25.00
Barbara Luton Art Fund (207-6110)
Margaret and Bill Simon
U.S. Savings Bonds for the Dr. Martin Luther King, Jr. $100.00
Student Writing Contest Awards
2006-34 Mr. Bergholz moved and Dr. Whyte seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
F. Personnel Actions (information only)
LeoNard Thompson, Adult Services Associate, Level 1 resigned, effective February 23, 2006
Community Comments
None
Announcements
Mr. McGovern announced that the next regular board meeting will be held in the Main Library Boardroom on April 17, 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 7:54 p.m.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Clerk-Treasurer
_______________________________________
Donna Whyte, Secretary