SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, March 10, 2008

Attendance

Members Present: Ms. Allen, Mr. Miller, Mr. McGovern, Ms. Shatten, Dr. Whyte

Members Absent: Dr. Hutt, Mr. Schorgl

Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac, Mr. Rossman, Mrs. Schiller

Others: Evelyn Krent, League of Women Voters Representative

Jane Wood, This Week in Shaker

Mr. McGovern called the regular meeting of the Shaker Heights Public Library Board of Trustees to order at 6:30 p.m. in the Bertram Woods Community Room.

Approval of Minutes

2008-27 Ms. Allen moved and Dr. Whyte seconded the motion to approve the February 11, 2008 regular meeting minutes.

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

Nays: None. Motion carried.

President’s Report

Mr. McGovern thanked members of the levy committee, the community and library staff for approval of the library levy. He said the levy passed by a 74% approval rate, which shows the strong community support for the library and the services provided by staff.

A. New Trustee Search Update

Mr. McGovern reported the Shaker Heights Schools Board of Education nominating committee has selected a candidate to fill Mr. Schorgl’s unexpired term. He said the school board will act on the nominating committee’s recommendation at their regular meeting tomorrow.

B. Resolution of Commendation for Thomas Schorgl

Mr. McGovern read a Resolution of Commendation for Mr. Schorgl’s dedicated service to the Library Board of Trustees. He recommended the Board of Trustees approve the resolution as submitted.

2008-28 Dr. Whyte moved and Mr. Miller seconded the motion to approve the Resolution of Commendation for Mr. Schorgl.

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

Nays: None. Motion carried.

Treasurer’s Report

A. Financial Statements

Mr. Piskac reviewed the February 2008 revenue and expenditure financial statements and reported the following:

Revenue Summary

Mr. Piskac said the library received $1,742,026.31 ($1,945,699.88 – 2007) in year-to-date revenue, which is $203,673.57 less than year-to-date 2007. He explained that the February 2008 State Income Tax disbursement was $192,815.82 lower than last year due to the new 2008 funding disbursement formula. He said the library is expecting to receive $1,864,001.25 for fiscal year 2008 but the monthly disbursement amounts will be different than 2007 with February being a much smaller proportion then last year. Historically, we should receive about 50% of state funds by the end of June as in the past. He reported the year-to-date Real Estate Property Tax revenue is $9,000 less than 2007, but the library will receive additional real estate advances later this spring.

Expenditure Summary

Mr. Piskac reported February 2008 expenditures were $1,047,217.90 ($901,274.91 – 2007), which is $145,942.99 more than 2007. Mr. Piskac explained $112,268.61 of the difference is due to a three pay month in February and the General & Administrative Supplies line item included $10,000 for library bags and $7,869 for library cards. He said the purchase of the library bags and cards will last the library approximately four years. He also reported the Commercial Printing & Publicity line item included $7,500 for the annual postage machine refill and the library paid $22,746 in February for the annual insurance premium under the Insurance line item a month earlier due to timing differences. Mr. Piskac also explained the $29,000 month-to-date Insurance Benefits line item expenditure difference was due to a health insurance premium payment timing difference from last year.

Bank Reports

Mr. Piskac reported the month-to-date deposits $1,010,928.21 exceeded month-to-date withdrawals of $666,914.31. He also reported the year-to-date deposits $1,742,026.31 were greater than year-to-date withdrawals of $1,047,217.90. Lastly, he said the ending bank balance was $1,499,194.85.

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

Mr. Piskac reported the General Fund had an unexpended balance of $1,329,215.04, $1,194,155.50 in encumbrances, and an unencumbered balance of $135,059.54. 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 $1,499,194.85, $1,201,546.30 in encumbrances, and $297,648.55 in unencumbered funds.

Investment Report

Mr. Piskac reported the February 2008 investment balance was $395,341.07 and the Star interest rate decreased to 3.61% from 4.25% in January.

Mr. Piskac recommended the Board of Trustees approve the February 29, 2008 financial statements as submitted.

2008-29 Ms. Allen moved and Mr. Miller seconded the motion to accept the February 29, 2008 financial statements.

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

Nays: None. Motion carried.

B. 2008 Fund Transfer

Mr. Piskac presented the following fund transfer for approval:

From To Amount

101 401 92,000.00

Mr. Piskac recommended the Board of Trustees approve and appropriate the above fund transfer for $92,000.

2008-30 Mrs. Shatten moved and Dr. Whyte seconded the motion to approve and appropriate the above transfer for $92,000.

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

Nays: None. Motion carried.

C. Shaker Heights Public Library Fund Disbursement

Mr. Piskac reviewed the 2007 Shaker Heights Public Library Fund Financial Activity with the Cleveland Foundation. He said the Board of Trustees approved $30,000 last year from the fund to underwrite Ms. Goodrich’s staffing study. He said the fund had $17,361.21 available for 2008 spending, which is $12,638.79 less than the $30,000 budget. Mr. Piskac reported that under the by-laws of the fund the Library Board of Trustees can approve additional spending of the fund by a majority vote of the Board in two meetings that are at least 180 days apart. He said the Board of Trustees could approve the first motion during the March meeting and approve the second motion at the September meeting and meet the fund’s by-law requirements for disbursements.

Mr. Piskac recommended the Board of Trustees approve the available $17,361.21 2008 funds and the first motion of two for an additional $12,638.79 from the Shaker Heights Public Library Fund with the Cleveland Foundation.

2008-31 Ms. Shatten moved and Ms. Allen seconded the motion to approve the available $17,361.21 2008 funds and the first motion of two for an additional $12,638.79 from the Shaker Heights Public Library Fund with the Cleveland Foundation.

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

Nays: None. Motion carried.

Director’s Report

A. Written Report

Mr. Dickinson provided a summary of meetings he attended. He also reviewed a handout from OLC illustrating various HB 119 economic scenarios for LLGSF funding during the FY09 state budget year. Under the three different economic scenarios ranging from low growth to recession, Mr. Dickinson said the LLGSF potential losses could range from 1.4% up to 4.3% for the first half of FY09 to 1.6% to 6.1% for the second half of FY09.

B. 2008-2011 Technology Plan

Mr. Dickinson reviewed the library’s 2008-2011 Technology Plan and commented on the following:

Under Goal A - Objective A1 – The site audits were completed by CLEVNET and completion of the wireless access points was underway.

Under Goal C – Objective C1 – The time and print management software for ASD is started.

Under Goal C – Objective C2 – The CD emulation software is installed.

Under Goal C – Objective C3 – The bandwidth will be increased to 10 MBS by May 2008 or sooner.

On page #7 – Due to library budgetary constraints, the library is only purchasing 12 computers for 2008.

Under Goal C – Objective C1 – Replaced computer workstations will be redeployed as express workstations at Main.

After reviewing the technology plan, Mr. Dickinson recommended the Board of Trustees approve the 2008-2011 Technology Plan as submitted.

2008-32 Ms. Shatten moved and Dr. Whyte seconded the motion to approve the 2008-2011 Technology Plan.

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

Nays: None. Motion carried.

C. Staffing Study & Organizational Assessment Update

Mr. Dickinson reported that Ms. Jeanne Goodrich met with staff, key administrators, and Board members on March 3 and 4. He said Ms. Goodrich would follow up with staff questions and perform additional research on peer libraries in the upcoming weeks and have a draft report with findings and recommendations later this spring.

D. Use of Remaining Bond Issue Funds

Mr. Dickinson reported the library is starting to move forward with completing the second floor renovations at Main. He said that staff would be able to participate in space planning discussions as part of Staff Day. In addition to completing the second floor renovation, Mr. Dickinson said there were other bond fund projects such as converting the Main library crawlspace into usable storage and the security camera upgrade. He also said bond funds would be used for some automation and network upgrades.

E. Resolution of Commendation for Lana Jernejcic

Mr. Dickinson recommended the Board of Trustees approve a Resolution of Commendation for Mrs. Lana Jernejcic for twenty years of service with the library as submitted.

2008-33 Ms. Allen moved and Mr. Miller seconded the motion to approve the Resolution of Commendation for Mrs. Lana Jernejcic for twenty years of service with the library.

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

Nays: None. Motion carried.

F. Medicare Eligibility Coverage Option

Mr. Dickinson reported that through the Ohio Library Council, he obtained a legal opinion from the law office of Vorys, Sater, Seymour and Pease regarding whether Medicare eligible staff would be required to enroll if Medicare was offered. Mr. Dickinson said the legal opinion states that employers with less than twenty employees could mandate Medicare eligible employees to enroll in Medicare. Mr. Dickinson said the library could offer Medicare as an alternative coverage option. He said the library would provide employer paid Medicare premium payments to current employees who are Medicare eligible including:

· Medicare Supplement Plan C (or F, if desired, for services outside Ohio)

· Medicare Part B; and

· Medicare Part D (Prescription Coverage)

as an option, in lieu of employer-paid, single coverage health insurance through the library’s group plan. He said the library would save approximately $160 per month per eligible employee.

Mr. Dickinson recommended the Board of Trustees approve the library to provide employer paid Medicare premium payments to Medicare eligible employees, including Medicare Supplement Plan C or F, Medicare Part B & D in lieu of the library’s group plan effective April 1, 2008.

2008-34 Ms. Shatten moved and Dr. Whyte seconded the motion to approve the library to provide employer paid Medicare premium payments to Medicare eligible employees, including Medicare Supplement Plan C or F, Medicare Part B & D in lieu of the library’s group plan effective April 1, 2008.

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

Nays: None. Motion carried.

New Business

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

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer

In memory of Alighiero Cortese $25.00

2008-35 Mrs. Shatten moved and Mr. Miller seconded the motion to accept and appropriate the above gift.

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

Nays: None. Motion carried.

B. Personnel Actions (information only)

Kimberlee DeNero-Ackroyd, Adult Services Librarian, full-time, resigned effective February 21,

2008

C. Resolution for Fair Housing Month

Mr. Dickinson explained that the month of April is Fair Housing Month and requested the board approve the following resolution

WHEREAS, the Shaker Heights Public Library joins with the City of Shaker Heights in deploring discrimination in any form; and,

WHEREAS, the Shaker Heights Public Library supports the City of Shaker Heights in its mission to ensure that every citizen is entitled to safe, accessible, affordable and decent housing; and,

WHEREAS, the Shaker Heights Public Library salutes the City of Shaker Heights for its proud history of working to maintain racial integration and for efforts in fostering a secure and diverse community; and,

WHEREAS, the Shaker Heights Public Library acknowledges the City of Shaker Heights for being “Keepers of the Dream,” when they seek to eliminate illegal housing discrimination against people because of their race, color, religion, national origin, familial status, sex, or disability; and,

WHEREAS, the Shaker Heights Public Library commends the City of Shaker Heights for its 1992 Fair Housing Ordinance and its Fair Housing enforcement program to support and to represent those who believe they have been discriminated against; and,

WHEREAS, the Shaker Heights Public Library applauds the City of Shaker Heights for its establishment of the non-profit Fund for the Future, which provides loans to help homeowners make pro-integrative moves within the city in order to encourage and maintain racially integrated neighborhoods; and,

NOW, THEREFORE, BE IT RESOLVED, that the Shaker Heights Public Library Board of Trustees does hereby celebrate and promote the month of April 2008 as Fair Housing Month and will help the city to promote and to advocate for fair housing for all of its residents. As set forth on this tenth day of March in the year two thousand and eight.

2008-36 Dr. Whyte moved and Ms. Allen seconded the motion to support fair housing month with the above resolution.

Roll Call: Ayes: Ms. Allen, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

Announcements

Mr. Rossman announced that Mildred Hirshstein, a loyal patron of the library, passed away in her 103^rd year. He said the family included Shaker Heights Public Library as a recipient of donations in her obituary.

Community Comments

None

Adjournment

Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 7:42 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, April 14, 2008 at 6:30 p.m. in the Main Library Boardroom.

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Ken McGovern, President

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David D. Piskac, Clerk-Treasurer

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Jeanne Shatten, Secretary