SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, April 17, 2006
Attendance
Members Present: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Members Absent: None
Staff Present: Mr. Dickinson, Mrs. Drake, Mrs. Lund, Ms. Miller, Mr. Piskac, Mr. Pulver, Mrs. Thomas
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 6:35 p.m. in the Main Library Boardroom.
Mrs. Lund administered the oath of office to the newly appointed board members, Mr. Miller and Mrs. Shatten. Mr. Miller will serve through March 31, 2008 and Mrs. Shatten will serve through March 31, 2013.
2006-35 Dr. Whyte moved and Mrs. Karon seconded the motion to approve the March 13, 2006 regular meeting minutes.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte
Nays: None
Abstain: Mr. Miller, Mrs. Shatten. Motion carried.
President’s Report
A. Resolutions of Commendation for Mr. David Bergholz and Mr. Edward Parsons
Mr. McGovern said that Mr. Bergholz and Mr. Parsons were not able to attend tonight’s meeting and he read the resolutions in their absence. Mr. McGovern asked board members for a motion for approval.
2006-36 Mr. Schorgl moved and Dr. Benning seconded the motion to approve Resolutions of Commendation for Mr. Bergholz and Mr. Parsons.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Board retreat
Mr. McGovern said the board retreat is scheduled to begin at 8:30 a.m. on May 20, 2006 at Cuyahoga Community College’s Corporate College East.
A. Financial Statements
Mr. Piskac reviewed the March 2006 revenue and expenditure financial statements and reported the library received $2,156,284.67 ($1,994,869.26 - 2005), which is approximately 4.4% higher than 2005 after $73,247.12 of interfund revenue is subtracted. He attributed a $78,000 increase in real estate property tax over last year for the majority of the increase. Mr. Piskac commented that the State Income Tax revenue is the same as 2005 and patron fines and fees decreased in comparison to last year. He also said the month-to-date investment revenue was significantly higher than 2005 because the library received a $5,000 bond interest payment. Mr. Piskac commented the revenue from the cellular tower was short one month because the January 2006 receipt was posted in December 2005. Next, Mr. Piskac reviewed the summary expenditures statement and reported the library expended $1,551,083.75 ($1,327,644.76 - 2005), which is approximately 1.1% higher than 2005 after $73,247.12 of interfund expense is subtracted. He explained the $73,247.12 of expenditures is related to fund transfers for converting to the new 200 series funds, which was mandated by the Auditor of State. Mr. Piskac commented that the line item Insurance Benefits does not include the health insurance premium for March because Anthem did not send the library an invoice until early April. He said the March health insurance premium would be approximately $23 to $24K with the premium increase. (The Clerk-Treasurer notes the actual health insurance invoice was $23,670.45, of which $5,133.06 is reimbursed by COBRA participants and employees enrolled in family insurance). He added the month-to-date Insurance Benefits line item includes employer Medicare, dental, life, and disability insurance premiums. Mr. Piskac reported that month-to-date utility costs were significantly higher than last year because the library had to discontinue budget billing under the guidelines of the State Gas Cooperative. Mr. Piskac commented that all other expenditure line items are within budgetary appropriations. Then, Mr. Piskac reviewed the month-to-date and year-to-date bank reports and he reported $124,450.02 of monthly revenue and $493,963.35 of expenditures resulting in an ending bank balance of $1,998,276.43. He also reported year-to-date revenue of $2,083,037.55 and $1,477,836.63 of expenditures resulting in a bank balance of $1,998,276.43. Mr. Piskac said the library’s cash position increased from $1,393,075.51 (beginning of year) to $1,998,276.43 as of March 31, which represents a $605,200.92 increase in net cash. Next, Mr. Piskac reviewed the Combined Fund Report and reported the General Fund unencumbered balance for March was $724,044.71 and General Fund encumbrances were $1,101,523.33. He reported the unencumbered balance for all funds was $864,098.85 and the unexpended balance was $1,998,276.43. Lastly, Mr. Piskac reviewed the March 2006 investment report and reported the ending investment balance is $1,344,615.54. Also, he said the first bond investment of $251,800 with Fifth Third Bank has bond interest payments in March and September of 2006 and the second bond investment of $249,520.50 has bond interest payments in February and August of 2006.
Mr. Piskac recommended the Board of Trustees approve the March 31, 2006 financial statements as submitted.
2006-37 Dr. Benning moved and Mr. Schorgl seconded the motion to accept the March 31, 2006 financial statements.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Five Year TEL Projection
Mr. Piskac said he reported the historical impact of a TEL amendment on the library from 1993-2003 during the February board meeting and said that he would provide a five-year projection. He said TEL would cap library spending either by 3.5% or inflation plus county population percentage change. He reported the library would be capped at 3.5% based on the projection. Mr. Piskac reviewed the TEL worksheet computations and reported that if TEL were in effect during 1993 through 2005, the library would be impacted by $1,500,999. He also explained the library has the potential to be impacted by $433,581 over the five-year projection if TEL is approved. Mr. McGovern said that Mr. Piskac and he attended the Mayors and City Managers Association meeting in March and that it was well attended. Mr. McGovern said a resolution opposing the TEL amendment was handed out during the meeting for adoption by local boards. Mr. McGovern said he was offering the draft resolution to board members for adoption or other suggestions. Mr. Schorgl suggested the library board refine the draft resolution to fit the needs of the library. Mr. Schorgl also commented that he attended a TEL workshop and advised board members to remember that “instrumentality” is a key term in the legal language of the TEL amendment. Mr. Schorgl asked for other board members to help in redrafting the TEL resolution and Mr. McGovern offered to provide assistance.
C. Addition of 403b provider
Mr. Piskac said he received a request from an employee to add Capital Bank & Trust as a 403b provider for employees. Dr. Benning asked if there were any fees or commissions payable to the 403b provider. Mr. Piskac said that no fees or commissions would be paid to Capital Bank & Trust or any other 403b provider. He added that the library would only deduct the employee request from their paycheck and forward the funds to their 403b provider. Board members asked about current 403b providers and participation. Mr. Piskac said that the library has two other 403b providers and that only a few employees participate in the 403b plans. Mr. Schorgl asked why so few employees participate in the 403b plans. Mr. Piskac said he was not aware of any particular reason for low employee enrollment in 403b plans, but said the 457 Deferred Compensation plan had about fourteen participants.
Mr. Piskac recommended the Board of Trustees approve Capital Bank & Trust as a 403b provider at no cost to the library.
2006-38 Mr. Schorgl moved and Dr. Whyte seconded the motion to add Capital Bank & Trust as a 403b provider at no cost to the library.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
Mrs. Thomas provided the Board of Trustees a historical and future overview of the media formats and media devices used by the library and patrons. Mrs. Drake presented a detailed overview of formats of movies and music material. Mrs. Drake briefly discussed copyrights and digital rights management with downloading movies and music from the Internet.
Mr. Schorgl left the meeting at 7:40 p.m.
Director’s Report
A. Written Report
B. Quarterly LR Progress Report
Mr. Dickinson briefly discussed the Long Range Progress Report for 2006-2008. He said that he would discuss the report further at the Board retreat.
C. Legal Information on Library Boards, Districts, etc.
Mr. Dickinson reviewed a summary handout describing the various ways in which library districts can be organized in the State of Ohio. Mr. Dickinson commented that under a TEL amendment, public libraries might have to become separate taxing authorities with elected boards in order to obtain better voter approval for various budgetary expenditures.
D. SAM Software and Hardware
Mr. Dickinson reviewed a proposal from Comprise Technologies, Inc. for SAM software and hardware for the Main Library and Bertram Woods branch to manage access to public computers and printers. The total software and hardware is $37,113 and the first year software license and technical support is $6,275. He further explained that the Shaker Heights Board of Education would have to approve the expenditure. Library board members inquired how the SAM expenditure would be funded if school officials do not approve the expenditure. Mr. Dickinson said that Mr. Piskac and he would review the library budget to determine affordability. Mr. Dickinson recommended the Board of Trustees approve the proposal from Comprise Technologies, Inc. for SAM software and hardware to be paid from bond proceeds pending school board approval and the software license and technical support agreement to be paid from the library’s General Fund.
2006-39 Dr. Whyte moved and Mrs. Karon seconded the motion to approve the proposal from Comprise Technologies, Inc. for SAM software and hardware to be paid from bond proceeds pending school approval and the software license and technical support agreement to be paid from the library’s General Fund.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. LSTA Grant Application
Mr. Dickinson presented the library’s LSTA Services to Youth proposal for approval. He said the library is applying for $54,000 from the State Library of Ohio’s Library Services Technology Act funds to provide model youth programs and resources at both libraries. The library’s match would be $18,000. Mr. Dickinson recommended the Board of Trustees approve the LSTA Services to Youth application as submitted.
2006-40 Dr. Whyte moved and Mrs. Karon seconded the motion to approve the LSTA Services to Youth application as submitted.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
F. Lawsuit Dismissal
Mr. Dickinson reported that he received notice from Indiana Insurance indicating the lawsuit filed by Mr. Lewis G. Robinson was dismissed by the Court and the time for any further appeals has expired.
G. Shaker Heights Public Library Board of Trustees Anniversary of first meeting April 27, 1937
Mr. Dickinson reported that April 27, 2006 marks the beginning of the library’s 70th year as a school district library. The Board of Trustees’ first meeting was held April 27, 1937.
New Business
A. 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
Heinen’s Gift Card for Ice Cream Social $150.00
2006-41 Mr. Miller moved and Dr. Benning seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten,
Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions
Mr. Dickinson presented two employee leaves of absence for Board of Trustees approval. He said the leave requests require Board approval because they are greater than 30 days. The employee requests are:
Ms. Joyce Mixson starting April 17 to May 20, 2006 (medical)
Ms. Tricia Springstubb starting June 4 to September 5, 2006 (personal)
Mr. Dickinson recommended the Board of Trustees approve the employee requests for leave of absence as submitted.
2006-42 Dr. Benning moved and Mrs. Karon seconded the motion to approve the employee leave requests as submitted.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Resolution for Fair Housing Month
Mr. Dickinson explained that it 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 2006 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 seventeenth day of April in the year two thousand and six.
2006-43 Dr. Whyte moved and Dr. Benning seconded the motion to support fair housing with the above resolution.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
Community Comments
None.
Announcements
Mr. McGovern announced that the next regular board meeting will be held at the Main Library Boardroom on May 8, 2006 at 6:30 p.m.
Adjournment
There being no further business, Dr. Whyte moved and board members unanimously agreed to adjourn the regular board meeting at 8:17 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