SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Tuesday, April 14, 2009

Attendance

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

Members Absent: Ms. Allen, Mr. Anderson

Staff Present: Mr. Dickinson, 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.

Approval of Minutes

Dr. Whyte requested a motion to approve the March 10, 2009 regular Board meeting minutes.

2009-37 Ms. Shatten moved and Mr. Miller seconded the motion to approve the March 10, 2009 regular meeting minutes.

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

Nays: None. Motion carried.

President’s Report

A. Five Star Celebration

Dr. Whyte said that she attended the library’s Five Star Celebration today. She said that Mayor Earl Leikin, Police Chief Scott Lee, and Superintendent of Shaker Schools, Dr. Mark Freeman attended as well as library staff. Dr. Whyte said the library received a Proclamation from Senator Voinovich and the City of Shaker Heights. Dr. Whyte also said the library received a letter from Dr. Freeman congratulating the library on its Five Star Rating. Mr. Dickinson said that he was able to locate Mrs. Ruth Mealand Schwartz, a surviving staff member from 1938. Mr. Dickinson said that Mrs. Schwartz started at the library as a Desk Clerk in 1938 and is now living in Florida. He said that she sent him a five page history of the library as well as a topographical drawing of the Shaker library area from 1938. Mr. Dickinson said Mrs. Schwartz’s son, Mr. John Black, received a gift on behalf of his mother from the library. Mr. Dickinson also commented that past library Director, Mrs. Barbara Luton was also acknowledged at the Five Star Celebration.

Fiscal Officer’s Report

A. Financial Statements

Mr. Piskac reviewed the March 2009 revenue and expenditure financial statements and reported the following:

Revenue Summary

Mr. Piskac reported year-to-date revenue was $2,158,072.81 ($1,902,441.20 – 2008), which is $255,631.61 or approximately 12% more than 2008. He reported the year-to-date Public Library Fund – State Revenue was $410,830.53 for 2009, which was $50,514.22 or 10.9% lower than 2008. He also reported that he learned today that the April distribution would be $22,114.86 lower, or 16.6% less than last year. He said the combined January to April distribution amounts would be approximately 12.2% lower than 2008. He reported the Real Estate Property Tax revenue was $325,369.14 higher or 24% higher than 2008 tax revenue due to the replacement levy. He said the library did receive a first half real estate revenue settlement in March and would receive a HERB disbursement in late April or early May. Mr. Piskac said the library investment interest revenue continues to be significantly lower due to low interest rates and lower available cash for longer-term investments. He also reported year-to-date Meeting Room revenue was $175 higher than 2008.

Expenditure Summary

Mr. Piskac reported year-to-date expenditures were $1,434,948.06 ($1,440,866.62 – 2008), which is $5,918.56 less than 2008. Mr. Piskac said the Salaries and Employee Benefits expenditure line item was $11,794.69 higher due to the filling of the Deputy Director, Security Supervisor, and Technology Assistant positions which were unfilled at this time last year. He also said the Retirement Benefits also increased due to the additional salaries and wages. Mr. Piskac reported the Insurance Benefits expenditure line item was higher this month due to the change in health insurance carriers from Anthem to United Healthcare. He said the library paid the employee and employer portion of the United Healthcare April premium in March. He added that the employee portion would be paid back to the operating account during April payrolls. He said last year when the library switched to the Anthem HRA plan, the library paid two premiums in April for March and April due to late invoicing by Anthem. He said the year-to-date variance in the Insurance Benefits expenditure line item will decrease by the end of April. Mr. Piskac commented that the General and Administrative Supplies expenditure line item is less than last year due to the purchase of library cards and circulation bags. Mr. Piskac also reported that the Professional Services expenditure line item increased due to realized Auditor fees for the real estate advances. He also mentioned the Other expenditure line item is increased over last year due to the use of contract maintenance. Lastly, Mr. Piskac reported the Books and Pamphlets expenditure line item is approximately $93,000 under from last year. He said the library did realize a $40,000 savings from non-renewal of the leased books and the balance of the variance is due to unrealized library material expenditures.

Bank Reports

Mr. Piskac reported the month-to-date deposits of $240,130.13 were less than month-to-date withdrawals of $482,041.42 and the library transferred $115,000 from Star Ohio to the library’s operating account for March payroll. He also reported the year-to-date deposits $2,158,072.81 were greater than year-to-date withdrawals of $1,434,948.06. Lastly, he said the ending bank balance was $1,382,460.56, which is $723,124.75 higher than the January 1 cash balance.

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

Mr. Piskac reported the General Fund had an unexpended balance of $1,287,135.48, $1,430,248.92 in encumbrances, and an unencumbered balance of ($143,113.44). 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 $1,382,460.56, $1,470,157.04 in encumbrances, and ($87,696.48) in unencumbered funds.

Investment Report

Mr. Piskac reported the March 2009 investment balance was $1,267,267.60 and the Star interest rate increased to 0.41% from 0.40% in February.

Mr. Piskac recommended the Board of Trustees approve the March 31, 2009 financial statements as submitted.

2009-38 Mr. McGovern moved and Dr. Hutt seconded the motion to approve the March 31, 2009 financial statements.

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

Nays: None. Motion carried.

B. Appropriation Modification – Fund 209

Mr. Piskac reported that he received a $13,150.12 purchase order request from the Technical Services Department for book purchases from the Marilyn Kammer Memorial Fund. He said the Fund currently has $4,000 appropriated for books and the balance of the Fund was not appropriated. Mr. Piskac said the Fund is restricted for book purchases from the New York Times best-seller list and the expenditure request is within Fund restrictions.

Mr. Piskac recommended the Board of Trustees approve the appropriation modification for Fund 209 as submitted.

2009-39 Mr. McGovern moved and Ms. Shatten seconded the motion to approve the appropriation modification for Fund 209 as submitted.

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

Nays: None. Motion carried.

C. Contract Modification – Marty Pollock

Mr. Piskac said the Board originally approved $9,000 for management consulting services with Mr. Marty Pollock. He said additional staff was added and the length of some sessions was extended to cover materials, which increased the fee for services to $10,030.

Mr. Piskac recommended the Board of Trustees approve the additional $1,030 for management consulting services with Mr. Marty Pollock.

2009-40 Ms. Shatten moved and Mr. McGovern seconded the motion to approve the additional $1,030 for management consulting services with Mr. Marty Pollock.

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

Nays: None. Motion carried.

D. Cleveland Foundation Income Transfer

Mr. Piskac reported the library has $6,703 available as a 2009 income transfer from the Cleveland Foundation – Shaker Heights Public Library Fund. He said the library originally planned to use the income from the Fund towards Mr. Pollock’s management consulting services.

Mr. Piskac recommended the Board of Trustees approve the $6,703 2009 income transfer from the Cleveland Foundation – Shaker Heights Public Library Fund to the library operating account.

2009-41 Mr. McGovern moved and Mr. Miller seconded the motion to approve the $6,703 2009 income transfer from the Cleveland Foundation – Shaker Heights Public Library Fund to the library operating account.

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

Nays: None. Motion carried.

E. Bertram Woods Parking Lot Resealing/Restriping Contract

Mr. Piskac reported that he received a purchase order request from the Maintenance Department for resealing and restriping the Bertram Woods parking lot. He said that Surface Engineering submitted a proposal for $3,728 to patch any holes, seal/fill any cracks, seal coat, and then stripe the entire Bertram Woods parking lot per the library diagram. Mr. Piskac said Surface Engineering provided a quote for the Main library lot but recommended deferring any lot maintenance until a decision is made with the proposed apartment building. Mr. Piskac said the Surface Engineering proposal would be paid from the Bertram Woods Branch Fund.

Mr. Piskac recommended the Board of Trustees approve the proposal from Surface Engineering for $3,728 to patch any holes, seal/fill any cracks, seal coat, and then stripe the entire Bertram Woods parking lot.

2009-42 Mr. McGovern moved and Mr. Anderson seconded the motion to approve the proposal from Surface Engineering for $3,728 to patch any holes, seal/fill any cracks, seal coat, and then stripe the entire Bertram Woods parking lot.

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

Nays: None. Motion carried.

Staff Presentation – Amy Switzer, Deputy Director

Ms. Switzer reviewed the staff revisions to the Strategic Plan and said that some of the goals were deemed unrealistic, such as achieving a 100% satisfaction rate. Also, delays due to outside influences, such as the renovations not being done, had an affect on the measurement and progress of the Strategic Plan. Ms. Switzer explained that the 100% goals were reduced to a realistic 90 percentile range and some items on the timeline were extended due to the renovations of the second floor not being completed. She reported that the momentum and progress of the Strategic Plan was slowed down to vacancies of key positions, such as the Deputy Director. Ms. Switzer also mentioned that the economy may impact the scope of the Strategic Plan if funding is further reduced. After Ms. Switzer reviewed the revisions to the Strategic Plan and the 2009 Implementation Report, Ms. Shatten asked how often does the administrative team review the strategic plan. Ms. Switzer said she reviewed the Strategic Plan with staff after her January arrival at the library and would review progress as well as any revisions on a quarterly basis. Ms. Shatten recommended the library provide a summary progress report to outside stakeholders that participated in our Strategic Plan to keep them informed.

Ms. Switzer recommended the Board of Trustees approve the proposed revisions to the Strategic Plan as submitted.

2009-43 Ms. Shatten moved and Mr. McGovern seconded the motion to approve the proposed revisions to the Strategic Plan as submitted.

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

Nays: None. Motion carried.

Director’s Report

A. Written Report

Mr. Dickinson provided a summary of meetings he attended. He said Dr. Whyte spoke at the spring Staff Day and she attended the Five Star Celebration. Mr. Dickinson said staff commented that they enjoyed the Technology Fair on Staff Day and thanked Mrs. Cullers, Mr. Lesch, Ms. Switzer, Mr. Tompkins, maintenance staff and all others that helped make Staff Day another success. On March 19, Mr. Dickinson said that he attended a Stomping Out Negativity in the Workplace workshop with other administrative team members. Mr. Dickinson also said he met with Marty Pollock on April 9 to discuss his work with the Executive and Administration teams. In response to a question about what had been learned from Mr. Pollock, staff mentioned that feedback was one good technique to use in seeking employee performance improvement. Dr. Hutt recommended that the Administrative Team periodically assess itself to see if the various techniques learned are still being used.

B. Quarterly Circulation Statistics

Mr. Dickinson reviewed the First Quarter statistics and reported the overall first quarter circulation statistics were 1.29% lower than 2008. Also, he said the door counts were 6.93% lower than last year and commented that February was one day shorter this year and the weather may have affected patron usage.

C. Architect Agreement

Mr. Dickinson said he met with Assistant County Prosecutor Mrs. Joyce Dodrill, school officials, and Mr. Duane Van Dyke on March 20 to discuss the architect agreement. He said the architect and school officials agreed on an 11% fee instead of the school recommended 10% due to the small budget for the renovation. Mr. Dickinson said they were working on some minor points like insurance coverage, reimbursable expenditures, and said the agreement should be ready for approval very soon.

D. Lease Renewal

Mr. Dickinson said he is working with Assistant County Prosecutor Mrs. Joyce Dodrill on the library lease. He said the lease terms are being slightly modified to clarify 1993 as the official occupancy year and said the revised library lease should be ready for approval at the May Board meeting.

E. Legislative Update

Mr. Dickinson reported that he and Ms. Switzer attended Legislative Day on March 11 in Columbus. He said HB1, the State biennium budget, contains language which would divert Public Library Funds to fund OPLIN and Library Services for the Blind and Physically Handicapped.

Shortly after Legislative Day, Mr. Dickinson said he received an email from Ms. Linda Murray of OLC indicating there is a good indication that Public Library Funds would not be diverted to fund OPLIN and Library Services for the Blind and Physically Handicapped.

New Business

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

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer

In honor of Kevin McCarty $25.00

In honor of Judge James Perry $25.00

In memory of Hope Gallagher $25.00

In memory of Reginald Phelps $25.00

Frances Belman Fund (210-6110)

Marsha Moses

In appreciation of Lynda Thomas $100.00

2009-44 Dr. Hutt moved and Ms. Shatten seconded the motion to accept and appropriate the above gifts.

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

Nays: None. Motion carried.

B. Personnel Actions (information only)

Richard Camp, IT Technician, Level 109, hired effective March 1, 2009

Wendy Shelton, promoted from Page II, Level 103 to Adult Services Associate, Level

109, effective March 31, 2009

Pamela Ferrazza, Circulation Manager, Level 111, retired effective March 31, 2009

Announcements

None

Community Comments

None

Adjournment

Dr. Whyte said that there being no further business, Mr. McGovern moved and Board members unanimously agreed 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, May 12, 2009 at 6:30 p.m. in the Main Library Boardroom.

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Dr. Whyte, President

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David D. Piskac, Fiscal Officer

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Kurt Miller, Secretary