`SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, May 8, 2006

Attendance

Members Present: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte

Members Absent: Mr. Schorgl

Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac, Mr. Pulver

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 6:32 p.m. in the Main Library Boardroom.

Approval of Minutes

2006-44 Dr. Whyte moved and Mrs. Karon seconded the motion to approve the April 17, 2006 regular meeting minutes.

Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. Miller, Mr. McGovern, Mrs. Shatten, Dr. Whyte

Nays: None

President’s Report

A. Discuss Upcoming Board Retreat

Mr. McGovern said the Board retreat was scheduled to start at 8:30 a.m. on May 20, 2006 at Cuyahoga Community College’s Corporate College East.

Treasurer’s Report

A. Financial Statements

Mr. Piskac reviewed the April 2006 revenue and expenditure financial statements and reported the library received $2,261,400.60 ($2,353,421.35 - 2005), which is approximately 4% higher than 2005 after interfund revenue is subtracted. He attributed a $78,000 increase in real estate property tax and increased investment income 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 year-to-date investment revenue was double the 2005 amount. Next, Mr. Piskac reviewed the summary expenditures statement and reported the library expended $408,625.09 ($789,972.64 - 2005), which is approximately 10% higher than 2005 after interfund expense and 2005 lease payment of $169,755.46 is subtracted. He explained the remaining $38,407.91 difference includes $26,172 the library paid for its new truck and the payment of two months of health insurance premiums. He also explained the 11% year-to-date difference of $188,599.78 is composed of approximately $55,000 for employee wages, $30,000 for books, $48,000 for audiovisual materials, $26,172 for the new truck and $19,000 for a computer equipment purchase. Mr. Piskac commented that all expenditure line items are within budgetary appropriations. Then, Mr. Piskac reviewed the month-to-date and year-to-date bank reports and reported $105,115.93 of monthly revenue and $408,625.09 of expenditures resulting in an ending bank balance of $1,694,767.27. He also reported year-to-date revenue of $2,188,153.48 and $1,886,461.72 of expenditures resulting in a bank balance of $1,694,767.27. Mr. Piskac said the library’s cash position increased from $1,393,075.51 (beginning of year) to $1,694,767.27 as of April 30, which represents a $301,691.76 increase in net cash. Next, Mr. Piskac reviewed the Combined Fund Report and reported the General Fund unexpended balance was $1,548,173.13 and the unencumbered balance was $163,038.32, which is low due to $1,385,134.81 of encumbrances. He reported the unexpended balance for all funds was $1,694,767.27 and the unencumbered balance for all funds was $303,197.46. Lastly, Mr. Piskac reviewed the April 2006 investment report and reported the ending investment balance is $1,350,400.13.

Mr. Piskac recommended the Board of Trustees approve the April 30, 2006 financial statements as submitted.

2006-45 Dr. Whyte moved and Dr. Benning seconded the motion to accept the April 30, 2006 financial statements.

Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

B. 2007 Tax Budget

Mr. Piskac presented the 2007 Tax Budget and said the library is requesting $3,475,042.70 in general property tax from the county budget commission. Mr. Piskac said he increased the amount of the 2007 request over the 2006 request due to increased expenditures. After reviewing the various 2007 tax budget schedules, he noted the library has not received additional funding in prior Tax Budget requests because there were no additional funds available for Budget Commission consideration.

Mr. Piskac recommended the Board of Trustees approve the 2007 Tax Budget as submitted.

2006-46 Dr. Benning moved and Mrs. Karon seconded the motion to approve the 2007 Tax Budget as presented.

Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

C. E-Rate Update

Mr. Piskac reported that he filed the BEAR Form 486 to the Schools and Libraries Division (SLD) for funding year ending June 30, 2006. He also reported that in April, the library received reimbursement for cellular service. The reimbursement rate is $75 per month, for the period July 2005 - March 2006.

D. April Credit Card Usage Update

Mr. Piskac said the library officially started accepting credit cards for payment of patron fines and replacement of lost/damaged materials beginning April 1. He said total April patron fines was $10,193.97 and credit cards usage was 14% of the total dollar amount. He also reported that April 2006 patron fine revenue was 8% higher than April 2005. In addition, he reported that patron 2006 first quarter fine revenue was $33,016.23, which is lower than 2005 first quarter of $36,923.04. Mr. Piskac concluded that by allowing credit cards for payments, the library initially experienced a one month increase in patron revenue in comparison to last year and is hopeful the trend will continue.

E. 2005 Encumbrance Report

Mr. Piskac reported that the 2005 General Fund carryover encumbrances were $246,819.25. He said that only $152,894.64 (62%) was actual accounts payable and the remaining $93,924.61 (38%) was re-appropriated in 2006.

Director’s Report

A. Written Report

Mr. Dickinson reported that he attended the OHIONET annual meeting on April 20in Columbus. He said one item of discussion was use of new web technologies in libraries.
Mr. Dickinson said that he was approached by a representative from Disney Radio to discuss specific program advertising and other types of library advertising.
Mr. Dickinson said he and Mr. Harchar met with Mr. Jim Neville of the architectural firm Christian & Klopper on April 25 and earlier today to discuss the replacement of the Main Library front doors. Mr. Dickinson presented elevations of the Main Library drawn by Mr. Jim Neville for the new automatic door system. He added the scope of the project has changed from the original discussion because of overhead clearance issues and the potential extra costs associated with them. Mr. Neville is going to research the overhead clearance issue in detail and report back to Mr. Dickinson.
Emergency procedures are being revised and drills are going to be conducted in the future.
The Main Library roof is completed and the final walk through will take place on May 10. He also commented that the copper repairs to the cupola would be done as a separate project.
Mr. Dickinson reported the Checkpoint security system is installed and operational. He said that a revision to the circulation policy would be discussed later in his report to supplement the new system.
The library is hosting Ms. Linda Murray from the Ohio Library Council and representatives from public library systems in Cuyahoga County for a library funding and legislation update on May 12 from 7:30 a.m. to 9:00 a.m.
Mr. Dickinson reported that the CAMLS, MOLO and NOLA merger would be completed soon. The last CAMLS annual meeting will be held May 24.
The Summer Reading Program will start June 5 and the Ice Cream Social will be held on June 9at Bertram Woods.
The next board meeting will be at Bertram Woods June 12.
Mr. Dickinson commented on various other community meetings he attended.
Mr. Dickinson showed the annual Barbara Luton Art contest winner painting titled, “Man Eater,” which the library will purchase for $200.
Mr. Dickinson discussed carpet samples and paint colors that are being considered for Main Library.

New Business

A. Circulation Policy Revision

Mr. Dickinson said the implementation of the Checkpoint system and the increased circulation of DVDs has provided the library an opportunity to update its circulation policy thresholds. He proposed the following changes:

Current Policy

Thresholds/Loan Limitations

a. 50 items*

b. $1,000 value*

c. 6 VHS tapes

d. 3 DVDs

Proposed Change

Thresholds/Loan Limitations

a. 50 items*

b. $1,000 value*

c. 10 video recordings

* These policies work in tandem, if the $1,000 threshold is met before the 50-item threshold, loans will not be allowed.

Mr. Dickinson recommended the Board of Trustees approve the circulation policy changes as submitted.

2006-47 Dr. Whyte moved and Mrs. Karon seconded the motion to approve the circulation policy changes as proposed.

Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mrs. Shatten,

Dr. Whyte

Nays: None. Motion carried.

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

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer $50.00

In honor of Cathy Nell and

In honor of the University of Florida Men’s Basketball Championship

In memory of Edward Korsh $30.00

2006-48 Mrs. Karon moved and Mr. Miller 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.

C. Personnel Actions

None

Community Comments

None

Announcements

None

Adjournment

There being no further business, Mr. McGovern moved and board members unanimously agreed to adjourn the regular board meeting at 7:33 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