SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, May 14, 2007
Attendance
Members Present: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Members Absent: Mr. Schorgl
Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Pulver, Ms. Miller
Others: Evelyn Krent, League of Women Voters Representative
John Lisy, Executive Director, Shaker Heights Youth Center
Edward Parsons, Past Board member
Mr. McGovern called the regular meeting of the Shaker Heights Public Library Board of Trustees to order at 6:30 p.m. in the Main Library Boardroom.
Approval
of Minutes
2007-42 Ms. Allen moved and Mr. Miller seconded the motion to approve the April 16, 2007 regular board minutes.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Strategic Planning Committee Report
Mr. McGovern asked Mrs. Shatten to provide an update on the Strategic Planning Committee meetings. Mrs. Shatten reported the Strategic Planning Committee held meetings on April 23 and May 7. The group reviewed highlights from various Project for Public Space (PPS) articles describing different functions of floor layouts in public libraries and also discussed major service responses as well as the library’s mission statement, including laying the groundwork for a vision statement. Mrs. Shatten said the Strategic Planning Committee is meeting again on May 22 and with Ms. Goodrich on June 11 to discuss library goals and objectives.
Special Presentation – John Lisy, Executive Director,
Shaker Heights Youth Center
Mr. Lisy said the Shaker Heights Youth Center provides services to foster the emotional and behavioral well being of youth in the Shaker Heights community. He said the Shaker Heights Youth Center provides the following high intensity programs for the indicated populations:
Academic Success Aid Program - The Youth Center identified the need for services for the most at risk students in the community, expelled students. High school students can earn academic credit from the Virtual Learning Academy. Middle school students use the Virtual Learning Academy for academic skill building. The program serves students for the full school day, four days per week.
The Intensive Prevention Program - The program began in 1998 as a full-day-out-of-school intervention program for suspended students in grades 7-12. The program has been serving suspended K-6 students since 1999. Both focus on academic tutoring and behavioral interventions. The Youth Center works closely with principals and teachers to keep students current with their work.
Summer Program – For students in grades K-4. This is an all day enrichment program for students who need a more structured summer experience. The Shaker Heights Public Library and the Nature Center provide weekly experiences for summer youth.
In addition to these services, Mr. Lisy said the Shaker Heights Youth Center provides services that enhance student assets and competencies and develop in youth the knowledge and skills needed to remain alcohol, tobacco, drug, and violence free and contribute to their community. Mr. Lisy said the Shaker Heights Youth Center has received three exemplary prevention awards from the Ohio Department of Alcohol and Drug Addition Services for collaborating programming in the Shaker Heights Community. They are as follows:
1. The SFY 2005 Award for Academic Success Aid Program
2. The SFY 2001 Award for the Comprehensive Community Intensive Prevention Program
3. The SFY 2000 Award for the Mentoring Program
Mr. Lisy also said he was selected by The National Association of Alcoholism and Drug Abuse Counselors Advocate of the Year Award for 2005. Mr. Lisy said he was selected for this award for his statewide work on Licensure of Addiction Professionals and the Workforce Development Project.
In closing, Mr. Lisy discussed a proposal for evaluating the youth at the library to determine why youth congregate at the library and to see if there are alternative activities that would better meet their needs. He said his organization was willing to conduct a joint project with the library to hire an individual to get to know the youth, gather the information and redirect youth where possible. Mr. Dickinson said that he would discuss Mr. Lisy’s offer further.
Treasurer’s Report
A. Financial Statements
Mr. Piskac reviewed the April 2007 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac said the library received $2,184,508.26 ($2,188,153.48 – 2006) in year-to-date revenue, which is $3,645.22 less than year-to-date 2006 less interfund transfers. He said the State Income Tax line item is the same as last year and the Real Estate Property Tax is $19,000 less than 2006 due to the rate of real estate tax collections. He explained that the Interest on Investments for 2007 was less than 2006 due to the timing of bond interest payments and approximately $242,000 less cash in 2007 for investment.
Expenditure Summary
Mr. Piskac reported the year-to-date expenditures were $2,067,663.88 ($1,886,461.72 – 2006) less interfund transfers. Mr. Piskac reported the $181,202.16 increase in year-to-date expenditures from 2006 is due to the timing of the $180,734.60 lease payment to the City. Mr. Piskac said the library is normally invoiced by the City for the lease/bond repayment note in April and payment is due in May. Mr. Piskac explained with the earlier payment, which is reflected under the Rent and Lease expense line item shows a large variance. Mr. Piskac said if you remove the effects of the timing of the early lease/bond payment, the library expended $467.56 more than last year.
Bank Reports
Mr. Piskac reported the month-to-date deposits of $103,290.70 were less than month-to-date withdrawals of $438,876.80. He said the library did not receive real estate advances during April so the month-to-date deposit will be less than month-to-date withdrawals. He also reported the year-to-date deposits $2,184,508.26 were greater than year-to-date withdrawals of $2,067,663.88. Lastly, he said the ending bank balance was $1,254,861.45.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,083,731.02, $1,244,290.09 in encumbrances, and an unencumbered balance of ($160,559.07). Mr. Piskac said the April encumbrances contain annual blanket and contract purchase orders. Mr. Piskac also reported the unexpended balance for all funds were $1,254,861.45, $1,266,129.21 in encumbrances, and ($11,267.76) in unencumbered funds.
Investment Report
Mr. Piskac reported the April 2007 investment balance was $604,385.23 and the Star interest rate increased to 5.18% from 5.17% in March.
Dr. Whyte asked Mr. Piskac about the negative ending fund balances and said that she has not observed negative ending fund balances in the past. Mr. Piskac said the negative ending balances are due to the timing of real estate advances and a $242,000 lower 2006 ending cash balance. Mr. Piskac also said the library encumbrances contain annual contracted and blanket purchase orders, of which, the blanket purchase orders are not sent out to the vendor for a purchase commitment. He said the library is able to cancel or reduce the blanket purchase orders as necessary to maintain a positive fund balance in-between receipt of real estate advances. In closing, Mr. Piskac said he would reduce a few blanket purchase orders to reflect a positive general fund ending balance for the June Board meeting.
Mr. Piskac recommended the Board of Trustees approve the April 2007 financial statements as submitted.
2007-43 Ms. Allen moved and Mrs. Shatten seconded the motion to accept the April 2007 financial statements.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. 2008 Tax Budget
Mr. Piskac presented the 2008 Tax Budget and said the library is requesting $3,614,044.41 in general property tax from the county budget commission. Mr. Piskac said he increased the amount of the 2008 request over the 2007 request by 4% due to increased expenditures. After reviewing the various 2008 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 2008 Tax Budget as submitted.
2007-44 Dr. Whyte moved and Dr. Hutt seconded the motion to approve the 2008 Tax Budget as presented.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Copier Contract Update
Mr. Piskac said the library’s copier contract expires this August and he is currently obtaining quotes from five (5) different copier companies. He said the library would be reducing the number of public copiers at Main by one copier due to decrease demand.
D. 2007 First Quarter Cleveland Foundation Report
Mr. Piskac reviewed the Shaker Heights Public Library Fund with the Cleveland Foundation and reported the library has $186,636.59 in available funds. He also reported the library has $37,615 in cumulative fund earnings available of which, $6,999.00 was disbursed in March for the library strategic plan.
Director’s Report
A. Written Report
Mr. Dickinson reported the following:
B. Teen Services Timeline
C. 2007 Circulation Statistics
New Business
A. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Tony Clementi and $50.00
Helen Phillips Walker
In honor of Henri Landwirth and David Stein $50.00
being selected as OneJax 2007 Humanitarian Award Honorees
In memory of Brain McMillan $50.00
In memory of Margery Serkin Shlafer $100.00
2007-45 Dr. Whyte moved and Mrs. Shatten seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions
Mr. Dickinson reported the new Adult Services Librarian is starting after Memorial Day.
Announcements
Ms. Miller said the Ice Cream Social is at Bertram Woods Branch on June 15 from 6:30 - 8:00 p.m.
Mr. Dickinson said the June Board meeting is at the Bertram Woods Branch.
Community Comments
Mr. Edward Parsons said he appreciated the library’s 70th anniversary activities and then asked about the computer replacement cycle as part of the technology plan. Mr. Dickinson said the library is on a four-year rotation of replacing computer workstations per the latest plan approved earlier in the year.
Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 8:00 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, June 11, 2007 at 6:30 p.m. in the Bertram Woods Community Room.
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Ken McGovern, President
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David D. Piskac, Clerk-Treasurer
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Tom Schorgl, Secretary