SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, May 12, 2008

Attendance

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

Members Absent: Mr. Miller

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

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 6:30 p.m. in the Main Library Boardroom.

Approval of Minutes

Mr. McGovern asked for a motion to approve the April 14, 2008 regular meeting minutes.

2008-44 Dr. Whyte moved and Dr. Hutt seconded the motion to approve the April 14, 2008 regular meeting minutes.

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

Nays: None. Motion carried.

President’s Report

A. Memorial Day Parade

Mr. McGovern said he was unable to participate in the upcoming Memorial Day parade with

Mr. Dickinson and offered the opportunity to other Board members.

B. Other

Mr. McGovern read portions of a thank you letter from former Board member Mr. Tom Schorgl for the opportunity to work with fellow Board members.

Mr. McGovern reported that Mr. Anderson and he attended the recent OLC Trustee dinner and said the presentation by Clark Security on library security issues was very interesting and suggested it would be a good presentation for our own library staff.

Treasurer’s Report

A. Financial Statements

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

Revenue Summary

Mr. Piskac said the library received $2,113,657.13 ($2,184,508.26 – 2007) in year-to-date revenue, which is $70,851.13 less than year-to-date 2007 after inter-fund transfers are removed. He explained that $110,965.70 of the revenue variance is due to the new LLGSF disbursement formula. He said the library is expecting to receive $1,864,001.25 of LLGSF funding for calendar year 2008 but the monthly disbursement amounts will be different than 2007 especially with February 2008 being a much smaller proportion then last year. He commented that under the new LLGSF formula, the library is approximately $8,715.80 or 1.46% under estimates, but future state disbursements should close the revenue shortfall.

Expenditure Summary

Mr. Piskac reported April 2008 expenditures of $1,834,063.73 ($2,067,663.88 – 2007) after inter-fund transfers are removed is $233,600.15 less than 2007. Mr. Piskac explained the library paid the City $180,734.60 for the lease in March last year and received the invoice for 2008 in May. He also said the library did not receive an April invoice for May’s $24,748.80 premium from Anthem for the library’s new health insurance effective April 1. Mr. Piskac said the Salaries and Employee Benefits expenditures line item for year-to-date is $5,079.43 less than 2007, which is due to vacant library positions. Mr. Piskac reported the library spent approximately $27,865.55 less than year-to-date 2007 with these material timing differences in expenditures.

Bank Reports

Mr. Piskac reported the month-to-date deposits of $211,215.93 were less than the month-to-date withdrawals of $393,197.11 due to low real estate receipts, which is common for the month of April. He also reported the year-to-date deposits of $2,113,657.13 were greater than year-to-date withdrawals of $1,834,063.73. Lastly, he said the ending bank balance was $1,083,979.84, which is $279,593.40 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 $912,414.88, $941,323.71 in encumbrances, and an unencumbered balance of ($28,908.83). He said the high encumbrance balance is due to the library’s annual blanket purchase orders and he added a $55,000 purchase order in April for the library’s liability for health insurance claims through March 31, 2009. Mr. Piskac also reported the unexpended balance for all funds was $1,083,979.84, $948,500.12 in encumbrances, and $135,479.72 in unencumbered funds. Mr. Piskac also commented that the unexpended balance of the General Fund would decrease in May and June due to no real estate tax receipts. He said the library would receive the second half of real estate receipts in July and August, which would increase the unexpended balance of the General Fund. He further said the unexpended balance would decrease after August for the remaining months of the calendar year until 2009 real estate advances are received.

Investment Report

Mr. Piskac reported the April 2008 investment balance was $399,115.47 and the Star interest rate decreased to 2.46% from 2.98% in March. He also said the Star Ohio Building account balance would be transferred to the Star Ohio account balance to be used towards the library’s annual lease payment.

Mr. Piskac recommended the Board of Trustees approve the April 30, 2008 financial statements as submitted.

2008-45 Ms. Shatten moved and Dr. Hutt seconded the motion to accept the April 30, 2008 financial statements.

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

Nays: None. Motion carried.

B. 2009 Tax Budget

Mr. Piskac presented the 2009 Tax Budget and said the library is requesting $3,816,440.00 in general property tax from the county budget commission, which is the same amount from the auditor’s Certificate of Estimated Property Tax Revenue – DTE Form 140R used in the library’s levy. After reviewing the various 2009 tax budget schedules, he anticipates the General Fund to increase by approximately $150,000 from the 2008 calendar year estimated ending balance of $525,000. He said the Tax Budget request is based on 100% collection and commented the current collection rate is approximately 93%, which would provide approximately $700,000 in additional revenue assuming the property valuations do not decrease.

Mr. Piskac recommended the Board of Trustees approve the 2009 Tax Budget as submitted.

2008-46 Dr. Hutt moved and Ms. Shatten seconded the motion to approve the 2009 Tax Budget as presented.

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

Nays: None. Motion carried.

C. 2008 Bond Expenditures and Modifications

Mr. Piskac reviewed the following 2008 Bond Expenditures and Modifications schedule for the library.

Dell Power Edge Server for Comprise Software	$2,841
Cabling/Conduit Work for Computers	8,460
Add: Bertram Woods to Board Action #2008-24	0
20 Public Lounge Chairs for 1^st Floor – Main	20,000
Subtotal:	$31,301
Contingency at 20%:	6,260
Total:	$37,561

He said the Dell server will be used as a dedicated server for the new Comprise software and the cabling/conduit work is for the planned expansion of our Internet bandwidth. He also said the addition of Bertram Woods to Board action 2008-24 provides clarification for the scope of the security cameras for both library locations. Lastly, he said the $20,000 for library lounge chairs supports one of the library’s strategic planning objectives of providing a comfortable place. Mr. Piskac said the contingency applies to the above listed projects but doesn’t anticipate needing any additional funding. Some Board members inquired about the estimated $1,000 per chair cost. Ms. Shatten and Mr. Dickinson commented that the estimated $1,000 per chair budget is appropriate for obtaining furniture that is durable and will last for a long time.

Mr. Piskac recommended the Board of Trustees approve the 2008 Bond Expenditures and Modifications as submitted.

2008-47 Ms. Allen moved and Mr. Anderson seconded the motion to approve the 2008 Bond Expenditures and Modifications as submitted.

Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, 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. Next, he reviewed the 2008 circulation statistics and reported the total circulation for the library increased 2.02% over last year for the period January through April. He said Main Library month-to-date circulation increased 6.36% and year-to-date circulation increased 5.31% and Bertram Woods month-to-date circulation decreased by 0.39% and year-to-date circulation decreased 3.63%. Mr. Dickinson also reported that total AV circulation is 51.32% of all year-to-date circulation but anticipates book circulation to exceed AV circulation later this year.

B. Levy Results Analysis

Mr. Dickinson reviewed the levy results from the Board of Elections for the library’s recent levy. He commented that the majority of the voting precincts support the library by large margins. He passed around the Certificate of Result of Election, which indicated 9,744 voted for the levy and 3,482 voted against.

C. Fiscal Officer Changes

Mr. Dickinson recommended to the Board of Trustees a blanket resolution to update all library policies and procedures to reflect the recent passage of SB 185, which includes changing the Clerk-Treasurer title to Fiscal Officer.

2008-48 Dr. Whyte moved and Ms. Allen seconded the motion to approve the blanket resolution to update all library policies and procedures to reflect the recent passage of SB 185, which includes changing the Clerk-Treasurer title to Fiscal Officer.

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

Nays: None. Motion carried.

D. Staffing Study and Organizational Assessment

Mr. Dickinson reported that on May 5 Ms. Jeanne Goodrich met with eight members of the library senior management team and then met with Board members Ms. Shatten and Mr. Miller later in the day. Mr. Dickinson said Ms. Goodrich provided the library several recommendations, which included evaluating the number of service points and programs offered by the library, hiring a full-time security supervisor, and relocating the self-checkout machines into more visible locations. He said other recommendations include reexamining staff and public training programs, and improving communication among staff by holding regular departmental meetings other than staff day meetings. Ms. Shatten said the Board would receive an Executive Summary of Ms. Goodrich’s recommendation in the near future. Board members Ms. Allen and Dr. Hutt expressed concern about the loss of personal contact and conversation with the proposed implementation of self-service check out. Mr. Dickinson said another recommendation by Ms. Goodrich is the roving reference librarian, which provides interaction with the public. Ms. Shatten also commented that the library’s strategic plan offers new ways for library staff to interact with the public other than at the circulation desk. Dr. Whyte inquired about the recommendation that all staff hold an email account and asked why all staff did not have an email account. Mr. Dickinson said some employees did not have an email account due to the nature of their position and ability to access email. He said the library was considering a general page email account so pages could log in to read email messages.

E. Legislative Day Update

Mr. Dickinson reported that he attended the OLC Legislative Day on Tuesday, May 6 and said the Governor recognized the value of Ohio public libraries and discussed Ohio’s economic stimulus package. He said OLC is circulating an email in opposition of HB 521, which would reform local government. He also said OLC is not supporting a new piece of federal legislation called Delete On-line Predators Act (DOPA) because it would require additional filtering by schools and libraries.

F. Environmental Award

Mr. Dickinson said the library received a Certificate of Achievement for its participation in the Abitibi Bowater Paper Retriever program. He said Bertram Woods recycled 57.47 tons of paper from its recycling containers during 2007. He mentioned Bertram Woods added another recycling container for a total of two because of the high recycling demand.

G. Other

Mr. McGovern asked Mr. Dickinson about the status of the Main first floor bathroom renovation. Mr. Dickinson said that the renovation is on hold until Mr. John Harchar returns from his medical leave during the summer. Mr. McGovern also asked Mr. Dickinson about the space planning meetings referenced in his Director’s report. Mr. McGovern recommended obtaining an architect with library design experience to determine the engineering limits of the unfinished space and to evaluate the renovation design with the strategic plan. Mr. Dickinson said an architect is going to be selected after the staff space planning meetings. Ms. Shatten asked Mr. Dickinson about the status of the outside signage displaying the behavioral rules and the paint striping of the designated sidewalk area for ride pickups on the right side of the library near the book drops. Mr. Dickinson said Ms. Miller is finalizing the signage with Mrs. Margaret Simon and that he is finalizing the striping with the City. Ms. Allen inquired about the outside music policy. She said the music is not played consistently. Mr. Dickinson said Ms. Miller would address the music policy with public service staff.

New Business

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

Bertram Woods Branch – Unrestricted (208-6510)

In memory Mildred Hirshstein

Morton Mandel and Ruth Viny $50.00

Ruth Miller/Aaron and Lindsay Miller Philanthropic Fund of the

Jewish Community Federation of Cleveland $500.00

Carol and Yair Weinstock $25.00

Nina and Gary Yanus, Mary and Jeff Yarus, Pam and Theron Russell,

Susi and Peter Meisel $54.00

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer

In memory of Melvin R. Herbig $30.00

In honor of Penny Shaffer being selected an AXA Advisors

2008 Businesswoman of the Year Award Winner by the

Coral Gables Chamber of Commerce $30.00

2008-49 Dr. Whyte moved and Ms. Allen seconded the motion to accept and appropriate the

above gifts.

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

Nays: None. Motion carried.

Announcements

Ms. Miller noted that the Ice Cream Social, which kicks off the Summer Reading Program, will be held at Bertram Woods on Friday, June 13, starting at 6:30 p.m. Board members are welcome to attend.

Community Comments

None

Adjournment

Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 7:43 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, June 9, 2008 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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Jeanne Shatten, Secretary