SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, June 9, 2008
Attendance
Members Present: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Members Absent:
Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Rossman, Mr. Zapp
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 May 12, 2008 regular meeting minutes.
2008-50 Ms. Allen moved and Dr. Hutt seconded the motion to approve the May 12, 2008 regular meeting minutes.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Summer Schedule for Board of Trustees
Mr. McGovern said the Board of Trustees might have to meet during the summer to vote on the recommendation from the architect review committee. He passed around a piece of paper to Board members for their summer vacation schedules.
Mr. Zapp provided an overview of IT services and explained the technological changes that have taken place over the past four years. He said the library’s computer network has changed over the years to accommodate the increase in computer workstations, Internet bandwidth, and the various network software upgrades. He also said he has made improvements to the library’s Internet bandwidth connectivity by adding another T1 line.
A. Financial Statements
Mr. Piskac reviewed the May 2008 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac said the library received $2,604,906.26 ($2,485,523.56 – 2007) in year-to-date revenue, which is $119,382.70 greater than year-to-date 2007 after inter-fund transfers are removed. He explained the revenue variance is due to the receipt of the first half of HERB tax revenue one month earlier than during 2007. He also said the library received 45% of LLGSF funding for calendar year 2008 in comparison to the 42% budgetary estimate. Lastly, he said the combination of low interest rates and limited investment options resulted in low interest earnings on investments.
Expenditure Summary
Mr. Piskac reported May 2008 expenditures of $2,445,537.72 ($2,509,460.31 – 2007) after inter-fund transfers are removed is $63,922.59 less than 2007. Mr. Piskac explained the actual year-to-date expenditures for library materials were less than budget.
Bank Reports
Mr. Piskac reported the month-to-date deposits of $491,249.13 were less than the month-to-date withdrawals of $611,473.99 due to payment of the library’s annual lease payment of $174,865.18. He also reported the year-to-date deposits of $2,604,906.26 were greater than year-to-date withdrawals of $2,445,537.72 and the ending bank balance was $963,754.98, which is 159,368.54 higher than the January 1 cash balance. Lastly, he commented that in the month of June, the projected year-to-date revenue would be less than expenditures, but in July the library would receive real estate advances, which would increase revenues over expenditures.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $885,255.74, $792,076.56 in encumbrances, and an unencumbered balance of $93,179.18. Mr. Piskac also reported the unexpended balance for all funds is $963,754.98, $799,191.77 in encumbrances, and $164,563.21 in unencumbered funds. Mr. Piskac again commented that the unexpended balance of the General Fund would decrease in 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 May 2008 investment balance was $399,858.14 and the Star interest rate decreased to 2.19% from 2.46% in April. He also said the Star Ohio Building account balance was transferred to the Star Ohio main account and used towards the library’s annual lease payment.
Mr. Piskac recommended the Board of Trustees approve the May 31, 2008 financial statements as submitted.
2008-51 Dr. Whyte moved and Ms. Allen seconded the motion to accept the May 31, 2008 financial statements.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
B. Increase Limit on General Credit Card
Mr. Piskac said the library’s Fifth Third Bank General Credit Card has a credit limit of $3,500. He said the current limit is not enough to cover the increased usage for online purchases, seminar registrations and other credit card purchases. He recommended increasing the credit limit to $5,000 so the Business Office would be able to offer the credit card for staff purchases. Dr. Hutt asked Mr. Piskac about the procedures used to monitor credit card purchases. Mr. Piskac said staff is required to obtain an approved purchase order to sign out the credit card. He further said staff is required to provide a receipt of purchase, which is used to compare against the credit card statement. Mr. Piskac also said the auditor reviews all credit card statements and related authorization for all credit card purchases. Mr. Piskac recommended the Board of Trustees approve the Fifth Third Bank General Credit Card limit increase from $3,500 to $5,000.
2008-52 Ms. Allen moved and Ms. Shatten seconded the motion to approve the Fifth Third Bank General Credit Card limit increase from $3,500 to $5,000.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, 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 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. Mr. Dickinson said architect interviews are going to be held for the Main Library second floor renovation project. He also said the signage was ordered for patron behavior expectations at both library locations and should be installed by the end of June.
B. Staffing Study and Organizational Assessment
Mr. Dickinson said the library is going to integrate the staffing study and organizational assessment with the future architect meetings. He also said service points and self-checkout machine locations will be reviewed with the selected architect. Mr. McGovern stressed that the selected architect should be experienced with spatial planning in libraries. Mr. Dickinson said he is reviewing staffing at the supervisory level and attendees at supervisory meetings. Mr. Anderson commented that the level of FTE’s from the organizational assessment is a concern for the library. Mr. Dickinson said the large building design requires larger staffing levels for daily operations. Ms. Allen inquired about overall safety and security at the library after a local newspaper reported a crime on Van Aken Boulevard. Mr. Dickinson said the library is accepting applications for the Director of Security as well as the Deputy Director position. Dr. Whyte inquired about the timeline to fill the Deputy Director position. Mr. Dickinson said the library is accepting applications through July and anticipates filling the position by late fall.
C. Library Renovation and Redesign RFP Update
Mr. Dickinson said the RFP for architectural services was placed in Saturday’s newspaper. He said eight firms have already responded to the ad.
D. Youth Development Initiative Update
Mr. Dickinson said the YDI grant application was filed in late April on behalf of the South Shaker neighborhood. We hope to hear soon about its status from the Cleveland Foundation. He is investigating a summer grant through Cuyahoga County to expand our Teen Center programming during July and August.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund Unrestricted Donations (209-6510)
Randy Kammer
In memory of Thomas Boehmer $25.00
In memory of Jim Gilliard $25.00
In memory of Dr. Thomas Green $25.00
In memory of Tony Lamb $25.00
In memory of Marc Sternberger $25.00
In honor of Laine Silverfield’s retirement $25.00
In honor of Dot Verstandig’s retirement $25.00
Constantinos Kopelousos
In memory of Marilyn Kammer $1000.00
Frances Belman Fund Restricted Donation (210-6110)
Marsha Belman Moses
In memory of Frances Belman $100.00
2008-53 Ms. Shatten moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
Announcements
None
Community Comments
None
Adjournment
Mr. McGovern said that there being no further business, board members unanimously agreed to adjourn the regular board meeting at 8:02 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Monday, September 8, 2008 at 6:30 p.m. in the Main Library Boardroom.
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Ken McGovern, President
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David D. Piskac, Fiscal Officer
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Jeanne Shatten, Secretary