SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Tuesday, June 9, 2009
Attendance
Members Present: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Members Absent:
Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac, Mrs. Scheps, 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 6:33 p.m. in the Bertram Woods Community Room.
Approval of Minutes
Dr. Whyte asked for a motion to approve the May 12, 2009 regular meeting minutes.
2009-54 Mr. McGovern moved and Dr. Hutt seconded the motion to approve the May 12, 2009 regular meeting minutes.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
Mr. Anderson arrived at 6:36 p.m.
President’s Report
A. Memorial Day Parade Update
Mrs. Scheps provided an overview of the Summer Reading Program. She said the Summer Reading Program is for pre-school age children and explained the various reading prizes the children can achieve by the number of hours that they read. She said the children really like stickers and receive them at every level of reading achievement. Mrs. Scheps said planning for the Summer Reading Program starts in December and only educational aspects are included in the program. Planning also includes setting the level of reading hours for each type of prize. After planning is complete, library staff market the Summer Reading Program by visiting area public schools and performing song and dance routines for the children. Last year approximately 1,345 children participated in the Summer Reading Program and over 1,000 of those children read at least 5 hours.
Mr. Dickinson said that Mrs. Scheps recently received the 2009 Carolyn Grossman award from the Heights Parent Center. He explained the award honors an individual who demonstrates an extraordinary commitment to strengthening families and preparing young children for success in school and in life. He said Mrs. Scheps was honored at the Center’s gala event, “A Night under the Stars,” held May 29 at the Great Lakes Science Center.
Fiscal Officer’s Report
A. Financial Statements
Mr. Piskac reviewed the May 2009 revenue and expenditure financial statements and reported the following:
Mr. Piskac reported year-to-date revenue was $2,778,116.13 ($2,604,906.26 – 2008), which is $173,209.87 or approximately 6% more than 2008 after inter-fund transfers are removed. He reported the year-to-date Public Library Fund – State Revenue was $697,827.78 for 2009, which was $134,512.98 or 16.2% lower than 2008. He also reported that he learned today that the June distribution would be $12,537.47 lower, or 8.5% less than last year. He said the combined January to June distribution amounts would be approximately $147,050.95 or 15% lower than 2008. He reported the Real Estate Property Tax revenue was $362,270.42 higher or approximately 18% higher than 2008 tax revenue due to the replacement levy and $49,886.55 of additional Real Estate Advances for delinquent first half collections. Mr. Piskac said the library investment interest revenue continues to be significantly lower due to low interest rates.
Expenditure Summary
Mr. Piskac reported year-to-date expenditures were $2,246,229.92 ($2,445,537.72 – 2008), which is $199,307.80 or approximately 8% less than 2008. Mr. Piskac said the library did not receive the annual invoice for the renovation repayment and rent from the City so the Rent and Leases expenditure line item does not show payment for the current month. Mr. Piskac also noted the year-to-date Books and Pamphlets expenditure line item is approximately $43,298 less than 2008 expenditure levels after factoring out the lease book savings.
Ms. Allen arrived at 7:15 p.m.
Bank Reports
Mr. Piskac reported the month-to-date deposits of $254,838.38 were $178,530.44 less than month-to-date withdrawals of $433,368.82 and the library transferred $50,000 from Star Ohio to the library’s operating account during May to cover payroll. He also reported $270,000 was transferred to operating and then back to investments in order to open the new CD investment. He also reported the year-to-date deposits $2,778,116.13 were $531,886.21 greater than year-to-date withdrawals of $2,246,229.92. Mr. Piskac said the library would expend more cash than cash received during June because no real estate advances are expected until July. Lastly, he said the ending bank balance was $1,191,222.02, which is $531,886.21 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 $1,091,369.43, $1,181,005.56 in encumbrances, and an unencumbered balance of ($89,636.13). He said the high encumbrance balance is due to the library’s annual blanket purchase orders and restated from last month that he added a $55,000 purchase order to United Health Care on April 1 for the library’s liability portion for health insurance claims through March 31, 2010. Mr. Piskac also reported the unexpended balance for all funds was $1,191,222.02, $1,227,879.26 in encumbrances, and ($36,657.24) in unencumbered funds. Mr. Piskac also commented that the unexpended balance of the General Fund would decrease in June due to no real estate tax receipts. He said the library is expecting to receive second half 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 2009 calendar year until January 2010 real estate advances are received.
Investment Report
Mr. Piskac reported the May 2009 investment balance was $1,055,186.07 and the Star interest rate decreased to 0.30% from 0.39% in April. He said the library transferred $50,000 from Star Ohio to the library’s operating account during May to cover payroll. Mr. Piskac said the library invested $270,000 in three 11-month $90,000 CD’s at 2% with Fifth Third Bank. He said the interest would be realized in 2010 but the interim funds would be earning a much higher rate than with Star Ohio.
Mr. Piskac recommended the Board of Trustees approve the May 31, 2009 financial statements as submitted.
2009-55 Ms. Shatten moved and Mr. McGovern seconded the motion to accept the May 31, 2009 financial statements as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
B. Evanced Solutions – Meeting Room Software Update
Mr. Piskac said Mr. Ray Zapp ordered the meeting room registration software from Evanced Solutions. He said the meeting room software is subscription based and hosted on Evanced Solutions computer server, which should reduce software maintenance by library staff. Mr. Piskac said the meeting room software is part of the library strategic plan and that Mr. Zapp and he are working on implementing the software and anticipates meeting the September 1, 2009 promise date. He stated the library was implementing the Evanced Solutions Events, Room Reserve, and On-line pay modules and is considering implementing the Summer Reader module in the spring of 2010.
C. Staff Room Vending Machine Agreement
Mr. Piskac reported he has met with ABC Refreshments regarding vending services with the library. He said ABC Refreshments provided him with a proposal for a soft drink and snack refreshment machine for the staff room at Main. Mr. Piskac said ABC Refreshments also provides vending services to other area libraries and they are pleased with their services. He said a staff survey would be taken to determine the products sold in the refreshment center and there would be no cost to the library for providing the service.
Mr. Piskac recommended the Board of Trustees authorize him to execute a vending agreement at no cost to the library with ABC Refreshments for a refreshment center in the Main library staff lounge.
2009-56 Mr. Anderson moved and Dr. Hutt seconded the motion to authorize Mr. Piskac to execute a vending agreement at no cost to the library with ABC Refreshments for a refreshment center in the Main library staff lounge.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
D. Appropriation Modification – Friends of Shaker Library – Fund 211
Mr. Piskac reported that the Friends of Shaker Library – Fund 211 needed additional appropriations for calendar year 2009 due to higher than expected reimbursements to the fund. He reviewed the current and revised appropriations.
1150 Salary & Wages – Homework Helper 1,500.00 1,500.00
1410 OPERS – Homework Helper 170.00 170.00
1680 Medicare – Homework Helper 30.00 30.00
7599 FOSL Disbursements 14,300.00 23,500.00
Mr. Piskac recommended the Board of Trustees approve the appropriation modification for Fund 211 as submitted.
2009-57 Mr. McGovern moved and Ms. Shatten seconded the motion to approve the appropriation modification for Fund 211 as submitted.
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.
· Mr. Dickinson said the restroom renovation purchase orders are finalized and the work should start in the next few weeks after supplies are received.
· Mr. Dickinson read a thank you from Ms. Camille Leslie, Director of the Massillon Public Library for the tour of the Main and Bertram Woods library and staff hospitality. He said due to budgetary concerns, the Massillon Library Board asked Ms. Leslie to visit a few Ohio libraries to learn about their operations instead of attending a library conference.
· Mr. Dickinson reported the library has formed a partnership with the Shaker Arts Council. Under the partnership, he said the library will manage the Barbara Luton Art Competition and Student Art Fair, but the Shaker Arts Council will schedule and manage the current art wall.
· Mr. Dickinson reported the library is receiving approximately $7,000 of the $19,000 Out of School Time Grant, which was applied for by our local MyCom group.
· Mr. Dickinson read a letter from a Beachwood patron commending the library for providing outstanding service.
· Mr. Dickinson announced the Ice Cream Social, which kicks off the Summer Reading Program, will be held at Bertram Woods on Friday, June 12, starting at 6:30 p.m. Board members are welcome to attend.
B. Personnel Policy Manual Revision
Mr. Dickinson reported the draft personnel policy revision was distributed at the May Board meeting for review. He briefly reviewed various policy revisions and said the Executive Team spent approximately a month reviewing staff suggestions for the personnel policy manual revision. Dr. Hutt asked Mr. Dickinson if there were any controversial points during the process. Mr. Dickinson said no.
Mr. Dickinson recommended the Board of Trustees approve the personnel policy manual revision as submitted.
2009-58 Mr. McGovern moved and Ms. Shatten seconded the motion to approve the personnel policy manual revision as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
C. Architect Update
Mr. Dickinson reported the Preconstruction and Joint Use Agreement as well as the Lease Agreement for the Main Library facility, were approved and signed by the appropriate parties. Our lease with the City now runs through August 31, 2033. He said the architect agreement was agreed upon by all involved attorneys and is on the School Board’s June meeting agenda for approval. Mr. Dickinson said the architect’s timeline was to finalize the drawings this fall and start the renovation by May 2010 and be completed by May 2011. Mr. Dickinson reported that he would provide a library timeline at the staff meeting this Friday, which would be slightly different than the tentative schedule offered by the architect. Mr. McGovern recommended the location of the art display cases be considered in the design phase. Mr. McGovern said the second floor is probably not the ideal location for the art display.
D. Public Library Fund Update
Mr. Dickinson added to the prior report by Mr. Piskac that the Senate approved its version of the state budget and commented that OPERS and other state pension groups are experiencing economic difficulties and currently reviewing employee benefits, employer and employee contribution percentages to offset investment devaluations.
E. Resolution of Commendation
Mr. Dickinson recommended the Board of Trustees approve a Resolution of Commendation for Mrs. Marny Jean Careaga for twenty years of service and Mrs. Sara Schiller for thirty-two years of service upon her retirement with the library as submitted.
2009-59 Ms. Allen moved and Mr. Miller seconded the motion to approve the Resolution of Commendation for Mrs. Marny Jean Careaga for twenty years of service and Mrs. Sara Schiller for thirty-two years of service with the library.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten,
Dr. Whyte
Nays: None. Motion carried.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Mr. Dickinson said the Marilyn Kammer Memorial Fund receives steady donations from Ms. Randy Kammer, the daughter of Mrs. Marilyn Kammer. He said Ms. Randy Kammer was recently married and she asked guests to donate to the Marilyn Kammer Memorial Fund instead of receiving a wedding gift. Mr. Dickinson also reported that Mrs. Nila Haky and her husband donated a 2004 Maytag refrigerator to the library for the staff kitchen. He said the donated refrigerator was like new and replaces the existing staff refrigerator. Mr. Dickinson said the old refrigerator was moved into the basement maintenance area for additional refrigerator space during library special events.
Marilyn Kammer Memorial Fund (209-6510)
In honor of Randy Kammer and Jeffry Wollitz’s Marriage
Martha Herbig and David Korsh $218.00
Rena and Harvey Pies $100.00
Miriam Weisberg $100.00
Connie Werner $50.00
Randy Kammer
In memory of Timothy Fitch $25.00
Richard and Nila Haky donated a 2004 Maytag Refrigerator for the Staff Room at Main Library
Heinen’s Fine Foods donated Gift Cards for Summer Reading Program $150.00
2009-60 Ms. Allen moved and Dr. Hutt 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
Mr. Dickinson reported that he received notice from Youth Opportunities Unlimited (YOU) that Cuyahoga County approved funding for 50-75 summer jobs for youth in our community. He said two youths from the program are going to be working at the library for approximately 20 hours per week for six weeks at minimum wage.
Community Comments
None
Adjournment
Dr. Whyte said that there being no further business, Ms. Allen moved and Mr. Miller seconded the motion to adjourn the regular board meeting at 8:08 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Tuesday, September 15, 2009 at 6:30 p.m. in the Main Library Boardroom.
_______________________________________
Dr. Whyte, President
_______________________________________
David D. Piskac, Fiscal Officer
_______________________________________
Kurt Miller, Secretary