SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, June 11, 2007

Attendance

Members Present: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Members Absent: Mr. McGovern

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

Others: Jeanne Goodrich, Jeanne Goodrich Consulting, Inc.

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 6:30 p.m. in the Bertram Woods Community Room.

Approval of Minutes

2007-46 Dr. Hutt moved and Mr. Miller seconded the motion to approve the May 14, 2007 regular board minutes.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

President’s Report

A. Strategic Planning Committee Report

Dr. Whyte asked Mrs. Shatten to provide an update on the Strategic Planning Committee. Mrs. Shatten reported the Strategic Planning Committee held meetings on May 21 and June 11. Mrs. Shatten said the committee worked on revising the current library mission statement, creating a new vision and values statement, and finalizing the library service responses. Next, Mrs. Shatten turned the discussion over to Ms. Jeanne Goodrich. Ms. Goodrich reviewed the Public Library Association’s Planning for Results model handout and reviewed the library’s four service responses, revised library mission statement, and the new vision and values statement.

Strategic Planning Committee Chairperson, Mrs. Shatten recommended the Board of Trustees approve the following four library service responses as part of the library’s strategic plan:

1. Visit a Comfortable Place: Physical Spaces

2. Create Young Readers: Emergent Literacy

3. Satisfy Curiosity: Lifelong Learning

4. Stimulate Imagination: Reading, Viewing, and Listening for Pleasure

2007-47 Mr. Schorgl moved and Mrs. Shatten seconded the motion to approve the Strategic Planning Committee’s service response recommendations.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

After Ms. Goodrich reviewed the revised mission statement and new vision and values statement, Mrs. Shatten said the Strategic Planning Committee recommended the Board of Trustees approve the following new vision statement and revised values and mission statements.

Vision

Shaker Heights Public Library will be indispensable to every member of our community.

Values

We value:

Community responsiveness

Continuous improvement

Diversity and inclusiveness

Education

Equal access to information

Excellent service

Fair employment

Fiscal responsibility

Intellectual freedom

Lifelong learning

Organizational collaboration

Outstanding employees

Trustworthy information

Mission

Shaker Heights Public Library provides an extraordinary range of books and other resources and activities for a lifetime of enrichment and enjoyment in an environment that exemplifies the inclusive ideals of our community.

2007-48 Mr. Schorgl moved and Dr. Hutt seconded the motion to approve the Strategic Planning Committee’s new vision statement and revised values and mission statements.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

Mr. Schorgl expressed his appreciation for the extraordinary work and commitment of the Strategic Planning Committee members in this ground breaking effort. Dr. Whyte also commented that her participation with the Strategic Planning Committee has enabled her to utilize some of the planning processes at work. Ms. Goodrich also commented on the hard work and dedication of the committee members and said the Shaker Heights community will benefit from it.

Lastly, the Board of Trustees directed Mr. Dickinson to obtain a proposal from a consultant to review the library’s organizational chart and salaries as part of the library’s strategic plan.

2007-49 Mrs. Shatten moved and Mr. Schorgl seconded the motion to authorize Mr. Dickinson to obtain a proposal from a consultant to review the library’s organizational chart and salaries as part of the library’s strategic plan.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

Special Presentation – Lynne Miller, Bertram Woods Branch Manager

Ms. Miller provided a comprehensive historical overview of the Bertram Woods Branch as well as details of her library career. She also discussed various library programs Bertram Woods offers including the Summer Reading Program and Ice Cream Social, which kicks off the Summer Reading Program.

Treasurer’s Report

A. Financial Statements

Mr. Piskac reviewed the May 2007 revenue and expenditure financial statements and reported the following:

Revenue Summary

Mr. Piskac said the library received $2,485,523.56 ($2,493,139.13 – 2006) in year-to-date revenue, which is $7,615.57 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 $27,172.14 less than 2006 due to the rate of real estate tax collections. Mr. Schorgl inquired if the delay in real estate collections was due to the increase of foreclosures or timing of collections. Mr. Piskac said he would investigate the impact of local foreclosures on real estate tax collections.

Expenditure Summary

Mr. Piskac reported the year-to-date expenditures were $2,509,460.31 ($2,477,442.37 – 2006) less interfund transfers, which is a $32,017.94 increase in year-to-date expenditures from 2006. Mr. Piskac said the timing of the 2006 library lease payment caught up with the year-to-date 2007 lease payment so the large variance in the Rent & Lease expenditure line item is now eliminated. Mr. Piskac said all expenditure line items are within budgetary amounts.

Bank Reports

Mr. Piskac reported the month-to-date deposits of $301,015.30 were less than month-to-date withdrawals of $441,796.43. He said the library did not receive real estate advances during May so the month-to-date deposit will be less than month-to-date withdrawals. He also reported the year-to-date deposits $2,485,523.56 were $23,936.75 less than year-to-date withdrawals of $2,509,460.31. Lastly, he said the ending bank balance was $1,114,080.32.

Combined Month-to-Date/Year-to-Date Fund Report

Mr. Piskac reported the General Fund had an unexpended balance of $945,676.90, $925,834.27 in encumbrances, and an unencumbered balance of $19,842.63. Mr. Piskac said the May encumbrances include annual blanket and contract purchase orders. Mr. Piskac also reported the unexpended balance for all funds was $1,114,080.32, $948,068.88 in encumbrances, and $166,011.44 in unencumbered funds.

Investment Report

Mr. Piskac reported the May 2007 investment balance was $608,564.89 and the Star interest rate decreased to 5.17% from 5.18% in April. Mr. Piskac said the Star Ohio Building account balance is transferred in May to the Star Ohio Main account to be used towards the annual lease/bond repayment to the City. He also said the Star Ohio Building account is funded by the monthly cell tower rent.

Mr. Piskac recommended the Board of Trustees approve the May 2007 financial statements as submitted.

2007-50 Mr. Schorgl moved and Mrs. Shatten seconded the motion to accept the May 2007 financial statements.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

B. Copier Contract Authorization

Mr. Piskac said he is currently obtaining competitive quotes from five area copier companies because the current 60-month copier contract expires in August. He said a new contract would be entered into during the summer recess and requested the Board of Trustees authorize the Clerk-Treasurer to enter into another 60-month copier lease not to exceed $1,700.00 per month, which is the current lease amount for library copiers. Mr. Piskac said he would obtain formal approval at the September Board meeting.

Mr. Piskac recommended the Board of Trustees authorize the Clerk-Treasurer to enter into a new 60-month copier lease not to exceed $1,700.00 per month.

2007-51 Mr. Schorgl moved and Ms. Allen seconded the motion to authorize the Clerk-Treasurer to enter into a new 60-month copier lease not to exceed $1,700.00 per month.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

Director’s Report

A. Written Report

Mr. Dickinson reported the following:

• He read an email from a patron requesting that the library be open year-round on Sunday. Mr. Dickinson said the library is not very busy on Sunday during the summer and it would not be economical for the library to be open year-round. He also said the current library operating hours are equal or greater than most area libraries. Mr. Dickinson commented that he received a similar request from another patron to keep the library open later on Friday and gave a similar response.
• He received a proposal from the law firm of Scott, Scriven & Wahoff, LLP regarding the CLEVNET contract. He said the $8,000 proposal would be divided equally among Shaker Heights Public Library, Cleveland Heights–University Heights Public Library, Euclid Public Library and East Cleveland Public Library. Mr. Schorgl asked about proposals from area law firms. Mr. Dickinson said the library would normally use the County Prosecutor’s office but due to conflicts of interest, they are declining to represent area libraries for the CLEVNET contract. He also said local firms such as Squire, Sanders & Dempsey are not able to represent the library due to similar conflicts. Thus it was a group discussion to go outside the area for suitable counsel.

B. Resolution of Commendation for Carol Bates

Mr. Dickinson recommended the Board of Trustees approve the Resolution of Commendation for Carol Bates’ twenty years of service with the library.

2007-52 Mr. Schorgl moved and Mr. Miller seconded the motion to approve the Resolution of Commendation for Carol Bates’ twenty years of service with the library.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

C. Legislative Update

The Senate Finance Committee will review the Governor’s budget and the library community’s request for additional funding this June. It appears there will be no change in library funding until January 2008.

D. Circulation of Print vs. Nonprint

Mr. Dickinson reviewed a three-year historical graph illustrating print vs. nonprint material. He said for the first four months of 2007, nonprint outpaces print circulation so far, but is expected to even out over the summer.

New Business

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

Marilyn Kammer Memorial Fund Unrestricted Contribution (209-6510)

Randy Kammer

In memory of Helen Taylor Perdew $25.00

In memory of Doris Lee Grantham $25.00

2007-53 Mr. Schorgl moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

B. Personnel Actions

Isaac Powell, Custodian, half-time, terminated effective April 17, 2007

Michael Barnes, Custodian, half-time, hired effective May 14, 2007

Susan Brown, Adult Services Librarian, full-time, hired May 27, 2007

Announcements

None

Community Comments

None

Adjournment

Dr. Whyte said that there being no further business, Board members unanimously agreed to move for adjournment.

2007-54 Mrs. Shatten moved and Mr. Schorgl seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 8:04 p.m.

Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte

Nays: None. Motion carried.

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Donna Whyte, Vice President

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David D. Piskac, Clerk-Treasurer

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Tom Schorgl, Secretary