SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, September 15, 2008
Attendance
Members Present: Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Members Absent: Ms. Allen
Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac, Mr. Rossman, Mr. Tompkins
Others: Evelyn Krent, League of Women Voters Representative
Jane Wood, This Week in Shaker
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 June 9, 2008 regular board minutes.
2008-56 Dr. Whyte moved and Mr. Anderson seconded the motion to approve the June 9, 2008 regular board minutes.
Roll Call: Ayes: Mr. Anderson, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
Mr. McGovern asked for a motion to approve the July 14, 2008 special board minutes.
2008-57 Mr. Anderson moved and Ms. Shatten seconded the motion to approve the July 14, 2008 special board minutes.
Roll Call: Ayes: Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
Mr. McGovern announced that Board members interested in participating in the library’s Constitution Read Day should see Mr. Dickinson or Mrs. Margaret Simon.
Mr. Dickinson introduced Mr. Tompkins, the new library Safety and Security Supervisor. Mr. Tompkins said the Security Department provides security support to library staff and has taken away the security role from staff so they can focus on patrons. He said the Security Department enforces behavior expectations for all patrons and holds all patrons accountable for their actions. Mr. Tompkins also said that he is evaluating the current security camera system and theft risks of library materials. Ms. Shatten asked Mr. Tompkins how security communicates between the first and second floor. He said security personnel communicate with cell phones, but he is also evaluating a walkie-talkie system for security personnel and personnel at key service points such as Circulation and the Information Desk. He said walkie-talkies offer better communication among officers and personnel at key service points and would enable faster security response time. Mr. Tompkins also said that he is working with both Cleveland and Shaker schools on truant students using the library during school hours and staff awareness training for child abuse.
Treasurer’s Report
A. Financial Statements
Mr. Piskac reviewed the June, July & August 2008 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac reported summary year-to-date revenue for June was $2,772,669.66 and July was $4,139,207.73. He said the library received real estate advances in July and should receive the real estate settlement disbursement in October. He said the library should reach the real estate revenue estimate for 2008 once the settlement disbursement is received. Mr. Piskac reported year-to-date revenues for August were $4,366,220.89 ($4,246,978.57 – 2007), which is $119,242.32 more than year-to-date 2007 less inter-fund transfers. He also said the library received a revised Certificate of Estimated Resources from the County indicating the State Income Tax revenue projections were decreased $39,834.63 from August to December due to anticipated decreases in State revenue. He said the current year-to-date State Income Tax revenue is $30,204.51 higher than 2007. He also commented that Investment income is significantly lower due to lower investment returns and less cash for long-term investments.
Expenditure Summary
Mr. Piskac reported summary year-to-date expenditures for June were $2,870,463.69 and July was $3,238,264.96. He commented that year-to-date expenditures for June and July were less than 2007 (June $78,448.09, July $77,501.71). Mr. Piskac reported year-to-date expenditures for August were $3,762,913.07 ($3,849,992.23 – 2007) less inter-fund transfers, which is $87,079.16 less than year-to-date expenditures from 2007. Mr. Piskac commented that the Salaries and Employee Benefits line item was less than 2007 due to employee vacancies. He also commented that the Other line item was higher due to increased use of temporary contracted help and the Books and Pamphlets, AV material line items were significantly under spent by approximately $100,000 in comparison to 2007. Mr. Anderson asked if the under spending for library materials was due to budgetary reductions or due to a softer demand for books and AV materials. Mr. Piskac said that he is working with Ms. Loraine Lamont of Technical Services on an on-going basis to conserve budgetary funds and the under spending is a result of Ms. Lamont efforts as well as other staff involved in reducing costs when possible. He also said Technical Services budget was reduced $10,000 in August due to the anticipated reduction of State Income Tax revenue.
Bank Reports
Mr. Piskac reported the August month-to-date deposits of $227,013.16 were less than month-to-date withdrawals of $524,648.11. He said the library did receive a $69,000 real estate advance during August, which is lower than last year’s real estate advance due to timing differences in receiving the revenue advances. He also reported the year-to-date deposits of $4,366,220.89 were $603,307.82 more than year-to-date withdrawals of $3,762,913.07. Mr. Piskac also reported the available library cash will decrease for the remainder of the year as in prior years due to the timing of real estate revenue receipts. Lastly, he said the ending bank balance was $1,407,694.26.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,324,616.01, $591,010.39 in encumbrances, and an unencumbered balance of $733,605.62. Mr. Piskac also reported the unexpended balance for all funds were $1,407,694.26, $597,673.29 in encumbrances, and $810,020.97 in unencumbered funds.
Investment Report
Mr. Piskac reported the August 2008 investment balance was $408,281.35 and the Star interest rate increased to 2.33% from 2.25% in July.
Mr. Piskac recommended the Board of Trustees approve the June 30, July 31, and August 31, 2008 financial statements as submitted.
2008-58 Dr. Whyte moved and Mr. Miller seconded the motion to accept the June 30, July 31, and August 31, 2008 financial statements as submitted.
Roll Call: Ayes: Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Shaker Heights Public Library Fund Disbursement Second Vote
Mr. Piskac said the Board of Trustees authorized use of the Shaker Heights Public Library Fund with the Cleveland Foundation as a funding source for the Staffing Study & Organizational Assessment. He said the Staffing Study & Organizational Assessment cost the library $24,021.51, which was less than the approved $30,000 budget. Mr. Piskac said the library fund with the Cleveland Foundation only permitted $17,361.21 for spending in 2008 unless additional Board action was taken. He said the library Board of Trustees passed one of two required resolutions in March for the additional disbursement from the library Cleveland Foundation fund. Mr. Piskac recommended the library Board of Trustees approved the second resolution authorizing the additional $6,660.30 to cover the library’s Staffing Study & Organizational Assessment.
2008-59 Ms. Shatten moved and Mr. Miller seconded the motion to approve the second resolution to transfer $6,660.30 from the Shaker Heights Public Library Fund with the Cleveland Foundation.
Roll Call: Ayes: Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Friends of Shaker Heights Public Library Fund
Mr. Piskac reported the library receives various funds from the Friends of Shaker Heights Public Library for various programs and recommended the creation of special revenue Fund 211 to account for these funds.
2008-60 Dr. Whyte moved and Ms. Shatten seconded the motion to approve the creation of Fund 211 for accounting of funds received by the Friends of Shaker Heights Public Library.
Roll Call: Ayes: Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. Records Retention and Disposal Policy Update
Mr. Piskac reported under HB 9, the records retention officer (Fiscal Officer of the library) is required to report annually any request to destroy any public records. Mr. Piskac reported that he did not receive any requests and would be following the established records retention and disposal policy of the library for discarding records. Mr. Piskac commented that a copy of the library’s Records Retention and Disposal Policy is included in the September Board packet.
Director’s Report
A. Written Report
Mr. Dickinson reported no additional comments regarding his written report.
B. Strategic Planning Progress Report, Second Quarter
Mr. Dickinson reviewed the strategic planning progress report for the second quarter and noted that most of the goals and objectives were in progress. He said most of the in progress objectives showed positive progress with the exception of increasing meeting room use. Mr. Dickinson said the year-to-date meeting room use is down 20% in June but is positive for July due to the timing of meeting room rental fees. He said that he would provide the Board with a third quarter update next month. Dr. Whyte asked if staff received copies of the results. Mr. Dickinson said that the supervisors were provided a copy of the results and would share the information with their staff.
C. Staffing Study Recommendations
Mr. Dickinson submitted a list of recommended actions based upon the staffing study and organizational assessment report from Ms. Jeanne Goodrich. He said that many of these objectives and/or action steps have already begun. Ms. Shatten asked if staff is issued ID’s. Mr. Dickinson said most staff is issued an ID badge, but he is looking at using lanyards for all staff for easy identification. He commented that the library is looking to hire a full-time Technology Assistant in the near future.
D. Deputy Director Search Update
Mr. Dickinson reported that he received about 25 applications for the Deputy Director position. He said about 12 applications were qualified and three applicants were internal. Mr. Dickinson said that he conducted 7 phone interviews and is scheduling on-site interviews this month for the five finalists, including 2 internal candidates. Ms. Shatten said the library should hire a strong candidate. Mr. Dickinson said the position would be reposted if no qualified candidate were found.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Unrestricted Contribution (101-6510)
In memory of Richard Ruhlman
Carol Blymire $100.00
Ellen and Jeffrey Brooks $25.00
Alice Eilers $100.00
S. Stuart Eilers $100.00
Marie and Charles Frederickson $100.00
Diana and Howard Geddes, Jr. $30.00
Marcie Goodman $25.00
Elizabeth Gruttadaurio $50.00
John Herrick $100.00
Laurie and Leslie Jacobs $25.00
Mr. and Mrs. Leslie Jacobs II $100.00
Nancy and Bernard Karr $100.00
Kelley Steel Erectors, Inc. $100.00
Liggett Stashower $500.00
Susan and John Lionti $25.00
Wilbur Markstrom $25.00
Monica and Francis Martines $50.00
Sandy Bergsten and Dave Osborne $100.00
James Pender $100.00
Florence KZ Pollack $25.00
Leslie Resnik $25.00
Molly and Hope Shiverick $50.00
Joann and Morton Shubert $25.00
Jeri and Carl Spamer $25.00
Joyce Spetrino $20.00
Sally and David Stashower $50.00
KK and Joseph Sullivan $100.00
Donna Winfield $50.00
Susan and Marcus Ziegler, Jr. $100.00
Bertram Woods Branch Fund (208-6510)
Les Girls and Les Guys
In honor of Aaron Saltzman for Father’s Day $72.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Anna Felos $25.00
In memory of Bill Flaherty $50.00
In memory of Sam Huey $50.00
In memory of J. Ward Wright $25.00
Heinen’s Fine Foods Gift Card for Summer Reading Program $100.00
2008-61 Mr. Miller moved and Dr. Whyte seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions
Michelle Garnett, from Half-time Page II to
Full-time Senior Account Clerk, Level 109, promoted effective August 4, 2008
Kathryn Fisher, Half-time, Level 111, Adult Services Librarian, resigned effective August 15, 2008
Patricia Harvey, promoted from Substitute to Half-time, Level 106, Circulation Services Assistant, effective August 17, 2008
Nathaniel Pursley, Half-time, Level 106, Guard, resigned effective August 21, 2008
Meghan Villhauer, Half-time, Level 109, Children's Services Associate, resigned effective August 22, 2008
Shawndra Maxey, Half-time, Level 109, Young Adult Associate, hired effective August 25, 2008
Morgan McCullough, Young Adult Associate, Half-time, Level 109, resigned effective August 29, 2008
Announcements
The Constitution Read Aloud is September 21 at Main Library.
Community Comments
None
Adjournment
Mr. McGovern said that there being no further business, Board members unanimously agreed to move for adjournment.
2008-62 Mr. McGovern moved and Board members unanimously seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 7:45 p.m.
Roll Call: Ayes: Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Fiscal Officer
_______________________________________
Jeanne Shatten, Secretary