SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Tuesday, September 15, 2009
Attendance
Members Present:Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Members Absent: Mr. Anderson, Mr. Miller
Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac, 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 Main Library Boardroom.
Approval of Minutes
Dr. Whyte asked for a motion to approve the June 9, 2009 regular meeting minutes.
2009-65 Ms. Allen moved and Mr. McGovern seconded the motion to approve the June 9, 2009 regular meeting minutes.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
Dr. Whyte asked for a motion to approve the July 27, 2009 special meeting minutes.
2009-66 Ms. Allen moved and Ms. Shatten seconded the motion to approve the July 27, 2009 special meeting minutes.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Reappointment of Chad Anderson
Fiscal Officer’s Report
A. Financial Statements
Mr. Piskac reviewed the highlights from the June and July financial activities and reported in detail the following August 2009 revenue and expenditure financial statements:
Mr. Piskac reported year-to-date revenue was $4,511,575.94 ($4,366,220.89 – 2008), which is $145,354.97 or approximately 3% more than 2008 after inter-fund transfers are removed. He reported the year-to-date Public Library Fund – State Revenue was $1,066,390.62 for 2009, which was $216,359.05 or 16.8% lower than 2008. He also reported that he learned that the September distribution would be $27,529.33 lower, or 21.5% less than last year. He said the combined January to September distribution amounts would be approximately $243,888.38 or 17.3% lower than 2008. He also said the August 2008 Public Library Fund distribution was the start of the 2008 PLF funding decline with August receipting $9,773.50 less than August 2007. He reported the Real Estate Property Tax revenue was $438,181.32 higher or approximately 15.4% higher than 2008 tax revenue due to the replacement levy. 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 $3,754,246.04 ($3,762,913.07 – 2008), which is $8,667.11 less than 2008. He said the library expenditure level is basically the same as 2008 levels without factoring out 2009 expenditure reductions. Mr. Piskac said the 2009 current month of Salaries and Employee Benefits is lower than 2008 current month due to a three-pay month during 2008. Mr. Piskac also noted the year-to-date Library Materials and Information has $244,170.64 budgetary dollars left from the $629,566.33 adjusted budget and based on past expenditures we would probably use a majority of the available funds.
Bank Reports
Mr. Piskac reported the month-to-date deposits of $114,894.39 were $268,731.61 less than month-to-date withdrawals of $383,626.00. He also reported the year-to-date deposits $4,511,575.94 were $757,329.90 greater than year-to-date withdrawals of $3,754,246.04. Mr. Piskac said the library would expend more cash than cash received during the fall months because no real estate advances are expected until January. He said that the Budget Commission might disburse another real estate tax payment this fall and we will learn more about it at the September Tax Budget hearings. Lastly, he said the ending bank balance was $1,416,665.71, which is $757,329.90 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 $1,336,487.05, $660,733.13 in encumbrances, and an unencumbered balance of $675,753.92. He said the encumbrance balance was reduced from the July Board action to reduce the library material budget and other administrative budgetary reductions. Mr. Piskac also reported the unexpended balance for all funds was $1,416.665.71, $692,148.56 in encumbrances, and $724,517.15 in unencumbered funds. Mr. Piskac also commented that the unexpended balance of the General Fund would decrease during the fall months due to no real estate tax receipts until January 2010 real estate advances are received.
Investment Report
Mr. Piskac reported the August 2009 investment balance was $709,581.68 and the Star interest rate decreased to 0.18% from 0.30% in May. He said the library transferred the June 30 ending balance from the Star Ohio – Building account to the Star Ohio – General account for the bond repayment to the City.
Mr. Piskac recommended the Board of Trustees approve the June 30, July 31, and August 31, 2009 financial statements as submitted.
2009-67 Ms. Shatten moved and Mr. McGovern seconded the motion to accept the June 30, July 31, and August 31, 2009 financial statements as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Keane Update
Mr. Piskac said the library received a $2,320.29 check from the Estate of Erma Davis (Norville) which was an unclaimed asset identified by the Keane Company. He said the original asset value was $3,569.67 and the difference was fees paid to the Keane Company for locating and processing the asset.
C. Global Services Settlement
Mr. Piskac reported the library received two $319.00 checks from Keller Rohrback, L.L.P. law firm for a class action settlement concerning the transmittal of unsolicited facsimiles. He said the Main library and Bertram Woods both received a settlement check.
D. Fund 401 Budgetary Revisions
Mr. Piskac reported that the Library Building Fund – Fund 401 appropriations needed modifications due to a lower than expected bond repayment to the City. He said the lower appropriation levels would reduce the operating transfer expense to the General Fund. He reviewed the current and revised appropriations.
3510 Rent/Lease – Land & Buildings 174,865.18 164,412.07
5410 Building
Improvements 3,300.00 0.00
Total Building Fund 178,165.18 164,412.07
Mr. Piskac recommended the Board of Trustees approve the appropriation modifications for Fund 401 as submitted.
2009-68 Ms. Shatten moved and Dr. Hutt seconded the motion to approve the appropriation modifications for Fund 401 as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. Operating Fund Transfer to 401 Fund
Mr. Piskac presented the following fund transfer for approval:
From To Amount
101 401 157,795.16
Mr. Piskac recommended the Board of Trustees approve and appropriate the above fund transfer for $157,795.16.
2009-69 Mr. McGovern moved and Ms. Allen seconded the motion to approve and appropriate the above transfer for $157,795.16.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
F. Records Retention and Disposal Update
Mr. Piskac reported that, 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.
G. Fiscal Officer and Director Furlough Date Change
Mr. Piskac reported that Mr. Dickinson, Ms. Shatten and he would be attending the Gates Grant seminar on Friday, September 25, which is a library furlough day. Mr. Piskac requested the Board of Trustees authorize the Fiscal Officer to take Monday, September 21 and Mr. Dickinson to take Tuesday, September 22 off as a furlough. Mr. Dickinson said that Ms. Miller would also need to take Monday, September 21 off as a furlough.
Mr. McGovern recommended to approve these furlough date change requests and recommended that the Director be authorized to schedule other employee furlough date changes as needed.
2009-70 Mr. McGovern moved and Dr. Hutt seconded the motion to approve the requested furlough date changes and authorized the Director to schedule other employee furlough date changes as needed.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
H. Annual Library Budget Hearing
Mr. Piskac reported that the Annual Library Budget Hearings would be held Thursday, September 17, 2009 at the Cleveland Heights-University Heights Public Library. He said a potential additional real estate tax distribution as was done in the month of May would be discussed for this fall.
I. Cleveland Foundation Report
Mr. Piskac reported that as of June 30, 2009, the Cleveland Foundation Endowment Fund had a $110,811.12 ending balance. He noted that the Appreciation line item increased from ($2,315.27) at the end of March 31, 2009 to $6,597.80 at June 30, 2009.
Mr. Piskac said
the Business Office consists of three staff, Mrs. Norma Jean Vaughn, Accounts
Payable Clerk, Ms. Kathy Washington, Senior Account Clerk, and Mr. David
Piskac, Fiscal Officer. He said the
Business Office role in the library is to provide support services to both
internal and external customers. He
said the primary internal customer service is payroll processing done by Ms.
Washington which involves numerous steps that demand accuracy and timeliness to
ensure employees receive a pay check on payday. Mr. Piskac said the payroll process starts when the Business
Office receives the completed time sheets and the cycle is completed when the
last deduction is paid and then the process starts over. He said that most supervisors and employees
are not aware of the amount of work involved with the bi-weekly payroll and
don’t realize the importance of timely submission of their completed time
sheets. Mr. Piskac said the primary
external customer service is accounts payable processing done by Mrs. Norma
Jean Vaughn. Mr. Piskac said he is
fortunate to have a dedicated staff.
Mr. Piskac commented on numerous other Business Office activities such
as performing the daily deposit, credit card usage, electronic payments,
auditing, budgeting and various other reporting activities of the Fiscal
Officer.
A. Written Report
· Mr. Dickinson provided a summary of meetings he attended.
· Mr. Dickinson said the 2009/2010 Friends of Shaker Library annual contribution is $30,000, which coincides with their 30th anniversary in 2010. In addition, Friends will donate $10,000 for library furniture such as the children’s service desk, which was taken out of the library budget due to funding reductions.
· Mr. Dickinson reported the “Excuse Me Your Job is Waiting” workshop held at Main library was well attended.
· Mr. Dickinson gave an update on the 2009 second quarter implementation report for the library’s strategic plan. He said a majority of the strategic objectives are in progress and noted a significant increase in computer training classes.
· Mr. Dickinson reported the 2009 Summer Reading program was another success and said the number of school age and preschool youth enrolled in the program has increased significantly since 2007. He also that the number of participants who reported five or more visits or five hours or more of reading increased since 2007.
· Mr. Dickinson informed the Board the library now has comparable computer use data from August 2008 to August 2009 and said computer use increased 6% at Main and 17% at the Bertram Woods Branch month over month.
· Mr. Dickinson announced patrons are enjoying the new lounge furniture at the Main library and the Cleveland Furniture Bank was able to use 12 of the old lounge chairs.
· Mr. Dickinson provided a renovation update and reported that the architect has completed approximately 70% of the facilities analysis, 40% of the space analysis and has not started the facilities options part of the library second floor renovation project.
· Mr. Dickinson said that the restroom renovation project is moving along and said the grouting of tile is almost complete.
· Mr. Dickinson reported 37 Ohio libraries are on the November ballot. He commented that the Lane Public Library in Hamilton, Ohio laid off 40 employees due to state funding reductions.
B. 2008 Public Library Statistics
Mr. Dickinson reviewed the 2008 Public Library statistics showing the circulation of Shaker Heights Public Library surpasses or is comparable to the circulation of libraries, which serve populations 10 times larger than our service district. He said the circulation of the Shaker Heights Public Library might decrease in 2009 for the first time in four years due to the furlough days and reduced Sunday service days.
Executive Session
2009-71 Ms. Allen moved and Mr. McGovern seconded the motion to enter executive session to discuss items of personnel.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
The Board of Trustees entered executive session at 7:30 p.m.
The Board of Trustees returned to regular session at 7:56 p.m.
C. Budget Reductions Report
Mr. Dickinson recommended the following 2010 budget reductions be approved as submitted:
Eligible staff who resign or retire by December 31, 2009 will receive an incentive payment of 25% of his/her annual salary in the last 12 months, plus any accrued vacation. Staff eligible for OPERS retirement with 10 years of service to Shaker Heights Public Library will also receive a payment of 25% of his/her accrued sick time.
Staff will have the month of October 2009 to decide whether to participate in the incentive. A completed form must be received by the Human Resources Coordinator by October 31, 2009.
Staff must give a minimum of 30 days notice, but must leave no later than December 31, 2009.
Staff who resign or retire under the incentive will not be eligible to re-apply for employment with the Shaker Heights Public Library until January 2012.
Eligibility:
Staff must have a minimum of 15 years service with the Shaker Heights Public Library or be eligible to retire under OPERS, which may include service credit from other organizations.
Staff currently enrolled in the Library’s health insurance who decide to drop the Library’s insurance coverage or those staff members eligible to join but who have declined coverage will receive reimbursement in the amount of $200.00 per month. In order to receive reimbursement, the staff member must show proof of other health insurance coverage.
Staff must give at least 30 days notice to the Human Resources Coordinator to participate.
Staff who wish to re-enroll in the Library’s health insurance plan may do so during the annual open enrollment period of March 1- March 31, or at the time of a COBRA qualifying event.
Eligibility:
All fulltime and three-quartertime staff.
841 ELIGIBILITY
STAFF MEMBERS MAY USE VACATION, PERSONAL TIME OR TAKE UP TO THREE (3)
UNPAID DAYS PER YEAR FOR THE OBSERVANCE OF RELIGIOUS HOLIDAYS WHERE
THE LIBRARY REMAINS OPEN. USE OF UNPAID TIME WILL NOT AFFECT THE STAFF
MEMBERS’S TIME STATUS.
2009-72 Dr. Hutt moved and Mr. McGovern seconded the motion to approve the above 2010 budgetary reductions as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. 2010 Holiday Schedule and Hours of Operation
Mr. Dickinson presented the following 2010 Holiday Schedule and Hours of Operation schedule and noted the library would be closed for four furlough days. He said the four furlough days would provide each full time employee with four days off. He also said that one half day staff day is scheduled in September and three all staff meetings spread out during the year. He commented the library would open after these staff activities.
Mr. Dickinson recommended the Board of Trustees approve the 2010 Holiday Schedule and Hours of Operation as submitted.
2009-73 Ms. Allen moved and Mr. McGovern seconded the motion to approve the 2010 Holiday Schedule and Hours of Operation as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. 2010 Board of Trustees Meeting Schedule
Mr. Dickinson presented the tentative 2010 Board of Trustees Meeting Schedule with an alternative Tuesday meeting date. Dr. Whyte said her work schedule would only permit her to attend Tuesday Board meetings and Monday fall meeting dates would not be known until late spring. Dr. Hutt recommended scheduling January to June Board meeting dates on Tuesday and the fall meeting dates on Monday. Board members agreed to the revised Board meeting schedule.
2009-74 Mr. McGovern moved and Ms. Allen seconded the motion to approve the 2010 Board of Trustees Meeting schedule with January to June Board meetings to be held on the Tuesday following the second Monday and the September to December Board meetings to be held on the second Monday of the month.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Unrestricted Contribution (101-6510)
Barry Zucker $120.00
Bertram Woods Branch Fund (208-6510)
Helen Graves
In memory of Helen Freiberg $10.00
Marilyn Kammer Memorial Fund (209-6510)
In honor of Randy Kammer and Jeffry Wollitz’s Marriage
Mary and Christopher Anderson $200.00
Beverly Bailey and Kevin McCarty $50.00
Isabel and Allen Balotin and Family $75.00
Darryl Deaktor $200.00
Alissa and Henry Gruner $250.00
Suzanne and Mark Horne $50.00
Anne and Charles Joseph $200.00
Margaret Melzer $50.00
Cheryl and Mark Wright $100.00
Randy Kammer
In memory of Anna Barrett $25.00
In memory of Roosevelt Griffin $25.00
In honor of Sharon Jones $25.00
In memory of Edwin Lee Lindstrom $25.00
In honor of Jenny Maurisak $25.00
In memory of Gloria Proctor $25.00
In memory of Sarah Snyder $50.00
In memory of Ruth Trobe $25.00
In honor of Macy Wadford $25.00
In memory of Saul
Wolfson $25.00
2009-75 Mr. McGovern moved and Dr. Hutt seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
Announcements
None
Community Comments
None
Adjournment
Dr. Whyte said that there being no further business, Dr. Whyte moved and Board members unanimously seconded the motion to adjourn the regular board meeting at 8:31 p.m. The next regular meeting of the Shaker Heights Public Library Board of Trustees will be Tuesday, October 13, 2009 at 6:30 p.m. in the Main Library Boardroom.
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Dr. Whyte, President
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David D. Piskac, Fiscal Officer
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Kurt Miller, Secretary