SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, October 9, 2006
Attendance
Members Present: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Members Absent:
Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Pulver, Mrs. Schiller
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.
2006-64 Dr. Whyte moved and Mr. Miller seconded the motion to approve the September 11, 2006 regular meeting minutes.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. Miller, Mr. McGovern, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Issue 18 - Arts and Culture Ballot Initiative
Mr. McGovern said Issue 18 is on the November 7 ballot and asked Mr. Schorgl to provide the Board some background about it. Mr. Schorgl said Issue 18 is a dedicated 1.5-cent excise tax on each cigarette sold ($0.30 per pack) that can only be used to benefit the arts and culture. The new 10-year tax is expected to generate approximately $20 million per year in revenue to provide stable financial support for the arts and culture, which have seen declining funding over the years. Mr. Schorgl said Phillip Morris organized opposition to the new levy and formed a group called CANT, which stands for Citizens Against New Taxes and is led by local political consultant, Mr. Joseph Rice. Mr. Schorgl said the issue will support all of the Arts & Culture assets, including groups and projects in University Circle, the Theatre District, North Coast Harbor, Gordon Square Cultural District, and others. He said the funds from the levy would be distributed under four grant categories: 1) Operating Fund Support – It is a competitive grant program that provides matching funds to 501(c)(3) non-profit art and culture organizations located in the Cuyahoga County area. These funds can be used for operational and administrative purposes. 2) Creative Development Fund – It is a competitive project based matching grants fund open to any non-profit organization that produces or presents an arts and culture project in Cuyahoga County. There are four potential grant applications: Arts and Culture Projects, Research and Development, Cultural Tourism and Organizational Development. 3) Artistic Support Fund – It is a competitive project based grant open to individual artists who are residents of Cuyahoga County for research or development of innovative work that attempts to significantly advance the artist’s career and discipline, and 4) Extraordinary Initiative Fund – Special opportunity grants are available to organizations on a competitive basis for the purpose of leveraging a unique circumstance to benefit citizens of Cuyahoga County and should advance the region’s artistic and culture sector. A limited number of grants will be awarded each year and a cash match may be required. Mr. Schorgl said grant applications for small and large organizations will be evaluated and scored on standards of financial accountability. He added that those organizations with high scores would receive an operating support grant for three years based on a formula that assures equitable distribution of funds regardless of the size of the arts and culture organization. Mr. Schorgl said organizations would have to meet grant application guidelines such as operating or residing within Cuyahoga County and be a non-profit with 501(c)(3) status. He added the criteria used for evaluating the grant application are the quality of product or service, quality of management of the submitting organization and the applicant organization’s impact on the community. Mr. McGovern asked Mr. Schorgl how the award process works to ensure impartiality. Mr. Schorgl said the Arts & Culture grants would be awarded through an open, public judging process. Grants will be awarded for: operating support, project support, artistic educational residencies and research support and special initiatives or one-time emergency grants. Mr. Schorgl added a panel of Arts & Culture professionals from outside of Cuyahoga County would judge grants.
Mr. Schorgl asked the Board of Trustees for a voice resolution in support of Issue 18.
Mrs. Shatten moved and Dr. Whyte seconded the motion that the Shaker Heights Public Library Board of Trustees support Issue 18 by voice resolution.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. Miller, Mr. McGovern, Mrs. Shatten, Dr. Whyte
Nays: None
Abstentions: Mr. Schorgl. Motion carried.
B. Staff Reviews
Mr. McGovern said the annual reviews for the Director (Mr. Dickinson) and the Business Manager/Clerk-Treasurer (Mr. Piskac) are coming up. He distributed the Board member evaluation forms for both positions and asked if Board members to complete them by the November Board meeting.
C. Strategic Planning Process
Mr. McGovern asked Mrs. Shatten to provide the Board an update on the consulting firm selection process for the library’s strategic planning process. Mrs. Shatten said she reviewed several potential consultants and narrowed the list down to three candidates. She contacted the three candidates by phone and learned that one candidate was not able to help the library at this time, but the other two candidates have expressed an interest. Mrs. Shatten closed by stating she would be setting up formal interviews and hopes to have a consultant in contract by years’ end.
A. Financial Statements
Mr. Piskac reviewed the September 2006 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac reported the library received $181,793.92 for September. He explained the Real Estate Property Tax revenue line item is $90,711.02 higher and Interest on Investments is $28,426.76 higher in comparison to 2005. Also, Mr. Piskac said the library received approximately $390 more in donations than last year. Mr. Piskac said the library received $4,753,260.69 in revenue as of September 30, 2006, which is $119,813.41 (2.7%) more than 2005 after inter-fund revenue is removed.
Expenditure Summary
Mr. Piskac reported the library expended $4,460,923.82 ($4,152,577.39 – 2005) as of September 30, 2006. Mr. Piskac noted the higher Capital Outlay of $72,282.93 ($24,649.69 – 2005) and the variances noted at the last Board meeting for the $305,371.06 (7.8%) expenditure increase over last year. Mr. Piskac also noted the budgeted capital expenditures will increase the 2006 expenditures in comparison to 2005 once they are paid. For example, he said $131,000 for Main library carpeting would be paid this month and would increase overall expenditures in comparison to last year.
Bank Reports
Mr. Piskac reported the month-to-date deposit of $181,793.92 was less than the month-to-date withdrawal of $383,152.10 because the library did not receive any real estate tax advances for the month, which is normal for the library. Mr. Piskac also reported the year-to-date deposits were $4,500,307.76 and year-to-date expenditures were $4,207,949.25.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,545,683.63 and encumbrances, which include annual blanket purchase orders of $896,430.89 net out to an unencumbered balance of $649,252.74. He also reported the unexpended balance of all funds was $1,685,434.02 and the ending unencumbered balance was $772,559.55.
Investment Report
Mr. Piskac reported the investment balance was $827,788.04, which is higher than the August ending balance due to interest earnings.
Mr. Piskac recommended the Board of Trustees approve the September 30, 2006 financial statements as submitted.
2006-65 Mr. Schorgl moved and Mr. McGovern seconded the motion to accept the September 30, 2006 financial statements.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. E-Rate Update
Mr. Piskac reported the library was awarded $11,454.28 by the Schools and Libraries Division (E-Rate) for FY06 eligible telecommunication expenditures.
C. Capital Budget Appropriation Modification Policy
Mr. Piskac proposed the following Capital Budget Appropriation Modification Policy per the Board of Trustees September meeting.
The Shaker Heights Public Library Board of Trustees authorizes the Business Manager/Clerk-Treasurer to modify line item appropriations within the approved capital budget appropriation. The authority to modify would cover existing capital budgetary line items and new budgetary line items up to $500.
Mr. Piskac recommended the Board of Trustees approve the proposed Capital Budget Appropriation Modification Policy as submitted.
2006-66 Mrs. Karon moved and Dr. Benning seconded the motion to approve the Capital Budget Appropriation Modification Policy as submitted.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
Director’s Report
A. Written Report
Mr. Dickinson reported the following:
B. Quarterly LR Progress Report
Mr. Dickinson reviewed the 2006 – 2008 Long Range Plan of the Shaker Heights Public Library. He noted various accomplishments and progress made on the stated goals and objectives during the 2006 3rd Quarter.
C. Circulation Statistics Update
Mr. Dickinson reviewed the 2006 Circulation Statistics and noted that Bertram Woods’ circulation was up 4.4% for the month of September and 0.12% for the year. Main was up 18.18% for the month but down 0.70% for the year. He noted that the on-going Lee Road construction probably discouraged patron usage of the Main Library earlier in the year.
D. Food for Fines Week, November 12-18
Mr. Dickinson proposed a staff generated idea that the library accept non-perishable food items in lieu of fines during the week of November 12-18. Mr. Dickinson explained a delinquent patron with outstanding fines on overdue materials could donate one non-perishable food item in lieu of paying the fine for that item. He pointed out that fines for lost or damaged library materials are not eligible. Mr. Dickinson said the collected food items would be donated to the Interfaith Hospitality Network in Shaker Heights.
Mr. Dickinson recommended that the Board of Trustees approve Food for Fines Week, November 12-18 for overdue library material.
2006-67 Mr. Schorgl moved and Dr. Benning seconded the motion to accept November 12-18 as Food for Fines Week at the library.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Ellie Madonik $25.00
In memory of Wade Earnest Stith $50.00
Frances Belman Fund (210-6110)
Nancy and Jeffrey Oster $50.00
Marcy Rosenthal and Ron Minemier $50.00
Patricia McIlraith $5.00
In memory of Peggy Strauss
Carlos and Joan Bozoklian
Donation of two books, I Am Italian American and Italian Americans
2006-68 Mr. Miller moved and Mrs. Karon seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Benning, Mrs. Karon, Mr. McGovern, Mr. Miller, Mr. Schorgl, Mrs. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions (information only)
None
None
Announcements
The next regular Board meeting is scheduled for November 13 in the Bertram Woods Community Room at 6:30 p.m.
Adjournment
There being no further business, Mr. McGovern moved and board members unanimously agreed to adjourn the regular board meeting at 7:45 p.m.
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Ken McGovern, President
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David D. Piskac, Clerk-Treasurer
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Donna Whyte, Secretary