SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, October 8, 2007

 

Attendance

 

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

 

Members Absent:          Dr. Whyte

 

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

 

Others:                         Evelyn Krent, League of Women Voters Representative

                                    Commander Michael Schwarber, Shaker Heights Police Department

                                    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

 

2007-69            Ms. Allen moved and Mr. Miller seconded the motion to approve the September 10, 2007 regular board minutes.

 

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

 

                        Nays: None.  Motion carried.

 

President’s Report

 

A.  Strategic Plan Final Draft

 

Mr. McGovern said the final draft of the Strategic Plan was included in the Board mailing.  He said the Board would take action on it at the November regular Board meeting and asked trustees to review the strategic plan in the interim.

 

B.  Strategic Initiatives

 

Mr. McGovern said the Strategic Planning Committee met with Mr. Dave Bergholz and Mr. Schorgl to discuss library financial initiatives under the strategic plan.  The meeting focused on the replacement of the library’s current 4 mill operating levy.  The Strategic Planning Committee is scheduling a meeting with city and school officials to discuss the timing and impact of the library’s financial needs in relation to future city and school financial needs.

 

C.  Staffing Study Proposals

 

Mr. McGovern said the library is conducting a compensation study and organizational staffing study as a subset of the library’s Strategic Plan.  He said the library was performing the compensation study in-house and has received proposals to perform the organizational staffing study.  Mr. McGovern said a sub-committee of the Strategic Planning Committee consisting of Ms. Shatten,

Mr. Miller, Mr. Dickinson, and Mr. Piskac would review the proposals and make a recommendation to the Board.

 

Treasurer’s Report

 

A.  Financial Statements

 

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

 

Revenue Summary

 

Mr. Piskac said the library received $4,647,539.78 ($4,753,282.33 – 2006) in year-to-date revenue, which is $62,767.98 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 $115,531.63 less than 2006 due to the rate of real estate tax collections.  Mr. Piskac commented that the library would receive a final real estate payment for 2006 tax year and HERB in December.

 

Expenditure Summary

 

Mr. Piskac reported the year-to-date expenditures were $4,441,231.02 ($4,460,923.82 – 2006) less interfund transfers, which is a $23,281.77 increase in year-to-date expenditures from 2006.  Mr. Piskac said all expenditure line items are within budgetary amounts, but the salaries and employee benefits is approximately $87,000 higher over last year-to-date amount.

 

Bank Reports

 

Mr. Piskac reported the month-to-date deposits of $190,561.21 were less than month-to-date withdrawals of $381,238.79.  He said the library did not receive any real estate advances during September.  He also reported the year-to-date deposits of $4,437,539.78 were $206,308.76 more than year-to-date withdrawals of $4,231,231.02.  Lastly, he said the ending bank balance was $1,344,325.83.

 

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

 

Mr. Piskac reported the General Fund had an unexpended balance of $1,177,981.56, $784,931.75 in encumbrances, and an unencumbered balance of $393,049.81.  Mr. Piskac also reported the unexpended balance for all funds was $1,344,325.83, $800,098.82 in encumbrances, and $544,227.01 in unencumbered funds.

 

Investment Report

 

Mr. Piskac reported the September 2007 investment balance was $625,349.24 and the Star interest rate decreased to 5.10% from 5.17% in August.

 

Financial Projection

 

Mr. Piskac reviewed the fourth quarter financial projection for the General Fund.  He estimated the library would receive $5,175,568.62 or 98.6% of estimated revenue and would expend approximately $5,570,529.66.  Mr. Piskac said the estimated unexpended General Fund balance would be $600,767.  He also noted that every expenditure line item was within the approved budget and did not anticipate any unexpected expenditures for the remainder of the calendar year.

 

Mr. Piskac recommended the Board of Trustees approve the September 30, 2007 financial statements as submitted.

 

2007-70            Mr. Schorgl moved and Mr. Miller seconded the motion to accept the September 30, 2007 financial statements.

 

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

 

                        Nays: None.  Motion carried.

 

B.  2005 – 2006 Audit Update 

 

Mr. Piskac reported the library received notice from James G. Zupka, CPA regarding the library’s 2005 – 2006 audit.  Mr. Zupka reported the library’s audit was completed and sent to the State Auditor’s office for review and release.  Mr. Piskac said that Mr. Zupka reported no adjustments or audit citations.

 

C.  Authorization to Transfer Additional Funds for 2007

 

Mr. Piskac requested an additional transfer of $2,264.79 from the Cleveland Foundation - Shaker Heights Public Library Fund to cover the balance of the Strategic Planning expenditures.  He reported the library expended $30,230.79 for the Strategic Plan, which is under that original $40,000 budget set in December 2006.  He said the library would still have $7,384.21 in residual revenue remaining in the fund for 2007 after the transfer and estimated $18,184.21 would be available in 2008.

 

Mr. Piskac recommended the Board of Trustees approve the additional $2,264.79 transfer from the Cleveland Foundation - Shaker Heights Public Library Fund to cover the balance of the Strategic Planning expenditures.

 

2007-71            Mr. Schorgl moved and Mr. Miller seconded the motion to approve the additional $2,264.79 transfer from the Cleveland Foundation - Shaker Heights Public Library Fund to cover the balance of the Strategic Planning expenditures.

 

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

 

                        Nays: None.  Motion carried.

 

D.  Paycor Update

 

Mr. Piskac reported that he received two options from Paycor regarding updating the library’s time keeping process.  He reported the first option would be to have employee’s use a computer to log-in and log-out and the second option would be a card swipe system.  He said the first option would be $4,890 per year and the second option would be $6,312 per year.  Mr. Piskac said he would be evaluating these options when filling the Senior Account Clerk position. 

 

Director’s Report

 

A.  Written Report

 

Mr. Dickinson reported no additional comments regarding his written report.

 

B.  Patrol Training Presentation by Commander Michael Schwarber

 

Mr. Dickinson introduced Commander Michael Schwarber of the Shaker Heights Police Department and said that he was here to provide information about the library’s proposed safety patrol.  Commander Schwarber said the typical safety patrol candidate is a first or second year college student and employed by the City.  He said the 16-hours of training a safety patrol trainee receives includes role-playing, instruction, sensitivity training, and riding with a uniformed officer.  He also said a safety patrol employee wears a polo shirt with a police patch, carries a police radio, and chemical repellant.  Mr. McGovern commented that the tentative safety patrol schedule is from 3 p.m. to 7 p.m. Monday through Friday and will continue until mid-December.  Mr. McGovern also said exit interviews with the safety patrol would be a useful tool for the library to address the congregation of teens outside the library.  Mr. Pulver said the safety patrol training would be beneficial to library staff when handling inappropriate patron behavior.

 

C.  Proposed Change to Circulation Policy

 

Mr. Dickinson recommended for Board of Trustees approval the following revisions to the Circulation Policy to address patron bankruptcies.

 

Bankruptcy

 

The Shaker Heights Public Library will comply with Discharge of Debtor decrees by bankruptcy courts.

 

Cardholders who have:

 

1.       Filed for bankruptcy,

2.       Named the Shaker Heights Public Library as a creditor,

3.       Received a discharge, and

4.       Presented the appropriate documents to the library

 

shall have outstanding balances for overdue fines removed from their accounts.  Only fines owed as of the date of the decree will be waived.

 

Although cardholders’ overdue fines may be waived, they remain responsible for returning all library materials owned by the Shaker Heights Public Library in good condition, or paying to replace them.

 

Cardholders whose debts have been discharged by the library may continue to use materials within the library, but borrowing and other privileges requiring a library card in good standing may be suspended until materials are returned or payment has been made to replace them.

 

At any time during the first 12 months following the discharge of debts and return of the library account to good standing, the cardholder may have no more than 3 items borrowed on the card at a time.  At the end of the 12-month period, if there are no overdue items or fines, full-borrowing privileges may be restored at the discretion of the Library Director.

 

2007-72            Ms. Allen moved and Dr. Hutt seconded the motion to approve the Circulation Policy revisions for patron bankruptcies.

 

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

 

                        Nays: None.  Motion carried.

 

D.  Cuyahoga County LLGSF Meeting

 

Mr. Dickinson reported that Mr. Schorgl and he attended the Cuyahoga County LLGSF meeting held at the Shaker Heights Public Library on October 5, 2007.  Mr. Dickinson reported the meeting provided the history of the 10-year LLGSF formula, which began in 1996 and went through 2005.  He further stated that at the expiration of the original 10-year agreement, participating libraries agreed to extend the LLGSF distribution formula of the 10th year for an additional three years.  Mr. Dickinson said the current LLGSF agreement expires at the end of 2008 and different formula constructs such as per capita and school district population were discussed for possible future distribution of additional LLGSF funds beyond the base amount currently received.  However, there probably will be a continuation of the “frozen” formula for a few years until an agreement is reached as to the appropriate statistical measures.

 

New Business

 

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

 

Bertram Woods Branch Unrestricted Donations (208-6510)

Helen and Donald Freiberg                                                        $25.00

 

Marilyn Kammer Memorial Fund Unrestricted Donations (209-6510)

Ruth and Leonard Axelband

In memory of Marilyn Kammer                          $50.00

Karl Kammer

In memory of Henrietta Dolin                                         $50.00

Randy Kammer

In tribute to Susan Goetz and Bonnie Keeshin                 $50.00

 

            Frances Belman Fund Restricted Donations (210-6110)

                        Linda and Tom Strauss                                                 

In memory of Peggy Strauss, Sylvia Falk,

   and Alice Yates                                                         $50.00

 

2007-73            Mr. Schorgl moved and Mr. McGovern seconded the motion to accept and appropriate the above gifts.

 

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

 

                                    Nays: None.  Motion carried.

 

B.  Personnel Actions

 

            None

 

Announcements

 

Mr. Schorgl recognized Ms. Shatten for a “job well done” as Chairperson of the Strategic Planning Committee.

 

 

Community Comments

 

            None

 

Adjournment

 

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

 

2007-74            Mr. McGovern moved and Board members unanimously seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 8:37 p.m.

 

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

 

                                    Nays: None.  Motion carried.

 

 

 

_______________________________________     

Ken McGovern, President

 

 

 

                                                            _______________________________________

                                                                        David D. Piskac, Clerk-Treasurer

 

 

 

                                                                                    _______________________________________

                                                                        Tom Schorgl, Secretary