SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, October 13, 2008
Attendance
Members Present: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Members Absent: Dr. Hutt, Dr. Whyte
Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac
Others: Evelyn Krent, League of Women Voters Representative
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 September 15, 2008 regular board minutes.
2008-63 Ms. Shatten moved and Mr. Miller seconded the motion to approve the September 15, 2008 regular board meeting minutes.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
President’s Report
A. Annual Performance Reviews for Director and Fiscal Officer
Mr. McGovern distributed the annual performance self reviews packets from the Director and Fiscal Officer. He said each Trustee has to complete the Trustee review for both positions by the November meeting. Mr. McGovern said the Board would review each Trustee evaluation and then complete a final evaluation for both positions.
B. November and December Meeting Location
Mr. McGovern said the locations were switched for the November and December Board meetings. The November meeting will be held at Main Library and the December meeting will be held at Bertram Woods Branch.
C. Other
Mr. McGovern reported that Ms. Allen’s term is expiring March 31, 2009 and said Ms. Allen expressed an interest to serve a full seven year term. Mr. McGovern said the School Board would be evaluating Ms. Allen’s request.
Treasurer’s Report
A. Financial Statements
Mr. Piskac reviewed the September 2008 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac reported year-to-date revenue for September was $4,544,665.61 ($4,437,539.78 – 2007), which is $107,125.83 more than year-to-date 2007 less inter-fund transfers. He also said the current year-to-date State Income Tax revenue is $20,431.01 higher than 2007. Mr. Piskac said the Real Estate Property Tax is $108,750.79 higher than year-to-date 2007 and is in line with collection estimates of 93.12%. He said the library should receive a real estate final settlement disbursement for approximately $30,000 to $40,000 and $180,000 for HERB, which should increase the collection percentage to 95%.
Expenditure Summary
Mr. Piskac reported year-to-date expenditures for September were $4,151,798.83 ($4,231,231.02 – 2007) less inter-fund transfers, which is $79,432.19 less than year-to-date expenditures from 2007. Mr. Piskac commented that the Salaries and Employee Benefits line item was $26,207.51 less than 2007 due to employee vacancies. He also commented that Insurance Benefits were $47,059.20 higher than 2007. Mr. Piskac said the Rent and Leases expenditure line was $14,352.44 less than 2007 due to the new library copier lease. 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 $146,585.28 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’s 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. He also said Ms. Lamont changed vendors for the lease book program and saved the library approximately $30,000, which is reflected in 2008. Lastly, Mr. Piskac said the cost of some AV material decreased since last year, which also contributes to the under spending.
Bank Reports
Mr. Piskac reported the September month-to-date deposits of $178,444.72 were less than month-to-date withdrawals of $388,885.76. He said the library did not receive any real estate advances during September, which reduced the monthly bank cash balance by $210,441.04. He also reported the year-to-date deposits of $4,544,665.61 were $392,866.78 more than year-to-date withdrawals of $4,151,798.83. 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 $1,197,253.22.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,112,461.32, $509,808.59 in encumbrances, and an unencumbered balance of $602,652.73. Mr. Piskac also reported the unexpended balance for all funds was $1,197,253.22, $524,355.59 in encumbrances, and $672,897.63 in unencumbered funds.
Investment Report
Mr. Piskac reported the September 2008 investment balance was $413,410.46, and the Star interest rate increased to 2.40% from 2.33% in August.
Mr. Piskac recommended the Board of Trustees approve the September 30, 2008 financial statements as submitted.
2008-64 Ms. Allen moved and Mr. Miller seconded the motion to accept the September 30, 2008 financial statements as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
B. E-Rate Update
Mr. Piskac reported the library should receive $8,817.33 for participating in the FY08 E-Rate program. He said the library is currently enrolled in the FY09 program and will be applying for FY10 funding this fall.
C. Bid Approval for Security Camera System Installation
Mr. Piskac said that he worked with Mr. Matt Tompkins, Safety and Security Supervisor, and Mr. John Harchar, Maintenance Supervisor, on obtaining quotes for upgrading and expanding the current library security camera system at Main Library. Mr. Piskac said the library is expanding the current 16 camera system to 32 cameras with a future capacity of 64 cameras with additional wiring. He said the proposed camera system is designed to save electronic storage space and provide for additional viewing locations, including laptop viewing. He said Mr. Tompkins obtained the following quotes for the security camera system.
Zadar Technologies, Inc. $40,837.22
21st Century Alarm/Data Inc. $43,060.00
IPS, Inc. Incomplete Bid (equipment only)
Stanley Security Solutions $45,250.00
Mr. Piskac also commented that the Zadar quote has some night vision cameras included for low light monitoring. He also recommended an additional $5,000 contingency for any unknown difficulties in installing the security system. Mr. Piskac said the cost of any additional work would be time and material, which is pre-determined in the quote. Mr. Piskac recommended the Board of Trustees approve the $40,837.22 Zadar quote and a $5,000 contingency, which would be paid from bond funds.
2008-65 Ms. Allen moved and Ms. Shatten seconded the motion to approve the $40,837.22 Zadar Technologies, Inc. quote and a $5,000 contingency to install a 32 camera security system in the Main Library, which will be paid from bond funds.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
Director’s Report
A. Written Report
Mr. Dickinson reported the various meetings he attended.
B. Strategic Planning Progress Report, Third Quarter
Mr. Dickinson reported that the Strategic Planning Progress report for the third quarter shows the meeting room usage rebounded from negative results to no change (0%). He also reported that circulation for teens decreased to 0% change, but teen programs and attendance has increased substantially. He reported under Create Young Readers that Objective A, Raise parenting collection circulation increased 0.8%. Under Lifelong Learning, Mr. Dickinson reported the program attendance decreased 18% due to a drop off of adult participation from the summer months. He also reported computer class attendance increased 15%. Under Read, View, Listen for Pleasure, he reported downloadable use has remained steady at 14%. Mr. McGovern asked if the library evaluates library programs and Mr. Dickinson responded that the library’s program committee reviews library programs.
C. 2008 Circulation Statistics Report, Third Quarter
Mr. Dickinson reported the overall circulation is up 2.65% over 2007. He said that, year-to-date Main circulation increased by 4.71% and Bertram Woods decreased by 2.08%. He reported the library sent out more books than it received under the inter-library loan program with other CLEVNET member libraries.
D. Resolution of Commendation for Loraine Lamont
Mr. Dickinson recommended the Board of Trustees approve a Resolution of Commendation for Ms. Loraine Lamont for twenty years of service with the library as submitted.
2008-66 Ms. Shatten moved and Mr. Miller seconded the motion to approve the Resolution of Commendation for Ms. Loraine Lamont for twenty years of service with the library.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
E. Resolution of Commendation for Gail Johnson
Mr. Dickinson recommended the Board of Trustees approve a Resolution of Commendation for Ms. Gail Johnson for twenty years of service with the library as submitted.
2008-67 Ms. Shatten moved and Mr. Miller seconded the motion to approve the Resolution of Commendation for Ms. Gail Johnson for twenty years of service with the library.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
Mr. Dickinson reported the School Board approved the ranking and review process the library used to select Van Dyke Architects LLC for the Main Library second floor renovation project. He said Van Dyke Architects LLC was ranked the highest and the School Board authorized the library at their October 7 meeting to move forward with entering into a contract with Van Dyke Architects LLC.
G. Library Lease
Mr. Dickinson reported he was working with the City on the library lease to accommodate the bond requirements with the second floor renovation. He said the lease has to run at least five years after completion of the renovation to be in compliance with the bond covenants.
H. Deputy Director Search Update
Mr. Dickinson reported that 25 applicants applied for the Deputy Director position. He said of the 25 applicants, there were 3 internal candidates and 9 qualified external candidates. Of the 9 external candidates, seven phone interviews were conducted because one candidate already obtained a position and another did not respond. Mr. Dickinson said that Mr. Piskac, Mrs. Cullers and he interviewed 2 internal and 3 external candidates in September and early October. He said the next step is to conduct half-day interviews with the top 2 candidates. Mr. Dickinson said two three-employee panels other than the original interview team would interview the top 2 candidates. Mr. McGovern suggested that available Board members informally meet the candidates during that time.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Unrestricted Contribution (101-6510)
In memory of Richard Ruhlman
Harriet Moore Ballard $100.00
The Cooper Group, Inc. $50.00
Rebecca Dunn $100.00
F. William Eakin II $30.00
Daniel Fleig $100.00
Caryn and C. Henry Foltz $100.00
Marie Fredrickson $50.00
Barbara and Joseph Nahra $50.00
Jane and Jon Outcalt $100.00
Kathryn and Daryl Ross $20.00
Barbara P. Ruhlman $250.00
David Schneider $200.00
Sara Stashower and Mark Heller $100.00
Helen Tomlinson $50.00
Hannah and Michael Weil $100.00
Lynn and Alan Wood $50.00
Bertram Woods Branch Fund (208-6510)
In memory of Molly Schulman Wolff
Gloria and Ian Abrams $25.00
Terri Bell and Ron Weinberg $25.00
Wanda and Howard Bell $50.00
Carolyne and Paul Bloch $25.00
Susan and Eliot Charnas $25.00
Amy and Kenneth Cramer $20.00
Miriam Friedlander $25.00
Susan and Jeff Friedman and Family $25.00
Susan and Robert Hurwitz $25.00
Audree and Bruce Ison $50.00
Rachel Kann $18.00
Elayne and Ronald Kluchin $50.00
The Kohl Family $25.00
Joni Millard and Rick Kinter $25.00
McCarthy, Lebit, Crystal & Liffman Co., L.P.A. $50.00
Joyce and Michael Moshontz $100.00
Irene and Chuck Raber $100.00
Enid and David Rosenberg $36.00
Dr. and Mrs. Ronald Ross $150.00
Margo and Robert Roth $25.00
Susan and Steven Rubin $50.00
Barbara and Richard Schreibman $25.00
Marcia and Ronnie Schumann $50.00
Suzie and Jerry Severin $25.00
Shaker Auto Lease, Inc. $25.00
Barbara and Michael Shapero $180.00
Penelope and Michael Shemo $100.00
Lee Smith $100.00
Joyce and Mark Wasserman $10.00
Caryn Wolf Wechsler, Dr. Nancy Wolf, Sherri Wolf,
and Leslie Wolf $500.00
Linda and Alan Weiner $15.00
Patty and Charlie Wood $25.00
Marcia and Robert Zashin $100.00
Paula and Ken Zeisler $50.00
Margie Zelman $10.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Coleen Werner $50.00
In memory of Regina Gruner $25.00
In honor of Barbara and Tony Benevento’s 25th
Wedding Anniversary $25.00
In honor of Judge Harvey Schlesinger being
named Jurist of the Year $25.00
2008-68 Ms. Allen moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
B. Personnel Actions
Karen Wilson, Half-time, Level 106, Security Guard, hired effective September 29, 2008
Announcements
None
Community Comments
None
Adjournment
Mr. McGovern said that there being no further business, Board members unanimously agreed to move for adjournment.
2008-69 Mr. McGovern moved and Board members unanimously seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 7:50 p.m.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Mr. McGovern, Mr. Miller, Ms. Shatten
Nays: None. Motion carried.
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Ken McGovern, President
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David D. Piskac, Fiscal Officer
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Jeanne Shatten, Secretary