SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, November 14, 2005

Attendance

Members Present: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Members Absent: Mr. Parsons

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

Others: Evelyn Krent, League of Women Voters Representative

Mr. Bergholz called the regular meeting of the Shaker Heights Public Library Board of Trustees to order at 6:30 p.m. in the Bertram Woods Branch meeting room.

Approval of Agenda

Mr. Bergholz asked board members to review tonight’s agenda and welcomed any comments for additions or deletions. Hearing none, board members unanimously approved the agenda.

Approval of Minutes

2005-63 Mr. McGovern moved and Dr. Whyte seconded the motion to approve the October 10, 2005 regular board meeting minutes.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

Treasurer’s Report

A. Financial Statements

Mr. Piskac reviewed the October 2005 year-to-date revenue and expenditure financial reports and reported the library received $4,863,488.52 ($4,797,853.30 – 2004). Mr. Piskac said the 2005 month-to-date State Income Tax (LLGSF) revenue is $1,663.20 lower compared to September 2004 due to a lower actual tax collection. Mr. Piskac reported that the State Income Tax year-to-date revenue is $1,623.48 less than 2004. Mr. Piskac said the library would receive its HERB later this month and a final real estate settlement, which will meet or most likely exceed real estate property tax revenue. Mr. Piskac said 2005 library investments continue to earn three times more interest than 2004 investments ($44,991.20 – 2005 vs. $14,283.06 – 2004). Mr. Piskac explained the increase is due to continued higher interest rates and favorable investment options with Fifth Third Bank. Mr. Piskac said he is continuing to review investment opportunities with Fifth Third Bank because of the higher rate of interest over Star Ohio. Mr. Piskac reported that library donations continue to lag over last year ($1,349.95 – 2005, $4,998.00 – 2004). Mr. Piskac reported library meeting room revenue has exceeded the annual estimate due to increased public use. Mr. Piskac closed the revenue discussion by indicating that if the inter-fund transfer revenue is removed, the library received $24,043.40 more revenue than last year, which is 5/10 of 1%. Next, Mr. Piskac reviewed the summary expenditures statement and reported the library expended $4,486,302.07 ($4,537,580.63 – 2004). Mr. Piskac said the library’s expenditures are in line with budgetary expectations. Mr. Piskac said the line item salary and employee benefits are 54% of the total year-to-date expenditures. Mr. Piskac also indicated the insurance line item did not include the monthly health insurance premium of approximately $18,000 because the business office did not receive the invoice prior to month end. Mr. Piskac said the library is experiencing higher utility costs even though the library participates in the state gas energy program. Mr. Piskac said there is no current electricity plan available but will maintain contact with the State for future opportunities. Mr. Piskac also commented that the books and audiovisual materials budget line items are approximately 50% spent as of October. Mr. Piskac said vendor discounts saved the library money on these two line items. Mr. Piskac said the actual budgeted amounts should be reviewed for the 2006 budget. Mr. Piskac said 2005 year-to-date expenditures are $92,870.38 less than 2004 year-to-date expenditures after inter-fund transfer expense is removed. Next, Mr. Piskac reported $842,864.47 was the unencumbered balance of all funds as of October 31. In addition, Mr. Piskac said encumbrances totaled $847,905.39 for all funds. Mr. Piskac said the October unexpended balance was $1.6 million, which is an increase of $377,186.45 from January 1 ($1.3 million). Then, Mr. Piskac reported the net month-to-date bank report shows a decline due to no large real estate advances receipted during the month of October. Mr. Piskac reported that the year-to-date bank report shows receipts outpacing cash expenditures resulting in a remaining balance of $1,690,769.86. Lastly, Mr. Piskac reviewed the monthly investment summary and reported the library was provided an opportunity to invest in a 10-month bond investment with Fifth Third Bank. Mr. Piskac said the bond would mature in August 2006 and earn 4.15%, which is approximately ½ percentage point higher than the current Star Ohio investments.

Mr. Piskac recommended the Board of Trustees approve the October 31, 2005 financial statements as submitted.

2005-64 Mr. Schorgl moved and Dr. Benning seconded the motion to accept the October 31, 2005 financial statements.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

B. Revised Capital Budget

Mr. Piskac said library management has reviewed the current inventory of computers and decided to replace 36 computers and several printers. Mr. Piskac explained that these computers and printers were purchased prior to year 2000 and need to be replaced. Mr. Piskac commented that the library would replace additional computers and printers next year based on age and condition. Mr. Piskac reviewed the current 2005 capital budget and pointed out the increase in the computers and printers line item. Mr. Piskac said the increase was possible due to the appropriation of funds from the computer server line item. Mr. Piskac said the computer server line item would probably be included in the 2006 budget because the library is still accessing its technology needs. Mr. Piskac said the revised capital budget would be the same dollar amount as the original capital budget approved in March 2005. Mr. Piskac recommended the Board of Trustees approve the revised 2005 capital budget as submitted.

2005-65 Mr. Schorgl moved and Dr. Whyte seconded the motion to approve the revised 2005 capital budget as submitted.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

C. Resolution to request advance of the 2006 property taxes

Mr. Piskac explained that the library has to make an annual Board authorization to the County Auditor to collect and advance all taxes to the library. Mr. Piskac read the following resolution for review and approval by the Board of Trustees.

“Request the County Auditor to draw and the County Treasurer to pay by draft or through wire transfer to the Clerk-Treasurer of the library all funds due the Shaker Heights Public Library that may be in the County treasury for the year 2006 except such amount that may be required by law to be paid State authorities.”

2005-66 Mr. Bergholz moved and board members unanimously seconded the motion that the Board approve the above resolution for all 2006 tax revenue.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

D. Fund Reclassification

Mr. Piskac said he received an Auditor of State Bulletin (2005-005) regarding the reclassification of certain governmental, proprietary, and fiduciary funds. Mr. Piskac said the effect on the library would be only the 700 series funds. Mr. Piskac said the library would have to reclassify the existing 700 series fund to a special revenue fund, which is a 200 series. Mr. Piskac recommended that the Board of Trustee’s approve the reclassification of funds to satisfy the requirements of the Auditor of State.

2005-67 Mr. Bergholz moved and board members unanimously seconded the motion that the Board authorize the Clerk-Treasurer to implement the fund reclassification guidelines from the Auditor of State Bulletin #2005-005.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

E. 2006 Holiday Schedule and Hours of Operation

Mr. Piskac presented the 2006 Holiday Schedule and Hours of Operation for the library. Mr. Piskac recommended that the Board of Trustees approve the 2006 Holiday Schedule and Hours of Operation as submitted.

2005-68 Mr. Schorgl moved and Dr. Benning seconded the motion to approve the 2006 Holiday Schedule and Hours of Operation as submitted.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

F. 2006 Board Meeting Schedule

Mr. Piskac presented the 2006 Board Meeting Schedule for the library. Mr. Piskac recommended that the Board of Trustees approve the 2006 Board Meeting Schedule as submitted.

2005-69 Mr. Schorgl moved and Dr. Benning seconded the motion to approve the 2006 Board Meeting Schedule as submitted.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

President’s Report

• Mr. Bergholz said the Board of Trustees has formed the Nominating Committee for electing 2006 officers.
• Mr. Bergholz said the Board of Trustees would have two openings this spring. Mr. Parson’s term is expiring in March. Mr. Bergholz said he has decided to resign from the Board of Trustees to spend more time with family. He also plans to leave at the end of March with two years remaining in his term. Mr. Bergholz expressed his appreciation to serve on the board and the opportunity to work with the library community.

Director’s Report

A. Written Report

• Mr. Dickinson discussed the 2005 year-to-date library circulation in comparison to 2004. Mr. Dickinson said system wide circulation is slightly down from 2004. Mr. Dickinson said the circulation decline might be due to the on-going Lee Road construction. The construction has discouraged usage at main library because of traffic delays to access the parking lot.
• Mr. Dickinson reviewed graphs of DVD vs. VHS circulation from September 2004 to September 2005. Mr. Dickinson explained there is a steady shift from VHS to DVD. Mr. Dickinson said the library is scaling back VHS purchases and increasing DVD purchases. Mr. Dickinson said some libraries have eliminated VHS all together from their collections. Mr. Dickinson mentioned the library would continue to review VHS usage to streamline the library’s VHS collection.
• Mr. Dickinson reviewed the graphs of the self-checkout machines at the Bertram Woods Branch and commented that the self-checkout usage is fairly even throughout the week. Mr. Dickinson added the peak usage of the machines is roughly between 3 to 5 p.m.
• Mr. Dickinson said he attended the President’s Roundtable on October 17 and the members agreed to form a business and youth focus group. Mr. Dickinson commented that he is part of the youth focus group and they are planning a second meeting November 19.
• Mr. Dickinson said the Friends of Shaker Library book sale netted approximately $10,000.
• Mr. Dickinson stated the Local Author and Book Fair is Sunday, November 20, 2005.
• Mr. Dickinson announced a PBS broadcast will feature the Play & Learn Station on Sunday, November 27, 2005.
• Mr. Dickinson indicated he is grouping staff interview information into categories and integrating the information into the 2006 long-range plan.
• Mr. Dickinson reported the library and other area libraries were victim to a local theft ring. Mr. Dickinson said thieves obtained false library cards and checked out library materials and sold the materials to GameStop. GameStop reported to police that they received library materials. Police identified members of the theft ring and they were questioned and charges are pending. Mr. Dickinson reported that our library and other area libraries were targeted and approximately $22,000 of library materials was stolen. Dr. Benning asked how the thieves were able to obtain fake library cards. Mr. Dickinson said the thieves primarily used children’s names to obtain library cards.
• Mr. Dickinson reported Ohio library levy and bond results from the election and said 12 out of 18 library issues passed including a bond issue in Wayne County. Mr. Dickinson said these results indicate a strong support for public libraries during these times of financial uncertainty.

B. Revision to Collection Development Policy

• Mr. Dickinson presented a revised collection development policy for board review and approval. Mr. McGovern asked if there were patron concerns that prompted the revision. Mr. Dickinson said the revised policy provides clarification to the old policy. For example, the patron must be an adult cardholder and a resident of the legal service area to file a Request for Reevaluation of Library Materials Form. Dr. Benning asked if there was a review process for the revision of the collection policy. Mr. Dickinson said there was input from all individuals affected by the policy. Mr. Dickinson requested the Board of Trustees approve the revised collection policy as submitted.

2005-70 Mr. Bergholz moved and Mrs. Karon seconded the motion to approve the revised collection development policy as submitted.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

New Business

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

Marilyn Kammer Memorial Fund (711-6510)

Randy Kammer $100.00

In memory of Mike Johnson, Kevin Kelley, and Dennis Swearengin

Frances Belman Fund (712-6510)

The Gardner Family

In honor of Allan Bernon $25.00

Marsha Moses

In honor of the birth of Frances Belman’s great grandaughter $50.00

2005-71 Mr. Schorgl moved and Dr. Whyte seconded the motion to accept and appropriate the above gifts.

Roll Call: Ayes: Dr. Benning, Mr. Bergholz, Mrs. Karon, Mr. McGovern, Mr. Schorgl, Dr. Whyte

Nays: None. Motion carried.

B. Personnel Actions (information only)

None

Community Comments

None

Announcements

Mr. Pulver announced that Mr. Ed Rossman was selected as the Bertram Woods interim branch manager during Ms. Miller’s leave.

Mr. Schorgl announced that Family Line, a drama written by Cuyahoga County Commissioner Peter Lawson Jones would be playing at the Karamu House through November 20, 2005.

Adjournment

There being no further business, board members unanimously agreed to adjourn the regular board meeting at 7:20 p.m.

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David Bergholz, President

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David D. Piskac, Clerk-Treasurer

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Mimi Friedman Karon, Secretary