SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, November 13, 2006
Attendance
Members Present: Mrs. Karon, Mr. McGovern, Mr. Miller, Dr. Whyte
Members Absent: Dr. Benning, Mr. Schorgl, Mrs. Shatten
Staff Present: Mr. Dickinson, Ms. Miller, 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 Bertram Woods Branch Meeting Room.
2006-69 Dr. Whyte moved and Mr. Miller seconded the motion to approve the October 9, 2006 regular meeting minutes.
Roll Call: Ayes: Mrs. Karon, Mr. Miller, Mr. McGovern, Dr. Whyte
Nays: None
President’s Report
A. New Trustee Search
Mr. McGovern announced that Mrs. Karon’s term is expiring on March 31, 2007 and was notified by Dr. Benning earlier that she has submitted her resignation effective March 31, 2007 due to personal reasons. Mr. McGovern said the Shaker Heights School Board President has been notified of the upcoming vacancies and Mrs. Karon and Dr. Benning have offered to assist in the Trustee search.
B. Strategic Planning Committee Report
Mr. Miller reported the strategic planning committee is in the process of reviewing consulting firms for the library’s strategic planning process and will have a recommendation at the December board meeting for action by the full board. Mr. Miller said the tentative start date for the consultant is early 2007.
A. Financial Statements
Mr. Piskac reviewed the October 2006 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac reported the library received $233,662.97 for October. He explained the Real Estate Property Tax revenue line item is $90,711.02 higher and Interest on Investments is $29,474.43 higher in comparison to 2005. Mr. Piskac said the library received $4,986,923.66 in revenue as of October 31, 2006, which is $123,921.78 (2.6%) more than 2005 after inter-fund revenue is removed.
Expenditure Summary
Mr. Piskac reported the library expended $4,848,293.62 ($4,483,374.16 – 2005) as of October 31, 2006. Mr. Piskac reported the following year-to-date expenditure categories and noted the percentage of each category to total expenditures less fund transfers.
|
Category |
2006
YTD |
% to Total |
2005
YTD |
%
to Total |
|
Salaries & Benefits |
$2,938,669.27 |
64 |
$2,793,194.15 |
66 |
|
Supplies |
75,276.19 |
2 |
80,922.35 |
2 |
|
Purchased & Contracted Services |
697,264.87 |
15 |
719,710.06 |
17 |
|
Library Materials & Information |
800,972.65 |
17 |
598,911.77 |
14 |
|
Capital Outlay |
73,317.52 |
2 |
24,728.20 |
1 |
Mr. Piskac also reported the total year-to-date expenditures less transfers was $4,595,319.05 ($4,233,374.16 – 2005) which is $361,944.89 higher than 2005.
Bank Reports
Mr. Piskac reported the month-to-date deposit of $233,662.97 was less than the month-to-date withdrawal of $387,369.80 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 $4,733,970.73 and year-to-date expenditures were $4,595,319.05.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,391,916.85 and encumbrances, including annual blanket purchase orders of $728,725.93 which net out to an unencumbered balance of $663,190.92. He also reported the unexpended balance of all funds was $1,531,727.19 and the ending unencumbered balance was $786,607.73.
Investment Report
Mr. Piskac reported the investment balance was $835,534.38, which is higher than the August ending balance due to interest earnings.
Mr. Piskac recommended the Board of Trustees approve the October 31, 2006 financial statements as submitted.
2006-70 Mrs. Karon moved and Mr. Miller seconded the motion to accept the October 31, 2006 financial statements.
Roll Call: Ayes: Mrs. Karon, Mr. Miller, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
B. Resolution to request advance of the 2007 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 2007 except such amount that may be required by law to be paid State authorities.”
2006-71 Mrs. Karon moved and Dr. Whyte seconded the motion that the Board of Trustees approve the above said resolution to request all tax revenues collected in 2007.
Roll Call: Ayes: Mrs. Karon, Mr. Miller, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
C. Holiday Schedule and Hours of Operation
Mr. Piskac presented the
2007 Holiday Schedule and Hours of Operation for the library. Mr. Piskac recommended the Board of Trustees
approve the 2007 Holiday Schedule and Hours of Operation as submitted. Mr. Dickinson made a recommendation to the
Board of Trustees to modify the existing 2006 Holiday Schedule and Hours of
Operation to close the library on Sunday, December 31. Mr. Dickinson said staff made a
recommendation to him about the lower patron usage on Sunday, New Year’s Eve
and the library would save approximately $1,500 by closing. He also said the library was closed on December
31 in the year 2000 so there was a precedence.
2006-72 Mr. Miller moved and Mrs. Karon seconded the motion to approve the 2007 Holiday Schedule and Hours of Operation as submitted and to approve closing the library on December 31, 2006.
Roll Call: Ayes: Mrs. Karon, Mr. Miller, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
D. 2007 Board Meeting Schedule
Mr. Piskac presented the
2007 Board Meeting Schedule for the library.
Mr. Miller made a recommendation to change the April Board meeting from
April 9 to April 16 to correlate with school holidays. Mr. Piskac recommended the Board of Trustees
approve the 2007 Board Meeting Schedule with the modified April Board meeting
date.
2006-73 Mr. Miller moved and Mrs. Karon seconded the motion to approve the 2007 Board Meeting Schedule with the modified April Board meeting date.
Roll Call: Ayes: Mrs. Karon, Mr. Miller, Mr. McGovern, Dr. Whyte
Nays: None. Motion carried.
Special Report – Audrey Leventhal, Young Adult Librarian
Mrs. Leventhal provided a comprehensive overview of the extensive programs and services offered by the Teen Center. She noted that daily attendance has been as high as 85 in the Teen Center and that though the majority of the students are from the Shaker Heights Public Schools, there are attendees from 35 other schools in this area.
Director’s Report
A. Written Report
Mr. Dickinson reported the following:
B. Entrance Improvement Change Orders
Mr. Dickinson recommended the following change orders for the Main Library entrance improvement project.
The Plain Dealer Bid Advertising $2,140.80
HSM Intrusions Contacts 706.00
HSM Monthly Monitoring 5.00
Tri-S Controls Fire Alarm Panel 1,760.00
Mr. Dickinson said the change orders would be paid from the bond issue and recommended the Board of Trustees approve the change orders as submitted.
2006-74 Mrs. Karon moved and Dr. Whyte seconded the motion to approve the change orders for the Main Library entrance improvement project.
Roll Call: Ayes: Mrs. Karon, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Bertram Woods Branch Fund (208-6510)
Marion Halle $50.00
Helen and Donald Freiberg $35.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In memory of Michael Budd $25.00
In memory of Julian McKenzie $25.00
2006-75 Mrs. Karon moved and Mr. Miller seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Mrs. Karon, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions (information only)
Mr. Dickinson said the new Technical Services Librarian is starting Monday, December 4.
None
Announcements
The next regular Board meeting is scheduled for December 11 in the Main Library Boardroom at 6:30 p.m.
There being no further business, Mr. McGovern recommended the Board of Trustees enter Executive Session to discuss Mr. Dickinson’s and Mr. Piskac’s annual evaluations. He said that there would be no Board action other than adjournment after Executive Session.
2006-76 At 7:30 p.m., Mrs. Karon moved and Mr. Miller seconded the motion to enter Executive Session to discuss Mr. Dickinson’s and Mr. Piskac’s annual evaluations.
Roll Call: Ayes: Mrs. Karon, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
2006-77 At 7:55 p.m. Mr. McGovern moved and Board members unanimously seconded the motion to exit Executive Session and to adjourn the meeting.
Roll Call: Ayes: Mrs. Karon, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Clerk-Treasurer
_______________________________________
Donna Whyte, Secretary