SHAKER HEIGHTS PUBLIC LIBRARY

Board of Trustees

Regular Meeting

Monday, November 10, 2008

Attendance

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

Members Absent:

Staff Present: Mrs. Cullers, Mr. Dickinson, Ms. Miller, Mr. Piskac, Mr. Rossman

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 6:36 p.m. in the Main Library Boardroom.

Approval of Minutes

Mr. McGovern asked for a motion to approve the October 13, 2008 regular board minutes.

2008-70 Ms. Allen moved and Ms. Shatten seconded the motion to approve the October 13, 2008 regular board meeting minutes.

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

Nays: None. Motion carried.

President’s Report

A. Director and Fiscal Officer Evaluations

Mr. McGovern said Board members received the Director and Fiscal Officer self-evaluations and individual Trustee reviews for each position at the October Board meeting. He said the self-evaluations and individual Trustee evaluations for each position are going to be reviewed during Executive Session and a compiled evaluation will be done. He also said the Board and Mr. Dickinson will discuss the status of the Deputy Director search during Executive session.

B. Nominating Committee

Mr. McGovern said the Board has traditionally established a Nominating Committee to recommend officers at the January Organizational meeting. Mr. McGovern said the Board has a succession plan to rotate the existing officers to the next higher position. He said that Ms. Allen has agreed to head the Nominating Committee.

Staff Presentation – Kim Cullers, Human Resources Coordinator

Mrs. Cullers said that she started as the Human Resources Coordinator with the library in 2001. She said the library has hired 18 new staff members during 2008 and has filled a new Security Supervisor position and added a temporary IT staff member. Mrs. Cullers also said the library is currently interviewing candidates to fill the Deputy Director position. Since 2004, Mrs. Cullers said the library increased the starting pay rate for librarians and is competitive among area independent libraries. Mrs. Cullers reviewed the various library employee benefits and said the 2008 health insurance renewal premium was projected to increase by 47%, but under Anthem’s new HRA plan, the premium increased only 4.5%. Mrs. Cullers also commented that staff overall enjoyed staff day activities and being together. Mrs. Cullers discussed various professional development opportunities available to staff including tuition reimbursement. Mrs. Cullers said the library is looking at staff photo ID’s on lanyards. Ms. Shatten asked Mrs. Cullers if she noticed any changes in staff since implementation of the Strategic Plan. Mrs. Cullers said that staff reported improved communications.

Treasurer’s Report

A. Financial Statements

Mr. Piskac reviewed the October 2008 revenue and expenditure financial statements and reported the following:

Revenue Summary

Mr. Piskac reported year-to-date revenue for October was $4,767,430.02 ($4,668,077.91 – 2007), which is $99,351.11 more than year-to-date 2007 less inter-fund transfers. He also said the current year-to-date State Income Tax revenue is $11,471.83 less than 2007. Mr. Piskac commented that the 2008 September year-to-date State Income Tax was $20,431.01 higher than 2007. He said the library expected the State Income Tax to decrease due to the County Budget Commission’s projected lower State revenues from August to December. Mr. Anderson commented that he read in Mr. Dickinson’s report that State Income Tax revenues are expected to be lower in the first quarter of 2009 and catch up later in the year. Mr. Dickinson said the projection is based on OLC information. Mr. Piskac said the Real Estate Property Tax is $134,537.29 higher than year-to-date 2007 and is above County collection estimates of 93.12%. He said the library received a final real estate disbursement for $25,786.50 and should receive approximately $180,000 for HERB in late November or early December.

Expenditure Summary

Mr. Piskac reported year-to-date expenditures for October were $4,588,515.62 ($4,634,237.22 – 2007) less inter-fund transfers, which is $45,721.60 less than year-to-date expenditures from 2007. Mr. Piskac commented that the Salaries and Employee Benefits line item was $31,705.74 less than 2007 due to employee vacancies and employees on disability leave. He also commented that Insurance Benefits were $51,787.17 higher than 2007. Mr. Piskac said the library liability portion of the Anthem HRA medical plan is still within the first quartile. He said under the Anthem HRA plan, the library has collectively paid the first $1,000 of medical claims for less than 25% of the approximately 50 employees enrolled in the plan. The Other line item was higher due to increased use of temporary contracted help for Mr. Zapp and Mr. Harchar. He said the library is considering a full time Technology Assistant and would probably continue the use of a Maintenance Consultant until Mr. Harchar returns to work full time.

Bank Reports

Mr. Piskac reported the October month-to-date deposits of $222,764.41 were less than month-to-date withdrawals of $436,716.79. He said the library did not receive any substantial real estate disbursements during October, which reduced the monthly bank cash balance by $216,952.38. He also reported the year-to-date deposits of $4,767,430.02 were $178,914.40 more than year-to-date withdrawals of $4,588,515.62. 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 $983,300.84.

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

Mr. Piskac reported the General Fund had an unexpended balance of $886,805.87, $413,602.58 in encumbrances, and an unencumbered balance of $473,203.29. Mr. Piskac also reported the unexpended balance for all funds was $983,300.84, $430,267.62 in encumbrances, and $553,033.22 in unencumbered funds.

Investment Report

Mr. Piskac reported the October 2008 investment balance was $416,502.22, and the Star interest rate decreased to 2.32% from 2.40% in September.

Mr. Piskac recommended the Board of Trustees approve the October 31, 2008 financial statements as submitted.

2008-71 Mr. Anderson moved and Dr. Hutt seconded the motion to accept the October 31, 2008 financial statements as submitted.

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

Nays: None. Motion carried.

B. Resolution to Request Advance of the 2009 Property Taxes

Mr. Piskac said the library is required to file an annual resolution with the County Budget Commission to request advances on real estate taxes. He read the following resolution for review and approval.

“Request from the County Auditor to draw and the County Treasurer to pay by draft or through wire transfer to the Fiscal Officer of the library all funds due the Shaker Heights Public Library that may be in the County treasury for the year 2009 except such amount that may be required by law to be paid State authorities.”

Mr. Piskac recommended the Board of Trustees approve the Resolution to Request Advance of the 2009 Property Taxes as submitted.

2008-72 Ms. Shatten moved and Dr. Hutt seconded the motion to accept the Resolution to Request Advance of the 2009 Property Taxes as submitted.

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

Nays: None. Motion carried.

C. 2009 Holiday Schedule and Hours of Operation

Mr. Piskac reviewed the 2009 Holiday Schedule and Hours of Operation and recommended the Board of Trustees approve it as submitted.

2008-73 Dr. Whyte moved and Mr. Miller seconded the motion to approve the 2009 Holiday Schedule and Hours of Operation as submitted.

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

Nays: None. Motion carried.

D. 2009 Board of Trustees Meeting Schedule

Mr. Piskac reviewed the 2009 Board of Trustees Meeting Schedule and recommended the Board of Trustees approve it as submitted.

2008-74 Dr. Whyte moved and Ms. Allen seconded the motion to approve the 2009 Board of Trustees Meeting Schedule as submitted.

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

Nays: None. Motion carried.

E. Ham Landscaping Contract – Bertram Woods

Mr. Dickinson said the Reading Garden at Bertram Woods was in need of regular landscaping maintenance. He said Mr. Rossman, Interim Branch Manager, obtained three quotes to maintain the Reading Garden area. Mr. Rossman recommended to Mr. Dickinson a quote from Ham Landscaping for a two-year landscaping contract for $5,800 (approximately $2,900 per year). He said the contract would start in 2009 and end in 2010. Mr. Piskac said the contract is itemized and represents a fair price for services. Mr. Dickinson said maintenance personnel do not have the time to provide the level of maintenance required to properly maintain the Reading Garden area. Mr. Dickinson recommended the Board of Trustees approve the two-year Ham Landscaping contract for $5,800 for 2009 and 2010.

2008-75 Mr. Anderson moved and Ms. Shatten seconded the motion to approve the two-year Ham Landscaping contract for $5,800 for 2009 and 2010 as submitted.

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

Nays: None. Motion carried.

Director’s Report

A. Written Report

Mr. Dickinson reported the various meetings he attended.

B. Architect Contract

Mr. Dickinson reported that under the Memorandum of Understanding for the 1996 bond issue, the library exercised sole discretion within the bond purpose for the capital improvements. He reported under the 2004 bond issue, the Memorandum of Understanding requires a Preconstruction Agreement in order to proceed with construction. Mr. Dickinson said the Memorandum of Understanding also has a provision for a joint use agreement with the schools. He said the schools and their bond counselor, Mr. John Larson, have crafted a Cooperative Agreement, which would provide the schools with exclusive use and rights of certain areas of the library. In addition, the schools’ agreement would require annual scheduling of school and library programs. Lastly, he said the schools’ agreement has lease provisions, which impact the library lease with the City. Mr. Dickinson said the library crafted a Preconstruction & Joint Use Agreement with the County Prosecutor that retains better control by the library. He said the library will continue to work with the schools on joint programs. Mr. Dickinson said the schools do not want to delay the library’s plans and a meeting is scheduled for next week to discuss the Preconstruction Agreement. Lastly, he said the library cannot move forward with the renovation until an agreement is signed.

C. Personnel Policy Revision

Mr. Dickinson reviewed the Sunday Time and Book Drop Overtime compensation recommendations for library employees. After Board discussion, Mr. McGovern said the Board would take the recommendations under consideration and may take action at the December meeting.

D. Deputy Director Search Update

Mr. Dickinson reported the interview process was completed and the interview results were being reviewed.

New Business

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

Unrestricted Contribution (101-6510)

In memory of Richard Ruhlman

Lee Heinen $100.00

Bertram Woods Branch Fund (208-6510)

In memory of Molly Schulman Wolff

Terri and Archid Berk $25.00

Antoinette and Terrence Byrne $100.00

Lynne and Philip Cohen $25.00

Maddy and Perry Friedman $25.00

Melinda and Craig Gould $20.00

Helene McCullough $50.00

Laurie and Joel Sedley $25.00

Judy and Jeffrey Silver, D.D.S. $15.00

In memory of Yetta Guzik

Linda and Jay Weiss $25.00

Marilyn Kammer Memorial Fund (209-6510)

Randy Kammer

In honor of Alissa Fox $25.00

In honor of Mary Nell Lehnhard $25.00

In memory of Viviane Weil $50.00

2008-76 Mr. Miller moved and Ms. Allen seconded the motion to accept and appropriate the above gifts.

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

Nays: None. Motion carried.

B. Personnel Actions

Susan Schoch, Half-time, Level 109, Children's Associate, hired effective November 5, 2008

Announcements

None

Community Comments

None

Executive Session

Mr. McGovern asked for a motion to enter Executive Session to discuss the Director and Fiscal Officer annual evaluations, and Mr. Dickinson will discuss the Deputy Director search. Mr. McGovern said no Board action other than adjournment would occur after returning to regular session.

At 7:45 p.m., Dr Whyte moved and Ms. Shatten seconded the motion to enter Executive Session to discuss the Director and Fiscal Officer annual evaluation and the Deputy Director search.

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

Nays: None. Motion carried.

Adjournment

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

2008-77 Mr. McGovern moved and Board members unanimously seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 8:35 p.m.

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

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