SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, November 12, 2007
Attendance
Members Present: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Members Absent: Mr. Schorgl
Staff Present: Mr. Dickinson, Ms. Miller, Mr. Piskac, Mr. Pulver, Mrs. Schiller
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 Bertram Woods Community Room.
Approval
of Minutes
2007-75 Mr. Miller moved and Ms. Shatten seconded the motion to approve the October 8, 2007 regular board minutes.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Strategic Plan
Mr. McGovern said the final draft of the Strategic Plan was included in the October Board mailing. He said the Board would take action on it this evening and asked Ms. Shatten if she had any additional comments. Ms. Shatten thanked the community and staff for their time and input in forming the library’s Strategic Plan. Ms. Shatten also said the Strategic Plan would be on the library’s website and copies would be provided to community leaders. Dr. Hutt asked if additional publicity would be provided. Mr. Pulver said the library would provide full copies to stakeholders as well as being available via the website.
Mr. McGovern asked for a motion to approve the library’s Strategic Plan as submitted.
2007-76 Ms. Shatten moved and Dr. Hutt seconded the motion to approve the library’s Strategic Plan as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Library Levy Resolution
Mr. McGovern said the library met with City and School officials to discuss the library’s need for a 4-mill replacement levy. He said Mayor Rawson and other officials thanked the library for hosting the meeting. Ms. Shatten also commented the meeting helped the library raise its profile in the community, which is part of the Strategic Plan. Mr. McGovern said a resolution for the replacement levy included in the Board packet would require Board action tonight and School Board action in December to get the levy on the March ballot. Mr. Dickinson commented that library levies are becoming more common and noted 22 libraries had issues on the recent November ballot and that 18 passed. Dr. Hutt asked if there were any known organizations that would publicly oppose the library’s levy. Mr. McGovern said he is not aware of any organized public opposition groups that would attempt to defeat the levy. He further said the library received a high voter approval for the last school and library bond issue.
Mr. McGovern asked for a motion to approve the resolution for a 4-mill replacement levy.
2007-77 Mr. Miller moved and Ms. Shatten seconded the motion to approve the resolution for a 4-mill replacement levy.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
Special Presentation – Sara Schiller, Adult Services Supervisor
Mrs. Sara Schiller presented the Board of Trustees with a comprehensive overview of the Adult Services Department. Mrs. Schiller said her 17 staff members are mainly stationed on the first floor of the library and that 13 staff members hold advanced degrees. Mrs. Schiller discussed the various types of information and services the department provides to the public and how these change with technology. Mrs. Schiller explained some of the many services offered by Adult Services such as the Adult New Reader collection, Readers’ Advisory, and Outreach Programs. In addition, Adult Services provides general information to the public, for example, HEAP, IRS tax information, and other helpful public information.
Treasurer’s
Report
A. Financial Statements
Mr. Piskac reviewed the October 2007 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac said the library received $4,668,077.91 ($4,733,970.73 – 2006) in year-to-date revenue, which is $65,892.82 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 $4,634,237.22 ($4,595,319.05 – 2006) less interfund transfers, which is a $38,918.17 increase in year-to-date expenditures from 2006. Mr. Piskac said all expenditure line items are within budgetary amounts.
Bank Reports
Mr. Piskac reported the month-to-date deposits of $230,538.13 were less than month-to-date withdrawals of $403,006.20 resulting in a $172,044.07 decrease in cash for the month. He said the library did not receive any real estate advances during October. He also reported the year-to-date deposits of $4,668,077.91 were $33,840.69 more than year-to-date withdrawals of $4,634,237.22. Lastly, he said the ending bank balance was $1,171,857.76.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $1,005,518.48, $660,186.00 in encumbrances, and an unencumbered balance of $345,332.48. Mr. Piskac also reported the unexpended balance for all funds was $1,171,857.76, $675,158.08 in encumbrances, and $496,699.68 in unencumbered funds.
Investment Report
Mr. Piskac reported the October 2007 investment balance was $632,188.22 and the Star interest rate decreased to 4.92% from 5.10% in September.
Mr. Piskac recommended the Board of Trustees approve the October 31, 2007 financial statements as submitted.
2007-78 Mr. McGovern moved and Ms. Shatten seconded the motion to accept the October 31, 2007 financial statements.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Real Estate Tax Advance Resolution
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 in accordance of the tax advance schedule. Mr. Piskac recommended the Board of Trustees approve the 2008 resolution to request advance of 2008 property taxes.
2007-79 Mr. McGovern moved and Dr. Whyte seconded the motion to approve the resolution for authorization to the County Auditor to collect and advance all taxes to the library in accordance of the tax advance schedule.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Approval to Close Sunday, December 23, 2007
Mr. Piskac recommended to the Board of Trustees to authorize closing of the library on Sunday, December 23, 2007 due to the very low patron usage, which is typical on the day prior to the Christmas holidays. Mr. Piskac said the day would be treated as a regular close day, not as a holiday.
2007-80 Ms. Shatten moved and Mr. Miller seconded the motion to approve the closing of the library on Sunday, December 23, 2007.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. 2008 Holiday Schedule and Hours of Operation
Mr. Piskac recommended the Board of Trustees approve the following 2008 Holiday Schedule and Hours of Operation schedule.
SHAKER HEIGHTS
PUBLIC LIBRARY
2008
HOLIDAY SCHEDULE
New Year’s Day January 1 (Tuesday) Closed
Presidents’ Day February 18 (Monday) Open
Memorial Day May 26 (Monday) Closed
Labor Day September 1 (Monday) Closed
Columbus Day October 13 (Monday) Open
Veterans’ Day November 11 (Tuesday) Open
Thanksgiving Day November 27 (Thursday) Closed
Christmas Eve December 24 (Wednesday) Closed
Christmas Day December 25 (Thursday) Closed
Staff Professional Day March 14 (Friday) Open 1-6:00
Easter March 23 (Sunday) Closed
Staff Professional Day September 12 (Friday) Closed
Thanksgiving Eve November 26 (Wednesday) Open 9-6:00
New Year’s Eve December 31
(Wednesday) Open 9-6:00
HOURS OF
OPERATION
9:00 a.m. to 9:00 p.m. Monday through Thursday
9:00 a.m. to 6:00 p.m. Friday
9:00 a.m. to 5:30 p.m. Saturday
1:00 p.m. to 5:00 p.m. Sunday (Bertram Woods Branch Closed)*
*SUNDAY HOURS
Main Library is closed on Sundays beginning May 25 through August 31, 2008.
2007-81 Mr. Miller moved and Ms. Allen seconded the motion to approve the 2008 Holiday Schedule and Hours of Operation schedule.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. 2008 Board of Trustees Meeting Schedule
Mr. Piskac recommended the Board of Trustees approve the 2008 Board of Trustees meeting schedule as submitted.
2007-82 Mr. McGovern moved and Ms. Shatten seconded the motion to approve the 2008 Board of Trustees meeting schedule as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
F. Copier Contract Revision
2007-83 Mr. McGovern moved and Ms. Shatten seconded the motion to approve the equipment exchange to the Ricoh 3260 at no additional cost to the library.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
G. 2007 Deferred Compensation Benefit Update
Director’s Report
A. Written Report
Mr. Dickinson made no additional comments regarding his written report.
B. Revised CLEVNET Contract
Mr. Dickinson reported that the library has received a revised CLEVNET contract. He said the revised contract contained various changes related to ownership issues, procedures for withdrawal from membership or dissolution of CLEVNET, general governance, member participation, and special interest groups. Mr. Dickinson recommended the Board of Trustees approve the revised CLEVNET contract as submitted.
2007-84 Mr. Miller moved and Dr. Hutt seconded the motion to approve revised CLEVNET contract as submitted.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Staffing Study and Organizational Assessment Proposal
Mr. Dickinson reported the Strategic Planning sub-committee reviewed the two proposals for performing a staffing study and organizational assessment. He said the proposal from Ms. Jeanne Goodrich of Jeanne Goodrich Consulting was recommended by the Strategy Planning Committee. Mr. Dickinson said the library would again save money because Ms. Goodrich is working with the County library system and some costs would be shared. Ms. Shatten said Ms. Goodrich is able to start in early December and estimated a three-month timeline for completion and recommended a not to exceed $30,000 cost for the staffing study and organizational assessment. Mr. Dickinson recommended the Board of Trustees approve the recommendation from the Strategic Planning Committee to authorize Ms. Jeanne Goodrich of Jeanne Goodrich Consulting to conduct a staffing study and organizational assessment as part of the library’s strategic plan at a not to exceed cost of $30,000.
2007-85 Ms. Shatten moved and Mr. Miller seconded the motion to approve the Strategic Planning Committee’s proposal from Ms. Jeanne Goodrich of Jeanne Goodrich Consulting to perform a staffing study and organizational assessment of the library as part of the library’s strategic plan at a not to exceed cost of $30,000.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. Safety Patrol
Mr. Dickinson reported he received a proposal from the City regarding employing Safety Patrol personnel at the library. He said the contract is $2,000 for prepaid safety patrol services until mid-December. Mr. Dickinson said any unused funds would be returned to the library and recommended the Board of Trustees approve the safety patrol contract with the City for $2,000.
2007-86 Mr. Miller moved and Ms. Shatten seconded the motion to approve the safety patrol contract with the City for $2,000.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. “Fresh Start” Fine Forgiveness Program
Mr. Dickinson explained the “Fresh Start” program is an “amnesty” program for school-age kids (5-17) with delinquent or blocked Shaker Heights Public Library cards who live in the Shaker Heights City School District. Mr. Dickinson said the library has approximately $20K in fines for Shaker Heights school age children. Mr. Dickinson said the “Fresh Start” program will waive all overdue fines and fees for lost items belonging to Shaker Heights Public Library for eligible cardholders who present their cards during the amnesty period. It does not cover replacement fees for any items belonging to other libraries. The “Fresh Start” program will be available during the month of January only. Mr. Dickinson recommended the Board of Trustees approve the “Fresh Start” fine forgiveness program.
2007-87 Ms. Shatten moved and Mr. Miller seconded the motion to approve the “Fresh Start” fine forgiveness program.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
F. Resolution of Commendation
Mr. Dickinson recommended the Board of Trustees approve a Resolution of Commendation for Mrs. Milta Mandel’s upon her retirement after twenty-three years of service with the library.
2007-88 Dr. Whyte moved and Dr. Hutt seconded the motion to approve the Resolution of Commendation for Mrs. Milta Mandel’s retirement after twenty-three years of service with the library.
G. Other
Mr. Dickinson said he received notice an update regarding the ADA lawsuit with the City and indirectly with the library. He reported that the City is addressing two citations and the library would be responsible for making the Main library women’s restroom ADA compliant by September 2009. Mr. Dickinson said the Main library women’s restroom is scheduled to be redone and would be ADA compliant in advance of the September 2009 deadline.
New Business
A. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund Unrestricted Donations (209-6510)
Randy Kammer
In memory of Cynthia Blavo $50.00
In tribute to Juanita Harmon’s speedy recovery $50.00
In memory of Benjamin Crews, Margarita Ojeda,
Joseph Wood, and Oscar Kammer $100.00
In memory of George Bohler $25.00
In honor of Steven Smith being elected president of the
Florida Association of Health Plans $25.00
Frances Belman Fund Restricted Donations (210-6110)
Marilyn and Michael Gardner
In memory of Jeffrey Guterba and Stephen Singer $40.00
2007-89 Dr. Hutt moved and Dr. Whyte seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions
Milta Mandel, Circulation Services Assistant, retired effective October 31, 2007
Announcements
Mr. Pulver announced that he has accepted the Director position with Saratoga Springs Public Library in upstate New York and his last day at the library would be December 14, 2007.
Community Comments
None
Executive Session
At 7:52 p.m., Dr. Whtye moved and Ms. Shatten seconded the motion to enter Executive Session to discuss items of personnel. Mr. McGovern said no Board action would be taken after Executive Session.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
At 8:10 p.m., the Board of Trustees reconvened to regular session.
Adjournment
Mr. McGovern said that there being no further business, Board members unanimously agreed to move for adjournment.
2007-90 Mr. Miller moved and Dr. Hutt seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 8:10 p.m.
Roll Call: Ayes: Ms. Allen, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Clerk-Treasurer
_______________________________________
Tom Schorgl, Secretary