SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, December 8, 2008
Attendance
Members Present: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Members Absent:
Staff Present: Mr. Dickinson, 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 6:37 p.m. in the Main Library Boardroom.
Approval
of Minutes
Mr. McGovern asked for a motion to approve the November 10, 2008 regular board minutes.
2008-78 Dr. Whyte moved and Ms. Shatten seconded the motion to approve the November 10, 2008 regular board meeting minutes.
Roll Call: Ayes: Ms. Allen, 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 reviewed the evaluation process for the Director and Fiscal Officer. He said that Board members received the Director and Fiscal Officer self-evaluations and individual Trustee reviews for each position at the October Board meeting. He said Board Officers met individually with the Director and Fiscal Officer last week to review their respective composite Board evaluations. He said any increase in their salaries, which would be covered later in the agenda, would be the same percentage increase as staff.
B. Nominating Committee
Mr. McGovern asked Ms. Allen for an update regarding 2009 officer nominations. Ms. Allen said she contacted Board members regarding the Board succession plan and reported that Dr. Whyte would accept the Board President position, Ms. Shatten would accept the Board Vice President position, and Mr. Miller would accept the Board Secretary position. She said these recommendations would be made at the January Organizational meeting.
Mr. McGovern said the School Board advised him that Ms. Allen would be reappointed in January to serve a full seven-year term after completing her partial term in March 2009.
Fiscal Officer’s Report
A. Financial Statements
Mr. Piskac reviewed the November 2008 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac reported year-to-date revenue for November was $5,135,347.08 ($5,087,126.81 – 2007), which is $48,220.08 more than year-to-date 2007 less inter-fund transfers. He also said the current year-to-date State Income Tax revenue is $9,376.02 lower than 2007. Mr. Piskac said he received notice from OLC stating that the anticipated reduction in the Public Library Fund is estimated to be between 6-8%, or $109,450-$145,933. He commented that the 2008 Public Library Fund revenue should be very near to estimates and he will know by the end of the week the actual December disbursement. He said the December disbursement would be less than the December 2007 disbursement because of the new Public Library Fund distribution formula. Mr. Piskac said the Real Estate Property Tax is $83,383.59 higher than year-to-date 2007 and is above County collection estimates of 93.12% to 94%. He said the library received $190,411.37 in HERB revenue during November. Mr. Piskac said the 2008 real estate collections included past delinquencies collected in 2008. He also compared 2008 collections to 2006 collections and said the library collected approximately $4,000 more revenue in 2008 than 2006, excluding delinquency collections. Mr. Piskac said the County Auditor is going to use a 94% collection rate for 2009 real estate collections. He said the new levy would generate approximately $3,587,453.60 at a 94% collection rate using the auditor’s levy Certificate of Estimated Property Tax Revenue. If the real property valuation dropped 10% this year, the new levy would generate approximately $3,204,678.13 at a 94% collection rate. He said the estimated $3,204,678.13 would be approximately $300,000 higher than the estimated $2.9 million generated by the current levy.
Expenditure Summary
Mr. Piskac reported year-to-date expenditures for November were $5,041,220.88 ($5,119,426.58 – 2007) less inter-fund transfers, which is $78,205.70 less than year-to-date expenditures from 2007. Mr. Piskac commented that the Salaries and Employee Benefits line item was $32,789.54 less than 2007 due to employee vacancies and employees on disability leave. He also commented that Insurance Benefits were $56,567.65 higher than 2007. He also said the Other line item was higher due to increased use of temporary contracted help for Mr. Zapp and Mr. Harchar. Mr. Piskac said he did not foresee any major expenditure for December.
Bank Reports
Mr. Piskac reported the November month-to-date deposits of $367,917.07 were less than month-to-date withdrawals of $452,705.26. He said the library did not receive any substantial real estate disbursements during November, but did receive the HERB revenue. He reported the monthly bank cash balance activity decreased $84,788.19. He also reported the year-to-date deposits of $5,135,347.09 were $94,126.21 more than year-to-date withdrawals of $5,041,220.88. Mr. Piskac also reported the available library cash will decrease approximately $150,000 below the beginning year balance of $804,386.44. He anticipates the December expenditures to be lower than the November expenditures due to a lower number of library material invoices. He reported the library paid over a $100,000 in library material invoices during November and the library will receive the first real estate advance in late January. Lastly, he said the ending bank balance was $898,512.65.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $805,267.43, $353,789.42 in encumbrances, and an unencumbered balance of $451,478.01. Mr. Piskac also reported the unexpended balance for all funds was $898,512.65, $373,372.86 in encumbrances, and $525,139.79 in unencumbered funds.
Investment Report
Mr. Piskac reported the November 2008 investment balance was $417,181.58, and the Star interest rate decreased to 1.98% from 2.32% in October.
Mr. Piskac recommended the Board of Trustees approve the November 30, 2008 financial statements as submitted.
2008-79 Ms. Allen moved and Dr. Whyte seconded the motion to accept the November 30, 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. 2009 Temporary Appropriation
Mr. Piskac reviewed the 2009 Temporary Appropriation and reported the total General Fund Temporary Appropriation is $2,784,455.63, and for all special funds, $70,125.00. He reported the total 2009 Temporary Appropriation is $2,854,580.63 and the 2009 Final Appropriation is tentatively to be completed by the February Board meeting pending the receipt of the final Certificate of Estimated Resources from the Auditor’s Office. Mr. Piskac recommended the Board of Trustees approve the 2009 Temporary Appropriation as submitted.
Mr. Piskac recommended the Board of Trustees approve the 2009 Temporary Appropriation as submitted.
2008-80 Ms. Allen moved and Dr. Hutt seconded the motion to accept the 2009 Temporary Appropriation as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. 2008 Final Budget Appropriation
Mr. Piskac reviewed the 2008 Final Budget Appropriation and reported the final appropriation was increased $180,000 for the estimated HERB revenue. He said the Amended Certificated of Estimated Resources would be increased again to reflect the actual HERB revenue received. Mr. Piskac reported the final General Fund appropriation is $5,830,049.97 with $151,445.80 in the Unallocated Appropriation line item and for all special funds $275,359.89. He reported the total 2008 final budget appropriation is $6,105,409.86.
Mr. Piskac recommended the Board of Trustees approve the 2008 Final Budget Appropriation as submitted.
2008-81 Ms. Shatten moved and Mr. Anderson seconded the motion to approve the 2008 Final Budget Appropriation as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. Replacement of Flat Screens for Computers
Mr. Piskac reported that Mr. Zapp requested 23 replacement flat panel monitors for public service workstations as part of the replacement cycle and for easier viewing by public service staff. Mr. Piskac said the existing monitors are the older tube style and hard to read. Mr. Dickinson added that the new LCD monitors were necessary to accommodate a CLEVNET upgrade in the SIRSI software. Mr. Piskac said the monitors would be ordered from Dell and the library is on their government-pricing program and the not to exceed cost is $4,000.
Mr. Piskac recommended the Board of Trustees approve 23 replacement flat panel monitors for public service workstations at a not to exceed cost of $4,000.
2008-82 Dr. Whyte moved and Ms. Allen seconded the motion to approve 23 replacement flat panel monitors for public service workstations at a not to exceed cost of $4,000.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. Replacement Snow Thrower
Mr. Piskac reported that Mr. Harchar requested a replacement snow thrower for the maintenance department. Mr. Piskac said the old snow thrower was taken in for repairs and the cost to repair was approximately $500. Mr. Harchar recommended a Toro single stage snow thrower model #38586 for an estimated $945.20.
Mr. Piskac recommended the Board of Trustees approve a not to exceed cost of $1,000 for the purchase of a Toro single stage snow thrower model #38586 as submitted.
2008-83 Ms. Shatten moved and Ms. Allen seconded the motion to approve a not to exceed cost of $1,000 for the purchase of a Toro single stage snow thrower model #38586 as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
Mr. Piskac reported that Mrs. Simon requested a replacement sound system for library use. Mr. Piskac said the existing sound system is not reliable, heavy to move, and time consuming to set up by maintenance staff. Mr. Piskac said the replacement sound system is wireless and lighter in comparison with the existing system. Mr. Piskac said the library obtained a quote from Anchor Audio for a model EDP-7500 system for $2,428.00.
Mr. Piskac recommended the Board of Trustees approve a not to exceed cost of $2,500 for the purchase of a model EDP-7500 wireless sound system as submitted.
2008-84 Dr. Whyte moved and Ms. Shatten seconded the motion to approve a not to exceed cost of $2,500 for the purchase of a model EDP-7500 wireless sound system 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. Mr. Dickinson also reported that the drafting of the Cooperative Agreement with the school has been greatly delayed because Mr. John Larson, bond attorney for the school, has not been responsive to the library’s Preconstruction & Joint Use Agreement drafted by the County Prosecutor. Mr. Dickinson said the library cannot move forward with the renovation until an agreement is signed. He also noted the City is reviewing the Main library lease extension but he does not anticipate any delay with the renewal.
B. NEO-RLS 2009-2010 Letter of Intent
Mr. Dickinson reported that he received a request from NEO-RLS for a letter of intent from the library for the 2009-2010 fiscal year (July 1, 2009 to June 30, 2010). He said the letter of intent is due January 1, 2009. Mr. Dickinson said the library customarily submits a letter of intent and a letter of termination at the same time in case the library decides to withdraw. He explained NEO-RLS’s cancellation policy requires 18-month notice if a library decides to withdraw. He said the membership fee of $7,500 is due in June 2009. Mr. Dickinson recommended the Board of Trustees approve the letter of intent and $7,500 membership fee in NEO-RLS.
2008-85 Ms. Allen moved and Dr. Hutt seconded the motion to approve the NEO-RLS letter of intent and $7,500 membership fee.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
C. The WIT Group, LLC Proposal
Mr. Dickinson reviewed the WIT Group, LLC proposal for executive and administrative staff as recommended by the staffing study and organizational assessment completed earlier this year. Mr. Dickinson said the cost of his services is $6,500 to $8,000 and would be paid from the Shaker Heights Public Library 2009 Cleveland Foundation Endowment revenue, which is estimated at $9,000. Mr. Anderson asked how many library employees would participate in this program. Mr. Dickinson said approximately twelve employees including the new Deputy Director, Ms. Amy Switzer.
Mr. Dickinson recommended the Board of Trustees approve up to $8,000 for organizational consulting services for executive and administrative staff paid by the Shaker Heights Public Library Cleveland Foundation Endowment Fund.
2008-86 Dr. Whyte moved and Mr. Miller seconded the motion to approve up to $8,000 for organizational consulting services for executive and administrative staff paid by the Shaker Heights Public Library Cleveland Foundation Endowment Fund.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
D. Alltel Contract
Mr. Dickinson reported that he received a call from MD7 on behalf of Alltel regarding the cell tower agreement. MD7 said the library cell tower lease amount was red-flagged by Verizon and is in danger of being terminated by Verizon. Mr. Dickinson said he originally received a revised contract from MD7 reducing the library cell tower monthly lease amount from $1,725 to $1,035 with a 12-month cancel provision. Mr. Piskac said the current library lease calls for a six-month termination notice. Mr. Dickinson said he received an email today from MD7 increasing the original offer to $1,223.00 per month with a 15% escalation clause after five years. Dr. Hutt asked about our current escalation clause. Mr. Piskac said the current escalation clause is 25% every five years. He further said the Alltel contract was renewed and escalated as of August of this year. Mr. Piskac commented that the library site was highly sought by various cell phone providers. Mr. Dickinson added that Alltel really does not have a cost to lease from the library because they sub-lease to Sprint. He said the library receives 25% of the sub-lease revenue from Sprint and the remaining part of Sprint’s payment actually covers Alltel’s cost. Mr. McGovern asked what the cut off date was for a decision. Mr. Piskac said the cut off date is December 16. Mr. Dickinson recommended the Board take no action at this time and the library would see what Verizon might do, if anything.
E. Sunday Bonus/Overtime
Mr. Dickinson reviewed the revised Sunday Time and Book Drop policy and commented that most libraries are offering time and a half for Sundays, one library is offering double-time, and another library is offering only straight time. Mr. Dickinson said under these policy revisions, the library would save approximately ten to twenty thousand dollars per year, reduce substitute usage and provide for easier scheduling of employees. Mr. Dickinson said he is proposing Sunday Time only for full time employees and paid at time and a half, which is consistent with most libraries he surveyed.
514.2 PREMIUM PAY ALLOWANCES
PREMIUM PAY IS GRANTED FOR THE FOLLOWING:
FULL-TIME EMPLOYEES (EXEMPT AND NON-EXEMPT) WORKING ON SUNDAY WILL BE PAID FOR THE HOURS WORKED OVER FORTY (40) AT ONE AND ONE-HALF THEIR HOURLY RATE OF PAY. (See Sec. 723.3)
723.3 SUNDAY TIME
AS A
CONDITION OF EMPLOYMENT, THE LIBRARY REQUIRES THAT EVERY STAFF MEMBER BE
AVAILABLE TO WORK ON SUNDAY. PUBLIC
SERVICE EMPLOYEES (DEFINED AS CIRCULATION SERVICES, YOUTH SERVICES, ADULT
SERVICES AND SECURITY) AND MAINTENANCE ARE REGULARLY GIVEN SUNDAY HOURS. SUPPORT STAFF SHALL BE SCHEDULED WHEN
NEEDED.
THE MAIN
LIBRARY IS OPEN ON SUNDAYS THAT ARE NOT NATIONAL HOLIDAYS FROM THE FIRST SUNDAY
FOLLOWING LABOR DAY THROUGH THE SUNDAY PRIOR TO MEMORIAL DAY WEEKEND. THE SUNDAY SHIFT IS 1:00 P.M. TO 5:00 P.M.
FOR PUBLIC SERVICE, 11:00 A.M. TO 5:30 P.M. FOR MAINTENANCE SERVICE.
FULL-TIME
EMPLOYEES (EXEMPT AND NON-EXEMPT) WORKING ON SUNDAY WILL BE PAID FOR THE HOURS
WORKED OVER FORTY (40) AT ONE AND ONE-HALF THEIR HOURLY RATE OF PAY.
Paid time
off (except library holidays, funeral leave and jury duty) used during the pay
week will not be counted towards Sunday time eligibility.
Mr.
Dickinson also reviewed the following Book Drop Compensation Policy. He commented employees would be paid time
and a half under this policy.
ALL
EMPLOYEES, WITH THE EXCEPTION OF EXEMPT EMPLOYEES, WHO CANNOT TAKE COMPENSATORY
TIME TO KEEP THEIR HOURS WORKED AT A TOTAL OF 40 FOR THE WEEK, SHALL BE PAID
FOR THE HOURS OVER 40 AT ONE AND ONE-HALF THEIR HOURLY RATE OF PAY.
A MAINTENANCE EMPLOYEE AUTHORIZED TO EMPTY THE BOOK DROPS
AND/OR REMOVE SNOW ON DAYS THE LIBRARY IS CLOSED WILL BE PAID FOR HOURS WORKED
AT ONE AND ONE-HALF THEIR HOURLY PAY.
IF OCCURRING ON A HOLIDAY WHEN THE LIBRARY IS CLOSED, THE EMPLOYEE WILL
RECEIVE HOLIDAY PAY, IF ELIGIBLE, PLUS ONE AND ONE-HALF THEIR HOURLY PAY.
Benefits of the employee are not affected by the amount of overtime worked. If paid time off is used during a week that includes overtime, the hours over 40 are paid at straight time. Timesheets should be filled out according to procedures.
Mr. Dickinson recommended the Board of Trustees approve the revised Sunday Time and Book Drop pay policies as submitted with an effective date of September 1, 2009 for Sunday Time and January 1, 2009 for the Book Drop pay policy.
2008-87 Dr. Whyte moved and Mr. Miller seconded the motion to approve the revised Sunday Time and Book Drop pay policies as submitted with an effective date of September 1, 2009 for Sunday Time and January 1, 2009 for the Book Drop pay policy.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
F. “Have a Heart” Food for Fines Drive, February 8-14, 2009
Mr. Dickinson proposed that the library participate in the “Have a Heart” Food for Fines Drive, February 8-14, 2009. Mr. Dickinson said a patron’s fine for eligible library materials would be waived if the patron brought in a non-perishable food item in lieu of the fine. Mr. Piskac commented the library receives approximately $1,400 per week from fines. Mr. Dickinson said the food would be donated to a local food bank.
Mr. Dickinson recommended the Board of Trustees approve the “Have a Heart” Food for Fines Drive, February 8-14, 2009.
2008-88 Ms. Allen moved and Mr. Miller seconded the motion to approve library participation in the “Have a Heart” Food for Fines Drive, February 8-14, 2009.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
G. ICMA Grant Proposal
Mr. Dickinson said he was working with Mrs. Margaret Simon in applying with the City for an ICMA grant to create a Community Entrepreneurial Office (CEO) at the library. He said the library would seek $60,000 dollars for their project. The grant would be available early next year. The Shaker Heights Public Library may also be in line for future computer hardware grants from the Bill and Melinda Gates Foundation, which should be announced next spring.
H. 2009 Staff Presentations
Mr. Dickinson reviewed the following 2009 Staff Presentations to the Board.
February 9: Audrey Leventhal –
Game Systems Demonstration
April 13: Amy Switzer – Deputy
Director Update
June 8: Susan Scheps – Summer
Reading Program Preview
September 14: David Piskac –
Inside the Business Office
November 9: Lynda Thomas &
Margie Bashaw – Spotting Bestsellers
New Business
A. Gifts to be accepted and appropriated to the designated funds
Unrestricted Contribution (101-6510)
In memory of Richard Ruhlman
Liggett Stashower Matching Contribution $25.00
In memory of Diana Hyland
Joanne Dimeff $30.00
Bertram Woods Branch Fund (208-6510)
In memory of Molly Schulman Wolff
Audrey and Albert Ratner $500.00
Marilyn Kammer Memorial Fund (209-6510)
Randy Kammer
In honor of Bishop Gene Robinson $25.00
In memory of Oscar Val Young $25.00
2008-89 Ms. Allen moved and Dr. Hutt seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
B. Personnel Actions
2009 Wage Increase
Mr. McGovern reported the current salary scale was revised to reflect Ohio’s increase in minimum wage from $7.00 to $7.30 per hour. He said the beginning wages and the maximum rates of the salary scale were increased by 4% to balance out the mandatory minimum wage increase. He also said the Executive Board reviewed school and city wage increases and Mr. Dickinson’s survey of area library wage increases. Mr. McGovern said the Executive Board was recommending a 3.5% midpoint increase effective with the January 16, 2009 pay date and approval of the 2009 revised salary schedule as submitted.
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Mr. McGovern asked for a motion to approve a 3.5% midpoint increase for staff effective with the January 16, 2009 pay date and the 2009 revised salary schedule as submitted.
2008-90 Dr. Hutt moved and Ms. Allen seconded the motion to approve a 3.5% midpoint increase for staff effective with the January 16, 2009 pay date and the 2009 revised salary schedule as submitted.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
2009 Compensation for Director and Fiscal Officer
Mr. McGovern asked for a motion to approve a 3.5% salary increase for the Director and Fiscal Officer for calendar year 2009.
2008-91 Dr. Whyte moved and Dr. Hutt seconded the motion to approve a 3.5% salary increase for the Director and Fiscal Officer for calendar year 2009.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
Announcements
None
Community Comments
None
Adjournment
Mr. McGovern said that there being no further business, Board members unanimously agreed to move for adjournment.
2008-92 Mr. McGovern moved and Board members unanimously seconded the motion to adjourn the Shaker Heights Public Library Board of Trustees regular meeting at 8:03 p.m.
Roll Call: Ayes: Ms. Allen, Mr. Anderson, Dr. Hutt, Mr. McGovern, Mr. Miller, Dr. Whyte
Nays: None. Motion carried.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Fiscal Officer
_______________________________________
Jeanne Shatten, Secretary