SHAKER HEIGHTS PUBLIC LIBRARY
Board of Trustees
Regular Meeting
Monday, December 10, 2007
Attendance
Members Present: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Members Absent: Ms. Allen
Staff Present: Mr. Dickinson, Mr. Piskac, Mr. Pulver, Mrs. Schiller
Others: Evelyn Krent, League of Women Voters Representative
Jane Wood, This Week in Shaker
Betty Box, City of Shaker Heights Safety Patrol Officer
Mr. McGovern called the regular meeting of the Shaker Heights Public Library Board of Trustees to order at 6:30 p.m. in the Main Library Boardroom.
Approval
of Minutes
2007-91 Dr. Hutt moved and Mr. McGovern seconded the motion to approve the November 12, 2007 regular board minutes.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
President’s Report
A. Safety Patrol Report
Mr. McGovern introduced Betty Box who is serving as the library safety patrol officer at Main. Betty Box said she graduated from Shaw High School with honors and is currently attending Cuyahoga Community College (Tri-C) Metro, majoring in Law Enforcement and Biology. Betty Box explained how she handles afterschool activities and commented that girls tend to give her more lip, whereas, boys are a little slower to comply with her directives. Overall, Betty Box said the level of teenagers hanging around the outside library steps remains constant, but anticipates the level of teenagers to drop as the weather gets colder. Betty Box recommended consistent enforcement and application of the rules to provide an expectation of behavior while at the library. Mrs. Schiller and Mr. Pulver commented that Betty Box’s presence has reduced the number of fights and complaints about teens loitering outside the library. Ms. Shatten asked Mr. Dickinson about assessing the level of success from the safety patrol and to determine any future need. Mr. Dickinson said Betty Box would continue until December 20, which is the end of the trial period. Mr. Dickinson also commended Betty Box for her regular attendance and handling the job in a professional manner. Mr. Dickinson also said the City is considering reauthorization of its summer patrol.
B. Resolution for Library Levy
Mr. McGovern asked for a motion to approve the second resolution for a 4-mill replacement levy, which will appear, if approved tonight, on the March 4, 2008 ballot.
A RESOLUTION DETERMINING TO PROCEED WITH A REQUEST TO THE BOARD OF
EDUCATION OF THE SHAKER HEIGHTS CITY SCHOOL DISTRICT TO SUBMIT TO THE ELECTORS
OF THAT SCHOOL DISTRICT THE QUESTION OF REPLACING AN EXISTING TAX LEVY FOR THE
PURPOSE OF THE CURRENT EXPENSES OF THE SHAKER HEIGHTS PUBLIC LIBRARY, PURSUANT
TO SECTIONS 5705.192 AND 5705.23 OF THE OHIO REVISED CODE.
WHEREAS, by Resolution adopted on November 12, 2007, this Board determined that it is necessary to replace all of the existing 4-mill tax levy for a continuing period of time and, pursuant to Section 5705.03 of the Revised Code, requested the Cuyahoga County Auditor to certify to this Board and the Board of Education of the Shaker Heights City School District and the dollar amount of revenue that would be generated by that 4-mill replacement levy; and
WHEREAS, the County Auditor has certified that the total current tax valuation of the School District is $[amount] and the amount of revenue that would be generated by the 4-mill replacement levy would be $[amount] annually during the life of the levy, assuming that the total current tax valuation of the School District remains the same throughout the life of the levy;
NOW,
THEREFORE, BE IT RESOLVED by the Board of Library Trustees of the Shaker
Heights Public Library, Cuyahoga County, Ohio, two thirds of all members of the
Board concurring that:
Section 1. This Board finds, determines, declares and
recites that the Shaker Heights Public Library was established prior to
September 4, 1947, as a free public library to serve the Shaker Heights City
School District by resolution adopted by the Board of Education of the Shaker
Heights City School District; and accordingly, this Board is entitled to
proceed under Sections 5705.03, 5705.192 and 5705.23 of the Revised Code to
initiate proceedings for the submission of the question of the replacing all of
the existing 4-mill tax levy for the purpose of current expenses of the Shaker
Heights Public Library.
Section
2. This Board finds, determines and
declares that the amount of taxes which may be raised within the ten‑mill
limitation by levies on the current tax duplicate will be insufficient to
provide an adequate amount for the necessary requirements of the Shaker Heights
Public Library and that it is necessary to levy a tax in excess of such
limitation for the purpose of the current expenses of the Shaker Heights Public
Library, and, specifically, that it is necessary to replace all of the existing
4-mill levy for that purpose for a continuing period of time.
Section 3. Pursuant to said Sections 5705.192 and
5705.23 of the Revised Code and having heretofore received the certification of
the Cuyahoga County Auditor, referred to in the preambles pursuant to Section
5705.03 of the Revised Code, this Board requests the Board of Education of the
Shaker Heights City School District to submit to the electors of that School
District, at an election to be held therein on March 4, 2008. The form of the ballot to be cast at the
election on the question of this tax levy shall be substantially as follows:
SHAKER HEIGHTS PUBLIC
LIBRARY
PROPOSED TAX LEVY
(REPLACEMENT)
(A majority affirmative
vote is necessary for passage)
A replacement of an existing levy for
the benefit of the Shaker Heights Public Library for the purpose of current
expenses of the library at a rate not exceeding 4 mills for each one dollar of
valuation, which amounts to 40 cents for each one hundred dollar of valuation,
for a continuous period of time, commencing in 2008 first due in 2009.
|
|
FOR THE LEVY |
|
|
AGAINST THE LEVY |
Section 4. This
Board of Library Trustees finds, determines and declares that the levy of such tax,
if approved by the electors, is necessary to the proper furnishing and
rendering of free public library services in the Shaker Heights City School
District and for the residents of that District.
Section
5. The Secretary of this Board is
authorized and directed to deliver a certified copy of this resolution, a
certified copy of the Resolution adopted on November 12, 2007 and the
certificate of the Cuyahoga County Auditor referred to in the preambles, to the
Board of Education of the Shaker Heights City School District on or before
December 20, 2007.
Section
6. This Board finds and determines that
all formal actions of this Board and of any of its committees concerning and
relating to the adoption of this resolution were taken, and that all deliberations
of this Board and of any of its committees that resulted in such formal
actions, were held, in meetings open to the public, in compliance with the law.
2007-92 Mr. Schorgl moved and Dr. Whyte seconded the motion to approve the second resolution for a 4-mill replacement levy.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. Nominating Committee
Mr. McGovern appointed Mr. Miller to chair the Nominating Committee and prepare a slate of officers for 2008. Mr. McGovern said the Board’s bylaws limit service in the same office to three consecutive years. He said that he was finishing his second year as President.
Treasurer’s
Report
A. Financial Statements
Mr. Piskac reviewed the November 2007 revenue and expenditure financial statements and reported the following:
Revenue Summary
Mr. Piskac said the library received $5,087,126.81 ($4,908,426.26 – 2006) in year-to-date revenue, which is $178,690.55 more than year-to-date 2006 less interfund transfers. He said the State Income Tax line item is the same as last year and the library received $163,984.43 for HERB from the State a month earlier than last year which increased overall 2007 revenue over 2006. Mr. Piskac commented that after December the library revenue line item Real Estate Property Tax revenue would still fall short in comparison to 2006.
Expenditure Summary
Mr. Piskac reported the year-to-date expenditures were $5,119,426.58 ($5,142,210.04 – 2006) less interfund transfers, which is a $22,783.46 decrease in year-to-date expenditures from 2006. Mr. Piskac commented that if the $130,177.50 2006 carpeting expenditure was subtracted from the 2006 total expenditures, then 2007 year-to-date expenditures would have exceeded 2006 expenditures by $107,394.04. Mr. Piskac said the expenditure line item, Property Maintenance and Security month-to-date expenses of $21,487.69 include annual premiums for HVAC contracts. Also, he said the Professional Services expenditure line item includes tax fees, Strategic Planning expenses, and audit expenses. Overall, Mr. Piskac said all expenditure line items are within budgetary amounts.
Bank Reports
Mr. Piskac reported the month-to-date deposits of $419,048.90 were less than month-to-date withdrawals of $485,189.36 resulting in a $66,140.46 decrease in cash for the month. He said the bond investment was called and noted the $250,000 transfer. He also reported the year-to-date deposits of $5,087,126.81 were $32,299.77 less than year-to-date withdrawals of $5,119,426.58. Lastly, he said the ending bank balance was $1,105,717.30 and estimated the December ending cash balance to be approximately $785,717.30.
Combined Month-to-Date/Year-to-Date Fund Report
Mr. Piskac reported the General Fund had an unexpended balance of $939,352.73, $450,323.20 in encumbrances, and an unencumbered balance of $489,323.20. Mr. Piskac also reported the unexpended balance for all funds was $1,105,717.30, $464,926.90 in encumbrances, and $640,790.40 in unencumbered funds.
Investment Report
Mr. Piskac reported the November 2007 investment balance was $383,376.48 and the Star interest rate decreased to 4.67% from 4.92% in October. He also reported the $250,000 Fifth Third bond investment was called and reduced the overall library investment portfolio. He said the bond proceeds were automatically transferred to the library’s operating account for future investments.
Mr. Piskac recommended the Board of Trustees approve the November 30, 2007 financial statements as submitted.
2007-93 Ms. Shatten moved and Dr. Hutt seconded the motion to accept the November 30, 2007 financial statements.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
B. Revised Real Estate Tax Advance Resolution
Mr. Piskac explained that the library received a revised Real Estate Tax Advance schedule from the County Auditor’s office. Mr. Piskac recommended the Board of Trustees approve the following resolution to request advance of 2008 property taxes.
“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 2008 except such amount that may be required by law to be paid State authorities.”
2007-94 Dr. Whyte moved and Mr. Miller 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 revised tax advance schedule.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
C. 2008 Temporary Appropriation
Mr. Piskac reviewed the 2008 Temporary Appropriation and reported the total General Fund temporary appropriation is $2,756,450 and for all special funds $103,997.35. He reported the total 2008 temporary appropriation is $2,860,447.35 and the 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 2008 temporary appropriation as submitted.
2007-95 Mr. Schorgl moved and Dr. Hutt seconded the motion to approve the 2008 temporary appropriation as submitted.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. 2007 Appropriation Modifications
Mr. Piskac recommended the Board of Trustees approve the following 2007 appropriation modifications as submitted through December 4, 2007:
|
10/02/07 |
101.00.52110 |
101.00.55510 |
2,276.00 |
Homework center lap top computers |
|
07/13/07 |
101.00.52130 |
101.00.54710 |
1,500.00 |
Book binding budget adjustment |
|
11/30/07 |
101.00.54110 |
101.00.54320 |
316.31 |
Materials budget adjustment |
|
08/17/07 |
101.00.54215 |
101.00.54110 |
341.53 |
Materials budget adjustment |
|
08/17/07 |
101.00.54215 |
101.00.54370 |
317.06 |
Materials budget adjustment |
|
03/29/07 |
101.00.58999 |
101.00.54110 |
78.98 |
Materials budget adjustment |
|
04/12/07 |
101.00.58999 |
101.00.57599 |
500.00 |
Budget modification for insurance claim |
|
05/02/07 |
101.00.58999 |
101.00.53620 |
2,000.00 |
Natural gas budget adjustment |
|
05/02/07 |
101.00.58999 |
101.00.54320 |
120.00 |
Materials budget adjustment |
|
05/02/07 |
101.00.58999 |
101.00.54610 |
600.00 |
Interlibrary loan budget adjustment |
|
05/29/07 |
101.00.58999 |
101.00.51650 |
2,045.00 |
Frank Gates BWC – service agreement |
|
07/11/07 |
101.00.58999 |
101.00.53620 |
391.65 |
Natural gas budget adjustment |
|
07/11/07 |
101.00.58999 |
101.00.53750 |
2,000.00 |
Legal service – LLGSF agreement |
|
07/11/07 |
101.00.58999 |
101.00.53995 |
4,000.00 |
CMI – GAAP software/service |
|
07/11/07 |
101.00.58999 |
101.00.57599 |
1,000.00 |
Patron reimbursements adjustment |
|
07/20/07 |
101.00.58999 |
101.00.53995 |
1,000.00 |
Artwork sales - commissions |
|
08/17/07 |
101.00.58999 |
101.00.52320 |
600.00 |
Auto repairs – reclassified |
|
08/27/07 |
101.00.58999 |
101.00.57599 |
5,000.00 |
Local author - SHPL fund |
|
08/29/07 |
101.00.58999 |
101.00.53620 |
416.03 |
Natural gas budget adjustment |
|
08/31/07 |
101.00.58999 |
101.00.53995 |
1,500.00 |
Artwork sales – commission/coin box |
|
10/04/07 |
101.00.58999 |
101.00.53995 |
1,000.00 |
Artwork sales |
|
10/08/07 |
101.00.58999 |
101.00.52250 |
3,000.00 |
Additional maintenance supplies |
|
10/15/07 |
101.00.58999 |
101.00.53280 |
150.00 |
EE vacancy advertising |
|
10/15/07 |
101.00.58999 |
101.00.53780 |
2,000.00 |
Banking fees, payroll, etc |
|
10/15/07 |
101.00.58999 |
101.00.55510 |
1,200.00 |
Cover 2 copier coin boxes |
|
10/17/07 |
101.00.58999 |
101.00.55510 |
200.00 |
Cover 3 hole punch for MP5500 copier |
|
11/12/07 |
101.00.58999 |
101.00.51170 |
354.95 |
Cover fall staff day expenditures |
|
11/12/07 |
101.00.58999 |
101.00.55510 |
3,525.52 |
Cover new computer server |
|
11/12/07 |
101.00.58999 |
101.00.53630 |
1,505.70 |
Water & sewer budget adjustment |
|
11/30/07 |
101.00.58999 |
101.00.52110 |
7,500.00 |
Library card purchase (4-5 years) |
|
11/30/07 |
101.00.58999 |
101.00.53370 |
656.10 |
Cover balance on safety patrol |
|
11/30/07 |
101.00.58999 |
101.00.54610 |
150.00 |
Interlibrary loan budget |
|
11/30/07 |
101.00.58999 |
101.00.55510 |
125.00 |
Cover 30 software licenses WIN XP |
|
12/04/07 |
101.00.58999 |
101.00.53740 |
207.40 |
Auditor of State - audit report review |
|
|
|
Subtotal: |
47,577.23 |
|
|
|
|
|
|
|
|
03/29/07 |
206.00.54110 |
206.00.52110 |
222.80 |
Local history budget adjustment |
|
|
|
Subtotal: |
222.80 |
|
|
|
|
|
|
|
|
03/29/07 |
401.00.58999 |
401.00.53510 |
1,007.15 |
City lease budget adjustment |
|
|
|
Subtotal: |
1,007.15 |
|
|
|
|
|
|
|
|
|
|
Grand Total: |
$48,807.18 |
|
2007-96 Mr. Schorgl moved and Dr. Miller seconded the motion to approve the 2007 appropriations as submitted.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. 2007 Local Author & Book Fair
Mr. Piskac reported gross sales from the 2007 Local Author & Book Fair were $3,953.44 ($4,431.28 – 2006). He said the library would receive 15% of gross sales and it would be deposited into the Shaker Heights Public Library Fund with the Cleveland Foundation.
Director’s Report
A. Written Report
Mr. Dickinson provided a summary of meetings he attended and said he was planning to attend the Midwinter ALA Conference in Philadelphia on January 11, and would return in time for the Board meeting on January 14.
B. Compensation and Staffing Studies
Mr. Dickinson reported that the staffing study and organizational assessment is under way with Ms. Jeanne Goodrich’s visit on December 4 and 7. He said Ms. Goodrich plans to return in February and the library is again coordinating expenses with the Cuyahoga County Public Library to share traveling expenses. He said that Mrs. Cullers, Mr. Piskac and he will meet to review library compensation and would recommend further incremental adjustments that we started this year. Mr. Dickinson said depending on the outcome of the March levy, the library would be able to further enhance staff salaries and add any necessary positions based upon the outcome of the staffing study.
C. Library Program Policy
Mr. Dickinson proposed the following Library Program Policy for Board of Trustee review and approval:
Rationale:
To reflect its philosophy regarding free and open access to information and ideas, the Shaker Heights Public Library provides library-initiated programs that draw attention to, promote, and complement its unique resources.
Definition:
A program is an interaction between library staff and the community designed to promote library facilities, collections, or services, as well as to offer the community an informational, entertaining, or cultural experience. Programs generally serve groups of people rather than individuals. Examples of programs include story hours, craft programs, classes, book discussion groups, concerts, lectures, and film presentations.
Policy:
Guidelines for
selling books, recordings and other items at Shaker Heights Public Library
programs
In general, program presenters who are authors or artists are invited to sell and sign books and recordings following library programs. In certain circumstances, the Library will receive a commission on sales of books, recordings, or other items within the library.
1. The Library will receive a 10% commission on all sales conducted by a retail sales entity, such as a bookseller.
2. If the Library pays the presenter a fee or honorarium for the program and the presenter conducts sales, the library will receive a 5% commission.
3. If the program presenter has donated his or her services to the library, and the program presenter conducts sales, the library will receive no commission.
4. At the discretion of the library, commission of presenter-conducted sales may be paid in-kind, through donation of books or recordings.
2007-97 Ms. Shatten moved and Dr. Hutt seconded the motion to approve the Library Program Policy as submitted.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
D. NEO-RLS 2008-2009
Mr. Dickinson reported that he received a request from NEO-RLS for a letter of intent from the library for the 2008-2009 fiscal year (July 1, 2008 to June 30, 2009). He said the letter of intent is due January 1, 2008. 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 cancellation policy requires 18-month notice if a library decides to withdraw. He said the membership fee of $7,500 is due in June 2008. Mr. Dickinson recommended the Board of Trustees approve the letter of intent and $7,500 membership fee in NEO-RLS.
2007-98 Mr. Schorgl moved and Dr. Whyte seconded the motion to approve the NEO-RLS letter of intent and $7,500 membership fee.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
E. 2008 Staff Presentations to the Board of Trustees
Mr. Dickinson reported the 2008 Staff Presentations to the Board of Trustees is enclosed in their Board packets. The staff presentation schedule is as follows:
Shaker Heights Public Library
2008 Presentations to the Board of Trustees*
FEBRUARY 11: Pam Ferrazza & Laurie Marcellino – Circulation Services
APRIL 14: Margaret Simon – Public Relations
JUNE 9: Ray Zapp – Technology
SEPT. 8: Janis Williams – Security Guards
NOVEMBER 10: Kim Cullers – Human Resources
New Business
A. Gifts to be accepted and appropriated to the designated funds
Marilyn Kammer Memorial Fund Unrestricted Donations (209-6510)
Randy Kammer
In honor of Philip Adler’s 60th birthday $25.00
2007-99 Dr. Hutt moved and Mr. Schorgl seconded the motion to accept and appropriate the above gifts.
Roll Call: Ayes: Dr. Hutt, Mr. McGovern, Mr. Miller, Mr. Schorgl, Ms. Shatten, Dr. Whyte
Nays: None. Motion carried.
Announcements
Community Comments
None
B. Personnel Actions
At 7:30 p.m., Dr. Whyte moved and Mr. Miller seconded the motion to enter Executive Session to discuss the annual evaluations of Director and Clerk-Treasurer. Mr. McGovern said that no Board action would be taken afterwards, except adjournment.
At 8:07 pm, the Board of Trustees entered regular session and Board members unanimously agreed to adjourn the regular meeting.
_______________________________________
Ken McGovern, President
_______________________________________
David D. Piskac, Clerk-Treasurer
_______________________________________
Tom Schorgl, Secretary