CLEVELAND HEIGHTS-UNIVERSITY HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES Lee Road Library, 2345 Lee Road 7:00 p.m. December 16, 2013 Meeting Minutes

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1 CLEVELAND HEIGHTS-UNIVERSITY HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES Lee Road Library, 2345 Lee Road 7:00 p.m. December 16, 2013 Meeting Minutes Present: Ms. Botnick, Mr. Fischer, Mr. Holland, Mr. Ortmeyer, Mr. Posch and Mr. Roosa. Also Present: Nancy Levin, Director; Jana Nassif, Finance Manager; Kim DeNero-Ackroyd, Deputy Director; members of the Administrative Services Team; Kornela Bogdanowicz from Staff Association; Tim Roos from Studio Techne; and Anne McFarland from the League of Women Voters. CERTIFICATION AND NOTIFICATION The Finance Manager certified that notification of the regular meeting of the Board of Library Trustees had been made. MINUTES Minutes of the regular meeting held on November 18, 2013, have been mailed to the members. Mr.Ortmeyer made a motion to approve the minutes as presented. Mr. Fischer seconded. The minutes passed with unanimous consent. STRATEGIC PLANNING (BALANCED SCORECARD) UPDATE Ms. DeNero-Ackroyd presented the November Balanced Scorecard report. Highlights include: Nancy Levin and Laurie Marotta attended Halogen training to prepare for the rollout of the software with management and staff; Shondra Jackson, Pam Spangler, and Teanna Weeks attended NEOToday! Supervisor s Academy Part II training and successfully completed the six-part series; the teen room at Lee Rd. will be staffed all day for better customer service; partnership started with Urban Oaks Waldorf School and the Coventry branch; portable puppet stage purchased for Lee Road which gives children a place to play with puppets; and the AWE PC s arrived so each branch now has one of these computers. RESOLUTION OUTDOOR SIGN PROJECT Alongside our HKIC project, the Library has been planning to improve signage at the Lee Road branch to allow for easy identification of the library building and location of tenants including Dobama, Family Connections, and the Small Business Development Center. Funds for signage remain from the original HKIC budget. The Board has reviewed a number of signage plans and chose one to propose to the City Architectural Board of Review and the Board of Zoning Appeals. Having passed these two city review panels, we are now prepared to hire a contractor to complete the work. The work will be completed at the earliest possible time allowing for favorable weather. Estimates were received from four companies including: Coastal Quality Construction $36,913 Akers Identity, LLC $46,550 Whitehouse Construction $53,475 Erie Affiliates, Inc. $61,852 Tim Roos from Studio Techne spoke about the four proposals and recommended Coastal Quality Construction. Studio Techne has worked with them in the past and the company has completed several projects in the area. BE IT RESOLVED that the Board of Library Trustees grants permission to the Fiscal Officer to enter into contract, subject to legal review, with Coastal Quality Construction for $36,913 with a contingency of $4,000 for a project cost not to exceed $40,913, a Buildings & Repair Fund Expenditure for the purpose mentioned above. Mr. Holland moved. Mr. Fischer seconded. Roll call was taken. Resolution passed unanimously by a roll call vote.

2 PLANNING AND EXTERNAL RELATIONS MR. HOLLAND The next Meeting of the Planning and External Relations Committee will be held on Monday, January 6, 2014, at 7:15 pm at the Lee Road branch. FINANCIAL REPORTS The Finance Manager presented the November financial report and financial statements. Ms. Nassif highlighted the increase in materials spending in the fourth quarter as a result of an increase in publishing. We expect to meet our 2013 materials budget figure of $1.2MM! The staff has done an excellent job with the materials purchasing this year. Mr. Posch made a motion to accept the November financials. Mr. Roosa seconded and the financials were approved with a unanimous roll call vote. RESOLUTION UNCLAIMED CHECK FUND TRANSER At year-end, the Library expects to have less than $1,500 of checks outstanding longer than 60-days from the operating and payroll accounts. Board approval is needed to transfer these checks to the agency fund, Unclaimed Checks Fund, #901. Any funds in the Unclaimed Check Fund that have been unclaimed for over five years from the date of the original check can be transferred back into the General Fund. Board approval is needed to transfer these funds from the Unclaimed Checks Fund, #901, to the General Fund, #101. BE IT RESOLVED that the Fiscal Officer be authorized to credit all outstanding checks of 60-days or more to the Unclaimed Checks Fund, #901; and BE IT FURTHER RESOLVED that the Fiscal Officer be authorized to transfer all funds in the Unclaimed Checks Fund, #901, that have not been claimed within five years of the date of the original check, to the General Fund, #101. Mr. Posch moved. Mr.Ortmeyer seconded. Roll call was taken. Resolution passed unanimously by a roll call vote. RESOULTION TRANFER OF FUNDS RESOLUTION It is recommended that $360,000 be transferred to the Building and Repair Fund and $200,000 to the Technology Fund. Per the Cleveland Heights University Heights Board of Library Trustees by-laws, a transfer each fiscal year from the General Fund (101) to the Buildings and Repair (401) and Technology (402) funds may be approved by a two-thirds affirmative vote of the full membership of the Board. BE IT RESOLVED that the Board of Library Trustees grants permission to the Fiscal Officer to make the follow fund transfers: $360,000 from the General Fund, 101, to the Building & Repair Fund, 401 $200,000 from the General Fund, 101, to the Technology Fund, 402 Mr. Posch moved. Mr. Ortmeyer seconded. Roll call was taken. Resolution passed unanimously by a roll call vote. According to Section of the Ohio Revised Code, RESOULTION TAX ADVANCE RESOLUTION

3 When the local authorities by resolution so request, the county auditor shall pay [a clerk/treasurer of a library board among others]...any money that may be in the county treasury to the accounts of such local authorities, respectively, and lawfully applicable to the purpose of the current fiscal year in which such request is made... The implication of this section is that we must ask the county auditor each year, by Board resolution, to receive any tax advances to which the Library might be entitled. BE IT RESOLVED: that in order to provide funds to meet anticipated operating expenses for the year 2014, the Board of Trustees of the Cleveland Heights University Heights Public Library, under the authority of Section of the Ohio Revised Code, requests that the county auditor advance to it whatever tax funds can be made available prior to the regular settlement dates during fiscal Mr. Posch moved. Ms. Botnick seconded. Roll call was taken. Resolution passed unanimously by a roll call vote. RESOLTION TEMPORARY APPORIATIONS In order to continue to operate the library and encumber and pay the necessary bills, a Temporary Appropriations (normally for three months) is needed. This is necessary to allow time to close the books and fulfill all financial commitments for the year. BE IT RESOLVED that the 2014 Temporary Appropriations be adopted as presented below. Mr. Posch moved. Mr. Fischer seconded. Roll call was taken. Resolution passed unanimously by a roll call vote. RESOLUTION PROPERTY AND LIABILITY INSURANCE RENEWAL The Library s Property and Liability Insurance is held through The Ohio Plan, an association of approximately 500 public entities in the state joined together in a large alternative insurance program. The Library received a quote for coverage from The Ohio Plan for 2014 of $30,332, which is an increase of 6% (or $1,754) from the previous year. A standard property value increase of ~ 2%, in addition to an overall increase in premiums due to weather related claims, account for the 6% increase. A summary of coverage is attached to this resolution. TEMPORARY APPROPRIATIONS General Fund (101) $ 2,000,000 Bauer Appropriations Fund (201) $ 3,000 Tribute Book Fund (204) $ 3,000 Building & Repair Fund (401) $ 150,000 Technology Fund (402) $ 150,000

4 BE IT RESOLVED that the Board of Library Trustees grants permission to the Fiscal Officer to accept the annual premium of $30,332 for the Library s Comprehensive, Property, Casualty and Liability Insurance with The Ohio Plan for the period from December 1, 2013 through December 1, Mr. Posch moved. Mr. Roosa seconded. Resolution was passed unanimously by an all in favor vote. PERSONNEL REPORT MS. MAROTTA Below is the personnel activity report for the current period. We are pleased to announce that Betty Russell, University Heights Page, was promoted to a part-time Circulation Assistant. We had one resignation from Lee Road, Circulation Assistant Carlos Harris, who has accepted a full-time employment opportunity. Department Position Job Status Vacancy Date Vacancy Reason Incumbent Status Hire Circulation *Circulation Assistant PT 12/13/2013 Resignation C. Harris Open Coventry Circulation Assistant PT 11/9/2013 Promotion A. Wheatley Filled J. Lewis UH Circulation Assistant PT 11/15/2013 Resignation A. Dreier Filled *New to the report this month B. Russell Since this is the last board meeting of the year, a summary of this years staffing activity has been provided. We welcomed 42 new staff members, had six staff promotions and said farewell to 39 employees who retired, went off to college, moved out of state or advanced outside of the Library. Under the Library s Health & Wellness plan with ERC Health Academy, staff participated in a Preventative Care Campaign and benefited from an on-site wellness coach. The participation level in 2013 wellness activities will directly impact individual staff premiums in the future. The Library continues to be a desirable place for people to work. Over the course of the year, we received 928 applications for 17 advertised positions. We had the great pleasure of meeting with many talented and interesting people (we interviewed 117 this year) who wanted to work for our Library. RESOLUTION JOB GRADE CHANGES AND SALARY ADJUSTMENTS We recommend that the Circulation Services Supervisor position be upgraded from a Grade 6 to a Grade 7. The change in grade is related to the addition of direct supervisory responsibility. The upgrade to Grade 7 will include a 3% salary increase to reflect the new supervisory responsibilities. We also recommend that the Assistant Finance Manager position be upgraded from a Grade 7 to a Grade 8. The grade change is being made based on salary market data and job level review. This is a single incumbent position which carries a high degree of trust and the work directly impacts our report card as a governmental agency. BE IT RESOLVED: that the following job grade and salary increases are approved: The upgrade of the Circulation Services Supervisor position from a Grade 6 to a Grade 7 to reflect the addition of direct supervisory responsibility to the position and Shandra Jackson, the incumbent Circulation Services Supervisor s annual salary be adjusted from $31, to $32, ($15.76 per hour), a 3% salary increase effective December 21, 2013, the first pay of BE IT FURTHER RESOLVED: that the following job grade and salary increase are approved:

5 The upgrade of the Assistant Finance Manager position from a Grade 7 to a Grade 8 to reflect updated salary market data and job level review and Julie Lehtinen, the Assistant Finance Manager s annual salary be adjusted from $38, to $39, ($18.90 per hour), a 1.5% salary increase, effective December 21, 2013, the first pay of Mr. Posch moved. Mr. Fischer seconded. Roll call was taken. Resolution passed unanimously by a roll call vote. RESOLUTION TABLE BY SALARY GRADE APPROVAL In December 2011, the Board approved the 2012 Organizational Chart and the Salary Grade schedule, which were results of the organizational study and redesign conducted by the Human Resources Department. The salary grade schedule for the Page category has been updated to reflect the increase in Ohio s minimum wage effective January 1, 2014, the upgrade of the Assistant Finance Manager position from a Grade 7 to a Grade 8, and the upgrade of the Circulation Services Supervisor position from a Grade 6 to a Grade 7. BE IT RESOLVED that the Board of Library Trustees accepts the proposed 2014 Salary Grade schedule attached to this resolution, to be effective December 21, 2013, the first pay of Mr. Posch moved. Mr. Ortmeyer seconded. Roll call was taken. Resolution passed unanimously by a roll call vote. OPERATIONS COMMITTEE MR. POSCH The next meeting of the Operations Committee will be held on Monday, January 6, 2014, at 6:30 pm. at the Lee Road branch. PRESIDENT S REPORT Mr. Roosa reported on the accomplishments of the Board in Highlights include: five star rating from the Library Journal; the HKIC renovation; new windows installed at Coventry; new signs at Lee Road; success of the book bike; study completed by Baldwin Wallace which provided data for patron needs; great attendance at library programs; new compensation structure for staff along with a great benefits package; sounds fiscal management with the Library operating under budget; new fiscal officer; established the Fund for the Future of Heights Library; added hours to the UH branch on Sundays; and the collaboration with the SBDC & Dobama Theatre. Ms. Levin presented the Board member tribute for Jim Roosa. BOARD MEMBER TRIBUTE DIRECTOR S REPORT Ms. Levin presented the December Director s report. Highlights include: welcome back to Board member James Roosa; five community sessions will be held throughout University Heights in January and February to share ideas for the future renovation of the University Heights branch; new website to premier in January; and the security department is at full staff which resulted in a significant reduction of incidents for the year. No report was given. No report was given. GOVERNMENT REPORT FRIENDS REPORT PUBLIC SERVICE REPORT

6 Ms. DeNero-Ackroyd presented the November Public Service Report. Highlights include: the final four programs in the Bridging Cultures: Muslim Journeys series were held during November, made possible by a grant from the National Endowment for the Humanities; the payment limit on credit card usage for fines and other charges was lifted (in the past, customers were required to make a minimum of a $5 payment, but now there is no minimum); on Saturday, November 16, 35 teens at Noble Library joined with communities across the U.S. and around the world to celebrate the American Library Association s sixth annual International Games your library; and the Training Department conducted staff training on the equipment and software in the Media lab. The Library s usage statistics for November were reviewed. MARKETING & COMMUNITY RELATIONS REPORT Ms. Banks presented the November Marketing and Community Relations Report. Highlights include: a summary of the media coverage over the past month; completion of the Library brochure; activity on twitter has increased; marketing staff provided AV equipment training for program staff; and a soft launch of the new website will occur the second week of January with an official launch of the site the third week of January. There was no new business. The meeting was adjourned at 8:18 pm with the Board entering Executive Session. NEW BUSINESS ADJOURNMENT Unless otherwise notified, the next regular meeting of the Board of Library Trustees will be held on Monday, January 27, 2014, at 7:00 pm at the Lee Road branch.