| Call To Order: | |
| The meeting was called to order at 9:23 a.m. by President Donna Perdzock. In attendance: Chris Bennett, Art Biagianti, Carol Brown, Don Burrier, Eileen Coan, Mary Crehore, Gorman Duffett, Vickie Hartzell, Donna Perdzock, Cristine Rom, Ellen Stepanian, and Karen Tschudy; CAMLS Staff: Mike Snyder, Terri Pasadyn, Mary Ellen Powers, and Beth Listerman. Absent: Leslie Polott and Andrew Venable. | |
| Minutes of Meeting on 6/16/99 | |
| Carol Brown MOVED and Ellen Stepanian SECONDED a motion TO APPROVE THE MINUTES WITH CORRECTIONS OF THE CAMLS BOARD OF TRUSTEES' MEETING ON JUNE 16, 1999. Ayes: Bennett, Biagianti, Brown, Burrier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. | |
| Non-Payment of FY98/99 Membership Assessment | |
Several letters requesting payment of their FY98/99 Membership Assessment for $647.91 have been sent to Chiron Diagnostics, which no longer has a library in Ohio. State statutes and the CAMLS Bylaws permit the removal of a member for non-payment of their dues. Don Burrier MOVED and Vickie Hartzell SECONDED a motion TO REMOVE CHIRON DIAGNOSTICS FROM CAMLS FOR NON-PAYMENT OF ITS FY98/99 MEMBERSHIP, EFFECTIVE IMMEDIATELY. Ayes: Bennett, Giagianti, Brown, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. The Board asked Mike that he make further efforts to obtain payment from Chiron. He could contact an attorney to see how to recover the money. The Board requested that CAMLS formulate a policy to deal with members who have not paid their membership assessments by the end of the first quarter, taking into account mergers, the disolution of a library, etc. Some proposals will be drafted and presented to the Bylaws and Finance Committees. |
|
| Fund Transfer | |
Last month the Board approved a fund transfer of approximately $19,000 to be made at the end of June from the Non-Project Fund to the Local Contributions Fund. Mary Ellen Powers reported that on June 29, 1999 she transferred $17,311.61. Ellen Stepanian MOVED and Don Burrier SECONDED a motion TO APPROVE THE TRANSFERAL OF $17,311.61 FROM THE NON-PROJECT FUND (601) TO THE LOCAL CONTRIBUTIONS FUND (210). Ayes: Bennett, Biagianti, Brown, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Reappoint Clerk-Treasurer and Executive Director/Deputy Clerk | |
Mary Crehore MOVED and Cristine Rom SECONDED a motion TO REAPPOINT CLERK-TREASURER AND EXECUTIVE DIRECTOR/DEPUTY CLERK FOR THE PERIOD JULY 1, 1999 THROUGH JUNE 30, 2000. Ayes: Bennett, Biagianti, Brown, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. Eileen Coan arrived at 9:45 a.m. |
|
| Oaths of Office for Board of Trustees, Clerk-Treasurer and Deputy Clerk | |
Donna Perdzock read aloud the Oath of Office, which was signed by the Trustees, and the Oath of Office for the Clerk-Treasurer and Deputy Clerk, which was signed. |
|
| Set Bond for Clerk-Treasurer and Deputy Clerk at $25,000 | |
Art Biagianti MOVED and Carol Brown SECONDED a motion TO SET BOND FOR CLERK-TREASURER AND DEPUTY CLERK AT $25,000 FOR THE PERIOD JULY 1, 1999 THROUGH JUNE 30, 2000. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| June Financial Report | |
The cash balance as of June 30, 1999 was $446,113. Mary Crehore MOVED and Ellen Stepanian SECONDED a motion TO APPROVE THE JUNE FINANCIAL REPORT. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Preliminary LSTA Close-Out Report | |
As of June 30, 1999 the balance remaining in the LSTA grant is $499.00. Encumbrances amount to $36,594. It is likely that some money will need to be sent back to the State Library, and Mary Ellen will report the exact amount at the September Board meeting. |
|
| Payments over $5,000 | |
Two payments of over $5,000 to National City Bank Visa need to be approved by the Board. Expenditures include products and services from Executive Caterers for the Support Staff Conference, laptop and PC, travel expenses for ALA and Technology Conference, and CE accommodations. The money is included in the FY98/99 budget. Don Burrier MOVED and Art Biagianti SECONDED a motion TO APPROVE A JUNE 21, 1999, PAYMENT OF $10,731.61 TO NATIONAL CITY BANK VISA. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Payment over $5,000 | |
Vickie Hartzell MOVED and Ellen Stepanian SECONDED a motion TO APPROVE A JULY PAYMENT OF $7,793.18 TO NATIONAL CITY BANK VISA. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Bank Balances as of June 30, 1999 | |
According to the Ohio Revised Code, bank balances for each account must be reported at year end. Mary Ellen Powers reported bank balances as of June 30, 1999, as follows: In Account 263777 for Federal funds, the balance is $41,059.68; in Account 2637785, the Investment Account, the balance is $394,989.32; and in Account 2637806, the Super Savings Account, the balance is $10,064.37, for a total bank balance of $446,113.37. Bank reports are available for review by any Board member. |
|
| Unrestricted Reserve Report | |
Mary Ellen Powers reported that the unrestricted Reserve (Non-Project) Fund balance as of June 30, 1999 was $361,371, which is an increase of $66,080 from a year ago. This increase is primarily due to income generated from CE ($42,524) and interest ($25,000). The projected increase in the Reserve Fund for the next Fiscal Year is $31,000. |
|
| Authorization of Clerk-Treasurer to Make Payments in Accordance with Appropriations | |
Art Biagianti MOVED and Don Burrier SECONDED a motion TO AUTHORIZE CLERK-TREASURER TO MAKE PAYMENTS IN ACCORDANCE WITH APPROPRIATIONS FOR THE PERIOD JULY 1, 1999 THROUGH JUNE 30, 2000. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| U.S. Cargo Contract for FY99/00 | |
Mike Snyder reviewed the contract with U.S. Cargo for FY99/00. He explained that the contract included all of U.S. Cargo customers, e.g. the other Regionals, OhioLINK, etc. and that CAMLS' rate is $12.50 vs. $7.67 for the others due to the high volume in the CAMLS delivery area. New in this contract is an addendum for insurance whereupon each library may be reimbursed $100 per year for lost or damaged freight. Additional coverage at $.50 for each $100 of value will also be available. The issue of how libraries will return the insured item it receives will be discussed at an Advisory Council Meeting. Corrections in grammar and spelling were requested in the contract. Chris Bennett MOVED and Karen Tschudy SECONDED a motion TO APPROVE THE CONTRACT FOR DELIVERY SERVICES WITH CORRECTIONS WITH U.S. CARGO FOR FY99/00. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| CAMLS Strategic Planning Activity | |
Mary Merrill has been asked to assist CAMLS in the revision of its Strategic Plan. Due to funding uncertainties, this has not been done for three years. A SWOT analysis will be distributed to be returned to Ms. Merrill by August 20. She will then facilitate in strategic planning activities at a day-long retreat of the Advisory Council on September 15. After her final report, the Planning Committee will review and finalize the Plan. Carol Brown MOVED and Vickie Hartzell SECONDED a motion TO APPROVE THE CONTRACT WITH MARY MERRILL IN THE AMOUNT OF $2,000 (WHICH INCLUDES TRAVEL AND EXPENSES) TO ASSIST IN THE DEVELOPMENT OF THE CAMLS STRATEGIC PLAN. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Confidentiality of Patron Records | |
The Ohio Library Council has requested a resolution from Ohio's public libraries to support legislation that would protect the Confidentiality of Patron Records. Ohio has no library privacy protections. Cristine Rom MOVED and Gorman Duffett SECONDED a motion TO APPROVE A "RESOLUTION OF THE CLEVELAND AREA METROPOLITAN LIBRARY SYSTEM" SUPPORTING THE CONFIDENTIALITY OF PATRON RECORDS. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Surplus of the Spirit Telephone System | |
Gorman Duffett MOVED and Ellen Stepanian SECONDED a motion TO APPROVE SELLING, OR DISPOSING, OF THE SPIRIT TELEPHONE SYSTEM AND EIGHT PHONES. Ayes: Bennett, Biagianti, Brown, Coan, Currier, Crehore, Duffett, Hartzell, Perdzock, Rom, Stepanian, and Tschudy. Nays: None. |
|
| Committee Reports | |
Mary Crehore, Chair of the Finance Committee, reported that the Finance Committee has not met but is proposing a meeting after the next Board meeting on August 18 to discuss membership assessments. A recommendation will be made to the Advisory Council on September 15. The Personnel Committee will meet in early August to review the goals of the Executive Director. There was no report from the Planning Committee. Eileen Coan, Chair, stated that the work of the Committee will begin after the strategic planning retreat of the Advisory Council Meeting in September. Cristine Rom, Chair of the Bylaws Committee, will be working with Mike on bylaws revisions. Cleveland State University Leadership Academy Mike distributed a thank you letter from Sari Feldman, who received the CAMLS Scholarship to attend the Cleveland State University Leadership Academy. Applications are now being accepted for the $1,200 scholarship toward the $2,400 tuition for the next Leadership Academy. The Board will select the person if there is more than one application. Mike was asked to find out if more than one librarian can attend if the library is willing to pay the full tuition. |
|
| Withdrawing Member Libraries | |
Effective July 1, 1999, Cleveland Health Science Library, Community Health Partners, and MacKenzie Memorial met the statutory requirements for withdrawal from CAMLS. In addition, St. Luke's Hospital merged with St. Vincent Hospital. |
|
| Update on PHS Mt. Sinai Medical Center East | |
On June 23, 1999, CAMLS received a check for $118.00 as partial payment of their library's FY98/99 Membership Assessment of $575.00. This partial payment was permitted under the terms of their recent declaration of bankruptcy. CAMLS has filed the necessary papers to claim the remainder of the $577.00 as part of the bankruptcy proceedings. We have also notified the Medical Center that their FY99/00 payment of $625.00 must be paid by August 31, 1999, for their library to remain in CAMLS. |
|
| Continuing Education Director's Report | |
| Terri Pasadyn distributed a list of the Fall Continuing Education programs, which was posted on the CAMLS Web site on July 15. Online registration has been streamlined so that the web registration will tap into the database. Confirmation letters will also be generated. The Web site for Continuing Education has a new look. It is more user friendly with a drop down box for workshop date/subject selection. Since there was available money, it was decided to print the CE Catalog which will be distributed shortly. Terri reviewed some of the highlights of the Fall workshop season. Since CAMLS received State funding, CAMLS was able to pass on cost savings for workshops to members. The price for Microsoft training classes, for instance, have dropped to $40 from $60. Also, lunches will be provided at some workshops to allow networking, which is important to workshop attendees. The new equipment for the Electronic Classroom has been ordered. When the additional six workstations are set up, the class size will be increased to 18. Terri will be meeting with Vickie Hartzell re. a new contract for the Electronic Classroom. CAMLS has been working cooperatively with the other Regional Library Systems in several areas. On August 13 at the Norton Branch of ASCPL, CAMLS will host a Regional Library Systems-sponsored workshop - Building Better Training Through Needs Assessments. Representatives from NOLA and NORWELD will be talking to Microsoft about providing time, services and products to Ohio libraries. On July 26, Terri will be meeting with other Regional Library Systems' CE Coordinators to brainstorm about Distance Education. Funding may be sought from Microsoft or Amazon.com for this project. Terri will be meeting with Bob Carterette and Don Tipka of Cleveland Public Library about the possibility of extracting records from their database to create a web-based CAMLS Union List on the CAMLS web site. By doing this, all libraries would be able to update online. | |
| Adjourn | |
| Ellen Stepanian MOVED and Carol Brown SECONDED a motion TO ADJOURN AT 11:50 A.M. | |