| Call To Order: | |
| The meeting was called to order at 9:35 a.m. by President John Lonsak. In attendance: Christopher Bennett, Art Biagianti, Carol Brown, Don Burrier, Molly Carver, Eileen Coan, Mary Crehore, Lisa Johnson, John Lonsak, Donna Perdzock, Ellen Stepanian, and Andrew Venable; Associate Member: Leslie Polott, CAMLS Staff: Mike Snyder, Terri Pasadyn, Mary Ellen Powers, and Beth Listerman; SLO Liaison: Floyd Dickman. Absent: Patrick Scanlan. | |
| Minutes of Meeting on 10/14/98 | |
| Andy Venable MOVED and Molly Carver SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON OCTOBER 14, 1998. Ayes: Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable Nays: None. | |
| Author-Illustrator Mentoring Project | |
Mike Snyder stated that the CAMLS Board of Trustees passed a motion in support of a proposed Author-Illustrator Mentoring Project at its October 22, 1997 meeting. Mike and Elaine Terman have attended meetings in planning a weekend-long workshop to be held in October of 1999 for potential Cleveland-area writers and illustrators of color. CAMLS has been asked to serve as the fiscal agent for this project, and $1,750 has been budgeted for this purpose. Ellen Stepanian mentioned that Virginia Hamilton will serve as the honorary chair and that top-noted editors, illustrators, and marketing people plan to attend. Mike mentioned that if CAMLS receives reduced funding July 1, it may be necessary to do some belt tightening and reduce programs/services. Due to the uncertainty of CAMLS funding, the Board suggested that the mentoring project facilitators look into other alternatives for a fiscal agent. Chris Bennett arrived at 9:50 a.m. |
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| Removal of Equipment/Furniture from Inventory | |
Don Burrier MOVED and Leslie Polott SECONDED a motion TO APPROVE THE REMOVAL OF ONE PRINTER FROM THE CAMLS INVENTORY. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. CAMLS will post this information on the CAMLS web site and in the December issue of the CAMLS News. This and all other items will be offered for sale to the highest bidder. |
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| October Financial Report | |
As of October 31, 1998, the balance on hand was $576,769. Ellen Stepanian MOVED and Carol Brown SECONDED a motion TO APPROVE THE OCTOBER FINANCIAL REPORT. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. |
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| November Financial Report | |
As of November 30, 1998, the balance on hand was $566,357. Andy Venable MOVED and Molly Carver SECONDED a motion TO APPROVE THE NOVEMBER FINANCIAL REPORT. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. |
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| Transfer/Revisions | |
The U.S. Cargo contract was substantially less than Pony Express. Since CAMLS policy stipulates that members pay 67.5 % of the contract, members received a reduced rate in delivery charges for 1998/99. The total reduction of revenue was $42,350. CAMLS local revenue then was reduced by $42,350. This reduction in revenue affected the Local Contribution Fund (local unmatched dollars). The following transfers are primarily a result of reductions in appropriations in the Local Contribution Fund. Also, all salaries were adjusted to actual (which is done annually). $19,672 has been paid out or remains in the Local Contribution Fund. Therefore, a fund transfer will be needed close to the EOY to balance out this fund. The money will come from the Non-Project Fund. Andy Venable MOVED and Don Burrier SECONDED a motion TO APPROVE THE FOLLOWING REVISIONS AND TRANFERS: Local General (101) CE Director – $ 3,444 Asst. Director - Technology – 4,846 Program Coordinator – 5,285 Clerk Treasurer + 5,896 Executive Director + 7,679 Library Service Fund (Federal - 201) Asst. Director - Technology – $12,964 Program Coordinator + 12,964 State (220) Secretary Salaries – $ 5,301 Office Coordinator + 2,364 Executive Director + 2,937 Local General (101) Contracts - CE Accommodations – $ 1,450 Contracts - Lucent + 250 Contracts - CMI Support + 1,200 Request the following transfer: $8,700 from Contracts to Other - $4,000 for accounting software, $3,500 for Rent, $500 for Memberships, and $700 for Insurance. Money is available from Workshop Speakers. Fund 210 will decrease its appropriations: Salaries – $ 7,921.00 Fringes – 1,299.00 Supplies – 1,400.00 Contracts – 6,170.14 Other – 7,075.00 – $ 23,865.14 Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable Nays: None. |
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| Preliminary Draft of the CAMLS Budget for FY99/00 | |
Mary Ellen Powers reviewed the preliminary draft of the FY99/00 CAMLS budget, which was approved by the Finance Committee meeting on November 23, 1998. The proposed budget is for $728,716, a decrease of 8.1% from the prior year. Mary Ellen went over the Expenditures Summary and the detail, and pointed out that if funding is reduced, cuts may be necessary. The draft budget will be presented to the Advisory Council on January 20, 1999. Carol Brown MOVED and Mary Crehore SECONDED a motion TO APPROVE THE PRELIMINARY DRAFT OF THE CAMLS BUDGET FOR FY99/00. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. Mary Ellen pointed out that some the figures will need to be slightly adjusted as final figures come in. |
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| CAMLS Reserve Fund Policy | |
At its meeting on November 23, 1998, the CAMLS Finance Committee formulated a CAMLS Reserve Fund Policy. As of June 30, 1998, the Reserve Fund totaled $308,306. Andy Venable MOVED and Ellen Stepanian SECONDED a motion TO ADOPT THE FOLLOWING RESERVE FUND POLICY: CAMLS IS TO MAINTAIN A PERMANENT RESERVE FUND BALANCE OF $250,000. UPON THE RECOMMENDATION OF THE CAMLS EXECUTIVE DIRECTOR, THE BOARD OF TRUSTEES MAY AUTHORIZE THE EXPENDITURE OF ANY FUNDS BEYOND THE PERMANENT RESERVE FUND BALANCE TO ADDRESS AN EMERGENCY SITUATION. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. It was pointed out that any expenditure beyond $250,000 must come to the Board for approval. The Board must appropriate funds from the Reserve Fund. |
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| U.S. Cargo Delivery Service Contract | |
U.S. Cargo has requested an adjustment to the rate in the delivery service contract from $7.50/stop to $12.50/stop. The contract stated that "Both parties will have the option of reviewing the cost per stop if the projected number of shipping containers either falls short or exceeds the estimate of 102,000 by 10%." Based on Chip Newell's calculations, U.S. Cargo is carrying freight in access of the 102,000 estimate mentioned in the contract. Mike counter-offered a rate of $9.00/stop, but this was not acceptable to U.S. Cargo. Mike assured the Board that this clause will not be in the next contract, and, in fact the clause should be taken out of the existing contract if the contract is renegotiated. It was felt that the members should not be assessed for any increase, which necessitates a motion from the Board. Board members commented that this is a "business deal." U.S. Cargo should be flexible since CAMLS has served as a test market which most likely will lead to a statewide contract. In fact, U.S. Cargo has become more successful because of this contract. The Board tabled any decision until the January Board meeting at which time Chip Newell will be invited to address the Board. |
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| Clerical Assistance | |
Until such time that CAMLS funding for FY99/00 becomes more certain, Mike recommended that the Secretary position vacated in September not be filled. As an interim measure, Danielle Gibson, a Cooperative Business Education student at Shaker Heights High School, was hired. Don Burrier MOVED and Molly Carver SECONDED a motion TO APPROVE THE HIRING OF DANIELLE GIBSON FOR 15 HOURS PER WEEK AT A RATE OF $6.00/HOUR. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable Nays: None. |
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| Application of Hawken School | |
Andy Venable MOVED and Leslie Polott SECONDED a motion TO APPROVE THE MEMBERSHIP APPLICATION OF HAWKEN SCHOOL AS A CAMLS MEMBER, EFFECTIVE JANUARY 1, 1999. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. Hawken School, a CLEVNET member in February, will pay the federal match. |
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| Committee Reports | |
Donna Perdzock, Chair of the Finance Committee, reported that the Finance Committee met to review the preliminary budget for FY99/00. A Membership Assessment Task Force will be formed. Gorman Duffett has been asked to represent the academics and one additional person will be asked. The Personnel Committee will be meeting in the near future to review Mike Snyder and Mary Ellen Power's goals. Molly Carver, Chair of the Planning Committee, reported that the Committee met on December 3 to discuss the proposed "Laptops for Teens with Tots" LSTA grant application. The committee discussed agencies and organizations with whom CAMLS would partner in this project. |
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| Report of the State Library of Ohio Liaison Floyd Dickman | |
Floyd Dickman reported that the State Library has received 124 LSTA mini-grants from 24 public libraries, 85 schools, 9 academics, and the rest from miscellaneous sources. Six teams will be reviewing these applications in January. Roger Verny will be attending the CAMLS Board and Advisory Countil meetings on January 20, and Jay Burton will be attending the February 17 Board meeting. Floyd has received a grant to do research at the University of Florida and will be out of the state from January 25 - March 12. |
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| Continuing Education Director's Report | |
| Terri Pasadyn previewed the upcoming Spring workshops. One of the workshops Gail Metz will be doing is an "Instructional Design" workshop, which will hopefully be a draw for academic librarians. Becky Schreiber and John Shannon, facilitators for Library Leadership 2000, will be returning to conduct a 2-day workshop on April 22 and 23. This workshop for middle managers and above will focus on self awareness and how to identify leadership. Sue Golden, Melissa Lodge of the State Library, and a panel including representatives from a couple of foundations will be conducting a Grant Writing workshop. Maureen Sullivan will be the presenter for "Creating the High Performance Workplace," with an emphasis on motivating employees and reward systems. Patrick Donadio, who is presenting a workshop on Job Satisfaction for the Support Staff Conference on May 13, will speak the following day on "Creative Thinking." CAMLS has contracted with WinSoft to conduct Microsoft Office training sessions. A Reference Update Series will be a one-day workshop with 50-minute segments in different areas, e.g. business, legal, health reference, etc. The YA Committee worked hard to come up with the theme "Y2K Are You Ready?" for this summer's YA Summer Reading Program. Terri distributed a color enclosure that is being sent to all public libraries in Ohio showing the various SRP items. | |
| Executive Director's Report | |
| Mike Snyder explained that since the position of the Assistant Director for Technology will not be filled, CAMLS will have approximately $100,000 to spend in the Staff Development and Training program, specifically in the area of library technology, by June 30, 1999. Recommendations include the purchase of digitizing equipment and software, including digitizing workshops, or laptops to use for Internet on the road; the purchase of additional PC's and peripherals for the Electronic Classroom; and additional money to cover possible increased costs for the Daily Delivery System. The Board discussed giving libraries a choice of a PC or scanner. Also suggested was Ariel software for ILL scanning. Firm figures will be brought to the Board in January. Mike invited any ideas or suggestions to the draft of the proposed LSTA Project "Laptops for Teens with Tots." The project proposal will be discussed at the Advisory Council meeting on January 20. Ms. Sari Feldman, Head of Community Services at the Cleveland Public Library, will receive the $1,200 scholarship to attend this year's CSU Leadership Academy. She will submit a report at the conclusion of the program. The following member libraries have met the necessary requirements to withdraw from CAMLS, effective July 1, 1999: Cleveland Health Sciences Library, Community Health Partners, and McKenzie Memorial Library. Effective December 31, 1998, CAMLS will no longer maintain the telephone Job Hotline. Because of the highly successful Jobs section on the CAMLS web site, the calls to the telephone Hotline have dropped dramatically. Twenty CAMLS libraries have participated in the discount for the American National Biography publication. | |
| Adjourn | |
| Don Burrier MOVED and Andy Venable SECONDED a motion TO ADJOURN THE MEETING AT 11:15 A.M. Ayes: Bennett, Biagianti, Brown, Burrier, Carver, Coan, Crehore, Johnson, Lonsak, Perdzock, Stepanian, and Venable. Nays: None. | |