Board of Trustees
Cleveland Area Metropolitian Library System

Minutes of Meeting
Cuyahoga County Board of Mental Retardation
2/21/01

Call To Order:
The meeting was called to order at 9:47 a.m. by President Mary Crehore. In attendance: Cynthia Bailie, Joan Clark, Mary Crehore, Marti Miller, Jennifer Schwelik, Lisa Stevens, and Karen Tschudy; CAMLS Staff: Mike Snyder, Mary Ellen Powers, and Beth Listerman. Absent: Gorman Duffett, Vickie Hartzell, Edrice Ivory, David Jennings, Leslie Polott, and Cristine Rom.
 
Minutes of Meeting on
 
Minutes of Meeting January 24, 2001

Marti Miller MOVED and Cindy Bailie SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON JANUARY 24, 2001. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

CAMLS Special Projects Fund Policy

Attorney Iten was asked to clarify the wording for the CAMLS Special Projects Fund Policy to reflect its intent. The Finance Committee reviewed the revised Policy at its meeting on January 31 and recommends its adoption. Marti Miller MOVED and Lisa Stevens SECONDED a motion TO APPROVE THE FOLLOWING REVISED POLICY ON THE CAMLS SPECIAL PROJECTS FUND, EFFECTIVE IMMEDIATELY: CAMLS MAINTAINS A SPECIAL PROJECTS FUND FOR THE PURPOSES OF (1) SUPPORTING SERVICES IN ORDER TO REDUCE THE COSTS OF MEMBERSHIP, (2) SELF-FINANCING CAPITAL EXPENDITURES, AND (3) SUSTAINING ITSELF DURING FINANCIAL EMERGENCY, SUCH AS A LOSS OR REDUCTION OF FUNDING. UPON THE RECOMMENDATION OF THE CAMLS EXECUTIVE DIRECTOR, THE BOARD OF TRUSTEES MAY AUTHORIZE THE EXPENDITURE OF MONIES CONSISTENT WITH SUCH PURPOSES. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Interest income will be less this year since rates are dropping; however, the fund continues to grow, even as CAMLS uses it for such expenditures as equipment for the Electronic Classroom.

CAMLS Status as 501(c)(3)

Mike reported on Attorney Jon Iten's opinion on CAMLS requesting 501(c)(3) status from the Internal Revenue Service. Mr. Iten commented that since CAMLS has for-profit members, CAMLS request for 501(c)(3) status might be protracted, costly, and possibly unsuccessful. Due to CAMLS status as a chartered, state-assisted Regional Library System, it is a political subdivision of the State of Ohio, a status that is actually better than 501(c)(3). CAMLS has obtained a "Letter of Determination" from the Internal Revenue Service which explains CAMLS status and will satisfy funding organizations such as The Cleveland Foundation and The George Gund Foundation. There is no need to pursue the 501(c)(3) status at this time.

Late Payment of CAMLS Membership Dues

As agreed upon in a telephone conversation with attorney Ray Marvar of Fairview Hospital on January 30, 2001, Moll Cancer Center will pay $357.50 for its assessment for FY00/01. The check is forthcoming.

January Financial Report

Cash on hand as of January 31, 2001, was $711,924. Marti Miller MOVED and Cindy Bailie SECONDED a motion TO APPROVE THE JANUARY FINANCIAL REPORT. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

State Budget Cuts

Mary Ellen Powers reported that Governor Taft has requested a 2% cut in the State Budget. Therefore, CAMLS needs to revise its Budget. Karen Tschudy MOVED and Joan Clark SECONDED a motion TO REVISE THE STATE BUDGET (220) AS FOLLOWS: IN CONTRACTS FROM $98,276 TO $95,665 (A CUT OF $2,611 TO BE TAKEN FROM CE ACCOMMODATIONS), AND IN OTHER FROM $39,000 TO $34,000 ($5,000 TO BE CUT FROM RENT AND REAPPROPRIATED IN THE GENERAL FUND (100). Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Mary Ellen mentioned that there will be an additional cut of 3.1% next year, and warned the Board that there may be even further cuts than that.

Budget Revisions and Transfers

Karen Tschudy MOVED and Cindy Bailey SECONDED a motion TO APPROVE THE FOLLOWING BUDGET REVISIONS IN THE GENERAL FUND (100): TO REVISE $5,124 IN SALARIES BETWEEN THE SECRETARIAL LINE AND ADMINISTRATIVE ASSISTANT LINE, TO REVISE $4,000 IN OTHER FOR RENT FROM PRINTING [$3,400] AND COMMUNICATIONS [$600], TO REVISE THE CONTRACTS BUDGET $2,000 FOR NETWORK SUPPORT FROM OCLC CONTRACT, AND TO REVISE THE CONTRACTS BUDGET $620 FROM ACCOUNTING TO TELEPHONE MAINTENANCE AGREEMENT; AND TO APPROVE THE FOLLOWING BUDGET TRANSFERS IN THE GENERAL FUND (100): TO TRANSFER $539 FROM PERIODICALS TO SALARIES TO ADJUST SALARY LINES FROM BUDGET TO ACTUAL, AND TO TRANSFER $1,000 FROM TRAVEL ($500 MILEAGE AND $500 CONFERENCE) TO OTHER - RENT. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Approval of the CAMLS Preliminary Budget for FY01/02

Mike reviewed the FY01/02 Preliminary Budget. He noted that if the Delivery Service goes statewide by July 1, 2001, CAMLS will revise the budget accordingly. The total revenue is down slightly by 1.8%, but if the LLOhio Institute's revenue is pulled out, there is actually an increase of $6,027. Reductions in the budget include not printing the CAMLS News, cutting back on periodicals, no spending on Daily Delivery supplies, and reducing expenditures from $11,000 to $8,500 for the Electronic Classroom. Marti Miller MOVED and Lisa Stevens SECONDED a motion TO APPROVE THE CAMLS PRELIMINARY BUDGET FOR FY01/02. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

The Board commented on the good budget presentation and detail narrative.

Management Education Series Budget

Mary Ellen Powers reviewed the Management Education Series Budget. Outside funding will comprise close to 20% of the budget. CAMLS has obtained intellectual rights to the program, and hopefully the program will serve as a model throughout the State. Cindy Bailie MOVED and Joan Clark SECONDED a motion TO APPROVE THE MANAGEMENT TRAINING SERIES BUDGET. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Payments over $5,000

Lisa Stevens MOVED and Karen Tschudy SECONDED a motion TO APPROVE PAYMENT OF $9,450 TO CASE WESTERN RESERVE UNIVERSITY'S MANDEL CENTER FOR NONPROFIT ORGANIZATIONS FOR ITS COLLABORATION IN THE MANAGEMENT TRAINING SERIES. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None. CAMLS will pay this first half payment of $9,450 in April.

Annual Performance Review of the Executive Director and Clerk-Treasurer

The Personnel Committee met on January 26 and reviewed a revised evaluation form for the Executive Director and Clerk-Treasurer. The Board evaluates the Executive Director and Clerk-Treasurer. By May 4 Mike and Mary Ellen are to send their Self Input evaluations to Edrice who will send the evaluations to the other Board members. The Personnel Committee will review Board input on the evaluations at its meeting during the week of June 11 and report to the Board on June 20 when a salary package will be adopted.

Discussion ensued as to changes on the form and clarification of terms. The Board felt that though they can give an opinion, the charge to the Personnel Committee is to make the overall rating. Further conversation was tabled to the March meeting, and the Board asked that job descriptions be included with the Self Input form.

Legislative Call to Action

Mike would like to send a letter to the 39 legislators that represent the CAMLS service area regarding the Governor's 2002-2003 Biennial Budget. The letter states that CAMLS understands the challenges facing the Governor and accepts the 3.1% reduction in the General Revenue Funding but expresses concern about the Governor's proposal to transfer funding for OPLIN to LLGSF, as well as freezing of the LLGSF. The Board made some suggestions to the letter but approved its overall philosophy. Cindy Bailie MOVED and Jennifer Schwelik SECONDED a motion TO ENDORSE THE LEGISLATIVE POSITION TAKEN IN THE LETTER. Ayes: Bailie, Clark, Crehore, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Mike mentioned that he has met with 5 new legislators in regard to these legislative matters.

Jennifer Schwelik left at 12:12 a.m.

Committee Reports

Cindy Bailie, Chair of the Planning Committee, reported that the LSTA digitization project is moving ahead. She plans to conduct a conference call with the Committee to discuss the CAMLS Strategic Plan, which will be reviewed at the March 21 Advisory Council Meeting.

Continuing Education Director's Report

Mike gave the Continuing Education Director's Report since Terri Pasadyn is in Columbus. He distributed the just-printed CAMLS Management Education Series brochure. March 23 is the deadline for the Issues track and August 15 is the deadline for the Skills track. Libraries will be invoiced. Mike also distributed a list of March workshops. The CE catalogs are still in production.

Mention was made of the E-Marketing Strategies for Library Web Sites workshop that will be held on May 22 with Mike Connell as the presenter. Mr. Connell is President of New Media Communications, a high-tech marketing firm that was instrumental in developing the Bush-Cheney web site.

CAMLS will be debuting its newly updated web site, hopefully before Elaine goes on maternity leave.

Executive Director's Report

Mike Snyder mentioned that The State Library of Ohio has selected CAMLS' LSTA Partners in Proficiency Project as an exemplary project. The State Library submitted a description of the project to the Institute of Museum and Library Services in Washington.

As of February 13, a total of 20 member libraries have responded to the Group Medical Insurance Initiative survey. This would go into effect January 1, 2001.

Mike distributed a Regional Library Systems' statewide marketing brochure that was developed by him and Elaine. All seven of the Ohio Regional Library Systems will be using this brochure.


Testimony was given before the Ohio House of Representatives, Subcommittee on Higher Education, on February 15, 2001, by Kay Wise, School Library Media Specialist of the Ravenna Middle School. She described the importance of the NOLA Regional Library System to her, its relationship to The State Library of Ohio, and its importance to her students.

It has been recommended that CAMLS take a wait and see attitude in regard to the ChIP Act (the Children's Internet Protection Act).

Mike is surveying Board members about changing the date of the June Orientation and Board Meeting from June 20 to June 27, 2001, due to conflicts with ALA.
 
 
 
Adjourn
The meeting was adjourned at 12:34 p.m.

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