Board of Trustees
Cleveland Area Metropolitian Library System

Minutes of Meeting
Rocky River Public Library
3/21/01

Call To Order:
The meeting was called to order at 12:42 p.m. by President Mary Crehore. In attendance: Cynthia Bailie, Joan Clark, Mary Crehore, Gorman Duffett, Edrice Ivory, Marti Miller, Cristine Rom, Jennifer Schwelik, Lisa Stevens, and Karen Tschudy; CAMLS Staff: Mike Snyder, Terri Pasadyn, Mary Ellen Powers, and Beth Listerman. Absent: Vickie Hartzell, David Jennings, and Leslie Polott.
 
Minutes of Meeting on
 
Minutes of Meetings February 21, 2001

Cindy Bailie MOVED and Marti Miller SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON FEBRUARY 21, 2001. Ayes: Bailie, Clark, Crehore, Duffett, Ivory, Miller, Rom, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Approval of the CAMLS Budget

The FY01/02 proposed Budget distributed to the Board is a more detailed version than the one to the Advisory Council. There being no questions, Gorman Duffett MOVED and Joan Clark SECONDED a motion TO APPROVE THE CAMLS BUDGET FOR FY01/02. Ayes: Bailie, Clark, Crehore, Duffett, Ivory, Miller, Rom, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Annual Performance Review of the Executive Director and Clerk-Treasurer

Edrice Ivory, Chair of the Personnel Committee, addressed the questions and concerns that arose at the February 21 Board Meeting about the performance review forms and process for the Executive Director and Clerk-Treasurer. On the forms, "Position Title" should be added; "Prepared by" should be replaced by "Delivered by". Board members did not feel they should add the number ratings. Edrice pointed out that each Board member will give a narrative and then the Personnel Committee by consensus will give a number rating. Planning Goals are to be for the following year. It was suggested that a different phrase than "Personal Profile" be used, perhaps "Additional Comments". The Personnel Committee will be reviewing the Gortz Plan to see how the increases are to be implemented, and after reviewing the evaluations the amount of salary increases will be determined. Mary Ellen expressed some thoughts in regard to her position as Clerk-Treasurer, which is based more on accountability rather than goals. Her concerns will be discussed by the Personnel Committee. Marti Miller MOVED and Karen Tschudy SECONDED a motion TO ADOPT THE NEW ANNUAL PERFORMANCE REVIEW FORMS FOR THE EXECUTIVE DIRECTOR AND CLERK-TREASURER. Ayes: Bailie, Clark, Crehore, Duffett, Ivory, Miller, Rom, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Moll Cancer Center Late Payment

On February 27, 2001, CAMLS received a check for $375.50 from Fairview Hospital. The check is one-half of the FY00/01 Membership Assessment for the Moll Cancer Center and is the amount accepted by the CAMLS Board of Trustees at its meeting on January 24 as a compromise payment.

CAMLS Status as 501(c)(3)

CAMLS has obtained a Letter of Determination from the Internal Revenue Service, which satisfies prospective funding agencies as to CAMLS non-profit status in place of 501(c)(3) status.


Cindy Bailie left the meeting at 1:25 p.m. and Cristine Rom left at 1:40 p.m.

Management Education Series

Registration for the Issues Track of Management Education Series stands at 12 as of this day. This is disappointing and will create a heavy financial loss for CAMLS. Terri is concerned as to how the funding agencies that supported the project will react. She felt that the membership and Task Force had bought into the program, but now asked if the library community is ready for it. Board members felt that budget concerns with LLGSF cuts have come into play. Also, it is difficult for directors to be away for a whole week, and the first session falls too close to the time libraries are having levies. The Task Force had not been made aware of these concerns during the planning process.

Different options were discussed to increase registration for the Issues Track. Marti Miller MOVED and Joan Clark SECONDED a motion TO OFFER A REDUCED REGISTRATION FEE OF 50% FOR A SECOND CAMLS MEMBER FROM THE SAME LIBRARY TO ATTEND THE ISSUES TRACK. AS WELL, REGISTRATION WILL BE OPENED TO OTHER LIBRARIES OUTSIDE OF THE CAMLS MEMBERSHIP, EFFECTIVE MARCH 26. Ayes: Clark, Crehore, Duffett, Ivory, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None. Gorman Duffett MOVED and Jennifer Schwelik SECONDED a motion TO ACCEPT NON-MEMBER REGISTRATIONS FOR THE ISSUES TRACK AT THE MEMBER RATE OF $1,950. Ayes: Clark, Crehore, Duffett, Ivory, Miller, Schwelik, Stevens, and Tschudy. Nays: none. Abstentions: None.

Jennifer Schwelik left at 2:10 p.m.

February Financial Report

Cash on hand as of February 28, 2001, was $668,476. Gorman Duffett MOVED and Joan Clark SECONDED a motion TO APPROVE THE FEBRUARY FINANCIAL REPORT. Ayes: Clark, Crehore, Duffett, Ivory, Miller, Stevens, and Tschudy. Nays: none. Abstentions: None.

Payments over $5,000

Marti Miller MOVED and Lisa Stevens SECONDED a motion TO APPROVE THE PAYMENT OF $11,500 TO EXECUTIVE CATERERS FOR EXPENSES ASSOCIATED WITH THE 13TH ANNUAL SUPPORT STAFF CONFERENCE ON MAY 9 AND 10, 2001. Ayes: Clark, Crehore, Duffett, Ivory, Miller, Stevens, and Tschudy. Nays: none. Abstentions: None.

Revision and Appropriation

Gorman Duffett MOVED and Joan Clark SECONDED a motion TO APPROVE A REVISION IN THE STATE BUDGET (220) OF $2,000 IN CONTRACTS FOR GRAPHICS FOR THE CE CATALOG FROM COOPERATIVE ACTIVITY PROJECTS. Ayes: Clark, Crehore, Duffett, Ivory, Miller, Stevens, and Tschudy. Nays: none. Abstentions: None.

Edrice Ivory MOVED and Lisa Stevens SECONDED a motion TO APPROVE AN APPROPRIATION FOR CONTRACT FEES OF $1,195 IN THE SPECIAL PROJECT FUND (601) FOR THE REGIONAL LIBRARY SYSTEMS' BROCHURE. Ayes: Clark, Crehore, Duffett, Ivory, Miller, Stevens, and Tschudy. Nays: none. Abstentions: None. Each Regional Library System will reimburse CAMLS for its share of expenses.

Gorman Duffett and Marti Miller left at 1:55 p.m.

Regional Library System Funding Formula

Due to time constraints, Mike felt it best to wait until the April Board meeting to address the State Aid Distribution Formula. This formula, to be decided by the seven Regional Library Systems by consensus, will have ramifications as to how much money CAMLS will receive for the 2002/03 biennium. The Regionals will meet in May to further discuss the formula.

Continuing Education Director's Report

A workshop update was given at the Advisory Council meeting. Terri pointed out the back cover of the new Spring Continuing Education Catalog, which lists CAMLS members and the Board of Trustees.

Terri has been chosen to go to a Gates Foundation training session in Seattle in May. The purpose of this training is to convey information about the Gates Library Foundation and how the Foundation and State agencies can work together to offer support to the libraries that receive grants for new computers.

Executive Director's Report

As of February 28, a total of 22 member libraries have submitted the survey of interest for a Group Medical Insurance Initiative.


The June CAMLS Board of Trustees meeting will be on June 27 (not June 20) at Beachwood High School.

 
 
 
Adjourn
The meeting was adjourned at 2:00 p.m.

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