Board of Trustees
Cleveland Area Metropolitian Library System

Minutes of Meeting
Akron-Summit County Public Library - Nordonia Hills Branch
4/18/01

Call To Order:
The meeting was called to order at 9:45 a.m. by President Mary Crehore. In attendance: Mary Crehore, Gorman Duffett, Vickie Hartzell, David Jennings, Marti Miller, Leslie Polott, Jennifer Schwelik, and Karen Tschudy; CAMLS Staff: Mike Snyder, Mary Ellen Powers, and Beth Listerman. Absent: Cynthia Bailie, Joan Clark, Edrice Ivory, Cristine Rom, Lisa Stevens.
 
Minutes of Meeting on
 
Minutes of Meeting March 21, 2001

David Jennings MOVED and Karen Tschudy SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON MARCH 21, 2001. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

LSTA Grant Application

Eighteen member libraries are participating in the LSTA digitization grant proposal "@ your Library: A Treasure Trove." Mike reviewed the grant application's Abstract and the proposed budget for $184,586. The application, due May 9, is well on its way to completion. There is multitype library participation including CAMLS, which will purchase a server in order to retain images that the Ohio Memory Project is not currently able to do past the year 1903. After the life of the grant, libraries will be charged for images on the CAMLS server. As part of the grant application Sue Kriegsman of the Colorado Digitization Project will conduct a workshop on best practices of digitization. Marti Miller MOVED and Leslie Polott SECONDED a motion TO APPROVE THE LSTA GRANT APPLICATION FOR THE PROJECT: "@ YOUR LIBRARY: A TREASURE TROVE." Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

State Aid Distribution Formula

Mike reported on the Regional Library Systems' retreat of January 22-23 at which the directors developed a new State Aid Distribution Formula. At the present time, there is a disparity in the amount of state aid received by each RLS. The formula that was tentatively agreed upon is based on 60%, or $165,152, of state aid as a base for each System; 20%, or $385,355 to be divided by the 7 RLS, for programs (professional and technical development) and technical support; 15% for the number of library staff served; and 5% on square miles. Statistics will be kept during calendar year 2001 upon which the 2002/03 budget will be based. The Regional Library System directors will meet again on May 11 to come to an agreement on statistics. Mike also reviewed a formula he had developed that is meant to be simple, equitable, and quantifiable. The formula is based on a base of $139,539 for each RLS, a percentage for the number of members, and a percentage for population.

The Board expressed concern that the agreed upon formula might create competitiveness rather than cooperation among the Systems, and that the RLS will not be able to have a timely budget for the FY01/02. The Board felt it was difficult to have an opinion without seeing a spreadsheet and what implications the formula has for each Regional. Mary Crehore will write a letter expressing the concerns of the CAMLS Board.

March Financial Report

Cash on hand as of March 31, 2001, was $647,344. Mary Ellen reviewed the Quarterly Narrative which explains variances of unencumbered percent balances for the FY, which is now 75% completed. Gorman Duffett MOVED and Leslie Polott SECONDED a motion TO APPROVE THE MARCH FINANCIAL REPORT. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

As a means of improving communication with the Board, Mary Ellen will be setting up a link whereby Board members may go on the CAMLS web site to ask her questions or clarification. She mentioned that anyone is welcome to call her at anytime with questions.

Budget Transfers/Revisions

David Jennings MOVED and Vickie Hartzell SECONDED a motion TO APPROVE THE FOLLOWING IN THE GENERAL FUND (100): A REVISION OF $2,800 FROM FRINGES ($1,600 FROM PERS AND $1,200 FROM MEDICARE) FOR HEALTH INSURANCE; A TRANSFER OF $600 FROM OTHER - PRINTING TO CONTRACTS - OTHER TO HIRE AN ATTORNEY TO REVIEW THE EMPLOYEE HANDBOOK; A TRANSFER OF $4,810 FROM TRAVEL ($1,000), EQUIPMENT ($3,310) AND PERIODICALS ($500) TO CONTRACTS FOR DAILY DELIVERY SERVICE; AND TO APPROVE A BUDGET REVISION IN THE STATE FUND (220) OF $720 IN THE OTHER CATEGORY FROM PRINTING TO RENT. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

As the fiscal year ends, additional transfers will be brought to the Board for approval.

Management Education Series

Since the State Library of Ohio contributed $4,900 to the Management Education Series, CAMLS wishes to offer free tuition for one participant to the Issues Track. Vickie Hartzell MOVED and Jennifer Schwelik SECONDED a motion TO APPROVE FREE TUITION FOR ONE PERSON FROM THE STATE LIBRARY TO ATTEND THE MANAGEMENT

EDUCATION SERIES - ISSUES TRACK. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

LNOCA Contract

The current contract with LNOCA was for a pilot project which offered needed training to school librarians at 20% above CAMLS member prices. The assessment fee for an Affiliate Membership is $5,000 for one year. Gorman Duffett MOVED and Leslie Polott SECONDED a motion TO APPROVE THE RENEWAL OF THE CONTRACT BETWEEN CAMLS AND LNOCA FOR THE PERIOD JULY 1, 2001 THROUGH JUNE 30, 2002. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

Jennifer Schwelik, speaking as a school librarian, spoke about how beneficial CAMLS membership has been to the Beachwood Schools. The CSU Periodical Photocopy Service alone is worth the price of membership! Mike mentioned that CAMLS will be doing a promotional brochure as a marketing tool, and would like to use Jennifer's testimonial comments.

Library Leadership Ohio Closeout Report

Mary Ellen noted that the final fund balance as of March 31, 2001 for the LLOhio was $2,234, which will be carried over to the next LLOhio session. This amount is lower due to the higher costs of the Inn at Honey Run. Vickie Hartzell MOVED and Marti Miller SECONDED a motion TO APPROVE THE LIBRARY LEADERSHIP OHIO CLOSEOUT REPORT. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

Payments over $5,000

Marti Miller MOVED and Karen Tschudy SECONDED a motion TO APPROVE THE ESTIMATED EXPENDITURE OF $12,000 TO THE OBERLIN INN FOR EXPENSES ASSOCIATED WITH THE MANAGEMENT EDUCATION SERIES FROM APRIL 22 - April 27, 2001. Ayes: Crehore, Duffett, Hartzell, Jennings, Miller, Polott, Schwelik, and Tschudy. Nays: none. Abstentions: None.

Committee Reports

The Finance Committee will meet April 30.

The Personnel Committee will be meeting tomorrow, April 19.

The Planning Committee has postponed the review of the CAMLS Strategic Plan to the September Advisory Council meeting.

Continuing Education Director's Report

Mike gave the CE Director's Report. The current registration for the Issues Track of the Management Education Series is 20 (16 public, 2 academic, and 2 special librarians). Registration for the Spring workshops are going well with 13 workshops closed out. There are still seats available for Tech Connections 3, a Regional Library Systems' cooperative effort, to be held May 16 - 17. The Technology Institute, also a Regional Library Systems' project, will take place
June 4 - 7 for 40 technologists of which 12 are CAMLS members.

Executive Director's Report

Mike reported that he had attended a session at the Foundation Center by the Mott Foundation, which has $3.2 billion in assets. Their focus is the environment, poverty issues, racial issues, and Flint, MI. Local initiatives should have national impact.

Announcements

Library building projects are underway for Hudson, CCPL-Strongsville and North Olmsted, and Akron-Summit County Public Library.
 
 
 
Adjourn
The meeting was adjourned at 11:32 a.m.

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