Call to Order

The meeting was called to order at 9:36 a.m. by President Jean Toombs. In attendance: Betsey Belkin, Art Biagianti, Carol Brown, Don Burrier, Pam Hickson-Stevenson, Lisa Johnson, Jean Toombs, and Andrew Venable; CAMLS Staff: Mike Snyder, Millie Fry, Mary Ellen Powers, and Beth Listerman; Guests: Floyd Dickman, SLO; Holly Carroll, WEPL; and Ellen Stepanian, SHBOE. Absent: John Biros, Fran Buckley, Laura Holland, John Lonsak, Patrick Scanlan, and Associate Member David Jennings.

Minutes of Meeting June 18, 1997

Andrew Venable MOVED and Carol Brown SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON JUNE 18, 1997.

Ayes: Belkin, Biagianti, Brown, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

Reappoint Clerk-Treasurer and Executive Director/Deputy Clerk-Treasurer

Jean Toombs MOVED and Pam Hickson-Stevenson SECONDED a motion TO REAPPOINT THE CLERK-TREASURER AND EXECUTIVE DIRECTOR/DEPUTY CLERK FOR THE PERIOD JULY 1, 1997 TO JUNE 30, 1998.

Ayes: Belkin, Biagianti, Brown, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

Oaths of Office for Board Trustees and Clerk-Treasurer

Members of the CAMLS Board of Trustees present signed an oath of office. Mike Snyder and Mary Ellen Powers also signed an oath of office.

Set Bond for Clerk-Treasurer and Deputy Clerk-Treasurer at $25,000

Andrew Venable MOVED and Betsey Belkin SECONDED a motion TO SET BOND FOR CLERK-TREASURER AND DEPUTY CLERK AT $25,000 FOR THE PERIOD JULY 1, 1997 TO JUNE 30, 1998.

Ayes: Belkin, Biagianti, Brown, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

June Financial Reports

Mary Ellen Powers explained in greater detail the Financial Reports for the benefit of the new Board members. She reported that as of June 30, 1997 the ending balance was $229,557. There is still $15,365 encumbered to be paid by the end of August.. Don Burrier arrived at 9:43 a.m. Jean Toombs MOVED and Andrew Venable SECONDED a motion TO APPROVE THE JUNE FINANCIAL REPORTS.

Ayes: Belkin, Biagianti, Brown, Burrier, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

Budget Revision

Mary Ellen Powers commented that since the budget is done so far in advance, it is sometimes difficult to account for new developments. With the new copier and postal meter, additional funds will be needed. Lisa Johnson MOVED and Andrew Venable SECONDED a motion TO APPROVE A BUDGET REVISION IN THE STATE FUND OF $2,100 FROM OTHER- COMMUNICATIONS TO OTHER-RENT EQUIPMENT.

Ayes: Belkin, Biagianti, Brown, Burrier, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

The $2,100 will be used to fund the new Postal Meter.

Bank Balances

The Ohio Revised Code requires that the Board be informed as to the bank balances at the end of the fiscal year. Balances as of June 30, 1997 are as follows: Account 2637777 (checking account) - $4,028.31; Account 2637785 (funds used for investment) - $214,821.94; and Account 2637806 (interest bearing account) - $10,706.41. There are no funds in Account 2637830, an old account not used now. All public funds are backed as collateral pools.

Fund Transfers

Last month the Board approved the transfer of unencumbered balances in the Local Contribution Fund (210) to the Non-Project Fund (601). Mary Ellen Powers informed the Board that the amount of the transfer was $6,840.00.

Preliminary End-of-Year Close-Out Report for LSCA Grant

Mary Ellen Powers reviewed the preliminary End-of-Year Report that will be submitted to the State Library. Monies that have been encumbered must be paid by August 31. At the present time the balance is $171.95 but this figure may change if the invoices come in lower. The final report will be presented at the September Board meeting, and at that time the Board will be informed as to what CAMLS needs to pay back.

Unrestricted Reserve Report

Mary Ellen Powers reported that the unrestricted reserve balance as of June 30, 1997 was $202,165, an increase of $79,055 from a year ago. The increase is primarily due to income generated from CE and interest with smaller increases from the Summer Reading Program, miscellaneous and end-of-year fund transfer.

Electronic Classroom Computers

Don Burrier MOVED and Jean Toombs SECONDED a motion TO AUTHORIZE CAMLS TO SEND A LETTER TO THE STATE LIBRARY OF OHIO TRANSFERRING THE COMPUTERS IN THE ELECTRONIC CLASSROOM TO THE CUYAHOGA COUNTY PUBLIC LIBRARY.

Ayes: Belkin, Biagianti, Brown, Burrier, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

Floyd Dickman commented that CAMLS needs to send a letter to the Cuyahoga County Public Library Board asking them to accept the equipment.

Authorize Clerk-Treasurer to Make Payments in Accordance with Appropriations

Pam Hickson-Stevenson MOVED and Andrew Venable SECONDED a motion TO AUTHORIZE THE CLERK-TREASURER TO MAKE PAYMENTS IN ACCORDANCE WITH APPROPRIATIONS FOR THE PERIOD JULY 1, 1997 TO JUNE 30, 1998.

Ayes: Belkin, Biagianti, Brown, Burrier, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

There was discussion as to whether this is a necessary motion. Mary Ellen Powers will check with the auditor.

Single Audit Act

In the past it was necessary to have an annual audit if funds amounted to over $100,000. The threshold has now been raised to $300,000. The Ohio Revised Code requires an audit every 2 years, and CAMLS has had an audit every year. CAMLS is just under the single audit threshold of $300,000. If CAMLS waits to do an audit in 2 years, it will be enormous. Therefore, Mary Ellen Powers suggested proceeding with the annual audit. Andrew Venable MOVED and Don Burrier SECONDED a motion TO SCHEDULE A 1996/97 AUDIT.

Ayes: Belkin, Biagianti, Brown, Burrier, Hickson-Stevenson, Johnson, Toombs, and Venable
Nays: None

Board Committees

Jean Toombs distributed a list of standing committees and other committees. Gorman Duffet should be added to the Ethics Committee, and Jean is trying to reach John Biros to serve on the Finance Committee.

LSTA Update

Holly Carroll, WEPL, and Ellen Stepanian, SHBOE, reported on developments relating to the LSTA Advisory Committee. A draft of the 5-year plan, which the Committee was instrumental in developing, was distributed to the Board. Any comments on the draft should be made to Roger Verny at the State Library by the end of the month. Ellen commented that it is important to have the Board's reaction to this draft; the Committee wants input. The plan emphasizes cooperative, multitype library endeavors and automation especially for those libraries not already automated. The draft looks positive for Regional Library Systems since they can provide mechanisms for cooperation. Transitional funding for the Regionals will be readdressed at the SLO Board meeting in September. One area of transitional funding is for the Born to Read Program, a project Ellen hopes CAMLS will support.

Continuing Education

Mille Fry reported that libraries will be receiving the Professional Development Catalog the week of July 21. Two programs being presented this fall will bring to a close the series on the Leader's Role in Transforming Libraries, a series developed by Maureen Sullivan. An OPLIN survey has been sent to the public libraries and CAMLS will schedule training the latter part of August.

Union List Report

CAMLS has received letters from Elyria Public Library and Medina County District Library indicating that their holdings are not included in the new printed edition of the Union List. Bob Carterette at CPL has been made aware of the problem and is looking into it.

Strategic Plan Update

Mike Snyder plans to report on the Strategic Plan on a regular basis. Now that the Planning Committee has been formed, he will be calling the Chair.

Executive Director's Report

Mike Snyder distributed the CAMLS insurance policy covering the Directors and Officers Liability and Employment Practices Liability. The limit is $1,000,000 and the policy includes the Broad Form Endorsement, which covers litigation costs and broadens the definition of claims. Mike conducted orientation sessions for new member libraries Grafton-Midview Public Library and McKinley Memorial Library in Niles as well as for EMH Regional Medical Center Library, which has a new director. He also met with the CAMLS Board President and had a tour of the library at Cleveland Institute of Music. He attended two computer training classes at Micro Center, Windows 95 and WordPerfect 7.0. On July 8 he attended a State Library of Ohio Board meeting in Columbus. The CAMLS office will have new e-mail addresses. A flyer will be distributed.

SLO Update

Floyd Dickman reported that at the State Library Board meeting on July 8 the budget included grants of $100,000 to the Ohio Humanities Council, and $25,000 to the Ohio Library Council to produce a video aimed at recruiting minorities to the library profession. He reported that the SLO conducted an awareness program in the Spring on the Born to Read project. Packets including posters and grid charts, bibliographies of resources, and how to read brochures were sent to all of the public libraries in Ohio. The poster has the title "The Best 20 Minutes of the Day" promoting reading to your child for 20 minutes/day.