Board of Trustees
Cleveland Area Metropolitian Library System

Minutes of Meeting
University Club
June 18, 1997

Call to Order

The meeting was called to order at 1:20 p.m. by President Gretchen Hallerberg. In attendance: Betsey Belkin, John Biros, Fran Buckley, Bob Carterette, Gretchen Hallerberg, Laura Holland, Lisa Johnson, John Lonsak, Heidi Makela, Paula Miller, Patrick Scanlan, and Jean Toombs; CAMLS Staff: Mike Snyder, Millie Fry, Mary Ellen Powers, and Beth Listerman; Guest: Floyd Dickman, SLO. Absent: Ken Cromer and Associate Member David Jennings.

LSTA Advisory Committee Report

Holly Carroll, WEPL; Bob Carterette, CPL; and Ellen Stepanian, SHBOE, members of the LSTA Advisory Committee for the State Library, reported on a meeting they attended. Committee members are serving as advisors to the SLO on how it will approach LSTA and to assist in developing a 5-year plan, which needs to be filed by August 1. The meeting was very preliminary and the draft of the 5-year plan is just being distributed. Since they had not seen the draft, Bob, Holly and Ellen were only able to give impressions of the session. The Committee is made up of a mixed group of people, and all felt it was a very positive session with good give and take. The main goal for the federal government is to consolidate all library programs (not just public libraries). Goals such as bringing together the three statewide networks (OPLIN, InfOHIO, and OhioLINK), establishing and enhancing electronic resources, and partnering or cooperative projects to share resources were emphasized. There will be no additional money available but all libraries, including not-for-profit and private, as well as Regional Library Systems, will be competing for the same dollars. There was disagreement among Bob, Ellen and Holly as to the implications for Regional Library Systems. Holly did not feel there was a lot of support for "set asides" for the Regional Library Systems. Whereas, it was felt that there was a need for cooperation, it appears that there will be set asides for 3 years in decreasing amounts for Regionals. This will be addressed at the September meeting. Floyd Dickman mentioned that there is an effort to make the grant writing and reporting easier. The draft of the 5-year plan will be distributed and Ellen will make sure the CAMLS office receives a copy.

Minutes of Meeting May 28, 1997

Heidi Makela MOVED and Paula Miller SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON MAY 28, 1997.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

May Financial Reports

Mary Ellen Powers reported that as of May 31, 1997 the ending balance was $278,779. The one large expenditure is for the printing of the CAMLS Union List. Revenues of $84,642.23 have been received for workshops so far in FY96/97. Bob Carterette MOVED and Jean Toombs SECONDED a motion TO APPROVE THE MAY FINANCIAL REPORTS.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Fund Transfer

John Lonsak MOVED and John Biros SECONDED a motion TO TRANSFER UNENCUMBERED BALANCES IN THE LOCAL CONTRIBUTION FUND (210) TO THE NON-PROJECT FUND (601) BEFORE FINAL YEAR-END CLOSE OUT.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Detail of all balances will be presented to the Board after the 1996/97 close-out.

Approval of Revenues and Appropriations of Non-Project Fund

Mary Ellen Powers reviewed the estimated proposed budget for the Non-Project Fund. This budget is revised throughout the year. Betsey Belkin MOVED and Jean Toombs SECONDED a motion TO APPROVE THE REVENUES AND APPROPRIATIONS OF THE NON-PROJECT FUND.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Approval of the 50/100 Rule

The Board recommended last year that a motion be made to allow the Clerk-Treasurer to transfer $50 out of a category and $100 into a category. This 50/100 rule is done at the end of the fiscal year for balancing purposes. Paula Miller MOVED and Fran Buckley SECONDED a motion TO ALLOW THE CLERK-TREASURER TO APPLY THE 50/100 RULE TO APPROPRIATIONS TO ALL CAMLS FUNDS IN THE LAST FISCAL MONTH OF THE YEAR FOR BALANCING PURPOSES.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Approval of Expenditures for CULPH

At last month's Board meeting, Millie Fry reported to the Board that the cost of the Union List would be $36,000. Subsequently, a dummy copy was printed and errors were discovered relating to foreign articles not being sorted properly. The file was resorted and another dummy copy was printed, which will mean an additional expense of $4,920. The total amount, therefore, will be $40,120 for 305 four-volume sets. Mary Ellen Powers was able to find the money for the additional amount. Laura Holland MOVED and John Lonsak SECONDED a motion TO APPROVE AN EXPENDITURE OF $4,920 TO ECOCENTERS FOR CONVERSION OF DATA FROM CPL, TYPESETTING FRONT MATTER PAGES AND ADDITIONAL PROGRAM SORT CRITERIA (RESORTING, REPROCESSING ENTIRE FILE AND PARTIAL TYPESET PROOF OF LETTERS E THROUGH L).

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Seventy extra copies of the Union List were ordered. Additional copies will be offered to CAMLS members at $250 and to non-members at $425.

Approval of Contracts with CCPL, CSU, and CHSL

Bob Carterette MOVED and Heidi Makela SECONDED a motion TO APPROVE CONTRACTS FOR THE PERIOD JULY 1, 1997 - JUNE 30, 1998 WITH CUYAHOGA COUNTY PUBLIC LIBRARY FOR PLACEMENT ON OCLC OF REQUESTS FOR NON-OCLC CAMLS LIBRARIES FOR $3.25 PER REQUEST, WITH CLEVELAND STATE UNIVERSITY FOR JOURNAL PHOTOCOPY SERVICE FOR $7.00 PER REQUEST, AND WITH CLEVELAND HEALTH SCIENCES LIBRARY FOR JOURNAL PHOTOCOPY SERVICE FOR $6.00 PER REQUEST.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Personnel Committee Report

Laura Holland MOVED to go into Executive Session at 2:25 p.m. The Executive Session ended at 2:45 p.m. Laura Holland MOVED and Heidi Makela SECONDED a motion TO APPROVE A 3% SALARY INCREASE FOR THE 1997/98 FISCAL YEAR FOR THE CAMLS STAFF EXCLUDING THE NEWLY APPOINTED EXECUTIVE DIRECTOR, WITH AN EFFECTIVE CHECK DATE OF JULY 9, 1997. THE SALARY FOR THE ASSISTANT DIRECTOR WILL BE INCREASED TO THE MAXIMUM OF THE ASSISTANT DIRECTOR'S SALARY RANGE, AND, IN ADDITION, A $1,468 BONUS WILL BE GIVEN TO BE DISTRIBUTED IN 26 EQUAL PARTS DURING THE 1997/98 FISCAL YEAR.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

The Personnel Committee will study salary ranges when it next meets.

Membership Application - Fairview Health System

The Lynn Marcell Community Resource Center of Fairview Health System applied for membership to CAMLS beginning January 1, 1998. While only this library is applying, Fairview Health System is interested in other libraries in its System being included in the membership. John Lonsak MOVED and Laura Holland SECONDED a motion TO APPROVE THE MEMBERSHIP APPLICATION FOR THE LYNN MARCELL COMMUNITY RESOURCE CENTER, EFFECTIVE JANUARY 1, 1998, PROVIDING THAT THE LIBRARY PAY THE PRORATED MEMBERSHIP FEE AND THE FEDERAL MATCH.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Mike will meet with Eileen Coan, Librarian, to clarify their ILL policy, and the type of membership requested. Gretchen Hallerberg will form a task force to develop a policy about hospital branches. She plans to ask representatives from other hospitals to be on the task force as well as other members with multiple sites. It was suggested that the results will need to fit in with the Finance Committee's deliberations on the fee structure.

Nominations of Board Officers

Jean Toombs moved and Bob Carterette SECONDED a motion TO APPROVE THE SLATE OF OFFICERS FOR THE 1997/98 GRANT YEAR: JEAN TOOMBS, PRESIDENT; FRAN BUCKLEY, VICE-PRESIDENT/PRESIDENT-ELECT; AND BETSEY BELKIN, SECRETARY.

Ayes: Belkin, Biros, Buckley, Carterette, Hallerberg, Holland, Johnson, Lonsak, Makela, Miller, Scanlan, and Toombs.
Nays: None.

Executive Director's Report

Mike Snyder was officially welcomed. He reported that he has been busy during his first 2 days orienting himself, looking through files, and learning computer programs. He and Millie will conduct orientations with CAMLS new members, Grafton-Midview Public Library and McKinley Memorial Library in Niles as well as with EMH Regional Medical Center Library. He has received an invitation to visit the CWRU library and will visit the CIM library. He will attend the meeting of RLS directors in August. Floyd Dickman reported that the Directory of Ohio Libraries are being distributed. The Statistics of Ohio Libraries will be going to the printers shortly.

Assistant Director's Report

As a token of appreciation for all of their work, Millie Fry presented a gift to the retiring Board members: Bob Carterette, Ken Cromer, Heidi Makela, and Paula Miller; and a special thank you gift was presented to Gretchen Hallerberg for her hard work as Board President. Before Gretchen handed the gavel to the incoming President, Jean Toombs, she gave Perfect Attendance Awards to Lisa Johnson, Paula Miller, and Betsey Belkin. She commented that the Board worked very well together. To remind Mike where he is, Gretchen presented him with a photograph of two camels! Betsey Belkin announced that her new e-mail is [email protected].