Board of Trustees
Cleveland Area Metropolitian Library System

Minutes of Meeting
Conslidated Natural Gas Service Company
October 22, 1997

Call to Order

The meeting was called to order at 9:30 a.m. by President Jean Toombs. In attendance: Betsey Belkin, Art Biagianti, John Biros, Carol Brown, Fran Buckley, Don Burrier, Pam Hickson-Stevenson, Laura Holland, Lisa Johnson, Jean Toombs, and Andy Venable; Associate Member: David Jennings; CAMLS Staff: Mike Snyder, Mary Ellen Powers, and Beth Listerman; Guests: Jill Geisey and John Murphy, Zinner & Co.; and Floyd Dickman, SLO. Absent: John Lonsak and Patrick Scanlan

Minutes of Meeting September 24, 1997

Don Burrier MOVED and Pam Hickson-Stevenson SECONDED a motion TO APPROVE THE MINUTES OF THE CAMLS BOARD OF TRUSTEES' MEETING ON SEPTEMBER 24, 1997.

Ayes: Biagianti, Biros, Brown, Buckley, Burrier, Hickson-Stevenson, Holland, Johnson, Toombs, and Venable.
Nays: None.

CAMLS Financial Plan

Jill Giesey and John Murphy of Zinner & Co. reviewed the Financial Plan. The Plan recommends that CAMLS maintain the dues structure as it was for the 1997 fiscal year with the exception of raising the minimum dues to $575. For every dollar CAMLS members spend, they get back a return on investment of $1.80. Other recommendations include increasing the costs of the Daily Delivery Service to 67.5% of the contract cost, reducing the number of free journal photocopies from 75 to 50 and charging $8.25 per copy for any photocopies in excess of 50; and providing five continuing education coupons worth $25 each as a marketing tool. This Financial Plan, while recognizing the changes in funding in the future, represents the first step in quantifying the cost of services. Betsey Belkin arrived at 9:45 a.m. Fran Buckley and Jean Toombs expressed appreciation for the work Zinner & Co. accomplished in developing the Financial Plan. David Jennings MOVED and Carol Brown SECONDED a motion TO ACCEPT THE RECOMMENDATIONS OF THE CAMLS FINANCIAL PLAN.

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

September Financial Reports

Mary Ellen Powers reported that as of September 30, 1997, the ending balance was $510,104. At the end of the first quarter, most expenditures were on track. The only unusual variances include insurance, the majority of which is paid at the beginning of the year for the whole year. Other unusual variances are in the Miscellaneous category with encumbrances for the Continuing Education Director search and in the Contracts category with encumbrances for Fall workshop speakers. Pam Hickson-Stevenson MOVED and Fran Buckley SECONDED a motion TO APPROVE THE SEPTEMBER FINANCIAL REPORTS.

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

CAMLS Diversity Plan

Mike Snyder reported on the recommendations for CAMLS on Diversity. A Task Force consisting of Bescyc Burnett, CHUH; Pam Jordan, PPL; and Jan Ridgway, CCPL, developed a manual for developing a diversity program that can be used as a model for consortia. One of the seven recommendations presented by the Task Force is to distribute the manual to member libraries, state agencies, and other regional systems in Ohio as well have the manual available for display at the OLC Annual Conference in Cleveland. Every member library will receive one free copy. Additional copies can be purchased at cost plus 10%, or $15.40, for members and double the cost, or $28.00, for non-members. Andy Venable MOVED and Don Burrier SECONDED a motion TO ACCEPT THE RECOMMENDATIONS OF THE CAMLS DIVERSITY COMMITTEE.

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

Transfers/Revisions

A transfer is needed to pay for the reproduction of 110 copies of the CAMLS Diversity Manual. Andy Venable MOVED and Fran Buckley SECONDED a motion TO APPROVE A TRANSFER IN THE AMOUNT OF $600 FROM PERIODICALS AND $1,000 FROM INSURANCE TO PRINTING IN THE STATE FUND (220) TO PAY FOR THE PRINTING OF THE CAMLS DIVERSITY MANUAL.

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

Illustrators and Writers Diversity Conference

CAMLS has received a letter from Ellen Stepanian, SHBOE, requesting that CAMLS join other organizations to support an Illustrators and Writers Diversity Conference to take place in the fall of 1999 or early 2000. This fits into one of the recommendations for CAMLS on Diversity to "develop partnerships with community and state agencies to jointly sponsor diversity-related educational and training opportunities." Andy Venable MOVED and Laura Holland SECONDED a motion TO SUBMIT A POSITIVE LETTER OF SUPPORT TO ELLEN STEPANIAN IN HER EFFORT TO SPONSOR AN ILLUSTRATORS AND WRITERS CONFERENCE AIMED AT FOSTERING DIVERSITY IN THE WORLD OF PUBLISHING.

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

CAMLS Delivery System Disbursement

The Finance Committee recommended at its meeting on October 7, 1997 to disburse $16,808 to daily delivery service participants in the following manner: $579.59 to 29 participants on full service; and share, or $289.79, to the three libraries on shared service and one special situation library: (ASCPL, GCPL, MPL and LEC), and to exclude the two on-call libraries. Fran Buckley MOVED and Andy Venable SECONDED a motion TO APPROVE THE CAMLS DELIVERY SYSTEM DISBURSEMENT PLAN DATED OCTOBER 22, 1997.

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

CAMLS Distribution Service

The Finance Committee at its meeting on October 7, 1997 approved an increase in handling fees from $35 to $50, effective January 1, 1998, and $75, effective January 1, 2000, charged to non- profit agencies which use the CAMLS Distribution Service. Guidelines have been revised to tighten requirements for packaging of materials. The Board requested an evaluation of this service during the next year to assure that it fits into the CAMLS mission. The Board also requested that the staff keep a file of items distributed. Laura Holland MOVED and Don Burrier SECONDED a motion TO APPROVE THE CAMLS DISTRIBUTION SERVICE PLAN DATED OCTOBER 7, 1997.

Ayes: Belkin, Biros, Brown, Buckley, Burrier, Hickson-Stevenson, Holland, Johnson, Toombs, and Venable.
Nays: Biagianti

Nomination of Vice-President, President-Elect of the CAMLS Board of Trustees

Fran Buckley, SHPL, will be resigning from the Shaker Heights Public Library to become the Superintendent of Documents for the United States Printing Office in Washington, D.C. This will leave a vacancy on the CAMLS Board and for the position of Vice President-President Elect. Jean Toombs has asked John Lonsak, a 2nd year Board member who has served on both the Planning and Finance Committees, to fill the position of Vice President-President Elect. Mr. Lonsak has accepted pending approval of CCPL's Board. There being no other nominations from the floor, Fran Buckley MOVED and Carol Brown SECONDED a motion TO ELECT JOHN LONSAK TO SUCCEED FRAN BUCKLEY AS VICE PRESIDENT-PRESIDENT ELECT PENDING CCPL'S BOARD APPROVAL.

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

Jean Toombs asked for suggestions for nominees from small and medium libraries to fill the vacancy on the Board. She will appoint a nominee by the next Board meeting on November 19, 1997. The Board accepted with regret the resignation of Fran Buckley. Jean Toombs will be arranging a farewell luncheon that will include past Board members who have served with Fran.

Library Leadership 2000

The Board discussed Millie Fry's request to take the coordination of the Library Leadership 2000 program with her to NOLA. Mike has told Millie that her request needed Board action. Andy Venable MOVED and Don Burrier SECONDED a motion TO RETAIN LIBRARY LEADERSHIP 2000 AS A CAMLS PROGRAM, TO HOLD THE LL2000 CONFERENCE IN THE FALL OF 1998, TO REQUEST FROM MILLIE FRY AN INVENTORY OF WHAT HAS ALREADY BEEN DONE AND A TIME LINE OF WHAT NEEDS TO BE DONE, AND TO EXPLORE THE POSSIBILITY OF WORKING WITH THE REGIONAL LIBRARY SYSTEMS IN THE FUTURE TO MAKE LL2000 A JOINT EFFORT.

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

CAMLS Board of Trustees Meetings

Mike Snyder reviewed the meeting dates for Board meetings for the remainder of the 1997/98 year. To be consistent with meetings being held on the third Wednesday of the month, the April Board meeting has been changed to April 15. The May meeting will be held on the fourth Wednesday, May 27, to give the Clerk-Treasurer sufficient time to make the last revisions/transfers for the FY97/98 budget. The Annual Meeting will also be held on May 27 at Executive Caterers. Mike asked for ideas for speakers for this meeting.

Finance Committee Report

The Finance Committee has completed its work with the Financial Plan. The Committee will now be discussing the budget in preparation for the 1998/99 grant application.

Personnel Committee Report

The Personnel Committee met on October 9 to discuss staffing levels, salary ranges, the evaluation process, etc. Additional salary range information has been requested for comparative purposes before proceeding further.

Executive Director's Report

During the month Mike made field visits to Cuyahoga County Public Library, Elyria Public Library, and Shaker Heights High School Media Center. He also visited Herrick Memorial Library in Wellington and gave a presentation on CAMLS and library cooperation before the Lorain County Library Trustees Association. He attended the 20th Anniversary Celebration of the Foundation Center of Cleveland.

LSTA Update

The LSTA grant application for 1998/99 is due at the State Library on February 18, 1998. Grant applications should address four priority areas: 1) automation of non-automated libraries, 2) resource sharing (ILL and delivery), 3) staff development and training, and 4) services to the underserved.

Candidate Search Status Report

Twenty-two applications for the position of Continuing Education Director have been received with two weeks remaining before the deadline. The CAMLS Employee Handbook indicates that the Executive Director is responsible for the selection process, but CAMLS Board of Trustees' approval is required. In order to expedite the process and have someone on board by January 5, 1998, a summary of the interview results will be faxed to the Board during the week of November 24. The Board will vote its formal appointment of the candidate at its December 17 meeting. Board members are invited to attend breakfast or lunch with potential candidates to be held on November 17, 18 and 24.

Type of Library Meetings

Due to the press of time, the three Type of Library meetings scheduled for early December will be canceled.