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06-17-2008 Minutes -847- The regular monthly meeting of the Salina Public Library Board of Trustees was held at 7:00 a.m. on Tuesday, June 17, 2008, in the Tech Center Conference Room. The following Board members were present: Jo Reed, Mary Shaffer, John Vanier, Nina Ainslie, Brian Schmidt, James Hall and Sheldon Lilak. Other present were Joe McKenzie, Sandy Wilcox and Mike Wilson, observer for the League of Women Voters. Jo Reed called the meeting to order. She asked for any changes or additions to the May Board Meeting Minutes. 08-23 On a motion made by Sheldon Lilak and seconded by Mary Shaffer it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the minutes of the May Board meeting as written. Motion passed. P. 847. 06/17/08 PUBLIC COMMENTS: None FRIENDS OF THE LIBRARY: The Friends will meet this afternoon at four. They will sort books to get ready for their August book sale. They also have some new members. DISCUSSION/ACTION ITEMS: Learning Center meeting rooms: Joe discussed the draft of policy for use of the meeting rooms in the Learning Center for public use. He answered questions from the Board. 08-24 On a motion made by Sheldon Lilak and seconded by Nina Ainslie it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the Meeting Room Policy as amended on first reading as written. Motion passed. P.847. 06/17 /08 Budget 2009: The Board went over a draft of the 2009 budget. The salary line item was discussed. No new positions are anticipated for 2009. Recommended changes are 3010 across the board salary adjustment, plus steps and 1 o~ longevity. It is also recommended to reduce the amount that we have been transferring to the Capital Improvement Fund. The recommended amount is $75,000. The Capital Fund expenditures over the last 15 years were discussed. Security Cameras: Joe presented the Board with the proposals received for installing security cameras. Cameras would be placed inside and outside of the building. Two proposals were received from outside agencies and one in-house solution. The recommendation is to go with the in- house solution. It is a very good system with excellent equipment and staff availability for installation and upkeep. Joe answered questions from the Board. -848- 08-25 On a motion made by Sheldon Lilak and seconded by Mary Shaffer it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the installation of security cameras using the in-house recommendation. Motion passed. P. 848. 06/17 /08 Adult Services Space Study: This subject was tabled until next months meeting. FINANCIAL REPORT: Revenue and Expenditures are at 420;6 for the year. We paid for the Imagination Station construction from the Fines and Misc. fund. ACTIVITIES REPORT: We figured out the problem with web cat renewal stats and are now able to get those statistics corrected. LIBRARIAN'S REPORT: Summer Reading is going well; attendance at programs has been strong. CLASS evaluations continue to be good. AFLAC reps were here to meet with staff this month. We had some storm damage. An air conditioner on the roof was knocked over, roof damage and damage to the Learning Center. Our insurance carrier has been contacted. Youth Services is actively going out to summer school to take books and sign kids up for the reading program. The Imagination Station has been very busy with activity. BOARD COMMENTS: Sheldon commented on the Bravo Salina stage at the Smoky Hill River Festival 08-26 On a motion made by Sheldon Lilak and seconded by Nina Ainslie it was RESOLVED THAT: The Board of Trustees of the Salina Public Library adjourn at 8: 12 a.m. Motion passed. P. 848. 06/17/08 't>J 7 #. 0/t'iff-U 06/17/2008 Secretary, Mary Shaffer Date Salina Public Library REVENUE/EXPENDITURE REPORT u rlf:! 2008 2 3 4 5 June Jan--June 08 Budget $ Over Budget 0/0 of Budget Income 305 . APPROPRIATIONS 651,965.30 1,712,784.65 1,939,125.00 -226,340.35 88.330/0 310. UNENCUMBERED CASH BAL REVYR 166,203.00 -166,203.00 0.00/0 315 . INTEREST INCOME 1 ,116.59 7,784.65 34,000.00 -26,215.35 22.90/0 Total Income 653,081.89 1,720,569.30 2,139,328.00 -418,758.70 80.430/0 Expense 410 . SALARIES 110,445.28 644,859.85 1 ,368,328.00 -723,468.15 47.130/0 412 . PERIODICALS-REFERENCE 24,758.00 29,971.83 30,000.00 -28.17 99.910/0 415 . LIBRARY MATERIALS 02-415 · YOUTH SERVICES 1 ,046.46 24,055.64 48,000.00 -23,944.36 50.120/0 04-415 · KANSAS DEPT. 20.00 721 .75 4,000.00 -3,278.25 18.040/0 05-415 · REFERENCE 2,012.21 8,259.09 21,000.00 -12,740.91 39.330/0 08-415 . ADULT COLLECTION 7,053.57 39,468.76 88,000.00 -48,531.24 44.850/0 Total 415 . LIBRARY MATERIALS 10,132.24 72,505.24 161,000.00 -88,494.76 45.030/0 416 . INFORMATION TECHNOLOGY 0.00 11 ,004.26 25,000.00 -13,995.74 44.020/0 417 . LIBRARY MAT Audio-Visuals 6,278.69 31,944.88 80,000.00 -48,055.12 39.930/0 420 . SUPPLIES 733.62 9,230.74 14,000.00 -4,769.26 65.930/0 425 . POSTAGE 35.96 6,767.94 22,000.00 -15,232.06 30.760/0 430 . WATER 731.12 1,500.06 8,000.00 -6,499.94 18.750/0 435 · LIGHT & HEAT 6,084.05 37,430.76 80,000.00 -42,569.24 46.790/0 440 . TELEPHONE 425.37 2,530.95 7,000.00 -4,469.05 36.160/0 445 . REPAIRS & MAINT 2,306.14 18,467.33 40,000.00 -21,532.67 46.170/0 450 . FURNITURE & EQUIPMENT 132.17 6,042.34 8,000.00 -1,957.66 75.530/0 460 · STAFF DEVELOPMENT & TRAVEL 1,020.21 9,673.16 18,000.00 -8,326.84 53.740/0 465 . ACCOUNTING 0.00 4,097.87 6,000.00 -1,902.13 68.30/0 470 · INSURANCE 2,941.00 9,594.43 22,000.00 -12,405.57 43.610/0 475 · PROGRAMS & PROMOTIONAL 1 J091.05 16,097.32 32,000.00 -15,902.68 50.30/0 485 . AUTOMA T'ON 2,868.94 27,636.51 82,000.00 -54,363.49 33.70/0 505 · CONTINGENCY 54.93 3,154.89 16,000.00 -12,845.11 19.720/0 510 . CAPITAL EXPENDITURES 120,000.00 -120,000.00 0.00/0 Total Expense 170,038.77 942,510.36 2,139,328.00 -1,196,817.64 44.060/0 NET INCOME $483,043.12 $778,058.94 Employee Benefit June Jan-June 08 Budget $ Over Budget 0/0 of Budget Income 305-2 . APPROPRIATIONS (EMP BEN) 106,698.78 278,509.50 314,628.00 -36,118.50 88.520/0 310-2 . UNENCUMB CASH BAL PREV (EMP B) 0.00 43,508.00 -43,508.00 0.00/0 Total Income Employee Benefit 106,698.78 278,509.50 358,136.00 -79,626.50 77.770/0 Expense 760 · SOCIAL SECURITY TAXES EMPLOYER 7,778.69 44,993.28 104,218.00 -59,224.72 43.170/0 765 . KPERS EXPENSE EMPLOYER 5,266.32 31,753.72 65,434.00 -33,680.28 48.530/0 770 · UNEMPLOYMENT INS EMPLOYER 100.76 582.51 1,362.00 -779.49 42.770/0 775 . HEALTH INSURANCE EMPLOYER 13,831.74 82,116.94 181,922.00 -99,805.06 45.140/0 780 . WORKERS COMP INSURANCE 1,455.00 2,909.00 5,200.00 -2,291.00 55.940/0 Total Expense Employee Benefit 28,432.51 162,355.45 358,136.00 -195,780.55 45.330/0 J Page 1 of 1 Monthly Activity Report JUNE 2008 S4LIN~UBLIC LIB~RY ICLASS: Sessions: Participants: I Reference/Information Services: On-line Reference: 6 Homebound Patrons~ 22 Interlibrary Loans: NA Kansas Questions: NA o o ITechnology Center Internet Users: Microsoft Office: 138 29 2 1,011 14 YTO 08 YTD 07 133,012 138,552 9,236 9,515 97,144 101,968 5,411 6) 163 6,271 10,263 251,074 266,461 29,628 31,052 8,039 7,916 1 ,260 1 t 465 932 882 Computer Students: Dlgital Design: 5,451 30 IYouth Services Department Program Attendance*: 2,067 Total Group Visits: Game Computers & Software Use: 194 Internet Use: Storyline Calls: NA Outreach: * Storytime, Lapsit, Snack and a Movie, Make & Take ICirculation of Materials: Adult Materials: Adult Renewals: Youth Services Materials: Youth Services Renewals: WebCat Renewals: Total Circulated: JUNE 08 JUNE 07 22,820 23,983 1 ,476 1 r 604 25,906 26,270 897 1,118 1 ,836 1,713 52,935 54,688 5,054 5,247 1 ,885 1,901 Adult Borrowers:(includes Y.S.) Child Borrowers: New Library Cards: Adult: Youth Services Materials Reserved: Adult: Youth Services: WebCat: ICollection Management: Items Processed Monthlv Adult: 785 Youth Services: 451 Total: 1.236 285 256 252 278 1,260 51 340 I YTO 4,843 2,605 7,448 1 , 169 7,068 58 222 472 2,070 I Meeting Room Use: 6,886 206 2,537 I YIQ 210 115 109 125 Monthlv 35 27 19 7 Prescott Room: Small Conference Rm: Tech Center Conf Rm: Leamin Center Public Relations Activities: Web Page Updates: Weekly updates Press Releases (Newspaper Articles; Ads;PSAs): 570 External Contacts (Letters/Fliers/Posters: 8,384 Internal PR ( Bookmarks/Fliers/etc.): 229 Computer Classes: Homebound Delivery; Rotation Collections; Storytimes; Make n Take Craft Calendar Items Book Discussion Group; Artist Reception; SRP Programs; Runescape; Imagination Station Open House; Spine Tinglers Contest Librarian's Report Can you believe it is July already? The summer reading program is half over and I hope you are finding time to do some reading. Possibly, next year we will involve adults in the fun and challenge of Summer Reading. Tllat is in the thinking stage as Information Services gears up for the Fall Adult Reading Program. Kristi reports good registration in Summer Reading: 1,637 children, plus 237 teens, with nearly 500 signing up on-line so far. Youth Services staff are doing a nice job of coping with the deluge of young readers, with the Imagination Station keeping families in the building longer. There are always extra pressures in the summer, with so mallY people, programs and games. The big parties are on July 24-25. More good news - This week we learned we can participate in making fuel purchases from the City of Salina pumps on East Elm Street. This will save us money. They also offered to do some vehicle maintenance at a good cost. Kudos to Connie Hocking, our Interlibrary Loan Coordinator, for organizing a statewide discussion on the topic here on August 7. This will be popular and help get many people on the same page by sharil1g info and asking questions. In addition to the summer issue of Cover to Cover, Bret Wallace, our PR Coordinator, has been informing people via small e-mail newsletters, which reach from 974 to 1,931 library users. This is fairly new, but it gives us another option in which to reacll people, many of whom get news and info on-line. Budget 2009: This will be our big point of discussion in July. If you want me to come with additional information, let me know. We'll need a quorum so we can vote approval on a budget to publish in the Journal with the Public Hearing Notice. You may think I cut the budget too close, or you may think we should lower or increase the mill levy. This will be the time to express that and help us make adjustments to create a viable and reasonable budget for operations and services. The difference from what I showed you last month was a cutback in the recommended salary increase, while putting a few more dollars back into Materials and Contingency. Employees will receive either a 2 or 4% increase under this scenario. The small valuation increase means less dollars per mill, so the mill levy will go up. Let's take a look. Thanks for your time and effort on behalf of our library. Joe McKenzie, Library Director