09-16-2008 Minutes-854-
The regular monthly meeting of the Salina Public Library Board of Trustees was held at
7:00 a.m. on Tuesday, September 16, 2008, in the Tech Center Conference Room.
The following Board members were present: Jo Reed, Mary Shaffer, Sandie Johnson,
Nina Ainslie, Brian Schmidt, John Vanier, James Hall and Sheldon Lilak. Others
present were Joe McKenzie, Sandy Wilcox, Nancy Whetstone and Jason Coyne
Jo Reed called the meeting to order.
ORIENTATION: Security Cameras- Jason Coyne
Jason went over the new security camera system, showing the Board actual views from
different cameras and answered questions from the Board
ORIENTATION: Nancy Whetstone
Joe McKenzie introduced Nancy Whetstone to the Board. Nancy is the new Youth
Services Program Coordinator. Nancy spoke to the Board about the Youth Services
programming calendar for the Fall. Nancy also answered questions from the Board.
Jo Reed asked for any changes or additions to the August Board Meeting Minutes.
Corrections to be made are: To correct the spelling of Jo Reed's name on the public
meeting minutes. In the regular meeting minutes on motion 08 -33 change make to made
and at to as. Under the 2009 Budget discussion change the word a to an.
08 -39 On a motion made by Sheldon Lilak and seconded by Sandie Johnson it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
minutes of the August Board meeting with suggested corrections. Motion passed. P.854.
09/16/08
PUBLIC COMMENTS:
None
FRIENDS OF THE LIBRARY:
The Friends are still working on book sorting. They are helping with hospitality for
some Library programs this month. Joe McKenzie answered questions from the Board.
DISCUSSION /ACTION ITEMS:
ACTION ITEM: GAAP WAIVER: The Board discussed the GAAP Waiver. This
waiver is an annual resolution to continue the cash basis accounting practice of the
library.
08 -40 On a motion made by Sheldon Lilak and seconded by Nina Ainslie it was
RESOLVED THAT: The governing body of the Salina Public Library, hereby
requests a waiver from following the components of generally accepted accounting
principles for the fiscal year ending December 31, 2008, in accordance with the
provisions of Senate Bill 531 of the 1982 Legislature (K.S.A. 75- 1120a). These are
GAAP - prescribed financial statements. Motion passed. P. 854. 9/16/08
-855-
POLICY REVIEW
Game Circulation Policy — 1St reading
Joe discussed this policy with the Board.
08 -41 On a motion made by James Hall and seconded by Sheldon Lilak it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves
the Game Circulation Policy with suggested changes on first reading. Motion
passed. P. 855.08/16/08.
Visual Media Circulation Policy. — 1St reading
Discussion followed on this policy on changing the wording "No "R" rated videos will be
loaned to patrons under the age of 18 without their parents written permission. With
the revision of: Anyone with an adult library card may check out visual media, such as
DVDs, videotapes and games from the adult and the children's department. Parents
will be informed that an adult card allows their child to check out any material from the
adult library. Parents or Guardian of patrons under 18 may request that a note be put
on their child's card restricting them from use of the internet, checking out R rated
movies, or mature games.
08 -42 On a motion made by Sheldon Lilak and seconded by Sandie Johnson it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
Visual Media Circulation Policy revision with suggested changes. Motion passed. P. 855.
08/16/08.
Wellness Breaks —1St reading
Discussion followed on this policy.
08 -43 On a motion made by Sandie Johnson and seconded by Nina Ainslie it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves
the Wellness Break policy revision as written on first reading. Motion passed.
P.855.08/16/08.
Retirement System — 1St reading
Discussion followed on this policy. Changes are being made to the KPERS system and
this policy revision reflects those changes.
08 -44 On a motion made by Sheldon Lilak and seconded by Sandie Johnson it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves
the Retirement System policy revision as written on first reading. Motion passed.
P.855.08/16/08.
Voluntary Early Retirement —1St reading
This policy discussion is tabled until the next scheduled Board meeting
FINANCIAL REPORT:
Light and Heat budget line item will be close this year. Sandie Johnson asked questions
about the Periodicals budget line item.
-856-
STATISTICAL REPORT:
Joe McKenzie shared CLASS enrollment numbers with the Board. Enrollment is up
from last Fall. Joe answered questions from the Board on particular statistic numbers.
LIBRARIAN'S REPORT:
We removed the rocks on the south side of the building. We are probably going to talk
to Ritchie Bergen about some type of public art project in that area. The library
donated some used computer equipment to other agencies. We are going to be working
on cleaning out some older equipment from the storage room. The Accessibility PC
should be getting installed in the Information Services area sometime soon. Joe would
like to form a committee to look at the space reorganization in the adult services area.
James Hall offered to serve on that committee. Joe will be attending the CKLS Fall
Assembly on September 171n.
Meeting adjourned at 8:53 a.m.
09/16/2008
Secretary, Mary Shaffer Date
Salina Public Library
REVENUE /EXPENDITURE REPORT
5epteMber 2008
2
3
4
5
September
Jan - -Sept 08
Budget
$ Over Budget
% of Budget
Income
305 • APPROPRIATIONS
175,776.53
1,888,561.18
1,939,125.00
- 50,563.82
97.39%
310 UNENCUMBERED CASH BAL REV YR
118,756.00
166,203.00
- 47,447.00
71.45%
315 INTEREST INCOME
706.01
10,420.73
34,000.00
- 23,579.27
30.65%
Total Income
176,482.54
2,017,737.91
2,139,328.00
- 121,590.09
94.32%
Expense
410 • SALARIES
111,682.56
978,971.58
1,368,328.00
- 389,356.42
71.55%
412 • PERIODICALS - REFERENCE
249.48
32,954.97
30,000.00
2,954.97
109.85%
415 • LIBRARY MATERIALS
02-415 • YOUTH SERVICES
4,395.39
30,891.29
48,000.00
- 17,108.71
64.36%
04-415 • KANSAS DEPT.
52.00
817.87
4,000.00
- 3,182.13
20.45%
05-415 • REFERENCE
365.97
11,931.32
21,000.00
- 9,068.68
56.82%
08-415 . ADULT COLLECTION
19,549.27
69,922.61
88,000.00
- 18,077.39
79.46%
Total 415 • LIBRARY MATERIALS
24,362.63
113,563.09
161,000.00
- 47,436.91
70.54%
416 • INFORMATION TECHNOLOGY
0.00
21,212.26
25,000.00
- 3,787.74
84.85%
417 • LIBRARY MAT Audio - Visuals
5,231.10
48,635.33
80,000.00
- 31,364.67
60.79%
420 • SUPPLIES
1,336.23
11,572.20
14,000.00
- 2,427.80
82.66%
425 • POSTAGE
18.53
9,031.67
22,000.00
- 12,968.33
41.05%
430 • WATER
664.15
3,555.78
8,000.00
- 4,444.22
44.45%
435 • LIGHT & HEAT
6,811.16
60,605.44
80,000.00
- 19,394.56
75.76%
440 • TELEPHONE
420.33
3,800.40
7,000.00
- 3,199.60
54.29%
445 • REPAIRS & MAINT
1,786.96
27,314.87
40,000.00
- 12,685.13
68.29%
450 • FURNITURE & EQUIPMENT
277.20
7,340.03
8,000.00
- 659.97
91.75%
460 STAFF DEVELOPMENT & TRAVEL
1,221.04
13,563.80
18,000.00
- 4,436.20
75.35%
465 ACCOUNTING
0.00
4,097.87
6,000.00
- 1,902.13
68.3%
470 INSURANCE
5,853.00
16,226.43
22,000.00
- 5,773.57
73.76%
475 • PROGRAMS & PROMOTIONAL
4,261.05
28,096.51
32,000.00
- 3,903.49
87.8%
485 • AUTOMATION
1,044.81
51,039.50
82,000.00
- 30,960.50
62.24%
505 • CONTINGENCY
3,164.64
16,000.00
- 12,835.36
19.78%
510 • CAPITAL EXPENDITURES
120,000.00
- 120,000.00
0.0%
Total Expense
165,220.23
1,434,746.37
2,139,328.00
- 704,581.63
67.07%
NET INCOME
$11,262.31
$582,991.54
Employee Benefit
September
Jan -Sept. 08
Budget
$ Over Budget
% of Budget
Income
305 -2 • APPROPRIATIONS (EMP BEN)
27,606.03
306,115.53
314,628.00
- 8,512.47
97.29%
310 -2 • UNENCUMB CASH BAL PREV (EMP B)
0.00
59,095.00
43,508.00
15,587.00
135.83%
Total Income Employee Benefit
27,606.03
365,210.53
358,136.00
7,074.53
101.98%
Expense
760 SOCIAL SECURITY TAXES EMPLOYER
7,768.40
68,158.04
104,218.00
- 36,059.96
65.4%
765 KPERS EXPENSE EMPLOYER
5,426.31
47,766.20
65,434.00
- 17,667.80
73.0%
770 UNEMPLOYMENT INS EMPLOYER
100.73
882.57
1,362.00
- 479.43
64.8%
775 HEALTH INSURANCE EMPLOYER
13,636.74
123,417.16
181,922.00
- 58,504.84
67.84%
780 WORKERS COMP INSURANCE
1,530.00
4,439.00
5,200.00
- 761.00
85.37%
Total Expense Employee Benefit
28,462.181
244,662.97
358,136.00
-113,473.031
68.32%
Page 1 of 1
SALINA PUBLIC LIBRARY
Reference /Information Services
On -line Reference: 6
Interlibrary Loans: 388
Kansas Questions: 135
Technology Center
SEPT 08
Internet Users:
5,268
Microsoft Office:
51
Computer Students:
132
Digital Design:
33
Youth Services Department
SEPT 08
Program Attendance:
676
Game Computers & Software Use:
107
Internet Use:
691
Total Group Visits:
0
Outreach:
1
Monthly Activity
Report
SEPTEMBER 2008
Outreach
Activities: 4
Contacts: 5
Homebound: 19
CLASS
Sessions: 38
Participants: 700
Public Relations Activities
Press Releases: 35
External Contacts: 6,409
Internal PR: 2,479
Circulation of Materials
SEPT 08
SEPT 07
YTD 08
YTD 07
Adult Materials:
22,352
21,000
206,156
208,127
Adult Renewals:
1,502
1,399
14,061
14,270
Youth Services Materials:
16,033
15,082
149,922
155,356
Youth Services Renewals:
975
785
8,139
8,911
WebCat Renewals:
1,869
687
16,038
14,660
Total Circulated:
42,731
38,953
394,316
401,324
Adult Borrowers: (includes Y.S.) 4,948 4,943
Child Borrowers: 1,143 1,118
New Library Cards:
Adult: 246 220
Youth Services 91 127
Materials Reserved:
Adult: 1,222 1,222
Youth Services: 92 41
WebCat: 330 360
Collection Management
Items Processed Monthly YTD
Adult: 865 7,231
Youth Services: 455 3,496
Total: 1,320 10,727
44,687 46,805
12,373 12,300
2,028 2,202
1,280 1,274
10,968 10,726
436 403
3,192 3,847
Imeeting Room Use
Monthly YTD
Prescott Room: 35 297
Small Conference Rm: 33 215
Tech Center Conf Rm: 28 174
Learning Center: 30 168
Librarian's Report
Financial: I've attached a 4 1 quarter financial projection for your consideration. A combination
of factors that includes a big drop in interest income and timing have resulted in a very tight
budget situation. We'll review this at the meeting.
Trustee Training: Sandy Johnson and Sheldon Lilac attended two Saturday sessions this month
here at the library. There was good information on planning, budget, policy, and the work of a
public library trustee. They took notes and may share some of the highlights, concepts and
practices we can use at our library. Jason Coyne handled the tech set up of the videoconference
equipment and connection. We'll play host later this month for a 2 day videoconference
training session for librarians from around the region.
Staffing: We're pleased with our new regular security guard. The staff are confident in his ability
and willingness to deal with tough situations. He is active and aware of what needs to be done.
Also, new part time staff at the adult circulation desk are Linda Beach and Elisheva Diaz. Mike
Pohorecki, a student at K -State Salina is our new evening custodian. We also have him set up
and take down CLASS rooms. On an average weekday, we have around 20 staff park outside the
main lot to open up additional parking for library users.
Last week, we brainstormed new ideas and approaches to library involvement with the River
Festival. Staff prefers to be part of a more active and hands -on project, as opposed to simply
sponsoring a stage. This will take more time. But, it may be more visible. I will schedule a
meeting with Festival staff. I'm also meeting with SAHC about the annual Poetry Reading series.
Strategic Plan: Last week, our Dept. Head group had a review on our current Strategic Plan. We
developed a short list of recent, current and future projects that are steps in reaching our vision
and goals. One of the obstacles that we discussed was the reality of the economy and tight
budgets. There was a suggestion to try to identify any dead horses or sacred cow activities,
which we might pull back in order to free up time for activities that are more targeted or
relevant to ourgoals. I've attached a one page reminder for you of our Mission /Vision /Goals. A
common phrase that motivates us is' transforming people's idea of what a library can be.'
Stories: We're going to start collecting stories about the library's effect on users. We know we
won't actually hear them all, but we want to track the ones we do. Since we're in a public
service, we know our impact goes beyond statistics, the number of items borrowed or # of
computers used. We help people in meaningful ways and sometimes they share it. A few years
ago, the family of a boy who won our bookmark contest came in to pick up some extras. The
boy had died. The bookmarks were a part of who that boy was and they wanted to hand them
out at the funeral. That doesn't show up on a stats page.
Hope you're finding good books to read. Let me know if you have questions or suggestions.
Joe McKenzie, Library Director