05-18-2010 Minutes
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The regular monthly meeting of the Salina Public Library Board of Trustees was held at
7:00 a.m. on Tuesday, May 18,2010, in the Youth Services Department.
The following Board members were present: Nina Ainslie, Karma DeForest, Sandie
Johnson, Mary Shaffer, Mary Bender and Brian Schmidt. Others present were Joe
McKenzie, Sandy Wilcox, Kristi Hansen, Angela Allen and Mike Wilson, observer from
the League of W omen Voters. Others in attendance: Phyllis Baker of Honeywell and
Mark Detter from DeWaay Financial, Sara Steele Attorney with Gilmore and Bell and
Terry Steuber from the Kansas Corporation Commission.
Sandie Johnson called the meeting to order
MINUTES:
Sandie Johnson asked for any changes or additions to the April Board meeting minutes.
10-18 On a motion made by Nina Ainslie and seconded by Mary Shaffer it was
RESOL VED THAT: The Board of Trustees of the Salina Public Library approves the
minutes oftheApril Board Meeting as written. Motion passed. P905. 05/18/2010
PUBLIC COMMENTS: None
FRIENDS OF THE LIBRARY:
Friends meet this afternoon at 4pm. Last month they approved funding for youth
literacy kits and also to help with the Adult Summer Reading Program.
ORIENT A TION: Summer Reading Programs - Kristi Hansen and Angela Allen
The theme for the younger children is make a splash read and for the teens it is make
waves at your library. Kristi said they will have 77 teen volunteers helping with the
program. In June and July Youth Services will have programs running Tuesday
through Friday. The children sign up to read towards their goal and a ticket to the.
summer reading party. Usually 1200 to 1500 people attend the party. The teens keep
. track of pages read and there is a drawing for a $150 and $75 certificate for the final
prize. The staff went to the middle and high schools to promote the program. Staff also
does outreach to summer school, taking books for the children to check out. Kristi
answered questions from the Board. Angela Allen spoke about the Adult Summer
Reading Program. Their theme this year is water your mind. This is the second year
for the Adult Program. They had about 250 people participate last year and
approximately.70 people at the end of summer party. The Adult program funs
concurrent with the youth program. Participants record how many titles they read.
Patrons can register online and in the library. One objective is to get parents and
grandparents modeling reading for their children. They also have prizes every week
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and at the end of program party. Kick off social June 6 from 2 to 3:30 refreshments
and door prizes. On June 3rd, Bill burrows will be singing water inspired and sea
fairing songs. The Adult Reading Program Party will be held Aug 6th from 6:30 to 8.
. p.m. There will be refreshments entertainment and prizes. The Library will be giving a
way a Kindle at the Smoky Hill River Festival with the "get caught reading" program.
-906-
DISCUSSION/ACTION:
Energy Improvement Project-Honeywell
Joe McKenzie spoke to the Board about the Energy Improvement Project. He agrees
that new equipment will save the Library in energy bills but the verification process is
problematic. The concept of the project paying for itself doesn't quite add up when you
put the numbers together. Our Capital Improvement Fund is historically low and we
do not have much to put down on this project. After further studying the project Joe
recommends the Board table this issue for more study and to look into the possibility of
a loc.al project to be completed over the next several years. Sandie Johnson spoke to
the Board about Joe's recommendations and that his proposal to the Board is well put
together. Nina Ainslie asked Phyllis why the Board wasn't presented with more options
on the project since more options are available. Phyllis spoke up and said that available
options have not changed on equipment. The available options were 'ijnth~' maifttenafice
contract. The project costs could change if we decided to make any changes in
equipment. Phyllis states that local contractors will not offer an energy savings
guarantee. Honeywell guarantees the performance of the equipment installed and the
energy savings. She also spoke about the measurement and verification process and the
different options. Honeywell chooses option A. The cost annually is $5,600 for this
process. Many customers after several years of seeing that the energy savings are there
drop the measurement and verification process. Mark Detter from DeW aay Financial
said that some of the changes in figures have been made due to financing. Phyllis also
stated that Honeywell used the state's contract not their own. Karma DeForest spoke
up and said that since the Board doesn't know the questions to ask she would have
hoped for more clarification from Honeywell on the project. The representative from
the State said he would like more clarification on measurement and verification for the
Board. Phyllis explained the different options: Option A and Option B are very
similar. Option A was chosen by Honeywell because it is the least expensive of the
options and they believe in th"eir design and equipment. Option A looks at each piece of
equipment installed and verifies that the equipment is operating correctly to produce the
savings. The cost for equip and project is approximately $441,000 and then interest
fees, bonding fees, etc. bring the project cost up to around 682,000. Sandie Johnson
expressed that the fees are high. Phyllis stated that the Library has options to payoff
early and avoid remaining interest charges. Karma DeForest expressed concerns about
things that would negate the savings guarantee. Phyllis stated that while they do their
yearly measurement and verification if changes have been made in hours or buildings,
modifications could be made to the contract. Option A verifies performance of
equipment. The Representative from the State spoke about Option A verification and
that while he doesn't necessary think its bad he felt like the Board needed to know about
the other options. Joe McKenzie stated that he's just not comfortable with the contract
and having to dig up questions. Nina asked if we table this project will it take the
Honeywell project off the table. Sandie Johnson said that it would not negate. this
project it just allows the library Board Members to do further research on the project
and other options.
10-19 On a motion made by Nina Ainslie and seconded by Brian Schmidt it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library will table the
Honeywell Project and look at other options. Motion passed. P906. 05/18/2010.
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Adult Services Remodel
Joe will have the architect come in June to go over the Adult Remodel Project with the
Board. This project will change the Information Services desk area and adds another
silent study and meeting room, changes the media collection area and adds a TV and
magazine area. It will also change signage and add more electrical outlets. The project
cost will run approximately $200,000.00
FINANCIAL REPORT:
We are 1/3 of the way through the year. We are on target with our expenditures for the
year. Mary Shaffer asked about our trash service provider and she also asked about
our story time line usage.
STATISTICAL REPORT:
Circulation has def'mitely increased in adult materials. Part of that increase is the
media use. The Library as a whole has been busier this year.
LIBRARIAN'S REPORT:
Joe will be on vacation May 28th through June 7th. The Library is sponsoring an act at
the festival with a lower cost to the Library this year than last. Joe also answered
more questions about the Energy Improvement Program.
BOARD COMMENTS:
10-20 On a motion made by Mary Shaffer and seconded by Sandie Johnson it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library adjourn at
8:26 a.m. Motion passed. P907. 05/18/2010.
Secretary, Brian Schmidt
Date 05/18/2010
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Salina Public Library
REVENUE/EXPENDITURE REPORT
MAY 2 10 2 3 4 5
May Jan-May 2010 Budget $ Over Budget % of Budget
ome
305 . APPROPRIATIONS 1,057,167.57 1,988,344.00 -931,176.43 53.17%
310. UNENCUMBERED CASH BAL REVYR 300,005.00 167,306.00 132,699.00 179.32%
315 . INTEREST INCOME 84.94 574.34 2,000.00 -1,425.66 28.72%
316 MISC. INCOME 0.00 434.52 0.00 434.52 100.0%
Total Income 84.94 1,358,181.43 2,157,650.00 -799,468.57 62.95%
Expense
410. SALARIES 107,935.95 556,487.33 1 ,430,650.00 -874,162.67 38.9%
412. PERIODICALS-REFERENCE 3,256.29 9,440.59 30,000.00 -20,559.41 31.47%
415. LIBRARY MATERIALS
02-415. YOUTH SERVICES 3,796.45 21,778.31 45,000.00 -23,221.69 48.4%
05-415INFORMA TION SERVICES/CAMP~EL,L 450.47 2,224.81 10,000.00 -7,775.19 22.25%
08-415. ADULT COLLECTION 5,658.66 36,054.66 88,000.00 -51,945.34 40.97%
Total 415 . LIBRARY MATERIALS 9,905.58 60,057.78 143,000.00 -82,942.22 42.0%
416 . INFORMATION TECHNOLOGY 1,230.00 9,967.99 27,000.00 -17,032.01 36.92%
417. LIBRARY MAT Audio-Visuals 7,168.98 31,871.57 100,000.00 -68,128.43 31.87%
420 . SUPPLIES 527.40 6,330.63 16,000.00 -9,669.37 39.57%
425. POSTAGE 17.35 2,827.09 16,000.00 -13,172.91 17.67%
430, WATER 325.76 1,431.08 6,000.00 -4,568.92 23.85%
435, LIGHT & HEAT 7,980.93 38,263.00 96,000.00 -57,737.00 39.86%
440 . TELEPHONE 429.29 2,234.26 6,000.00 -3,765.74 37.24%
445 . REPAIRS & MAINT 2,442.02 13,022.05 42,000.00 -28,977.95 31.01%
.450 . FURNITURE & EQUIPMENT 788.96 2,232.32 7,000.00 -4,767.68 31.89%
460 . STAFF DEVELOPMENT & TRAVEL 941.02 9,249.68 18,000.00 -8,750.32 51.39%
465 . ACCOUNTING 420.00 5,213.00 6,000.00 -787.00 86.88%
470 . INSURANCE 164.50 6,018.62 26,000.00 -19,981.38 23.15%
475 . PROGRAMS & PROMOTIONAL 1,250.57 10,296.05 30,000.00 -19,703.95 34.32%
485 . AUTOMATION 6,274.94 24,308.54 72,000.00 -47,691.46 33.76%
505 . CONTINGENCY 107.00 1,078.92 36,000.00 -34,921.08 3.0%
510. CAPITAL EXPENDITURES 50,000.00 -50,000.00 0.0%
Total Expense
-$151,081.60 $567,850.93
May Jan-May 2010 Budget $ Over Budget % of Budget
Income
305-2 . APPROPRIATIONS (EMP BEN) 196,910.58 367,083.00 -170,172.42 53.64%
310-2' UNENCUMB CASH BAL PREV (EMP B) 91,927.00 36,859.00 55,068.00 249.4%
Total Income Employee Benefit 288,837.58 403,942.00 -115,104.42 71.51 %
Expense
760, SOCIAL SECURITY TAXES EMPLOYER 7,472.28 38,621.47 109,460.00 -70,838.53 35.28%
765 . KPERS EXPENSE EMPLOYER 5,696.12 32,975.05 84,755.00 -51,779.95 38.91 %
770 . UNEMPLOYMENT INS EMPLOYER 97.44 503.63 1,430.00 -926.37 35.22%
775 . HEALTH INSURANCE EMPLOYER 14,088.50 72,344.50 201,997.00 -129,652.50 35.82%
780 . WORKERS COMP INSURANCE 0.00 1,677.00 6,300.00 -4,623.00 26.62%
Total Expense Employee Benefit 27,354.34 146,121.65 403,942.00 -257,820.35 36.17%
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SALINA PUBLIC LIBRARY
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Chat:
On-line Ask a Librarian
Program Attendance:
Info Services Question.
Interlibrary Loans:
It!c.hij()~9gy;~eri~r~~~1
Internet Users: 5,380
Microsoft Office: 28
Computer Students: 241
Digital Design: 39
1:'1 ~~t!1:;;ser{i~.~~.:g~p,.at~me.!ll~~.l~:~t;g!~j}~?~~~iJ~1
Program Attendance: 370
Game Computers & Software Use: 82
Internet Use: 563
Total Group Visits: 2
Outreach: 6
Ci~cul.a\iQ',.i':9fM~~~i.ls;tt.:';:.;~\~~;:~~:!;itt~:i;';xt;',i"it},;) MAY, 10. MAY 09 ~. .
Adult Materials: 35,078 25,472
Adult Renewals: 3,068 1,486
Youth Services Materials: 17,632 15,887
Youth Services Renewals: 1,437 642
WebCat Renewals: 1,901
Total Circulated: 57,215 45,388
20
5
179
2,330
266
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Adult Borrowers:{includes V.S.)
Child Borrowers:
New Library Cards:
Adult:
Youth Services
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Materials Reserved:
ICone~tiornVl.nagemerit .,..
Items Processed .
Adult:
Youth Services:
Total:
Monthly
831
548
1,379
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6,816
1,395
206
162
1,474
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3,963
2,159
6,122
Monthly Activity
Report
MAY 2010
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Activities:
Contacts:
Homebound:
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21
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Sessions: 8
Participants: 122
1.1:)U.~II~c:R~r~ti9QSO ~c.~h'Jtl~,i;\/~Wi;(\';: I
Press Releases: 14
External Contacts: 6,119
Internal PR: 115
"::1K';';~,,,:~,;:::; ~)i;)']P'., 1 Q'.",~(;'i~O:9..~;~'jfJ'511.H,;";~');j~c:'~;~
176,339 128,903
16,465 7,971
78,841 77,356
7,401 4,811
9,967
279,046 229,008
5,207
1,310
. 30,901
6,171
25,905
6,127
225
139
1,041
563
1,151
581
1,747 7,145
I MeetlrigRoorn Use: ..' .,
9,154
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Prescott Room:
Small'Conference Rm:
Tech Center Conf Rm:
Learning Center:
MonthlY
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33
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202
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115
307
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Librarian's Report
At this time of year, the big story is always about how busy we are with summer reading. Youth
Services has been checking out a ton of books and have signed up over 1400 kids and around
725 teens. Programs have been popular. Around 45 people attended the social to kick off the
adult summer reading program and they have over 200 enrolled for reading and prizes. All of
this just brings people in to the building and while not everyone comes every day, it's nice to
imagine more people reading every day at home. Circulation for the first week was over 13,000,
not counting the self-check units which would add another 3-4,000 items. KristiHansen reports
that all of this added business has not added many problems. Circulation in May was up 26%
over last May, and we noticed that increase in people coming in as soon as school let out.
Larry Allen, our custodian, has started painting the Information Services office in preparation for
the installation of their new workstations in 2 weeks. It will look better and be more functional.
Mark Regier, architect with Jones-Gillam, will be on the -agenda to present the final plans for the
adult services remodel. I've tried to keep you informed of our slow progress on this project. If
you like the plans, we would put them out for bid. We would open the bids in around 30 days
and ifbids'seemed reasonable, we would award a contract for construction. I have no idea how
long the work would take, but it could start in late summer or early fall. Note, the change in
location for our June meeting - we will convene around the large conference table in Information
Services so that you can see the space we-have been planning to update.
Betty Benson retired from work in Youth Services at the end of May. Chelsie N eihouse started
working full time in May. Also, working this summer are Stephanie Johannes, Jennifer Riordan
and Danton McDiffett. It helps to have extra help-during this busy time.
Reminder: The libraryis a festival supporter and participant. We'll sponsor the Bugs and
Balloons act this year, plus have apres.ence with the Get Caught Reading activity. We're posting
the clues for the medallion search at the library. We have an art installation at our north entrance.
Budget: We'll go over preliminary numbers at the June meeting. It). June, we might have a
strategy for whatever happens with the valuation of property. I think we'll be able to carry over
sufficient funds to keep the mill levy flat or nearly so, plus transfer some money into the capital
improvement fund. I would recommend a 2% salary increase for employees. And, June would be
a good time to decide that figUre since it is the largest line item. And, we'll try to build up our
materials budget and capital improvement transfer over the next few years. Our finances for this
year seem to be right on track - utilities are just under 40% spent. -
I know the May meeting was unusually long and arduous. Thanks for your serious consideration.
June should not be as long, but we'll want to discuss the budget and the adult remodel at length.
Let me know if you have questions or comments.
Joe McKenzie
Library Director