04-19-2011 Minutes
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-935-
The regular monthly meeting.ofthe Salina Public Library Board of Trustees was held at 7:00
a.m. on Tuesday, April 19, 20 II, in the Learning Center.
The following Board members were present: Sandie Johnson, Karma DeForest, Mary Bender,
Sheldon Lilak, Karen Bonar, Brian Schmidt and Mary Shaffer. Others present were Joe
McKenzie, Sandy Wilcox, Kristi Northcutt and Mike Wilson observer for the League of Women
Voters.
Sandie Johnson called the meeting to order. Sandie expressed thanks to Sheldon Lilak for his
years of service to the Board.
MINUTES:
Sandie Johnson asked for any changes or additions to the March Board meeting minutes.
11-07 On a motion made by Sheldon Lilak and seconded by Karma DeForest it was
RESOL VED THAT: The Board of Trustees of the Salina Public Library approves the minutes
of the March Board meeting as written. Motion passed. P.935. 04/19/2011
PUBLIC COMMENTS:
None
FRIENDS OF THE LIBRARY
The Friends met on April 12 at 5: 15. They are giving out three scholarships this year, all to
students of South High. They are trying to decide on whether to have their book sale once or
. twice a year.
ORIENTATION: Kristi Northcutt, Public Relations Coordinator
Kristi spoke to the Board about the Library's marketing plan. She mentioned all the activities
going on at the library this month and how she markets them. She works closely with all
departments at the Library to accomplish getting the word out for programs. She has to put a
lot of the library information online on several different websites. She also has the challenge of
marketing to many different age groups. She is responsible for designing the CLASS catalog.
Kristi also works with Melanie putting information on our website. We are also thinking of a
mobile interface for our web page.
Kristi has received a scholarship through the Friends to become a certified marketing
professional. through LERN. Kristi also answered questions from the Board.
-936-
DISCUSSION/ACTION:
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Policy Update
Loan Periods- 2nd reading
Discussion was held on this policy.
11-08 On a motion made by Karma DeForest. and seconded by Mary Shaffer
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the Loan
Limits Policy changes upon 2nd reading. Motion passed. P.936. 04/19/20]]
Borrowing Limits - 2nd reading
Discussion was held on this policy.
11-09 On a motion made by Sheldon Lilak and seconded by Karen Bonar it was
RESOL VED THAT: The Board of Trustees ofthe Salina Public Library approves the
Borrowing Limits Policy changes upon 2nd reading. Motion passed. P.936. 04/19/2011
Nominating Committee
Mary Shaffer presented the committee's recommendation for officers:
President: Mary Shaffer
Vice President: Karrna DeForest
Sec/Treas: Mary Bender
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II-lOOn a motion made by Karen Bonar and seconded by Brian Schmidt was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
committee recommendations. Motion passed. P.936.04/19/2011
FINANC]AL REPORT:
Joe handed a summary page of the audit and the monthly financial reports. We are on track
for the year. We are running just a little bit slow on acquisitions this year due to Information
Services staff trying to cover the desk while short staffed. Sandie went over several line items
with other Board Members.
STATISTICAL REPORT:
Adult Circulation has begun to slow down some. We circulated 58,000 items this March down
from 60,000 items last year. We had an increase in CLASS participants in March. 760 people
are enrolled in CLASS. Inforrnation Services questions are also up this year from last.
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-937-
LIBRARIAN'S REPORT:
Joe handed out the Red Zone Report for the Board to review. This is a document we use to try
to plan future retirement budget implications. The Poetry Series continues to have very good
attendance. CKLS is having their spring assembly May 11th. We had several staff attend the
KLA conference in Topeka last week.
NEW BUSINESS:
Mary Bender asked if their would be a better meeting time. She stated that if the meetings get
over by 8:00 a.m. she can manage. Karen Bonar also asked if the Library has a disaster plan in
case of Tornado or Fire. Joe said we do have our catalog backed up in a safe location.
THE BOARD ADJOURNED INTO EXECUTIVE SESSION
II-lIOn a motion made by Karma DeForest and seconded by Brian Schmidt it was
RESOL VED THAT: The Board of Trustees of the Salina Public Library adjourn into executive
session at 7:59 a.m. for ten minutes. Motion passed. P. 937. 04/1912011
Discussion was held on the Director's evaluation.
11-12 On a motion made by Karma DeForest and seconded by Brian Schmidt it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library adjourns out of
executive session at 8:09 a.m. Motion passed. P.937. 04/19/2011
11-13 On a motion made by Karen Bonar and seconded by Karma DeForest it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library will have the current
Board President and incoming Board President review the Director's evaluation with him.
Motion passed. P. 937, 04/19/2011
11-/4 On a motion made by Brian Schmidt and seconded by Karma DeForest it was
RESOL VED THAT: The Board of Trustees ofthe Salina Public Library adjourn at 8:12 a.m
Motion passed. P. 937. 04/19/2011.
ADJOURNMENT: There being no further business to come before the Board, the meeting was
adjourned at 812 a.m.
~.A.~
Recorder, Sandra Wilcox
Secretary/Treasurer
Date 04/19/20 Ii
Salina Public Library
REVENUE/EXPENDITURE REPORT
APRIL 2011
1 2 3 4 5
April Jan-April Budget $ Over Budget % of Budget
Income
305. APPROPRIATIONS 1,139,635.62 2,029,368.00 -889,732.38 56.16%
310 . UNENCUMBERED CASH BAL REV YR . 193,893.00 -193,893.00 0.0%
315. INTEREST INCOME 110.26 452.03 1,500.00 -1,047.97 30.14%
316 MISC. INCOME 0.00 0.00 0.00 0.0%
Totallncome 110.26 1,140,087.65 2,224,761.00 -1,084,673.35 51.25%
Expense -
410. SALARIES 109,404.92 432,785.02 1,437,761.00 -1,004,975.98 30.1%
412. PERIODICALS-REFERENCE 3,910.89 5,709.68 28,000.00 -22,290.32 20.39%
415. LIBRARY MATERIALS
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02-415' YOUTH SERVICES 3,878.17 14,295.37 47,000.00 -32,704.63 30.42%
05-415 INFORMATION SERVICES/CAMPBELL 393.82 1,898.65 10,000.00 -8,101.35 18.99%
08-415 . ADULT COLLECTION 9,048.00 22,098.05 93,000.00 -70,901.95 23.76%
Total 415 . LIBRARY MATERIALS 13,319.99 38,292.07 150,000.00 -111,707.93 25.53%
416. INFORMATION TECHNOLOGY 3,454.99 28,000.00 -24,545.01 12.34%
417 . LIBRARY MAT Audio-Visuals 10,002.41 26,033.37 106,000.00 -79,966.63 24.56%
420 . SUPPLIES 953.30 3,578.38 16,000.00 -12,421.62 22.37%
425. POSTAGE 5.22 674.11 12,000.00 -11,325.89 5.62%
430. WATER 262.18 982.49 6,000.00 -5,017.51 16.38%
435, LIGHT & HEAT 8,325.52 31,760.53 100,000.00 -68,239.47 31.76%
440 . TELEPHONE 432.27 1,935.21 6,000.00 -4,064.79 32.25%
.45 . REPAIRS & MAl NT 4,734.43 15,899.23 42,000.00 -26,100.77 37.86%
50 . FURNITURE & EQUIPMENT 526.78 5,068.78 6,000.00 -931.22 84.48%
460' STAFF DEVELOPMENT & TRAVEL 2,407.42 4,616.42 15,000.00 -10,383.58 30.78%
465 . ACCOUNTING 24.96 4,624.96 6,000.00 -1,375.04 77.08%
470 . INSURANCE 2,082.12 5,767.62 19,000.00 -13,232.38 30.36%
475 . PROGRAMS & PROMOTIONAL 2,407.15 10,291.01 31,000.00 -20,708.99 33.2%
485 . AUTOMATION 1,096.22 21,070.15 71,000.00 -49,929.85 29.68%
505 . CONTINGENCY 256.92 1,689.17 25,000.00 -23,310.83 6.76%
510. CAPITAL EXPENDITURES 120,000.00 -120,000.00 0.0%
Total Expense 160,152.70 614;233.19 2,224,76J .00 -1,610,527.81 27.61%
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-$160,042.44 $525,854.46
April Jan-April Budget $ Over Budget % of Budget
Income
305-2' APPROPRIATIONS (EMP BEN) 179,197.79 320,621.00 -141,423.21 55.89%
310-2' UNENCUMB CASH BAL PREV (EMP B) 81,855.00 -81,855.00 0.0%
Total Income Employee Benefit 0.00 179,197.79 402,476.00 -223,278.21 44.52%
Expense
760. SOCIAL SECURITY TAXES EMPLOYER 7,411.96 30,153.10 109,979.00 -79,825.90 27.42%
765 . KPERS EXPENSE EMPLOYER 6,289.12 28,012.26 92,000.00 -63,987.74 30.45%
770 . UNEMPLOYMENT INS EMPLOYER 96.54 392.60 1,437.00 -1,044.40 27.32%
775, HEALTH INSURANCE EMPLOYER 14,714.00 58,856.00 191,861.00 -133,005.00 30.68%
780 . WORKERS COMP INSURANCE 1,543.00 7,200.00 -5,657.00 21.43%
Total Expense Employee Benefit 28,511.62 118,956.96 402,477.00 -283,520.04 29.56%
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Page 1 of 1
II!lJgrmation. Servi~es' " ; , J ' .
Chat:
On-line Ask a Librarian
Program Attendance:
Info Services Question
Interlibrary Loans:
I :r.~~J:!ij9!ggY~C;~!!t!l:t~:1
Internet Users: 4,768
Microsoft Office: 6
Computer Students: 54
Digital Design: 15
1'f9~!h\seiYi~es' [)!lP,ar:!me~.t"";"i'i"1".ti' .1
Program Attendance: 174
Game Computers & Software Use: 106
Pre-School Computers 580
Internet Users: 972
Total Group Visits: 2
Outreach: 3
Ci@latiC!h9fMlItl!r!als'~:',1f'"r\:.. j.:,.;' ):~A!'RIl:f.11:TAPRII,.'1.0
Adult Materials: 32,074 31,723
Adult Renewals: 3,159 3,287
Youth Services Materials: 13,466 13,726
Youth Services Renewals: 1,730 1,510
Total Circulated: 50,429 50,246
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SAUNA PUBUe Ll8RARY
, I
22
4
62
2,962
462
.
Adult Borrowers:(includesY.s,)
Child Borrowers:
New Library Cards:
Adult:
Youth Services:
6,289
919
199
66
.
Materials Reserved:
IC()lIe~tioi1;Manageinent:!""
Items Processed
Adult:
Youth Services:
Total:
1,592
;,,:;,',';,5;',,'!';<I,,' ..s',<,\i. >: I
Monthlv YTD
834 2,868
392 1,619
1,226 4,487
Monthly Activity
Report
APRIL 2011
l~lItre.ach';
Activities:
Contacts:
Homebound:
'. . '~'. . .. "
C", ",j;",j,"'_ '\':~~:'::.",)~ ".,"
5
3
23
I ~,b~~~..,r~-i:~-~;g..~;i5~:~'~;5~_~~1' },~~, l;t~~~.-:_;~l1";:~~:i~
Sessions: 56
Participants: 862
I ~Al:>li<: Reliltio!l.sA~ti-.:itieseX'~:"!~i I
Press ReI/Articles/Ads!PSAs: 24
External Contacts: 10
Internal PRo 7
>''';'';''';:,'('1'0. .11;,<"" YTO.1 0;~;i1':"'''':
132,348 141,261
13,344 13,397
62,138 61,209
7,486 5,964
215,316 221,831
6,319
998
25,178
4,237
24,085
4,776
191
81
893
387
835
401
~'~:';5:.~- 'r"
',';>'"
1,428 6,661 5,717
1M t" R 'U ."., ,,'. .. ...,....., I
ee m.9 . oom' se~'{:'i",:"-\:'~e"': j-'. ,;"-, .i~;';'-, "'1'","\.',,-;.\\
" ,... __"" ,i,'':''- ..\,',..'..,:JL,,-,,' ';.~"'. .', '.'-', '-".'.""_ '''0" '.
Prescott Room:
Small Cant Rm 1 & 2:
Tech Center Cont Room
Learning Center 1 & 2
Monthlv
24
51
25
45
YTD
180
120
87
181
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Librarian's Report - May 2011
Please note that we'll be meeting in an alternate location again - Youth Services. Since Kristi
Hansen will be joining us this month, I thought it would be appropriate to get everyone
downstairs to the lower level for a change. Kristi will tell you all you need to know about the
busy summer. She has signed up over 900 teens so far with trips to area schools.
Sandy has researched the use of Survey Monkey for use with the annual evaluation. They have
many options, but we may choose the month to month option in which we are not limited by the
number of questions and can get out at any time. This would be for both staff and board to
evaluate my performance. We will consider timing it for use with a patron survey.
Budget: I've put a preliminary discussion of next year's budget on the agenda since I've started
that planning. At this time, we usually look for direction - flat/up/down, etc. I'll try to have some
info ready on recent budget history. There is no reason to believe that the local economy and
property valuations have strengthened. They are factors in our discussions. Generally, we will
have a lengthier discussion in June with some preliminary numbers and their effect on the mill
levy, so that by the July meeting we have a recommendation on paper to publish in the paper.
Celebrate Salina: Our advisory board for this community project met in early May. Lori
Berezovsky is managing the process. We've put out the word for quotes on logo work and have
gotten rights to a web site domain name. Wehope to be ready to launch in the fall.
Security: We're taking a few more steps. We'll add one more interior locked door to a storage
and staff area. We'll keep a light on in Prescott Room with door open. We'll add a buzzer and
peep hole to back door for deliveries. The radios are working well. Incidents have been minor.
Emergencies: We've had one use of our tornado procedure this year. The staff does a great job
with that. We're updating procedures with plans for monthly practice or reminders. This will
include fire, flood, bomb, terror and severe medical. Dept. Heads reviewed and discussed them.
We are'close on the graphics for the van. I met with Kristi Northcutt this month. She has a design
from Sign House that is colorful and informative. We think it needs less words and more
graphics. She will research it some more and try to get back to their designer with ideas.
I've enclosed a copy of the CLASS stats for the spring. Lisa Newman, CLASS Coordinator, is
already busy developing the Fall catalog of classes. I really believe lifelong learning will
continue to be a part of our identity and service in the future.
Thanks for your help. Hope you find your time with the Library Board to be interesting and a
great way to serve Salina. Let me know if you have questions or suggestions.
Joe McKenzie
Library Director