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12-18-2012 Minutes• -983 - The regular monthly meeting of the Salina Public Library Board of Trustees was held at 7:00 a.m. on Tuesday, December 18, 2012, in the Tech Center Conference Room. The following Board members were present: Karma DeForest, Mary Shaffer, Christi Manley, Mary Bender and Karen Bonar. Others present were Joe McKenzie, Sandy Wilcox, and Mike Wilson, observer from the League of Women Voters. Karma DeForest called the meeting to order MINUTES: Karma DeForest asked for any changes or additions to the November Board meeting minutes. 12 -43 On a motion made by Mary Shaffer and seconded by Mary Bender it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the minutes of the November Board meeting as corrected. Motion passed. P983. 12/18/2012 PUBLIC COMMENTS: None • FRIENDS OF THE LIBRARY no meeting this month DISCUSSION /ACTION POLICY UPDATES Rehiring: This policy was reviewed by the Board 12 -44 On a motion made by Mary Bender and seconded by Mary Shaffer it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the Re hiring policy upon 2nd reading. Motion passed. P.983. 12/18/2012 Mission: This policy was reviewed by the Board _ 12 -45 On a motion made by Mary Shaffer and seconded by Mary Bender it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the changes to the Mission policy upon 2nd reading. Motion passed. P.984. 12/18/2012 U n U -984- Art Exhibits: This policy was reviewed by the Board 12 -46 On a motion made by Karen Bonar and seconded by Sally Donatell it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the changes to the Art Exhibit policy upon 2nd reading. Motion passed. P.984. 12/18/2012 Security Alarms: This policy was reviewed by the Board 12 -47 On a motion made Karen Bonar and seconded by Sally Donatell it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the changes to the Security Alarm policy upon 2nd reading. Motion passed. P.984. 12/18/ 2012 TRANSFER TO CAPITAL IMPROVEMENT FUND Discussion was held on the Capital Improvement transfer. 12 -48 On a motion made by Christi Manley and seconded by Mary Shaffer it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves to • transfer into the Capital Improvement Fund an amount up to $80,000 once all the 2012 bills have been accounted for and paid . Motion passed. P.984. 12/18/2012 FINANCIAL REPORT: CLASS shows less income and more payouts this time of year. In the general fund we are close to the max of budgeted line in several categories. STATISTICAL REPORT: Still working on the format a little. LIBRARIAN'S REPORT: Joe informed the board that Sandie Johnson has sent a letter of resignation from the board. Sally Donatell suggested next meeting we sign a letter of thanks for her years of service on the board. Joe discussed the video "Run,Hide,Fight" about terrorist attacks in public buildings. Each library department will review their plans for evacuation. BOARD COMMENTS: Karma congratulated Joe on 35 years of service and thanked Mary Shaffer for presenting his award at the Christmas Party. • 0 -985- NEW BUSINESS: 12 -42 On a motion made by Christi Manley and seconded by Sally Donatell it was RESOLVED THAT: The Board of Trustees of the Salina Public Library adjourn at 8:00 a.m Motion passed. P985. 12/18/12. Sally Donatell Secretary Treasurer Date 12/18/2012 • • Sandra Wilcox Recorder Salina Public Library REVENUE /EXPENDITURE REPORT DECEMBER 2012 1 1 2 3 4 5 DECEMBER JAN -DEC 2012 Budget $ Over Budget % of Budget Income 305 - APPROPRIATIONS 0.00 1,983,433.70 1,974,148.00 9,285.70 100.47% 310 • UNENCUMBERED CASH BAL REV YR 218,566.00 209,383.00 9,183.00 104.39% 315 • INTEREST INCOME 10.30 303.69 1,300.00 - 996.31 23.36% 316 MISC. INCOME 0.00 0.00 0.0% Total Income 10.30 2,202,303.39 2,184,831.00 17,472.39 100.8% Expense 410 • SALARIES 113,869.35 1,346,848.86 1,442,831.00 - 95,982.14 93.35% 412 - PERIODICALS - REFERENCE 575.77 24,597.58 25,000.00 - 402.42 98.39% 415 • LIBRARY MATERIALS 02-415 • YOUTH SERVICES 2,587.97 36,211.25 45,000.00 - 8,788.75 80.47% 05-415 INFORMATION SERVICES /CAMPBELL 219.33 7,838.92 8,000.00 - 161.08 97.99% 08 -015 • ADULT COLLECTION 6,017.84 81,965.05 89,000.00 - 7,034.95 92.1% 10 -415 E BOOKS 1,217.45 18,593.06 20,000.00 - 1,406.94 92,97% Total 415 • LIBRARY MATERIALS 10,042.59 144,608.28 162,000.00 - 17,391.72 89.26% 416 - INFORMATION TECHNOLOGY 0.00 22,264.70 25,000.00 - 2,735.30 89.06% 417 - LIBRARY MAT Audio - Visuals 14,394.38 83,788.15 100,000.00 - 16,211.85 83.79% 420 - SUPPLIES 421.56 10,840.71 12,000.00 - 1,159.29 90.34% 425-POSTAGE 26.44 5,957.38 6,000.00 -42.62 99.29% 430 • WATER 275.96 12,398.41 6,000.00 6,398.41 206.64% 435 • LIGHT & HEAT 7,710.41 96,546.43 100,000.00 - 3,453.57 96.55% 0-TELEPHONE 437.73 5,686.45 6,000.00 - 313.55 94.77% 5 • REPAIRS & MAINT 3,371.41 35,597.32 48,000.00 - 12,402.68 74.16% 450 • FURNITURE & EQUIPMENT 421.00 2,869.41 6,000.00 - 3,130.59 47.82% 460 • STAFF DEVELOPMENT & TRAVEL 1,718.15 13,243.03 15,000.00 - 1,756.97 88.29% 465 • ACCOUNTING 0.00 5,966.27 7,000.00 - 1,033.73 85.23% 470 • INSURANCE 129.50 21,754.12 22,000.00 - 245.88 98.88% 475 • PROGRAMS & PROMOTIONAL 1,027.65 32,707.07 32,000.00 707.07 102.21% 485 - AUTOMATION 4,806.84 48,490.54 72,000.00 - 23,509.46 67.35% 505 • CONTINGENCY 950.29 4,490.99 18,000.00 - 13,509.01 24.95% 510 • CAPITAL EXPENDITURES 77,000.00 77,000.00 80,000.00 -3,000.001 96.25% Total Expense 237,179.03 :'1;995,655.70 ;2;184,831.00 °; - 189,175.30 91.34% - $237,168.73 $206,647.69 DECEMBER JAN -DEC 2012 Budget $ Over Budget % of Budget Income 305 -2 - APPROPRIATIONS (EMP BEN) 0.00 348,748.11 344,132.00 4,616.11 101.34% 310 -2 • UNENCUMB CASH BAL PREV (EMP B) 63,061.00 63,261.00 - 200.00 99.68% Total Income Employee Benefit 0.00 411,809.11 407,393.00 4,416.11 101.08% Expense 760 • SOCIAL SECURITY TAXES EMPLOYER 6,220.46 91,520.09 110,330.00 - 18,809.91 82,95% 765 KPERS EXPENSE EMPLOYER 7,914.08 92,144.98 99,211.00 - 7,066.02 92.88% 770 • UNEMPLOYMENT INS EMPLOYER 99.56 1,211.85 1,442.00 - 230.15 84.04% 775 • HEALTH INSURANCE EMPLOYER 12,912.00 158,116.00 191,110.00 - 32,994.00 82.74% 780 • WORKERS COMP INSURANCE 1,702.25 6,345.00 5,300.00 1,045.00 119.72% Total Expense Employee Benefit 1 28,848.35 349,337.921 407,393.00 -58,055.081 85.75% Page 1 of 1 BALI \A PUBI-U�.1_IBRARY Information Services DEC 2012 Chat: 0 On -line Ask a Librarian 4 Program Attendance: 17 Info Services Question 2,293 Interlibrary Loans: 327 Technology Center.: Rservations: 4,389 Wireless: 611 Computer Students: 31 Youth Services Department . Program Attendance: 1,434 Computer Use: 1,970 • Total Group Visits: 3 Outreach: 2 Monthly Activity Report DECEMBER 2012 Outreach .. DEC 2012 Activities: 6 Contacts: 3 Homebound: 20 Programming: 50 Building Use: 176 CLASS, 36,299 Sessions: 9 Participants: 137 Public Relations Activities Press Rel /Articles /Ads /PSAs: 12 External Contacts: 9 Internal PR: 2 Security , Visitors: 22,904 Incidents: 9 Alarms: 192 Circulation of Materials" DEC 2012 DEC 2011 `. YTD 2012 YTD 2011 Adult Materials: 26,129 34,356 398,257 424,370 Adult Renewals: 2,897 3,372 36,299 38,492 Youth Services Materials: 10,356 14,550 196,043 212,937 Youth Services Renewals: 1,509 1,740 19,356 21,369 e Library: 1,159 9,937 3,283 139 Total Circulated: 42,050 54,018 653,238 697,168 Adult Borrowers: (includes Y.S.) 2,778 8,377 Child Borrowers: 1,269 877 New Library Cards: 20,889 Adult: Meeting Room Use 186 Youth Services: Prescott Room: 134 Materials Reserved: Small Conf Rm 1 & 2: 1,558 974 Collection Management 23 324 Items Processed Monthly YTD Adult: ® 1,178 9,937 Youth Services: 139 4,701 Total: 1,317 14,638 Deleted: 698 20,222 5,961 885 77,888 76,346 13,011 14,208 208 3,019 2,778 61 1,420 1,269 1,746 21,898 20,889 Meeting Room Use Monthly yTij Prescott Room: 51 532 Small Conf Rm 1 & 2: 35 974 Tech Center Conf Room: 23 324 Learning Center 1 & 2: 10 375 Silent Study 1 & 2: 195 549 • Librarian's Report I thought we would start the new year with a quick tour of the facility. We'll schedule a meeting in the Learning Center later this year. I think it's important for you to be familiar with the building, so we'll go downstairs to see Youth Services picture books and the Prescott Room, staff lounge and then upstairs. It might take 10 -15 minutes. As I may have mentioned, staff have had two weeks of meetings and discussion of an Active Shooter procedure. If it were to ever happen, we wanted to have had a visualization of the possibilities to safely evacuate and some pre - thought on a secure hiding places. Staff has been great about it. They have been realistic, practical and helpful in sharing their concerns and ideas. Also, we purchased a simple hot or cold beverage container with the library logo for all staff. We wanted to do something at the conclusion of our RFID tagging marathon. We thought about shirts with the logo, but that can be complicated. This was simple enough and appreciated. We had a good discussion Monday with Department Heads on actions, projects and ideas that would make the coming year a success in each department. We will combine this with our mission team reports — I have 2 out of 3 of those. And, then we'll direct our energy and resources towards making these good things happen. Always, this is in addition to most of the usual programs and services that we do on an on -going or annual basis. • I did meet with Steve from the Rescue Mission. He is willing to talk, but not to take action to be more responsible for his residents during the day. He has budget and staff issues. I'll send a letter with suggestions on more community options for the Mission men. Some look for work, but they can't do that 30 hours a week. I think they can stay at the mission more often, go to the Y, go to the Salvation Army, take more classes at local schools, do volunteer work a few hours a day, walk the mall more, go to the Senior Center, hang out at the park, in local coffee shops — and do a better job of finding work. I know that may sound uncompassionate. I've explained to Steve Kmetz that we're trying to be open to all and have a welcoming, comfortable environment. I'm working on the updated Capital Improvement Fund for your consideration and review. I think we're on the right track with projects and need to keep in mind that we don't need to do something every year, but we are probably needing to build the fund up in order to be ready. I'll attach a copy of the 2013 budget for a reminder of the decisions you made last summer. Our general fund is up $70,000. Thank you. On the back of that sheet, I'll copy the materials budget for the coming year. Sandy has the financial audit lined up for January 22" d. She shares info with them on -line and then they come in and spend a full day making sure they understand our various funds. It's an interesting process and an opportunity for us to learn something too. As always, thanks for taking the time to serve on the library board. We have such a strong Board at this time and you are a big help. Let's have a productive and interesting year. Joe McKenzie Library Director