Board Meeting Materials – 2018, August 13


Board Meeting Materials – August 13, 2018

Take me to the Agenda.
Take me to the Minutes.
Take me to the Financial Report.
Take me to the Administrator Report.

Agenda

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
WILD Governing Board Meeting
MONDAY, August 13, 2018 at 1:30 p.m.
at the Wakulla County Public Library
4330 Crawfordville Highway, Crawfordville, FL 32327

• Changes to Agenda
OLD BUSINESS:
• Minutes from the April 2018 meeting-vote
• Financial Report-vote
• Administrator Report
NEW BUSINESS:
• Renewal of Bywater Solutions contract for Koha Library Automation System
• Approval of FY 2018-2019 State Aid Agreement
• Approval of 2018-2023 Long-Range Plan
• FY 18-19 Budget/Budget Committee
Other Business
• Franklin, Jefferson, and Wakulla Director Reports
Adjournment
Next Meeting will be Monday, October 8, 2018 at WCPL at 1:30 p.m.
Enclosures:
• Agenda 08-13-2018
• Financial Report – July 2018
• Minutes- April 2018
• Administrator Report – July 2018
• Long-Range Plan- 2018-2023
• Proposed Budget 2018-2019
• State Aid Agreement 2018-19

Minutes 4/9/2018

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
Governing Board Meeting Minutes
Monday, April 9, 2018, 1:30 p.m.
Community Room of the Wakulla County Public Library
4330 Crawfordville Hwy, Crawfordville FL 32327

Board Members present: Nancy Wideman, Marilyn Lewis, Ellen Ashdown, Chuck Hess, Dick Bailar. Board Members absent: Sharon Rider. Others Present: Pat Gilleland, Natalie Binder, Lisa Lance, Keith Dean, Richard Powell, Friedel Bailar.

Nancy called the meeting to order at 1:30 p.m. She asked if there were any additions to the agenda, and there were none. Dick moved to approve the minutes from the December 2017 meeting, Marilyn seconded the motion, and the motion was approved. Nancy asked Pat for any comments on the Financial Report. Pat said that there were two items of note: WILD has received an extra $1,467 in our State Aid to Libraries grant check because of changes in this year’s funding formula, and Pat and Jonathan are exploring ways to reduce telecommunications expenses now that the Federal Government has announced they will no longer reimburse libraries for telephone service. Keith noted that the financial statement reflected expenses through the end of February- which is just under halfway through the fiscal year- and commented that the only categories in which over 50% of the allocated funds have been spent are those categories in which expenses were prepaid earlier in the year such as postage, subscriptions, and contractual expenses. Marilyn asked whether any further consideration had been given to hiring an additional employee to fill Amanda’s position. Pat replied that she believed the work load is not heavy enough to justify hiring an additional person at this time, and that the cost of adding another employee would necessitate reducing the amount of funding going to services to the County libraries. Keith added that over the past few years WILD has gradually moved away from spending its appropriation on staff and more toward items of direct benefit to the County libraries, such as subscriptions, ebooks, and travel for library staff. Marilyn asked whether there is a possibility of increased State Aid in the near future, and both Pat and Keith indicated that they thought the possibility was remote. Dick moved to accept the financial report, Marilyn seconded the motion, and the motion was approved.

Nancy asked Pat for any comments on the Administrator Report. Pat summarized the highlights of the report, explaining that PLAN had volunteered to pay the cost of Warren Graham’s program for Staff Development Day because he is so highly regarded as a library security expert. Pat also mentioned that the next meeting in August will be the meeting where the Board votes on the State Aid grant agreement. Dick asked whether the August meeting would also include voting on next year’s budget, and Pat said the budget vote would be at the October meeting. Dick asked whether the Board could form a subcommittee to determine the amount to include in raises for the staff, and Nancy said they would consider it at the next meeting. Dick moved to accept the Administrator Report, Marilyn seconded the motion, and the motion passed.

Richard Powell from Powell and Jones presented the annual audit. He complimented Pat and Keith for accommodating his firm by agreeing to send the records to Powell & Jones at their office instead of needing a site visit from the auditors. Richard went through the various sections of the audit, and explained the essential information on pages 12-14 about the governmental fund. WILD expended almost the same amount of revenues it took in, so the financial position at the end of 2017 compared to 2016 is basically identical. He commented that the largest section of the audit, pages 22-37, consisted of standard language required by the State regarding the obligations of agencies toward the Florida Retirement System. Richard said he was pleased to note that there were no reportable findings in the current year, there were no reportable findings for the previous year, there were no deteriorating financial conditions, and he again he thanked the Wilderness Coast staff for their cooperation during the preparation of the audit. Dick moved to approve the audit, Marilyn seconded the motion, and the motion passed.

Franklin made the first Directors Report. Lisa reported that they had installed new servers, had begun a teen book club, participated in the Carrabelle Culture Crawl, and are continuing their Music as a Second Language program. Attendance has doubled at Carrabelle during the past year, and attendance at Eastpoint has increased 70%. The Friends had great success with their Soup and Bread Sale fundraisers. The mobile mammogram unit from the Department of Health will be coming to visit the Libraries soon. FCPL installed their first memorial Little Free Library on St. George Island.

Natalie reported that Courtney Nicolou, the returning Youth Services Librarian, has already finished setting up and scheduling Summer Reading activities. The Library has also arranged to host a NASA exhibit of moon rocks. Courtney has completed the special training required in order to be able to handle the moon rocks. Natalie has been working with Chief Mosely of the Monticello Police Department to coordinate the security required by NASA. The library now has a Teen Uno club, which meets after school in the Teen Room. The Literacy Grant has been renewed for 3 more years while the county works to provide sustainability for the programs and services provided in the grant. The Friends have agreed to award a gift certificate to staff members who complete a professional development workshop or course. In order to facilitate this process, Natalie has purchased a subscription to Freyer Learning and is working on matching up staff with their areas of interest in professional development. JCPL has purchased a new irrigation system for the community garden, a new book drop, and new security cameras for the parking lot.

Robyn missed the meeting due to illness, so Nancy read the Wakulla report. AARP Tax Prep has faithfully been coming to the Library every Saturday between January and April. WCPL hosted their 2nd annual Take Your Child To The Library Day in February. The Little Free Libraries have been installed in St. Marks, Panacea, Wakulla Station, the Recreation Park, and Sopchoppy. All of the Little Free Libraries have volunteer stewards who live in the area where they are installed, and the stewards are making sure that the Libraries stay neat, tidy, and full of books. The Library celebrated Dr. Seuss’ Birthday on March 2 with themed snacks, stories, and crafts. The first Storytime in the Park for 2018 was held on April 6. The weather cooperated and they had a great turnout. Robyn has been awarded a PLAN scholarship to attend the American Library Association Annual Conference in New Orleans, and has registered to attend the Association of Rural and Small Libraries Conference in September. On April 12, the Library will be hosting their Second Annual Peeps Smore’s Roast to celebrate the end of their Peeps Diorama Contest. On Friday, May 4, they will be hosting a Star Wars night with themed snacks, prizes and a showing of “The Last Jedi.” On Friday, June 8, the Library will be hosting the opening of the National Library of Medicine’s traveling exhibit “Harry Potter’s World: Renaissance Science, Magic, & Medicine”. They will also show the movie “Harry Potter and the Sorcerer’s Stone”.

With no further business, the meeting was adjourned at 2:20 p.m.

Financial Report 7/31/2018

Year to Date Income Year to Date
Budget
Year to Date
Variance
Revenues
State Grant $               317,179.00 $               315,712.00 1,467.00 100%
Interest Income 9.57 0.00 9.57 100%
State Aid roll-over 133,395.00 133,395.00 0.00 100%
Total Revenues 450,583.57 449,107.00 1,476.57 100%
Expenses
Salaries 106,055.48 140,000.00 (33,944.52) 76%
OPS (Salaries) 0.00 2,000.00 (2,000.00) 0%
FICA 8,112.95 10,000.00 (1,887.05) 81%
Retirement 14,627.80 20,000.00 (5,372.20) 73%
Health Insurance 14,544.86 16,000.00 (1,455.14) 91%
Workers Compensation 520.50 1,000.00 (479.50) 52%
Unemployment 0.00 104,000.00 (104,000.00) 0%
Professional Services 7,487.94 8,500.00 (1,012.06) 88%
Contractual Expenses 7,708.40 10,707.00 (2,998.60) 72%
Travel 6,780.74 18,000.00 (11,219.26) 38%
Communications 6,202.16 9,100.00 (2,897.84) 68%
Postage 9,062.74 9,700.00 (637.26) 93%
Rent 13,275.00 18,100.00 (4,825.00) 73%
Insurance 5,229.50 7,400.00 (2,170.50) 71%
Maintenance 892.03 4,000.00 (3,107.97) 22%
Other Expenses 1,240.00 3,000.00 (1,760.00) 41%
Office Supplies 353.34 1,000.00 (646.66) 35%
Operating Supplies 15,887.78 23,705.00 (7,817.22) 67%
Subscriptions / Memberships 3,269.94 5,500.00 (2,230.06) 59%
Equipment 5,375.94 12,000.00 (6,624.06) 45%
Books and Materials 12,587.82 25,295.00 (12,707.18) 50%
Total Expenses 239,214.92 449,007.00 (209,792.08) 53%
Net Income $               211,368.65 $                      100.00 211,268.65

Administrator Report

July 2018

Meetings Attended:

  • Emily Hart from the State Library reporting on Libraries and the Homeless program at ALA conference.
  • Jefferson County FY 18-19 budget hearing.
  • Panhandle Library Access Network Board Meeting in Panama City.

Events Attended:

  • NASA Lunar Rocks Program and reception at JCPL
  • WCPL author visit and STEAM program.
  • Harry Potter Summer Reading event at WCPL.
  • Tampa Taiko Drumming program at FCPL.

Other Activities of Note:

  • Pat prepared the proposed WILD budget for FY 18-19. The proposed budget is essentially the same as the 17-18 budget. WILD was awarded an additional $4,893 in funding due to redistribution of funding among library cooperatives.
  • Pat contacted the FSU College of Information about the possibility of a paid IT internship opportunity with WILD utilizing OPS funding. Having an intern would give WILD another trained IT professional to contact if needed when Jonathan is on vacation.
  • Pat ordered the final set of Little Free Libraries to complete WILD’s part of the project. Lisa will report on the further progress of the project as it is completed.
  • Pat worked with Jonathan McCaughan to improve WILD website accessibility features and meet new Special District requirements for websites. All the library cooperatives are comparing information and assisting each other with redesigning their web sites in order to comply with the new State regulations for Special Districts.
  • Jonathan and Pat finished setting up the new technical support reporting system (the software is called Spiceworks). We were forced to move to a cloud-based system when our server crashed in the Comcast outage earlier this summer. The rollout has been surprisingly smooth and we are all grateful for a smooth transition.

Cooperative Statistics :7/1/18 through 8/1/18):

Physical Items Circulated – 11,261 (up 14% over July 2017)

Electronic Items Circulated – 965 (up 48% over same period in 2017)

IT assistance requests-24

Mango Languages use – 25 sessions, 4 different languages

Chilton Auto Repair database- 36 sessions

Reminder:

The next WILD Board Meeting will be on Monday, October 8, 2018 at 1:30 P.M. See you there!

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