Board Meeting Materials – 2019, December 9


Board Meeting Materials – December, 2019

Take me to the Agenda.
Take me to the Minutes.
Take me to the Financial Report.
Take me to the Administrator Report.
Take me to the WILD Combined Annual Statistics 2018-2019.

Agenda

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
WILD Governing Board Meeting
MONDAY, December 9, 2019 at 1:30 p.m.
at the Wakulla County Public Library
4330 Crawfordville Highway, Crawfordville, FL 32327

  • Changes to Agenda
  • Introductions
  • Overview of mission

OLD BUSINESS:

  • Minutes from the October 2019 meeting-vote
  • Financial Report-vote
  • Administrator Report -Pat Gilleland

NEW BUSINESS:

  • Request to cancel Feb. 10 meeting – Pat Gilleland
  • Overview of Combined Statistics from Libraries-Pat Gilleland
  • Renewal of Administrator annual contract

        Other Business

  • Franklin, Jefferson, and Wakulla Director Reports

        Adjournment

Next Meeting will be April 13, 2020 at WCPL at 1:30 p.m.

Enclosures:

  • Agenda 12-9-2019
  • Financial Report – November 2019
  • Minutes- October 2019
  • Administrator Report – November 2019
  • 2018-2019 Combined Statistics for County Libraries

Minutes 10/14/2019

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
Governing Board Meeting Minutes
Monday, October 14, 2019, 1:30 p.m.
Conference Room of the Wakulla County Public Library
4330 Crawfordville Hwy, Crawfordville FL 32327

Board Members present: Marilyn Lewis, Juliane Shoup Dinkel, Ellen Ashdown (proxy), Chuck Hess. Board Members absent: Gene Hall. Others Present: Pat Gilleland, Natalie Binder.

Marilyn called the meeting to order at 1:30 p.m.

Old Business:

Julianne moved to approve the minutes of the last meeting as distributed. Chuck seconded the motion, and the motion passed. Marilyn asked Pat for comments on the Financial Report. Pat said this is the last financial report for the fiscal year. All categories except for equipment and travel will be spent out once the year-end expenses are calculated. Chuck moved to approve the financial statement, Julianne seconded, and the motion passed.

Pat then went through the Administrator Report, commenting on several areas. This is Pat’s last year on the Panhandle Library Access Board. In addition to budget meetings, Pat attended an excellent program on the topic of compassion fatigue at the Panhandle Public Library Cooperative’s Staff Development Day. She is working to secure a grant from the Panhandle Library Access Network to offer a similar program for the Wilderness Coast libraries in February.  Pat assisted the Library Directors with completing their respective applications for State Aid to Public Libraries. The first part of the application is due on October 1 and the second part is due on December 1. Pat has been doing most of the work in collaboration with the Franklin County Administrator to complete Franklin’s application since their new director has not begun work yet. Franklin’s new director will be Corey Bard from Riudoso, NM.

New Business:

Pat went through the combined budget, pointing out various areas where there is divergence between the amounts contributed by the different counties. Chuck reiterated that he felt like the Cooperative Office should move in to one of the libraries. After discussion it was suggested that this be put on the agenda for a future meeting. There was discussion of the fact that Jefferson is the only library in the Cooperative that meets the State standards for staffing, and it is also the only library in the Cooperative that meets the State standards for collections. There was a discussion of how the process of collection development works in public libraries.  Julianne moved to accept the combined budget, Chuck seconded the motion, and the motion was approved.  The Board moved on to consider the Annual Plan of Service for FY 19-20. This outlines the goals and objectives in the five-year plan and provides a framework for the activities the libraries in the Cooperative will be engaged in during the year. Julianne moved to approve, Chuck seconded the motion, and the motion was approved.

Ellen has volunteered to serve as incoming Vice -Chair, so Julianne moved to accept her nomination by acclamation. Chuck seconded the motion, and the motion was approved.

Directors Reports:

FCPL: Marilyn read the Franklin report that Ellen had submitted. Corey Bard from Ruidoso, NM has been hired as their new Director and will begin work on November 4. Both of their locations have had STEAM programs (Science, Technology, Engineering, Art, and Math), as well as programs on gardening, cooking, and yoga. Carrabelle had a LEGO club meeting for ages 5-12. Eastpoint had an Anime Club meeting, Storytime for ages 1-6, Teen Book Club meeting, a Book Chat program, and a Writer’s Forum. One of the Writer’s Forum participants has recently published a novel. Attendance for the STEAM programs has been strong. The Anime Club has a cosplay party (dressing up as your favorite character) this week. Whitney Nixon from the Eastpoint Branch reported that she has been impressed with the creativity of the kids who participated. Teen Book Club is currently in the middle of a reading challenge. When the teens reach 50 books, the Library will throw them a pizza party. They started in September and are already halfway to their goal.

WCPL: Chuck read the Wakulla report that Robyn had submitted. Robyn said they have been very busy getting ready for the Halloween Story Walk and Trick or Treat Trail. They will have 30 booths this year, which is the most they have ever had, and they are starting to attract large Tallahassee businesses like Harley Davidson. There have been a lot of candy donations coming in for this event. Jonathan recently got their new SenSource Patron Counter installed. It works through the Cloud and emails Robyn their weekly patron counts. They are averaging 1000 visitors per week. Heather and Rebecca have been invited to start attending a reading program in Panacea that 4H conducts. The program serves an average of 50 children every week. The chickens got a new coop upgrade. The original coop was having some issues so they invested in one that is not made of wood. The chickens are adjusting to it well.  They are squeezing in some additional shelving in order to accommodate the growing collection. They are adding to the DVDs, the audiobooks, the Large Print, Junior Fiction, Children’s, and are adding a section for Children’s DVDs.  Hopefully these additions will help the library get closer to the State standards for their population size. They have added a puzzle swap program and it has proved very popular. They are working to organize their holiday events. This year’s Christmas program will be themed on the classic Rudolph the Red Nosed Reindeer film. Thanks to Wilderness Coast, Robyn will be traveling to Columbus, OH and Dublin, OH this week to attend a workshop on library building projects. Her hope is that she will learn more about the design process but mostly will learn how to communicate with others to let them know what they need in a new library. She really appreciates the opportunity to attend the workshop, and asked the Board members to think of her when she has to be to the Tallahassee airport at 4:00 a.m. on Thursday.

JCPL: The library celebrated Hispanic Heritage Month with a Hispanic food tasting event. This was very popular with the community and attendance was high. As part of the library’s role as a community partner, Natalie went to Sarasota as part of the process to secure a Cultural Resources grant from the State to renovate the old Jefferson High School auditorium. The library held a “Ghostober” STEM program in preparation for Halloween. The children came in costume and used dry ice to create bubbles. Natalie discussed that thanks to Wilderness Coast she was going to be attending the Library Journal Directors Summit in November. This event is a smaller version of some of the larger national conferences and built around the theme of rebuilding the social fabric and the importance of libraries in this process.

With no further discussion, and a reminder that that the next meeting is on December 9, Marilyn adjourned the meeting at 2:34 p.m.

 

 

Financial Report 11/30/2019

 

Year to Date
Actual
Year to Date
Budget
Revenues
State Grant $              321,455.00 0%
Interest Income 2.61 0.00 100%
Total Revenues 2.61 321,455.00 0%
Expenses
Salaries 10,709.84 148,526.00 7%
OPS (Salaries) 0.00 2,000.00 0%
FICA 819.31 11,362.00 7%
Retirement 3,770.07 23,000.00 16%
Health Insurance 1,404.60 22,034.00 6%
Workers Compensation 0.00 1,200.00 0%
Professional Services 213.20 8,500.00 3%
Contractual Expenses 0.00 8,500.00 0%
Travel 1,397.12 9,000.00 16%
Communications 1,021.02 7,300.00 14%
Postage 10,211.00 11,200.00 91%
Rent 2,950.00 18,000.00 16%
Insurance 0.00 7,000.00 0%
Maintenance 248.18 5,000.00 5%
Other Expenses 278.00 3,000.00 9%
Office Supplies 0.00 1,000.00 0%
Operating Supplies 0.00 15,500.00 0%
Subscriptions / Memberships 3,383.65 4,900.00 69%
Equipment 0.00 4,000.00 0%
Books and Materials 790.05 10,433.00 8%
Total Expenses 37,196.04 321,455.00 12%

Administrator Report

October/November 2019

Meetings Attended:

  • Legislative Delegation Meeting
  • PLAN Board Meeting
  • Wilderness Coast Board Meeting
  • PLAN Annual Membership Meeting
  • Meeting with new FCPL Director
  • Wilderness Coast Directors Meeting
  • Statewide Public Library Directors Meeting
  • Wakulla Chamber Meeting

Other Events Attended:

  • Courtney Nicoulou going away event at Jefferson
  • Wakulla County Public Library Halloween Story Walk

Other Activities of Note:

  • Prepared and submitted application for State funding.
  • Prepared and submitted Franklin County’s application for State Aid to Libraries.
  • Assisted other County Library Directors with submission of their individual State Aid to Libraries grant applications.
  • Assisted with orientation of Franklin County Public Library Director.
  • Finished term as Chair of Panhandle Library Access Network Advisory Board, assisted PLAN staff with orientation of incoming officers.
  • Made arrangements for upcoming Staff Development program for county library staff.

Statistics 10-1-19 to 11-30-2019:

Physical Items Circulated – 17,121 – Increase of .6% from same period in 2018.

Electronic Items Circulated – 1832 – Increase of 5% from same period in 2018

IT Assistance Requests – 25

Mango Languages Database – 13 sessions

Chilton’s Auto Repair Database – 10 sessions

Reminder:

The next WILD Board Meeting will be on Monday, April 13, 2020. See you there!

 

 

WILD Combined Statistics 2018-19

COMBINED ANNUAL STATISTICS 2018-19 12/9/2019
WILD FRANKLIN CO. JEFFERSON CO. WAKULLA CO. ALL
# LIBRARIES: PUBLIC LIB PUBLIC LIB PUBLIC LIB TOTAL
PART I–GENERAL INFO
14 # OF CENTRAL LIBRARIES 0 0 0 0 0
15 # OF COOP MEMBERS 0 2 1 1 4
16 # BOOKMOBILES 0 0 0 0 0
17 TOTAL OUTLETS 1 2 1 1 5
18 SQ FEET 1,065 10,000 11,000 13,500 35,565
19 SERVICE HOURS/WEEK N/A 49 51 44 144
20 SERVICE SUNDAYS NO NO NO NO NO
21 PUBLIC SERVICE HOURS/YEAR N/A 4,284 2,624 2,187 9,095
22 HAS LIBRARY UPDATED BORROWERS YES YES YES YES YES
23 RESIDENT BORROWERS 0 3,015 9,787 7,729 20,531
24 NON-RESIDENT BORROWERS 0 396 7 80 483
25 TOTAL BORROWERS 0 3,411 9,794 7,809 21,014
26 NON-RES BORROWER FEE  N/A  $                10  $                30  $                10  N/A
PART II–STAFF
27 ANN SALARY DIRECTOR  $   63,336  $        35,000  $        50,000  $        48,000  N/A
28 MINIMUM SALARY BEGINNING LIBRARIAN  $   35,000  $        26,100  $        35,000  $        40,000  N/A
29 LIB MASTERS DEGREE-FTE 1 1 2 1 5
30 OTHER LIBRARIANS-FTE 0 0 0 0 0
31 TOTAL LIBRARIANS-FTE 1 1 2 1 5
32 OTHER STAFF-FTE 1.15 4.2 4.75 6 16.1
33 TOTAL STAFF-FTE 2.15 5.2 6.75 7 21.1
34 % STAFF HIRED THROUGH TEMP AGENCY 0 0 0 0
35 STAFF PAID BY OTHER AGENCIES 0 0 0 0
36 VOLUNTEER HOURS/YEAR 6 2,968 245 1,411 4,630
PART III–INCOME
37 LOCAL FUNDS-COUNTY  $             –  $     201,906  $     233,309  $      290,743  $         725,958
38 LOCAL FUNDS MUNICIPAL  $             –  $                 –  $                 –  $                  –  $                     –
39 TOTAL LOCAL FUNDS  $             –  $     201,906  $     233,309  $      290,743  $         725,958
40 STATE FUNDS  $ 323,458  $        66,121  $     207,774  $        97,877  $         695,230
41 FEDERAL FUNDS-LSTA  $             –  $                 –  $                 –  $                  –  $                     –
42 FEDERAL OTHER  $             –  $                 –  $                 –  $                  –  $                     –
43 TOTAL FEDERAL FUNDS  $             –  $                 –  $                 –  $                  –  $                     –
LIBRARIES:
44 OTHER INCOME FINE &FEES  $             –  $                 –  $                 –  $                  –  $                     –
45 OTHER-CASH & DONATIONS  $             –  $          3,781  $     200,000  $                  –  $         203,781
46 OTHER OPERATING INCOME  $         174  $          8,153  $                 –  $                  –  $              8,327
47 SUBTOTAL OTHER OPERATING  $         174  $        11,934  $     200,000  $                  –  $         212,108
48 TOTAL OPERATING INCOME  $ 323,632  $     279,961  $     641,083  $      362,986  $      1,607,662
49 COUNTY GENERAL FUND  $             –  $     201,906  $     233,309  $      290,743  $         725,958
50 SPECIAL TAX DISTRICT  $             –  $                 –  $                 –  $                  –  $                     –
51 MSTU  $             –  $                 –  $                 –  $                  –  $                     –
52 OTHER COUNTY  $             –  $                 –  $                 –  $                  –  $                     –
53 TOTAL COUNTY INCOME  $             –  $     201,906  $     233,309  $      290,743  $         725,958
54 LOCAL CAPITAL INCOME  $             –  $                 –  $                 –  $                  –  $                     –
55 STATE GOV CAP INCOME  $             –  $                 –  $                 –  $                  –  $                     –
56 FED CAP INCOME  $             –  $                 –  $                 –  $                  –  $                     –
57 OTHER CAP INCOME  $             –  $                 –  $                 –  $                  –  $                     –
58 TOTAL CAPITAL INCOME  $             –  $                 –  $                 –  $                  –  $                     –
PART IV–EXPENDITURES
59 SALARIES  $ 129,479  $     131,427  $     222,079  $      177,713  $         660,698
60 BENEFITS  $   46,062  $        50,352  $        41,000  $      116,207  $         253,621
61 SUB TOTAL STAFF  $ 175,541  $     181,779  $     263,079  $      293,920  $         914,319
62 PRINT MATERIALS  $             –  $          8,105  $        47,506  $        18,921  $            74,532
63 ELECTRONIC MATERIALS  $   11,251  $          1,000  $          5,000  $           5,987  $            23,238
64 OTHER MATERIALS  $             –  $                 –  NC  $           2,121  $              2,121
65 TOTAL COLLECTION  $   11,251  $          9,105  $        52,506  $        27,029  $            99,891
66 ALL OTHER OPERATING EXPEND  $   91,536  $        89,077  $     325,498  $        42,037  $         548,148
67 TOTAL OPERATING EXPEND  $ 278,328  $     279,961  $     641,083  $      362,986  $      1,562,358
68 CAPITAL OUTLAY  $             –  $                 –  $          5,000  $                  –  $              5,000
PART V–COLLECTION
69 PRINT MATERIALS-VOLUMES N/A 25,207 33,193 37,225 95,625
70 ELECTRONIC BOOKS 8,166 8,166 8,166 8,166 24,498
71 LOCAL DATABASES 4 4 4 4 4
72 STATE DATABASES 65 65 65 65 70
73 TOTAL DATABASES 69 69 69 69 74
74 AUDIO-VOLUMES 0 973 591 1,476 3,040
75 AUDIO-DOWNLOADABLE TITLES 1,281 1,281 1,281 1,281 3,843
76 VIDEO/DVD-VOLUMES 0 3,540 1,803 3,040 8,383
77 VIDEO-DOWNLOADABLE TITLES 0 0 0 0 0
78 CURRENT PRINT SERIAL SUBSCRIP 4 0 0 10 14
LIBRARIES: WILD FCPL JCPL WCPL TOTAL
PART VI-LIB SERVICES
79 CIRC-ADULT MATERIALS 22,179 12,786 42,351 77,316
80 CIRC-CHILD MATERIALS 2,922 6,322 22,387 31,631
81 TOTAL CIRCULATION 27,948 20,501 72,167 120,616
82 PHYSICAL ITEM CIRCULATION 25,101 19,108 64,738 108,947
83 USE OF ELECTRONIC MATLS 2,847 1,393 7,429 11,669
84 SUCCESSFUL RETRIEVAL OF ELEC INFO N/C 2,847 1,393 7,429 11,669
85 TOTAL ELECTRONIC CONTENT USE 5,694 2,786 14,858 23,338
86 TOTAL COLLECTION USE 27,948 21,894 72,167 122,009
87 REFERENCE TRANSACTIONS 72 3,412 6,000 7,900 17,384
88 VIRTUAL REF TRANSACTIONS 105 N/C N/C 245 350
89 TOTAL REFERENCE TRANSACTIONS 177 3,412 6,000 8,145 17,734
90 LIBRARY VISITS 0 59,175 71,290 85,756 216,221
91 ADULT PROGRAMS 0 386 26 703 1,115
92 YOUNG ADULT PROGRAMS 0 22 N/C 45 67
93 CHILDRENS PROGRAMS 0 257 174 286 717
94 TOTAL PROGRAMS 0 665 200 1,034 1,899
95 ADULT PROGRAM ATTENDANCE 0 2,933 383 5,373 8,689
96 YOUNG ADULT ATTENDANCE 0 127 N/C 293 420
97 CHILDRENS ATTENDANCE 0 1,892 3,378 8,040 13,310
98 TOTAL PROGRAM ATTENDANCE 0 4952 3,761 13,706 22,419
PART VII-RESOURCE SHARE
99 ILL PROVD. TO OTHER LIBS 0 2973 745 1937 5,655
100 ILL RECVD. FROM OTHER LIBS 0 2843 628 2099 6,047
101 RECIPROCAL BORROWING OTHER LIBS YES YES YES YES N/A
PART VIII-INTERNET
102 # TERMINALS STAFF 5 9 7 13 34
103 # TERMINALS USED BY PUBLIC 28 28 32 88
104 #WIRELESS SESSIONS PER YEAR 39,104 11,137 14,486 21,583 86,310
105 # STAFF HRS TECH INSTRUCTION 42 3 6 6 57
106 # USERS RECEIVE TECH INSTRUCT N/C N/C N/C 3,600 3,600
107 INTERNET SAFETY PROGRAM YES YES YES YES N/A
108 #USERS INTERNET SAFETY PROGRAM 380 71 2,568 3,019
109 WEBSITE VISITS 94,221 21,448 21,448 36,016 173,133
110 #SESSIONS PUBLIC INTERNET COMPUTERS 11,137 14,486 21,583 47,206
PART IX. FRIENDS OF LIB
111 FRIENDS OF LIB GROUP NO YES YES YES YES
112 # FRIENDS N/C 25 87 112
113 AMT FUNDS RAISED  $             –  N/C  N/C  $        11,083  $            11,083
114 AMT EXPEND/DONATED  $             –  N/C  N/C  $        14,358  $            14,358
Each Library enters data into a nationwide database.  This is a compilation of all entities in the Wilderness Coast Public Libraries for the fiscal year 2018-19.

 

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