Board Meeting Materials – 2019, February 11


Board Meeting Materials – February 11, 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 Revised WILD Budget 18-19.

Agenda

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
WILD Governing Board Meeting
MONDAY, February 11, 2019 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 December 2018 meeting-vote
• Financial Report-vote
• Administrator Report

NEW BUSINESS:
• Proposed Budget Amendment

Other Business
• Franklin, Jefferson, and Wakulla Director Reports
Adjournment
Next Meeting will be Monday, April 8, 2019 at WCPL at 1:30 p.m.
Enclosures:
• Agenda 02-11-2019
• Financial Report – March 2019
• Minutes- December 2018
• Administrator Report – Dec 2018/Jan 2019
• Proposed Revised Budget

Minutes 12/10/2018

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
Governing Board Meeting Minutes
Monday, December 10, 2018, 1:30 p.m.
Conference Room of the Wakulla County Public Library
4330 Crawfordville Hwy, Crawfordville FL 32327

Board Members present: Marilyn Lewis, Nancy Wideman, Ellen Ashdown, Sharon Rider. Others Present: Pat Gilleland, Robyn Drummond, Lisa Lance.

Old Business:

Marilyn called the meeting to order at 1:30 p.m. She asked if there were any additions or corrections to the agenda, and there were none. Nancy moved to accept the minutes of the October meeting, Sharon seconded the motion, and the minutes were approved. Marilyn asked Pat for any comments on the Financial Report. Pat said that fiscal year is 17% completed, and that except for two categories, amounts spent in every category were on track. Postage and subscriptions are paid in advance, so the amounts in those categories are much higher than 17%. Ellen asked for clarification of the term variance, and Pat clarified that meant the difference between what was budgeted for the year and what has been actually spent. Nancy moved to accept the financial report, Sharon seconded the motion, and financial report was approved.

Marilyn asked Pat for comments on the Administrative Report. Pat said she had contacted the Jefferson County Coordinator about securing a replacement for Dick Bailar, and had asked if he needed further information or suggestions, but she had not heard back from him other than him saying he would put the appointment on the County Commission agenda along with other appointments that had to be made. Appointments were scheduled to be made at the Commission meeting on December 4, but since one of the Commissioners could not attend the meeting, the Commission had voted to postpone making all appointments until either the second meeting in December or the first meeting in January. Pat said she will monitor the agendas for the upcoming Commission meetings and will keep the Board informed. Pat also said she will be taking the Annual Statistical Report along with other documents around to the County Commissioners this week as she does at this time every year. She detailed the process of how the statistics are entered by each Library Director and then compiled by Pat into totals for the Commissioners. Pat also mentioned that the only change in this year’s update to the Employee Handbook was the change in health insurance policy that the Board approved at the last meeting. She reviewed the comparison of October/November statistics with those from October/November 2017. As expected, physical circulation numbers are flat, but digital circulation keeps increasing. She mentioned that the Administrative Office periodically fields inquiries from other libraries asking for guidance in managing their digital collections. Chilton Library use has decreased since this period last year, but numbers fluctuate wildly depending on the time of the year, so use is actually up over the long term. Mango Languages circulation has decreased since last year but does not appear to be fluctuating, so the Administrative staff will keep an eye on it to determine whether or not WILD should renew the subscription for the next fiscal year. Marilyn suggested creating charts that show the long term utilization trends of both these products.

New Business:

Pat reminded the Board that they had already discussed the renewal of the lease for the Administrative Office, and that even though the lease was up in August the landlord had not actually provided the renewal lease until the end of November, so the Administrative office has been functioning under an implied lease. There are no changes in the renewal lease, which runs through August 2019. The Board voted to accept the renewal lease.

Marilyn asked Pat, Lisa, and Robyn to leave so the Board could review the renewal of Pat’s contract in executive session. After a few minutes the Board asked them all to return, and informed Pat that her contract was renewed.

Directors Reports:

Robyn said they have been gearing up for several holiday-related events. Animal Tales Holiday Safari will be this Friday at the Library, the Grinchmas Christmas Party with the Sheriff will be next Wednesday, and then Storytime with Santa will be next Friday. Both programs will be held at the Community Center. The Wakulla County Committee is revising its application for Gulf Coast Triumph funds because the initial proposal to use part of those funds for a new Library building was not accepted. The Committee is now revising the proposal to have the new Library be built as a Category 4 hurricane shelter, because there are none in Wakulla County and this would definitely meet a community need.

Lisa reported that during the first ten days after Carrabelle was made the regional Disaster Recovery Center after Hurricane Michael they had 3700 customers come through the Library. Between October 17 and December 8 they served 10,358 customers and have processed over 1100 registrations, and that was just at Carrabelle. Carrabelle had only minor hurricane damage from gutter and downspout issues and a few loose tiles. Internet and power were out, and their Envisionware software had to be rebuilt because it had been corrupted by the the power outage. Eastpoint had roof damage and they are going to have to have a new roof put on the building. The Friends of the Library are raising funds to help pay the insurance deductible for the new roof. Lisa reported that FCPL is beginning to start up Library-related programs again at their location rather than offsite, and they are anticipating a good response. Music as a Second Language registration is open until the end of the month, and the Hurricane Essay Contest runs through January 7. The Friends Annual Meeting was in November, and they had three new people join. Lisa served as a judge for the 4-H Tropicana Speech Contest. She and Sharon both said they were amazed by the variety of subjects talked about in the speeches. Newly initiated STEAM and STEAM II programs had been doing well before the storm, and everything is gearing up to restart again. The new Anime Club had only been able to meet a couple of times before the storm, so they are hoping it will pick back up again as well. There are demonstration gardens being staged at both locations. The Arthritis Foundation will be offering a Walk With Ease program. The Apalachicola Times published a great article about the library and the Disaster Relief Center. The Master Gardner program will be reconvened in January. Author Dawn McKenna had been scheduled to come to the Library in October, but the program had to be canceled due to the storm. FCPL is now fully staffed with two new part-time employees in Carrabelle and one new full-time employee in Eastpoint. Their budget was approved, and they are excited about the increase in stats for both locations. Their electronic resources stats have been amazing, especially at Eastpoint. Carrabelle had a 20.6% increase in attendance during the past fiscal year. Even in October and November their circulation was up in spite of the hurricane. Ellen said it seemed like they should have a category in the stats for public service days to account for all the extra time they had been open as the Disaster Relief Center. Sharon pointed out that many of the DRC visitors came from other counties as well, particularly Bay County. Lisa mentioned that it would have been helpful for the Library to have a generator. Robyn said that the State was coming out with a grant that might help with acquiring one. Marilyn asked if there was a way to enter information in the State statistical report under Other about special instances such as the Carrabelle Library serving as the Disaster Relief Center. Pat replied that the categories are prescribed by the State but that there was a place to enter explanations as to why some numbers vary from year to year. Lisa said she is planning to enter the large amount of patrons served in the Outreach category on next year’s report.

Natalie was unable to attend the meeting due to an emergency, so Pat read her report. Natalie reported that there has been a 60% increase in attendance at children’s programs over last fiscal year, likely due to the hiring of a Youth Services Librarian. Their Polar Express Christmas Program with Police Chief Mosely was a great success. They have been booking performers for the upcoming Summer Reading Program. They will be bringing a mobile planetarium to Jefferson County. The Literacy Alliance now has a new Coordinator, Dr. Keisha Norton, who will provide coaching and parent training. JCPL is now having ABC 123 Family Reading Night programs once a month, and have changed the format to make sure that parents and children can complete activities together. They are currently searching for volunteers to read to children for a different program during the school day.

With no further business, Marilyn adjourned the meeting at 2:06 pm.

Financial Report 1/31/2019

Compared with Budget For the Four Months Ending January 31, 2019

Year to Date
Actual
Year to Date
Budget
Year to Date
Variance
Revenues
State Grant $0.00 $ 320,605.00 (320,605.00) 0%
Interest Income 0.00 0.00 0.00 100%
State Aid roll-over 125,617.00 125,617.00 0.00 100%
Total Revenues 125,617.00 446,222.00 (320,605.00) 28%
Expenses
Salaries 46,096.58 144,200.00 (98,103.42) 32%
OPS (Salaries) 0.00 2,000.00 (2,000.00) 0%
FICA 3,575.46 11,031.00 (7,455.54) 32%
Retirement 7,199.49 23,000.00 (15,800.51) 31%
Health Insurance 5,422.77 19,200.00 (13,777.23) 28%
Workers Compensation 162.75 1,200.00 (1,037.25) 14%
Unemployment 0.00 109,979.00 (109,979.00) 0%
Professional Services 1,279.85 9,000.00 (7,720.15) 14%
Contractual Expenses 0.00 11,707.00 (11,707.00) 0%
Travel 1,279.85 13,000.00 (11,720.15) 10%
Communications 1,712.45 7,300.00 (5,587.55) 23%
Postage 9,010.00 10,000.00 (990.00) 90%
Rent 5,900.00 18,600.00 (12,700.00) 32%
Insurance 1,533.75 7,600.00 (6,066.25) 20%
Maintenance 673.16 4,000.00 (3,326.84) 17%
Other Expenses 66.00 3,300.00 (3,234.00) 2%
Office Supplies 180.74 1,000.00 (819.26) 18%
Operating Supplies 5,769.37 23,705.00 (17,935.63) 24%
Subscriptions / Memberships 3,499.15 5,500.00 (2,000.85) 64%
Equipment 0.00 5,500.00 (5,500.00) 0%
Books and Materials 4,936.91 15,000.00 (10,063.09) 33%
Total Expenses 98,298.28 445,822.00 (347,523.72) 22%
Net Income $ 27,318.72 $ 400.00 26,918.72

Administrator Report

December 2018 – January 2019

Meetings Attended:

  • WILD Board Meeting
  • Tallahassee Area Directors Meeting at State Library
  • Wakulla Legislative Delegation Meeting
  • Jefferson Legislative Delegation Meeting
  • WILD Directors Meeting

Events Attended:

  • PLAN Tech Day
  • Memorial service for Dick and Friedel Bailar
  • FCPL Friends’ Soup and Bread Sale
  • Launch of Wakulla County Public Library Mobile Library in Panacea
  • State Library Division Update webinar
  • Institute of Museum and Library Services grant webinar
  • WCPL Volunteer Holiday Party

Other Activities of Note:

  • Arranged audit schedule with Accountant and Auditor
  • Worked with Jonathan McCaughan to locate and install cloud-based web filter solution on WILD servers and computers
  • Updated Koha patron records for library system
  • Assisted with orientation of new Jefferson County Board Member

Cooperative Statistics :12/1/18 through 1/31/19):

Physical Items Circulated – 18,979 (up 8.7 % over previous year)

Electronic Items Circulated- 1,918 (up 34 % over previous year)

IT assistance requests – 48 (up 9% over previous year)

Mango Languages – 57 sessions, 5 different languages (up 128 % over previous year)

Chilton Auto Repair Database –47 sessions (up 74% over previous year)

 

Reminder:

The next WILD Board Meeting will be on Monday, April 8, 2019. See you there!

 

Revised WILD Budget 18-19

REVENUE Rev 18-19 Budget 18-19 Variance
STATE AID 18-19  $ 323,458  $ 320,605  $ 3,283 increase in State revenue
ROLLOVER REVENUE  $ 125,217  $ 125,217  –
TOTAL  $ 448,675  $ 445,822  $ 3,283
EXPENSES
120 SALARIES 144,200  $ 144,200  $            –
130 OPS 2000  $ 2,000  $            –
210 FICA/MEDICARE 11,031  $ 11,031  $            –
220 RETIREMENT 23,000  $ 23,000  $            –
230 HEALTH 19,200  $ 19,200  $            –
240 WORKERS COMP 1,200  $ 1,200  $            –
250 UNEMP. plus Reserve 95,779  $ 110,779  $ (13,540) shift from reserve
310 PROFESSIONAL SERV. 9,000  $ 9,000  $            –
340 CONTRACTUAL 11,707  $ 11,707  $            –
400 TRAVEL 13,000  $ 13,000  $            –
410 COMMUNICATIONS 7,300  $ 7,300  $            –
410 POSTAGE 10,000  $ 10,000  $            –
440 RENT 18,100  $ 18,100  $            –
450 INSURANCE 7,600  $ 7,600
460 MAINTENANCE 4,000  $ 4,000  $            –
490 OTHER 3,000  $ 3,000  $            –
510 OFFICE SUPPLIES 1,000  $ 1,000  $            –
520 OPERATING SUPPLIES 23,705  $ 23,705  $            –
540 SUBS & MEMB 5,500  $ 5,500  $            –
640 EQUIPMENT 23,353  $ 5,500  $ 17,853 purchase computers for libraries
660 BOOKS/MATERIALS 15,000  $ 15,000
TOTAL EXPENSES 448,675  $ 445,822  $ 3,283

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