Board Meeting Materials – 2020, May 11


Board Meeting Materials – May 11, 2020

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 Lease for the Administrative Office
Take me to the Budget Amendment

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

OLD BUSINESS:

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

NEW BUSINESS:

  • Budget Amendment-vote
  • Renewal of lease for Administrative Office-vote
  • Presentation of Annual Audit-Richard Powell-vote

Other Business

  • Franklin, Jefferson, and Wakulla Director Reports

Adjournment

Next Meeting will be August 10, 2020 at WCPL at 1:30 p.m.

Enclosures:

  • Agenda 5-11-2019
  • Financial Report – April 2020
  • Minutes- 12-19-20
  • Administrator Report – January-April 2020
  • Budget Amendment

Minutes 10/14/2019

Wilderness Coast Public Libraries
Serving Franklin, Jefferson, and Wakulla Counties
Governing Board Meeting Minutes
Monday, December 9, 2019, 1:30 p.m.
Conference Room of the Wakulla County Public Library
4330 Crawfordville Hwy, Crawfordville FL 32327

Board Members present: Chuck Hess, Marilyn Lewis, Julianne Dinkel, Ellen Ashdown, Bert Boldt. Others Present: Pat Gilleland, Natalie Binder, Robyn Drummond, Cory Bard.

Chuck called called the meeting to order at 1:30 p.m. Introductions were made since there were two new people in attendance. Pat gave a brief overview of the mission of the Wilderness Coast cooperative, emphasizing WILD’s role in coordinating joint services that the individual libraries are unable to provide on their own.

Old Business:

Marilyn moved to approve the minutes of the last meeting as distributed. Julianne seconded the motion, and the motion passed. Pat said we have spent 1/12 of our total budget. The only category that has been encumbered over 12% is postage, and that is because we prepay for the year. Marilyn moved to approve the financial statement, Ellen seconded the motion, and the motion passed.

Pat commented on the Administrator Report. Pat said she spent a good deal of time assisting the Library Directors with completing their respective applications for State Aid to Public Libraries. She attended the Legislative Delegation meeting at Jefferson County Library, which was Jason Shoaf’s first Delegation meeting, and took photos at the annual Wakulla Halloween Story Walk. She mentioned that circulation of print materials is up for the first time in over two years. Pat then distributed pie charts which gave a profile of each location and illustrates the differences between them. A discussion followed about the lack of high-speed broadband in the region and how that contributes to video circulation statistics as well as patron use of library WiFi.

New Business:

Pat asked the Board for permission to cancel the Feb. 10 Board Meeting because of a conflict with the planned WILD Staff Development Day program. Marilyn moved to approve canceling the meeting, Julianne seconded the motion, and the motion passed. Pat then asked the Board to review the Combined Statistics handout that we are required to turn in to the State. Questions were asked about various items on the Statistical Report and a lively discussion followed about such topics as staffing issues, volunteers, book budgets, the role of library programs, and the complimentary roles of academic, school, and public libraries.

Chuck asked the nonvoting members to leave so that the Board could discuss renewal of the Administrator contract. Chuck discussed the fact that this will be Pat’s last contract since she will be retiring at the end of 2020. In Spring 2020 the Board will need to begin discussing what they want to look for in a replacement. The Board then discussed the different COLA rates that were adopted this year by the individual counties. Ellen moved to renew the Administrator contract with a 3% COLA. Marilyn seconded the motion, and the motion was approved. The nonvoting members were asked to return to the meeting.

Directors Reports:

WCPL: Robyn said they hosted a supply drive for the local animal shelter. They were able to obtain donations of over 300 lbs. of food as well as blankets and other items. Everyone who came participated in a raffle for a copy of the books Dog Shaming and Cat Shaming. The Halloween Story Walk was phenomenally successful, and they are already beginning to plan next year’s festival. Vendors from as far away as Tallahassee have called to ask to be included as part of the festival. They have received their new people counter which is much more accurate than the old one. In October they had 4381 people come in to the building. Animal Tales Holiday Safari will be coming on Friday 13th, and Reindeer Romp with Sheriff Miller will take place the following week. Moving their Friday night movie to Throwback Thursday morning has been moderately successful. WCPL has been awarded two PLAN Innovation Grants. One grant is to expand their Kids Coding class to younger children and to replace the meeting room Smartboard. The other grant is for equipment to add a sensory playtime program. There are 53 Playaway Launchpads loaded with software on their way from PLAN as well as part of a rural library development grant. They are looking into RFID systems to modernize the checkout and inventory processes. Suzy and Robyn have both received PLAN grants to attend PLA in Nashville in February.

JCPL: They are happy to have Courtney Nicolou, their Youth Service Librarian, back on staff. Courtney left JCPL for the school system a few weeks ago, but then decided to return. Courtney has taken the lead with planning next year’s programs and has many good events lined up. The Library has set up their annual Book Tree in the lobby. Their Polar Express holiday program with Chief Mosely will be on Dec. 19. Over 200 people have liked the program so far on Facebook, so it will be interesting to see how many attend. The Annual Statistical Report and the State Aid Application have taken up a great deal of time but they are complete and turned in to the State. The Library will be hosting Hungrytown, a Vermont-based folk band, at the Opera House in January. The Library will conduct a food drive to accompany the concert.

FCPL: Corey reported that during his first week he met with Pat and she went over the process for submitting the State Aid Application and Annual Statistical Report. He also met with Jonathan to go over Koha and the Library computer setup. He attended the New Public Library Directors Meeting in Tallahassee as well as the Annual Statewide Public Library Directors Meeting. He met with Jill Rourke at Apalachicola Library and has opened a dialog for sharing. Corey met with Charles Mayberry from PLAN and learned about all the available training opportunities PLAN provides to members. He attended the Friends of the Library meeting in November. The Friends’ Soup and Bread sale will held in Eastpoint in January and in Carrabelle in February. A dozen students have signed up for the Music as a Second Language program. Whitney is working on merging their two Facebook pages. Animal Tales is coming to present a program on Friday. He ran an ad for the vacant Library Assistant and received 9 applications. He plans to interview 5 of the applicants.
With no further discussion, and a reminder that that the next meeting will be on April 13, 2020, Chuck adjourned the meeting at 2:58 p.m.

 

 

April Financial Statement

Year to Date
Actual
Year to Date
Budget
Revenues
State Grant $350,000.00 $321,455.00 109%
Interest Income 2.61 0.00 100%
Total Revenues 350,002.61 321,455.00 109%
Cost of Sales
Total Cost of Sales 0.00 0.00
Gross Profit 350,002.61 321,455.00
Expenses
Salaries 75,232.60 148,526.00 51%
OPS (Salaries) 0.00 2,000.00 0%
FICA 5,755.37 11,362.00 51%
Retirement 9,090.93 23,000.00 40%
Health Insurance 8,417.52 22,034.00 38%
Workers Compensation 335.00 1,200.00 28%
Professional Services 1,808.85 8,500.00 21%
Contractual Expenses 600.00 8,500.00 7%
Travel 2,920.26 9,000.00 32%
Communications 3,587.37 7,300.00 49%
Postage 10,274.58 11,200.00 92%
Rent 7,375.00 18,000.00 41%
Insurance 3,468.50 7,000.00 50%
Maintenance 865.17 5,000.00 17%
Other Expenses 922.98 3,000.00 31%
Office Supplies 182.40 1,000.00 18%
Operating Supplies 8,009.63 15,500.00 52%
Subscriptions / Memberships 4,431.39 4,900.00 90%
Equipment 0.00 4,000.00 0%
Books and Materials 8,620.82 10,433.00 83%
Total Expenses 151,898.37 321,455.00 47%

Administrator Report

January-April 2020

Meetings Attended:

  • Legislative Delegation Meeting
  • WILD Directors Meeting
  • Wakulla Chamber Meeting
  • Monticello-Jefferson County Chamber Meeting

Other Events Attended:

  • Wilderness Coast Staff Development Day
  • Florida Library Legislative Day
  • JCPL Senior Coffee Hour

Other Activities of Note:

  • Coordinated Phase 1 library reopening plans
  • Delivered State Aid to Libraries payments to libraries
  • Coordinated changing all due dates and holds on materials system-wide due to COVID-19 complications.
  • Set up remote orientation of new Board Member.
  • Coordinated setup of Staff Development Day.
  • Assisted libraries with COVID-19 closure procedures.
  • Assisted JCPL with inventory procedures.
  • Met with new Danielle Sprague, new Jefferson Board Member

 

Statistics 1-1-20 – 4-30-20:

Physical Items Circulated – 27,984

Electronic Items Circulated –3880

Reminder:

The next WILD Board Meeting will be on Monday, August 10, 2020. See you there!

 

 

 

WILD Lease for Administrative Office

LEASE

1180 WEST WASHINGTON ST.

This Agreement, made this ____day of APRIL, 2020, between PALMER PROPERTIES, INC., as Lessor, and the WILDERNESS COAST PUBLIC LIBRARIES OF JEFFERSON, WAKULLA AND FRANKLIN COUNTIES, STATE OF FLORIDA, as Lessee.

WITNESSETH, that the parties do hereby agree and stipulate as follows:

ARTICLE I

1.1 The description of the leased premises is three front rooms at 1180 West Washington Ave. in Monticello FL 32344 further identified as offices 1, 2 , 3, 5 and use of the common area as outlined in Exhibit “A”.

1.2 This lease shall commence at 12:01 AM on September 1, 2020 and terminate at 11:59 PM on August 31, 2021.

1.3 Lessee does hereby agree to pay monthly rental to Lessor in advance and on or before the tenth (10th) day of each consecutive month throughout the 12 month term of this lease agreement as follows:

a) For months 1 through 12, the Lessee shall pay to the Lessor the sum of $1,500.00 per month.

b.) This lease will automatically renew for a period of one year after expiration of the term of this lease unless Lessee notifies Lessor of their intent to vacate the property by August 1, 2021. All other terms, covenants and conditions of the renewal lease shall be the same as those herein.

c) The Lessor has deposited $500.00 as a security deposit for any damages sustained for which Lessee would be responsible under the terms of this lease agreement.

d) It is the intent of the parties that this lease shall be a net lease to Lessor. Lessee is tax exempt and has provided a letter to that effect.

e) If Lessee funding thru the State of Florida is terminated, Lessee may terminate the lease with 60 days notice to the Lessor. Additionally, the Lessor may terminate this lease by providing Lessee 60 days notice.

ARTICLE II

2.1 The premises shall be used as a library office and related purposes. Lessee 1

agrees to restrict its use to such purpose, and not to use, or permit the use of, the premises for any other purpose without first obtaining the consent in writing of Lessor.

ARTICLE III

3.1 Lessee agrees not to use the premises in any manner, even in its use for the purposes for which the premises are leased, that will increase risks covered by insurance on the building where the premises are located, so as to increase the rate of insurance on the premises, or to cause cancellation of any insurance policy covering the
building. Lessee further agrees not to keep on the premises, or permit to be kept, used, or sold on the premises, anything prohibited by the policy of fire insurance covering the premises. Lessee agrees to comply, at Lessee’s own expense, with all requirements of insurers necessary to keep in force the fire and public liability insurance covering the premises and interior building.

ARTICLE IV

4.1 Lessee shall not commit, or allow to be committed, any waste on the premises, create, or allow any nuisance to exist on the premises, or use or allow the premises to be used for an unlawful purpose.

ARTICLE V

5.1 Lessor shall pay for all utilities furnished the premises for the term of this lease, including electricity, sewer, water, and garbage pick-up. Lessor shall pay for ad valorem taxes, and pest control of the premises.

5.2 Lessor shall pay for cleaning of the premises.

ARTICLE VI

6.1 Lessor shall maintain and keep the premises in good repair. Lessor shall maintain in good condition the building roof, exterior, central heat and air conditioning, bathrooms, and plumbing.

ARTICLE VII

7.1 Lessor represents that the premises are in fit condition for use as a library administrative office. Lessee agrees to accept the premises on possession as being in a good state of repair and in sanitary condition. Lessee agrees to surrender the premises to the Lessor at the end of the lease term, if the lease is not renewed, allowing for reasonable use and wear, and damage by acts of God, including fire and storms.

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ARTICLE VIII

8.1 Partial destruction of the leased premises shall not render this lease void or terminate it except as herein provided.

8.2 If the premises are partially destroyed during the term of this lease, Lessor shall repair them, when such repairs can be made in conformity with local, state, and federal laws and regulations, within 60 days of the partial destruction. Rent for the premises will be reduced proportionally to the extent to which the repair operations interfere with the normal conduct of Lessee1s business on the premises. If the repairs cannot be made so within the time limited, Lessor has the option to make them within a reasonable time and continue this lease in effect with proportional rent rebate to Lessee as provided for herein. If the repairs cannot be made so in 60 days, and if Lessor does not elect to make them within a reasonable time, either party to this lease has the option to terminate the lease.

ARTICLE IV

9.1 Lessor reserves the right to enter the premises at reasonable times to inspect them, to perform required maintenance and repair, or to make additions or alterations to any part of the building in which the premises leased are located, and Lessee agrees to permit Lessor to do so.

ARTICLE X

10.1 Lessee shall have no right to modify or alter the property without the written consent of the Lessor.

10.2 Upon written consent of Lessor, Lessee may install fixtures in the property leased herein.

10.3 Lessee will not make or suffer any unlawful, improper or offensive use of the premises. Lessee’s use shall be limited to that of a library administrative office and attendant functions and Lessor may inspect the leased property at any reasonable time to ensure compliance with the provisions of this lease.

10.4 Should Lessee default in any of the terms or conditions contained in this lease and fail to correct the same within ten (10) days of Lessor’s written notice, then Lessor, at its option, may declare the lease agreement immediately terminated and Lessee shall vacate the premises. In addition, Lessor may, at its option pursue any and all other remedies set forth herein or which may be available by law and reasonably necessary to restore the property to its present condition.

10.5 This lease shall not be assigned or the property sublet without the express written consent of the Lessor.

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10.6 Upon termination of this lease, the Lessee, at its cost, shall be required to remove its personal property from the property and shall additionally be responsible for clean up or repair costs which may be necessary, normal wear and tear excepted.

10.7 If the premises are damaged or destroyed through no fault of Lessee, Lessee’s agents, employees, or invitees, so that the premises are rendered wholly untenable, the rent shall be proportionately paid up to the time of the casualty and any rent paid in advance after the period of the occurrence of such casualty shall be refunded to Lessee. Thenceforth, the lease shall cease until the date when the premises have been repaired or restored by the Lessor, provided, however, that in the event the premises have been rendered wholly untenable, Lessor or Lessee shall have the right to terminate the term of the lease by giving notice to the other of the exercise of such rights at any time within thirty days after the occurrence of such damage or destruction. If this notice is given, the term of the lease shall terminate as of the date of the occurrence of such casualty. If Lessee exercises the option to terminate the lease, Lessee must immediately vacate the premises. If neither party has given the notice of termination as herein provided, Lessor shall proceed to repair the premises, and the lease shall not terminate.

ARTICLE XI

11.1 Lessor shall insure the structure for full insurable value and it shall be Lessee’s responsibility to keep its personal property stored in the premises insured in the full amount of the replacement value. Lessee agrees to obtain and keep in force and maintain public liability insurance providing $300,000.00 coverage and furnish proof of insurance.

ARTICLE XII

12.1 This constitutes the entire agreement between the parties and any prior written or oral agreements are terminated, canceled, revoked, and merged herein.

12.2 Notwithstanding any contrary term or condition in this lease, and prior to exercising other options or remedies, the parties agree that, at the instance of either party, all disputes as between them concerning this lease shall be first submitted to a mediator promptly for resolution. Both parties agree to be bound by the results of
the mediation. The parties shall bear their own attorney1s costs and shall equally pay the cost of the mediator. Should mediation be unsuccessful, then the parties may pursue litigation and each party shall bear their own costs, including attorneys’ fees; the prevailing party shall not recover attorney’s fees and costs from the non-prevailing party.

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IN WITNESS THEREOF, the parties hereto set their hands this _____ day of April, 2020.

Signed:

_________________________
PALMER PROPERTIES, INC., LESSOR (by Riley Palmer)

_______________________

_______________________ (Printed name of witness)

WILDERNESS COAST PUBLIC LIBRARIES OF JEFFERSON, WAKULLA AND FRANKLIN COUNTIES, STATE OF FLORIDA

MARILYN LEWIS Its Chairperson

_______________________ (Printed name of witness)

PATRICIA W. GILLELAND_______ Its Central Administrator

______________________ (Printed name of witness)

 __________________________________
 ___________________________________
_________________________________
 ________________________________

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WILD Budget Amendment

REVENUE WILD Budget 19-20 Revised
STATE AID 19-20 $321,455 350,000
TOTAL $321,455 350,000
EXPENSES
120 SALARIES 148,526 148,526
130 OPS 2000 2000
210 FICA/MEDICARE 11,362 11,362
220 RETIREMENT 23,000 23,000
230 HEALTH 22,034 22,034
240 WORKERS COMP 1,200 1,200
310 PROFESSIONAL SERV. 8,500 8,500
340 CONTRACTUAL 8,500 8,500
400 TRAVEL 9,000 9,000
410 COMMUNICATIONS 7,300 7,300
410 POSTAGE 11,200 11,200
440 RENT 18,000 18,000
450 INSURANCE 7,000 7,000
460 MAINTENANCE 5,000 5,000
490 OTHER 3,000 3,000
510 OFFICE SUPPLIES 1,000 1,000
520 OPERATING SUPPLIES 15,500 15,500
540 SUBS & MEMB 4,900 4,900
640 EQUIPMENT 4,000 4,000
660 BOOKS/MATERIALS 10,433 38,978.00
TOTAL EXPENSES 321,455 350,000

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