MELSA BOARD OF TRUSTEES THURSDAY, JUNE 18, 2015 Noon - 2:00 P.M. MELSA Office Conference Room 320, 1619 Dayton Avenue, Saint Paul

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1 MELSA BOARD OF TRUSTEES THURSDAY, JUNE 18, 2015 Noon - 2:00 P.M. MELSA Office Conference Room 320, 1619 Dayton Avenue, Saint Paul I. CALL TO ORDER (President Gayle Degler) II. III. IV. INTRODUCTIONS PUBLIC COMMENT CONSENT AGENDA A. Approval of Agenda B. Approval of Meeting Minutes (May 21, 2015) C. Approval of Bills and Financial Statements V. DISCUSSION / ACTION ITEMS A. Phase Distribution Requests B. RLBSS Application for FY2016 C. Preliminary Budget for CY2016 D. Other VI. VII. REPORTS A. Interim Executive Director Report A. Other Staff, Team and MELSA Group Updates ADJOURN Next meeting: Thursday, September 17, 2015, Noon 2 p.m., MCIT Building, Saint Paul.

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13 MELSA Board of Trustees Discussion/Action Items Agenda Number: V.A. Phase Distribution Requests Meeting Date: June 18, 2015 Requests from the following libraries have been received to have Phase Funds distributed after approval by the Board of Trustees in July The individual request letters are attached. The MELSA Advisory Board recommends the disbursement. Anoka County $ 52,654 Ramsey County $100,000 Saint Paul $ 54,236 Scott County $ 60,000 Washington County $ 15,000 Attached is a summary chart of the current available balances for each system to request. RECOMMENDED ACTION: THE MELSA BOARD OF TRUSTEES AGREES TO RELEASE PHASE FUNDS OF $52,654 TO ANOKA COUNTY LIBRARY; $100,000 TO RAMSEY COUNTY LIBRARY; $54,236 TO SAINT PAUL PUBLIC LIBRARY; $60,000 TO SCOTT COUNTY PUBLIC LIBRARY AND $15,000 TO WASHINGTON COUNTY LIBRARY. Motion By: Seconded By: Motion Approved: Motion Language:

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19 Phase Funds Available (pending requests to be approved June 18, 2015) Library Remaining 2015 Allocation Balance Available Funds Requested Remaining Funds Requested Remaining Systems Balance at 7/31/14 Percentage * Allocation NCIP Maint Jan 2015 Jan 2015 Balance at 1/31/15 Jul 2015 Balance at 1/31/15 Anoka $92, % $50,054 $2,600 $144,817 $144,817 $52,654 $92,163 Carver $96, % $31,653 $2,600 $130,504 $130,504 $130,504 Dakota $178, % $64,224 $2,600 $245,099 $245,099 $245,099 Hennepin $3, % $119,245 $2,600 $125,727 $120,000 $5,727 $5,727 Ramsey $80, % $109,304 $2,600 $192,901 $192,901 $100,000 $92,901 St Paul $ % $51,637 $2,600 $54,236 $54,236 $54,236 $0 Scott $218, % $33,706 $2,600 $255,175 $37,800 $217,375 $60,000 $157,375 Washington $66, % $40,176 $2,600 $109,441 $52,600 $56,841 $15,000 $41,841 $737, % $500,000 $20,800 $1,257,899 $210,400 $1,047,499 $281,890 $765,609 * from 2014 Formula

20 MELSA Board of Trustees Discussion/Action Items Agenda Number: V.C Preliminary Budget Meeting Date: June 18, 2015 The MELSA Finance Committee has reviewed the attached preliminary budget for CY This budget will include RLBSS, Legacy, and RLTA revenue from State fiscal years 2016 and 2017; because these appropriations are not known at the time of budget preparation, FY2015 revenue numbers are used as estimates. Final FY2016 revenue numbers for RLBSS and Legacy should be received by MELSA in mid August (RLTA later in the year) and will be included in the budget presented to the Board for final adoption in November. As in the past, this draft budget is presented to the Advisory Board and Board of Trustees to provide information for local planning purposes, if necessary. Summary of May 27 Finance Committee meeting: Attended: Julie Braastad (Chair), Gayle Degler, Janice Rettman, Chris Tolbert, Barb Marschall. Treasurer Braastad asked for a motion to recommend the 2016 draft budget to the full Board on 6/18/14. Motion by Marschall, second by Tolbert. Motion carried. Rettman voted no. The CY2016 budget adoption timeline: Draft budget reviewed by the Finance Committee May 2015 Draft budget approved by Board of Trustees Jun 2015 State notifies MELSA of FY2016 RLBSS and Legacy appropriations Aug 2015 Personnel Committee reviews compensation information Oct 2015 received from Dakota County for 2016 Finance Committee reviews and recommends final CY2015 budget Oct 2015 (if there are significant changes from preliminary budget) Trustees adopt final CY2015 budget Nov 2015 Adjustments to 2016 budget, including updated revenue numbers Sep 2016 for second half of year, are presented to Board for approval Note: Adjustments to the 2015 budget will be presented to the Board at the September 17, 2015 meeting. RECOMMENDED ACTION: THE MELSA BOARD OF TRUSTEES ACCEPTS THE PRELIMINARY FY2015 BUDGET. Motion By: Seconded By: Motion Approved: Motion Language:

21 MELSA BUDGET CY2016 REVENUE 2015 BUDGET-APPROVED NOV 2014 PRELIMINARY 2016 BUDGET WITH ADJTMTS TO BE APPROVED SEP 2015 ACCOUNT CODE DESCRIPTION AMOUNT NOTES AMOUNT NOTES Change Adjustments to original budget to be presented to Board in September 2015 in itallics CORPORATE/FOUNDATION GRANTS MACY'S SUMMER READING PROGRAM - No Macy's SRP grant applied for in Unknown at time of budget preparation FEDERAL GRANTS LSTA1 GRANT - - $100,000 grant application submitted for 7/1/15-6/30/16 TOTAL FEDERAL GRANTS STATE GRANTS LEGACY GRANT 1,141,083 Using FY15 allocations as estimate; will be adjusted when FY16 Legacy 1,141,083 Using FY15 allocations as estimate; FY16 and FY17 appropriates are unknown TOTAL LEGACY STATE GRANT 1,141,083 revenue is known 1,141,083 but will be reduced, estimate is $836, RLTA2 (TELECOM AID) From FY2015 application Using revised FY2015 grant application amount as estimate TOTAL RLTA STATE GRANT 381,323 (RLTA revenue will equal RLTA expenses) 381,323 (RLTA revenue = RLTA expenses) RLBSS3 WITHOUT EQUALIZATION4 4,372,366 Using actual FY15 RLBSS without Equalization as estimate; FY16 RLBSS 4,372,366 Using actual FY15 RLBSS without Equalization as estimate; 0 revenue is not known; pending notification of FY16 revenue FY16 and FY17 RLBSS revenue is unknown Pending notification of FY16 revenue In Modified Accrual: 2015 Equalization will be 1/2 of FY15 + 1/2 of FY16 TOTAL RLBSS STATE GRANT 5,038,977 In Modified Accrual: 2015 Equalization will be 1/2 of FY15 + 1/2 of FY16 5,056,552 TOTAL STATE GRANTS 6,561,383 6,578,958 OTHER REVENUE PERA AID 1,115 1, E-RATE5 (FOR MELSA OFFICE) 6,854 5,174 E-rate phasing out refunds for voice service (1,680) INTEREST 8,405 8,000 (405) MISCELLANEOUS SPONSORSHIP SUPPORT MISCELLANEOUS TOTAL OTHER REVENUE 16,375 14,289 TOTAL ALL REVENUE 6,577,758 6,593,247 15,489 USE OF FUND BALANCE E-BOOK COLLABORATIVE PROJECT 80,000 Assigned from fund balance 80,000 Assigned from 2014 fund balance 0 EQUALIZATION RECEIVED IN FROM PRIOR YEAR 666,611 Equalization (using modified accrual method) carried forward from CY ,186 Using estimate of FY16 Equalization to be received in CY15 but not spent 17,575 to be spent in CY15 - pending notification of FY15 revenue in CY15--FY16 Equalization, if any, not known at time of budget preparation CATALOG ENHANCEMENTS - BOOKLENS PROJECT 56,676 BookLens funds remaining at 12/31/14 to use in BookLens funds unspent at 12/31/15 will be assigned in fund balance (56,676) CULTURAL PASS PROJECT FUNDS 37,236 smartpass project funds remaining at 12/31/14 to use in smartpass funds unspent at 12/31/15 will be assigned in fund balance (37,236) TOTAL ALL REVENUE PLUS USE OF FUND BALANCE 7,418,281 7,357,433 (60,848) 1-5 See page 5 for explanation of terms