AGENDA HOUSTON COUNTY PUBLIC LIBRARY BOARD February 9 th, 2017 Perry Branch

Transcription

1 AGENDA HOUSTON COUNTY PUBLIC LIBRARY BOARD February 9 th, 2017 Perry Branch 1. Call to order 2. Approval of minutes 3. Treasurer s Report *Approval of Treasurer s Report* 4. Director s Report 5. Committee Reports 6. Old Business 7. New Business 8. Adjournment *Discussion and approval of Budget* *Nomination and election of new officers*

2 Board of Trustees Minutes- January 12, 2017 Centerville Branch The Board met in regular session at the Centerville Branch in Centerville, Ga on January 12 th, Board members attending were: Denisa Davis, Robin Engle, Nicole Rosser-Fogle, Linda Jones, Suzy King, James Newton, George Nunn, Caroline Smith, John G. Walker and Pam Yates. Also attending was: J. Sara Paulk and J. Reane Kelly. Chair Newton called the meeting to order at 6:00 pm. Minutes Mr. Newton called for the approval of the Minutes from the November 10, 2016 regular session. On a motion by Smith and a second by Yates, the motion carried. Treasurer s report Financials for the month of November and December, 2016 were presented. Mr. Newton called for the approval of the Treasurer s report. On a motion by Davis and a second by King, the Treasurer s reports were approved. Director s report Distributed at meeting. Added information Request for Trustees to contact state Representatives and state Senators regarding library funding at the state level. Mark Bohnstedt was selected for Warner Robins Chamber of Commerce Leadership program. Committee Reports Finance Committee presented preliminary budget for review and discussion. Funding from the 2012 and 2018 SPLOST was discussed. Unfinished Business None. New Business None. Trustee Comments None. Adjournment Mr. Newton called for a motion to adjourn. On a motion by Engle and a second by Davis, the motion carried. The Board adjourned at 6:45pm. The next scheduled meeting is February 9, 2017 at the Perry Branch. Respectfully submitted - J. Sara Paulk Library Board Chair James Newton

3 Director s Report Began approaching companies and organizations for sponsorships for upcoming 2017 Vacation Reading Program. Submitted three grants for extending the Spanish STEAM storyhour program. Ms. Cynthia Spratling has started her CVIOG [Carl Vincent Institute of Government] Financial Training offered by the state. Mr. Mark Bohnstedt was accepted into the Warner Robins Chamber Leadership training with a scholarship paying for a large portion of the training. **** Thanks to staff who make the library look good and run well. Ms. Judith Malone was in charge of the staff training day and did a super job of getting interesting and wide-range selection of speakers and trainers. Ms. Cindy Broadie, a Centerville native, has graciously volunteered her time and truck for the Centerville parade for the past several years. Personnel Changes Abigail Brown was hired as a part-time Circulation Assistant at Nola Brantley.

4 Transactions -Jan 2017 Nola Houston Brantley Totals Circulations Centerville Perry Check outs Print items Non-Print items In-Library Use Internet Computers MGA computers ChromeBooks 1 1 Wireless 0 Children's Computers Total Circulation Reference Reference Asked Programs & Centerville Perry Nola Brantley # of Prog Attendence # of Prog Attendence # of Prog Attendence Attendance All Ages programs Children programs Adult programs YA Programs Meeting Room Door Count New Items Added Galileo Sessions Centerville 333 Jul Perry 227 Aug Nola Brantley 283 Sep Total Items 843 Oct Nov Dec Total 1750 Total Attendence

5 2/7/ :01:35 PM Balance Sheet By Fund as of January 31, 2017 Page 1 Fund 100 General Fund 112 FOL Fund 200 Fed Grant Fund 310 State Fund 390 SPLOST Fund 500 Local Inv. Assets Cash in Bank $254, $0.00 $0.00 $0.00 $0.00 $ PERRY PROJECT/SB&TC $10, $0.00 $0.00 $0.00 $0.00 $ Bank of Perry Merchant Account $52, $0.00 $0.00 $0.00 $0.00 $ Unemployment CD $8, $0.00 $0.00 $0.00 $0.00 $ New Unemployment CD $7, $0.00 $0.00 $0.00 $0.00 $ Cash on Hand $1, $0.00 $0.00 $0.00 $0.00 $ FOL Operating $0.00 $65, $0.00 $0.00 $0.00 $ State Operating $0.00 $0.00 $0.00 ($23,006.60) $0.00 $ SPLOST Operating $0.00 $0.00 $0.00 $0.00 $10, $ STATE BANK & TRUST/SPLOST $0.00 $0.00 $0.00 $0.00 $86, $ NB/CD Cash $0.00 $0.00 $0.00 $0.00 $0.00 $2, Restricted CD $0.00 $0.00 $0.00 $0.00 $0.00 $28, Total Assets $334, $65, $0.00 ($23,006.60) $96, $30, Liabilities and Fund Balance Fund Balance Assigned Fund Balance - Op Contingency $203, $0.00 $0.00 $0.00 $0.00 $ Assigned Fund Balance - Donations $20, $0.00 $0.00 $0.00 $0.00 $ Assigned Fund Balance - Cash on Hand $1, $0.00 $0.00 $0.00 $0.00 $ Assigned Fund Balance - EBooks/GADD $10, $0.00 $0.00 $0.00 $0.00 $ Restricted Fund Balance - Perry Project/HHJ Digi $15, $0.00 $0.00 $0.00 $0.00 $ Unassigned Fund Balance $87, $0.00 $0.00 $0.00 $0.00 $ Current Year Change ($3,071.42) $0.00 $0.00 $0.00 $0.00 $ Restricted Fund Balance $0.00 $80, $0.00 $0.00 $0.00 $ Current Year Change $0.00 ($14,813.31) $0.00 $0.00 $0.00 $ Current Year Change $0.00 $0.00 $0.00 ($23,006.60) $0.00 $ Restricted Fund Balance $0.00 $0.00 $0.00 $0.00 $51, $ Current Year Change $0.00 $0.00 $0.00 $0.00 $45, $ Non Spendable Fund Balance $0.00 $0.00 $0.00 $0.00 $0.00 $26, Restricted Fund Balance $0.00 $0.00 $0.00 $0.00 $0.00 $3, Current Year Change $0.00 $0.00 $0.00 $0.00 $0.00 $ Total Fund Balance $334, $65, $0.00 ($23,006.60) $96, $30, Total Liabilities and Fund Balance $334, $65, $0.00 ($23,006.60) $96, $30, BEGINNING BALANCE WITH CURRENT YEAR ADJUSTMENTS $337, $80, $0.00 $0.00 $51, $30, NET SURPLUS/(DEFICIT) ($3,145.84) ($14,813.31) $0.00 ($23,006.60) $45, $0.00

6 2/7/2017 2:01:35PM Balance Sheet By Fund as of January 31, 2017 Page 2 ENDING FUND BALANCE $334, $65, $0.00 ($23,006.60) $96, $30,862.94

7 Budget - with county increase Revenues Local Revenues Friends of Library State Revenues Splost Total Budget 1.5% increase County Commissioners 791, , , Board of Education 1, , Copiers 30, , Fines & Fees 55, , Middle Georgia State 5, , Friends of the Library 21, , State SSG Grant - 6, , State salary and benefit grant - 285, , State Materials Grant - 39, , State MRR - Computer replacement funds 21, , State Internet Technology reimbursement 10, , Total Revenue for Operating 882, , , , ,441, Expenditures Payroll Salaries & Wages 434, , , Salaries & Wages - support staff 28, , Benefits Health Ins., Retirement & Taxes 195, , , Professional Services Auditor / Accounting Software / Collections 21, , Copiers & Equipment Copier Leases 8, , Utilities Electric, Gas, Sewer, Water & Garbage 99, , , Insurance Covers the Board & the 3 Libraries 26, , Maintenance & Repairs for the 3 Libraries & Lawns 29, , , Materials for all 3 Branches 11, , , , , Motor Vehicle Costs Gas, Oil & Maintenance 4, , Purchased Services VRP, etc. 5, , Supplies for the 3 Libraries 22, , , Other Operating Expense Reimbursements, City of Perry Fire service 5, , Technology Computers, Software, Security & Upgrades 2, , , , Telecommunications Telephone & Internet Service 12, , , Training & Travel Required training for Staff 4, , Sub total expenditures 882, , , , ,450, Total Net Revenues over expenditures - (9,000.00) - - (9,000.00) - From previous year carryover FOL - Ebooks - ($9,000) Net difference (9,000.00) 1,450, Budget richer version.xlsx

8 2/7/ :11:05 PM Statement of Revenues and Expenditures By Fund as of January 2017 Page 1 Include accounts with no activity Include inactive accounts Include these Funds: 100, 112, 200, 310, 390 ANNUAL BUDGET Budget MTD Historical % Used General Revenues Local Revenues Library Generated Revenue Donations Other Income Sale of Assets and Interfund Transfers Total Revenues $781, $455, $455, $65, $449, % $80, $46, $54, $7, $47, % $0.00 $0.00 $2, $ $3, % $29, $14, $8, $8.00 $13, % $891, $516, $522, $73, $515, % Expenditures Salaries and Wages Benefits Professional Services Copiers and Equipment Electricity and Utilities Insurance Maintenance and Repairs Materials Motor Vehicle Costs Purchased Services Supplies Other Operating Expenses Technology Telecommunications Travel and Training Building Rent Transfers to Other Funds Total Expenditures $425, $247, $231, $35, $235, % $187, $109, $87, $13, $90, % $21, $12, $22, $ $11, % $11, $6, $5, $ $5, % $102, $59, $60, $6, $58, % $28, $28, $24, $0.00 $23, % $29, $16, $25, $5, $20, % $31, $18, $26, $5, $24, % $3, $2, $ $ $ % $20, $11, $ $ $1, % $18, $10, $10, $ $12, % $5, $3, $2, $ $2, % $5, $2, $2, $ $7, % $36, $21, $19, $1, $19, % $2, $1, $2, $ $2, % $927, $553, $525, $71, $515, %

9 2/7/2017 2:11:05PM Statement of Revenues and Expenditures By Fund as of January 2017 Page 2 ANNUAL BUDGET Budget MTD Historical % Used BEGINNING FUND BALANCE $337, $337, $337, $332, $290, % NET SURPLUS/(DEFICIT) ($36,781.21) ($36,246.74) ($3,145.84) $1, ($313.91) 8.6% ENDING FUND BALANCE $300, $301, $334, $334, $290, %

10 2/7/2017 2:11:05PM Statement of Revenues and Expenditures By Fund as of January 2017 Page 3 ANNUAL BUDGET Budget MTD Historical % Used Friends of Library Revenues Donations Total Revenues $21, $0.00 $ $0.00 $ % $21, $0.00 $ $0.00 $ % Expenditures Professional Services Copiers and Equipment Materials Purchased Services Supplies Travel and Training Total Expenditures $32, $19, $15, $2, $16, % $32, $19, $15, $2, $16, % BEGINNING FUND BALANCE $80, $80, $80, $68, $86, % NET SURPLUS/(DEFICIT) ($11,971.00) ($19,233.06) ($14,813.31) ($2,614.88) ($16,193.73) 123.7% ENDING FUND BALANCE $68, $61, $65, $65, $69, %

11 2/7/2017 2:11:05PM Statement of Revenues and Expenditures By Fund as of January 2017 Page 4 ANNUAL BUDGET Budget MTD Historical % Used Federal Revenues State and Federal Grants Total Revenues $0.00 $0.00 $14, $0.00 $9, % $0.00 $0.00 $14, $0.00 $9, % Expenditures Materials Purchased Services Supplies Other Operating Expenses Total Expenditures $0.00 $0.00 $10, $0.00 $3, % $0.00 $0.00 $4, $0.00 $6, % $0.00 $0.00 $14, $0.00 $9, % BEGINNING FUND BALANCE NET SURPLUS/(DEFICIT) ENDING FUND BALANCE

12 2/7/2017 2:11:05PM Statement of Revenues and Expenditures By Fund as of January 2017 Page 5 ANNUAL BUDGET Budget MTD Historical % Used State Revenues State and Federal Grants Total Revenues $336, $205, $184, $26, $157, % $336, $205, $184, $26, $157, % Expenditures Salaries and Wages Benefits Electricity and Utilities Insurance Materials Purchased Services Supplies Technology Travel and Training Total Expenditures $216, $126, $124, $17, $115, % $53, $31, $38, $5, $36, % $39, $22, $26, $1, $ % $0.00 $0.00 $65.84 $0.00 $ % $21, $21, $17, $6, $ % $1, $ $ $0.00 $1, % $331, $202, $207, $30, $153, % BEGINNING FUND BALANCE $0.00 $0.00 $0.00 ($18,560.31) $ % NET SURPLUS/(DEFICIT) $5, $2, ($23,006.60) ($4,446.29) $3, (454.4)% ENDING FUND BALANCE $5, $2, ($23,006.60) ($23,006.60) $3, (454.4)%

13 2/7/2017 2:11:05PM Statement of Revenues and Expenditures By Fund as of January 2017 Page 6 ANNUAL BUDGET Budget MTD Historical % Used DESIGNATED MATERIALS Revenues Local Revenues Library Generated Revenue Sale of Assets and Interfund Transfers Total Revenues $100, $100, $100, $100, $60, % $0.00 $0.00 $ $21.06 $ % $100, $100, $100, $100, $60, % Expenditures Copiers and Equipment Materials Supplies Technology Telecommunications Total Expenditures $0.00 $0.00 $9, $0.00 $ % $60, $34, $27, $4, $37, % $4, $2, $3, $ $ % $25, $14, $6, $1, $ % $0.00 $0.00 $7, $0.00 $ % $89, $51, $54, $7, $37, % BEGINNING FUND BALANCE $51, $51, $51, $3, $78, % NET SURPLUS/(DEFICIT) $11, $48, $45, $92, $22, % ENDING FUND BALANCE $62, $99, $96, $96, $101, %

14 2/7/ :20:33 PM Statement of Revenues and Expenditures Funds Combined as of January 2017 Page 1 Include accounts with no activity Include inactive accounts Include these Funds: 100, 112, 200, 310, 390 ANNUAL BUDGET Budget MTD Historical % Used Revenues Local Revenues Library Generated Revenue Donations Other Income State and Federal Grants Sale of Assets and Interfund Transfers Total Revenues $881, $555, $555, $165, $509, % $80, $46, $55, $7, $47, % $21, $0.00 $3, $ $4, % $29, $14, $8, $8.00 $13, % $336, $205, $199, $26, $167, % $1,348, $822, $822, $199, $743, % Expenditures Salaries and Wages Benefits Professional Services Copiers and Equipment Electricity and Utilities Insurance Maintenance and Repairs Materials Motor Vehicle Costs Purchased Services Supplies Other Operating Expenses Technology Telecommunications Travel and Training Building Rent Transfers to Other Funds Total Expenditures $641, $374, $356, $53, $351, % $240, $140, $125, $19, $126, % $21, $12, $22, $ $11, % $11, $6, $14, $ $5, % $102, $59, $60, $6, $58, % $28, $28, $24, $0.00 $23, % $29, $16, $25, $5, $20, % $163, $95, $107, $13, $81, % $3, $2, $ $ $ % $20, $11, $ $ $1, % $22, $13, $18, $1, $18, % $5, $3, $2, $ $2, % $51, $38, $26, $8, $7, % $36, $21, $27, $1, $19, % $3, $2, $3, $ $3, % $1,381, $826, $817, $112, $732, %

15 2/7/2017 2:20:33PM Statement of Revenues and Expenditures Funds Combined as of January 2017 Page 2 ANNUAL BUDGET Budget MTD Historical % Used BEGINNING FUND BALANCE $469, $469, $469, $386, $455, % NET SURPLUS/(DEFICIT) ($32,689.21) ($4,442.92) $4, $87, $10, (13.7)% ENDING FUND BALANCE $436, $465, $474, $474, $465, %

16 Perry Branch Transactions - Jan 2017 Circulation In House PRINT Adult Non-fiction 731 Internet Computers 1793 Adult Fiction 2931 MGA computers Young Adult 433 ChromeBooks 1 Junior Non-fiction 478 Wireless Junior Fiction 730 Children's Computers 41 Easy 1857 Total 1835 Magazines 22 Print Total 7182 Reference stats #?'s Asked Total 243 Kill A Watt Meter Ga State Park Pass Go Fish Pass 4 3 Puppetry Arts Pass Atl. Zoo DVD 6 Adult # Programs Attendance GADD Audio Book 182 Programs GADD Ebook 133 Volunteers 1 Kits Easy 7 Hours Volunteered 64 Kits Juv 54 Staff Training 1 30 Kits Ref Other Total 389 YA # Programs Attendance Total 7571 Programs 1 12 Volunteers 2 Non Print Material Volunteer Hours 16 Audiobook Cas Adult Audiobook CD Adult 187 Children (Ages 0-11) DVD Adult 635 # Programs Attendance Music CD Adult Any programs Video Adult 822 Foreign Language/Bi-lingual 5 16 Audiobook Cas Easy Special Needs Audiobook CD Easy 1 DVD Easy 32 All Ages / Family Music CD Easy # Programs Attendance Video Easy 33 Programs 1 18 Audiobook Cas Juv Audiobook CD Juv 12 # Meetings Attendance DVD Juv 183 Meeting room 4 37 Music CD Juv 1 Video Juv 196 Door count 3410 Audiobook Cas YA Audiobook CD YA 2 DVD YA 2 Music CD YA Video YA 4 Software 0 Non Print Total 1055 Total Circulation 8626 Programs & Attendance

17 Circulation Nola Brantley Branch Transactions -Jan 2017 In House PRINT Adult Non-fiction 942 Internet Computers 2953 Adult Fiction 1901 MGA computers 226 Young Adult 388 ChromeBooks Junior Non-fiction 809 Wireless Junior Fiction 684 Children's Computers 94 Easy 1921 Total 3273 Magazines 1 Print Total 6646 Reference stats #?'s Asked Kill A Watt Meter Total 357 Ga State Park Pass Go Fish Pass 3 1 Programs & Attendance Puppetry Arts Pass Atl. Zoo DVD 5 Adult # Programs Attendance GADD Audio Book 277 Programs 1 9 GADD Ebook 268 Volunteers Kits Easy 8 Hours Volunteered Kits Juv 96 Staff Training Kits Ref Other Total 658 YA # Programs Attendance Total 7304 Programs 1 4 Volunteers Non Print Material Volunteer Hours Audiobook Cas Adult Audiobook CD Adult 190 Children (Ages 0-11) DVD Adult 408 # Programs Attendance Music CD Adult Any programs Video Adult 598 Foreign Language/Bi-lingual 4 61 Audiobook Cas Easy Special Needs Audiobook CD Easy DVD Easy 38 All Ages / Family Music CD Easy # Programs Attendance Video Easy 38 Programs 3 32 Audiobook Cas Juv Audiobook CD Juv 34 # Meetings Attendance DVD Juv 276 Meeting room Music CD Juv Video Juv Door count 8070 Audiobook Cas YA Audiobook CD YA 5 DVD YA 4 Music CD YA Video YA 9 Software 0 Non Print Total 957 Total Circulation 8261

18 Centerville Branch Transactions - Jan 2017 Circulation In House PRINT Adult Non-fiction 1212 Internet Computers 2549 Adult Fiction 3067 MGA computers Young Adult 623 ChromeBooks Junior Non-fiction 1182 Wireless Junior Fiction 1684 Children's Computers 83 Easy 3968 Total 2632 Magazines 23 Print Total Reference stats #?'s Asked Kill A Watt Meter Total 243 Ga State Park Pass Go Fish Pass Puppetry Arts Pass 7 2 Programs & Attendance Atl. Zoo DVD 12 Adult # Programs Attendance GADD Audio Book 389 Programs 2 27 GADD Ebook 343 Volunteers 1 Kits Easy 17 Hours Volunteered 30 Kits Juv 26 Staff Training Kits Ref Other Total 796 YA # Programs Attendance Total Programs 1 38 Volunteers 1 Non Print Material Volunteer Hours 9 Audiobook Cas Adult Audiobook CD Adult 438 Children (Ages 0-11) DVD Adult 737 # Programs Attendance Music CD Adult 9 Any programs Video Adult Foreign Language/Bi-lingual 4 20 Audiobook Cas Easy Special Needs 1 15 Audiobook CD Easy DVD Easy 61 All Ages / Family Music CD Easy 3 # Programs Attendance Video Easy Programs 1 6 Audiobook Cas Juv Audiobook CD Juv 33 # Meetings Attendance DVD Juv 609 Meeting room Music CD Juv Video Juv Door count 5615 Audiobook Cas YA Audiobook CD YA 3 DVD YA 20 Music CD YA Video YA 23 Software 0 Non Print Total 1974 Total Circulation 14529

19 Date Transferred from Transferred to: Houston County Surplus / / 2017 Houston County Library System Read into Board Minutes / /2017 & approved Nola Brantley Memorial Library 721 Watson Blvd. Warner Robins GA Item model Serial or number Date purchased Cost Reason for Disposal Access 3Com 3 End of Useful Life Points Data Switch RadioShack 1 End of Useful Life Barcode Scanners Barcode Scanner Receipt Printers Message Machine Phone Sys. Controller Phone System Handsets Phone System Handsets Metroligic MS951 6 Non-Operational Metrologic MS Non-Operational Micronics SP End of Useful Life SP GE 1 Of No Use Cisco UC320W BT151200CI 12/1/2010 Non-Operational Cisco SPA509G CBT CBT143920QZ CBT143904P8 CBT143902RQ Cisco SPA303 CBT144308Y6 CBT144308X9 12/1/2010 ` Of No Use 12/1/2010 Of No Use Monitor HP WJ674A /1/2010 Non-Operational Pencil Sharpener Computer Speakers Computer Keyboards Misc Items 1 2 sets 12 Non-Operational Of No Use End Useful Life Chromebook Samsung XE303C12 HY3A91TD M HY3A91JD J 10/24/2013 Non-Operational Asset Manager release Signature Received by Signature Title Title Date Date Asset Manager signature certifies that Original asset funding is accurate and that all software and data have been removed from all computers prior to their transfer Recommended method of disposal is Sell or Destroy