MINUTES OF THE MEETING OF THE UPPER SAN JUAN LIBRARY DISTRICT BOARD ROLL CALL: Board president Mark Thompson called the regular meeting of the Upper San Juan Library District Board to order at 4:30 pm. Trustees present: Steve Merchant, Alan Saltzstein, Jessica Grey, Stephany Bouchier, Mark Thompson, Steve Sanderson, and Dick Richardson. Library director Jackie Welch was also present. AGENDA: Approved. NEXT MEETING: Feb 25th Tuesday, 4;00 PM. PUBLIC COMMENT/CORRESPONDENCE: Discussion on law suit MINUTES: Accepted. FINANCIAL REPORT: Treasurer Dick Richardson The report was accepted. (Attached document #1) DIRECTOR S REPORT: Attached report #2 COMMITTEE REPORTS: Facility Improvements: Appointments made by Mark Thompson (Attached document #3) Facility Report (Attached document #4) Master planning: Spoke with architect today about meeting with board to come up with a plan for the future. Dick feels that this meeting should be broad enough to include the community. We need to hear from the Director about her understanding for future needs. April Board will specify what we need from the architect and plan to possibly meet with architect in May. We discussed doing an additional survey. Policy Manual: Committee has finished Employee section of manual. [Stephany (Alan)] moved to approve page 28 & 29 of Employee section in manual on PTO. Approved. New Policy manual committee: Stephany, Mark and Jackie appointed by President Mark Thompson. UNFINISHED BUSINESS NEW BUSINESS Appoint Budget Officer: Nominated Jackie as Budget Officer, [Alan (Dick)] passed. Set Yearly Calendar: Move to adopt calendar [Alan (Steve M)] passed (See attached Document #5). Bank Signing authority: Jackie, Mark, Steve M, and Dick Goals for the year: Parking lot project, Master plan with time line, finish policy manual, board training, and good fiscal stewardship. Stephany and Jackie will put together a system to maintain our file system on Dropbox or a similar system. This is the result of the problems we have had with Google Drive. GOOD OF THE ORDER Set Meeting schedule: Move to set meeting schedule [Dick (Jessica)] passed (See attached schedules #6). 1 of 6
ADJOURNMENT: The meeting was adjourned at 6:15 pm. Respectfully submitted, Steve Sanderson, secretary Attachment #1 Ruby M. Sisson Memorial Library TREASURER S REPORT For January 15, 2014 I have reviewed the Preliminary Balance Sheet for EOY 2013 as well as the Profit and Loss Actual vs Budget for January through December 2013. Both of these documents are available on the Board s Google Documents site. The Balance Sheet indicates that our Total Equity (Total Current Liabilities subtracted from Total Current Assets) is $849,829.84. This represents a decrease of $43,536.39 over Total Equity from the previous report, which was for the month of November (there was no report for December). Our audit report for the Year ended December 31, 2012 showed Total Equity of $826,464. We have thus somewhat less than the decline in total equity forecast in the approved budget for 2013. Since we are currently in the process of changing our reporting system to reflect the costs of our parking lot and culvert repair project, we should be cautious in interpreting our current fiscal circumstances until we understand fully how the new reports may affect and figures used for purposes of comparison. We can say that we spent less this year than we budgeted and therefore required less than the anticipated draw on reserves the Board previously set aside to maintain services during a period of declining tax revenues. The total income and revenues projected for the 2014 budget is $494,702. Our total expenses are projected as $942,800. Of this amount, $350,000 are one time costs resulting from the first inclusion of the parking lot and culvert work in the budget. The transfer of an equal amount from our reserve funds offsets these costs leaving a total expense budget for 2014 excluding construction costs of $592,800. This means that we plan to spend in 2014, $98,098 more than we will receive in revenues. The difference must be taken from the $150,000 the Board set aside from reserves for maintaining services. This is the second year in row that we have had to take this step and the difference between revenues and expenditures have continued to widen. We probably can afford this strategy for one more year. If tax revues do not show signs of recovery by September, the Board should review its strategy before the next budget is proposed in October. According to the December 31 Funds in Reserve Breakdown, we have spent to date $63,790.35 of the $250,000 reserved for parking and expansion leaving $186,209.65. An additional $100,000 was reserved for culvert repair so we have $286,209.65 for completion of this work. Our estimated costs for the total project are roughly $347,000. These figures should be reviewed both in February when the Board will approve project specifications and cost estimates and in early April when the Board is due to award a contract. The actions reported in the preceding paragraphs leaves us with unrestricted net assets as of December 31, 2013 of $326,465.24. This should be sufficient to allow for contingencies in our construction project, to support a master planning process for the future for Library facilities and programs, and to permit reasonable subsidies to the annual operating expense budget provided that the anticipated improvement to tax revenues materializes. 2 of 6
The Profit and Loss - Actual vs Budget through December 2013 indicates that we our income for the year exceeded our projections by $40,811.19. We spent $60,035.41 less than budgeted. So, we are roughly $100,000 better off as we enter the 2014 budget year than our 2013 budget forecast we would be. Since it is the wise policy of our Director to budget worst case scenarios in terms of expense and revenues, we should expect some difference on the positive side, but the results achieved for 2013 were, in my judgment exceptional, and suggest that we owe our Director a vote of appreciation for her skill and judgment in managing our financial resources. Ruby M. Sisson Memorial Library Director s Report January 2014 Bob Bigelow - $21 for the purchase of children s books Mr. an Mrs. WA Gibbons - $25 in memory of Sandy Lohman Donald Logan & Patricia Howard - $500 in honor of Bob & Carole Howard Elaine Lundgergan - $100 David and Anne Nordstrom - $100 Mr. and Mrs. Brian Savage - $2,000 because they like Pagosa Springs and our library Attachment #2 Ruby M. Sisson Memorial Library Director s Report January 2014 Bob Bigelow - $21 for the purchase of children s books Mr. an Mrs. WA Gibbons - $25 in memory of Sandy Lohman Donald Logan & Patricia Howard - $500 in honor of Bob & Carole Howard Elaine Lundgergan - $100 David and Anne Nordstrom - $100 Mr. and Mrs. Brian Savage - $2,000 because they like Pagosa Springs and our library Audit: Mike Branch is starting the audit on February 5 th. Mike will present the audit report at the March 19 th board meeting. The training will focus on customer service and will include a customer service training video from ALA. We will also have a tech workshop to all staff will know how to resolve many of the technology questions we are asked by patrons. We will also go over the staff development plans as they pertain to technology. The outcome from this workshop, and from on-going training, is to have a well-trained staff that provides awesome customer service. Board Training: Jacqueline Murphy and Sharon Morris will be giving board training at the February 25 th board meeting. Please note, this meeting is on the 4 th Tuesday of the month and starts at 4:00 PM. 3 of 6
Building: Also on January 20 th, Scott Carpenter will be moving shelving in the non-fiction and adult fiction areas. This move will create additional space for fiction and large print. Staff Training: Since the library is closed on Monday, January 20 th in observation of Martin Luther King, Jr. s birthday, we have decided to use it for staff training. Employees may use this day as a floating holiday to be taken at a later date. Attachment #3 Attachment #4 4 of 6
Facilities Committee Meeting Summary 1/8/2014 at Davis Engineering from 10:00 to 10:45 AM Attending: Davis, Grey, Richardson, Sanderson, Welch Culvert and New Parking: 1. Town approval should be routine. Mike has talked with James and no difficulties are anticipated. The town Will not expect us to contribute to any alley improvements. 2. The timeline, as previously distributed, remains in effect and no deviations are currently expected. 3. Lot consolidation may be a requirement of the town for project approval. Jackie Will check with James, and either take any required actions or communicate any issues. 4. The committee agreed that placing air handlers and possibly the transformer in the courtyard to the north of the library would be the preferred location if required connections can be established either through the crawlspace or overhead. Movement of the zircon is complicated by the need to have access to it during construction. The committee decided that these decisions could best be handled through a meeting between Jackie and Mike with Gordon present for the discussion of the air handlers. Jackie will check with Gordon and set a date with Mike for the meeting. The date will be communicated to committee members in the event any wish to attend and are available. 5. The committee agreed that it would meet at Davis engineering at 10 AM on Wednesday, February 19 to review the specifications and costs and to develop a recommendation on approval for the board meeting scheduled for February 26 th. Master Planning for Library Expansion Jackie agreed to develop a recommendation for how to proceed with the public master planning process for future library facilities and services and to share.her thoughts with the committee it s February 19 meeting. In light of the already heavy board meeting schedule for February 26, the committee agreed to delay any recommendation to the full board on master planning until the March meeting. Next Meeting February 19 at 10:00 AM at Davis Engineering. Attachment #5 Monday Tuesday Wednesday Thursday Friday Saturday Sunday Library Hours 8:30 am-6:00 pm 8:30 am-6:00 pm 8:30 am-6:00 pm 8:30 am-7:30 pm 8:30 am-5:00 pm 9:00 am-5:00 pm Closed 2014 Holiday Closures New Year s Day Wednesday, January 1 st 2014 5 of 6
MLK Day Monday, January 20 th 2014 President s Day Monday, February 17 th 2014 Memorial Day Monday, May 26 th 2014 Independence Day Friday, July 4 th 2014 Labor Day Monday, September 1 st 2014 Thanksgiving Holiday November 27 th, 28 th, 29 th 2014 Christmas Eve Wednesday, December 24 th 2014 (at noon) Christmas Day Thursday, December 25 th 2014 New Year s Eve Tuesday, December 31 st 2014 (at noon) New Year s Day Thursday, January 1 st 2015 Attachment #6 Upper San Juan Library District Board of Trustees Meetings Unless otherwise noted, all meetings are held on the third Wednesday of the month at 4:00 PM January 15 th Tuesday, February 25 th March 19 th April 16 th May 21 st June 18 th July 16 th August 20 th September 17 th October 15 th November 19 th 6 of 6