The Portage District Library Board Meeting

Transcription

1 NOTICE of REGULAR MEETING The Portage District Library Board Meeting will be held on January 27, 2014 at 6:00 p.m. at the Portage District Library in the Lower Level Long Lake & Gourdneck Lake Meeting Rooms for the purpose of discussing library business.

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3 BOARD MEETING January 27, 2014 Regular Meeting Lower Level Long Lake & Gourdneck Lake Meeting Rooms at 6:00 pm 300 Library Lane, Portage Michigan I. Start of Meeting II. Roll Call AGENDA III. Comments or Requests from the Public, Board Members, or Library Staff IV. Adoption of the Agenda for the Regular Meeting of January 27, 2014 V. Consent Agenda ( 5 minutes) (Vote) A. Minutes of the regular meeting held on December 9, Pgs B. Review of Community Meeting Room Policy. Pg C. Review of Library Privacy & Search Warrant Policy. Pgs D. Approval of Budget Amendment Request to Increase Expense Lines in the FY 2014 Budget to Offset Unpaid Encumbrances. Pg E. Approval of Budget Amendment Request to Adjust Reserve Accounts as Required. Pg.19 F. Budget Amendment to move funds from Unassigned Fund Balance to designated expense lines in January of Pg.20 G. Request to Approve a Budget Amendment to adjust the FY 2014 Budget with $10,000 Friends Donation to Fund the Library s 2014 Summer Reading Program. Pg H. Approval of Budget Amendment to Adjust the Library s FY 2014 Budget to Accommodate for Revenue & Expenses Related to the 2014 Kalamazoo Poetry Festival. Pg.23 VI. Governance (10 minutes) A. Appointment of Library Board Secretary for Pg. 24 (Info) B. Report from Martha Pacheco, Board Liaison to the Friends of the Library. Pg.25 (Info) C. Final Review of Guests/Presenters to be Invited to Board Meetings in Pg (Vote) D. Annual Signing of Conflict of Interest Statements by Trustees. Pgs (Info) VII. Ends Development (60 minutes total) A. Recommendations related to the library s Telephone Replacement Project. Pg. 30 (Vote) B. Endorsement of Library Director's Personal Goals for Pgs (Vote) C. Endorsement of Library Director s Interpretation of End Statements & Related Projects for Pgs. 36 (Vote) D. Information about Postage Increase and Relevance to the Library s Fines & Fees Usage Policy. Pg. 37 (Info) VIII. Monitoring to Assure Compliance with Executive Limitations (30 minutes) A. Report on Financial Condition for December Pgs (Info) B. 4 th Quarter Financial Report for Fiscal Year 2013 & Comments on Year-End Results. Pgs (Info) C. Monitoring Report on Executive Limitation: Global Executive Constraint. Pgs (Info) IX. Library Director s Reports ( 10 minutes total) A. Marketing Update for December Pgs. 46(Info) B. Narrative Report for December Pgs (Info) C. Statistical Report for December Pgs (Info) D. Year-End Statistical Report for FY Pgs (Info) E. Legislative Update for December Pg (Info) F. Annual Campaign 2013 Update. Pg. 56 (Info) X. Process Evaluation (5 minutes total) A. Suggestions for Agenda Items to be included on the February 24, 2014 Board Meeting 1. Minutes of the Regular Meeting held on January 27, Review of Library Board Bylaws. 3. Donations Report for Funds Received in Approval of Allocation of 2013 Gifts & Donations for Expenditure in Presentation by Marketing Manager Chris Walker of 2014 Marketing Plan.

4 Agenda for the Regular Library Board Meeting of January 27, Monitoring Report: Emergency Library Director Succession. 7. Monitoring Report: Treatment of Consumers. 8. Legislative Update. B. Assessment of this meeting C. Miscellaneous Items XI. Adjournment Page 2

5 ORTAGE DISTRICT LIBRARY Minutes of the Regular Library Board Meeting held on December 9, 2013 I. Start of Meeting: Board members and staff gathered on December 9, 2013 at 5:30 pm for dinner (Provided by Joy Fong) and the board meeting commenced at 6:15 p.m. which was later than usual due to bad weather and difficult driving conditions. II. Roll Call: Board Members Present: Michele Behr, Stephanie Brown, Betty Lee Ongley, Martha Pacheco, Heather Ricketts Alisha Siebers and Joe Yantis. Library Staff Present: Library Staff Absent: Library Director Christy Klien, and Staff: Jill Austin, Rolfe Behrje, Diane Delach, Rob Foti, Lawrence Kapture and Chris Walker. Laura Wright III. Comments or Requests from the Public, Board Members, or Library Staff Library Board Chair Betty Lee Ongley called the board meeting to order and opened it for any comments. A. Comment about holiday gift for trustees - Library board members opened their holiday gift which was a framed 8 x 10 photo of the 50 th Anniversary Rededication Event with current and former Board Members, State Legislators, City & School Leaders, Friends of PDL Officers, Volunteers, Library Director, Library Administrators and some library staff. DISPOSITION: Library Board members thanked Library Director Christy Klien and Library Administrative Staff for the holiday gift. B. Comment about a Special Resolution to be Presented - Vice Chair Alisha Siebers said that the Library Board had a special resolution that they wished to present in honor of Library Board Secretary and Assistant to the Director Diane Delach. Siebers read the following resolution for the record: PORTAGE DISTRICT LIBRARY BOARD RESOLUTION in honor of DIANE DELACH At a Regular Meeting of the Portage District Library Board held on December 9, 2013, the following Resolution was offered by the Trustees: WHEREAS, Diane Delach has served the Library Board beyond the call of duty during the year of 2013; and WHEREAS, Diane has helped the library cope with the loss of a respected director by planning an outstanding retirement party that provided for our community an elegant conclusion of an era; and WHEREAS, Diane saved the Board thousands of dollars by offering organizing services to guide the Board through the selection of a new Library Director; and WHEREAS, Diane subsequently trained the new Director and planned a beautiful Meet and Greet to introduce the new Director to Portage; and WHEREAS, Diane designed a satisfying ritual to celebrate the 50 th Anniversary of the Portage District Library which united the community in a joyful evening; and Page - 1

6 Minutes of the Regular Library Board Meeting of December 9, 2013 WHEREAS, Ms. Delach demonstrated her baking skills by cooking several bed bugs as part of the Bed Bug Brigade; and WHEREAS, Diane assisted in saving lives in our community by coordinating Blood Drives; and WHEREAS, our beloved secretary composed dozens of eloquent and heart-felt thank you notes; and WHEREAS, Diane continues to produce extensive and nearly flawless staff and administrative and board meeting minutes without any sign of fatigue or curmudgeonly crabbiness; and WHEREAS, Diane drafted what seemed like thousands of her own WHEREAS statements this year, NOW, THEREFORE, BE IT RESOLVED that Diane Delach provides the crucial warmth, thoughtfulness, and kindness that binds our library and community. BE IT FURTHER RESOLVED on this snowy evening in December 2013 that Diane Delach is the best Board Secretary any board had EVER. The resolution was signed by all trustees. Vice Chair Siebers then presented Delach with the Resolution along with a beautiful vase of flowers and a gift card to Millennium Restaurants from all the trustees to thank her for above and beyond service in Delach said she was completely surprised and very pleased with the resolution, flowers and gift card given to her by board members and thanked them for their kind and generous tribute. She said it was a pleasure to work at the Portage District Library and with this Library Board. DISPOSITION: Library Board members expressed their appreciation to Library Board Secretary and Assistant to the Director Diane Delach and she accepted their gesture with gratitude. C. Comment about Friends of the Library Book Sale - Trustee Martha Pacheco, Library Board Liaison to the Friends, said that there had been a Friends Book Sale the previous weekend which was quite successful. Many people came to purchase books as holiday gifts and the income from the sale was above average. DISPOSITION: Library Board Chair Ongley thanked Trustee Pacheco for the information about the Friends book sale and said it was wonderful that the Friends could provide books at reasonable prices for people to enjoy and give as gifts to others. Trustee Joe Yantis said he was unable to help at the Friends book sale because he had been in the Emergency Room that day with what turned out to be a bad case of shingles. Trustee Stephanie Brown commented that she was in ER that same day with her son who had a little accident. Everyone expressed concern and hoped both were doing well. D. Comment about Trustee s Review of Candidates -Library Board Chair Ongley said she had the pleasure recently of serving on Congressman Fred Upton s Committee to review students as candidates for the Armed Forces Academy. Ongley said that she was very impressed with the great young people whom they interviewed. DISPOSITION: Library Board members noted Ongley s comments about the exceptional student candidates for the Armed Forces Academy. E. Comment about Loss of Special Person - Rolfe Behrje, Systems Administrator at the library, stated for the record that the Portage community had just lost a very wonderful person, Tom Eddy. He noted that Mr. Eddy had served on the Portage City Council and Portage Public School Board and had contributed in numerous ways to the community. A memorial service for Tom Eddy would be held on Friday, December 13, 2013 at 11 am at the Page - 2

7 Minutes of the Regular Library Board Meeting of December 9, 2013 First Presbyterian Church, with visitation the day before on Thursday, December 12, 2013 from 4-8 pm at the Life Story Funeral Home on Lovers Lane. DISPOSITION: Library Board members expressed their condolences and agreed that Tom Eddy had been a remarkable figure in the community, having devoted himself to many service roles, and that he would be greatly missed. IV. Adoption of the Agenda for the Regular Meeting of December 9, 2013 Library Board Chair Ongley asked if there were any changes needed to the agenda for December 9, MOTION: It was moved by Yantis, and seconded by Behr that that the agenda for the regular meeting of December 9, 2013 be adopted as presented. Vote: 7-Yes, 0-No. Motion Carried. V. Consent Agenda Library Board Chair Ongley asked Trustee Michele Behr to read the items under V. Consent Agenda. Trustee Behr read the items as they appeared below. A. Minutes of the regular meeting held on October 28, B. Approval of Annual Calendar of Library Board Activities for FY C. Opportunity to Purchase a New Library Document Station as an Alternative to Regular Replacement of Public Access Copiers and Request for Approval to use Sole Source Provider. D. Substitution of UPS Upgrade Project for Staff Copier Replacement Project in FY 2013 and deferment of Copier Replacement to FY E. Approval of Budget Amendment to adjust the library s FY 2013 Budget to Accommodate for Revenue & Expenses Related to the 2014 Kalamazoo Poetry Festival. MOTION: It was moved by Ricketts, and seconded by Pacheco that the Consent Agenda for the board meeting of December 9, 2013 be approved as amended. Vote: 7-Yes, 0-No. Motion Carried. VI. Governance A. Follow-up to 2013 Library Board Annual Retreat - Trustees discussed the trip that had been taken to the Grandville Branch of Kent District Library on November 4, 2013 as the Library Board Retreat, and stated their opinions about the visit. Library Board Chair Ongley said she had just heard an advertisement on TV for the Kent District Library and Library Director Klien said KDL was preparing for a millage vote so they were going high profile to highlight their services. Ongley commented that she had encountered students at the Russian Festival who said that they used Kent District Library all the time and liked it very much. Klien said that the KDL staff had been very welcoming and had conducted a very interesting and informative presentation about their operations, their collection and services and especially about their outreach initiatives. Klien stated that thank you letters had been sent to all KDL representatives and presenters who were at the retreat. DISPOSITION: Library Board members all agreed that the Board Retreat visit to the Grandville Branch of Kent District Library had been enjoyable and very beneficial. B. Change to Library Board Bylaws related to timing for election of board officers - Library Director Klien said that although appropriate action had already been taken to keep the library in legal compliance with PA233 of 2011, there was still one other step that need to be taken and that was to make a slight change to Article III of the Library Board bylaws pertaining to when election of board officers would occur. For that reason, Klien said she was recommending the following change: Article III: Officers Officers of the Portage District Library Board shall be a Chairperson, and a Vice Chairperson, who shall be elected at the December meeting, for a term of one year, commencing at the first board meeting in January. Page - 3

8 Minutes of the Regular Library Board Meeting of December 9, 2013 MOTION: It was moved by Behr, and seconded by Yantis that Article III of the Library Board Bylaws be changed to have the election of board officers occur at the December meeting, for a term of one year, commencing at the first board meeting in January. Vote: 7-Yes, 0-No. Motion Carried. C. Election of Library Board Officers for Library Board Chair Ongley indicated that Trustee Joe Yantis, who serves on the Board Personnel Committee, had been asked to poll interest among trustees for board officer positions. Ongley asked Trustee Yantis to give his report. Trustee Yantis made the following statement and motions: Madam Chair: Having polled each member of the board regarding their interest in serving in leadership positions, I move that we accept the offer of Alicia Siebers to serve as Board Chair in 2014, replacing Betty Lee Ongley who has opted not to seek another term. In a subsequent motion, I move that Michele Behr be elected to the position of Vice Chair, and that the board accept the offer of Martha Pacheco to continue serving as the Friends Liaison, and that Heather Ricketts assist with the Friends responsibilities. Betty Lee Ongley has also offered to assist Martha Pacheco. The Personnel Committee for 2014 is an appointed position by the Library Board Chair. However, let it be noted for the record that Stephanie Brown and Joe Yantis will continue to serve on the Personnel Committee if requested to do so by the Library Board Chair. MOTION: It was moved by Yantis, and seconded by Brown, that the 2014 Portage District Library Board Officers and leadership roles be elected and appointed as indicated in the statement made by Trustee Yantis. Vote: 7-Yes, 0-No. Motion Carried Library Board Officers: Alicia Siebers Chair Michele Behr Vice Chair 2014 Library Board Appointees: Martha Pacheco Board Liaison to the Friends Betty Lee Ongley Assistant Board Liaison to the Friends Heather Ricketts Assistant Board Liaison to the Friends 2014 Library Board Personnel Committee: Stephanie Brown, Alisha Siebers and Joe Yantis D. Evaluation of Library Director and official action to set compensation for Library Board Chair Ongley indicated that the Library Board Personnel Committee, composed of Brown, Yantis and herself, had been responsible for conducting the Library Director s evaluation this year. Specifically, trustees had been provided an evaluation form and criteria based on the library s Ends and asked to complete individual assessments of the Library Director s performance. Subsequently, the submissions by each trustee were compiled by Trustee Yantis and Library Board Chair Ongley met with Library Director Christy Klien to share the results. Trustee Yantis provided a summary of the Library Director s performance evaluation and stated that the overall rating was above good and that he was prepared to make a motion. MOTION: It was moved by Yantis, and seconded by Ricketts that the 2014 compensation for Library Director Christy Klien be increased by 10%, bring her annual salary up to $82,500, and that the previously approved benefit Page - 4

9 Minutes of the Regular Library Board Meeting of December 9, 2013 package for her be continued. Vote: 7-Yes, 0-No. Motion Carried. Library Board Secretary Diane Delach indicated that there should be a vote on the Library Director s contract renewal as well. Trustee Yantis and Trustee Ricketts agreed to amend their motion to include language on the Library Director s contract renewal. AMENDED MOTION: It was moved by Yantis, and seconded by Ricketts that the 2014 compensation for Library Director Christy Klien be increased by 10%, bring her annual salary up to $82,500, and that the previously approved benefit package for her be continued, and that her contract be renewed effective January 1, 2014 for a period of three (3) years. Vote on the Amended Motion: 7-Yes, 0-No. Motion Carried. E. Consideration of Freedom of Information Act Policy for Portage District Library - Library Director Klien informed trustees that the library had received a Freedom of Information Act request and in dealing with it, Klien had consulted the library s attorney who felt the library should have a FOIA Policy in place. Klien said that the request made by the individual was for copies of the person s own library records. She said she had gone through the appropriate process with the requesting person and provided the individual with the proper FOIA forms, but had not heard any more from the person. Klien referred to pages of the board meeting agenda packet and went over the proposed FOIA Policy that had been drafted by the library s attorney. Klien said that she would be willing to be the FOIA Coordinator for the library and that any charges related to a FOIA request would be passed on to the person making the request. A question was asked about what fee would be charged and Klien said it would be based on the current cost of copying plus staff time. Library Director Klien said that Library Attorney Dick Butler had indicated that resolutions should be padded pertaining to the library s FOIA Policy and designation of FOIA Coordinator. The following resolutions were put forth: PORTAGE DISTRICT LIBRARY RESOLUTION for Freedom of Information Act (FOIA) Coordinator At a Regular Meeting of the Portage District Library Board held on December 9, 2013, the following Resolution was offered by Trustee Alicia Siebers, and supported by Trustee Stephanie Brown WHEREAS, the Michigan Freedom of Information Act, Public Act 442 of 1976, MCL , et seq. ( FOIA ), provides for public access to certain public records of public bodies and prescribes the powers and duties of certain public officers and public bodies; and WHEREAS, it is the public policy of this state that all persons, except those persons incarcerated in state or local correctional facilities, are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and public employees, and that the people shall be informed so that they may fully participate in the democratic process; and WHEREAS, Section 6 of the Act requires that the Portage District Library Board designate an individual as the Portage District Library s Freedom of Information Act Coordinator, who shall be responsible for accepting and processing requests for the Portage District Library s public records, and for approving a denial under Section 5 of the Act; and NOW, THEREFORE, BE IT RESOLVED that the Portage District Library Board hereby designates the Library Director to serve as the Portage District Library s FOIA Coordinator. BE IT FURTHER RESOLVED that pursuant to Section 6(3) of FOIA, the Library Director may designate another individual to act on his or her behalf in accepting and processing requests for the Portage District Library s public records and in approving a denial under Section 5 of FOIA. Page - 5

10 Minutes of the Regular Library Board Meeting of December 9, 2013 BE IT FURTHER RESOLVED that resolutions or portions of resolutions inconsistent with this Resolution are hereby rescinded to the extent of any such conflict. AYES: 7 NAYS: 0 RESOLUTION DECLARED ADOPTED: December 9, MOTION: It was moved by Siebers, and seconded by Brown that the Library Board adopt the aforementioned Resolution to designate a FOIA Coordinator for the Portage District Library. Vote: 7-Yes, 0-No. Motion Carried. Library Director Klien said that another resolution was needed to establish the library s FOIA Policy and to set the fees to be charged for FOIA requests and the following resolution was brought forth: PORTAGE DISTRICT LIBRARY RESOLUTION for Freedom of Information Act (FOIA) Policy & Fees At a Regular Meeting of the Portage District Library Board held on December 9, 2013, the following Resolution was offered by Trustee Joe Yantis and supported by Trustee Heather Ricketts. WHEREAS, the Michigan Freedom of Information Act, Public Act 442 of 1976, MCL , et seq. ( FOIA ), provides for public access to certain public records of public bodies and prescribes the powers and duties of certain public officers and public bodies; and WHEREAS, it is the public policy of this state that all persons, except those persons incarcerated in state or local correctional facilities, are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and public employees, and that the people shall be informed so that they may fully participate in the democratic process; and WHEREAS, the Portage District Library Board desires to adopt a FOIA Policy and to establish fees and charges for the processing of requests for public records in accordance with FOIA. WHEREAS, by a separate Resolution, the Portage District Library Board has appointed a FOIA Coordinator as required by Section 6 of FOIA; and NOW, THEREFORE, BE IT RESOLVED that the Portage District Library Board hereby adopts the Freedom of Information Policy attached as Exhibit A. BE IT FURTHER RESOLVED that the Portage District Library Board hereby adopts the following fees for copies of public records under FOIA: Copy fees (Township copier) Copy fees (commercial vendor) $0.10 per page Actual cost All other fees and charges as permitted by FOIA (as shown on Attachment B of the FOIA Policy) BE IT FURTHER RESOLVED that resolutions or portions of resolutions inconsistent with this Resolution are hereby rescinded to the extent of any such conflict. AYES: 7 NAYS: 0 Page - 6

11 Minutes of the Regular Library Board Meeting of December 9, 2013 RESOLUTION DECLARED ADOPTED: December 9, MOTION: It was moved by Yantis, and seconded by Ricketts that the Library Board adopt the aforementioned Resolution to establish the FOIA Policy for the Portage District Library and to set fees for FOIA requests. Vote: 7-Yes, 0-No. Motion Carried. VII. Ends Development A. End-of-Year Report on Accomplishment of all Ends for Library Director Klien said she felt that the library staff had done a very good job in accomplishing the library s Ends for She remarked that it had been quite an intense year with a lot of changes and some major projects. Klien asked if trustees had any specific questions on the End-of-Year Report on Accomplishment of Ends for Library Board Chair Ongley asked if there had been any increase in the percentage of self checkouts in 2013 and Klien responded that the goal for this year was to promote self checkout so the front lobby space and circulation area had been reconfigured to encourage self checkouts. However, she noted that there are still some challenges that need to be addressed, such as how to handle library card renewals. Vice Chair Siebers noted that the self checkout numbers were really pretty good and that she didn t think the Library Board would ever want to have self checkouts at 100% because the library would lose that personal touch. Library Director Klien agreed and said that she would continue to work with staff to arrange space so that there would always be a welcoming presence of library personnel to interact with library users but the self checkout stations would be position to encourage their use. Rolfe Behrje, Systems Administrator, commented that simple things can often pose as barriers to self checkout, such as patrons positioning books incorrectly on the scanner or twisting their borrower card. Trustee Siebers remarked that the screens at KPL have larger buttons to touch for entering PIN information and asked if PDL s touch screen buttons could be made larger. Behrje responded that the newer self checkout machine (the black one) worked better. He commented further that the library achieved 58% self checkout just through patron initiative, so reducing some of the barriers and continuing to encourage use should increase the rate of self checkout naturally. A discussion followed about the aspect of convenience for patrons and the importance of personal interaction with library users. A question was raised if technology had advanced to the stage of self check at the shelves and Behrje responded that the RFID technology was not ready yet (smart phone check out is the challenge). However, he pointed out that volunteers at PDL had done a fantastic job of scanning shelves to find lost, missing and trace materials and to help pull materials for patrons. Technology has greatly improved collection management already. Another comment on the End-of-Year Report on Accomplishment of Ends was that the library had done exceptionally well with community involvement in Trustee Siebers said she thought PDL was standing out more in the community and is being noticed more by the public. Library Board Chair Ongley also commented that the library is serving a wide range of people too. She also noted that the library s Facebook page was drawing a lot of attention too. Trustee Behr said she thought that the library s 50 th Anniversary Open House was great and that they should consider doing a similar event again next year. Klien responded that the library would be doing something along those lines and that the goal is to bring people to the library. Trustee Pacheco inquired about the status of Heritage Room shelving and if more could be purchased. Klien answered that if there was end-of-year carryover money, that would be something that would be considered, and in fact, more shelving for the Heritage Room was a goal for Trustee Siebers said she thought staff should have good chairs and that public service desks should be furnished first. Trustee Behr asked if any consideration was being given to stand-up work stations. Klien said that option had not yet been discussed for the library. Trustee Behr invited Klien to contact her about a site visit to WMU s library to see stand-up style seating. Page - 7

12 Minutes of the Regular Library Board Meeting of December 9, 2013 DISPOSITION: The Library Board received the End-of-Year Report on Accomplishment of Ends in 2013 and commended Library Director Klien and library staff on the exceptional work done throughout a challenging year of transition. Trustees agreed that it was a very successful 50 th Anniversary Year for Portage District Library. B. Discussion about guests to be invited to Library Board meetings & staff presentations in Library Director Klien stated that at the beginning of each new year, it had been the practice of the Library Board to consider the development of a list of guests to be invited to board meetings throughout the year, for the purpose of information sharing, networking and education. Klien noted that in the past, invited guests had included: state and local representatives; city & school leaders; people from agencies and organizations that collaborate with the library; attorneys; other library professionals; facilitators and trainers; and presentations by library staff. She then asked for trustees' input on possible guests to be invited in 2014 and the following suggestions were made: Literacy Council Representative (perhaps Michael Evans) Autism Speaker (Community Advocates, Center for Autism, etc.) Library Attorneys School Superintendent City Manager Personal Property Tax Speaker Corporate Representative (to address library/corporate alliance for fundraising) Kalamazoo Community Foundation Representative (Carrie Pickett-Erway, Colby Chalmers or Tom Vance) Staff Presentations DISPOSITION: It was decided that Library Director Klien would compile a list of suggested guests, along with previous guests and bring the combined list back for trustees to review at the January 27, 2014 board meeting. VIII. Monitoring to Assure Compliance with Executive Limitations A. Report on Financial Condition for October Business Manager Rob Foti indicated that there were no trouble areas and no concerns in the library s financial picture and that he was expecting that there would be a substantial carryover. He noted that the library was in the process of spending out its materials lines. Foti also updated trustees on the status of PA 152 and said that there was no movement on that legislation right now. DISPOSITION: The Library Board received the Report on Financial Condition for October 2013 and noted that there were no financial concerns. B. Report on Financial Condition for November Business Manager Rob Foti indicated that there were no financial concerns for the library in the month of November 2013 either. A discussion ensued about rising health insurance costs and the state mandate for government employers to not exceed a specified percentage of payment for employee health insurance premiums. Trustees noted that there had been an indication given that the library could have a significant carry-over in this fiscal year, and the suggestion was made that some of the extra money could be used to fund bonus payments to library staff to help them cover the increased cost of their health insurance premiums. Library Director Klien said that once they knew more specifically where the library stood financially, that would be nice to consider doing again for staff in Trustees agreed that if there was money left over at the end of the year that library staff should receive a bonus to acknowledge their hard work and the increase in insurance costs. Trustee Pacheco asked about the status of the Friends of the Library s donation of money to fund items on the library s 2013 Wish List. Klien answered that the Friends donated money had been received and placed in specific library budget lines to pay for Wish List items, such as renovation of the Staff Lounge and more shelving for Adult and Youth public areas. Klien said that she wanted to get staff input on the Staff Lounge before proceeding, so that project is still pending. She said her intent is to have staff come up with ideas first Page - 8

13 Minutes of the Regular Library Board Meeting of December 9, 2013 and then start work on redecorating the Staff Lounge. DISPOSITION: The Library Board received the Report on Financial Condition for November 2013 and thanked Business Manger Foti and Library Director Klien for their extensive work on securing suitable health insurance plans for staff and in pursuing projects that will benefit employees. IX. Library Director s Reports A. Marketing Updates for October & November Chris Walker, Marketing Manager, said that there were two surveys being conducted now through the first week of January She said that in addition to the online survey (using Survey Monkey) that tables are being set up at adult programs to encourage people to fill out the survey. It was also being publicized in the library s e-newsletter. Some of the questions being asked are: How do you find out about library programs? What method of communication do you prefer? ? Direct Mail? The Teen Survey is geared towards 6 th - 12 th graders and is being conducted online. There have been (4) responses thus far. Trustee Behr said that PDL s Facebook page would be a good way to get feedback. Trustee Siebers noted that at the Board Retreat they had heard that you need to get out in front of display tables to interact with people. DISPOSITION: The Library Board received the Marketing Updates for October and November and trustees commented on the value of getting patron feedback. B. Narrative Reports for October & November Library Director Klien went over highlights from her Narrative Report covering activities in October and November. She mentioned the power outage that the library had experienced and said that everything had gone very well without incidents. Lawrence Kapture, Head of Adult Services, told trustees that (3) Adult Services staff members had attended the MLA Annual Conference and that Nicolette Sosulski and Lawrence Kapture had been presenters at the conference. He also mentioned that Adult Services staff had participated in the 2013 Great Grown-Up Spelling Bee fundraising event that Kalamazoo Public Library puts on to raise money for their literacy program. Library Director Klien spoke on behalf of Laura Wright, Head of Youth Services, who could not be at the board meeting, and reported that Youth Services staff had been involved in the Kindergarten Card Sign Up initiative and had also participated in the Kalamazoo Institute of Arts special exhibit Fantastic Rumpus which was made possible with a grant from the Grandmother & CIG Endowment Fund that benefits youth. Klien also mentioned that Jill Austin, Circulation Supervisor, was back to work from medical leave and that it was great to have her back. She also complimented Circulation Assistant Kathy Morris who did a fantastic job during Jill s absence. Klien stated that the library was collaborating with the Salvation Army as a collection site for their Angel Tree toy drive again this year and that 200 tags had already been taken from the tree for toy purchases. Trustee Siebers thanked Trustee Heather Ricketts for taking part in a fundraising meeting recently with Library Director Christy Klien, Marketing Manager Chris Walker and Assistant to the Director Diane Delach to share her ideas and expertise with them. Library Director Klien said that there were no total amounts available yet on the 2013 Annual Campaign but that she would bring a report to the Library board at their January board meeting. Page - 9

14 Minutes of the Regular Library Board Meeting of December 9, 2013 DISPOSITION: The Library Board received the Narrative Report for October and November 2013 and complimented Library Director Klien and staff for all the proactive things going on at the library. C. Statistical Report for October Library Director Klien said that the statistical numbers had been going up and down a little bit in some areas but that there were no major surprises. Trustee Yantis asked if library patrons were aware of the shift in emphasis towards e-materials. Klien responded that there were compliments received about services and that it appeared to be a smooth transition towards an e-collection at the library. Behrje commented that the circulation statistics show a steady increase in e-material usage. Kapture commented that publishers have been difficult to deal with over e-materials and that they generally have inflated prices. Behrje noted that the library would be undertaking an E-Resource Central Project in 2014 and would be exploring the purchase of Zinio for electronic magazines and Hoopla for video. A discussion followed on the move to electronic reading and how it is influenced by the media. DISPOSITION: The Library Board received the Statistical Report for October 2013 and noted the trend toward more electronic format. D. Statistical Report for November [The prior discussion on Item C covered Item D as well.] DISPOSITION: The Library Board received the Statistical Report for November E. Legislative Update for November Library Director Klien said that the focus for many libraries right now was on their millage coming up for renewal. She also mentioned that the Library Board may want to review the issue on no ban on firearms in public libraries at some point. DISPOSITION: The Library Board received the Legislative Update for November X. Process Evaluation A. Suggestions for Agenda Items to be included on the January 27, 2014 Board Meeting 1. Minutes of the Regular Meeting held on December 9, Review of Community Meeting Room Policy. 3. Review of Library Privacy & Search Warrant Policy. 4. Approval of Budget Amendment Request to Increase Expense Lines in the FY 2014 Budget to Offset Unpaid Encumbrances. 5. Approval of Budget Amendment Request to Adjust Reserve Accounts as Required. 6. Report from Martha Pacheco, Board Liaison to the Friends of the Library. 7. Endorsement of Library Director's Personal Goals for Endorsement of Library Director s Interpretation of End Statements & related projects for th Quarter Financial Report for Fiscal Year 2013 & Comments on Year-End Results. 10. Monitoring Report on Executive Limitation: Global Executive Constraint. B. Assessment of this meeting - The following comments were made: Library Board Chair Ongley thanked Trustee Joe Yantis for all his work on the Board Personnel Committee in relation to the Library Director s evaluation. Library Board Secretary Diane Delach thanked trustees once again for their thoughtful gesture to show gratitude for her work in C. Miscellaneous Items - The following comments were made: Library Board Chair Betty Lee Ongley stated that she had thrown her hat in the ring for consideration to fill a vacant seat on the Portage City Council, and would not know the outcome until later in December. Library Director Klien said that the library s Holiday Party had been postponed until January due to schedule conflicts. Trustee Heather Ricketts said that her position at WMU had been eliminated (the last hired; the first let go) and she had returned to her political consulting work. Page - 10

15 Minutes of the Regular Library Board Meeting of December 9, 2013 Everyone exchanged Happy Holiday greetings. XI. Adjournment Library Board Chair Betty Lee Ongley officially adjourned the regular board meeting of December 9, 2013 at 8:05 pm. Recorded & Transcribed by, Diane Delach, Secretary Portage District Library Board Page - 11

16 Revised & Approved: PORTAGE DISTRICT LIBRARY Community Meeting Rooms Policy The Portage District Library s community meeting rooms, like other library spaces, materials and services, are available on a first come, first served basis, to citizens residing within, or groups serving the Portage District Library service area. The rules and regulations listed below are designed to better serve the public. Rules for Use of the Library s Community meeting rooms: 1. In accordance with the Elliot-Larsen Civil Rights Act, the library, as a tax supported facility, may be used only by those groups whose membership is open to all people without discrimination because of religion, race, color, national origin, age, sex, height, weight, or marital status. 2. Library use of community meeting rooms takes precedence over all other uses. In an emergency situation, if the library should find it necessary to cancel a scheduled activity in a community meeting room, then the library staff person in charge of room reservations will notify the renter who booked that room that other arrangements must be made. A full refund of the room fee will be issued to the renter. 3. Community meeting rooms may be reserved by professional and governmental groups and by any local organized group in the Portage District Library service area. Local business use is permissible when no selling, solicitation or order taking occurs (See Item #4). Local is defined as a Portage-based organization or one with a significant Portage membership within the Portage District Library service area. 4. Approved use of the library s community meeting rooms does not include selling or moneymaking enterprises except those that may be sponsored by the Portage District Library itself, or the Friends of the Portage District Library. 5. Educational groups, public service groups and citizens activities related to public policy may charge fees only to recover the cost of consumable materials or instruction, provided financial profit is not the purpose of the activity. 6. A group s use of the community meetings rooms is not sponsored by the Portage District Library unless sponsorship is expressly approved in writing by the Portage District Library. Groups shall not cause a probability of confusion or misunderstanding as to sponsorship of their use of the community meeting rooms by the Portage District Library. 7. The Portage District Library community meeting rooms shall not be used for any unlawful purposes, and anyone using the meeting rooms will abide by all library rules and regulations. THE PORTAGE DISTRICT LIBRARY RESERVES THE RIGHT TO CANCEL ANY USE OF THE COMMUNITY MEETING ROOMS, AND TO SUSPEND OR TERMINATE FUTURE USE OF SAID ROOMS, BY ANY ORGANIZATION THAT VIOLATES THIS COMMUNITY MEETING ROOMS POLICY. Page - 12

17 January 28, 2013 Community Meeting Rooms Policy Revised & Approved by the Library Board Regulations for Use of the Portage District Library s Community Meeting Rooms: 1. Rooms are to be booked on a first-come, first-served basis in two-hour blocks of time, and may be reserved a maximum of two months in advance. Room access will be denied if payment is not received prior to the start of the rental period. SINGLE ROOM RENTAL PRICES are as follows per two-hour block: Meeting Room Rental Rate 501-C3/Gov. Rental Rate Austin Lake Room $55.00 $25.00 Sugarloaf Lake Room $50.00 $20.00 West Lake Room $50.00 $20.00 Gourdneck Lake Room $30.00 $15.00 Long Lake Room $20.00 $10.00 COMBINED ROOM RENTAL PRICES are as follows per two-hour block: Meeting Room Combinations Rental Rate 501-C3/Gov. Rental Rate Austin Lake + Sugarloaf Lake + West Lake Rooms $ $ Austin Lake Room + Sugarloaf Lake Room $ $ Sugarloaf Lake Room + West Lake Room $ $ Gourdneck Lake Room + Long Lake Room $ $ Exceptions to these meeting room rental charges may only be granted by the Library Director. 2. A two-tier system has been created to delineate between non-profit organizations and other groups or for profit organizations. Groups wishing to take advantage of the non-profit price tier must present either proof of their 501-C3 status, or proof of their government relationship at the time of booking. 3. Set-up and tear-down of a meeting room is the responsibility of the organization using the meeting room and must be accounted for within the block of reserved time. Chairs and tables are provided at no additional charge. Any time spent prior to, or after the reserved time, may result in an additional charge of one or more two-hour blocks of time. At the conclusion of a meeting, the room should be left in the same condition as it was found or an additional fee will be assessed equal to a minimum of one two-hour block of time for clean-up. 4. Any damage done, whether accidental or due to negligence, including the need for special cleaning, will result in the billing of the contact person for the actual cost of the cleaning, repair, and or replacement of the damaged article(s). 5. Organizations must be completely out of their meeting room one-half hour prior to the library s closing time. If an organization remains past the library s posted hours of operation, an additional fee of ($100.00) one hundred dollars may be charged to the contact person. Groups must be out of the rooms by: 8:30 p.m. - Monday - Thursday 5:30 p.m. - Friday 4:30 p.m. - Saturday Note: Meeting rooms are not rented on Sunday. Page Page

18 January 28, 2013 Community Meeting Rooms Policy Revised & Approved by the Library Board Use of the library s community meeting rooms is not permitted before or after library hours or when the library is closed. 6. Each room contains the following equipment, which is available at no additional charge: Computer Projector, VCR, DVD, Dry Erase Board and Dry Erase Markers, and Cordless Microphone. Additional equipment including a Slide Projector, Movie Projector, Overhead Projector, and Podium are also available. It is the responsibility of the organization using the room to double check that their equipment is compatible with that of the Portage District Library. To do this, please contact the Meeting Room Coordinator at least forty-eight hours prior to room use. All Equipment must be requested at least (48) hours prior to room use. 7. Food and drink are permitted but must remain within the organization s rented room. Coffee pots are available, however the library does not supply coffee, cream, sugar, serving ware, etc. As per fire codes, no open flames of any kind are allowed within the Portage District Library. NO ALCOHOLIC BEVERAGES ARE ALLOWED ON LIBRARY PREMISES. NO SMOKING IS ALLOWED INSIDE THE PORTAGE DISTRICT LIBRARY. 8. Portage District Library s Community Meeting Rooms are used for multiple purposes and therefore nothing may be permanently affixed to the walls. 9. Illegal activities including gambling are not permitted in the community meeting rooms. 10. The Portage District Library is not responsible for loss or damage to exhibits left in the community rooms or for the personal property of those attending the meetings. Page Page

19 Last Revised & Approved: PORTAGE DISTRICT LIBRARY LIBRARY PRIVACY & SEARCH WARRANT POLICY It is the policy of the Portage District Library Board, administration and staff to preserve the confidentiality of all library patron records and related patron information to the fullest extent permitted by law. To that end, the library patron records of the Portage District Library shall be released or disclosed only as provided for under the conditions stated in this policy and applicable law including the Library Privacy Act. MCL et seq. All library patron records and related patron information shall be treated by the staff of the Portage District Library as confidential, including name, address, telephone number, or any other information provided on library patron records that personally identifies a library patron. The Portage District Library may only use library patron records for library transactions and to distribute library-related information to registered library patrons. The definition of a library patron record in this policy is: Any written documentation, record, or other method of stored information that is retained by the library and that contains information that personally identifies a library patron or that identifies a person as having requested or obtained specific materials from the library. This includes, but is not limited to, the library patron's name, address, telephone number, or any other descriptors that would identify the person in any way. This also includes the basic fact that the individual is a Portage District Library patron and may or may not have requested or obtained specific materials from the library. For clarification purposes, a library patron record does not include non-identifying material that may be retained by the library for the purpose of studying or evaluating the circulation of library materials in general, such as: material usage counts, age and gender demographics, etc. PROCEDURES for PROTECTION of LIBRARY PRIVACY: A. Michigan Library Privacy Act - State and Local Government Requests 1. Notification of the Library Director - Any employee of the Portage District Library who receives a request, or who is served with a subpoena, court order, search warrant or other legal document from a state or local governmental authority, requesting the release of library patron records, or requiring the disclosure of any information from a library patron s record, shall immediately notify the Library Director (or designated administrator in charge) and shall not take any action of any kind, other than to proceed with that notification. In the event that the Library Director (or designated administrator in charge) is not available, notification should immediately be given to the Portage District Library Board Chair or Vice Chair. For purposes of Sections A2 and A3 of this Policy, Library Director shall include his/her designated administrator in charge and the Board Chair or Vice Chair, as the case may be. 2. Action by the Library Director - The Library Director, in a timely manner, shall receive and review all subpoenas, court orders, search warrants or other legal documents from a state or local governmental authority requesting the release of library patron records, or requiring the disclosure of anything from a library patron s record, and shall immediately consult with the library s attorney (or appropriate authorized official) to verify authenticity of said legal documents presented by a state or local governmental authority. After review of the legal { } Page - 15

20 Library Privacy & Search Warrant Policy Last Revised & Approved Page 2 document(s), the Library Director shall respond in an appropriate manner in compliance with applicable law. 3. Requests for Patron Information: Pursuant to the Library Privacy Act, the Library Director shall deny, in writing, all requests (including Freedom of Information Act requests) for the release or disclosure of library patron records, unless ordered by a court or the Portage District Library has received written consent from the person liable for payment for or return of the materials identified in that library record. B. USA Patriot Act Federal Government Requests (from federal authorities such as the FBI) 1. Notification of the Library Director - Any employee of the Portage District Library who receives a request, or who is served with a subpoena, court order, search warrant or other legal document from a federal governmental authority, requesting the release of library patron records, or requires the disclosure of anything from a library patron s record, shall immediately notify the Library Director (or designated administrator in charge) and shall not take any action of any kind, other than to notify the Library Director (or his/her designated administrator in charge). In the event that the Library Director (or designated administrator in charge) is not available, notification should immediately be given to the Portage District Library Board Chair or Vice Chair. For purpose of Section B2 of this Policy, Library Director shall include his/her designated administrator in charge and the Board Chair or Vice Chair, as the case may be. 2. Action by the Library Director - The Library Director shall immediately consult with the library s attorney (or appropriate authorized official) to verify authenticity of said legal documents presented by a federal governmental authority. After review of the legal document, the Library Director shall, as required by the Foreign Intelligence Security Act (FISA) and its amendment (USA Patriot Act of 2001, Sections 215 and 216), comply fully with a federal government court order or search warrant to disclose or release library patron records and information. As further required by the Foreign Intelligence Security Act (FISA) and its amendment (USA Patriot Act of 2001, Sections 215 and 216), the Library Director - as well as any library staff member involved in providing the requested library records, shall not disclose to any person, including the individual whose library patron record was seized, the existence of the court order or search warrant, or the fact that the person s library patron record was produced as a result of the court order search warrant. (Note: The government can prosecute the Library Director and any library staff member for disclosing such information under these circumstances.) Page - 16

21 To: From: Christine Klien, Library Director Rob Foti, Business Manager Date: January 22, 2014 Subject: COMMUNICATION Budget Amendment Request to Increase Expense Lines in the FY 2014 Budget to Offset Unpaid Encumbrances BACKGROUND: Every year, a recommendation is made to the Library Board to approve a Budget Amendment request to increase expense lines to offset approved previous year s purchase orders that had not been fully paid. This allows the library to cover those encumbrances with funds that had already been allocated for those purchases. Please see the following sheet detailing the encumbrances from Fiscal Year RECOMMENDATION: I recommend the following expense lines be increased to offset the associated expenses. The total is $356, Page - 17

22 List of Encumbrances from Fiscal Year 2013 Employee Assistance Program Office Supplies Heritage Room Supplies 1, Computer Supplies 2, General Operating Supplies Copying and Printing 8, Books-Adult Books-Teen 5, Books-Juvenile 6, Books-Preschool 8, Books-Heritage Room 1, Books-Parent Teacher 1, Books-Easy Reader 2, Books-Fiction-Adult 14, Books-Non Fiction-Adult 15, Books-Favorite Authors-Adult 5, Books-Requests-Adult E-Books-Adult 9, E-Books-Juvenile 2, E-Books-Preschool 2, Compact Discs-Adult 9, Compact Discs-Youth Compact Discs-Hot Pick 2, Videos-Adult 2, Videos-Youth 21, Video-Hot Picks 1, Video-Business Room 2, Talking Books-Adult 3, Talking Books-Youth 3, Talking Books-Business Room 2, CD ROM Material-Hot Picks Reference-Adult 7, Reference-Business Room 1, Periodicals & Publications 8, Licensed Databases 29, Telephone Building Repair and Maintenance Non-Capital New Furnishings 9, Non-Capital Furn. Rep.-Youth 14, Payroll Services 2, Cataloging Services 8, Information Services Support 8, Internet Services 3, Programming-Adult Unrestricted Programming-Youth Unrestricted 2, Kalamazoo Poetry Festival 2, Program-Adult-Restricted 1, Dues & Memberships Training/Educational/Mtgs. 9, Director Training/Travel Computer Repair and Maintenance 36, Technology Project-Capital 71, TOTAL $356, Page - 18

23 To: From: Christine Klien, Library Director Rob Foti, Business Manager Date: January 23, 2013 Subject: Budget Amendment Request to Adjust Reserve Accounts as Required COMMUNICATION BACKGROUND: The 2013 Fiscal Year was a year in which the Library saw several retirements to personnel. This provided the Library a unique opportunity to look at its current staffing and to redesign how it would like to see the Library staffed in the future that would best serve the community and in a manner that would be economically viable. As a result of the changes that the Library implemented, a significant savings of costs was realized by the Library. These savings are seen as one-time savings and not something that it can expect again in the near future. The Library feels that it could be best served by using savings from the 2013 Fiscal Year to fund future projects that otherwise could be difficult to fund. Each of the projects listed below would improve the facilities in a manner that would benefit patrons experience at the Library. These projects include: redesigning and replacing the external book drop to make it accessible by vehicle; installing upgraded integrated controls on the new boilers to efficiently control the Library environment; perform a feasibility study on possible uses for the patio area so that it can be a more useful area for patrons; and to perform a feasibility study on possible changes to the lobby area for better use by patrons. With the addition of these reserves the library will still contribute a significant amount of funds to its Unassigned Fund Balance and end FY 2013 with a very healthy balance that will provide the library with the option of funding large projects and covering expenditures in the upcoming year during a time of uncertain revenue. BUDGET AMENDMENT REQUEST: It is recommended that the Library Board approve a budget amendment to allot funds from the Unassigned Fund Balance to various reserves to fund future projects and expenditures as follows: Book Drop Reserve $100,000 HVAC Control Reserve $ 15,000 Patio Feasibility Reserve $ 7,500 Lobby Feasibility Reserve $ 7,500 TOTAL to be moved to Reserves $130,000 Page - 19

24 COMMUNICATION To: From: Portage District Library Board Christine Klien, Library Director Date: January 23, 2014 Subject: Budget Amendment to move funds from Unassigned Fund Balance to designated expense lines in January of BACKGROUND: The Library had two full-time employees that retired in FY2013 and another that retired in November of As a result of these retirements and subsequent changes that were made to staffing, the Library has realized a significant savings of budgeted funds in Fiscal Year All unused funds from the 2013 Fiscal Year will be added to the Unassigned Fund Balance at December 31, The Library would like to use a portion of these funds for special projects to be completed in the 2014 Fiscal Year. The first project is the replacement of 40 staff desk chairs. The current staff desk chairs are at least 15 years old. Replacement of these chairs would provide a more comfortable working environment for staff. The Library has a quote of approximately $350 per chair. In FY2013, several staff were able to demo this chair and it was met with favorable reviews. The second project is for the replacement of shelving and workstation in the Heritage Room. The Library has a high end quote of approximately $19,000 to accomplish this, of which it has budgeted for $6,245 in the FY2014 budget. This request would be for an additional $14,000 to fund the entire project in FY2014. If approved, the Library will analyze all quotes received and select the vendor that most closely performs the requested work at a price most beneficial to the Library. RECOMMENDATION: I recommend that the Library Board approve a Budget Amendment to move funds from Unassigned Fund Balance in January 2014 to the Fiscal Year 2014 Budget to increase Capital Outlay by $13,000 and Non- Capital New furnishings by an amount of $14,000. Page - 20

25 COMMUNICATION To: From: Portage District Library Board Christy Klien, Library Director Date: January Subject: Budget Amendment to adjust the FY 2014 Budget for the Friends Donation to Fund the 2014 Summer Reading Program for the Library. BACKGROUND It is my pleasure to announce that the Friends of the Portage District Library will generously support the library s Summer Reading Program in 2014 with a grant of $10,000. We are most grateful for this grant which will enable us to conduct a very worthwhile summer reading experience for both youth and adults. The Summer Reading Program at PDL has become a cornerstone event for our community, and without the support of our wonderful Friends organization, the library would be very challenged to sustain the level of summer programs and activities that we have been able to provide due to the Friends subsidy. This very generous donation will enable us to develop and implement all aspects of the summer reading initiative, including a Kick-Off event, reading incentives, special activities, online participation and an End-of-Summer Reading concluding event. All participants are rewarded for their involvement in summer reading and we believe that keeping children reading over the summer months helps them to maintain and/or improve their reading skills to give them an advantage when school resumes in fall. We are extremely grateful to the Friends for their loyal sponsorship of the library s Summer Reading Program and for all other support and subsidy that they give us on a regular basis. RECOMMENDATION: I recommend that the Library Board approve a Budget Amendment to the Fiscal Year 2014 Budget to increase the Programming-Summer Reading expenditure line by $10,000. This will enable the funds to be used as requested by the Friends of the Portage District Library for the library's 2014 Summer Reading Program. Page - 21

26 January 14, 2014 AntoinetteYannie, President & Trustees Friends of the Portage District Library South 18 th St. Vicksburg, MI Re: Friends' Donation to fund the Portage District Library's 2014 Summer Reading Program Dear Toni and Members of the Friends of Portage District Library Board, How can we measure the depth of gratitude that we feel to all of you for your wonderful donation of $10,000 to the Portage District Library s 2014 Summer Reading Program? There just doesn t seem to be a way that is complete enough to convey our appreciation. We are thankful because your generosity makes it possible for us to create an exciting and fulfilling summer reading experience for children, adults & families in Portage. Every year, when library staff starts planning for the Summer Reading Program, we always have in mind that it is a really important initiative. We already know that the youngsters in our community have come to expect and look forward to the library s summer programs. We also are quite sure that our summer reading activities encourage children to read and that by getting them to read, we are also helping them maintain or improve their reading skills that will be advantageous to them when they return to school in the fall. Many adults participate too and find it very rewarding. That is why your gift of support to help the library continue Summer Reading Programs is so valuable it helps everyone in our community! This year, the Summer Reading Program themes are: Fizz, Boom Read for youth; Spark a Reaction for teens and Literary Elements for adults and the focus will be on science, which should be educational and fun! The library s Summer Reading Program has become a mainstay event in the Portage community and, needless to say, we would struggle to maintain this special program if we did not have the extensive support from our devoted Friends of PDL. On behalf of the Portage District Library Board, administration, staff and patrons, I extend our sincere thanks to all of you on the Friends of the Library Board for your faithful sponsorship of the library s Summer Reading Program. You are making a significant contribution to the quality of life in Portage! With Sincere Thanks, Christy Klien Library Director Copies to: Portage District Library Board Members Martha Pacheco, Library Board Liaison to the Friends Jill Austin, Library Staff Liaison to the Friends Rob Foti, Library Business Manager Lawrence Kapture, Head of Adult Services Laura Wright, Head of Youth Services Chris Walker, Marketing & Fund Development Manager Kathy Morris, Donations Assistant Page - 22

27 COMMUNICATION To: From: Portage District Library Board Christy Klien, Library Director Date: January 20, 2014 Subject: BACKGROUND: Budget Amendment to adjust the library s FY 2014 Budget to Accommodate for Revenue & Expenses Related to the 2014 Kalamazoo Poetry Festival At the March 25, 2013 board meeting, information was shared with trustees about Portage District Library s collaborative partnership with a number of other organizations in the region to create a Kalamazoo Poetry Festival - new community wide initiative to be undertaken for the first time in We indicated to trustees that Portage District Library would be serving as the fiscal agent [because of our 501 (c) (3) non-profit status)] and that we would be the designated recipient for all donations made to the Kalamazoo Poetry Festival. That means that Business Manager Rob Foti is receiving, tracking and assisting with donations and any related expenditures on behalf of the Kalamazoo Poetry Festival. Since then, we have been bringing budget amendment requests to the Library Board related to donations received by the library (as fiscal agent) for the 2014 Kalamazoo Poetry Festival. Business Manager Rob Foti indicated that for auditing purposes, it was better practice for separate budget amendments to be done for this type of fiscal agent responsibility to ensure appropriate tracking of funds. For that reason, another budget amendment request is being made at the January 27, 2014 board meeting. RECOMMENDATION: I recommend that the Library Board approve a budget amendment to increase the 2014 Kalamazoo Poetry Festival revenue line by $12,875 and to increase the 2014 Kalamazoo Poetry Festival expenditure line by an equivalent amount to cover expenses being incurred for the 2014 Kalamazoo Poetry Festival. Page - 23

28 COMMUNICATION To: Portage District Library Board From: Christy Klien, Library Director Date: January 20, 2014 Subject: Appointment of Library Board Secretary At the December 9, 2013 board meeting, new Library Board Officers were elected and appointments were made for Board Liaison to the Friends as well as to the Board Personnel Committee. At that time, no action was taken to officially appoint the Library Board Secretary for 2014, so for this reason, it has been placed as an item under Governance on the agenda for the January 27, 2014 board meeting. This appointment is made by the Library Board Chair. Page - 24

29 COMMUNICATION To: Portage District Library Board From: Christy Klien, Library Director Date: January 20, 2014 Subject: Report from Library Board Liaison to the Friends of the Portage District Library Portage District Library Board Member Martha Pacheco is the Board Liaison to the Friends of the Library, and as such, attends Friends board meetings and shares information about Friends activities. Trustee Pacheco indicated that she would like to have an item on the agenda for any Library Board meeting that immediately follows a Friends book sale or board meeting. Since the Friends had a book sale on December 6 th & 7 th, 2013, and a Friends board meeting on January 20 th, there will be an item on the agenda for the January 27, 2014 board meeting so that Trustee Pacheco can give a report on these topics. Page - 25

30 COMMUNICATION To: From: Portage District Library Board Members Christy Klien, Library Director Date: January 20, 2014 Subject: Discussion about guests to be invited to Library Board meetings in 2014 for networking & educational purposes. BACKGROUND: At the last board meeting held on December 9, 2013, a discussion was held among trustees about the guests/presenters that should be invited to board meetings in A list of past guests/presenters was provided to board members for review and various suggestions were made for those who should be invited as guests/presenters this year. Following that discussion, a decision was made that trustees suggestions would be compiled into a new potential guest/presenter list which would be brought back to the January 27, 2014 board meeting for final disposition. REQUEST: The revised suggested list has been included in the board packet and will be discussion Item VI-C on the agenda for the January 27 th board meeting. Please review the revised list and think about any changes that may be needed for a final vote on this matter. Thank you! Page - 26

31 Suggested List of Guests/Presenters to be invited to Portage District Library Board Meetings in 2014 Below is a list of possible guests/presenters compiled from suggestions made by Portage District Library Board Members at their board meeting held on December 9, 2013 along with a list of past guests. This list will be reviewed by trustees at their January 27, 2014 board meeting for final approval. There are (11) board meetings held in a year (there is no meeting in November) and some of the board meetings have standard presentations, as they appear on the Library Board s Annual Calendar. Typically the month of January is dedicated to a presentation of Ends projects for the new year and start-up activities; the month of June is earmarked for budget presentations; the month of July is always the time for the 3-Year Technology Plan presentation; the month of October is heavy on policies review and approval calendars, etc. for the next year and the month of December is usually kept to basics because of the holidays. It would seem reasonable to plan for about (5) guests/presenters (outside and internal) for the year. 1. Attorney Presentation - (Dick Butler for district library law; Rick Fries for labor law) 2. Autism Speaker - (Community Advocates or Great Lakes Center for Autism Treatment & Research) 3. Carver Policy Governance Presentation 4. City Manager, City of Portage - (as a Trifecta partner) 5. Corporate Representative - (Stryker Corp. or other - on how the library can get corporate support) 6. Financial/Investment Speaker 7. Friends of the Library President or Representative 8. Fundraising Presentation - (by an outside presenter) 9. Kalamazoo Community Foundation Speaker - (Carrie Pickett-Erway, Colby Chalmers or Tom Vance) 10. Kercher Center for Social Research Speaker 11. Legislators 12. Library Staff Presentations - ( Show & Tell style presentations by various employees) 13. Literacy Council Representative - (Michael Evans was suggested) 14. Lobbyist for the Michigan Library Association 15. MLA Executive Director 16. Personal Property Tax Presentation - (by an outside presenter) 17. Portage Community Center Executive Director 18. State Librarian 19. Superintendent of Portage Public Schools - (as a Trifecta partner) 20. Trustees from other Libraries Page - 27

32 COMMUNICATION To: From: Portage District Library Board Christy Klien, Library Director Date: January 20, 2014 Subject: Annual Update of Conflict of Interest Statements by Trustees BACKGROUND: At the March 25, 2013 board meeting, information was shared with trustees that the Library Attorney had advised us to have current Conflict of Interest statements on file for library board members in order to comply Michigan Complied Laws et seq. In order to ensure that these Conflict of Interest statements for trustees are always current, we had decided at the March 25 th board meeting that the signing of the forms should take place the same time every year and would be done at the first board meeting in January each year. This action was added to the Library Board s Annual Calendar which was approved at the December 9, 2013 board meeting. REQUEST: Please review the Conflict of Interest form in the board packet and consider any changes that may need to be made. All trustees will be asked to sign and up-to-date Conflict of Interest statement at the January 27, 2014 board meeting. Thank you. Page - 28

33 Conflict of Interest Library Board Portage District Library Conflict of Interest Policy for Library Board Members (Adopted on October 27, 2008) The Portage District Library complies with Michigan Complied Laws et seq. Members of the Library Board will annually sign a Conflict of Interest Statement (see below) to ensure compliance with the law. Library Board Conflict of Interest Statement I have read and understand the law pertaining to conflict of Interest (Michigan Compiled Laws , et seq.) which was provided to me. There are no present or potential future conflicts of interest other than those listed below. I have and will continue to observe the law carefully including, without limitation, the obligation to promptly disclose any pecuniary interest in a contract to be considered by the Board. Board Member s Signature Date Disclosures: (Indicate none if applicable. Otherwise, please give a brief explanation of the conflict) Page - 29

34 To: From: Portage District Library Board Members Christy Klien, Library Director Date: January 22, 2014 Subject: Recommendations related to the library s Telephone Replacement Project. COMMUNICATION PROJECT HISTORY: As a refresher, please recall that the Library Board approved a Budget Amendment request at a board meeting back on January 23, 2012 to establish a Telephone Replacement Project Reserve Fund for the library in the amount of $75,000. Subsequently, we realized that more time would be needed to carefully research and undertake a comparative analysis and develop precise specifications. For this reason, the Telephone Replacement Project crossed over into Fiscal Year By mid-year 2013, we were at the point of developing a Request for Proposal, however the process was delayed due to urgent activities that took priority. The bid process was able to be continued in the fall of 2013 with the RFP released on and a pre-bid meeting held with prospective vendors on Following that, the bids were due and received on EVALUATION CRITERIA: The proposals for the library s Telephone Replacement Project were evaluated on the following criteria: Design adherence to the needs and requirements as specified Overall capabilities and scalability of proposed system Vendor s demonstrated experience and expertise implementing projects of similar size Vendor s demonstrated ability to support proposed system Overall proposal solution cost competitiveness High level project plan including detailed design, implementation, testing & training Inclusion in RFP of demonstration dates and references BID PROCESS OUTCOME: Following receipt of bids from three prospective vendors, the Library Director and key personnel participated in vendor demonstrations of proposed telephone systems and heard presentations about the proposed solutions. The information gathered from those demonstrations was then discussed at Administrative Team meetings and a comprehensive comparative analysis was undertaken to assess the (3) proposed solutions. Further clarifications of bid proposals were obtained from prospective vendors to enable equitable comparison, and with that detailed information, the library s management team was able to make an informed decision and select the best vendor. RECOMMENDATIONS for TELEPHONE REPLACEMENT PROJECT: Recommendation #1 for Vendor Selection & Award of Contract: I recommend that Secant Technologies be awarded the contract for the library s Telephone Replacement Project with a bid amount of $53,223. This recommendation is based on the company s solid reputation within the technology field, the company meeting all specifications as outlined by the library, the company having a proven track record of reliability in providing service to the library as well as demonstrating innovative growth, and because the company is a local firm and submitted a competitive bid within the library s budget for the project. Recommendation #2 for Contract Signing with Selected Vendor: I recommend that the Library Board authorize the Library Director to enter into a contract with Secant Technologies for the library s Telephone Replacement Project at a bid price of $53,223. Page - 30

35 Library Director Christy Klien s Personal Goals for Fiscal Year 2014 January 2014 Goals Description GOAL #1: To lead a library-wide initiative to map and profile library users to better know who is using the library, where they are coming from and how they are using the library in order to guide our budgeting, collection development, programming and for targeted marketing activities. A. I will work closely with the Library Administration Team and staff to review accessible data collected across various circulation points and create reports that extract that data into a usable format. B. I will lead the analysis of the reports that have been generated to gather information on our users. C. I will use the information gathered through this process to direct budget allocations, collection development and marketing activities. D. I will keep the Library Board informed about progress that is made in identifying users and their needs and adapting our library services and resources to better meet those needs. GOAL #2: To lead a library-wide effort to connect more directly with the community to strengthen and expand beneficial relationships and build long-lasting alliances between the Library Director, staff and others in our community. Community Involvement I will continue my direct community involvement as follows: 1. Portage Public School District I will continue as a member of the Curriculum Instruction Council. I will continue as a member of the District Advisory Council 2. Portage Rotary Club I will continue as a member of the Portage Rotary Club 3. Portage Community Center I will participate as a board member to help promote and support the community service activities at PCC. Measurement Criteria A method is selected to gather user information for analysis. An assessment is made of library users and usage patterns. Information gathered is applied to budget allocation for FY Information gathered is used to guide collection development, programming and basic library services. Information gathered is used to direct marketing more specifically at user types that have been identified. Participation as a member of the PPS Curriculum Instruction Council is continued throughout the school year. Participation as a member of the PPS District Advisory Council is continued throughout the school year. Active participation as a member of the Portage Rotary Club. Assist as substitute Portage Rotary Club Secretary when needed. Participation in the Portage Community Center Board and serve on the Center s Programming Committee. Page - 31

36 Library Director's Personal Goals for Fiscal Year 2014 GOAL #3: To oversee the Telephone Replacement Project in A. I will work closely with the library s Telephone Replacement Project committee and make decisions based on information provided by our selected provider to ensure that our phone system will grow with us into the future. B. I will oversee all activities to rollout the new telephone system, including staff training and public education. C. I will provide updates to the Library Board on the progress of the Telephone Replacement Project, as well as feedback from the staff and public about the new phone system. Page Decisions are made on all aspects of the new telephone system. Staff are trained on the new telephone system Public are informed of any telephone number changes The new telephone system is successfully implemented Library Board has been given regular progress reports on the project. 2 GOAL #4: To oversee planning and implementation of improvements to the library s Front Lobby and the Material Return (External Book Drop) Front Lobby A. I will lead the process to establish a committee and assess the aesthetics and functional condition of the library s front lobby. B. I will lead an investigation to engage a consultant to consider possible options for improving the front lobby. C. I will work with the Business Manager to earmark funds in the FY 2014 and/or FY 2015 Budgets to enable physical and aesthetic improvements to be made to the front lobby. D. I will work closely with the Circulation Supervisor and key personnel to identify the best solution for the front lobby and plan steps to implement the final solution. E. I will oversee all public communication related to the improvement of the front lobby and keep the Library Board informed as well. Material Return Area (External Book Drop) A. I will lead the process to establish a committee and review the issues and specific challenges with the current book drop arrangement. B. I will guide the committee through steps to identify priorities and consider the entire material return process for potential changes. C. I will lead an investigation to engage an architect/engineer to advise the library about structural considerations and feasibility issues. Front Lobby A committee is convened and meetings held to identify the issues related to the front lobby. A consultant is hired to provide guidance for this project. Funds are earmarked in the FY 2014 and/or FY 2015 budgets Alternative solutions are identified and best solution is selected. The public is appropriately informed about changes to the front lobby. The Library Board is kept well informed of the process. Material Return Area (External Book Drop) A committee is convened and challenges identified related to the material return area. Priorities are identified and the entire material return process is reviewed. An outside architect/engineer/consultant is hired to guide the process. Funds are earmarked in the FY 2014 and/or FY 2015 budgets A Master Plan is developed outlining the changes that will need to occur to implement the project. A public education initiative will be conducted to publicize the improvements to the material return area. (book drop) The Library Board is kept well informed of the process. Page - 32

37 Library Director's Personal Goals for Fiscal Year 2014 C. I will work closely with the Business Manager to earmark funds in the FY 2014 and FY 2015 Budgets to plan for a major revamp of the Material Return Area (External) and possible new automation. D. I will manage the Material Return Project and set in motion a master plan with a specific timeline and all necessary steps for accomplishing the renovation of the material return area. E. I will keep the Library Board informed of all activities related to the Material Return Project. Page 3 GOAL #5: To stay well informed about PPT developments; to keep the Library Board up-to-date on PPT and to be prepared A. I will communicate on a regular basis with state level representatives to get current information on the status of the Personal Property Tax issue and what legislative action is anticipated. B. I will keep in contact with the MLA Executive Director and MLA Lobbyists to get their input on the status of the PPT issue and what expectations and implications are for public libraries. C. I will check with county and city officials to get their views and hear their plans with regard to the PPT issue and what they are doing. D. I will check websites and publications of other groups concerned about the PPT issue to stay current on public sentiment. E. I will inform the Library Board immediately of any definite movement on the PPT issue and take the lead in making any necessary adjustments to the library s budget if warranted. GOAL #6: To oversee Human Resource initiatives in 2014 Disaster Plan: A. I will work closely with the Administration Team members and other key personnel in identifying necessary information to be included in the Library s Disaster Plan. B. I will oversee the collection of information and data to be included in the Disaster Plan. C. I will oversee the creation of the Disaster Plan and ensure remote storage and access of the plan in the event of a disaster State level representatives are contacted monthly to inquire about the status of legislative action on the Personal Property Tax issue. and telephone communications are exchanged with the MLA Executive Director and Lobbyists throughout the 1 st & 2 nd quarter of 2014 in anticipation of a public vote on PPT in August Calls are made to county and city officials in early 2014 about PPT and information is obtained for consideration as needed. Websites for other concerned groups are accessed to check for updates on the PPT issue and how they are preparing for a public vote in August. Periodic updates on the PPT issue are conveyed to the Library Board. Adjustments are made in the library s revenue projections for FY 2015 and beyond, based on the most up-to-date information about what will happen with the Personal Property Tax in Michigan after a public vote in August If the PPT issue is resolved in a way that has a detrimental impact on the library s revenue, then budget reductions may be considered along with more aggressive fundraising. Important information is identified and collected for inclusion in the Disaster Plan. A Disaster Plan is assembled and can be accessed remotely via print or electronic format. A copy of the Disaster Plan is given to the Library Board Chair. A thorough examination of the Employee Handbook is completed An external HR specialist and/or attorney reviews the Library s Employee Handbook to make sure it has the most accurate and up-to-date policies. An updated Employee Handbook is distributed to library staff and is reviewed by staff. Page - 33

38 Library Director's Personal Goals for Fiscal Year 2014 Page 4 Employee Handbook: A copy of the Employee Handbook is available for Library Board review. A. I will work closely with the Business Manager to review the current Employee Handbook to address holes or ambiguous language. B. I will oversee the hiring of an outside Human Resources firm to audit our current Employee Handbook. C. I will oversee the changes and additions to the Employee Handbook with consultation with the Library s labor attorney. D. I will oversee staff notification and review of the updated Employee Handbook. GOAL #7: To evaluate administrative practices and procedures related to the Library Board and make improvements as deemed appropriate. A. I will work closely with the Assistant to the Director to identify areas of improvement for board packets & reports. B. I will consider ways to streamline standard operating practices and procedures for board activities to make them more efficient and effective. C. I will guide library staff through steps to improve board level reporting and presentations. D. I will work with trustees to identify optimal linkage and learning opportunities and then take action to arrange for them to occur. GOAL #8: To administer all fundraising activities and donor relations for the Library in A. I will oversee the library s Annual Campaign and Spring Appeal for 2014 and the end-of-year Annual Report that conveys the library s achievements and goals attained throughout the year. B. I will develop and participate in a Donor Event in 2014, to thank donors, share information and get donor feedback. C. I will work closely with the Library s Fund Development Manager and administrative staff to encourage donations to the Library s Grandmother & CIG Endowment Fund using various methods. D. I will encourage support of the library through online donations. E. I will continue to nurture donor relations via letters and other means. Areas for improvement in board packets are identified Practices related to board activities are reviewed and streamlined Library staff is guided in board level reporting & presentations Library Board linkage & learning opportunities are identified and implemented. The Library s Annual Campaign, Spring Appeal and Annual Report are completed in A Donor Event is successfully conducted in The Library s Grandmother & CIG Endowment Fund is well promoted. Online giving is promoted through articles & publications. Donor relations are handled appropriately via acknowledgement letters and other communications. Page - 34

39 Library Director's Personal Goals for Fiscal Year 2014 Page 5 GOAL #9: To be inolved in a leadership role in professional organizations, representing the Portage District Library. Professional Involvement: I will continue my professional involvement as follows: MLA membership is current and attended the 2014 MLA Annual Conference in Grand Rapids (October 2014) Attended SMLC Director s meetings on a quarterly basis ALA & PLA membership is current and attended PLA 2014 Conference 1.. Michigan Library Association I will continue my MLA membership in I will attend the 2014 MLA Annual Conference. 2. Public Library Directors Group I will attend meetings with public library directors when possible. 3. American Library Association I will continue my ALA membership in GOAL #10: To engage in professional development activities as suggested by the Library Board: Professional Development Activities: I will engage in the following professional development activities: 1. I will attend the 2014 Public Library Association Conference. 2. I will attend a leadership seminar/workshop in I will participate in the 2014 Directors Summit in Novi, MI in April 4. I will take part in the Library of Michigan s Advance Director s Workshop Attended PLA s Conference in Indianapolis, Indiana (March 2014) Participated in a Leadership Workshop Attended the Library Director s Summit in Novi, Michigan (April 2014) Attended Advance Director s Workshop in Lansing (September 2014) Page - 35

40 COMMUNICATION To: From: Portage District Library Board Christy Klien, Library Director Date: January 20, 2014 Subject: Endorsement of Activities & Projects to Accomplish Library Ends Statements in 2014 The Portage District Library Board has endorsed the following Ends Statements for 2014: The Portage District Library will: End Statement #1: Optimize patron access to resources for information, education and entertainment. End Statement #2: Be a safe, welcoming, inclusive destination for families and individuals. End Statement #3: Be a leader in strengthening our community. End Statement #4: Be a community center to experience and explore local arts and culture. At the January 27, 2014 board meeting, I will present a list of activities and projects, along with measurement criteria (to define how you will know if they have been accomplished) and targeted times for completion. Please note that the 2014 Ends Statements will be issued separately from the other documents in the board meeting agenda packet for easier reference. Page - 36

41 COMMUNICATION To: Portage District Library Board From: Christine Klien, Library Director Date: January 21, 2014 Subject: Increase in Reserve Fee due to Postage Rate Increase BACKGROUND INFORMATION: According to the wording of the Fines and Fees/ Usage Policy, we were prompted to re-evaluate the charge for sending printed reserve notices in response to the next postage increase to take effect on January 26, As a reminder, the policy states: The fee for reserving an item shall be the cost of first-class postage and handling, rounded to the next dime. Those patrons choosing to place holds on items and then failing to pick them up will still be charged said fee. Those patrons choosing notification over standard mail notification will not be charged for reserves. The cost of sending printed notices is calculated as the cost of postage, which is changing from $0.46 to $0.49, and the cost of handling, which includes staff time, paper, envelope, and postage meter supplies. RECOMMENDEDATION: To continue providing the service of sending printed reserve notices to those users who have not provided an address to us, the fee must be increased to $0.70 per notice in accordance with the Fines & Fees/Usage Policy. Because this is a substantial increase and impacts a small, specific group of users, I would like to delay the implementation of the increase to take the opportunity to inform those users of the fee change. By delaying implementation until March 1, 2014, the information can be presented in two newsletters and put as inserts into the printed reserve notices for 6 weeks. This should provide ample opportunity for users to provide us with an address to avoid the fee or at least be better informed of the increased rate as they continue to place reserves. Page - 37

42 Library Director s Report on the Financial Condition for December 2013 Executive Limitation Policy on Financial Condition and Activities: With respect to the actual, ongoing financial condition and activities, the Director shall not cause or allow the development of fiscal jeopardy or a material deviation of actual expenditure for board priorities established in Ends Policies. Accordingly, he or she may not: POLICY: Director s Response: 1. Expend more funds than have been received in the fiscal year to date unless the debt guideline (below) is met. Revenue $ 4,172,848 Expenditures $ 3,592,292 Risk reserve (13% of operating budget) $ 455,469 Building Reserve $ 50,000 Technology Reserve $ 32,305 Debt Reserve $ 90,000 Benefits Reserve $ 68,392 Telephone System Replacement Reserve $ 75,000 POLICY: Director s Response: 2. Indebt the organization money in an amount greater than can be repaid by certain, otherwise unencumbered revenues within 60 days. No new money has been borrowed that cannot be repaid within 60 days. POLICY: Director s Response: 3. Use any long-term reserves. No reserves have been used. POLICY: Director s Response: 4. Conduct inter-category shifting in amounts greater than can be restored to a condition of discrete fund balances by certain, otherwise unencumbered revenues within 30 days. No Inter-category shifting has taken place. Page - 38

43 Library Director s Report on Financial Condition for December Page 2 POLICY: Director s Response: 5. Fail to settle payroll and debts in a timely manner. Payroll is processed by ADP, Inc. (Payroll service) bi-weekly. Payables are also Processed monthly or as needed. POLICY: Director s Response: 6. Allow tax payments or other government-ordered payments for filings to be overdue or inaccurately filed. All reports and tax payments are filed according to policy. POLICY: Director s Response: 7. Make a single purchase or commitment of greater than $10,000 not already found in the budget. Splitting orders to avoid this limit is not acceptable. No unbudgeted purchase that exceeds $10,000 has been made. POLICY: Director s Response: 8. Acquire, encumber or dispose of real property. No real property has been acquired, encumbered, or disposed. POLICY: Director s Response: POLICY: Director s Response: POLICY: Director s Response: POLICY: 9. Fail to aggressively pursue receivables after a reasonable grace period. All receivables are being pursued according to policy. 10. Fail to provide the Library Board with a one page monthly financial indicator monitoring report and a quarterly background financial monitoring report. A financial indicator monitoring report is provided each month and a quarterly background financial monitoring report is provided each quarter. 11. Fail to arrange for an external financial audit of the library services. An external audit of the library is conducted each year and results presented to the library board. 12. Fail to have appropriate authorized signatures on bank documents: Library Director, Library Business Manager and Library Board Chair. Page - 39

44 Library Director s Report on Financial Condition for December Page 3 Director s Response: POLICY: Director s Response: POLICY: Director s Response: POLICY: Director s Response: POLICY: Director s Response: Appropriate authorized signatures are on all bank documents. 12-A Fail to have a 2 nd signature on all checks issued by the Portage District Library in an amount of $20,000 by one of the three designated individuals on the library s bank signature card, which would be one of the following: (1) the Library Board Chair, or (2) the Head of Adult Services, or (3) the Head of Youth Services. All checks received the appropriate amount of signatures. 13. Fail to consider approved budget when entering into financial agreements or collaborations with other entities. Approved budgets are considered when entering into financial agreements or collaborations with other entities. 14. Fail to keep the Library Board informed of any grant applications, and obtain board chair signature when required by granting agency. The Library Board is informed of all grant applications and the board chair s signature is obtained when required. 15. Fail to provide the Board Chair a list of all cash disbursements from the time of the prior Board meeting to the current Board meeting. A list of all cash disbursements has been provided to the Board Chair for review. Page - 40

45 Distributed at the Library Board Meeting PORTAGE DISTRICT LIBRARY To: From: Christine Klien, Library Director Rob Foti, Business Manager Date: January 22, 2014 COMMUNICATION Subject: Fourth Quarter, Fiscal Year 2013 Explanation of Budget Variances exceeding 20% Revenue Other Revenue was $89,696 (38.69%) over budget for the year. This is due to several factors. The library used a conservative approach to projecting revenue at the time the FY 2013 budget was developed. Penal fine revenue was budgeted at $80,000 and $117,676 was received. Fines and Fees revenue was budgeted at $70,000 and $77,793 was received. Additionally, $12,875 of contributions designated for the Kalamazoo Poetry Festival were received in excess of what had previously been budget. Additionally, there was $18,788 of Other Revenue received in excess of the budget. The total for all lines within the Other Revenue category totaled $89,696. This amount is directly attributable to conservatively budgeting for lines that have uncertainty to their funding. State Aid Revenue was $10,536 (67.97%) over budget for the year. This variance is due entirely to the unpredictability of State Aid Revenue at the time the FY2013 Budget was prepared. The Library estimated $15,500 in revenue and $26,036 was actually received. The Library funds are continuing to be invested in the approved Fifth Third Bank Sweep Account. Funds are swept each night into an investment fund where they earn interest and swept back each morning to be used by the Library in their course of business. The library has also invested funds into Certificates of Deposit through an account with UBS. Funds are invested in CD s issued by banks who have a physical present within the state of Michigan. Expenses Fringes & Benefits was $123,452 (22.73%) under budget for the year. This is due to several factors including the retirement of some staff. When the Library was faced with the retirement of two fulltime staff at the end of the previous year, a decision was made to replace one of those positions with two part-time employees. Additionally, when the library budgeted for the replacement of those staff it had yet to make a determination to hire one position with two part time people. The Library also budgeted those positions at a family contribution rate. The employee that was hired was a done so at a single rate, and the other position required no insurance contribution, thus resulting in an approximate $26,000 savings. Two employees chose to opt out of the library s health insurance plan for FY This resulted in a net savings of approximately $26,000. Lastly, when the FY2013 budget was prepared and approved, it was not known what level the library would be able to fund health insurance by the State of Michigan. This resulted in the library opting to conservatively budget for its share of health insurance. The State of Michigan then passed PA 152 and this limited the Library s share of insurance premiums and required employees to share the burden of health insurance premiums with the Library. Page - 41

46 Portage District Library 4th Quarter Report December 31, 2013 Revenue Percent of Year Gone --> 100% 4th Qtr. 4th Qtr. 4th Qtr Annual YTD YTD YTD General Ledger Category Budget Actual % Received Budget Actual Actual+Enc. % Received Total Tax Revenue $ (4,984) $ 4, % $ 3,299,161 $ 3,342,950 $ 3,342, % Other Revenue 54,220 70, % 231, , , % Revenue from Reserves - - 0% 482, , , % State Aid Revenue 7,750-0% 15,500 26,036 26, % Total Revenue $ 56,986 $ 75, % $ 4,028,827 $ 4,172,848 $ 4,172, % Expenses 4th Qtr. 4th Qtr. 4th Qtr Annual YTD YTD YTD General Ledger Category Budget Actual % Spent Budget Actual Actual+Enc. % Spent Total Salaries & Wages $331,000 $442, % $1,407,372 $1,268,175 $1,268,175 90% Total Fringes & Benefits 276, ,902 53% 543, , ,680 77% Total Library Materials 388, ,697 74% 674, , ,097 95% Total Utilities 66,334 43,140 65% 142, , ,156 84% Total Buildings 54,095 27,024 50% 136, , ,504 94% Total Furnishings & Equipment 26,193 17, % 26,442 2,951 26,139 99% Total Supplies 57,771 25,629 44% 122,426 94, ,523 87% Total Professional Services 116,127 70,772 61% 210, , ,740 80% Total Other Charges 176, ,093 61% 281, , ,016 90% TOTAL OPER. EXPENSES $ 1,493,250 $ 1,171,153 78% $ 3,545,438 $ 2,848,516 $ 3,134,030 88% TOTAL CAPITAL PROJECTS $ 131,707 $ 82,640 63% $ 479,861 $ 386,807 $ 458,262 95% TOTAL EXPENSES $ 1,624,957 $ 1,253,793 77% $ 4,025,299 $ 3,235,323 $ 3,592,292 80% EFFECT ON FUND BALANCE * $ (1,567,971) $ (1,178,277) $ 3,528 $ 937,525 $ 580,556 Cash Flow Analysis of 2013 money only Cash Flow Analysis of all money including prior year(s) 2013 cash as of 9/30/2013 $ 2,510,735 12/31/12 Audited Total cash (Fund Equity*) minus liabilities $ 2,289,882 +Third Quarter Revenues 75, Revenues 4,172,848 - Third Quarter Operating Expenses 1,171, Operating Expenses 2,848,516 - Third Quarter Capital Projects 82,640 - Capital Projects 386,807 - General Reserves 455,469 - Building Reserves 50,000 - Telephone Replacement Reserves 75,000 - Debt Reserves 90,000 - Benefits Reserve 68,392 - Technology Reserve 32,305 - Encumbrances 356, cash as of 12/31/2013 $ 1,332,458 Total available cash as of 12/31/2013 (Fund Balance*) $ 2,099,272 * Please Note: Effect on Fund Balance represents the Effect that the current period has on the overall cash position of the Library. This does not represent any individual expense line. * Fund Equity is defined as the excess of fund assets and resources over fund liabilities. The Fund Balance is the Fund Equity minus any reserves. Page - 42

47 Monitoring Report on Executive Limitation Policy: Global Executive Constraint POLICY: The Library Director shall not cause or allow any practice, activity, decision, or organizational circumstance which is either unlawful, imprudent or in violation of commonly accepted business and professional ethics. January 27, 2014 RESPONSE: The Library Director has not caused or allowed any practice, activity, decision, or organizational circumstance to occur which is either unlawful, imprudent or in violation of commonly accepted business and professional ethics. Supporting evidence to substantiate this statement is available in the Library Office, and the following list outlines the ways in which the Library Director maintains compliance with the Global Executive Constraint Policy: Controls in Place Evidence of Compliance District Library Law State Library Requirements Federal and State Laws And City of Portage Ordinances Library Board Policies The library is in compliance with all aspects of the District Library Law, including: Powers of the Board are well defined and followed. Limitations on borrowing money and issuing bonds are followed. Limitations on issuance of limited tax bonds or notes are followed. All procedures for millage authorization and tax levy are followed and public notices posted as required by law. All legal requirements pertaining to real property, personal property, intangible property and employee benefits are met. All election requirements are met within the timeframe specified. The library is fulfilling all requirements for a Class VI public library as determined by the Library of Michigan, including: Filing an annual state-aid report by February 1 st each year. Maintaining library standards as they pertain to collections and professionally certified staff. Maintaining compliance with state and federal regulations, such as: Library Bill of Rights Library Privacy & Search Warrant Act Patriot Act Right to Read Right to View Michigan Freedom of Information Act Michigan Open Meetings Act The library is in compliance with all federal and state laws and City of Portage ordinances. Examples of this are: Federal and state financial laws all required reports filed. Federal and state employment laws all personnel rules followed. City of Portage ordinances such as: parking and traffic, leaf removal, disposal of waste, outdoor signage, flag display, etc. All Library Board policies are reviewed on an annual basis, and library staff and patrons are made aware of board policies. Board meetings, agenda planning sessions and other board gatherings are posted & comply with Michigan Open Meetings Act. An up-to-date Library Board Policy Manual is kept in the Library Office for referral purposes. Page - 43

48 Controls in Place Evidence of Compliance January 27, 2014 Administrative Procedures The Library Director administers the library in a manner that guards against any activity, decision, or organizational circumstance which would be unlawful, imprudent or in violation of commonly accepted business and professional ethics by using these management techniques: Maintaining an ongoing contract with attorneys for legal advice and counsel as needed. (Dick Butler for general counsel and Rick Fries for labor issues). Maintaining an ongoing contract with a professional accounting firm to conduct independent annual audits of the library (Rehmann Robson for internal audits of the library). Maintaining checks and balances in the overall operation of the library by instituting practices to safeguard against theft, embezzlement, impropriety, or any unprofessional or unethical behavior. Making sure that bank authorization signature cards are up-todate. [Note: Authority for expending funds and signing checks are split between the Library Director and the Business Manager and bank authorization signature cards are up-to-date and include one for the current Library Board Chair and the Library Director, effective ) Maintaining an Employee Handbook with rules and regulations. [Note: The library s Employee Handbook was updated within the last two years to include a Social Media Policy, Whistleblower Policy, Social Security Number Protection Policy and other updates throughout the handbook and will be reviewed thoroughly in Maintaining an ongoing relationship with governmental officials to keep current on new business practices or rules and community developments. The Library Director participates in activities with governmental officials, such as the City of Portage, Portage Rotary Club, Portage Public Schools, the Portage Community Center, organizational boards, contact with state legislators and membership in the Michigan Library Association. Maintaining compliance with laws and consulting appropriate authorities as required. Systematically checking operations throughout the library on a regular basis to ensure that they are being run properly. (Note: The Library Director has weekly meetings with Administrative Team, Tech Team, a weekly library-wide staff meeting; daily interactions with Assistant to Director, Business Manager, Heads of Adult & Youth Services, Circulation Supervisor and Facilities Manager; and bimonthly meetings with Heritage Room Archivist & Meeting Room Managers. Page - 44

49 January 27, 2014 In 2013, the library administration engaged in these initiatives: Construction of a Two-Year budget for FY 2014 and FY 2015 that included provision for ongoing building maintenance & insurances. Analysis of the library s health care benefit plan and renewal of insurance to comply with the new state law governing employer funding requirements. A comprehensive inspection of the library building by Griffin Pest was undertaken in 2013 and preventive treatment conducted. Page - 45

50 Marketing Update December January 2014 The following marketing activities were conducted at the library during the months the month of December 2013 and the first part of January The Library Director s Statement for the Annual Report was designed and distributed to library cardholders. There was an insert placed in The Portager advertising upcoming events and programs at the Portage District Library in January and February 2014 The library e-newsletter was issued at the end of December to PDL cardholders with contacts. It contained a Happy New Year message from Library Director Christy Klien and listed the new PDL Board Officers for 2014: Alisha Siebers - Library Board Chair Michele Behr - Library Board Vice Chair Martha Pacheco - Library Board Liaison to the Friends It also highlighted library activities such as the Teen Exam Late Night to be held on January 19, 2014 and showed ways that the library is supporting the community, such as being a site for the Salvation Army s Angel Tree toy collection. Two surveys were continued during the month of December utilizing the online tool Survey Monkey. One was a Teen survey and the other was an Adult Services programming survey which will remain open through the first week of January If you would like to take a look at the survey, go to this link. Results of both surveys will be reported at the February 2014 Library Board meeting. Page - 46

51 Library Director s Narrative Report for January 27, 2014 (Activities in December 2013 and part of January 2014) Administrative Activities: During the months of December 2013 and the first part of January 2014, Library Director Christy Klien engaged in the following activities: v Participated in weekly Administrative Team meetings on Thursday mornings. v Participated in regular library-wide staff meetings on Tuesday mornings for all library employees. v Participated in Technology Team meetings on Tuesday mornings. v Covered service desks to give staff breaks and provide additional assistance on scheduled evenings. v Attended the Portage Rotary Club lunch meetings on Wednesdays in December and January. v Joined Business Manager Rob Foti and key personnel in evaluating three vendor demonstrations in support of their bids to provide the library with a new VoIP telephone system. v Conducted performance reviews and held evaluation meetings with Administrative personnel and reviewed all staff evaluations submitted by supervisory personnel. v Attended the Portage Community Center Board meeting on December 4, v Met with Scott Anderson of Kalamazoo County Resource Nexus on December 13, v Brought in guest speaker, Scott Anderson to talk about his Kalamazoo County Resource Nexus at the December 17, 2013 staff meeting. v Volunteered at the Portage Community Center s Holiday Party on December 13, v Hosted a PDL Staff Breakfast with Administration Team Members on December 31, v Attended the swearing in ceremony for new Probate Court Judge G. Scott Pierangeli (and former PDL Library Board Chair) on January 3, Community Support Collection: In November and December, the Circulation Department distributed 240 Angel tags and collected 312 toys for the Salvation Army s Angel Tree toy drive. This project was organized for the library by Circulation Assistant Kathy Morris with delivery of toys to the Salvation Army by Facilities Manager John Gooch. Efficiencies: In January, we will have a new periodicals vendor. It provides far more reporting than the previous one did, so this should make things easier for all of us once initial transition takes place. Because Nicolette Sosulski was on the ALA Dartmouth committee, in which she reviews the outstanding reference books or sets for each calendar year, we have received donations of several thousand dollars worth of reference books for the library. General Facilities Work: Facilities work during the last part of December 2013 and the first part of January 2014, included: Replacement of the damper motor actuator in VAV (variable air volume) box that serves the Adult Services area and recalibrated which also allowed air flow into the Business Manager s Office and Assistant to the Director s Office Installation of more picture rails in the Teen Room Repainting of the blue meeting room off the Teen Room Conducted the monthly CSD-1 inspection on the library s boilers. Page - 47

52 Library Director s Narrative Report for December 2013 & the first part of January 2014 Merchandising Activities: Christmas and Holiday fiction books were arranged on end caps and on a special book display. Large print titles were also pulled and grouped together for easy finding. Kalamazoo Poetry Festival Steering Committee meeting Networking & Outreach Activities: Poetry Inspired Art Curator meeting Kalamazoo Institute of Art Museum Education Board meeting January was a great month for outreach to teens. Youth staff again created teen exam care packages for high school students studying for their mid-year exams. A teen exam late night was also hosted at the library on January 19. High school students were invited to stay after the library was closed to study together, eat pizza, and enjoy the company of our favorite therapy dogs. These services present a great opportunity to meet teens who may not visit the library regularly and show them what support we can offer. Programming: December 3 rd Last Strengthsquest meeting for the schools December 5 th Poetry in Michigan/Michigan in Poetry Reading with six poets featured in the anthology cosponsored with New Issues Press December 8 th Festive Holiday Desserts at Ladies Library Association included a tour of the new facility December 19 th Affordable Health Care sign up sponsored by Enroll Kalamazoo Book discussion group bring your favorite book at Crossroads Village The Youth staff hosted (23) programs during the month of December! Families definitely enjoyed attending special holiday-themed events at the library. Highlights were the teen gingerbread house building workshop and the Holiday Family Fun day. In addition to these events, each Youth staff member created a special craft to be used as a make and take activity during the winter break. Children who were visiting the Youth Area during their break from school could take a moment to make a fun craft to take home. In addition, children could decorate a special stocking that was used to decorate the lower level throughout the holidays. Staff Liaison to the Friends: The Staff Liaison to the Friends of the Library, Jill Austin, and Head of Youth Services, Laura Wright, attended the December Friends of the Library board meeting where they received approval for $10,000 to fund the 2014 Summer Reading Program Page - 48

53 TO: Portage District Library Board FROM: Christy Klien, Library Director DATE: SUBJECT: January 22, 2014 Library Statistical Report - December 2013 Month Statistics YTD Statistics Dec-13 Dec-12 CHANGE CHANGE Circulation/Collections Total Library Circulation 54,397 56, % 799, , % Adult - Books 17,060 18, % 248, , % Adult - A/V 6,896 7, % 91,300 89, % Youth - Books 16,273 16, % 267, , % Youth - A/V 4,345 4, % 66,379 76, % Hot Picks 5,562 5, % 76,354 85, % E-Material 2,685 1, % 28,635 22, % ILL - PDL Requests % 11,381 11, % ILL - Other Lib. Requests % 9,516 11, % Self-Checkout Percentage 56.14% 57.78% Total Library Collection 194, , % Adult - Books 97,654 96, % Adult - A/V 15,710 16, % Youth - Books 65,714 62, % Youth - A/V 11,002 12, % Hot Picks 4,793 4, % Net Acquisitions (574) (2,922) % (1,628) 8, % Purchased - Books 1,453 1, % 18,251 19, % Purchased - A/V % 4,079 4, % Donated - Books % % Donated - A/V % % Material Discarded (2,434) (4,544) % (24,048) (15,267) 57.52% Total In-House Usage* % 4,833 4, % In-House Periodical Usage % % In-House Book Usage % 4,021 3, % Patrons Total Patrons 49,612 46, % Adult 31,102 28, % Youth 8,464 8, % Non-Resident % Reciprocal 6,803 6, % Internet User 2,852 3, % Professional % Total Patrons Added % 4,022 4, % Adult % 2,187 2, % Youth % % Non-Resident % % Reciprocal % % Internet User % % Professional % % Page - 49

54 Library Building Usage Total Meeting Room Usage % 2,409 2, % Internal/Collaboration % 1,237 1, % External/Outside Usage % 1,172 1, % Total Program Audience 1,191 1, % 23,358 23, % Adult % 3,822 3, % Youth % 16,557 16, % Heritage Room % 2,979 2, % Total Number of Programs % % Adult % % Youth % % Heritage Room % % Total Volunteer Hours % 6,274 6, % Adult % 1,686 1, % Youth % 1,846 1, % Technical % 1,102 1, % Circulation % % Administration % % Community Service % % Total Front Door Traffic 65,231 65, % 766, , % Total Youth Services Traffic 36,778 38, % 532, , % Total Business Center Traffic 3,145 3, % 38,526 37, % Information Access/Reference/Research Total Reference Transactions 6,832 6, % 98,138 98, % Adult Phone % 4,478 4, % Adult Ready Reference 2,131 2, % 32,151 34, % Adult Reference % 2,728 2, % Youth Phone % 2,016 2, % Youth Ready Reference 1,963 1, % 30,310 29, % Youth Reference % 4,336 2, % HR Phone % % HR Ready Reference % 5,418 6, % HR Reference % 914 1, % Circ Phone % 3,370 3, % Circ Ready Reference % 7,507 6, % Circ Reference % 4,587 4, % Total Edutainment LAN Use % 5,428 5, % Total Internet Computer Use 5,248 5, % 73,202 73, % Youth Computers 1,455 1, % 19,557 20, % Adult Computers 3,576 3, % 49,740 51, % Laptop Computer Circulated % 3,905 2, % Total Electronic Transactions 44,281 50, % 645, , % WebSite Hits 32,528 37, % 489, , % WebCatalog Sessions 7,785 8, % 104,378 89, % Licensed Database Hits 3,968 4, % 51,047 52, % * In-house Use Statistics will be done for one week each quarter. Christy Klien, Library Director Page - 50

55 TO: FROM: DATE: SUBJECT: Portage District Library Board Christy Klien, Library Director January 22, 2014 Library Statistical Report - Year End Comparison Year-End Statistical Comparative Data Circulation/Collections Total Library Circulation 581, , , , , , , , ,436 Adult - Books 227, , , , , , , , ,226 Adult - A/V 83,940 92,624 96, , ,796 91,165 83,830 89,767 91,300 Youth - Books 183, , , , , , , , ,645 Youth - A/V 79,854 92, , , , ,533 84,654 76,286 66,379 Hot Picks 54,785 85,474 85,343 76,354 E-Materials - 22,001 28,635 ILL - PDL Requests 1,893 1,795 3,470 6,177 6,986 7,438 8,825 11,061 11,381 ILL - Other Lib. Requests 4,467 3, ,245 6,747 7,954 9,961 11,204 9,516 Total Library Collection 182, , , , , , , , ,873 Adult - Books 95,985 85,909 90,358 89,123 92,357 91,808 93,711 96,517 97,654 Adult - A/V 14,711 12,939 13,144 13,178 15,612 14,185 15,284 16,825 15,710 Youth - Books 62,661 59,039 60,064 61,054 60,774 57,726 62,419 62,682 65,714 Youth - A/V 8,811 7,857 9,386 9,986 14,024 12,434 12,441 12,645 11,002 Hot Picks 3,781 4,286 4,297 4,793 Net Acquisitions 9,291 (18,105) 6,626 (2,514) 23,925 (3,542) 2,545 8,614 (1,628) Purchased - Books 15,816 15,472 20,116 22,068 22,584 20,367 18,556 19,337 18,251 Purchased - A/V 1,797 1,689 2,098 3,191 4,844 5,876 4,460 4,458 4,079 Donated - Books Donated - A/V Material Discarded (8,954) (35,574) (16,046) (28,043) (3,625) (29,910) (20,584) (15,267) (24,048) Total In-House Usage* 3,659 3,864 3,791 4,049 4,114 4,645 4,886 4,727 4,833 In-House Periodical Usage In-House Book Usage 3,202 3,374 3,267 3,433 3,479 3,994 4,087 3,889 4,021 Patrons Total Patrons 43,377 45,360 34,639 37,914 43,377 47,337 47,119 46,610 49,612 Adult 25,603 25,995 20,169 22,526 26,428 28,495 28,817 28,648 31,102 Youth 9,352 9,789 8,002 8,716 8,547 8,990 8,430 8,455 8,464 Non-Resident Reciprocal 5,844 6,496 4,551 4,556 5,565 6,277 6,249 6,133 6,803 Internet User 1,949 2,442 1,572 1,731 2,522 3,235 3,199 3,043 2,852 Professional Total Patrons Added 5,529 5,591 6,305 6,590 5,514 4,455 4,739 4,307 4,022 Adult 2,757 2,744 3,080 3,382 2,973 2,379 2,437 2,392 2,187 Youth 1,265 1,097 1,219 1, Non-Resident Reciprocal ,102 1, Internet User Professional Library Building Usage Page - 51

56 Total Meeting Room Usage 2,155 2,234 2,476 2,517 2,520 2,519 2,502 2,497 2,409 Internal/Collaboration 1,053 1,105 1,285 1,323 1,345 1,327 1,297 1,274 1,237 External/Outside Usage 1,102 1,129 1,191 1,194 1,175 1,192 1,205 1,223 1,172 Total Program Audience 25,747 28,038 28,601 24,093 26,051 26,047 27,687 23,019 23,358 Adult 2,453 1,867 2,840 3,812 3,204 3,969 4,053 3,338 3,822 Youth 21,242 24,231 20,656 17,212 18,979 19,832 21,610 16,822 16,557 Heritage Room 2,052 1,940 5,105 3,069 3,868 2,246 2,024 2,859 2,979 Total Number of Programs Adult Youth Heritage Room Total Volunteer Hours 4,517 4,191 4,626 4,597 4,551 5,179 5,414 6,268 6,274 Adult 1,069 1, ,045 1,451 1,321 1,022 1,219 1,686 Youth 1,816 1,324 1,521 1,512 1,064 1,712 1,856 1,998 1,846 Technical ,046 1,102 Circulation Administration Community Service Total Front Door Traffic 385, , , , , , , , ,136 Total Youth Services Traff 255, , , , , , , , ,450 Total Business Center Tra 5,043 3,547 13,795 25,505 28,601 30,408 34,773 37,044 38,526 Information Access/Reference/Research Total Reference Transactio 89,769 93,523 94,808 92,517 97,229 97,140 97,337 98,483 98,138 Adult Phone 3,756 3,394 3,814 5,343 5,701 5,505 5,046 4,086 4,478 Adult Ready Reference 2,545 2,348 2,284 2,282 3,376 3,656 30,070 34,298 32,151 Adult Reference 32,915 36,581 37,849 36,572 37,209 34,653 2,265 2,327 2,728 Youth Phone 4,093 3,688 3,692 4,418 4,975 4,988 3,154 2,600 2,016 Youth Ready Reference 25,491 25,775 26,356 27,201 27,822 30,212 29,800 29,916 30,310 Youth Reference 4,114 3,983 4,202 4,375 4,477 2,038 2,782 2,951 4,336 HR Phone HR Ready Reference 2,046 2,057 3,064 2,553 5,381 5,433 6,064 6,261 5,418 HR Reference 1,102 1, , , , Circ Phone 13,439 14,390 10,194 6,617 6,151 3,902 4,530 3,617 3,370 Circ Ready Reference - - 1,614 1, ,649 7,698 6,088 7,507 Circ Reference ,700 4,668 4,973 4,587 Total Edutainment LAN Us 2,379 2,942 3,558 3,757 4,531 4,595 4,961 5,366 5,428 Total Internet Computer Us 57,896 59,652 68,800 73,353 73,258 74,298 73,829 73,826 73,202 Youth Computers 14,617 14,977 17,325 18,728 19,263 19,917 19,986 20,096 19,557 Adult Computers 43,279 44,675 46,001 48,124 47,025 51,721 51,626 51,275 49,740 Laptops Circulated 723 5,374 5,474 6,501 6,970 2,660 2,217 2,455 3,905 Total Electronic Transactio 2,525,904 3,673,196 4,248,988 4,537,736 3,207, , , , ,232 WebSite Hits 2,393,195 3,552,974 4,129,703 4,419,563 3,091, , , , ,807 WebCatalog Sessions 62,788 62,199 62,192 63,336 62,108 60,485 59,898 89, ,378 Licensed Database Hits 83,837 69,921 58,023 57,093 54,837 53,909 54,207 53,531 51,047 * In-house Use Statistics will be done for one week each quarter. Christy Klien, Library Director Page - 52

57 Annual Circulation for PDL Page - 53

58 Gail Madzia MLA Executive Director Advocacy Update January 2, 2014 MLA's Top 10 Advocacy Issues for 2013 Helping Libraries and Library Professionals Succeed is MLA's mission. Advocacy efforts and professional development are two of the critical components of this mission. Both elements call for libraries, public, academic and specialty, to work together for the betterment of the Michigan library community as whole. On the advocacy side, MLA, our lobbyists GCSI and engaged members monitor and review hundreds of pieces of legislation each year that could impact everything from the way libraries serve their patrons to the educational requirements needed to work in a library. MLA is engaged not only for libraries but for the future of librarians, both academic and public as well as the future of our schools of library and information science programs. By weighing in on the critical issues, MLA is working to help maintain the integrity of the library profession and the viability of our hundreds of Michigan libraries across the state. While the MLA Legislative Committee reviewed numerous legislative issues here are the top ten for State Budget MLA, GCSI and engaged members worked to get state funding for libraries increased by $5.9 million including $4.7 million in Renaissance Zone reimbursements to libraries. This is the highest funding for libraries than we have seen in at least four years. 2. Millages MLA testified in committee and met with legislators to stop HB 4887 Rep. Dan Lauwers (R- Brockway). This bill would limit all millage increases or new millage campaigns to the November and August elections. MLA and GCSI have built a coalition of local government advocacy groups, including the County Clerks, Michigan Association of Counties and Michigan Municipal League who worked to explain to committee members the negative impacts this legislation could have on local government units including libraries. Our work on this bill continues. 3. Library Professional Certification at Risk MLA was contacted by Senator Tom Casperson (R-Escanaba) for input on potential legislation that would allow the replacement of a librarian holding a master's degree with a high school graduate who has worked in a library in any capacity for 10 years. MLA will not support a bill that diminishes the value of education and could lessen our children's access to learning by eliminating the library professional. The issue revolves around hiring a qualified and well-trained individual who can adequately address the resource needs of the community and students. This could also negatively impact the viability of Michigan's library schools and graduates. MLA is working with the Senator to come up with a solution. 4. PPT: The Battle Continues MLA continues to monitor legislation amending the Personal Property Tax repeal and the impact on library funding. There has been considerable pressure from local government advocacy groups on the administration and legislature to ensure 100% reimbursement for all Personal Property Tax revenue lost as a result of the 2012 legislative effort. The pressure is proving to be effective as top Snyder Page - 54