The Portage District Library Board Meeting. Portage District Library. NOTICE of REGULAR MEETING. will be held on July 23, 2012 at 6:00 p.m.

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1 NOTICE of REGULAR MEETING The Portage District Library Board Meeting will be held on July 23, 2012 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 July 23, 2012 Regular Meeting Lower Level Long Lake & Gourdneck Lake Meeting Rooms at 6:00 pm 300 Library Lane, Portage Michigan AGENDA I. Start of Meeting II. Roll Call III. Comments or Requests from the Public, Board Members, or Library Staff. (3 minutes total) IV. Adoption of the Agenda for the Regular Meeting of July 23, (Vote) V. Consent Agenda (5 minutes total) (Vote) A. Minutes of the Regular Meeting held on June 25, Pgs B. Approval of Date and Time for a Public Hearing on the Library s FY 2013 Budget. Pg. 11 C. Budget Amendment to adjust FY 2012 Budget for Friends $13,500 Donation to Fund the Library s 2012 Wish List." Pgs. 12 VI. Governance (15 minutes total) A. Report from Martha Pacheco, Library Board Liaison to the Friends. Pg. 13 B. Recognition of David Long s Years of Service with the Friends of Portage District Library. Pg. 14 VII. Ends Development (1 hr. total) A. Final Review and Approval of Proposed Fiscal Year 2013 Budget and Millage Rate for public inspection prior to Public Hearing at August board meeting. Pg. 15 (Vote) [Note: The FY 2013 Budget is included in the agenda packet as a separately numbered document.] B. Presentation by Rolfe Behrje & Laura Wright of PDL s 3-Year Technology Plan Pgs. 16 (Info) [Note: The 3-Year Technology Plan is included in the agenda packet as a separately numbered document] C. Information about Portage District Library s 2012 Food for Fines Campaign. Pg (Info) D. Report on Recycling Initiatives at Portage District Library. Pg (Info) VIII. Monitoring to Assure Compliance with Executive Limitations (15 minutes total) A. Report on Financial Condition for June Pgs (Info) B. 2nd Quarter Report for Fiscal Year Pgs (Info) C. Monitoring Report on Executive Limitation for Minutes/Records Retention. Pgs (Info) IX. Library Director s Reports (10 minutes total) A. Marketing Update for June Pgs. 29 (Info) B. Narrative Report for June Pgs C. Statistical Report for June Pgs (Info) D. Legislative Update. Pg (Info) X. Process Evaluation (5 minutes total) A. Suggestions for Agenda Items to be included on the August 27, 2012 Board Meeting 1. Minutes of the Regular Meeting of July 23, Public Hearing on the Proposed FY 2013 Budget and Formal Resolution to Adopt the FY 2013 Budget and Set the Amount of Millage Rate to be Levied for the Library. 3. Monitoring Report for Executive Limitation on Compensation and Benefits for Library Employees. 4. Monitoring Report on Executive Limitation for Treatment of Staff. 5. Progress Report on Ends Statement #3 (The library will be an active participant in building community.) 6. Staff Presentation by Adult Services Librarian Marsha Meyer on Art & Programming at the Library. B. Assessment of this meeting C. Miscellaneous Items XI. Adjournment.

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5 Minutes of the Regular Library Board Meeting held on June 25, 2012 I. Start of Meeting: Board members and staff gathered on June 25, 2012 at 5:30 pm for dinner (Provided by Q Doba) and the board meeting commenced at 6:00 p.m. II. Roll Call: Board Members Present: Stephanie Brown, Betty Lee Ongley, Martha Pacheco, Alisha Seibers and Joe Yantis Board Member Absent: Library Staff Present: Michele Behr and Annee Dunn Library Director Christine Berro, Jill Austin, Diane Delach, Rob Foti, Lawrence Kapture, Christy Klien and Chris Walker. III. Comments or Requests from the Public, Board Members, or Library Staff A. Comment about a Patron Suggestion - Trustee Alisha Siebers said that she had encountered a friend who had ridden her bike to the library and was talking to Alisha about what she liked about the library. She had also made a suggestion thought that it would be nice to have patron photos on their library cards and Alisha said she agreed and thought it would also be helpful to staff to help identify patrons. Library Director Christine Berro said she has wanted that too and that it would likely be offered in the next upgrade of their integrated library system. DISPOSITION: The comments made by Trustee Siebers about patron photos on library cards were acknowledged by the Library Board and noted for the record. B. Comment about a Literacy Program - Chairperson Betty Lee Ongley said that she had participated in the Reading in the Park literacy program - reading to children out loud that had been sponsored by the Literacy Council - which was going strong these days. DISPOSITION: The comment made by Chairperson Betty Lee Ongley about the Reading in the Park literacy program was acknowledged by the Library Board and noted for the record. C. Comment about a Former Library Board Member - Library Board Chair Betty Lee Ongley stated that former PDL Board member Scott Pierangeli was now running for the Kalamazoo County Prosecutor seat. Ongley also mentioned that she had also talked to all local legislators about current issues impacting the library. (Berro thanked Ongley for her advocacy initiatives.) DISPOSITION: The comment made by Chairperson Betty Lee Ongley about former Library Board member Scott Pierangeli running for office was acknowledged by the Library Board and noted for the record. D. Comment about the Start of the Library s Summer Reading Program - Christy Klien, Head of Youth Services stated that the library s Kick Off event for their 2012 Summer Reading Program had been held at the Portage Historical Celery Flats on June 1, 2012, and that despite poor weather conditions, it had gone well. Trustee Pacheco said that it was freezing that evening and Klien responded that was the reason that the movie planned for outdoors had been moved inside for everyone s comfort. She said that it was a hearty crowd. DISPOSITION: The comment made by Christy Klien, Head of Youth Services about the library s m 2012 Summer Reading Kick off Event was acknowledged by the Library Board and noted for the record. E. Comment about the Landscaping Outside of the Library - Library Board Chair Betty Lee Ongley commented that the flowers outside in front of the library were very nice. Library Director Berro noted that John Gooch the Facilities Manager had planted the variety of flowers in the large pots by the front door, and that the flowers in front of the outdoor sign were planted by City of Portage personnel and volunteers. Page 1

6 Minutes of the Regular Library Board Meeting held on June 25, 2012 DISPOSITION: The comment made by Library Board Chair Betty Lee Ongley about the nice flowers in front of the library was acknowledged by the Library Board and noted for the record. F. Comment about the 2012 Food for Fines Campaign - Jill Austin, Circulation Supervisor, told trustees that the date that the library would be conducting its 2012 Food for Fines Campaign had been changed because they thought that doing it earlier would work out better considering other things that were going on. This year, she said they would be starting the food drive the week of July 23 rd and would run it for one week. Trustee Siebers just encouraged staff to make sure that it was advertised well and Austin replied that information about the 2012 Food for Fines Campaign would be placed in the library s July e-newsletter as well as on PDL s website and digital signage. Library Board Chair Ongley wished Jill and staff Good Luck with the 2012 Food for Fines Campaign. DISPOSITION: The comment made by Circulation Supervisor Jill Austin about the library s 2012 Food for Fines Campaign was acknowledged by the Library Board and noted for the record. IV. Adoption of the Agenda for the Regular Meeting of June 25, 2012 Library Board Chair Ongley asked if there were any changes needed to the agenda for June 25, 2012 and there were none. MOTION: It was moved by Siebers, and seconded by Brown that the agenda for the regular meeting of June 25, 2012 be adopted as presented. Vote: 5-Yes, 0-No, 2-absent (Behr & Dunn). Motion Carried. V. Consent Agenda Library Board Chair Ongley asked if there were any exceptions to the June 25, 2012 Consent Agenda and there were none, so she asked for a motion to approve it. A. Minutes of the Regular Meeting of May 21, 2012 B. Review of Heritage Room Policy MOTION: It was moved by Yantis, and seconded by Pacheco that the Consent Agenda for the Regular Meeting of June 25, 2012 be approved as presented. Vote: 5-Yes, 0-No, 2-absent (Behr & Dunn). Motion Carried. VI. Governance A. Consideration of Proposed Solicitation Policy for the Portage District Library - Library Director Berro indicated that a lot more people had been soliciting and collecting signatures aggressively in front of the library and she had been getting complaints from angry patrons. For that reason, Berro said she had consulted with the library s attorney, Dick Butler, and together they had developed a Solicitation Policy for the library. Berro said that basically it stated that if any solicitation is conducted at the library, it must be done at a distance 25 feet from the library s entry door (which is equivalent to the distance of the flag pole and 1 st concrete bench outdoors in front of the library). Berro said that means that people cannot stand right at the entry door to solicit signatures from people entering the library building. Trustee Siebers commented that she saw a guy chasing after a car to get a signature on something. Library Director Berro referred trustees to the proposed Solicitation Policy on pages of the agenda packet and asked if anyone had any questions. Library Board Chair Ongley asked how the Solicitation Policy would be enforced; how would violators be evicted and by whom? Berro responded that if someone violated the law, the police would be called to evict the individual. However, if it was a violation of the Solicitation Policy, then she would ask the violator to comply with the distance requirement and show them the policy, and then if he/she would not comply, she would call the police to handle the situation. Trustee Yantis said it would probably be considered a trespassing violation. Library Board Chair Ongley commented that the library sees more of this behavior than the City of Portage or Portage Public Schools. Berro noted that the school campus is a protected environment and there are not as many people walking into the City offices to make it a prime spot for soliciting signatures. Trustee Yantis asked if there was any way to mark the 25 ft. distance spot. Trustee Siebers suggested that the concrete could be painted or something placed there. Trustee Brown said Page 2

7 Minutes of the Regular Library Board Meeting held on June 25, 2012 maybe a potted plant could be placed at a 25 ft. distance from the entry door. Trustee Yantis remarked that people who stood outside smoking were not actually 25 ft. from the entry door either. Berro replied that she had asked that the outdoor trash receptacles be placed away from the building to curtail loitering at the front doors. Trustee Siebers said that if Berro gives someone the Solicitation Policy, she could at the same time show them the 25 ft. distance away from the entry doors to the library. Trustee Siebers said that it was a matter of allowing solicitation but being safe about it and not interfering with the library s operation or impeding visitors to the library. MOTION: It was moved by Siebers, and seconded by Yantis that the proposed Solicitation Policy for the Portage District Library be adopted as presented. Vote: 5-Yes, 0-No, 2-absent (Behr & Dunn). Motion Carried. B. Change in Timetable for Appointment of a Nominating Committee Chairperson to Assess Interest in Library Board Chair & Vice Chair Positions for Library Director Berro stated that at the Library Board meeting held March 26, 2012 trustees had passed a Resolution to ensure that the Portage District Library Board election schedule and terms of office for trustees would be in compliance with new PA 233 of 2011 that changed the schedules for school board (and library board) elections to the Novembers of even-numbered years. Berro pointed out that another change that was necessary was an adjustment to the timetable for appointment of a Nominating Committee Chairperson to assess interest in Library Board Chair and Vice Chair positions for She stated that previously, that nominating activity would have been done in the month of June with officers elected in the July but now that the terms of office for trustees had been changed, the election of Library Board officers would also need to be changed. Berro then suggested that trustees move the appointment of a Nominating Committee Chairperson from the June 25, 2012 board meeting to the December 10, 2012 board meeting. She indicated that this would put the appointment of the Board Personnel Committee and the Board Secretary in sync with trustees new terms of office. DISPOSITION: The change in the timetable for appointment of a Nominating Committee Chairperson was acceptable to board members and the decision was made to remove this item from the June 2012 board meeting and place it on the December 2012 board meeting agenda for consideration at that time. C. Report on Friends Book Sale from Trustee Martha Pacheco, Library Board Liaison to the Friends - Library Board Chair Ongley indicated that Trustee Martha Pacheco had asked that her report be postponed until the July board meeting because the Friends Board meeting was scheduled for the next night, June 26 th and she would have more to report after that meeting. DISPOSITION: Library Board members agreed that the report from Library Board Liaison to the Friends, Martha Pacheco, would be postponed until the July 23, 2012 board meeting. D. Consideration of a Library Board Retreat in Library Board Chair Ongley had suggested that there might not be a need to have a Board Retreat this year since they had spent considerable time on developing the library s new Strategic Plan. She asked trustees for their thoughts on this matter. Trustee Pacheco asked if there was anything coming up that they should be considering. Library Director Berro replied that they could always have speakers come to board meetings to share pertinent information with trustees. Ongley mentioned that board members had attended the Michigan Library Association Annual Conferences in the past as the Board Retreat so they might possibly choose to do that again. Berro indicated that previous board members had opted to do site visits to other libraries to observe various activities to compare to our library s activities so that would be another option. Ongley also mentioned that the State Librarian had visited once and given trustees a rundown on activities at the State Library. Trustee Siebers suggested that they might want to follow up on the Strategic Plan and discuss priorities more thoroughly. She also asked if they wanted to think about fundraising and maybe have a consultant talk to them again since they had been encouraged to have more board involvement in fundraising. She asked other trustees if there was anything that the Library Board should be discussing more in depth. Library Board Chair Ongley asked for clarification if Siebers was envisioning a separate meeting for this in depth discussion and Siebers replied that it probably could be done by setting aside minutes at each board meeting. For example, at the August board meeting they could philosophize about the future and talk Page 3

8 Minutes of the Regular Library Board Meeting held on June 25, 2012 about priorities of activities under the categories of service that had been identified during the Strategic Planning process. Ongley asked if she meant for that to be done by trustees or staff and Siebers said maybe both. Siebers stated that she was not dissatisfied but just wanted trustees to discuss these things more and to address the issue of advocacy too and maybe have some staff reports and trend information presented to them. Siebers said she thought they should Dream Big and talk about fun ideas and what some of the best libraries are doing now. She said she would be totally fine if they didn t do it this year, but just thought it should be done at some point. Ongley suggested that they could also build in something in their schedule 6 months from now to look at how things were going. Trustee Pacheco asked if library staff have a Wish List for what they hope to undertake at the library and Christy Klien, Head of Youth Services responded that staff has yearly goals with priorities for what they would be doing in any given year. She said, for example, if her Youth Services staff has ideas of things that they might do, then they usually try to make those things happen. Lawrence Kapture, Head of Adult Services commented that Adult Services staff was always thinking of ways to make service better but that having enough resources was typically an issue and they were especially strapped right now for people hours. Trustee Pacheco asked if they could recruit volunteers for specific jobs and Kapture said yes, and indicated they were already doing that - and said that Rolfe Behrje had been training volunteers to use scanners to do shelf reading and inventory. Kapture remarked that Marsha Meyer was Volunteer Coordinator and had been doing a great job in assigning volunteers useful tasks. Trustee Pacheco asked if the library was pursuing any grants and Klien answered that the library had applied for a $2,000 grant from the Target Foundation and would not know until late fall if it would be awarded. Library Board Chair Ongley asked if they had reached any conclusion about having a Board Retreat in She asked if trustees wanted to set aside minutes in every board meeting to discuss priorities of items in categories of service identified in the Strategic Plan. Trustee Yantis said they could set aside that amount of time now and then add more time later if it became apparent that more was needed. Trustee Siebers said she would be interested in inviting a fundraising consultant and Trustee Yantis suggested that after the November 2012 election, it might be good to invite new legislators to come to a board meeting to share information. Library Director Berro read the list of Board Retreat ideas that she had captured from the discussion as follows: Fundraising Discussion Priorities for List of Projects in the Strategic Plan Staff Presentations New Trends for Libraries Invitation to New Legislators to Attend Board Meetings Advocacy Discussion Trustees agreed that they should investigate each topic by the end of 3 years and that they should proceed with this action in the months of August, September and October Trustee Brown asked for clarification if Trustee Siebers intended for board members to go over the lists in the Strategic Plan and Dream Big or something else. Trustee Siebers responded that it could even be things not on the list such as best practices perhaps. Berro pointed out that prioritizing the lists from the Strategic Plan would be their choice. Trustee Siebers asked if there was a conceptual way to do this. Maybe they could break it up into three groups. Berro noted that the lists in the Strategic Plan were already in categories but that items under each category were not well developed. Berro then read the headings on the list of categories in the Strategic Plan [Collections; Service & Staffing; Financial; Operations & Technology; Facility and Marketing]. Trustee Pacheco remarked that Adult Services Librarian Marsha Meyer was already scheduled to come to the August board meeting to talk about art and programming at the library. Page 4

9 Minutes of the Regular Library Board Meeting held on June 25, 2012 Library Board Chair Ongley said she would also like to know what the plans are for arts/programs and entertainment to be offered at the library in Trustee Siebers said that maybe they could take two categories and discuss them at each of (3) board meetings. Trustee Siebers said it was a matter of how to prioritize what would be done. She said she was comfortable with putting that prioritization in staff hands. Klien remarked that if the Library board wanted staff to investigate something immediately, then they would address that as their first priority. Kapture agreed that staff could prioritize the list of items to be done unless the Library Board had a definite preference. Library Director Berro said she had a suggestion. She said there were (6) categories and she felt that they would only be able to address them one at a time, since some of them were very significant like the finance category or fundraising so she suggested the following: August - Marsha Meyer presentation on art and programming at the library September - Trustees prioritize categories and then set a schedule for discussing each one every month Library Board Chair Ongley said that Berro could send the list out again to trustees to look over and then they would review the list together in September. Trustee Siebers said it would be good for trustees to vote on the priority of these items and Berro agreed, suggesting that trustees pick their top three choices for consideration at the September board meeting. DISPOSITION: Library Board members agreed that in lieu of a Library Board Retreat on a specific day in 2012, trustees would consider the categories of services presented in the Strategic Plan and set aside time at each board meeting to discuss the activities listed under each one of the (6) categories and prioritize them. It was also decided that Adult Services Librarian Marsha Meyer would be asked to give a presentation to the Library Board in August on art and programming at the library, and at the September board meeting, trustees would priorities the service categories and set a schedule to discussion them each month at a regular board meeting. Trustees will choose their top three categories and come to consensus at the September board meeting about the priority order of the categories of service to be discussed by trustees at future board meetings. VII. Ends Development A. Presentation of Proposed Library Operating Budget for Fiscal Year 2013 Library Director Berro reviewed the budget process with trustees: (1) Budget requests forms were given to Supervisors; (2) meetings were held by Supervisors with staff to discuss budget needs; (3) Supervisors submitted budget requests with justifications; (4) Berro & Foti met and reviewed all budget requests and compiled a preliminary budget document; (5) Preliminary budget document was discussed & modified at Administrative Team meeting; (6) Proposed Budget was being presented to Library Board in June for 1 st review & adjustments if needed; (7) any adjustments by Library Board incorporated into proposed Budget; (8) Final proposed Budget is presented to Library Board for endorsement; (9) Public hearing is held to formally adopt the Budget; (10) Final Budget is implemented on January 1 st of the new year. Berro stated that the proposed Fiscal Year 2013 Budget was basically a flat budget although the Library Board s mandate to institute raises this coming year for library staff was followed and provision made in the proposed budget. She noted that the projections for the FY 2013 Budget were based on solid numbers but the projections for FY 2014 were guestimates. She commented that there was not much increase in the FY 2014 Budget because house values had it bottom but not commercial properties. The state s Personal Property Tax would be eliminated but there is still a great deal of uncertainty about any reimbursement amount and how it would be divided up. In 2013, Berro noted that any business of $40,000 value or less would not be paying any personal property tax. Berro stated that the library s bond payment would be paid off in 2015, so that would be one way to somewhat counterbalance the PPT lost revenue, although it would be sort of a wash (no net gain) for the library. Berro reminded trustees that the library was also operating under a state mandate for a hard cap on insurance premiums that could be paid by a government employer, and health insurance premiums take effect in December 2012 with a 20% increase projected for the library s plan. She said that she and Page 5

10 Minutes of the Regular Library Board Meeting held on June 25, 2012 Business Manager Rob Foti would be looking at alternative health insurance plans to see if there was anything more reasonable. Berro went over the proposed FY 2013 Budget Materials lines (see pages 8-9 of the Budget) and explained that the library material lines were being funded differently due to the outcome of the Strategic Plan. The split now would be 40% of the materials budget for Youth Services (more money than the previous year) and 60% for Adult Services. Berro stated that Lawrence Kapture, Head of Adult Services and Christy Klien, Head of Youth Services had chosen the categories to adjust in their budgets to achieve that ratio. Trustees were then given a rundown on the Library s Reserve Funds (see pages 2-3 of the Budget) with explanations about how each one was used. Berro commented that she had met with representatives from TMP Architecture last week about the library s boiler and was told that the choice facing the library was to either sink money into the boiler to make it last longer or to take advantage of very good deals now to get a replacement boiler for a lower cost. Berro said she would be recommending that the library replace its boiler in 2013 for 90% efficiency. The Boiler Replacement Project will entail a lot of work, so Berro said they would begin the initial process in 2013 and do the actual replacement in She noted that TMP Architecture would oversee the project and they had told her that it would be a summer installation and that the cost of the project was estimated to be approximately $100,000. Berro stated that the replacement of the boiler and the phone system would be the only big ticket items undertaken in the 2013 Budget. She then asked if trustees had any questions about the FY 2013 Budget. QUESTIONS: Trustee Pacheco noted that (2) full-time staff members would be retiring but the dollars were not going down in the Salaries & Benefits lines and asked why. Berro responded that they were assuming replacement of these positions and that they had to figure higher full family benefits coverage for those position vacancies. Library Board Chair Ongley asked if they would be looking at staffing this year and Berro said yes, they were discussing staffing right now. Trustee Siebers asked if the Heads of Adult & Youth Services were comfortable with the 40/60 ratio for the materials lines in the FY 2013 Budget. Berro responded that Business Manager Rob Foti had run the numbers for Kapture & Klien and discussed the percentage split with both of them and they had decided on how it would be done. Berro remarked that the percentages could always be adjusted again in the future. She also mentioned that circulation at this time was about 50/50. Foti pointed out that children s materials get worn out much faster because they take a beating so the Youth collection needs more to maintain its levels. Kapture commented that no more than $2,000 was taken out of any one of the Adult Services budget lines, and that they would be trimming the Adult collection by not purchasing as many duplicate copies of books and weeding outdated materials. A Berro said that they have always made a very concerted effort to protect the materials lines in the library s budget so there were no huge hits and the public would never feel it. Kapture noted that they had been maintaining the Adult collection on the same dollars for a couple years. Business Manager Rob Foti commented that we give priority service to PDL borrowers too and make our collections more available now to our own patrons. Trustee Siebers said she had noticed that Adult programming was down $2,000 and asked why. Berro responded that the library was not going to be involved in the Community Service Award now and that meant they did not have to budget for the cost of participating in it. Business Manager Foti referred to page 2 of the proposed FY 2013 Budget and pointed out that there was enough money in the Benefits Reserve fund to pay off all staff for earned credits, so the library was adequately covered. Trustee Siebers said she was also excited to see raises for staff included in the Page 6

11 Minutes of the Regular Library Board Meeting held on June 25, 2012 proposed FY 2013 Budget and Library Board Chair Ongley agreed. Trustee Joe Yantis said he thought they had done a tremendous job on this budget and all other trustees agreed. DISPOSITION: Library Board members thanked Library Director Christine Berro and Business Manager Rob Foti for the time and effort that they put into developing the library s proposed FY 2013 Budget and trustees agreed that no changes were required in this proposed budget. B. Progress Report on Ends Statement #2 - Library Director Berro referred to pages of the board meeting agenda packet and said that the first half of 2012 has been an extremely busy period of time, particularly with the work done in relation to the library s new 3 Year Strategic Plan, as well as advocacy initiatives surrounding the Michigan Personal Property Tax issue (entailing a significant potential reduction in revenue for the library); a major shift from print to digital format for marketing initiatives and implementation of a new e-books collection and OverDrive at PDL. Berro said that they were now working on Circulation staffing and trying to align duties and pay grades with skill set requirements, and determine what work would be at the professional level and what would be at the paraprofessional level. She also noted that Business & Human Resource Manager Rob Foti and she were working on a new employee orientation program and updating customer service benchmarks for PDL. Another initiative was striving to achieve a 65% self-checkout rate with library patrons. Library Board Chair Ongley said that she always stops and talks to people when they are using the self checkout stations and finds out how it is going for them if they are using them successfully. Trustee Pacheco said that she would like to see the library enable the use of smart phone application in the future and Jill Austin, Circulation Supervisor, commented that right now the laser scanners won t work with smart phones. Ongley asked about having the second return chute wrapped (with RFID technology) and Berro replied that it would cost $10,000 per chute to do so and that there was money set aside in the Technology Reserve Fund if they chose to do that. Berro said that right now AV returned items are not automatically checked in and staff must do that manually. If the AV chute was wrapped it would not require the same amount of staff time and they could be reallocated. Jill Austin commented that the most bang for the buck would be to wrap the AV chute up in the front lobby. Trustee Yantis asked what could be done to increase patron use of self checkout and Berro responded that there was not one clear reason for people not using it. Austin pointed out that there were a lot of legitimate reasons that patrons go to the desk for assistance such as paying fines and fees, renewing expired library cards or asking questions about accounts. Right now, they library was trying a test by placing a 2 nd self checkout machine in the lower level and so far it was going great and getting a lot more use. DISPOSITION: Library Board members received the Progress Report on End Statement #2 and expressed approval at the accomplishments thus far. VIII. Monitoring to Assure Compliance with Executive Limitations A. Report on Financial Condition for May Business Manager Rob Foti stated that next month he would be using a revised format for the Report on Financial Condition that would include an Item 12-A pertaining to the new rule that Any checks issued in an amount over $20,000 would need (2) signatures on them. Trustee Yantis asked if they would need new checks with two signature lines on them and Foti replied that they would be using up the inventory of checks in supply right now and just signing the 2 nd signature under the 1 st signature - especially since they usually have less than (5) checks a year over $20,000. When that supply is gone, Foti said he would look into re-doing checks with two signature lines imprinted on them. Foti also informed trustees that the library had now collected 100% of its tax revenue and that he was expecting penal fine revenue to come in next month. In other news, Foti said that the library had instituted PayPal online payment service for library users during the month of April 2012 and had linked it to library patrons accounts. He noted that the online payment activity was gradually picking up since then. Circulation Supervisor Jill Austin commented that this had not been advertised widely because right now the library Page 7

12 Minutes of the Regular Library Board Meeting held on June 25, 2012 could not specify a minimum payment via PayPal so someone could pay as little as a dime online via PayPal. In the next system upgrade in fall 2012, they will be able to specify nothing under $1 or something similar. Trustee Yantis asked if the library could use PayPal for fundraising too and Foti answered yes, that could be done online too and PayPal would provide security for those credit card payments. DISPOSITION: Library Board members received the Report on Financial Condition for May 2012 and thanked Business Manager Foti for his efforts. IX. Library Director s Reports A. Marketing Update for May Marketing Manager Chris Walker told trustees that (3) brochures had been created for the library s 2012 Summer Reading Program - one for youth, one for teens and one for adults. She also mentioned that the library was getting a lot of compliments on the collaboration with the City of Portage and Schools doing joint marketing of the region. Library Board Chair Ongley said she had been surprised when she was at City Hall and picked up an issue of The Portager and there was no insert inside. Walker stated that she would check to find out why the copies at City Hall did not have inserts. She stated that 22,000 copies of the insert had been distributed inside The Portager and had gone out to Portage citizens. Walker noted that copies would be delivered to Texas Township as well. The insert this time focused on Arts & Entertainment made available by the City, the Library and the Schools to people in our region. Trustee Pacheco asked if the copies going to Texas Township residents could be mailed instead and Berro responded that it would be too expensive to do so. Walker also pointed out that it was difficult to determine which streets were in the PDL service area from the maps of that area. Trustees were also told that the library s Annual Report for activities accomplished in 2011 would be worked on in August. Library Board Chair Ongley asked if the Summer Reading Programs were up and running and Christy Klien, Head of Youth Services, responded that they were. She noted that the numbers of participants were down a little from last year at this same time. Trustee Stephanie Brown said that this slow start might be due to the new rule that no printed advertising could be sent home with students now- so maybe they don t know about the Summer Reading Program yet. Klien said that Youth Services staff had visited every Portage Public School elementary classroom talking about Summer Reading at the Library and they always start the Summer Reading Program activities the very first day that school is out of session. However, some of the library s young patrons don t attend the Portage Public Schools so there would be a delay in them getting the summer reading information in order to get started. Library Board Chair Ongley also noted that some local churches were running summer vacation bible school sessions and that maybe when those were done, the children would get involved with the library s summer reading program. Klien agreed and said that they noticed the first two weeks were quieter but the 3 rd week in June had been very busy. Library Director Berro interjected that the Summer Reading Program was going well though. Trustee Siebers asked if there was business sponsorship this time and Klien answered that they had business coupons and gift certificates donated from several local businesses such as Pizza Hut, Q Doba; Noodles & Co.; and the Kalamazoo County fair had donated tickets. The problem with gift certificates, Klien said, was that people just use the free coupons from donating businesses but then don t buy anything else. Trustee Siebers commented that her kids didn t like the prizes this year and Klien said that it was a gamble whether children would like them or not. Library Board Chair Ongley asked about the Adult Summer Reading Program and Lawrence Kapture, Head of Adult Services commented that Adult Services Librarian Nicolette Sosulski uses a guilt technique to encourage adults to participate so their children will be involved in summer reading too. DISPOSITION: Library Board members received the Marketing Update for May B. Narrative Report for May Library Director Berro said that the library had been a site for placement of one of the Gilmore Keyboard Festival upright pianos and that patrons had really enjoyed the instrument that Page 8

13 Minutes of the Regular Library Board Meeting held on June 25, 2012 sat outside the front door of the library for a few weeks. It seemed to be a successful advertising tactic to make the public aware of that music festival. Berro announced that programming numbers looked good for this time of year and that Youth Services staff had been very busy in May getting ready for Summer Reading. Berro referred to pages of the board meeting agenda packet and went over highlights from the Narrative Report. Library Board Chair Ongley asked how many volunteers the library currently had and Berro said she thought there were about 150 library volunteers right now and asked trustees to look on page 28 of the Statistical Report to see that volunteer hours were up from the previous year. Marketing Manager Chris Walker interjected that there were 30 to 40 volunteers in attendance at this year s Volunteer Recognition Luncheon. Trustees were told by Berro that she had attended her last Michigan Library Association Board meeting in June. Library Board Chair Ongley stated that Berro had served them well and Berro said Thank You! A comment was made that there was somewhat of a drop in reference numbers and Klien noted that sometimes there was human drift with recording the number of reference transactions at the Public Service Information Desks. Ongley commented that journalist Don Rice used to write a column in the business section of the newspaper and he always used to say that you could tell how well a business was doing by how busy their parking lot was, and the library s parking lot is always very busy. DISPOSITION: Library Board members received the Narrative Report for May C. Statistical Report for May Library Director Berro referred trustees to pages of the board meeting agenda packet and said that the statistics for the library were looking good. She asked if trustees had any questions and there were no specific comments other than the numbers were going up. DISPOSITION: Library Board members received the Statistical Report for May D. Legislative Update for May Library Director Berro said that libraries would be working on a plan on what kind of horse trading could be done to divide up any reimbursement money if and when the Personal Property Tax is eliminated. Berro also spoke about the latest issue with penal fines - that there was action being taken to divert those funds away from libraries. Ongley remarked that legislators were just not aware of how their decision about penal fines was going to impact libraries. Berro stated that lawyers for the Michigan Library Association were looking into the legality of this action that would diminish state funding for libraries even more. Berro referred trustees to pages of the board meeting agenda packet and pointed out that the State Budget actually included new money for state aid to libraries and also provided for $800,000 of new money for the Michigan e-library (MeL) database, so that was an encouraging outcome. Library Board Chair Ongley asked where and when the Michigan Library Association s 2012 Annual Conference would be and Berro said that it would be in Dearborn, MI on November 5-7, DISPOSITION: Library Board members received the Legislative Update for May E. Marketing Collaboration We Get It! Progress Report - Library Director Berro gave trustees an update on activities for the joint marketing collaboration with the City/Schools/Library and said that they needed to set up another date for the next videotaping session. She indicated that there was an advertisement about the WE GET IT! campaign on the digital billboard on Westnedge in front of Pappy s Pizza, featuring the new logo. Ongley asked if this initiative would carry forward to next year and Berro said yes, that it would - at least in The Portager publication. So far, all three organizations are very encouraged by the response to their marketing collaboration and so it is likely to continue. Trustee Yantis asked if that would require another resolution to continue this collaboration and Berro said that no it would not since there was no deadline on the original resolution. DISPOSITION: Library Board members received the Marketing Collaboration WE GET IT! Report. Page 9

14 Minutes of the Regular Library Board Meeting held on June 25, 2012 X. Process Evaluation Library Board Chair Ongley asked trustees for their suggestions for the July 23, 2012 board meeting. A. Suggestions for Agenda Items to be included on the July 23, 2012 Board Meeting 1. Minutes of the Regular Meeting held on June 25, Memo on Change in Timetable for Appointment of Library Board Personnel Committee, Library Board Liaison to the Friends, and Library Board Secretary for Approval of date and time for a Public Hearing on the Library s FY 2013 Budget. 4. Approval of proposed FY 2013 Budget and Millage Rate to be Levied and voted on at August meeting. 5. Report from Trustee Martha Pacheco, Library Board Liaison to the Friends. 6. Presentation of 3-Year Technology Plan for the Library by Behrje and Wright FY nd Quarter Report for Fiscal Year nd Quarter Annual Campaign Report for Fiscal Year Monitoring Report on Executive Limitation for Minutes/Records Retention. 10. Report on what the library does in relation to recycling (requested by Library Board Chair Ongley) B. Assessment of this meeting - Trustees agreed that it was a good meeting, especially the presentation of the proposed FY 2013 Budget and the Progress Report on End Statement #2. C. Miscellaneous Items - Library Board Chair Betty Lee Ongley stated that she would not be able to attend the July 23, 2012 board meeting because she would be visiting her family in Hawaii. She asked Library Board Vice Chair Alisha Siebers if she would please chair the July meeting and Siebers agreed. Library Director Berro thanked everyone for their cards and sympathy messages for the loss of her fatherin-law Lindsay Leon Keeler. XI. Adjournment Library Board Chair Ongley asked if there was anything more to be considered at this meeting and there was no further discussion. Ongley then adjourned the regular meeting of June 25, 2012 at approximately 8:10 pm. Recorded & Transcribed by: Diane Delach, Secretary Portage District Library Board Page 10

15 COMMUNICATION To: Portage District Library Board From: Christine Berro, Library Director Date: July 12, 2012 Subject: Approval of Date and Time for a Public Hearing on the Library s FY 2013 Budget The sequence of steps required to approve a budget for the Portage District Library includes a public hearing on the proposed library budget for the subsequent fiscal year. A decision will need to be made so that a Notice of Public Hearing on the Portage District Library s Proposed Fiscal Year 2013 Budget be advertised at least (10) working days prior to the date of the public hearing. For this reason, at the next board meeting to be held on July 23, 2012, it will be necessary for the Library Board to approve a date and time for a public hearing on the Library s FY 2013 Budget. The usual date that has been established in previous years is the fourth Monday in August, and the public hearing has typically been held at the very beginning of the regular library board meeting scheduled for that 4 th Monday, at 6:00 p.m. This year, the date would fall on August 27, If the Library Board approves this date and time, then a public notice will be advertised beginning on Sunday, August 12, Page 11

16 COMMUNICATION To: From: Portage District Library Board Christine Berro, Library Director Date: June 16, 2012 Subject: Budget Amendment to adjust the FY 2012 Budget for the Friends $13,500 Donation to Fund "Wish List" Items for the Library. BACKGROUND: The Friends of the Portage District Library organization has been extremely generous with the donations they have made to the library on a regular basis and are sole sponsors of the library s Summer Reading Program. In addition, each year they offer the library an opportunity to submit a Wish List of items that would be beneficial to the library and its patrons, but are outside the limits of the library s budgetary constraints. At a recent Friends Board meeting held on June 26, 2012 the library s 2012 Wish List that was developed by the Library Administrative Team, with input from library staff, was reviewed and a vote was taken to fund items on the list. The Friends voted to present the library with a check for $13,500 to cover the cost of the items shown on the list below. We are most grateful to the Friends for their generous gift that will enable the library to purchase these important "Wish List" items that will benefit library users. The Friends Board indicated that after their August book sale, they would be looking at some of the remaining items on the 2012 Wish List that did not get funded this month, such as the Parent/Teacher Collection, step stools and strollers. Since the Fiscal Year 2012 Budget is already in place, it is necessary to bring a budget amendment to the Library Board to adjust the budget for the Friends' $13,500 donation in order to use these funds for Wish List expenditures in this budget year. RECOMMENDATION: I recommend that the Library Board approve a Budget Amendment to the Fiscal Year 2012 Budget to increase designated expenditure lines by a total of $13,500 to fund "Wish List" items as shown below: Wish List Item Requested: Funded: Expenditure Line Early Literacy Learning Stations $ 8,000 $ 8,000 Capital Outlay Line I-Pads for Public Use $ 6,000 $ 3,000 Capital Outlay Line Parent/Teacher Collection $ 3, Not funded at this time Adult Hi-Lo Collection $ 2,500 $ 2,500 Adult Services Materials Line Strollers $ Not funded at this time Step Stools for Shelving Areas $ Not funded at this time TOTAL: $20,900 $13,500 On behalf of the Portage District Library Board, administration, staff, and the citizens of Portage, I extend our sincere thanks to the Friends of the Library organization for all the hard work and effort that they put forth on numerous books sales to generate revenue that they so kindly share with us. We will use these resources to the best advantage and make them proud of their library! Page 12

17 COMMUNICATION To: Portage District Library Board From: Christine Berro, Library Director Date: June 16, 2012 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 board meeting on June 26, 2012 (the day after the Library Board meeting), Trustee Pacheco has asked that an item be placed on the agenda for the July 23, 2012 Library Board meeting so that she could share information about the outcome of that board meeting. Page 13

18 COMMUNICATION To: From: Portage District Library Board Christine Berro, Library Director Date: July 16, 2012 Subject: Recognition of David Long s Years of Service with the Friends of Portage District Library Last week, we heard from David Long that he would be completing his volunteer services with the Friends of the Portage District Library. This information was first shared casually with a library staff member, but later verified to be true, that after almost four decades, one of our longest serving and most faithful Friends member and volunteer was ending his volunteer career with us. David, along with his wife Jeanne Long (who passed away December 30, 2010) were at the head of the line when Mae Fuller, the first Coordinator of a Friends group asked for volunteers to help with Portage Library Friends book sales many years ago. Eventually, they took leadership roles and Jeanne was President of the Friends during that time. David Long served in various capacities, but always assisted with Friends activities, book sales and projects. He could regularly be seen around the library pushing carts of donated books and organizing and sorting them for sales and then helping to dismantle the book sale afterwards. It was a lot of hard work and he did it very well. Over these many years, David Long was a most reliable advocate of the library and faithfully volunteered his services as a Friend of the Library to promote and sustain the library. Through his efforts, and that of his wife Jeanne, along with Book Sale Chair Arlene Norman and the Friends members who helped at these book sales, they were able to generate a great deal of revenue for the library. Those funds have been used over the years to make numerous purchases for the library that helped to enhance services to our library users. If the total amount donated by the Friends was tallied, it would likely be hundreds of thousands of dollars. The library has benefitted greatly from David Long s devotion to his volunteer duties as a lifelong Friend of the Library and it is certainly appropriate to acknowledge and thank him for his generous work for us in that capacity. An item has been placed on the agenda for the Library Board meeting to be held on July 23, 2012 so that a discussion can be held to determine how to recognize David Long s lengthy volunteer service with the Friends of the Portage District Library. Page 14

19 COMMUNICATION To: From: Portage District Library Board Christine Berro, Library Director Date: July 16, 2012 Subject: Final Approval of the Fiscal Year 2013 Budget & Decision on Millage to be Levied At the July 23, 2012 board meeting, board members will be asked to make a final decision on the budget for Fiscal Year 2012 and the millage amount to be levied. Since 2009, the Portage District Library Board has set the library s millage at 1.50 mills ($1.50 per $1,000) to be levied on real and personal property, and that millage levy is being recommended for FY 2013 as well. A formal public hearing will be held on August 27, 2012, (subject to Library Board action at the July 23, 2012 board meeting) at which time the Portage District Library Board, as the library s authorized governing body, with all the powers granted to such a district library board (per District Library Establishment Act, 1989 PA 24 (MCL et seq.), will determine the amount of money necessary for the operation of the library and officially set the millage levy amount on the taxable property in the Portage District Library service area, by passing a resolution to formally adopt the Fiscal Year 2013 Budget and set the millage. Budget documents will be re-issued to board members. Please note that the FY 2013 Budget will be printed separately and included at the end of the agenda packet for easier reference. Please review this budget information for any changes that may be needed, and prepare to finalize the FY 2013 Budget with a vote at the July 23, 2012 board meeting. Thank you. Page 15

20 COMMUNICATION To: Portage District Library Board From: Christine Berro, Library Director Date: July 16, 2012 Subject: Presentation of 3-Year Technology Plan for Portage District Library At the July 23, 2012 Library Board meeting, trustees will hear a presentation by Library Systems Administrator Rolfe Behrje and Website Manager Laura Wright, about the library s 3-Year Technology Plan. This will provide an opportunity for board members to be given a broad brush overview of where the library is right now with its technology, what we will be trying to do in Fiscal Years 2013, 2014 and 2015, as well as our budgetary provisions for technology initiatives. It will also give trustees a chance to ask any questions you may have about the library s technology goals. The 3-Year Technology Plan is a method that we use to forecast, prepare and plan for required technological maintenance, upgrades and enhancements at the library. By looking over a 3-year period, we can better assess the library s technology needs now and in the next couple of years; we can determine if there are new technologies that could possibly work better for the library and be more cost efficient and effective; and it gives us a better notion of what our technology budgetary needs will be, so that we can assess our potential for covering these technology expenses and making any necessary adjustments as may be required. In terms of this three-year picture for technology, I would like to clarify that the information for the first year of the 3-Year period (FY 2013) will provide cost projections for technology that are relatively solid, based on specific planned expenditures related to technology initiatives that we know we are definitely going to do that year. For the second year (FY 2014), our cost projections for technology will be somewhat specific, in areas of continued funding for ongoing technology, and somewhat generalized - to allow for technological changes yet to be determined. For the third year (FY 2015), we take a broader approach and include projections that are much more speculative both in terms of technological capabilities and budgetary ability to fund them. We are in a rather unique position at this point, of already knowing that the library has less revenue for its operation right now and will be facing even greater revenue shortfall in coming years. For that reason, we have already taken the approach of stretching our technology budget and have changed from a 4-year technology refresh rate to a 5-year or longer as needed turnover. At the July 23, 2012 board meeting, we will discuss the proposed 3-Year Technology Plan , outline the activities to be undertaken during this time period and answer any questions that you may have about technology at the library. Page 16

21 COMMUNICATION To: Portage District Library Board From: Christine Berro, Library Director Date: July 16, 2012 Subject: 12th Annual Food for Fines Campaign at the Portage District Library The 12 th Annual Food for Fines campaign is scheduled to begin Monday, July 23, 2012 through Monday, July 30, For the benefit of library board members, I thought I would briefly outline the Food for Fines program and its purposes. Of course feedback from trustees is always welcome. BACKGROUND: The Food for Fines campaign was originally begun at the library as a good neighbor community support initiative with the goal of helping to restock the food pantry of the Portage Community Center (a Loaves and Fishes Pantry) and was also intended to be a way that library patrons could reduce or eliminate their overdue charges in return for donations of canned or packaged non-perishable food items. We established a rule that donations would be accepted on the basis of one canned or packaged food item or five packages of ramen noodles for each dollar of fines to be waived, and we stated that the exception would be that donations could not be applied to the replacement cost of lost or damaged library materials. This has been well accepted by library patrons. Although we have experimented with holding the Food for Fines campaign at other times of year, we have determined that it is best to schedule it to coincide with our Summer Reading Program because it allows for the greatest cross-section of participants among library users and it also generates the largest amount of donations for the Portage Community Center. In addition, we have been told by PCC that the summer months are a very needy time for their food pantry which serves many of our constituents. During the two week period prior to the start of the Food for Fines campaign, we begin our marketing efforts to raise awareness and advertise the dates for food donations at the library in exchange for waived fines to encourage donations during the food collection period. RECENT CHANGES: In the first years of this program, we scheduled the Food for Fines campaign to run for a period of (12) business days at the Checkout Desk. Since the renovation of the front lobby Checkout area in 2010, it is no longer feasible to accept donated food items at that point of service, as it gets much too congested and personnel at that service desk need to be focused on library account transactions and assisting users with Self-Checkout. Last year, we set up a separate Food for Fines donations table in the Atrium with designated staff assigned to it to accept donations, waive fines and do the necessary counting, inspecting, and packing of donated food items. In order to remain within staffing budgets, we also reduced the number of collection days. In that shortened time period, we collected the same quantity of food as in 2010, which had previously been a record. Page 17

22 July 18, 2011 Page 11th Annual Food for Fines Campaign at the Portage District Library COSTS/BENEFITS: Because the library is in a period of declining revenue, there may be a question about why the library is foregoing revenue by waiving fines during the Food for Fines campaign. On average we waive about $6,280 in fines and collect approximately 6,900 food items each campaign. The thing we have noticed over the years is that many borrowers who take advantage of fines being waived during the Food for Fines campaign would not have been able to pay their overdue charges otherwise. In fact, this program allows some library borrowers to finally regain access to our collections after months or years of having fines that were too high to allow them to check-out materials. Allowing these borrowers access to checking out library materials again is a way for us to fulfill our End Statement #1 to: Optimize patron access to popular and informational resources. In evaluating the pros and cons of the library s Food for Fines campaign, some other benefits of this program need to be taken in to consideration. First, it is a very popular program with the public, and we have always had very good participation and get a lot of positive feedback about it from library users. Second, by making library users more aware of the ever increasing need for assistance throughout our community, it helps us fulfill the library s End Statement #3 to: Be an active participant in building community as well as Ends Statement #4 to: Respond to the changing needs of our community. SUMMARY: Portage District Library s annual Food for Fines campaign has been a worthwhile initiative that we have conducted for over a decade, and it has been a highly successful humanitarian effort that has been fully supported by library users for the benefit of the Portage community. It has been a win/win situation for Portage District Library patrons, Portage Community Center aid recipients and the whole community. Nevertheless, it is important for us to be cognizant of the costs to the library in terms of staff time and waived fines, to run the Food for Fines campaign. By shortening the food collection period to (7) business days this year, we believe that the library can continue the Food for Fines campaign at this time. If the experience this year indicates otherwise, we will reassess the program for future years. A final report with comparisons to previous years collections will be made to the Library Board in August 2012 to share the outcome of the 12 th annual Food for Fines campaign. Page 18

23 Recycling Report July 10, 2012 In an effort to cut down on landfill waste, the following recycling procedures have been implemented at the Portage District Library: Recycling receptacles have been placed throughout the library building, including but not limited to, in adult and youth patron areas, near all information desks, in staff offices and work areas and in the upstairs and lower level kitchens. Pop and beverage empty cans are collected in the staff lounge and returned for deposit refund and that money is then added to the Staff Fund that is used to purchase cards & small gifts for recognition of births, weddings, graduations, retirements and other life events to be celebrated. It is used for condolence purposes as well. Every day, the cleaning person goes around the library building and empties trash from waste receptacles into one barrel and then separately empties material from recycling receptacles into another barrel. When the barrels are full, they are then taken out and placed into the outdoor dumpsters, the recycling items are placed into one container and the trash into the other. Both dumpsters are marked accordingly and the recycling materials are taken to a Recycling Center. There is also a very large three wheel container marked Recycle located in the library s Book Drop Room that is designated solely for the removal of old & damaged books, cardboard boxes, paper items and any other recyclable materials. This container is taken out as many as three times during the course of a day and emptied into the large outdoor recycling dumpster. Once a week, the library s disposal contractor Republic Services comes and empties the library s outdoor dumpsters and then the recycled material is taken to a local Recycling Center. Library staff engages in regular weeding of library collections and the items that are weeded (removed from the collection) are boxed and donated to Goodwill Industries or placed in the library s large outdoor recycle container (if damaged or too old). Outdated periodicals are placed in the recycle bin as well. The library has a contract with a company called Shred It to handled shredding of confidential office papers that have been disposed of in sealed bins located in (3) work areas around the library. The confidential papers are taken to their truck parked at the back of the library and shredded in a large machine inside the truck. The shredded papers are then recycled. Boxes that are shipped to the library containing books & supplies are recycled and used for many other purposes, such as storage of library items, food for fines collections, book recycling, and staff personal use. The library uses GreenEarth Electronics Recycling to recycle its hardware (computers, laptops, printers and copiers). GreenEarth provides the library with a certification of destruction (Department of Defense Grade) of storage components. The library when available recycles its toner cartridges through corporate RMA (Return Merchandise Authorization) programs where RMA labels are included with printer toner. Page 19

24 Lost & Found items that library visitors leave behind are given to Goodwill Industries after a reasonable waiting period. When the library s American flag gets too worn, it is taken down and given to the VFW for proper disposal If the library has any furniture or equipment that has been deemed to be no longer acceptable for our public use, it is removed and either offered to other non-profit entities, sold, or disposed of using appropriate measures. Page 20

25 Library Director s Report on the Financial Condition for June 2012 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 $ 3,629,115 Expenditures $ 1,810,089 Risk reserve (13% of operating budget) $ 451,940 Building Reserve $ 50,000 Technology Reserve $ 44,289 Debt Reserve $ 90,000 Benefits Reserve $ 122,705 Boiler Replacement Reserve $ 75,000 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 21

26 Library Director s Report on Financial Condition for June 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 22

27 Library Director s Report on Financial Condition for June 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 (Effective July 1, 2012) 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. There were 2 checks issued by the Portage District Library in an amount of $20,000 or more in the month of July Those checks were not signed by 2 authorized individuals. The library has taken the step of adding a reminder notice to the outside of the envelope that contains all checks to be signed. This reminder will serve as a warning to the signee that if there are any checks over $20,000, that a second signature is required. Additionally, the Business Office will investigate an additional step to serve as a reminder of this new procedure. 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 23

28 Portage District Library 1st Quarter Report June 30, 2012 Revenue Percent of Year Gone --> 50% 2nd Qtr. 2nd Qtr. 2nd Qtr Annual YTD YTD YTD General Ledger Category Budget Actual % Received Budget Actual Actual+Enc. % Received Total Tax Revenue $ 85,003 $ 85, % $ 3,272,013 $ 3,283,746 $ 3,273, % Other Revenue 56,382 56, % 200, , ,160 52% Revenue from Reserves - - 0% 239, , , % State Aid Revenue - - 0% 15,500 11,661 11,661 75% Total Revenue $ 141,385 $ 141, % $ 3,727,344 $ 3,639,115 $ 3,629,115 97% Expenses 2nd Qtr. 2nd Qtr. 2nd Qtr Annual YTD YTD YTD General Ledger Category Budget Actual % Spent Budget Actual Actual+Enc. % Spent Total Salaries & Wages $325,539 $325, % $1,320,829 $649,546 $649,546 49% Total Fringes & Benefits 149, , % 519, , ,590 47% Total Library Materials 90,247 90, % 671, , ,350 49% Total Utilities 29,768 29, % 138,875 50,872 51,397 37% Total Buildings 36,122 36, % 137,923 64, ,141 79% Total Furnishings & Equipment 0 0 0% 10, ,857 36% Total Supplies 15,854 15, % 135,135 45,425 53,776 40% Total Professional Services 26,581 26, % 231,996 73,762 91,735 40% Total Other Charges 49,421 49, % 250,183 71,851 79,235 32% TOTAL OPER. EXPENSES $ 723,260 $ 723, % $ 3,416,391 $ 1,447,425 $ 1,607,627 47% TOTAL CAPITAL PROJECTS $ 195,352 $ 195, % $ 310,952 $ 201,399 $ 211,399 68% TOTAL EXPENSES $ 918,612 $ 918, % $ 3,727,343 $ 1,648,824 $ 1,819,026 44% EFFECT ON FUND BALANCE * $ (777,227) $ (777,227) $ 1 $ 1,990,291 $ 1,810,089 Cash Flow Analysis of 2012 money only Cash Flow Analysis of all money including prior year(s) 2012 cash as of 6/30/2012 $ 2,770,561 12/31/11 Audited Total cash (Fund Equity*) minus liabilities $ 1,858,604 +Second Quarter Revenues 141, Revenues 3,639,115 - Second Quarter Operating Expenses 723, Operating Expenses 1,447,425 - Second Quarter Capital Projects 195,352 - Capital Projects 201,399 - General Reserves 451,940 - Building Reserves 50,000 - Boiler Replacement Reserves 75,000 - Telephone Replacement Reserves 75,000 - Debt Reserves 90,000 - Benefits Reserve 122,705 - Technology Reserve 44,289 - Encumbrances 170, cash as of 6/30/2012 $ 1,993,334 Total available cash as of 6/30/2012 (Fund Balance*) $ 2,844,759 * 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 24

29 Property Taxes - Property Tax collections are ahead of pace for this time of year. The library has collected all of its budgeted property taxes for the year. There are still some delinquent Personal Property Taxes that the library will collect in small amounts over the next several months and years. The library has received an IFT tax payment for this year but it was the payment that the library did not receive in FY2011. The library is therefore still expecting it FY2012 IFT payment. State Aid Revenue - The library has received its 1st State Aid payment for FY2012. The 2nd payment is expected in the summer of Revenue from Reserves - This category is used to track the inflow of funds from the various Reserve accounts as well as from Unassigned funds. As part of the library's FY2012 budget, the library set aside 13% of its budget into a General Reserve. In doing so, the General Reserve from the prior year was reduced by $13,408. These funds were added to the FY2012 budget. Additionally, the Library had $9,825 of donations received in FY2010 that it had set aside to be used as part of the FY2012 budget. The Library had $203,234 of encumbrances in FY2011 that were reserved at December 31, 2011 and then brought into FY2012 in January of Finally, in February of 2012, the Board approved to use the donations received in FY2011 to purchase e-books for the library. As a result, funds were brought forward from Unassigned funds to do so. Other Revenue - Other Revenue appears to be ahead of pace for this time of year. The majority (74.89%) of this category is comprised of Fines and Fees (34.95%) and Penal Fines (39.94%). Fines and Fees is $9,500 over budget at this time of year. Penal Fines are not expected to be collected until July. Investment income is slightly below budget at this time. The library is continuing to invest available funds where possible to achieve the highest income it can without compromising risk. The library received a distribution on its pooled insurance fund in the amount of approximately $22,000. The library budgeted $35,000 for building insurance in FY2012. The final quote that was received was for approximately $28,500, a reduction of approximately $5,000 from the prior year. Salaries & Wages - Salaries & Wages are on pace this time of year. The Part-Time Aides category is the only category that is not very close to the 50% target as of the end of the quarter. This category is 44.15% expended. This is very close to target as employees in this category do not receive paid time off for vacation and sick. Therefore, when these events occur, the hours are not usually covered by other employees and funds go unused. Fringes & Benefits - Fringes & Benefits are on budget for this time of year. All payments for benefit premiums and the library's 2nd Quarter Pension payment have been paid as of June 30, Library Materials - This category is on pace for this time of year. A review of all lines within this category show that the majority of lines are between 40%-60% expended. This is a good range for this time of the year. There are no lines in this category that are lagging behind and are not being spent. Utilities - Utilities are under budget for this time of year. As of the end of the 2nd quarter, only five (5) invoices have been received for Gas & Electric. The sixth billing that covers part of June has yet to be received. It is anticipated that even with this payment, this cateqory would be approximately 45.0% expended. Building - Year-to-date actual and encumbrances are greater than the 50% target due to the Purchase Orders being set up for the entire year for the building cleaning service, window cleaning, elevator service, etc. The largest of these services is the building cleaning service. The library has recently replaced a compressor for its HVAC system. The library budgets for at least one compressor replacement each year. Furnishings & Equipment - This category is under budget for this time of year. This category has two (2) projects budgeted for FY2012, re-upholstering of furniture in the Youth Area and the replacement of the disc cleaning machine motor. These projects have not begun as of this time. The library brought encumbered funds from FY2011 into FY2012 for additional re-upholstering of chairs in the Youth area. This re-upholstering will occur at the same time as the budgeted FY2012 re-upholstering. Page 25

30 Portage District Library 1st Quarter Report June 30, 2012 Supplies - The supply category is under the target for this time of year. The accounts in this category are used on an as needed basis. The library has tried to adopt a very conservative approach to it spending for lines such as supplies. Additionally, the increased use of notification for fines has helped to keep the postage line to a manageable level. Professional Services - This category is under the 50% target. The majority of lines are on pace for this time of year. The library budgeted $25,000 in Other Administrative Services to use towards the investigation and implementation of its staffing model, which is currently being worked on. To date, none of these funds have been expended. Other Charges - This category is under the 50% target. The accounts in this category vary from having small yearly budgets to very large budgets. The largest account in this category is Computer Repair & Maintenance. It accounts for 62.56% of this category's yearly budget. This line has many of its expenses budgeted for the 3rd and 4th Qtrs. Capital Projects - This category is over the 50% target. There will be technology upgrades that will not happen until the 4th quarter. Additionally, the library recently made it July Bond payment to the City of Portage in the amount of $195,352. This is 62.82% of this category's yearly budget. The second payment will be made in December. Page 26

31 Monitoring Report on the Executive Limitation Policy for Minutes and Records Retention July 23, 2012 As an elected, public governance body, the Library Board will generate and retain official board meeting minutes and other board records in a manner that complies with the Michigan Open Meetings Act (Public Act No. 267 of 1976, as amended.) Accordingly, the Library Director may not: POLICY: Director s Response: 1. Minutes will be produced for all library board meetings, and will contain: a. Information about the agenda topics, and the date, time and location of the board meeting. b. A list of all attendees/absentees. c. A brief summary of any public comments, staff presentations or discussions. d. A record of any decisions made at the meeting; motions made with the results (may include a very brief summary); and a record of all roll-call votes. e. A listing of other topics discussed (may include a very brief synopsis of the discussion.) f. A list of unresolved issues or other items to be carried forward to the next month (may include a brief discussion). g. References to any pertinent supporting documents, as deemed appropriate by the Library Director, Board Secretary or as requested by the Library Board. The contents of the minutes produced for the Portage District Library Board include: (1) date, time, location and agenda topics for the meeting; (2) list of attendees and absentees; (3) summary of public comments and all other discussions; (4) a record of decisions and motions made and votes taken; (5) a list of other topics discussed; (6) a list of unresolved issues or other items to be handled at a future date; and (7) references to pertinent supporting documents. In addition, board meeting minutes are labeled Board Approved on after any changes or corrections are made and a vote taken to approve them. When the minutes are done after each meeting, they are posted on a public board in the library, and kept on file in the Library Office for easy access and referral. A list of any issues needing further consideration is maintained and used to generate agenda items for subsequent board meetings. Every effort is being made to produce professional, informational and accurate minutes of board meetings that will be retained in Library Archives as the only permanent record of Library Board activities and the chronological progress of the Portage District Library over the years. POLICY: 2. RETENTION of library board meeting official minutes and audiotapes will be as follows: a. For regular library board meetings, official minutes will be retained indefinitely. Page 27

32 POLICY: b. For regular library board meetings, audiotapes will be retained for (90) days from the date of the meeting at which the minutes were approved, and then the audiotapes will subsequently be destroyed. c. For regular library board meetings, notes taken by the Library Board Secretary for the purpose of producing official board meeting minutes will be retained for one year (365 days) and then the secretary s notes will subsequently be destroyed. d. For closed sessions of library board meetings, official minutes will be recorded but will not be available for public inspection unless disclosure is required by a civil action. These closed session minutes may be destroyed one year (365) days and (1) day after approval of the minutes of the regular meeting at which the closed session was approved. NOTE: Except for minutes taken during a closed session, all minutes are considered public records, open for public inspection, and must be available for review as well as copying at the address designated on the public notice for the meeting. Director s Response: The process for retaining minutes of Library Board meetings is followed according to this Executive Limitation Policy. The Board Secretary maintains all Library Board meeting files with attention to retention period requirements. Regular board meeting minutes in print are kept indefinitely, audiotapes are kept for (90) days following the date of the board meeting, and notes taken by the Board Secretary are kept for (1) year following the date of the board meeting. After each board meeting, minutes are filed by board meeting dates in both the Library Office and in library archives in the Heritage Room. These files are weeded at the end of the fiscal year and old board meeting files with minutes are rotated out of the active file into storage. Closed session minutes are kept separately from regular session minutes, and are not made available to the public. After a board meeting with a closed session, the date for discard of the closed session minutes is entered on an electronic calendar for one year forward, so that it will prompt action on the appropriate future date for discard. Page 28

33 Marketing Update July 2012 The following marketing activities were conducted at the library during the month of June and the first part of July New signage has been placed over the circulation desk asking patrons to please give us their . Because we are no longer printing brochures and event calendars and everything is electronic, we are encouraging them to begin receiving library information electronically. When a new patron signs up for a new library card they are also being asked specifically for their address. The library has created an account with Mlive.com and is now entering library programs and events on the Southwest Michigan Community Extra, which is the electronic version of the Kalamazoo Gazette. It covers news from cities and towns across the Southwest Michigan region. Several other local libraries are also utilizing this new electronic version of the Kalamazoo Gazette. There is no cost to the library for these listings. A promotional campaign has been deployed for the 12 th Annual Food for Fines community food drive. This includes posters, handouts, advertisement on the front page of the library s website, a Facebook posting, and information placed on the library s digital signage. An article was also inserted into the library s July monthly e-newsletter to create public awareness for this food collection that will run from July 23 rd thru July 30 th. All collected items will be delivered to the Portage Community Center for distribution to those in need. Page 29

34 Library Director s Narrative Report for July 23, 2012 (Activities in June 2012 and the first part of July 2012) Administrative Activities: During the months of June 2012, and the first part of July 2012, the Library Director: v Held weekly Administrative Team meetings on Thursday mornings. v Held regular library-wide staff meetings on Tuesday mornings for all library employees. v Held monthly meetings with Heads of Adult and Youth Services and Circulation Supervisor. v Participated in weekly Technology Team meetings. v Participated in weekly Web Team meetings to make decisions for the Web Redesign Project. v Participated in weekly Acquisition meetings. v Participated in weekly Portage Rotary Club luncheon meetings. v Held meetings on with Joe Reisch, Dean of University Libraries at WMU, and Ann Rohrbaugh, Director of Kalamazoo Public Library, to discuss Michigan Library Association matters. v Conducted mid-year meetings with Library Administrative staff during the month of July v Met with Lawrence Kapture, Head of Adult Services and Christy Klien, Head of Youth Services on Met on to discuss the types of questions to be asked about staffing when the PDL Team does a site visit. v Contacted Lance Werner, Director of the Kent District Library, on to arrange for a site visit to his library in July to look at how staffing is done there. v Initiated a conference call on with Dr. Joshua Diehl, Assistant Professor, Notre Dame Department of Psychology to begin making plans for his visit to the library in the fall. [Dr. Diehl s research focuses on understanding and improving social-communication in individuals with autism spectrum disorders (including Asperger syndrome and PDD) and other neurodevelopmental disorders.] v Met with Circulation Supervisor Jill Austin, and Circulation Assistant Kathy Morris on to discuss current workflow and task assignments in Circulation Dept. and the Food for Fines Campaign that is scheduled to begin on and continue through v Participated in a board meeting of the Southwest Michigan Black Heritage Society on v Met with Library Systems Administrator Rolfe Behrje and Web Manager Laura Wright on to discuss their preparations for the 3-Year Technology Plan presentation to the Library Board on v Conducted a meeting on with Coby Chalmers of the Kalamazoo Community Foundation and a potential donor to discuss a potential donation to establish a library-wide endowment. Efficiencies: The library added two new volunteers: one to scan and the other to shelve new materials newspapers and magazines. Facilities Management Activities: During the month of June and the first part of July 2012, facilities work included: (1) replacing the McQuay rooftop unit compressor; (2) undertaking the library s building audit with TMP Architecture and receiving a detailed report for follow up actions; (3) adding extensions to existing roof vents to get them up to code; (4) obtaining a quote to remove the existing caulking removed from the library s Kalwall skylights and applying new caulking; (5) spraying down and chemically cleaning the library s rooftop HVAC unit coil that serves the front entry, parts of the Atrium and the Checkout area; (6) spraying down the McQuay rooftop unit compressor and Trane condensing unit coils during extremely hot weather; (7) replacing faulty contactors in the Trane condensing unit; (8) repairing a roof leak located next to one of the roof drains; (9) arranging for the mid-summer HVAC system service; (10) repairing the soaker hose around the trees in the southwest patio; and (11) purchasing a new Rug Doctor carpet extractor for the library to do some in-house carpet cleaning as needed. Merchandising: Adult Services Librarian Leatha Hower engaged in the following merchandising activities in the last part of June and first part of July 2012: Page 30

35 Library Director's Narrative Report for May and the first part of June 2012 Page 2 Updated the Adult Summer Reading Program flyers and placed them on shelving end caps Put together a Science Fiction display tower in the Atrium for the library s new Sci Fi Movie nights Uploaded (15) summer nonfiction bibliographies to the library s Books and More page on the PDL website Created a display for International Mysteries using spyglasses and international stick figures as a summer reading push for the library s new mystery book group. Developed a display of military biographies to coordinate with Steve Rossio s military display which was up through July 4, Networking & Outreach: Adult Services: Adult Services Librarians Marsha Meyer and Nicolette Sosulski engaged in the following networking and outreach activities for the library in the last part of June and first part of July 2012: Marsha Meyer (Adult Services Programming Librarian) Participated in a joint meeting with members of the Southwest Michigan Black Heritage Society, WMU, KVCC and Center for Courage and Renewal to plan a series of fall events centering on the Racial Healing Initiative and programs by authors Thomas DeWolf and Sharon Morgan who wrote: Gather at the Table: The Healing Journey of a Daughter of Slavery and a Son of the Slave Trade Conducted a planning session with Jenny Jones, founder of the Manitou Arbor Ecovillage, to structure a fall panel discussion of area nonprofits focused on sustainability Took part in a meeting with Cynthia Running-Johnson, Chair of Western Michigan University s Foreign Language Department, to plan the library s fall Poetry Reading in Twenty Languages program Worked with representatives at Kazoo Books to include information in their newsletter sent out to people on their list, about the library s new International Mystery Book Group and information about Brian Gruley s reading at the library and to include displays in their stores promoting these library events. Nicolette Sosulski (Adult Services Business Librarian) Gave a presentation at the American Library Association s 2012 Annual Conference on the topic of RSS Discussion Forums: E-Access and Patron Bleed. [Example: A patron pursuing a degree in Illinois may be living in California or Europe and have a library card in Los Angeles or New York. That same patron may be working on a paper at 4:00 a.m. library local time and need some assistance. How do we serve these "gypsy" patrons who are "at the wrong library" for their queries? ] Attended a Business Reference and Services session on Social Media and Information on Private Companies. Attended the Carnegie Medal Awards for Excellence in Fiction and Nonfiction Conducted research and was asked to provide her findings on Amazon sales rankings to Booklist, RUSA, Norton, Random House, ALA Public Relations office, and Nancy Pearl. Was named to serve on a Committee on Reference Services to Young Adult Population. Attended a Learning Express reception where members of the Learning Express team made positive remarks about the personal success story told by a satisfied PDL patron (Tameka Tate) which was told on video tape as part of the Gale Cengage Storytelling Project. (September 2011) Continued mentoring and networking with a Grand Rapids Public Library Business Librarian. Adult Services staff also represented Portage District Library at: the Reference & User Services Quarterly, the Building a Community of Belonging Network; The Arcadia Institute; Live United; Media Arts Academy and Kalamazoo Community Mental Health and Substance Abuse Services. Presenters for the library s new Science Fiction Film Fest provided booklists for each film which are featured on display units around the library to promote these films. Youth Services: Every summer, the Portage District Library s Youth Department collaborates with the Portage Community Center to provide fun, safe, and inexpensive adventures for at-risk middle school students in the Portage community. Participating students come to the library every Thursday from 2:00 p.m. until 3:00 p.m. Library staff starts the visit off with a reading and then encourages students to look at books, submit their reading Page 31

36 Library Director's Narrative Report for May and the first part of June 2012 Page 3 progress in summer reading program. A short activity such as a tour, scavenger hunt, or a hands-on craft also provided at each visit. The Portage District Library s Youth Department also collaborated with the City of Portage s Parks and Recreation Department to bring the Organization for Bat Conservation to the Portage community. The program was offered on Friday, June 8, 2012 at Celery Flats Historical Area. The program was a success with over 250 people attending. The Portage District Library, the Portage Parks and Recreation Department, and the Kalamazoo Nature Center have once again collaborated to bring Portage Park Discovery Programs to children and families this summer. The series of (5) programs are set in different parks around Portage and focus on themes. It is a wonderful opportunity for families to discover all the wonderful resources their city has to offer. Programming: During the last part of June and the first part of July, the following programming activities were conducted at the library: Hosted (2) movies and teas which were cosponsored with the City of Portage Summer Entertainment Series. Kicked off the library s Summer Reading Program by offering donated books from the Kalamazoo Gazette and library pens to participants Library staff attended the Kid s Summer Kick-Off Movie Night to promote adult summer reading and programming. Offered (2) public classes to introduce Portage area residents to the library s new circulating telescope and conducted demonstrated how to use it Continued to offer space for Heartland Hospice s Grief and Loss Lunch & Learn Hosted the students of the Suzuki Academy of Kalamazoo for a Saturday Live performance Conducted an International Baccalaureate Boot Camp Open House on and had approximately 20 students in attendance. In addition to Janet Lavasseur and Chuck Schira, the IB Coordinators, Nicolette Sosulski assisted students in a wide variety of topics. Conducted business programs during the month that drew over 30 participants. The Summertime Reading, Summertime Nature program was held at the library on June 25, Publicity Starting with the June 2012 issue of the southwest Michigan Spark, a local weekly publication directed towards 50+ readers and edited by Steve Ellis, Portage District Librarian have been writing book reviews. Four staff have contributed (12) reviews for the June, July, and upcoming August issues. This will be an ongoing feature of Spark. The book reviews are accompanied by a referral to the Portage District Library for books and programs, and contact information, enabling us to reach out to the community through another medium. Page 32

37 TO: Portage District Library Board FROM: Christine Berro, Library Director DATE: SUBJECT: July 13, 2012 Library Statistical Report - June 2012 Month Statistics YTD Statistics Jun-12 Jun-11 CHANGE CHANGE Circulation/Collections Total Library Circulation 82,840 86, % 417, , % Adult Books 23,400 26, % 131, , % Adult A/V 7,163 7, % 42,748 42, % Youth Books 33,303 34, % 137, , % Youth A/V 7,342 8, % 38,449 42, % Hot Picks 8,032 8, % 43,593 43, % E Material (new 2012) 1,860 0 n/a 11,817 0 n/a ILL PDL Requests % 5,506 3, % ILL Other Lib. Requests % 5,903 4, % Total Library Collection 190, , % Adult Books 95,133 95, % Adult A/V 16,151 15, % Youth Books 63,384 60, % Youth A/V 11,817 13, % Hot Picks 4,454 3, % Net Acquisitions 1,506 1, % 6, % Purchased Books 1,664 1, % 9,980 9, % Purchased A/V % 2,427 2, % Donated Books % % Donated A/V % % Material Discarded (323) (578) % (5,632) (11,587) % Total In-House Usage* n/a n/a n/a % In House Periodical Usage n/a n/a n/a % In House Book Usage n/a n/a n/a % Patrons Total Patrons 45,822 44, % Adult 28,328 27, % Youth 7,971 8, % Non Resident % Reciprocal 6,090 5, % Internet User 3,081 3, % Professional % Total Patrons Added % 2,081 2, % Adult % 1,208 1, % Youth % % Non Resident % % Reciprocal % % Internet User % % Professional % % Library Building Usage Page 33

38 Total Meeting Room Usage % 1,214 1, % Internal/Collaboration % % External/Outside Usage % % Total Program Audience 1,303 1, % 13,632 16, % Adult % 1,760 2, % Youth 951 1, % 9,828 13, % Heritage Room % 2, % Total Number of Programs % % Adult % % Youth % % Heritage Room % % Total Volunteer Hours % 3,344 2, % Adult % % Youth % % Technical % % Circulation % % Administration % % Community Service % % Total Front Door Traffic 72,998 74, % 385, , % Total Youth Services Traffic 64,932 65, % 257, , % Total Business Center Traffic 2,210 2, % 17,722 17, % Information Access/Reference/Research Total Reference Transactions 10,180 11, % 50,475 52, % Adult Phone % 2,207 2, % Adult Ready Reference 3,142 2, % 16,696 15, % Adult Reference % 1,094 1, % Youth Phone % 1,703 1, % Youth Ready Reference 3,608 5, % 14,756 17, % Youth Reference % 1,565 1, % HR Phone % % HR Ready Reference % 3,793 3, % HR Reference % % Circ Phone % 2,010 2, % Circ Ready Reference % 3,554 3, % Circ Reference % 2,690 2, % Total Edutainment LAN Use % 2,590 2, % Total Internet Computer Use 6,297 6, % 36,527 37, % Youth Computers 1,863 1, % 10,214 10, % Adult Computers 4,297 4, % 25,284 25, % Laptop Computer Circulated % 1,029 1, % Total Electronic Transactions 55,749 52, % 331, , % WebSite Hits 42,882 41, % 266, , % WebCatalog Sessions 8,535 5, % 37,058 29, % Licensed Database Hits 4,332 4, % 27,748 28, % * In-house Use Statistics will be done for one week each quarter. (Apr, Jul, Oct, Dec) Christine Berro, Library Director Page 34

39 MLA Update July 6, 2012 President's Update Lance Werner We live in an information economy, and librarians are society's information brokers. The role that libraries and librarians play in their communities and institutions is invaluable. We can be as relevant as we choose to be. Yet, due to changes in funding and technology, libraries and librarianship are at a tipping point. We can hide ourselves in the stacks and let libraries become marginalized in society, or we can "get loud" with our words and actions thereby restaking our claim as information agents for a new era. Our time is now. We must be committed to sharing our message about ourselves and vigilant in demonstrating our value. "Loud" can be whatever it needs to be. The underlying concept is to garner positive attention for libraries and, in some cases, not allow ourselves to be taken for granted. In order to succeed at this endeavor, we must commit to being our strongest advocates. We must define ourselves, our messaging, and marketing. We must communicate our messages to our patrons, our boards, our friends, the media, and the Legislature. No one can do it for us. I am proud to be a professional librarian. I'm not shy about stating our value so others don't take us for granted. Please join me in speaking up for our profession. Also, please join us November 6-9 at the 2012 Annual Conference and let's be Loud Librarians together! Early bird deadline is August 3, 2012, so register today. Advocacy News RHB 5598 was introduced on May 3, 2012 by Representative Dale Zorn. MLA has been on top of this bill since day one, working actively to protect library interests. If enacted, the bill would allow counties to issue parallel ordinances, further diverting penal fines from libraries. But we have not issued a Call to Action because we are working proactively behind the scenes and have stopped the bill in its tracks. I assure you that if the bill moves, we will issue an all-out Call to Action. Gretchen Couraud When the bill was introduced, we flagged it immediately with our lobbyist. But because of our effective advocacy at the Capitol, we also were immediately contacted by the House Fiscal Agency and the House Republicans, inquiring about the impact on libraries. The bill was posted for a committee hearing, but pulled from the agenda as soon as the Chair, Mark Ouimet, understood the negative impact on libraries. Similarly, Rep. Zorn, the bill sponsor, was unaware of the impact on libraries. We met with him last week. We shared the In This Issue President's Update Advocacy News Professional Development MLA News News Around the State Member News ACRL Update Stephanie Davis Stephanie DeLano Davis is the first MLA ACRL Chapter Council's Chair. She attended ALA's Annual Conference and has much to report on issues affecting academic libraries. According to Stephanie, "We couldn't ask for a better time to be reestablishing the Chapter. We are on track with our Academic Libraries conference and we need to avail ourselves of the ACRL Chapter's Council support." Read Stephanie's complete report here. Quick Links Contact MLA MLA Jobline Register for an Event Page 35

40 state data provided by the Library of Michigan that shows the library community's dependence on penal fines. Several libraries contacted me directly to inquire about the bill, which is a great early warning system. Nancy Bellaire, Monroe County Library System, and Jim Seidl, Woodlands Cooperative, worked with me to educate Rep. Zorn about the impact on libraries in his district. This is targeted grassroots communication, and it's working. The National Motorists Association contacted us and is opposed, as are the MI Township Association, the MI Counties Association, and the Sherriff's Association. In fact, the only group supporting this is the Deputy Sheriff's Association. As you speak to your Representatives and Senators this summer, continue to educate them about all library funding streams, including penal fines. You are also welcome to call or me anytime if you have information or questions about any issue. couraudg@mlcnet.org Professional Development Register today for Annual Conference. Early Bird deadline is August 3, Check out the 2012 Annual Conference programs. Call for Poster Sessions and ConverStation Starters -- deadline is August 1, Thank you to all of our dedicated sponsors, without whom Conference would not be possible! Page 36

41 MLA News MLA Seeking Director of Membership and Marketing/Communications MLA is seeking an individual to develop and manage its membership recruitment and retention program with a focus on marketing and communications. Three years experience required. Proficiency in Microsoft office, member databases, publishing software, and excellent verbal and written communication skills required. Bachelor's degree in marketing or communications preferred. Please send resumes to Gretchen Couraud at couraudg@mlcnet.org by August 3, Did you miss our Call for Volunteers? If you are still interested in volunteering, please Heather Kelso at kelsokeh@mlcnet.org. Announcing the 2012 Mitten Award Winner! Breaking Salin's Nose by Eugene Yelchin News Around the State and Beyond Follow stories here about library trends and hot topics around the state. Libraries 2020: Imagining the library of the (not too distant) future U.S. libraries strive to provide innovative technology services despite budget cuts Academic libraries have yet to prove value Most people don't realize libraries lend e-books Birmingham library wants to keep guns out Why libraries are a smart investment for the country's future Member News Follow stories here about MLA individual and organizational members. Help us build community by sharing your news with us. member news to MLA Update editor Julianne Smith. UM invites all libraries to join the Michigan Libraries for Life Organ Donor Registration Drive for Page 37