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HomeMy WebLinkAbout2014-05-06 Library Commission PacketKENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS MAY 6, 2014 7:00 P.M. AGENDA 1. CALL TO ORDER & ROLL CALL 2. AGENDA APPROVAL 3. APPROVAL OF MEETING SUMMARY — February 4, 2014 4. PERSONS SCHEDULED TO BE HEARD 5. UNFINISHED BUSINESS a. FY15 budget Update 6. NEW BUSINESS a. Friends of the Library 7. REPORTS a. Library Director b. Commission Chair C. City Council Liaison 8. NEXT MEETING ATTENDANCE NOTIFICATION —August 5, 2014 9. COMMISSION COMMENTS /QUESTIONS 10. PERSONS NOT SCHEDULED TO BE HEARD 11. INFORMATION 12. ADJOURNMENT PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: COREY -- 283 -8231 OR, MARY JO -- 283 -7001 39. KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS FEBRUARY 4, 2014 7:00 P.M. CHAIR KATHY EAST, PRESIDING MEETING SUMMARY 1. CALL TO ORDER & ROLL CALL Chair East called the meeting to order at 7:01 p.m. Roll was confirmed as follows: Commissioners present: Chair K. East, E. Bryson, M. Niichel, K. Knackstedt, S. Bodin Commissioners absent: None Staff /Council Liaison present: Library Director M. Joiner, Council Member M. Boyle A quorum was present. 2. AGENDA APPROVAL MOTION: Commissioner Knackstedt MOVED to approve the agenda and Commissioner Bodin SECONDED the motion. There were no objections. SO ORDERED. 3. ELECTION OF CHAIR AND VICE CHAIR MOTION: Commissioner Niichel MOVED to nominate Kathy East as Chair and Commissioner Knackstedt SECONDED the motion. There were no objections. SO ORDERED. MOTION: Commissioner East MOVED to nominate Eileen Bryson as Vice Chair and Commissioner Bodin SECONDED the motion. There were no objections. SO ORDERED. 4. APPROVAL OF MEETING SUMMARY — November 5, 2013 MOTION: Commissioner Bryson MOVED to approve the meeting summary of November 5, 2013 and Commissioner Knackstedt SECONDED the motion. There were no objections. SO ORDERED. 5. PERSONS SCHEDULED TO BE HEARD — None. 6. UNFINISHED BUSINESS a. Mission Statement Director Joiner reviewed the Mission Statement and general discussion occurred. It was suggested to move D up to number 1. MOTION: Commissioner Knackstedt MOVED to change the mission statement to reflect the changes and Commissioner Bodin SECONDED the motion. There were no objections. SO ORDERED. b. FYI Budget Update Joiner reviewed the budget submitted to the Finance Department, noting suggestions to budget for replacement of OWL computers. NEW BUSINESS a. Ordinance for Disposal of Library Discard Joiner explained the rationale behind the ordinance and general discussion occurred. MOTION: Commissioner Bryson MOVED to support Ordinance No. 2740 -2014 and Commissioner Knackstedt SECONDED the motion. VOTE: YEA: Bryson, Knackstedt, Bodin, East ABSTAIN: Niichel VOTE: MOTION PASSED. b. Joint Catalog Joiner reviewed the joint catalog project, listing benefits for library patrons and staff. 8. REPORTS a. Library Director— Joiner noted the Commission Appreciation Dinner on April 11; self -check would be online in March; her attendance at the Soldotna Library Grand Opening. b. Commission Chair — East noted her attendance at the Soldotna Library Grand Opening and noted her hope the Friends of the Library could be revitalized. C. City Council Liaison — Council Member Boyle encouraged Commissioners to contact their council representatives if they had any budget concerns. 9. NEXT MEETING ATTENDANCE NOTIFICATION — May 6, 2014 Commissioner Bryson requested an excused absence from the May 6 meeting. 10. COMMISSION COMMENTS /QUESTIONS LIBRARY COMMISSION MEETING FEBRUARY 4, 2014 PAGE 2 Commissioner Bryson noted her concern with quarterly meetings. 11. PERSONS NOT SCHEDULED TO BE HEARD — None. 12. INFORMATION a. PLA Acceptance Letter b. Library Related Ordinances c. Weeding Section from Collection Development Policy 13. ADJOURNMENT MOTION: Commissioner Bryson MOVED to adjourn and Commissioner Niichel SECONDED the motion. There were no objections. SO ORDERED. There being no further business before the Commission, the meeting was adjourned at 8:04 p. M. Meeting summary prepared and submitted by: Corene Hall, CMC, Deputy City Clerk LIBRARY COMMISSION MEETING FEBRUARY 4, 2014 PAGE 3 Account Expense Number Description City of Kenai Fiscal Year 2015 Operating Budget Fund: 001 - General Fund Department: Library Five year Original FY2013 Historical Budget Amended Actual Average FY2014 Buda et j Manager Increase Proposed (Decrease) % FY2015 FY2014 Oricinal Chance $ 373,487 $ 327,237 $ 387,297 $ 387,297 $ 404,320 $ 17,023 4.40% - Salaries and Benefits 0100 Salaries 0200 Overtime 0250 Holiday Pay 0300 Leave 0400 Medicare 0450 Social Security 0500 PERS 0600 Unemployment Insurance 0700 Workers Compensation 0800 Health & Life Insurance 0900 Supplemental Retirement 4537 Total Salaries & Benefits City of Kenai Fiscal Year 2015 Operating Budget Fund: 001 - General Fund Department: Library Five year Original FY2013 Historical Budget Amended Actual Average FY2014 Buda et j Manager Increase Proposed (Decrease) % FY2015 FY2014 Oricinal Chance $ 373,487 $ 327,237 $ 387,297 $ 387,297 $ 404,320 $ 17,023 4.40% - Maintenance and Operations 2021 Office Supplies 2022 Operating & Repair SupplieE 2024 Small Tools/Minor Equipment 2025 Snack Bar Supplies 2026 Computer Software 4531 Professional Services 4532 Communications 4533 Travel & Transportatior 4534 Advertising 4535 Printing & Binding 4536 Insurance 4537 Utilities 4538 Repair &Maintenance 4539 Rentals 4540 Equip. Fund Pmts. 4541 Postage 4666 Books 4667 Dues & Publications 4999 General Contingency 5041 Miscellaneous 5045 Depreciation 5047 Grants to Agencies City of Kenai Fiscal Year 2015 Operating Budget Fund: 001 - General Fund Department: Library Five year Original FY2013 Historical Budget Amended Actual Average FY2014 Buda et j Manager Increase Proposed (Decrease) % FY2015 FY2014 Oricinal Chance $ 373,487 $ 327,237 $ 387,297 $ 387,297 $ 404,320 $ 17,023 4.40% - 4,534 12,632 12,632 13,204 572 4.53% 5,318 4,758 5,798 5,798 6,054 256 4.42% 1,512 1,096 1,590 1,590 1,651 61 3.84% 76,808 68,176 79,567 79,567 83,091 3,524 4.43% - - 2,001 2,001 2,088 87 4.35% 1,191 1,655 1,526 1,526 1,848 322 21.10% 88,100 69,924 90,207 90,207 108,560 18,353 20.35% 7,625 8,682 11,117 11,117 11,277 160 1.44% $ 554,041 $ 486,062 $ 591,735 $ 591,735 $ 632,093 $ 40,358 6.82% and Transfers $ - $ 7,246 7,051 7,900 7,900 6,900 (1,000) (12.66%) 6,266 3,875 7,000 7,000 6,000 (1,000) (14.29 %) 13,193 17,652 2,100 39,751 61000 3,900 185.71% 7,182 5,113 3,825 3,825 3,825 - - 400 2,909 2,000 2,000 2,000 - - 12,100 11,769 8,920 8,920 9,400 480 5.38% 8,252 8,434 8,000 9,200 7,000 (1,000) (12.50 %) 546 1,530 2,000 2,000 2,500 500 25.00% 5,918 7,955 10,000 10,000 8,000 (2,000) (20.00 %) 45,676 39,748 52,460 52,460 54,640 2,180 4.16% 51,933 37,124 67,275 67,275 75,955 8,680 12.90% 6,431 7,034 6,900 6,900 7,400 500 7.25% - - 4,000 4,000 4,000 - - 58,447 55,282 55,000 61,600 55,000 - - 1,352 1,444 1,470 1,470 1,470 - - 800 273 1,000 1,000 1,000 - - 50.0 Total Maint. and Operations $ 225,742 $ 207,193 $ 239,850 $ 285,301 $ 251,090 $ 11,240 4.69% Capital Outlay & Transfers 8061 Land - - - - - - - 8062 Buildings - - - - - - - 8063 Improvements - - - - - - - 8064 Machinery & Equipment - - - - - - 9090 Transfers Total Capital Outlay and Transfers $ - $ - $ - $ - $ - $ Manager Total: $ 779,783 $ 693,255 $ 831,585 $ 877,036 $ 883,183 $ 51,598 6.20% 50.0 City of Kenai Fiscal Year 2015 Operating Budget Fund: 001 - General Fund Department: 40 - Library Account Copier rental, paper supplies, book rebinding, ink Manager Number Description Proposed 2021 Office Supplies Supplies: books, jackets, covers, glue, tape etc. 6,900 2024 Small Tools and Minor Equipment 1,000 Contingency 600 Replacement color printer 2,000 2 replacement staff computers 2,200 1 new conference telephone 1,200 Deep freeze maintenance 6,000 2026 Computer Software 575 Wilson Web Online 1,000 Feegal 2,500 RDA Toolkit 325 Holiday artwork 3,825 4533 Transportation 75,955 4539 Travel for Alaska Library Assoc. Conference, and other conferences as determined necessary. Dirl-ead Meeting 6,500 and Workshops includes car allowance. 7,000 4535 Printing and Bindin Copier rental, paper supplies, book rebinding, ink cartridges 8,000 4538 Repairs and Maintenance SirsiDynix maintenance 10,500 Guardian Security monitoring 1,000 Janitorial service 47,800 Carpet cleaning 4,500 Window washing 400 Equipment repair 1,000 Deep freeze maintenance 430 CASSIE support and maintenance 575 Computrace for laptops 1,000 OCLC 8,000 Dreamhost maintenance 200 Holiday artwork 550 75,955 4539 Rentals McNaughton rental books /tapes /DVD 6,500 Movie Licensing 400 Postage meter 500 7,400 4667 Dues and Publications Professional subscription 600 Library science reference materials 300 Alaska Library Network Dues 200 American Library Assoc. Dues 120 Alaska Library Assoc. Dues 250 1,470 5041 Miscellaneous Library school classes, mist. 1,000 ova . Friends of the Kenai Community Library Notes from 3 -25 -14 Informal Meeting Participants: Nedra Evenson Kathy Heus klheus.gmail.com MJ Loveland Sal Mateo Paul Turner Eileen Bryson Alaska Charitable Organization Annual Registration is good through August 31 2014. IRS 990 -EZ forms for 2004 was found. Gaming Permit what is status? What is required? 501 -3 -c status? MJ will contact Joe Moore about tax status MJ will call Brendyn about accounts and balances Mary Joe will check with state about gaming permit status Interested in participating in Friends' board - MJ Kathy Nedra Paul Books — Now in a tent in shrink wrap. Have not been collecting books for some time. There was a lengthy discussion about having a book sale. Having the library sell them at the front was a discussion. Kathy can help with the books. Eileen will help. Memorials Paul has been doing the letters to the donor & notifying the family. There is no process to notify the library of the memorial of any specified purpose. Mary Joe would like to spend money on children's book club books. The consensus of the group was that Mary Joe can use the credit card for this, and it is estimated to be $300 or so. Paul will look at digital copy of minutes for - Look at last time taxes were filled August 2010 Minutes "Taxes are being completed by Joe Moore." March 8, 2011 Minutes - "The gaming application and tax filing were discussed." April 12, 2011 "The Gaming report is in, and the tax forms are done." Page 2 of 2 Look at last raffle and gamin permit March 8, 2011 Minutes - The gaming application and tax filing were discussed. November 8, 2011 Minutes - October Raffle — Carrie reviewed the income and expenses of the raffle and dinner. The report is attached to these minutes. Last year we netted $12,713, the year before was $12,908, and this year the total income after expenses was $8,710. We only sold 230 tickets. Kathy related that a number of individuals talked about volunteering to sell tickets in the future. Minutes September 11, 2012 Had our last dinner and no raffle Last time department of revenue filing I could find nothing about this that was relevant to our questions. Banking Account Balance: July 10, 2012 - There is $37,626 in all accounts, which includes $24,295 in checking, $11,581 in the gaming account, and a savings - building account of $1,750. August 7, 2012 Minutes - 136,938 is in our banking accounts Carrie reported from Brendyn." Last time we did a tea — From 1 -31 -12 Minutes - "At home tea & membership — Barb suggested changing this to a social gathering. Discussion centered on having a social gathering combined with membership drive via letter. M.J. suggested that we ask for help for the book sale from the membership social in the membership letter. Saturday, April 14 from 1 -3 PM will be Celebrating Our Friends membership gathering. Barb will take responsibility for sending out the membership invitation for the event. A simple menu is planned with tea, coffee, simple foods, cheese, and cookies. Carrie will take to a caterer for a quotation. There will be a work meeting at the library BP Community Room to send out the invitations for the April Celebrating Our Friends on February 16 at 5 PM. Carrie will purchase the envelops and paper for the invitations and membership forms. Paul moved we have a door prize of a Kindle for members at the gathering. M.J. seconded the motion. It passed with no objection. It was suggested that a second prize of books would be given." From 4 -10 -12 Minutes - "Friends Celebration — We have 60 RSVPs to date. Came has been coordinating with the caterer for $500, to include coffee, tea, water, and finger food, and the caterer will also be responsible for food set up and clean up. Brendyn has the Kindle. Came outlined the afternoon for set up, greeting, traffic direction, membership table, new member registration table, and then clean up. Carrie's suggestion is to play a triva game focused on the Kenai Library for the book prizes. The Kindle will be a given in a separate raffle to a member who is present." Next Meeting at Library 5:30 May 20, 2014 Paul E. Turner, Ph.D.