library board meeting thursday, oct. 30, 2014, 5:30pm...

LIBRARY BOARD MEETING Thursday, Oct. 30, 2014, 5:30pm – Minutes

CALL TO ORDER President Perko called the meeting to order at 5:30 pm In Attendance: Ann Kling, Joann Perko, Monica Latham, Ian Whittington, Katie Scherer, Bev Menke PUBLIC INPUT REVIEW OF AGENDA Informational item on our CD under new business, no other changes. DIRECTOR’S REPORT -The report was reviewed, no questions were asked.

Monthly Statistics- Reviewed, no questions asked. Quarterly Statistics- Reviewed, no questions asked. COMMUNICATIONS -Notified that we received the State Grant again this year. -Patron suggested that we shorten our movie check-out period and increase the fines. -Staff Day November 7th, the Library will be closed until 5 pm. -Working session with the town November 12 PERSONNEL COMMITTEE REPORT -No new actions BUILDING COMMITTEE REPORT -No new actions FOUNDATION REPORT -The Foundation was happy with how the Art Show turned out. -Book sale was very successful. Two book sales next year will be planned. -Author talks to be planned for 2015 with donation from patron. TREASURER’S REPORT -Director Kling presented the report. -Reviewed, no questions were asked OLD BUSINESS CAL Conference -Well attended and had a lot of good information. Distribute Materials for the Director Evaluation -Goals distributed. Update on new Board member search -On website and in papers. Have until November 15 to apply. Insurance for Director and Board Members

-Director Kling has the forms and is working to complete them to get a price quote.

CD Update -Director Kling reports that Community Banks does not do CDs a for government agencies. More information will be gathered to find a bank that will do CDs for government agencies.

NEW BUSINESS 1st Reading of the 2015 Budget -President Perko opened the first reading for the 2015 budget. -Budget read and goals reviewed. -No questions were asked. -President Perko closed the first reading for the 2015 budget. Director’s Preliminary Goals for 2015 -Goals were reviewed. CONSENT AGENDA -Moved to accept the consent agenda by Board Member Whittington and seconded by Board Member Menke to accept the consent agenda. The motion passed without opposition. UPCOMING AGENDA -Second reading of the budget -Fiber bids -Guest from financial company about certificates of participation -Self Evaluations for the Board Members -Draft calendar for the Board APPROVAL OF MINUTES -Motion to accept the minutes by Board Member Scherer and seconded by Board Member Whittington. Motion passes without opposition. ADJOURN -Motion to adjourn by Board Member Menke and seconded by Board Member Whittington. Motion passed without opposition. Meeting adjourned at 6:41 pm. Next Board Meeting, Thursday, Nov. 20th, 2014, 5:30 PM, Note Meeting Change due to Thanksgiving

LIBRARY BOARD MEETING Thursday, Oct. 30, 2014, 5:30pm – Agenda

CALL TO ORDER PUBLIC INPUT REVIEW OF AGENDA DIRECTOR’S REPORT Monthly Statistics Quarterly Statistics COMMUNICATIONS PERSONNEL COMMITTEE REPORT BUILDING COMMITTEE REPORT TREASURER’S REPORT OLD BUSINESS CAL Conference

Distribute Materials for the Director Evaluation Update on new Board member search Insurance for Director and Board Members NEW BUSINESS 1st Reading of the 2015 Budget Director’s Preliminary Goals for 2015 CONSENT AGENDA UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN Next Board Meeting, Thursday, Nov. 20th, 2014, 5:30 PM, Note Meeting Change due to Thanksgiving

DIRECTOR’S REPORT LIBRARY BOARD MEETING Thursday, Oct. 30, 2014

The Library in partnership with the Windsor Severance Library Foundation held the Annual Art Show starting Sept. 11th. This year there were more than 80 pieces of art on display. Most of the art was available for purchase. In addition to the art on display, art-themed programs for adults were held throughout the month, such as The Art of Repurposing and Creating Beautiful Garments. Thanks to Cornelia Davis and Becky Racque for their help in organizing the show. The Library participated in the Outside the Lines Program, an initiative to re-introduce libraries to their communities. Nathan Triz went to the Farmer’s Market with the Bookmobile Staff on Saturday, Sept. 13th and introduced people to altered photo apps. People had a chance to take an altered photo and pick up a printed copy at the Library later in the day. To promote Library Card Sign Up Month, the Library held the Selfie Promotion, where patrons took a selfie and posted it the Library’s Facebook page. A gift certificate to Stuffed was the prize drawn from all those who posted selfies. On Sept. 16th, The Library Director attended the Community Foundation’s Fund Raiser, Brews and Bites at Chimney Park Restaurant. The Foundation provides financial support to local organizations. The Front Range Library Directors held their bi-monthly meeting at the Windsor Severance Library on Sept. 19th. One of the topics on the agenda was Guns in the Library. The Library participated in the Chamber of Commerce Business Expo at the Community Recreation Center on Tuesday, Sept. 23. The focus was on promoting the Library’s digital collections. Programming Highlights for September Crafty Tales Returns Teddy Bear Day Creating Beautiful Garments Percy Jackson Party Amplified Returns Computer Basics Class Gluten Free Breakfast Art of Repurposing Veggie Derby Putting Your Garden to Rest

Up Next: Books Before Bed Bookmobile at Tigges Farms Healthy Halloween Snacks Box Trolls Party Fall Crafts Art Quilts Photoshop Class Horror Lock In Staying Safe and Secure Online Day of the Dead Party Campfire Tales Bookmobile Trick-or-Treat in Downtown Windsor High Hops Beer Tasting American Girl Doll Party

Monthly Reports of the Managers

Adult Services –September, 2014

Assistant Library Director, Diane Montgomery Encompasses: Adult Services and Circulation STAFF Hiring for the unfilled Circulation Assistant position is temporarily on hold. Circulation Staff are posting their schedules, to be shared, in Rackspace. Amy McFadden is now the Volunteer Coordinator for Adult Services. Volunteer applications and info have been revised. The entire process is more organized and includes specific duties for volunteers. Four prospective volunteers have been interviewed and scheduled to begin assisting Circulation and Adult Services. Adult volunteers contributed 23 hours of assistance to Circulation. COLLECTION Three years- worth of “Windsor Beacon” newspapers are currently at the Loveland Book Bindery. In four to six weeks they will be done and another batch will be taken to the Bindery. Marketing efforts have been redoubled in order to increase use of Axis360: 3M sign feature; flyers; recommendations to patrons; info printed on patron checkout receipts and also added to patron emails for holds and courtesy reminder notices. Zinio has been loaded on an iPad near the magazines so that patrons may try Zinio. New titles are added weekly. MISC As per the Library Strategic Plan, a customer satisfaction survey is placed in public; a website survey is

being prepared and will be placed on website. Flyers were created and bookmarks to assist the Foundation with advertising the book sale. STATISTICS See attached ILL report Self -Check out stations (including LAT Cube stats) percentages of total circulated items: Sept: 91%

Aug: 88% (note: one Bibliot. Kiosk not avail for several days) July: 90%

Bibliotheca self- checks: Sept: 15,413 checked out 452 items renewed 4,928 items returned Aug: 16,307 checked out 414 items renewed 5,136 items returned July: 19,909 checked out 600 items renewed 6,280 items returned LAT Cube check out statistics:

Sept: 886 items checked out Aug: 1,060 items checked out July: 1,287 items checked out

UP NEXT Plan for attendance (Diane Montgomery) of MPLA Conference in Arizona Complete research and plan to digitize the oldest Windsor Beacon Newspapers Participate in Webinar from EnvisionWare “Computer, Print and Digital Tools to Engage Your Community” Participate in CLiC focus/planning groups via web chats and meeting at Loveland Public Library

Outreach and Youth Services – September, 2014

Ally Garcia, Outreach and Youth Services Manager

Overview:

September has been a busy month for Outreach and Youth Services. Both departments

have been pitching in to show how great our Library is. We have given tours to the 1st

grade classes at Mountainview and Tozer, sat in the lunchroom at Windsor High

School to promote our Fandom program, participated in “Outside the Lines” by setting

up a technology station at Farmers Market and were in the Harvest Festival Parade.

Collectively this Outreach effort reached over 500 people in non-traditional ways, and

the parade had over 1,000 people watching the Bookmobile and Page the Pelican roll by.

Other Highlights

The bookmobile and Children’s section of library is full of Fall décor and displays

created by Cari and Karen.

Ally, Cari and Heather continue to switch staff, bookmobile and programming

schedules based on attendance, evaluation and staff availability.

Andrea started a new early literacy program: Y is for Yoga now that she is certified. She

had over 30 attendees and received great feedback.

Most of Outreach and Youth Services staff attended the Colorado Libraries for Early

Literacy Conference and have been implementing tricks and tips they learned. Andrea

presented at two different sessions for this conference.

Other programs this month were: TMNT Party (Deb), Percy Jackson Party (Heather &

Ally), Family Video Game Night (Lynley), Veggie Derby (Deb).

Lynley is leading all the after-school programming from Minecrafternoon, iMake

movies, Lego club, Weird Science and Board games.

Anthony rolled out the Easy Rider Program to encourage return patronage of the BoMo.

Cari met with Windsor Charter ASK group to start an Outreach activity with them.

Tucker is working on a large weed of the YA section.

Heather continues to train staff on marketing and additional tasks.

Monica held a party for the PAWS volunteers to say thank you and meet each other.

Deb held volunteer party for summer volunteers that helped over 24hours.

Kat’s storytime at Severance Town Hall is continuing to grow and we might look at

adding an additional one.

Anthony has taken over writing the newsletter and patron on the month piece for

newsletter.

Andrea is working on an advanced movie screening of the Hunger Games run through

the Library.

Coming up in October:

Adult Programming~

Friday Night Flicks Friday, October 3rd @ 6:00pm

Monday Night Book Club Monday, October 6th @ 6:30pm

Irish Landscapes and Stones: An American’s

Evolving Art Quilts Tuesday, October 7th @ 6:30pm

* Computer Basics: Beginning Microsoft Word Thursday, October 9th @ 8:00am

*Photoshop Thursday, October 9th @ 6:30pm

*Fall Crafts Tuesday, October 14th @ 6:30pm

* Computer Basics: Beyond the Basics of Word Thursday, October 16th @ 8:00am

Thursday Afternoon Book Club Thursday, October 16th @ 2:00pm

Another Monday Night Book Club Monday, October 20th @ 6:30pm

Staying Safe and Secure Online Tuesday, October 21st @ 6:30pm

* Computer Basics: Beginning Microsoft Excel Thursday, October 23rd @ 8:00am

*You and Health Insurance: Making a Smart Choice Saturday, October 25th @ 9:00am

*High Hops Tuesday, October 28th @ 6:30pm

September Programming

TRENDING NOW DATE # PATRONS

Friday Night Flicks 5-Sep 4

Creating Beautiful Garments 9-Sep 11

Ampified 11-Sep 50

Gluten Free Breakfast 16-Sep 11

Art of Re-purposing 23-Sep 13

PAWS Party 17-Sep 6

Putting Your Garden to Rest 23-Sep 17

TOTAL 112

TECH CLASSES

Computer Basics 11-Sep 7

Creating an Email 19-Sep 4

Sept eContent Help 25

Sept DigiLab Help 13

Using Email 25-Sep 4

TOTAL 53

BOOK CLUBS

Mondays 12

Thursdays 6

TOTAL 18

TOTAL FOR ALL 183

Little One’s Programming~ *Story Exploring Book Club (3 to 5 years) Thursday, October 2nd, 9th, 16th, & 23rd @

10:00am

*Healthy Halloween Snacks (2 to 5 years) Tuesday, October 7th @ 10:30am

Monster Math (2 to 5 years) Tuesday, October 14th @ 10:30am Story Times~ Toddler Tales (birth to 3 years) Monday mornings @ 10:00am & 10:35am

Stories in Severance (2 to 6 years) Tuesday mornings @ 10:00am (at Severance

Town Hall)

Dance, Rhyme, & Read (3 to 6 years) Wednesday mornings @ 10:00am & 10:45am

Babies and Books (birth to 1 year) Friday mornings @ 9:30am

Wee Read (3 to 6 years) Friday mornings @ 10:30am

Books Before Bed (2 to 6 years) First Thursday of the month from 7:00-7:30pm

(theme for October 2nd: “Backwards”)

Crafty Tales (3 to 6 years) First Saturday of the month @ 10:30am

(theme for October 4th: “Owls and Bats”)

Hora de Cuentos Third Tuesday of the month @ 10:30am

Y is for Yoga! (3 to 6 years) Fourth Tuesday of the month @ 10:30am Children’s Programming~ *Reading Bugs: Chocolate (6 to 12 years) Monday afternoons (Oct 6th-Nov 3rd) from 3:45-

4:45pm

*BoxTrolls Party (6 to 9 years) Tuesday, October 14th from 4:00-5:00pm

Minecrafternoon Monday afternoons from 3:00-4:30pm

iMake Movies Tuesday afternoons from 3:00-4:30pm

Lego Club Wednesday afternoons from 3:00-4:30pm

Weird Science Thursday afternoons from 3:00-4:30pm

Board Games Friday afternoons from 3:00-4:30pm

Tween Programming~

*Day of the Dead Party Wednesday, October 22nd from 6:30-7:30pm

Teen Programming~

*Horror Lock-In (ages 13-18) Saturday, October 11th from 7:00pm-

12:00am

(Online registration AND parent permission form are required! Also, a $5.00 fee per attendee is due for

this event.)

All Ages/Family Programming~

Family Video Game Night Friday, October 17th from 5:30-7:30pm

Campfire Tales Saturday, October 25th from 6:30-8:45pm

Technical Services – September, 2014

Shari Thompson, Technical Services/Information Technology Manager

Technical Services configured an iPad for in house use of our online magazine subscriptions.

Online Borrower Registration page on our website has been enhanced by the addition of the Clearview Library logo and revised wording on the form.

Staff appears very happy with the launching of Spiceworks the in house ticketing

system. This makes it easier for staff to report any issues with Information Technology.

Warranty payments and information for scanners and printers supplied from TLC has

been verified.

The set up for streaming video records from our vendor Overdrive has been established

and these records are in our catalog.

A new firewall has been installed.

Patron purge of inactivity borrowers is completed.

Year to Date

2013 2014 Current Month % vs. % of

Actual Goal 2014 % vs '13 2014 2013 14 Goal

People Served 241,934 247,660 20,270 16% 191,206 18% 77%

Program Attendance 22,717 24,159 2540 18% 23095 28% 96%

Items Borrowed 307,016 325,075 26,435 3% 247,671 6% 76%

Computers and Technology

Computer Users 5,614 5,614 480 -2% 4,520 6% 81%

Sessions 18,933 19,501 2,128 27% 17,231 19% 88%

Wifi Use 19,706 21,677 980 46% 9,923 * 46%

The Virtual Library

Borrowers 9,757 12,196 1,300 59% 10,524 41% 86%

Ebooks Borrowed 9,011 12,615 1,021 29% 8,596 26% 68%

Other ematerials 9,033 9,665 2,346 231% 21,234 210% 220%

Database Searches 14,174 14,599 766 -35% 12,120 85% 83%

Homepage Visitors 213,650 235,015 19,412 6% 182,476 14% 78%

People Served Program Attendance

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Actual Goal Current Quarter Year to Date % of

2013 2014 % vs. '13 2014 % vs. '13 2014 % vs. '13 14 Goal

Goal 1 Young children (age five and under)

will have materials, services, and programs

designed to ensure that they will develop a

lifelong love of books and reading.

Objective 1.1 By Dec. 31, 2015, the

circulation of print material

for young children will

increase from 45,117 (FY11)

to 85,830.

79,249 81,626 3% 22609 2% 64095 6% 79%


number of young children

(age five and under)

attending a program in the

library will increase from

2,595 (FY11) to 7,300.

6,367 6,685 5% 2237 47% 6451 30% 96%




attending a program offered

by the library at a non-library

location will increase from

3,200 (FY11) to 6,950.

6,858 7,064 3% 2865 62% 8284 54% 117%




participating in the Summer

Reading Program will

increase from 276 (FY11) to

475.

433 475 444 93%

Objective 1.6 By Dec. 31, 2015, the hits on

the Tumblebooks site will

increase from zero (FY11) to

2,600.

7,542 2,600 450 -59% 8130 418% 313%



with library cards will be at

least 600.

Clearview Library Strategic Plan Progress - Quarterly Report - 2nd Quarter 2014

Goal 2 Children (ages 6 – 12) will

have the resources they need to

satisfy their curiosity and explore

topics of personal interest.


circulation of non-fiction

material for children ages 6-

12 will increase from 10,162

(FY11) to 18,025.

14087 14,510 3% 3413 2% 10461 -4% 72%

Goal 3 Children (ages 6 – 12) will

have materials and programs that

engage their imaginations and

provide pleasurable reading,

viewing, and listening experiences. Objective 3.1 By Dec. 31, 2015, the

circulation of fiction for

children ages 6-12 will


to 32,000.

28,868 29,734 3% 7,859 -2% 22,652 1% 76%


circulation of media (CDs,

videos, DVDs, etc.) for

children ages 6-12 will


to 25,400.

26,563 27,360 3% 7,393 -7% 22,545 17% 82%


number of children

participating in a library

sponsored or co-sponsored

program will increase from

5,890 (FY11) to 6,225.

4,075 4,221 4% 2755 228% 6051 86% 143%

Objective 3.4By Dec. 31, 2015, the

number of children

participating in the Summer

Reading Program will

increase from 581 (FY11) to

850.

668 850 852 100%

Goal 4 Teens (age 13 and older)

will have materials and programs

that respond to their current

interests and provide pleasurable

reading, viewing, and listening

experiences. Objective 4.1 By Dec. 31, 2015, the

circulation of fiction for teen

age 13 and older will


to 12,800.

12,016 12,376 3% 3077 -9% 9212 -3% 74%

Objective 4.3 Annually, a minimum of

1,300 teens will attend a

library sponsored or co-

sponsored program.

809 849 5% 35 -75% 122 -76% 14%


number of teens participating

in the Summer Reading

Program will increase from

199 (FY11) to 250.

104 250 118 47%

Goal 5 Adults and teens will have

the resources they need to explore

topics of personal interest and

continue to learn throughout their

lives.

Objective 5.1 Annually, the circulation of

adult non-fiction will be at

least 30,000.

28,604 29,462 3% 6,799 -4% 20,706 -8% 70%

Objective 5.3 Annually, a minimum of

2,000 adults will participate

in a library sponsored or co-

sponsored program.

2,296 2526 10% 481 -1% 1,704 3% 67%

Goal 6 Adults will have convenient,

timely access to a variety of new

and popular materials.


circulation of adult fiction

(print) will increase from

29,229 (FY11) to 57,260.

47,638 49,067 3% 12,428 0% 35,004 -5% 71%


circulation of adult media

(CDs, videos, DVDs, etc.) will


to 74,260.

71,169 73,304 3% 22,502 12% 63,151 17% 86%


circulation of e-books will


to 14,000.

9,011 12,615 40% 3131 34% 8596 26% 68%

Objective 6.4 Annually, the circulation of

downloaded media will be at

least 9,000.

9,033 9,665 7% 6807 199% 21234 210% 220%

Goal 7 Everyone will have high-

speed access to the resources and

services available through the

Internet.Objective 7.1 By Dec. 31, 2015, the

number of PC sessions will


to 19,700.

18,933 19,501 3% 6,946 25% 17,248 19% 88%

Objective 7.2 By Dec. 31, 2015 the number

of internet enabled devices

for public use within the

library will increase from 0

(FY11) to 15.

6 18 18 18 100%

Objective 7.3 Wifi Statistics for April, May

and June of 2013 were extremely high, due

to installation of Meraki and diciphering a

new way of counting wifi hits.

Annually the number of

people who connect to the

Internet via the Library’s Wi-

Fi access will be 12,000.

19,706 21,677 10% 3167 58% * * #VALUE!


number of hits on the

library’s web site will


to 243,265.

213,650 235,015 10% 59,718 13% 182,476 14% 78%

Goal 8 Residents will be able to use

the latest technologies to express

and share their creativity with

others.

Objective 8.1Annually, a minimum of 300

residents will attend a

training session in the use of

technologies that can be

used to create or share

content.

NA 300 41 82 27%

Objective 8.2Annually, a minimum of 500

residents will use library

provided equipment or

technology to create content.

NA 500 75 332 66%

Bank and Fund Statements Balance Sheet

Interest, Purch,

August Redemp, Checks September September

Operating

First National Bank -General 0.00% $0 $0 $0 $0

Bank of Colorado 0.00% $36,757 ($4,460) $32,297 $31,105

Colo Trust Prime 4003 0.01% $1,347,248 ($81,879) $1,265,369 $1,265,369

$1,384,005 ($86,339) $1,297,666 $1,296,474

General Reserve

Colorado East Bank CD 0.45% $242,441 $0 $242,441 $242,441

Colotrust General Fund 4005 0.01% $632,870 $2 $632,872 $632,872

$875,311 $2 $875,313 $875,313

Capital Reserve

Colo Trust Prime 4001 0.01% $202,141 $1 $202,142 $202,142

Long-Term Building

Farmers Bank Money Mkt 0.50% $231,378 $92 $231,470 $231,470

Colo Trust Prime 4004 0.01% $534,568 $2 $534,570 $534,570

$765,946 $94 $766,040 $766,040

Total $3,227,403 ($86,242) $3,141,161 $3,139,969

Weld County Tax Distribution for September deposited in October $17,125

General Property Tax Revenue September $4,018

Specific Ownership September $12,977

Interest on Deliq taxes/other September $193

Treasurer's fees September ($63)

$17,125

Clearview Library Fund BalancesSeptember 30, 2014

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C:\Users\annk.WSLD\Documents\Board Meetings\2014 Board Meetings\October\Sep 2014 Treasurer's Report 10/24/2014

Row Labels

September

Actual

September

Budget

Sept

Budget vs

Actual fav

(unfav)

September

YTD Actual

September

YTD Budget

Sept YTD

Budget vs

Actual fav

(unfav)

2014 Total

Budget

% of

Budget

Used

Revenue

General property tax 4,017 3,368 649 1,674,292 1,693,791 (19,499) 1,708,964 98%

Other revenue 3,357 3,617 (260) 42,609 32,276 10,333 43,000 99%

Specific ownership tax 12,977 8,433 4,544 108,015 81,313 26,702 100,000 108%

Revenue Total 20,352 15,418 4,934 1,824,916 1,807,380 17,536 1,851,964 99%

Expense

Bookmobile costs 753 1,455 702 24,583 13,095 (11,488) 17,460 141%

Building costs 5,838 6,500 662 57,085 61,697 4,612 81,200 70%

Capital outlays - 6,667 6,667 147,932 60,003 (87,929) 80,000 185%

County treasurer's fee 63 51 (12) 25,139 25,768 629 26,000 97%

Electronic Databases 792 2,489 1,697 7,109 7,149 40 10,710 66%

Materials/periodicals 15,314 16,898 1,584 124,801 157,675 32,874 216,400 58%

Operating supplies 1,121 1,587 466 17,099 22,258 5,159 30,000 57%

Other Expenses 4,254 6,374 2,120 50,724 74,561 23,837 102,470 50%

Programming 1,426 1,856 430 24,213 19,158 (5,055) 27,000 90%

Public relations 1,187 - (1,187) 5,653 9,700 4,047 12,500 45%

Related expenses 18,066 18,745 679 157,982 166,930 8,948 219,682 72%

Salaries 80,937 79,416 (1,521) 705,851 714,744 8,893 952,990 74%

Software/tech support 2,674 1,632 (1,042) 28,188 67,913 39,725 75,000 38%

Expense Total 132,425 143,670 11,245 1,376,360 1,400,651 24,291 1,851,412 74%

Net Income (112,073) (128,252) 16,178 448,556 406,729 41,827 552 81272%

September September Year-to-Date

Clearview Library DistrictSeptember 2014 Year-to-Date Results