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November 2016 Board of Trustees meeting minutes

December 14, 2016 Leave a comment

Allegany County Library Board of Trustees

Regular Meeting

November 8, 2016

Washington Street Library – 4:00 p.m.

PRESENT:  

Bill Devlin, Tom Finan, Deb Hendrickson, Terry Michels, Jason Willetts, and John Taube.

The meeting was called to order by Bill Devlin.

A motion to accept the minutes of the regular meeting of the September 13, 2016 meeting was made by Terry Michels seconded by  Jason Willetts and was approved.   

  • Review of Usage Statistics
  • Review of Income & Expense Report for the months of September and October 2016.
  • Review of Special Accounts

A motion to accept both the statistical report and the financial reports of September and October 2016 was made by Jason Willetts seconded by Tom Finan and was accepted.    

NEW BUSINESS

Presentation of FY 2016 Financial Audit

Tim Michaels and Angel Rasel of Huber, Michaels, Inc were present to review their work on the FY2016 Financial Audit.  Given that they several confirmation letters were still outstanding, the audit was presented in draft form.  Mr. Michaels noted that he was confident that the financial data would not change after receiving the letters.   They highlighted that during FY2016, the library system spent more on collections and supplies and services, but spent less on personnel.  These spending changes were explained by the reduction in hours at the beginning of the fiscal year.  They also noted that the library system received slightly more that $14,000 that it spent in the year.   

Terry Michels moved to accept the draft audit report as presented as long as there were no material changes in the final version.  The motion was seconded by Deb Hendrickson and was approved by the Board.  

Review of updated Payroll Status Policy (3.25)

In the spring of 2016, the US Department of Labor announced upcoming changes to the Fair Labor Standards Act (FLSA).   The new FLSA rules go into effect on December 1, 2016.

The FLSA rules specify who is classified as an “exempt” employee and who is classified as “nonexempt” employee.  

Exempt employees are not eligible for overtime compensation regardless of the number of hours they work per week or year.

Nonexempt employees are eligible to receive overtime compensation at a rate of “time and a half” after they work 40 hour per week.  

The US Department of Labor uses 3 tests to determine if an employee is exempt or nonexempt.    ALL 3 tests must be met to qualify for exempt status.

The tests are:

Salary Basis,

Salary Level,   (must make more than $47,476 per year)

Duties Test.

Because they fail to meet the Salary Level test, as of 12/1/2016, the following positions will change from exempt to nonexempt employee:

Director of Services,

Director of Programming,

Director of Users Experience,

Director of Outreach,

Director of IT, and

Art Director.

Existing “nonexempt” employees will remain “nonexempt” employees.

As of 12/1/2016, the Executive Director will be the only exempt employee.  

ACLS’s approach to avoid additional payroll (overtime) costs is to track the number of hours worked on standard time sheets, realign workload and limit employees to working 35 hours per week.  

Review and Approval of budget transfer within FY2017 Operating Budget

Rather than replace 2 part-time custodians when they resigned in October 2016, the library system contracted with ServiceMaster to provide cleaning services at the Westernport and Frostburg Libraries.  

According to our FY2017 budget ServiceMaster should be categorized as a cleaning contract and should be paid from 61000 Contracted Services, specifically 61003 Cleaning.

John requested approval to move $13458 FROM Wages and Benefits accounts 66002 and 66005 TO account 61003 Contracted Services – Cleaning to pay Service Master.  

A motion to approve the transfer of funds was made by Tom Finan, seconded by Terry Michels and was approved by the Board.

Ratification of candidates to replace Steve Sniderman

After receiving email approval from all Board members to submit Stephanie Marchbank and Bill Bingman as candidates to replace Steve, John sent the nominating letter on October 20, 2016 to the commissioners.   Given that this was the first board regular meeting since that time,  Deb Hendrickson motioned to ratify the email decision to submit Drs. Marchbank and Bingman as a library trustee.  The motion was seconded by Terry Michels and was approved by the Board.

UNFINISHED BUSINESS

South Cumberland Library Renovation –Update

The roof deck insulation issue was resolved when the county agreed to adding new insulation to cover the old and fix gaps in the insulating batts.  This will add $36,000 and extend the length of the work 45 days.  So our plans have shifted  to occupy the building in June 2017.

Washington Street Library Columns Restoration  – Update

County Staff have submitted an application to the Maryland Historic Trust to replace the columns instead of repairing them as the estimated cost is comparable.

PUBLIC COMMENT

ANNOUNCEMENTS and UPDATES

Tom Finan was re-appointed by the Commissioners for a second term.

We have purchased acoustic panels to be installed at the Frostburg Library toll house room.  The room suffered from a echo issue that makes it very difficult to use for most purposes.

The Library has completed the installation of a unified key system for our facilities.

John reported that he has sent our annual letter to the estate planners in the community.

UPCOMING PROGRAMS

Minecraft gaming club at Washington Street Library is popular.

The halloween costume swap was very successful.

Next Board Meeting is Tuesday, December 13, 2016 at 4PM at the Frostburg Library

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Categories: Community, libraries

Athens Is World Book Capital 2018

September 19, 2016 Leave a comment

17ef6e90d1Athens, Greece has been named World Book Capital 2018 “for the quality of its activities, supported by the entire book industry” by UNESCO director general Irina Bokova on the recommendation of an advisory committee, which includes representatives of the International Publishers Associations, the International Federation of Library Associations & Institutions and UNESCO. The city was also lauded for its “cultural infrastructure and its expertise in organizing international events.”

Cities designated as UNESCO World Book Capital promote books and reading, as well as organize activities over the year starting April 23 with the celebration of World Book and Copyright Day. The purpose of 2018’s initiative is “to make books and reading accessible to the whole population, including to migrants and refugees.”

This year’s World Book Capital is Wroclaw, Poland, and next year’s will be Conakry, Guinea.

Thanks to Shelf Awareness for this story

Categories: Community, libraries

Financial Times – Best Business Books of 2016

September 9, 2016 Leave a comment

The Financial Times has posted their short list of the best business books of 2016.

Don’t forget if we don’t have it, we can get it.  Just Ask!

Categories: GoodtoRead, libraries

Library Board Minutes – May 2016

June 10, 2016 Leave a comment

Allegany County Library Board of Trustees

 

Minutes

 

Regular Meeting

 

May 11, 2016

 

South Cumberland Library – 4:00 p.m.

 

PRESENT:  Bill Devlin, Deb Hendrickson, Terry Michels, John Persons, Steve Sniderman, and John Taube.   

The meeting was called to order by Bill Devlin.

A motion to accept the minutes of the regular meeting of the April 13, 2016 meeting was made by Steve Sniderman seconded by  Deb Hendrickson and was approved.   

  • Review of Usage Statistics
  • Review of Income & Expense Report for the month of April 2016.
  • Review of Profit & Loss, Budget vs Actual Report for the Fiscal Year (YTD, July 1, 2015- April 30, 2016)
  • Review of Special Accounts

A motion to accept both the statistical report and the financial reports of April 2016 was made by John Persons seconded by  Terry Michels and was accepted.    

NEW BUSINESS

 

Washington Street Library is hosting Allegany County Chamber of Commerce After Hours reception

We are the host of the May 18, 2016 chamber after-hours reception from 5:30 to 7:30.  The Washington Street LIbrary will be decorated in a “Alice in Wonderland” theme.  Staff are planning numerous stations throughout the building to highlight the many services and activities you can experience at your library.    We have registered all Board members for this event.

Changes to Book Keeping Processes

With the rearrangement of administrative duties in January we have created the equivalent of an internal 2 person accounting department.  We approached our auditor and asked if we brought the book keeping functions back inside the department would we have sufficient separation of duties?  Their opinion was that we would and offered to answer any questions.   John Taube then spoke to Bernie Kahl of our bookkeeper, Turnbull, Hoover and Kahl notifying them of the change and requested a proposal for them to continue to complete the end of year work, but not the monthly book keeping duties.  The new processes will be effective on July 1, 2016 and will allow us to better track our income and expenses as well as reduce our monthly accounting fees.

Review Proposed Tuesday meeting day for Board meetings

John presented a draft of our FY2017 meeting schedule that changed our of Board meetings to  the 2nd Tuesday of the month as the standing date of our meetings rather than the 2nd Wednesday.    After  brief discussion, the Board agree to adopt the new schedule.  John will provide copies of the schedule at the June meeting.

UNFINISHED BUSINESS

 

South Cumberland Library Renovation –Update

We are finalizing the RFP and bid opening timeline so that work can begin in July 2016.

The South Cumberland Lego club is moving to the Washington Street Library during renovation.

We had 4 general contractors show up for our pre-bid meeting on May 3, 2016.  Only 2 of them had purchased drawings and specifications as of that date.

South Cumberland Library closing ceremony reminder is Friday May 27 at 4PM.

Pre-bid meeting on 5/3/2016.

Bids due on 5/24/2016.

Library closing ceremony 5/27/2016.

Library closes for packing 5/28/2016.

Renovation begins on July 5, 2016.

Friends of the Library groups – Update

The Friends letter to the editor campaign is proceeding with a letter a week during budget deliberation time.  

Washington Street Library Columns Restoration  – Update

Allegany County is interested in completing the columns restoration analysis and costs estimate study as soon as possible.   They have reached out to several firms seeking quotes to complete the work.  I hope a firm would be selected in early May.  Based on the analysis of the study, we would then determine the best course of action to get the actual restoration completed.

Discussion on FY 2017 Operating Budget Proposal

John updated the Board on considerations as staff refine the FY2017 operating budget. Items included:

  • The proposed County budget does not fully fund our $50,000 request, but adds $9500.  
  • The State appropriation is increased by $9868.  
  • To maintain staff at current wage rates will require an additional $32,000.
  • We are looking to reduce our accounting Services expenses from $12,000 to $4000.
  • We are not budgeting any rebuilding of special accounts.
  • We anticipate a $20,000 drop in revenue in fines from South being closed.  
  • This will be offset by decreased spending on collections for South.
  • We are budgeting for decreases in USF-eRate reimbursements.
  • Any fund balance will be set aside for unexpected expenses related to the South Cumberland renovation.

A full budget proposal will be delivered to the Board prior to the June 8, 2016 meeting, where we will adopt the operating budget for FY2017.

PUBLIC COMMENT

 

ANNOUNCEMENTS and UPDATES

John reported that our annual Food for Fines day during National Library Week was a success gathering over 1400 pounds of food for the Western Maryland Food bank.

Next Board Meeting is June 8, 2016 at 4PM at the Frostburg Library

Library Board Minutes – April 2016

May 13, 2016 Leave a comment

Allegany County Library Board of Trustees

Minutes

Regular Meeting

April 13, 2016

Washington Street Library – 4:00 p.m.

PRESENT:  

Bill Devlin, Tom Finan, Deb Hendrickson, Terry Michels, Steve Sniderman, and John Taube.   

The meeting was called to order by Bill Devlin.

A motion to accept the minutes of the regular meeting of the March 9, 2016 meeting was made by Tom Finan seconded by  Steve Sniderman and was approved.   

  • Review of Usage Statistics
  • Review of Income & Expense Report for the month of March 2016.
  • Review of Profit & Loss, Budget vs Actual Report for the Fiscal Year (YTD, July 1, 2015- March 31, 2016)
  • Review of Special Accounts

A motion to accept both the statistical report and the financial reports of March 2016 was made by Tom Finan seconded by Deb Hendrickson and was accepted.    

NEW BUSINESS

Washington Street Library is hosting Allegany County Chamber of Commerce After Hours reception

We are the host of the May 18, 2016 Allegany County Chamber of Commerce after-hours reception from 5:30 to 7:30.  The Washington Street LIbrary will be decorated in a “Alice in Wonderland” theme.  Staff are planning numerous stations throughout the building to highlight the many services and activities you can experience at your library.   John invited the Board members to attend and enjoy the event.

UNFINISHED BUSINESS

South Cumberland Library Renovation –Update

We are finalizing the RFP and bid opening timeline so that work can begin in July 2016.

The latest schedule is:

project will be advertised on 4/24/2016 and 4/27/2016.

Pre-bid meeting on 5/3/2016.

Bids due on 5/24/2016.

Library closing ceremony 5/27/2016.

Library closes for packing 5/28/2016.

Renovation begins on July 5, 2016.

The latest estimate of probable costs from the architect is in line with available funding.

The County has submitted the plans to the city for the necessary permits.

Friends of the Library groups – Update

The Friends letter to the editor campaign is proceeding with a letter a week during budget deliberation time.  

Washington Street Library Columns Restoration  – Update

Allegany County is interested in completing the columns restoration analysis and costs estimate study as soon as possible.   They have reached out to several firms seeking quotes to complete the work.  John expressed hope that a firm would be selected in early May.  Based on the analysis of the study, we would then work with the County, state agencies,  and our Friends group to determine the best course of action to get the actual restoration completed.

Discussion on FY 2017 Operating Budget Proposal

The Library’s bill to accelerate the increases in state funding for libraries passed in the late hours of the session.  We will see the per capita increase in our FY2018 state appropriation.  As it was passed by both houses of the Assembly, it does not require the Governor’s signature to becomes law, provided that he does not veto the legislation.   

PUBLIC COMMENT

ANNOUNCEMENTS and UPDATES

The Westernport Branch has been named in an estate gift from the William and Mabel Thompson Estate.

In order to reach more children and families in our mission to encourage reading and offer quality early childhood learning, our Story Corp has developed relationships with our local pediatricians to provide children’s reading materials in their waiting rooms.   Our duplicates and discards will be used to supply the initiative.  Drs. Gonzaga and the offices at CMG are participating and we are also working with the Y and ACM Adult Education center.

Renee Mason, our Art Director ‘s work on the library emails has earned her an All Star Award from Constant Contact. Her communications are in the top 10% of customers for creating engagement. That means the outreach emails she creates are so tempting people just can’t help themselves but to click on them! Thanks for getting out the word about the Library to our customers!

In order to support board member attendance, we discussed holding our regular meeting on the 2nd Tuesday of each month instead of the 2nd Wednesdays.  John will draft a schedule to start in July 2016.

Next Board Meeting is May 11, 2016 at 4PM at the South Cumberland Library

 

Categories: Community, Goodtoknow, libraries Tags: ,

March 2016 – Library Board Minutes

April 15, 2016 Leave a comment

Allegany County Library Board of Trustees

Minutes

Regular Meeting

March 9, 2016

Washington Street Library – 4:00 p.m.

PRESENT:  

Bill Devlin, Tom Finan, Steve Sniderman, Jason Willetts, and John Taube.   

The meeting was called to order by Bill Devlin.

A motion to accept the minutes of the regular meeting of the February 10, 2016 meeting was made by Steve Sniderman seconded by  Tom Finan and was approved.   

  • Review of Usage Statistics
  • Review of Income & Expense Report for the month of February 2016.
  • Review of Profit & Loss, Budget vs Actual Report for the Fiscal Year (YTD, July 1, 2015- February 29, 2016)
  • Review of Special Accounts

A motion to accept both the statistical report and the financial reports of February 2016 was made by Jason Willetts seconded by Steve Sniderman and was accepted.    

NEW BUSINESS

Discussion on FY 2017 Operating Budget Proposal

Our budget presentation to the County Commissioners is scheduled for tomorrow 3/10/2016 at 1PM in the county office complex.

We are expecting representatives from all 5 friends of the library groups in an effort to show community support for the library system

UNFINISHED BUSINESS

South Cumberland Library Renovation –Update

County staff are working to get the permits submitted and approved for the project.

Preliminary furniture estimates are within budget.  John Taube suggests that we purchase new furniture when possible as the existing furniture is at the end of its useful life.

Friends of the Library groups – update

Friends of the South Cumberland Library-  A small steering committee has drafted the mission statement, bylaws and solicitation mailings.  

The Friends of the Washington Street Library held their introductory meeting on February 18, 2016 to recruit members and set a course of action.  It was a good meeting with about 15 attendees.    A steering committee meeting is being planned to draft bylaws and operating procedures will meet on April 18, 2016.  

A small sub-committee has formed to form community alliances to restore the columns.  The sub-committee is composed of community members, library staff and county staff.    John will  be meeting with the County on March 22, 2016 to discuss the columns and what options they see.  

The first two of the Friends of the LaVale Library sponsored  series of 12 science, technology,  and engineering programs have been well attended and received.

PUBLIC COMMENT

ANNOUNCEMENTS and UPDATES

On Saturday April 23 at 3PM,  we will be unveiling murals on the brick facade of the Frostburg Library done by a local artist.  The work was funded and coordinated by the Frostburg First and Frostburg Community Development Department.

We have updated our personal appearance policy to indicate that our new name badges must be worn at all times while at work.

Given the nature of attendance and library resources, we have modified our computer class offerings.  South Cumberland will continue to offer classes, but our other branches have transitioned to offering one- on-one classes.

The Western Maryland Regional Library is donating vehicles to each of the library systems that it supports.  In our case, we selected a more fuel efficient sedan rather than a van as we already have 2 of those.

Next Board Meeting is April 13, 2016 at 4PM at the Washington Street Library

 

February 2016 Library Board Minutes

March 14, 2016 Leave a comment

Allegany County Library Board of Trustees

Minutes

Regular Meeting

February 10, 2016

Washington Street Library – 4:00 p.m.

PRESENT:  

Bill Devlin, Tom Finan, Deb Hendrickson, John Persons, Steve Sniderman, and John Taube. 

The meeting was called to order by Bill Devlin.

A motion to accept the minutes of the regular meeting of the December 9, 2015 meeting was made by Tom Finan seconded by  Deb Hendrickson and was approved.   (note: John Persons was not yet present for this vote)

  • Review of Usage Statistics
  • Review of Income & Expense Report for the month of December 2015 and January 2016.
  • Review of Profit & Loss, Budget vs Actual Report for the Fiscal Year (YTD, July 1, 2015- January 31, 2016)
  • Review of Special Accounts

A motion to accept both the statistical report and the financial reports of December 2015 and January 2016 was made by Steve Sniderman seconded by Tom Finan and was accepted.    (note: John Persons was not yet present for this vote)

NEW BUSINESS

Discussion on FY 2017 Operating Budget Proposal

In our proposed FY 2017 budget we are seeking funds to restore the LaVale branch to 54 hours per week of operation.  To accomplish that we will need an additional 1.5 FTE staff for that location.     The new costs of the additional 1.5FTE staff is $37,000 per year.

To fully fund the 3% wage increase that took effect in January 2016, we must also budget for the increase in all 12 months of fiscal 2017.   We calculate that an additional $32,500 will need to be budgeted.

With no other adjustments,  FY 2017 Wages and Salaries expenses have increased by just under $71,000.    This increase is offset by the suspension of rebuilding the special accounts in FY 2017 due to South Cumberland renovation.

The State’s preliminary allocation is up by $10,365 over the current year.   John Taube proposed  that we request an additional $50,000 from Allegany County for FY 2017.

After discussion of the library’s cooperation with limiting County request for additional funds in previous budget cycles that resulted in reductions in library  hours and services for the past decade.  The Board agrees with the need for this increase as the great work that is done by library staff can only be done when the library is open.  If the County is unable to fully fund our request, ACLS will be unable to restore the hours at the LaVale branch.  John Taube stated that he will draft the budget presentation to highlight the work that we do and that ACLS is requires the additional funding because of the impact our work does to enrich the community.

Steve Sniderman moved to approve the proposed FY2017 operating budget for submission to the county; the motion was seconded by John Persons and was approved by the Board.

UNFINISHED BUSINESS

South Cumberland Library Renovation –Update

We received notification that the community legacy grant application for South Cumberland Furniture and Equipment was not funded.

John Taube’s and library staff efforts to find a suitable temporary location during the renovation have proved unsuccessful.     Since moving to a temporary location or shutting down during renovation has significant budget implications for FY 2017, John requested the Board’s consent that, we will proceed with a plan to position the bookmobile in the parking lot to deliver services and host children’s programs at alternate locations such as HRDC and the Salvation Army.      The Board was in agreement with this plan.

John Taube reported the encouraging news that funds for the  South Cumberland Library renovation was included in the FY 2017 Governor’s Capital Budget.

Discussion of creating an additional investment policy for non-operating gift funds.

John Taube spoke to Sandi Rowland of the Community Trust Foundation on January 13, 2016 about some of our questions.   Sandi reported that the CTF does not have the personnel or capacity to raise additional funds for established accounts.   To increase the principal of a fund with additional gifts is primarily the role of the Board or person who started the fund.   CTF does highlight accounts on their website and Facebook pages to attract awareness, but these efforts do not produce significant additions.  

The Board agreed that we would continue to seek estate gifts and bequests and that we would revisit using the CTF when those gifts were forthcoming.

Friends of the Library groups – update

Friends of the South Cumberland Library-  we held a successful recruitment meeting on 2/2/2016 to introduce the idea of a friends group to the community.  It was well received and generated many good ideas.  Mary Jane O’Rourke did a superb job of facilitating the discussion and is working with attendees to create a steering committee, mission statement and operating procedures.  

The Friends of the Washington Street Library will hold their introductory meeting on February 18, 2016 to recruit members and set a course of action.  The Friends will be chaired by Mary Beth Young and will have as one of its main goals to restore the columns.  The Friends have already raised $10,000 toward the restoration.  Unfortunately, the capital grant program that we are using to renovate the South Cumberland branch cannot be used to restore the columns.  Consequently, the Friends will need to brainstorm for new ideas.  John will also be meeting with the County to discuss the columns and what options they see.  

The Friends of the LaVale Library are sponsoring a series of 12 science, technology,  and engineering programs at the LaVale Library starting March 1, 2016.

PUBLIC COMMENT

ANNOUNCEMENTS and UPDATES

The Guys Read Program is proceeding very well and the readers and boys all report having a good time.

There was an error at the Maryland State Department of Education that caused them to rescind their $13,000 grant for staff development.    Unfortunately, we had already encumbered most of it, but will use regional library resources to cover the expenditures.

Jeff Getty has served as our informal legal counsel and now that he has been named Circuit Court Judge, we will have to find other legal counsel.  

The Maryland Library Legislative Reception was well attended and John was able to speak to all our elected representatives about our needs and hope for this session.

John Taube reported that we are in our final contract year with our auditor and that we would request proposals for that service in Late 2016.

Next Board Meeting is March 9, 2016 at 4PM at the Washington Street Library

Categories: Community, libraries
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