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LIBRARY BOARD Packet - 6/21/2016
CITY OF MUSKEGO LIBRARY BOARD AGENDA June 21, 2016 5:00 PM Library Conference Room, S73 W16663 Janesville Road CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES from May 17, 2016 PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from May 2016 PRESIDENT’S REPORT Information DIRECTOR’S REPORT Information UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: 1. Administrative Services Librarian report 2. Computer and Internet Use policy update 3. Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance 4. Trustee Essentials 8 review: Developing the Library Budget COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT NOTICE PLEASE NOTE: It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-mentioned meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Muskego City Hall, (262) 679-4100. Unapproved CITY OF MUSKEGO LIBRARY BOARD MINUTES May 17, 2016 5:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER Vice President Schaefer called the meeting to order at 5:02pm. PLEDGE OF ALLEGIANCE ROLL CALL Present were Trustees Schaefer, Robertson, O'Bryan, Darkow, Keil, Konkel, Stuart, and Library Director Loeffel. Alderman Hammel and Trustee Tomaszewski were excused. STATEMENT OF PUBLIC NOTICE Director Loeffel stated that the meeting was noticed in accordance with the open meeting law. PUBLIC COMMENT None APPROVAL OF MINUTES from April 19, 2016 Trustee Robertson made a motion to APPROVE THE MINUTES from April 19, 2016, Trustee Stuart seconded. Motion Passed 7 in favor. PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from April 2016 Trustee Robertson made a motion to PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from April 2016, Trustee Stuart seconded. Motion Passed 7 in favor. PRESIDENT’S REPORT Information Trustee Schaefer solicited volunteers for the Strategic Planning Committee to replace Trustee Boschert. DIRECTOR’S REPORT Information NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: Election of Library Board Officers Vice President Schaefer nominated Trustee Robertson for President and Trustee Konkel for Vice President. Trustee Konkel nominated Trustee Schaefer for Treasurer. Trustee O'Bryan made a motion to approve the nominated Library Board Officers, Trustee Stuart seconded. Motion Passed 7 in favor. Eligibility for Library Card policy update Trustee Konkel made a motion to approve the Eligibility for Library Card policy update, Trustee Schaefer seconded. Motion Passed 7 in favor. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Darkow made a motion to ADJOURN at 5:26pm, Trustee Konkel seconded. Motion Passed 7 in favor. CITY OF MUSKEGO Budget Worksheet - Library Revenues Current Year w/ Monthly Total Page: 1 Period: 05/16 Jun 02, 2016 11:39AM 2016-16 2016-16 2016-16 2016-16 % Actual Over / Adopted Amended Cur YTD Current month To (Under) Account Number Account Title Budget Budget Actual Actual Budget Budget GENERAL FUND CULTURE, REC AND EDUCATION 100.05.71.00.4140 LIBRARY GRANTS REV 1,813.00 1,813.00 2,000.00 .00 110.31% 187.00 100.05.71.00.4150 WCFLS FUNDING 113,836.00 113,836.00 57,054.57 56,781.50 50.12% 56,781.43- 100.05.71.00.4274 LIBRARY LOST AND DAMAGED 1,200.00 1,200.00 601.55 155.90 50.13% 598.45- 100.05.71.00.4313 LIBRARY FINES 19,000.00 19,000.00 7,276.23 1,795.37 38.30% 11,723.77- 100.05.71.00.4314 LIBRARY TAXABLE REVENUE 8,500.00 8,500.00 4,142.24 1,246.97 48.73% 4,357.76- 100.05.71.00.4542 LIBRARY PHONE USE .00 .00 .00 .00 .00 .00 100.05.71.00.4544 ROOM RENTAL 1,000.00 1,000.00 875.00 425.00 87.50% 125.00- 100.05.71.00.4551 SALE OF F/A - COMPUTERS .00 .00 .00 .00 .00 .00 100.05.71.00.4552 LIBRARY FRIENDS REV 5,000.00 5,000.00 2,055.13 1,184.05 41.10% 2,944.87- Total LIBRARY DEPARTMENT: 150,349.00 150,349.00 74,004.72 61,588.79 49.22% 76,344.28- CITY OF MUSKEGO Budget Worksheet - Library Expenditures Current Year w/ Monthly Total Page: 1 Period: 05/16 Jun 02, 2016 12:04PM 2016-16 2016-16 2016-16 2016-16 % Actual Over / Current year Amended Cur YTD Current Month To (Under) Account Number Account Title Budget Budget Actual Actual Budget Budget GENERAL FUND CULTURE, REC AND EDUCATION 100.05.71.00.5101 SALARY & WAGES 583,400.90 583,400.90 205,887.14 21,030.43 35.29% 377,513.76- 100.05.71.00.5102 SALARIES & WAGES - OVERTIME 2,000.00 2,000.00 .00 .00 .00 2,000.00- 100.05.71.00.5201 FICA 45,629.18 45,629.18 15,857.30 1,669.71 34.75% 29,771.88- 100.05.71.00.5202 PENSION 35,713.25 35,713.25 12,528.65 1,258.97 35.08% 23,184.60- 100.05.71.00.5203 HEALTH 127,776.06 127,776.06 33,398.55 5,219.99 26.14% 94,377.51- 100.05.71.00.5204 LIFE 1,465.78 1,465.78 476.85 90.43 32.53% 988.93- 100.05.71.00.5205 FSA FEE EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5229 HEALTH INS. ALLOWANCE 10,560.00 10,560.00 6,000.00 1,200.00 56.82% 4,560.00- 100.05.71.00.5302 MILEAGE 1,200.00 1,200.00 401.84 126.90 33.49% 798.16- 100.05.71.00.5303 CONFERENCES & TRAINING 3,500.00 3,500.00 414.20 275.70 11.83% 3,085.80- 100.05.71.00.5305 DUES & MEMBERSHIP 1,200.00 1,200.00 758.00 259.00 63.17% 442.00- 100.05.71.00.5401 MAINTENANCE OF EQUIPMENT 15,000.00 15,000.00 3,772.76 .00 25.15% 11,227.24- 100.05.71.00.5415 MAINT OF BUILDINGS & GROUNDS 34,000.00 34,000.00 25,551.99 2,249.42 75.15% 8,448.01- 100.05.71.00.5505 COMPUTER CHARGES/LIBRARY 30,000.00 30,000.00 23,961.20 .00 79.87% 6,038.80- 100.05.71.00.5602 TELEPHONE 300.00 300.00 100.00 25.00 33.33% 200.00- 100.05.71.00.5701 OFFICE SUPPLIES AND EXPENSES 20,000.00 20,000.00 11,770.81 1,030.75 58.85% 8,229.19- 100.05.71.00.5703 HOUSEKEEPING SUPPLIES 4,000.00 4,000.00 1,620.67 1,327.11 40.52% 2,379.33- 100.05.71.00.5740 LIBRARY GRANT EXP 1,813.00 1,813.00 6,163.65 3,049.00 339.97% 4,350.65 100.05.71.00.5752 LIBRARY FRIENDS EXP 5,000.00 5,000.00 2,099.31 384.03 41.99% 2,900.69- 100.05.71.00.5774 LIBRARY REPLACEMENT 1,200.00 1,200.00 68.67 38.62 5.72% 1,131.33- 100.05.71.00.5835 HOUSEKEEPING SERVICES 38,500.00 38,500.00 15,245.00 3,049.00 39.60% 23,255.00- 100.05.71.00.5910 GAS & ELECTRIC 83,500.00 83,500.00 22,004.19 5,093.00 26.35% 61,495.81- 100.05.71.00.5915 SEWER & WATER 2,500.00 2,500.00 919.22 .00 36.77% 1,580.78- 100.05.71.00.6062 PROGRAMMING 5,000.00 5,000.00 993.50 430.42 19.87% 4,006.50- 100.05.71.01.5711 PRINT MATERIALS 114,000.00 114,000.00 36,771.87 6,601.72 32.26% 77,228.13- 100.05.71.01.5713 PRINT MATERIALS - ADULT .00 .00 .00 .00 .00 .00 100.05.71.02.5711 AUDIO-VISUAL MATERIALS 50,000.00 50,000.00 14,999.84 3,273.27 30.00% 35,000.16- 100.05.71.03.5711 ELECTRONIC MATERIALS 16,000.00 16,000.00 10,945.87 1,412.99 68.41% 5,054.13- 100.05.71.03.5714 AUDIO VISUAL MATERIAL - A.V. .00 .00 .00 .00 .00 .00 100.05.71.11.5713 PRINT MATERIALS - JUVENILE .00 .00 .00 .00 .00 .00 100.05.71.12.5714 AUDIO VISUAL MATERIAL - JUVENL .00 .00 .00 .00 .00 .00 100.05.71.14.5713 PRINT MATERIALS - MISC .00 .00 .00 .00 .00 .00 100.05.71.18.5713 PRINT MATERIALS - NEWSPAPER .00 .00 .00 .00 .00 .00 100.05.71.19.5713 PRINT MATERIALS - PERIODICALS .00 .00 .00 .00 .00 .00 100.05.71.23.5713 PRINT MATERIALS - REFERENCE .00 .00 .00 .00 .00 .00 100.05.71.26.5713 PRINT MATERIALS - SERIALS .00 .00 .00 .00 .00 .00 100.05.71.35.5714 AUDIO VISUAL MATRL - DATA BASE .00 .00 .00 .00 .00 .00 100.05.71.36.5713 PRINT MATERIALS - YOUNG ADULT .00 .00 .00 .00 .00 .00 Total LIBRARY DEPARTMENT: 1,233,258.17 1,233,258.17 452,711.08 59,095.46 36.71% 780,547.09- CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 5/1/2016-5/31/2016 Jun 02, 2016 12:08PM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report].Description = {<>} "1099 adjustment" Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999" Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number AWE ACQUISTION, INC MUSKWI16001 1 Invoice GRANT 05/04/2016 05/10/2016 3,049.00 516 100.05.71.00.5740 MUSKWI16001 2 Invoice AWE STATIONS 05/04/2016 05/10/2016 12,536.00 516 503.05.00.00.6007 Total AWE ACQUISTION, INC:15,585.00 BAKER & TAYLOR COMPANY 2031930770 1 Invoice PRINT 05/04/2016 05/10/2016 423.83 516 100.05.71.01.5711 2031957975 1 Invoice PRINT 05/04/2016 05/10/2016 245.31 516 100.05.71.01.5711 2031957975 2 Invoice AV 05/04/2016 05/10/2016 4.19 516 100.05.71.02.5711 2031961614 1 Invoice PRINT 05/04/2016 05/10/2016 11.10 516 100.05.71.01.5711 2031961709 1 Invoice PRINT 05/04/2016 05/10/2016 1,488.83 516 100.05.71.01.5711 2031961709 2 Invoice AV 05/04/2016 05/10/2016 14.19 516 100.05.71.02.5711 2031969745 1 Invoice PRINT 05/16/2016 05/24/2016 1,461.93 516 100.05.71.01.5711 2031989749 1 Invoice PRINT 05/16/2016 05/24/2016 1,454.63 516 100.05.71.01.5711 2031998005 1 Invoice PRINT 05/16/2016 05/24/2016 569.67 516 100.05.71.01.5711 2031998054 1 Invoice PRINT 05/16/2016 05/24/2016 496.10 516 100.05.71.01.5711 2031998737 1 Invoice REPLACEMENTS 05/16/2016 05/24/2016 38.62 516 100.05.71.00.5774 2031998737 2 Invoice PRINT 05/16/2016 05/24/2016 57.94 516 100.05.71.01.5711 2032015976 1 Invoice PRINT 05/27/2016 06/14/2016 696.04 616 100.05.71.01.5711 2032023636 1 Invoice PRINT 05/27/2016 06/14/2016 352.78 616 100.05.71.01.5711 2032030352 1 Invoice PRINT 05/27/2016 06/14/2016 134.07 616 100.05.71.01.5711 2032030639 1 Invoice PRINT 05/27/2016 06/14/2016 297.72 616 100.05.71.01.5711 2032030839 1 Invoice PRINT 05/27/2016 06/14/2016 244.38 616 100.05.71.01.5711 5014082667 1 Invoice PRINT 05/04/2016 05/10/2016 136.81 516 100.05.71.01.5711 5014091958 1 Invoice PRINT 05/04/2016 05/10/2016 109.52 516 100.05.71.01.5711 5014101948 1 Invoice PRINT 05/16/2016 05/24/2016 44.60 516 100.05.71.01.5711 5014111453 1 Invoice PRINT 05/18/2016 05/24/2016 87.30 516 100.05.71.01.5711 5014120494 1 Invoice PRINT 05/27/2016 06/14/2016 168.75 616 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY:8,538.31 BAKER & TAYLOR ENTERTAINMENT B14008520 1 Invoice AV 05/04/2016 05/10/2016 10.18 516 100.05.71.02.5711 B14008521 1 Invoice AV 05/04/2016 05/10/2016 51.78 516 100.05.71.02.5711 B14046240 1 Invoice AV 05/04/2016 05/10/2016 509.69 516 100.05.71.02.5711 B14436710 1 Invoice AV 05/04/2016 05/10/2016 28.79 516 100.05.71.02.5711 B14436711 1 Invoice AV 05/04/2016 05/10/2016 76.97 516 100.05.71.02.5711 B14779280 1 Invoice AV 05/04/2016 05/10/2016 10.79 516 100.05.71.02.5711 B14806950 1 Invoice AV 05/04/2016 05/10/2016 90.22 516 100.05.71.02.5711 B14848130 1 Invoice AV 05/04/2016 05/10/2016 82.96 516 100.05.71.02.5711 B14848131 1 Invoice AV 05/04/2016 05/10/2016 202.23 516 100.05.71.02.5711 B14848132 1 Invoice AV 05/04/2016 05/10/2016 21.58 516 100.05.71.02.5711 B14957930 1 Invoice AV 05/16/2016 05/24/2016 21.58 516 100.05.71.02.5711 B15027790 1 Invoice AV 05/16/2016 05/24/2016 11.03 516 100.05.71.02.5711 B15390280 1 Invoice AV 05/16/2016 05/24/2016 37.69 516 100.05.71.02.5711 B15390281 1 Invoice AV 05/16/2016 05/24/2016 89.96 516 100.05.71.02.5711 B15390282 1 Invoice AV 05/16/2016 05/24/2016 10.79 516 100.05.71.02.5711 B15390283 1 Invoice AV 05/16/2016 05/24/2016 19.42 516 100.05.71.02.5711 B15390284 1 Invoice AV 05/16/2016 05/24/2016 21.59 516 100.05.71.02.5711 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 2 Report dates: 5/1/2016-5/31/2016 Jun 02, 2016 12:08PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number B15869140 1 Invoice AV 05/27/2016 06/14/2016 36.29 616 100.05.71.02.5711 B15869141 1 Invoice AV 05/27/2016 06/14/2016 133.08 616 100.05.71.02.5711 B15897360 1 Invoice AV 05/18/2016 05/24/2016 212.79 516 100.05.71.02.5711 B16037630 1 Invoice AV 05/27/2016 06/14/2016 11.89 616 100.05.71.02.5711 B16069190 1 Invoice AV 05/18/2016 05/24/2016 452.31 516 100.05.71.02.5711 B16075830 1 Invoice AV 05/18/2016 05/24/2016 4.30 516 100.05.71.02.5711 B16115630 1 Invoice AV 05/18/2016 05/24/2016 25.19 516 100.05.71.02.5711 B16360980 1 Invoice AV 05/27/2016 06/14/2016 31.39 616 100.05.71.02.5711 B16360981 1 Invoice AV 05/27/2016 06/14/2016 132.07 616 100.05.71.02.5711 B16360982 1 Invoice AV 05/27/2016 06/14/2016 14.39 616 100.05.71.02.5711 B16360983 1 Invoice AV 05/27/2016 06/14/2016 64.77 616 100.05.71.02.5711 B16371430 1 Invoice A/V 05/31/2016 06/14/2016 14.39 616 100.05.71.02.5711 B16461830 1 Invoice AV 05/27/2016 06/14/2016 15.83 616 100.05.71.02.5711 B552845CM 1 Invoice DAMAGED ITEM 05/04/2016 05/10/2016 23.09-516 100.05.71.02.5711 T37616450 1 Invoice AV 05/04/2016 05/10/2016 41.02 516 100.05.71.02.5711 T38116740 1 Invoice AV 05/16/2016 05/24/2016 44.97 516 100.05.71.02.5711 T38116750 1 Invoice AV 05/16/2016 05/24/2016 248.64 516 100.05.71.02.5711 T38667580 1 Invoice AV 05/27/2016 06/14/2016 32.35 616 100.05.71.02.5711 Total BAKER & TAYLOR ENTERTAINMENT:2,789.83 BUSINESS CARD 5342/051016 3 Invoice LIBRARY MAINT 04/18/2016 05/10/2016 20.03 516 100.05.71.00.5415 8031/051016 1 Invoice AV 04/18/2016 05/10/2016 346.70 516 100.05.71.02.5711 8031/051016 2 Invoice ELECTRONIC MATERIAL 04/18/2016 05/10/2016 147.88 516 100.05.71.03.5711 8031/051016 3 Invoice FOL - PR 04/18/2016 05/10/2016 101.39 516 100.05.71.00.5752 8031/051016 4 Invoice FOL 04/18/2016 05/10/2016 202.00 516 503.05.00.00.6007 8031/051016 5 Invoice CONFERENCES 04/18/2016 05/10/2016 42.73 516 100.05.71.00.5303 8316/051016 1 Invoice ALA MEMBERSHIP 04/18/2016 05/10/2016 259.00 516 100.05.71.00.5305 8316/051016 2 Invoice LEGISLATIVE DAY 04/18/2016 05/10/2016 232.97 516 100.05.71.00.5303 8316/051016 3 Invoice ELECTRONIC MATERIAL 04/18/2016 05/10/2016 1,145.35 516 100.05.71.03.5711 Total BUSINESS CARD:2,498.05 COMPLETE OFFICE OF WIS 566413 1 Invoice MISC OFFICE SUPPLIES 05/13/2016 05/24/2016 103.73 516 100.05.71.00.5701 Total COMPLETE OFFICE OF WIS:103.73 COVELLI, GENE CO051016 1 Invoice JAMMIN JANESVILLE 05/04/2016 05/10/2016 200.00 516 100.05.71.00.6062 CO052416 1 Invoice JAMMIN JANESVILLE 05/16/2016 05/24/2016 200.00 516 100.05.71.00.6062 Total COVELLI, GENE:400.00 DEMCO EDUCATIONAL CORP 5874350 1 Invoice PROCESSING SUPPLIES 05/18/2016 05/24/2016 121.10 516 100.05.71.00.5701 Total DEMCO EDUCATIONAL CORP:121.10 ELLIOTT'S ACE HARDWARE 601005/052416 1 Invoice LIBRARY MAINT 05/18/2016 05/24/2016 94.18 516 100.05.71.00.5415 Total ELLIOTT'S ACE HARDWARE:94.18 FINDAWAY WORLD,LLC 183259 1 Invoice AV 05/04/2016 05/10/2016 67.99 516 100.05.71.02.5711 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 5/1/2016-5/31/2016 Jun 02, 2016 12:08PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total FINDAWAY WORLD,LLC:67.99 FIRST BUSINESS 3889/052416 1 Invoice AV 04/27/2016 05/24/2016 72.23 516 100.05.71.02.5711 3897/052416 1 Invoice PROGRAM RECEPTION 04/27/2016 05/24/2016 30.42 516 100.05.71.00.6062 3905/052416 1 Invoice FOL - PR 04/27/2016 05/24/2016 46.39 516 100.05.71.00.5752 3905/052416 2 Invoice ELECTRONIC MATERIALS 04/27/2016 05/24/2016 119.76 516 100.05.71.03.5711 8855/052416 1 Invoice FOL - PR 04/27/2016 05/24/2016 206.04 516 100.05.71.00.5752 8855/052416 2 Invoice PRINT 04/27/2016 05/24/2016 14.15 516 100.05.71.01.5711 8855/052416 3 Invoice AV 04/27/2016 05/24/2016 78.55 516 100.05.71.02.5711 Total FIRST BUSINESS:567.54 HYLAND, AMANDA HY051016 1 Invoice FOL - PR 05/04/2016 05/10/2016 30.21 516 100.05.71.00.5752 Total HYLAND, AMANDA:30.21 JAMES IMAGING SYSTEMS INC (lease) 304454044 1 Invoice PUBLIC PRINT STATION 05/27/2016 06/14/2016 437.53 616 100.05.71.00.5401 Total JAMES IMAGING SYSTEMS INC (lease):437.53 JANI-KING INC- MILW REGION MIL05160163 3 Invoice CLEANING - LIBRARY - MAY 05/03/2016 05/10/2016 3,049.00 516 100.05.71.00.5835 MIL06160157 3 Invoice CLEANING LIB - JUNE 05/26/2016 06/14/2016 3,049.00 616 100.05.71.00.5835 Total JANI-KING INC- MILW REGION:6,098.00 JM BRENNAN, INC. SALES000075 1 Invoice REPAIRS ON PUMP 05/16/2016 05/24/2016 949.21 516 100.05.71.00.5415 Total JM BRENNAN, INC.:949.21 LAKELAND SUPPLY, INC. 071712 3 Invoice MISC PAPER PRODUCTS - LIBRA 05/12/2016 05/24/2016 583.19 516 100.05.71.00.5703 071712 4 Invoice VOLUME DISCOUNT - LIBRARY 05/12/2016 05/24/2016 29.17- 516 100.05.71.00.5703 075134 3 Invoice MISC PAPER PRODUCTS - LIBRA 05/18/2016 05/24/2016 813.78 516 100.05.71.00.5703 075134 4 Invoice VOLUME DISCOUNT (52% OF OR 05/18/2016 05/24/2016 40.69- 516 100.05.71.00.5703 Total LAKELAND SUPPLY, INC.:1,327.11 MCKINLEY CUSTOM PRODUCTS, INC 67658 1 Invoice NAME TAGS 05/04/2016 05/10/2016 10.72 516 100.05.71.00.5701 67726 1 Invoice AWE SIGNS 05/13/2016 05/24/2016 25.00 516 503.05.00.00.6007 Total MCKINLEY CUSTOM PRODUCTS, INC:35.72 MICROMARKETING LLC 620008 1 Invoice AV 05/13/2016 05/24/2016 86.98 516 100.05.71.02.5711 620463 1 Invoice AV 05/18/2016 05/24/2016 35.00 516 100.05.71.02.5711 621678 1 Invoice AV 05/18/2016 05/24/2016 8.50 516 100.05.71.02.5711 622090 1 Invoice AV 05/27/2016 06/14/2016 79.98 616 100.05.71.02.5711 Total MICROMARKETING LLC:210.46 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 4 Report dates: 5/1/2016-5/31/2016 Jun 02, 2016 12:08PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number MIDWEST TAPE 93903007 1 Invoice AV 05/04/2016 05/10/2016 59.99 516 100.05.71.02.5711 93920466 1 Invoice AV 05/13/2016 05/24/2016 31.49 516 100.05.71.02.5711 93920468 1 Invoice AV 05/13/2016 05/24/2016 24.14 516 100.05.71.02.5711 93962307 1 Invoice AV 05/27/2016 06/14/2016 108.11 616 100.05.71.02.5711 93962309 1 Invoice AV 05/27/2016 06/14/2016 35.68 616 100.05.71.02.5711 Total MIDWEST TAPE:259.41 PENGUIN RANDOM HOUSE LLC 1087200567 1 Invoice AV 05/04/2016 05/10/2016 40.00 516 100.05.71.02.5711 1087207855 1 Invoice AV 05/04/2016 05/10/2016 40.00 516 100.05.71.02.5711 1087374002 1 Invoice AV 05/18/2016 05/24/2016 10.00 516 100.05.71.02.5711 1087390089 1 Invoice AV 05/18/2016 05/24/2016 32.00 516 100.05.71.02.5711 1087403518 1 Invoice AV 05/18/2016 05/24/2016 9.99 516 100.05.71.02.5711 Total PENGUIN RANDOM HOUSE LLC:131.99 RECORDED BOOKS 75332513 1 Invoice AV 05/18/2016 05/24/2016 7.95 516 100.05.71.02.5711 Total RECORDED BOOKS:7.95 RESEARCH TECHNOLOGY INTERNATIONAL 197659 1 Invoice DISC CLEANING MATERIALS 05/18/2016 05/24/2016 140.20 516 100.05.71.00.5701 Total RESEARCH TECHNOLOGY INTERNATIONAL:140.20 SAFEWAY PEST MANAGEMENT INC. 525810 1 Invoice PEST CONTROL 05/27/2016 06/14/2016 30.00 616 100.05.71.00.5415 Total SAFEWAY PEST MANAGEMENT INC.:30.00 SIEMENS INDUSTRY, INC. 5444081547 1 Invoice FIRE SERVICE AGREEMENT 05/03/2016 05/10/2016 1,186.00 516 100.05.71.00.5415 Total SIEMENS INDUSTRY, INC.:1,186.00 U.S. CELLULAR 0134985099 7 Invoice Monthly Charges-Library 05/13/2016 05/24/2016 25.00 516 100.05.71.00.5602 Total U.S. CELLULAR:25.00 VERITIV OPERATING COMPANY 517-67910853 1 Invoice PAPER 05/16/2016 05/24/2016 655.00 516 100.05.71.00.5701 Total VERITIV OPERATING COMPANY:655.00 WE ENERGIES 5499-564-961/1 Invoice LIBRARY - GAS 05/12/2016 05/24/2016 1,092.92 516 100.05.71.00.5910 5499-564-961/2 Invoice LIBRARY - ELECTRIC 05/12/2016 05/24/2016 4,000.08 516 100.05.71.00.5910 Total WE ENERGIES:5,093.00 WILS 46771 1 Invoice Strategic Plan 05/04/2016 05/10/2016 2,585.00 516 503.05.00.00.6007 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 5 Report dates: 5/1/2016-5/31/2016 Jun 02, 2016 12:08PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total WILS:2,585.00 Grand Totals:49,967.52 Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report].Description = {<>} "1099 adjustment" Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999" S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library Director’s Report June, 2016 1. Children’s update (from Abby Bussen, Children’s Librarian): The Children’s Department spent much of May busily finishing preparations for Summer Reading. Over April and May, Abby was fortunate to work with Toni Heinowski, the Library Media Specialist of the Muskego-Norway elementary and middle schools, to bring storytimes to almost all of the Kindergarten and 1st grade classes at the public elementary schools in Muskego. These short get-to-know-you storytimes made us all old friends, so when Abby and Jane met again with the schools to promote summer reading, we were greeted with such warmth and enthusiasm! Our interactive presentation included the assistance of an inflatable T-Rex costume, which is now famous throughout town. We’re hoping we inspired all the students to come visit us at the library this summer! All weekly storytime programs continued with consistent popularity, as did our TECHsplorers series, which was the culminating program of a STEAM Dia Grant we received from ALSC and Dollar General. Over 196 Spring programs, we entertained 7,195 children and adults since the beginning of 2016. We look forward to keeping our high numbers consistent throughout the busy summer season. 2. Young Adult update (from Amanda Hyland, Young Adult Librarian): June 6, 2016 marks the beginning of the Summer Reading Program. This year’s theme is “Read for the Win.” Every week the teens can pick up a bingo sheet with various activities that they need to complete in order for them to earn coupons and raffle tickets. Teens can also earn raffle tickets by attending teen programs. Towards the end of June teens are welcome to attend a Mario Post-It-Note Wars competition, and a Cooking Mama Cook Off. There are also two contests offered throughout the summer as well: a Video Game Character Silhouette Contest and a Big Brain Teasers contest. At the end of the summer there will be a raffle drawing for different prizes. 3. Adult Services update (from Elke Saylor, Head of Public Services): The Adult Summer Reading Program has gotten off to a great start: we already have close to 100 adults registered and the first prizes were awarded on Monday. One reader earned 4 tickets to Mt. Olympus Resort and Waterpark in Wisconsin Dells, another one a $30 gift card for Suburban Bourbon. We are so grateful to the businesses and organizations generously supporting this fun program! The first Jammin’ on Janesville was a great success. The beautiful weather brought out large crowds. Ten different organizations set up in our parking lot and entertained people of all ages. We even had a visit from a dancing T. Rex. S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library On June 21, we are hosting our second Memory Café and are eager to see what types of furry friends HAWS will bring for attendants to interact with. 4. Wisconsin Trustee Training Week 2016 August 22-26, 2016 12:00 noon - 1:00 pm Webinar Series Bridges and other Wisconsin library systems are sponsoring a series of webcasts, developed and coordinated by South Central Library System, that are geared toward public library trustees. There will be one online session offered each day at noon with a different topic and speaker. This one session per day is set so it can fit into busy schedules. These programs will also be archived. They will begin at 12:00 pm and will run 60 minutes. More more information and registration is available at this link: http://www.wistrusteetraining.com 5. Employee Anniversaries in June: 17 years Paula House, Administrative Services Librarian JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC Through May Checkouts 2015 22,289 20,903 23,726 20,787 19,380 27,204 27,944 24,319 20,666 21,756 21,377 17,132 107,085 2016 22,245 22,848 24,440 23,347 20,907 113,787 % Change -0.2%9.3%3.0%12.3%7.9%6.3% eBook Checkouts 2015 1,323 1,300 1,384 1,241 1,334 1,275 1,453 1,556 1,363 1,389 1,386 1,083 6,582 2016 1,654 1,528 1,647 1,522 1,563 7,914 % Change 25.0%17.5%19.0%22.6%17.2%20.2% Self-Service Transaction Percentage of Total Circ (Self-check, Online Renewals, and eBook Checkouts/Checkouts and eBook Checkouts) 2015 52.2%54.1%53.7%55.8%56.1%52.2%54.7%57.1%54.7%56.7%57.3%49.5% 2016 57.0%57.1%57.7%55.7%59.5% Library Visits 2015 11,050 11,136 12,309 11,399 9,834 14,646 13,315 12,222 10,828 10,692 9,855 8,132 55,728 2016 11,004 11,575 12,858 11,846 10,365 57,648 % Change -0.4%3.9%4.5%3.9%5.4%3.4% Reference Transactions 2015 1,500 1,632 1,714 1,363 1,100 1,584 1,362 1,188 1,172 1,185 1,123 1,168 7,309 2016 1,323 1,415 1,434 1,244 1,069 6,485 % Change -11.8%-13.3%-16.3%-8.7%-2.8%-11.3% Meeting Room Use 2015 91 101 123 110 88 64 62 54 74 86 75 59 513 2016 82 83 98 83 81 427 % Change -9.9%-17.8%-20.3%-24.5%-8.0%-16.8% Monthly Statistics for Muskego Public Library 2016 S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library TO: LIBRARY BOARD FROM: PETE LOEFFEL, LIBRARY DIRECTOR SUBJECT: COMPUTER AND INTERNET USE POLICY DATE: JUNE 15, 2016 CC: The Library’s Computer and Internet Use policy was approved by the Library Board three years ago in June of 2013, and is due to be reviewed. Library staff reviewed the policy, compared it to other similar libraries, and is satisfied with the current policy. No changes are being recommended. Computer and Internet Use Policy The Muskego Public Library provides computer and Internet access. Patrons using Library computers and patrons accessing the Library’s wireless network with their personal electronic devices are subject to this policy. Library staff is available for basic assistance only. The Library has chosen to install filtering software which blocks access to certain sites. Patrons should be aware no filtering software is totally effective. The ultimate responsibility for appropriate use rests with the patron. Library staff may reevaluate access to specific sites if a patron questions the filtering software’s handling of the site. On a limited basis, Library staff may disengage the Internet filter when access to a site is deemed reasonable. Examples of unacceptable uses include, but are not limited to: Any illegal activity Display of explicit or pornographic materials Harassment of other users or violation of their privacy Destruction of or damage to equipment, software, or data belonging to the Library Use of non-Library paper in the printer/photocopier Unauthorized copying of copyrighted materials Unauthorized changes to the setup or configuration of the software or hardware Food and/or open beverages at or near Library computers. Loud and/or excessive conversation at or near Library computers. The Library does not restrict access to any material by age, and leaves the responsibility for children’s use of its materials to each child’s parent or legal guardian. Parents are strongly encouraged to monitor their own child’s use of the Library and its materials, including any computer and Internet use. The Muskego Public Library assumes no responsibility for any damages, direct or indirect, arising from the use of its equipment and resources, or use of personal equipment. Failure to comply with this policy or with Library staff directions may result in restriction or suspension of the patron’s access to Library resources and/or other Library privileges. Adopted by the Board of Trustees of the Muskego Public Library on June 18, 2013. To: Muskego Community Library From: Connie Meyer, Director Re: Waukesha County Library Standards Date: May 24, 2016 Wisconsin Statute 43.63(2) allows municipalities that tax themselves for libraries the opportunity to avoid double taxation by exempting themselves from the county library levy if their municipal tax for library services is equal to or above the rate established under the county levy. In addition, libraries in Waukesha County must also meet or exceed the Waukesha County adopted library standards in order to qualify for the exemption. In 2010, the County Board adopted the current four standards based on reaching 85% of the basic level set forth in the 2000 edition of Wisconsin Library Standards. I’ve calculated your library’s specific benchmarks and your minimum requirements are shown in Table 1 (page 2 of this document). The information regarding the 2017 tax rate and associated level of library funding that will be necessary for your municipality to certify its qualification for the exemption from Waukesha County’s library levy will be sent to you and your municipality in mid-August, immediately after the state publishes its Equalized Assessed Values data for 2016. Because Equalized Assessed Values change each year and are a factor in the formula to make the calculations, we do have to wait for that data before providing the information. Please complete the form Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance on page 2 and send it to our office by September 30th. This form constitutes your library’s certification for compliance with the library standards portion required for exemption from the Waukesha County library levy. There is another provision in the Waukesha County Ordinance that allows a library to exempt itself without meeting the four minimum standards. It is called the Library Service Effort Ratio (LSER). Your municipality does qualify to exempt using the Library Service Effort Ratio (LSER) because your library is above the target level. The LSER is designed to demonstrate that a library community is providing for most of the needs of its residents. By ordinance, your library must reach the LSER level as indicated below or must meet all four standards. As you can see in the table, in 2015 you met all four standards and surpassed the LSER target level. For your information, the Library Service Effort Ratio (LSER) is calculated as follows: Lending by your library to your own residents PLUS lending to other library community’s residents DIVIDED by total circulation by your residents at all county libraries Your minimum standard amounts are indicated on the attached form. Your library board must assure that these standards will be met for all of 2016 on the form provided. The LSER box does not need to be filled out because there is no way to actually predict circulation into the future. Thank you for your efforts to provide the best possible library service for our county residents! Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance Name of Library Muskego Date of filing Person Filing the Request Date of Library Board Approval of Request Wisc. Stat. 43.11(3) authorizes County library standards. Waukesha County Code Chapter 11 requires municipalities to satisfy requirements for exemption from next year’s library levy no later than September 30 of this year. Table 1 Comments: Attach additional documentation as necessary. ______________________________________________ ___________________ Board President Date ______________________________________________________________ __________________________ Library Director Date `Standards Area Standard Library Actuals from 2015 Annual Report Met Standard during 2015 Will the library meet these standards during 2016? (Library must fill out - Yes or No) Muskego Muskego Muskego Full Time Equivalent Staff (paid employees only no contractors)14.52 14.80 Yes Muskego Materials Spending $110,175 $174,780 Yes Muskego Hours Open (per typical week - "winter hours")50.15 62 Yes Muskego Collection Size (Books, Audio and Video combined)87,144 114,753 Yes Muskego Eligible for Exemption based on LSER 90%101.8%Yes N/A Developing the Library Budget TE8-1 8 Developing the Library Budget The library budget is a tool for turning library dreams into reality. The budget determines the services that will be offered by your library and the resources devoted to each library program. A carefully developed budget will ensure that available funds are effectively utilized to realize your library’s service objectives. The Budget Development Process The first step in developing a library budget is to look at what the library hopes to accomplish in the next year. The availability of a current strategic plan will make this step much easier, because the plan should already document your community’s library service needs and the library activities necessary to meet those needs . So, at the point that the board wishes to begin planning the budget for the coming year, it should review the strategic plan and its chosen objectives, reflecting on the financial implications of the objectives for the coming year. The second step is to determine the total financial resources necessary for what the library wants to accomplish in the coming year. Often, increased funding is necessary because of increased costs, increased usage, and/or new services that will be offered. Additional resources for new services can also be made available by shifting resources from a lower priority to a higher priority service. Draft budget documents are prepared by the library director and library staff (following the format required by the municipality or county). (See attached Sample Format of a Minimal Library Budget for an example.) The library board and/or library board finance committee may have input into development of budget drafts. The board of trustees will then review the draft budget(s) with the director, propose changes, and finally approve a finished budget. After the written budget documents are approved by the board and submitted to the municipality or county, the final step in the budget process is securing the funding needed to carry out the planned service program. Trustees, as volunteer public representatives, are especially effective budget advocates. Trustees should be involved in presenting, explaining, and supporting the library budget that was approved by the library board. (See also Trustee Essential #13: Library Advocacy.) The board may need to make budget changes if the funding needed to balance the budget is not secured. Budget changes may also be required during the budget year if, for example, certain expenditures are higher than expected, or costs are lower than expected. Sources of Funding One of the most important responsibilities for library trustees is determining the appropriate level of funding for the library and working to secure that funding. In This Trustee Essential Goals of budgeting Steps in the budget development process Sources of library funding Budget terminology TE8-2 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees Public library service in Wisconsin is provided through cooperative efforts at the state, public library system, and county and local level. The bulk of the funding for most Wisconsin public libraries is provided by the municipality or county that established the library. Counties must reimburse libraries within the county or in an adjacent county for at least 70% of the cost of service to county residents who do not live in a library municipality. Payment requests must be submitted by July 1. Requests should be submitted to the county clerk, but some library system or county library services coordinate the requests. Municipalities can exempt themselves from the county library tax if they tax themselves for library service at a higher tax levy rate than the county. Fines may be a source of library revenue, but the policy of charging fines is the subject of debate concerning their effectiveness in encouraging the return of materials, and concerning their public relations effects. In establishing a fine policy, a library board should consider not only the possible revenue but also the potential negative public relations effects. Under Wisconsin law, public libraries may not charge fees for information- providing services. Fees and charges for such things as making computer printouts and using a copy machine are legal. Most fees, charges, and sales by public libraries are subject to the Wisconsin sales tax and any county and special sales taxes. For details, see http://dpi.wi.gov/pld/boards-directors/administration/faq- pt5#sales-tax. Grants and gifts can be an excellent source of supplementary funds for special projects. In addition, community citizens are often willing to make significant donations to cover part or all of the costs of a new or remodeled library building. Grants or donations should never be used to justify reducing or replacing the community’s commitment to public funding. Donors will quit donating, volunteers will quit working, and granting organizations will quit awarding grants to your library if they see that their efforts are resulting in reduced public funding for the library instead of improved service. (See also Trustee Essential #24: Library Friends and Library Foundations.) Desirable Budget Characteristics There are four practical characteristics that your budget document should include. 1. Clarity: The budget presentation should be clear enough so every board member, every employee, and every municipal governing body member can understand what is being represented. 2. Accuracy: Budget documentation must support the validity of budget figures, and figures must be transcribed and reported carefully, without variation from the documentation. 3. Consistency: Budget presentations should retain the same format from period to period so that comparisons can be easily made. All budgets are comparative devices, used to show how what is being done now compares with what happened in the past and what is projected to happen in the future. Developing the Library Budget TE8-3 4. Comprehensiveness: Budget reports should include as complete a picture of fiscal activities as is possible. The only way to know the true cost of the library operation is to be certain that all revenue and expenditure categories are included within the budget. Terms and Distinctions Line item and program budgets These are two of the most popular styles of budgets. The line item budget is organized around categories or lines of expenditures, and shows how much is spent on the various products and services that the library acquires. The program budget, designed to assist with planning, is organized around service programs (such as children’s services, young adult services, reference services) and helps the library board and director see how much is spent on these individual areas. A program budget is usually sub-arranged in a line item style, so that the individual categories of expenditures for each program are also presented. Operating vs. capital costs In planning for the financial needs of the library and recording financial activities, it is important to keep operating and capital activities separated for reporting purposes. Operating activities are those that recur regularly and can be anticipated from year to year. Included as operating expenditures are staff salaries and benefits; books and other media acquired for the library; heating, cooling, and regular cleaning and maintenance of the building; and technology support contracts. Capital activities, in contrast, are those that occur irregularly and usually require special fundraising efforts. These would include new or remodeled library buildings, major upgrades of technology, and usually the purchase of computer hardware. You should present the operating and capital activities separately within your library budget. (See attached Sample Library Budget for an example.) Income vs. expenditures In both operating and capital budgets, you will need to show income (or revenues) and expenditures. Income should be broken down by the source of the funding—for instance, municipal appropriation, county reimbursement, system state aid, grant projects, gifts and donations, fines and fees. Expenditures are shown in categories (or lines) representing similar kinds of products or services— for instance, wages, benefits, print materials, audio and video materials, telecommunications, staff and board continuing education. TE8-4 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees Municipal accounting vs. library accounting As specified in state law, library boards must deposit most of their funds with their municipality. Since the municipality holds the funds, it will also keep records of how those funds are used. This municipal accounting should be available to the library board upon request. However, even though your city, village, or county is performing this accounting function, it is advisable for the library to also maintain its own set of records. This will allow the board and director to know the status of finances in a timely manner (if there is a delay in getting figures from the municipality) and to have a check to assure that the municipality is not inadvertently confusing transactions and balances. In addition, there are types of funds (gifts, bequests, devises, and endowments) which can be managed directly by the library board; if the board chooses to manage these funds it must, of course, keep records for accountability. (See also Trustee Essential #9: Managing the Library’s Money.) Discussion Questions 1. What factors will contribute to the size of the appropriation the library board will request from the municipality? 2. What should a trustee’s role be in presenting the request for funding from the municipality? 3. How does the library’s strategic plan affect budget decisions? 4. In your library, how formal is the pursuit of gifts and donations, and how are these funds most often used? Sources of Additional Information Sample Format of a Minimal Library Budget (attached) Your regional library system staff (See Trustee Tool B: Library System Map and Contact Information.) Wisconsin Public Library Standards Wisconsin Public Library Service Data Trustee Essentials: A Handbook for Wisconsin Public Library Trustees was prepared by the DLT with the assistance of the Trustee Handbook Revision Task Force. © 2002, 2012, 2015, 2016 Wisconsin Department of Public Instruction. Duplication and distri- bution for not-for-profit purposes are permitted with this copyright no- tice. This publication is also available online at http://dpi.wi.gov/pld/boa rds-directors/trustee- essentials-handbook Developing the Library Budget TE8-5 Sample Format of a Minimal Library Budget Note: This simplified budget roughly corresponds to the Wisconsin Public Library Standards 2011 minimum operating budget of $67,000. Actual amounts will vary depending on local needs. *State law requires that all information-providing public library services be provided free of charge. (See Trustee Essential #8: Developing the Library Budget for details.) Operating Income 2011 Actual 2012 Budget 2013 Budget Municipality $ 47,500 $ 48,200 $ 48,925 County $ 13,400 $ 13,600 $ 13,800 State / library system $ 1,340 $ 1,360 $ 1,380 Federal (LSTA) $ 1,340 $ 1,360 $ 1,380 Funds carried forward $ 700 $ 700 $ 700 Fines $ 1,200 $ 1,225 $ 1,240 Donations $ 700 $ 700 $ 700 Fees/other* $ 150 $ 175 $ 175 Transfer from gift fund $ 670 $ 680 $ 700 Operating Income Total $ 67,000 $ 68,000 $ 69,000 Operating Expenditures 2011 Actual 2012 Budget 2013 Budget Salaries and wages $ 30,820 $ 31,280 $ 31,740 Employee benefits $ 9,380 $ 9,520 $ 9,660 Books $ 9,000 $ 9,110 $ 9,250 Periodicals (including electronic) $ 1,800 $ 1,880 $ 1,930 Video materials $ 1,440 $ 1,460 $ 1,480 Audio materials $ 600 $ 610 $ 620 Software and other electronic materials $ 670 $ 680 $ 690 Contracted services $ 1,340 $ 1,360 $ 1,380 Staff and board continuing education $ 1,340 $ 1,360 $ 1,380 Public programming $ 670 $ 680 $ 690 Telecommunications $ 2,010 $ 2,040 $ 2,070 Utilities $ 5,250 $ 5,300 $ 5,350 Equipment repair $ 670 $ 680 $ 690 Supplies $ 2,010 $ 2,040 $ 2,070 Operating Expenditures Total $ 67,000 $ 68,000 $ 69,000 Capital Income 2011 Actual 2012 Budget 2013 Budget Municipality $ 2,000 $ 3,000 $ 3,000 Capital Expenditures 2011 Actual 2012 Budget 2013 Budget Computer equipment replacement $ 2,000 $ 2,000 $ 2,000 New shelving $ 1,000 $ 1,000 Capital Expenditures Total $ 2,000 $ 3,000 $ 3,000 Total of All Expenditures $ 69,000 $ 71,000 $ 72,000