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LIBRARY BOARD Packet - 7/19/2016
CITY OF MUSKEGO LIBRARY BOARD AGENDA July 19, 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 June 21, 2016 PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from June 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. 2017 Library budget discussion 2. 2017 Library capital requests 3. Trustee Essentials 9 review: Managing the Library's Money 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 June 21, 2016 5:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER Vice President Konkel called the meeting to order at 5:02 PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were Trustees Konkel, Schaefer, Darkow, Keil, Tomaszewski, Alderman Hammel, and Library Director Loeffel. Trustee O'Bryan arrived late. Trustees Robertson and Stuart 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 May 17, 2016 Trustee Schaefer made a motion to APPROVE THE MINUTES from May 17, 2016, Trustee Darkow seconded. Motion Passed 6 in favor. PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from May 2016 Trustee O'Bryan arrived at this time. Trustee Tomaszewski made a motion to PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from May 2016, Trustee Schaefer seconded. Motion Passed 7 in favor. PRESIDENT’S REPORT Information The Library Board Strategic Planning Committee will meet on Wednesday, June 29, 2016 at 11:00 AM. They will discuss possible funding of items for 2017. 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: Administrative Services Librarian report Paula House gave a presentation about her position. Computer and Internet Use policy update Trustee Tomaszewski made a motion to approve the Computer and Internet Use policy update, Trustee Darkow seconded. Motion Passed 7 in favor. Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance Trustee Schaefer made a motion to Certify the Eligibility for Exemption from County Library Levy Based on Standards Compliance, Trustee O'Bryan seconded. Motion Passed 7 in favor. Trustee Essentials 8 review: Developing the Library Budget COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Tomaszewski made a motion to ADJOURN at 5:55 PM, Trustee Darkow seconded. Motion Passed 7 in favor. CITY OF MUSKEGO Budget Worksheet - Library Revenues Current Year w/ Monthly Total Page: 1 Period: 06/16 Jul 01, 2016 10:06AM 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 .00 50.12% 56,781.43- 100.05.71.00.4274 LIBRARY LOST AND DAMAGED 1,200.00 1,200.00 803.31 201.76 66.94% 396.69- 100.05.71.00.4313 LIBRARY FINES 19,000.00 19,000.00 8,705.23 1,429.00 45.82% 10,294.77- 100.05.71.00.4314 LIBRARY TAXABLE REVENUE 8,500.00 8,500.00 4,703.55 623.97 55.34% 3,796.45- 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 1,275.00 400.00 127.50% 275.00 100.05.71.00.4551 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 .00 41.10% 2,944.87- Total LIBRARY DEPARTMENT: 150,349.00 150,349.00 76,596.79 2,654.73 50.95% 73,752.21- CITY OF MUSKEGO Budget Worksheet - Library Expenditures Current Year w/ Monthly Total Page: 1 Period: 06/16 Jul 01, 2016 10:11AM 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 583,400.90 583,400.90 269,991.44 43,004.61 46.28% 313,409.46- 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 20,815.72 3,375.22 45.62% 24,813.46- 100.05.71.00.5202 PENSION 35,713.25 35,713.25 16,444.08 2,656.46 46.04% 19,269.17- 100.05.71.00.5203 HEALTH 127,776.06 127,776.06 38,618.54 5,219.99 30.22% 89,157.52- 100.05.71.00.5204 LIFE 1,465.78 1,465.78 567.28 90.43 38.70% 898.50- 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 7,520.00 1,520.00 71.21% 3,040.00- 100.05.71.00.5302 MILEAGE 1,200.00 1,200.00 456.92 27.00 38.08% 743.08- 100.05.71.00.5303 CONFERENCES & TRAINING 3,500.00 3,500.00 1,559.30 1,145.10 44.55% 1,940.70- 100.05.71.00.5305 DUES & MEMBERSHIP 1,200.00 1,200.00 887.00 129.00 73.92% 313.00- 100.05.71.00.5401 MAINTENANCE OF EQUIPMENT 15,000.00 15,000.00 4,643.34 870.58 30.96% 10,356.66- 100.05.71.00.5415 MAINT OF BUILDINGS & GROUNDS 34,000.00 34,000.00 25,517.01 1,151.02 75.05% 8,482.99- 100.05.71.00.5505 COMPUTER CHARGES/LIBRARY 30,000.00 30,000.00 24,561.20 600.00 81.87% 5,438.80- 100.05.71.00.5602 TELEPHONE 300.00 300.00 100.00 .00 33.33% 200.00- 100.05.71.00.5701 OFFICE SUPPLIES AND EXPENSES 20,000.00 20,000.00 14,202.82 2,432.01 71.01% 5,797.18- 100.05.71.00.5703 HOUSEKEEPING SUPPLIES 4,000.00 4,000.00 1,620.67 .00 40.52% 2,379.33- 100.05.71.00.5740 LIBRARY GRANT EXP 1,813.00 1,813.00 6,170.64 6.99 340.36% 4,357.64 100.05.71.00.5752 LIBRARY FRIENDS EXP 5,000.00 5,000.00 2,577.54 478.23 51.55% 2,422.46- 100.05.71.00.5774 LIBRARY REPLACEMENT 1,200.00 1,200.00 68.67 .00 5.72% 1,131.33- 100.05.71.00.5835 HOUSEKEEPING SERVICES 38,500.00 38,500.00 18,294.00 3,049.00 47.52% 20,206.00- 100.05.71.00.5910 GAS & ELECTRIC 83,500.00 83,500.00 27,355.15 5,350.96 32.76% 56,144.85- 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 1,661.59 668.09 33.23% 3,338.41- 100.05.71.01.5711 PRINT MATERIALS 114,000.00 114,000.00 45,958.27 9,186.40 40.31% 68,041.73- 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 19,495.64 4,495.80 38.99% 30,504.36- 100.05.71.03.5711 ELECTRONIC MATERIALS 16,000.00 16,000.00 11,161.84 215.97 69.76% 4,838.16- 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 1,233,258.17 561,167.88 85,672.86 45.50% 672,090.29- CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 6/1/2016-6/30/2016 Jul 01, 2016 09:07AM 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 BAKER & TAYLOR COMPANY 2032045407 1 Invoice PRINT 06/07/2016 06/14/2016 280.40 616 100.05.71.01.5711 2032051080 1 Invoice PRINT 06/20/2016 06/28/2016 952.70 616 100.05.71.01.5711 2032056530 1 Invoice PRINT 06/08/2016 06/14/2016 1,890.92 616 100.05.71.01.5711 2032056557 1 Invoice PRINT 06/09/2016 06/14/2016 695.46 616 100.05.71.01.5711 2032062537 1 Invoice PRINT 06/20/2016 06/28/2016 330.23 616 100.05.71.01.5711 2032062580 1 Invoice PRINT 06/20/2016 06/28/2016 1,346.14 616 100.05.71.01.5711 2032078386 1 Invoice PRINT 06/20/2016 06/28/2016 909.82 616 100.05.71.01.5711 2032094058 1 Invoice PRINT 06/22/2016 06/28/2016 468.55 616 100.05.71.01.5711 5014130095 1 Invoice PRINT 06/07/2016 06/14/2016 28.25 616 100.05.71.01.5711 5014147618 1 Invoice PRINT 06/20/2016 06/28/2016 199.60 616 100.05.71.01.5711 5014155610 1 Invoice PRINT 06/22/2016 06/28/2016 58.59 616 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY:7,160.66 BAKER & TAYLOR ENTERTAINMENT B16849550 1 Invoice AV 06/08/2016 06/14/2016 44.97 616 100.05.71.02.5711 B16849551 1 Invoice AV 06/08/2016 06/14/2016 84.11 616 100.05.71.02.5711 B17017370 1 Invoice AV 06/07/2016 06/14/2016 11.51 616 100.05.71.02.5711 B17249460 1 Invoice AV 06/08/2016 06/14/2016 77.67 616 100.05.71.02.5711 B17322400 1 Invoice AV 06/20/2016 06/28/2016 22.92 616 100.05.71.02.5711 B17322401 1 Invoice AV 06/20/2016 06/28/2016 107.94 616 100.05.71.02.5711 B17322402 1 Invoice AV 06/20/2016 06/28/2016 21.59 616 100.05.71.02.5711 B17322403 1 Invoice AV 06/20/2016 06/28/2016 83.82 616 100.05.71.02.5711 B17352950 1 Invoice AV 06/08/2016 06/14/2016 17.96 616 100.05.71.02.5711 B17509580 1 Invoice AV 06/20/2016 06/28/2016 195.28 616 100.05.71.02.5711 B17825610 1 Invoice AV 06/22/2016 06/28/2016 37.14 616 100.05.71.02.5711 B17825611 1 Invoice AV 06/22/2016 06/28/2016 105.04 616 100.05.71.02.5711 B17825612 1 Invoice AV 06/22/2016 06/28/2016 32.33 616 100.05.71.02.5711 B17825613 1 Invoice AV 06/22/2016 06/28/2016 28.79 616 100.05.71.02.5711 B17850740 1 Invoice AV 06/20/2016 06/28/2016 10.79 616 100.05.71.02.5711 B17857700 1 Invoice AV 06/20/2016 06/28/2016 9.33 616 100.05.71.02.5711 B17999700 1 Invoice AV 06/20/2016 06/28/2016 43.14 616 100.05.71.02.5711 B18362770 1 Invoice AV 06/22/2016 06/28/2016 12.73 616 100.05.71.02.5711 T39484340 1 Invoice AV 06/20/2016 06/28/2016 12.71 616 100.05.71.02.5711 T39924940 1 Invoice AV 06/22/2016 06/28/2016 579.09 616 100.05.71.02.5711 Total BAKER & TAYLOR ENTERTAINMENT:1,538.86 BRODART CO. 438540 1 Invoice PROCESSING SUPPLIES 06/20/2016 06/28/2016 65.83 616 100.05.71.00.5701 439130 1 Invoice PROCESSING SUPPLIES 06/22/2016 06/28/2016 223.60 616 100.05.71.00.5701 Total BRODART CO.:289.43 COMPLETE OFFICE OF WIS 580078 1 Invoice MISC OFFICE SUPPLIES 06/02/2016 06/14/2016 181.96 616 100.05.71.00.5701 591271 1 Invoice MISC OFFICE SUPPLIES 06/20/2016 06/28/2016 148.01 616 100.05.71.00.5701 596631 1 Invoice MISC OFFICE SUPPLIES 06/22/2016 06/28/2016 244.68 616 100.05.71.00.5701 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 2 Report dates: 6/1/2016-6/30/2016 Jul 01, 2016 09:07AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total COMPLETE OFFICE OF WIS:574.65 COMPUTYPE, INC 606385 1 Invoice PROCESSING SUPPLIES 06/02/2016 06/14/2016 272.07 616 100.05.71.00.5701 Total COMPUTYPE, INC:272.07 DEMCO EDUCATIONAL CORP 5884753 1 Invoice PROCESSING SUPPLIES 06/07/2016 06/14/2016 759.71 616 100.05.71.00.5701 5892685 1 Invoice LABELS 06/20/2016 06/28/2016 272.18 616 100.05.71.00.5701 5896272 1 Invoice PROCESSING SUPPLIES 06/22/2016 06/28/2016 136.29 616 100.05.71.00.5701 Total DEMCO EDUCATIONAL CORP:1,168.18 DEPT OF ADMINISTRATION 505-00000077 1 Invoice TEACH Services 06/20/2016 06/28/2016 600.00 616 100.05.71.00.5505 Total DEPT OF ADMINISTRATION:600.00 ELLIOTT'S ACE HARDWARE 601005/061416 1 Invoice LIBRARY MAINTENANCE 06/09/2016 06/14/2016 30.43 616 100.05.71.00.5415 Total ELLIOTT'S ACE HARDWARE:30.43 FINDAWAY WORLD,LLC 185555 1 Invoice AV 06/02/2016 06/14/2016 707.88 616 100.05.71.02.5711 187365 1 Invoice AV 06/22/2016 06/28/2016 799.86 616 100.05.71.02.5711 Total FINDAWAY WORLD,LLC:1,507.74 FIRST BUSINESS 3863/062816 1 Invoice NATIONAL LIBRARY LEGISLATIVE 05/26/2016 06/28/2016 845.10 616 100.05.71.00.5303 3889/062816 1 Invoice AV 05/26/2016 06/28/2016 115.92 616 100.05.71.02.5711 3889/062816 2 Invoice MISC OFFICE SUPPLIES 05/26/2016 06/28/2016 50.94 616 100.05.71.00.5701 3889/062816 3 Invoice SUPPLIES MEMORY CAFE 05/26/2016 06/28/2016 5.64 616 100.05.71.00.6062 3889/062816 4 Invoice EASEL PADS - PROGRAMS 05/26/2016 06/28/2016 44.78 616 100.05.71.00.6062 3889/062816 5 Invoice MICROPHONE - PROGRAMS 05/26/2016 06/28/2016 97.89 616 100.05.71.00.6062 3889/062816 6 Invoice MISC OFFICE SUPPLIES 05/26/2016 06/28/2016 7.77 616 100.05.71.00.5701 3889/062816 7 Invoice EASEL - PROGRAMS 05/26/2016 06/28/2016 83.84 616 100.05.71.00.6062 3897/062816 1 Invoice FOL - PR 05/26/2016 06/28/2016 10.50 616 100.05.71.00.5752 3897/062816 2 Invoice WLA MEMBERSHIP 05/26/2016 06/28/2016 129.00 616 100.05.71.00.5305 3897/062816 3 Invoice ELECTRONIC MATERIAL 05/26/2016 06/28/2016 215.97 616 100.05.71.03.5711 3897/062816 4 Invoice FOL - PR 05/26/2016 06/28/2016 125.07 616 100.05.71.00.5752 3905/062816 1 Invoice FOL - PR RETURNS 05/26/2016 06/28/2016 13.97- 616 100.05.71.00.5752 3913/062816 1 Invoice MISC OFFICE SUPPLIES 05/26/2016 06/28/2016 68.97 616 100.05.71.00.5701 3913/062816 2 Invoice FOL - PR 05/26/2016 06/28/2016 332.59 616 100.05.71.00.5752 3913/062816 3 Invoice CRICUT FOR PROGRAMMING 05/26/2016 06/28/2016 269.99 616 100.05.71.00.6062 3913/062816 4 Invoice CRICUT ACCESSORIES 05/26/2016 06/28/2016 40.95 616 100.05.71.00.6062 3913/062816 5 Invoice FOL - SRP 05/26/2016 06/28/2016 24.04 616 100.05.71.00.5752 3913/062816 6 Invoice MINECRAFT - TABLET/GRANT 05/26/2016 06/28/2016 6.99 616 100.05.71.00.5740 Total FIRST BUSINESS:2,461.98 FREEMAN NEWSPAPERS LLC FR062816 1 Invoice PRINT 06/22/2016 06/28/2016 132.00 616 100.05.71.01.5711 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 6/1/2016-6/30/2016 Jul 01, 2016 09:07AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total FREEMAN NEWSPAPERS LLC:132.00 JAMES IMAGING SYSTEMS INC (lease) 306593658 1 Invoice PUBLIC PRINT STATION 06/22/2016 06/28/2016 433.05 616 100.05.71.00.5401 Total JAMES IMAGING SYSTEMS INC (lease):433.05 KC'S INFLATABLES, LLC 2016-241 1 Invoice JAMMIN JANESVILLE 06/07/2016 06/14/2016 125.00 616 100.05.71.00.6062 Total KC'S INFLATABLES, LLC:125.00 KNESER, DEBRA KN062816 1 Invoice INSERVICE PRESENTATION 06/22/2016 06/28/2016 300.00 616 100.05.71.00.5303 Total KNESER, DEBRA:300.00 MICROMARKETING LLC 621493 1 Invoice AV 06/20/2016 06/28/2016 48.49 616 100.05.71.02.5711 622504 1 Invoice AV 06/02/2016 06/14/2016 35.00 616 100.05.71.02.5711 622512 1 Invoice AV 06/02/2016 06/14/2016 91.99 616 100.05.71.02.5711 622925 1 Invoice AV 06/02/2016 06/14/2016 65.99 616 100.05.71.02.5711 623132 1 Invoice AV 06/02/2016 06/14/2016 97.98 616 100.05.71.02.5711 623451 1 Invoice AV 06/07/2016 06/14/2016 79.90 616 100.05.71.02.5711 623583 1 Invoice AV 06/09/2016 06/14/2016 6.00 616 100.05.71.02.5711 624483 1 Invoice AV 06/22/2016 06/28/2016 35.00 616 100.05.71.02.5711 Total MICROMARKETING LLC:460.35 MIDWEST TAPE 93989611 1 Invoice AV 06/02/2016 06/14/2016 28.33 616 100.05.71.02.5711 94004883 1 Invoice AV 06/08/2016 06/14/2016 24.14 616 100.05.71.02.5711 94030278 1 Invoice AV 06/22/2016 06/28/2016 5.24 616 100.05.71.02.5711 Total MIDWEST TAPE:57.71 PENGUIN RANDOM HOUSE LLC 1087506697 1 Invoice AV 06/02/2016 06/14/2016 60.00 616 100.05.71.02.5711 1087558727 1 Invoice AV 06/07/2016 06/14/2016 45.00 616 100.05.71.02.5711 Total PENGUIN RANDOM HOUSE LLC:105.00 SAFEWAY PEST MANAGEMENT INC. 528470 1 Invoice PEST CONTROL 06/02/2016 06/14/2016 30.00 616 100.05.71.00.5415 Total SAFEWAY PEST MANAGEMENT INC.:30.00 STARFIRE EXTINGUISHER CO 34847 1 Invoice ANNUAL INSPECTION 06/09/2016 06/14/2016 60.00 616 100.05.71.00.5415 Total STARFIRE EXTINGUISHER CO:60.00 USA FIRE PROTECTION 247340 1 Invoice QUARTERLY SPRINKLER INSPEC 06/02/2016 06/14/2016 180.00 616 100.05.71.00.5415 Total USA FIRE PROTECTION:180.00 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 4 Report dates: 6/1/2016-6/30/2016 Jul 01, 2016 09:07AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number WE ENERGIES 5499-564-961/1 Invoice LIBRARY - GAS 06/06/2016 06/14/2016 691.72 616 100.05.71.00.5910 5499-564-961/2 Invoice LIBRARY - ELECTRIC 06/06/2016 06/14/2016 4,659.24 616 100.05.71.00.5910 Total WE ENERGIES:5,350.96 WINDING ROOFING COMPANY, INC. 4489 1 Invoice REPAIR OF LEAK 06/08/2016 06/14/2016 820.59 616 100.05.71.00.5415 Total WINDING ROOFING COMPANY, INC.:820.59 Grand Totals:23,658.66 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 July, 2016 1. Adult Services update (from Elke Saylor, Head of Public Services): As summer progresses, the reading programs for all ages are drawing lots of families to the Library and our participation numbers are soaring. It is great to be able to interact with so many patrons of all ages at the Reference Desk. This month, the Memory Café meets at the Franklin Public Library on Tuesday 7/19. We have a steady group of ca. 20 participants who travel to the four libraries, and programming so far has been fun and engaging. Franklin is offering an Ice cream Social this month. For more information see http://www.librarymemoryproject.org/. Also on Tuesday 7/19, Holly and Joey Baird from the Wisconsin Vegetable Gardener will return to talk about 10 common vegetable garden problems. On Thursday 7/28, the Presidents Bookclub is discussing Franklin Pierce. This small but dedicated group is gradually working their way through the lives of the presidents. The Library provides the space and selects as well as orders the books used for discussion. 2. Children’s update (from Abby Bussen, Children’s Librarian): Our summer reading program began on June 6 with a very positive response from the community. Between our early literacy registrants (Rookies), school-aged participants (All-Stars), and childcare extension programs, we ended June with 839 children registered, surpassing our all-summer registration total from 2015 (802). Attendance at our weekly storytimes has continued at a steady pace. The addition of All-Abilities Storytimes, targeted to children with sensory processing difficulties and differing ability levels, has allowed us to create a fully inclusive environment in our storytime offerings. Other special events, weekly Tuesday afternoon programs sponsored by the Friends of the Muskego Public Library and Bridges Library System, have been well attended as well. The Youth Services Department is particularly proud of our Family Picturebook Brunch, which treated families to a doughnut feast, fun crafts and activities, as well as a storytime with a copy of the book to keep, as well as our Star Wars Tea Party, which included snacks and crafts with a galaxy-far-far-away theme. Looking forward, our fully loaded summer reading program wraps up August 13, but not before we have a big Harry Potter Party and an end-of-summer party to celebrate a successful 2016 summer! S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library 3. Young Adult update (from Amanda Hyland, Young Adult Librarian): The Teen Summer Reading Program began at the beginning of June and so far 140 teens have registered. Every week teens are encouraged to pick up a bingo sheet with various activities that they need to complete in order to earn coupons and raffle tickets. Teens also have the opportunity to earn raffle tickets by attending programs and entering contests. The two contests offered throughout the summer are: a Video Game Character Silhouette Contest and a Big Brain Teasers contest. Programs offered throughout the month of July are Perler Bead Pixel Art, a Minecraft building contest, Candy Crush Unwrapped, and Plants VS Zombies Live. 4. On July 13, the United States Senate approved the nomination of Dr. Carla Hayden to serve as the nation’s 14th Librarian of Congress. Dr. Hayden, American Library Association (ALA) past president and director of the Enoch Pratt Free Library in Baltimore, Maryland, is the first female and the first African American to lead the Library of Congress. She also is the first professional librarian to be confirmed in more than 60 years. 5. 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 6. Employee Anniversaries in July: 9 years Debbie Mortensen, Aide 1 year Sam Miller, Shelver JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC Through June Checkouts 2015 22,289 20,903 23,726 20,787 19,380 27,204 27,944 24,319 20,666 21,756 21,377 17,132 134,289 2016 22,245 22,848 24,440 23,347 20,907 28,260 142,047 % Change -0.2%9.3%3.0%12.3%7.9%3.9%5.8% 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 7,857 2016 1,654 1,528 1,647 1,522 1,563 1,446 9,360 % Change 25.0%17.5%19.0%22.6%17.2%13.4%19.1% 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%55.1% 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 70,374 2016 11,004 11,575 12,858 11,846 10,365 14,063 71,711 % Change -0.4%3.9%4.5%3.9%5.4%-4.0%1.9% 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 8,893 2016 1,323 1,415 1,434 1,244 1,069 1,279 7,764 % Change -11.8%-13.3%-16.3%-8.7%-2.8%-19.3%-12.7% Meeting Room Use 2015 91 101 123 110 88 64 62 54 74 86 75 59 577 2016 82 83 98 83 81 76 503 % Change -9.9%-17.8%-20.3%-24.5%-8.0%18.8%-12.8% 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: 2017 LIBRARY CAPITAL REQUESTS DATE: JULY 14, 2016 CC: 2017 Library Capital Requests: The Library Board’s Strategic Planning Committee met in June and July to discuss possible capital funding requests to achieve potential annual action plan items. The committee reviewed the Library’s 2016-2019 strategic plan and prioritized several items for the next five years. CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Children's Area Redesign 2. Department:Library 3. Description:Furniture: 6 lounge chairs, 2 tables with 4 chairs, 2 curved groupings, 2 ottomans. Paint. Entry: Signage, curved shelves, walls, and tunnel. Specialty lighting. Acrylic panels, new signage, relocate existing shelves, design fee. Carpeting costs for project is included in carpeting capital request. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 102,500 61,500 41,000 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 102,500 61,500 41,000 0 0 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - Children's Area Redesign CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:HVAC system controls 2. Department:Library 3. Description:The Library's current HVAC system controls date to the opening of the current building in 2000, and is at the end of its useful life. The existing controls run on a Windows 2000 based PC, and will be replaced with an Internet based system that allows City maintenance to control the system remotely as well as perform remote diagnostics. The new system will also allow for more precise control and efficient use. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 45,000 45,000 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 45,000 45,000 0 0 0 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - HVAC system controls CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Meeting room technology improvements 2. Department:Library 3. Description:Presentation equipment for Meeting Rooms 1, 2, 3, and 4. Meeting Rooms 1 and 2 would get a wall mounted television. Meeting Room 3 would get a wall mounted television and speaker bar. Meeting Room 4 would get a ceiling mounted projector, screen, and speakers. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 6,800 6,800 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 6,800 6,800 0 0 0 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - Meeting Room technology CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Public furniture 2. Department:Library 3. Description:2017: Replace 8 soft chairs in the Reading Area. The current chairs are over 16 years old and require frequent repairs. 2018: Eight soft chairs, 4 end tables, 2 work tables, and lamps to replace furniture in the Great Room. 2020: Four soft chairs for Fiction Area, 4 soft chairs for Media Room. 2021: Replace all Public Meeting Room chairs (188). B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 44,000 8,000 12,000 8,000 16,000 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 44,000 8,000 12,000 0 8,000 16,000 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - Public furniture CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Staff workstations 2. Department:Library 3. Description:2017: Replace 15 staff workstation chairs. Current chairs are all at least 16 years old. 2018: Install cubicle furniture in 5 staff cubicles that currently have stand alone desks, which do not provide an efficient workspace. Ideally, the cubicle furniture could be repurposed from City Hall. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 3,750 3,750 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 3,750 3,750 0 0 0 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - Staff workstations CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Young Adult Area redesign 2. Department:Library 3. Description:Update the Young Adult Area with functional spaces to accommodate individual and group use: furniture, shelving, and a computer bar. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 20,000 20,000 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 20,000 0 0 20,000 0 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - Young Adult Area redesign CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:RFID 2. Department:Library 3. Description:Upgrading the Library to a Radio Frequency Identification System. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 90,000 90,000 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 90,000 0 0 0 90,000 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - RFID CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Service desks redesign 2. Department:Library 3. Description:2020: Redesign Circulation Desk Area 2021: Redesign Reference Desk B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2017 2018 2019 2020 2021 Equipment 23,000 15,000 8,000 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 0 TOTAL 23,000 0 0 0 15,000 8,000 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Capital - Service desks redesign Managing the Library’s Money TE9-1 9 Managing the Library’s Money The library board has ultimate responsibility for all aspects of library financial management—from budgeting to spending to financial reporting. Your community will be much more willing to provide the resources necessary for high - quality library service when they know library finances are carefully controlled and monitored. The board controls and monitors library finances by: Careful development and approval of the budget (see Trustee Essential #8: Developing the Library Budget). Review and approval of all library expenditures. Review and monitoring of monthly financial statements. Development of policies for the handling of gifts and donations. Accurate financial reporting. Careful attention to financial audits. Approval of Library Expenditures Wisconsin Statutes give the library board exclusive control of the expenditure of all moneys collected, donated, or appropriated for the library fund . The board exercises this control through the approval of the budget, the establishment of financial policies, and the audit and approval of vouchers for all library expenditures. Basic library financial procedures are as follows: 1. The library board approves the annual budget and any budget adjustments necessary during the year. (See Trustee Essential #8: Developing the Library Budget.) 2. The library director is delegated authority to make purchases within the budget and according to board-approved purchasing policies. 3. The library director is responsible for preparing vouchers for all expenditures, a monthly list of all library expenditures, and a monthly financial statement. 4. At the monthly board meeting, the library board audits and approves payment of the expenditures, and reviews and approves the financial statement. 5. The board secretary, or other designee of the board, signs the vouchers and they are forwarded to the municipal clerk for payment. In This Trustee Essential Responsibilities for library expenditures Responsibilities for library financial health and financial reporting Options for proper handling of gifts and donations TE9-2 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees 6. Expenditures approved by the board for payment out of any library-held trust/gift fund accounts are made by the board treasurer or other designee of the board. It is recommended that board policy or bylaws require two signatures (one being the board treasurer or president) for any payment or withdrawal out of a library-held account. Financial Statements To facilitate the board’s monitoring of library finances, the director should present financial statements that the library board and the general public can understand. The library director should provide monthly financial reports that include: Last month and year-to-date expenditures for each line item Total income and expenditures last month and year-to-date Budget balances for each line item and the total budget To oversee the finances adequately, the board should study financial statements carefully, ask questions, and be sure that they understand any unexpected or unusual expenditures or budget developments. Gifts and Donations Library boards may deposit gift, bequest, devise, and endowment funds in a savings or checking account held by the library. However, all other library income, including fines and fees, must be deposited with the municipality. Wisconsin library law provides that library boards have exclusive control of all funds collected, donated, or appropriated for the library fund; however, library boards have the legal authority to maintain custody of only gift, bequest, devise, and endowment funds. Expenditures of funds held by the municipality for library purposes are made as approved by the library board, with actual disbursements made by the municipal treasurer. Wisconsin Statutes Section 43.58 (7) provides five alternatives for the handling of a gift, bequest, devise, or endowment provided to the library. Before making such transfers, library boards should be careful to consider any special provisions of the original gifts, bequests, or endowments. As with other transfers and deposits, the library board retains control of these funds. 1. The library board may pay or transfer the gift, bequest, or endowment, or its proceeds to the treasurer of the municipality or county in which the library is situated. 2. The library board may deposit the gift, bequest, or endowment to a public depository under Chapter 34 (a bank, credit union or savings and loan in Wisconsin, or the Local Government Investment Pool). 3. The library board may transfer the gift, bequest, or endowment to a charitable organization, described in section 501 (c) (3) of the Internal Revenue Code and exempt from federal income tax under section 501 (a) of the Internal Revenue Code. Managing the Library’s Money TE9-3 4. The library board may instruct the board’s financial secretary to invest the gift funds as permitted under Section 112.10. A financial secretary must be bonded for at least the value of the funds or property held. The financial secretary must also make at least annual reports to the library board showing in detail the amount, investment, income and disbursements from any funds held. This report must also be attached to the annual report provided to the municipality and the Division for Libraries and Technology. 5 The library board may pay or transfer the gift bequest, or endowment to a charitable organization or to a community foundation only if the library board and the charitable organization or the community foundation agree, in writing and at the time of the payment or transfer of the gift, bequest, or endowment, to the conditions outlined in the Statutes [s. 43.58 (7) (3)]. For any funds in library custody, it is important that a library adopt policies for financial practices and controls that meet municipal audit requirements. For example, library board policy should require two signatures for any payment or withdrawal out of a library-held account. Libraries holding substantial funds should have an investment policy approved by the library board. Annual Report The library board is responsible for approving the state-required annual report and providing a copy to the library system, the DLT, and to the governing municipality. The library director prepares this report, but it is the library board’s responsibility to ensure that the report is accurate and complete. It must show all library income by source and all expenditures in detail, as well as the status of all funds under library board control. Instructions and forms for the annual report are available at http://dpi.wi.gov/pld/data-reports/annual-report. A Sample Trust/Gift Fund Report is attached. Audit In most communities, public library financial records should be audited along with all other records maintained by the municipality or county that serves as the library’s fiscal agent. Funds controlled directly by the library board, such as gift funds or endowments, should be audited annually by the municipality, the county, or an outside auditor. If your municipality does not audit your library’s financial records, you may want to ask that they do so, or you may budget for an outside auditor to conduct an annual audit. Municipal and library audits are public records and must be publicly available. The library board should examine audit reports and carefully follow any audit recommendations. TE9-4 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees Discussion Questions 1. Why is careful control and monitoring of library expenditures important? 2. What should a library board member do if he/she doesn’t understand part of the financial statement or doesn’t know the purpose of a particular expenditure? 3. What can your library board do if your library has a large unexpected expenditure—for example, if the air conditioning unit fails and needs to be replaced immediately? Sources of Additional Information Sample Trust/Gift Fund Report Your library system staff (See Trustee Tool B: Library System Map and Contact Information.) Division for Libraries and Technology staff (See Trustee Tool C: Division for Libraries and Technology Contact Information.) 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 Managing the Library’s Money TE9-5 Sample Library Trust / Gift Fund Report Note: A public library may maintain custody of gifts, donations, bequests, devises, or endowments. (See Trustee Essential #9 for details.) The library’s annual report must show the amount and investment of and income and disbursements from any funds under library board control, including transfers to foundations. Date 1-Jan Beginning Balance Deposits (New Donations) Interest Earned Expenditures Balance Anytown Natl. Bank CD #123456 1-Jan $ 5,000 $ 5,000 30-Dec $ 300 $ 5,300 Village Donation Account $ 800 $ 1,450 $ (1,200) $ 1,050 Donations Trans- ferred to Community Foundation $ 3,700 $ 1,200 $ 4,900 Anytown Natl. Bank checking acct. #123456 1-Jan $ 1,000 $ 1,000 28-Feb Ms. Smith donation $ 800 $ 1,800 10-May Mr. Brown donation $ 300 $ 2,100 30-May transfer to operating budget $ (500) $ 1,600 4-Jun purchase of DVDs $ (300) $ 1,300 15-Jul purchase of puppets $ (100) $ 1,200 20-Oct purchase of chair $ (100) $ 1,100 Yearly total for all accounts $ 10,500 $ 3,750 $ 300 $ (2,200) $ 12,350