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LIBRARY BOARD Packet - 5/15/2018 (4)CITY OF MUSKEGO LIBRARY BOARD AGENDA 05/15/2018 5:00 PM Library Conference Room, S73 W16663 Janesville Road CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT CONSENT AGENDA 1 Approval of minutes from April 17, 2018 April 17, 2018 Minutes 2 Place on file the Library Financial Reports Financial Reports PRESIDENT’S REPORT Information DIRECTOR’S REPORT Information 1 May '18 Director's Report 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 Introduction and welcome to new Library Board members 2 Election of Library Board Officers 3 Appointment of Library Board Personnel Committee Packet Page 1 4 Appointment of Library Board Strategic Planning Committee 5 Schedule Strategic Planning Committee Meeting 6 Trustee Essentials Chapter 8: Developing the Library Budget Developing the Library Budget 7 Approval of Impact Equipment Lease Agreement Impact Equipment Lease Agreement 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. Packet Page 2 Unapproved CITY OF MUSKEGO LIBRARY BOARD MINUTES April 17, 2018 5:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER President Robertson called the meeting to order at 5:01 PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were trustees Robertson, Schaefer, Heinowski, Stuart, and Tomaszewski. Trustees Konkel, Darkow, Keil and Ald. Borgman were excused. STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT CONSENT AGENDA Trustee Tomaszewski made a motion to approve the CONSENT AGENDA, Trustee Stuart seconded. Motion Passed 5 in favor. Approval of minutes from March 20th, 2018 Place on file the Library Financial Reports from March 2018 PRESIDENT’S REPORT Information Appreciation for outgoing Library Board members 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: Discussion regarding May election of officers and committees Approval and signing of 2019 Allowable Costs Worksheet Page 1 of 2 April 17, 2018 Minutes Packet Page 3 Trustee Schaefer made a motion to approve the 2019 Allowable Costs Worksheet, Trustee Tomaszewski seconded. Motion Passed 5 in favor. Meeting room policy review Trustee Schaefer made a motion to approve the Library Meeting Rooms policy, Trustee Stuart seconded. Motion Passed 5 in favor. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Tomaszewski made a motion to approve ADJOURNMENT, Trustee Stuart seconded. Motion Passed 5 in favor. Meeting adjourned at 5:30 PM. Page 2 of 2 April 17, 2018 Minutes Packet Page 4 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 4/1/2018-4/30/2018 May 02, 2018 01:42PM 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","4100890716500"-"4100890716599" Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number BAKER & TAYLOR COMPANY 2033579739 1 Invoice PRINT 03/17/2018 04/10/2018 588.73 418 100.05.71.01.5711 2033596660 1 Invoice PRINT 03/23/2018 04/10/2018 469.48 418 100.05.71.01.5711 2033606182 1 Invoice PRINT 03/28/2018 04/10/2018 636.22 418 100.05.71.01.5711 2033606709 1 Invoice PRINT 03/28/2018 04/10/2018 2,973.56 418 100.05.71.01.5711 2033617484 1 Invoice PRINT 04/03/2018 04/24/2018 1,354.75 418 100.05.71.01.5711 2033619769 1 Invoice PRINT 04/03/2018 04/24/2018 1,567.10 418 100.05.71.01.5711 2033623335 1 Invoice PRINT 04/04/2018 04/24/2018 890.99 418 100.05.71.01.5711 2033638438 1 Invoice PRINT 04/10/2018 04/24/2018 634.95 418 100.05.71.01.5711 2033639478 1 Invoice PRINT 04/10/2018 04/24/2018 44.40 418 100.05.71.01.5711 2033639478 2 Invoice REPLACEMENT 04/10/2018 04/24/2018 45.19 418 100.05.71.00.5774 5014922174 1 Invoice PRINT 03/14/2018 04/10/2018 61.28 418 100.05.71.01.5711 5014932512 1 Invoice PRINT 03/21/2018 04/10/2018 47.30 418 100.05.71.01.5711 5014952605 1 Invoice PRINT 04/04/2018 04/24/2018 40.55 418 100.05.71.01.5711 5014962832 1 Invoice PRINT 04/11/2018 04/24/2018 223.37 418 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY:9,577.87 BAKER & TAYLOR ENTERTAINMENT B600410CM 1 Invoice AV 03/07/2018 04/10/2018 22.31- 418 100.05.71.02.5711 B84238060 1 Invoice AV 03/13/2018 04/10/2018 1,066.29 418 100.05.71.02.5711 B84470280 1 Invoice AV 03/15/2018 04/10/2018 64.68 418 100.05.71.02.5711 B84485940 1 Invoice AV 03/15/2018 04/10/2018 14.39 418 100.05.71.02.5711 B84571650 1 Invoice AV 03/16/2018 04/10/2018 14.38 418 100.05.71.02.5711 B84924580 1 Invoice AV 03/20/2018 04/10/2018 237.51 418 100.05.71.02.5711 B85959340 1 Invoice AV 03/27/2018 04/10/2018 82.05 418 100.05.71.02.5711 B86078460 1 Invoice AV 03/27/2018 04/10/2018 243.80 418 100.05.71.02.5711 B86212460 1 Invoice AV 03/28/2018 04/24/2018 653.64 418 100.05.71.02.5711 B86235340 1 Invoice AV 03/29/2018 04/24/2018 8.80 418 100.05.71.02.5711 B86314020 1 Invoice AV 03/30/2018 04/24/2018 9.33 418 100.05.71.02.5711 B86324010 1 Invoice AV 03/30/2018 04/24/2018 12.73 418 100.05.71.02.5711 B86607340 1 Invoice AV 04/03/2018 04/24/2018 27.14 418 100.05.71.02.5711 B86607341 1 Invoice AV 04/03/2018 04/24/2018 54.70 418 100.05.71.02.5711 B86607342 1 Invoice AV 04/03/2018 04/24/2018 9.35 418 100.05.71.02.5711 B86648210 1 Invoice AV 04/03/2018 04/24/2018 27.99 418 100.05.71.02.5711 B86740540 1 Invoice AV 04/04/2018 04/24/2018 12.58 418 100.05.71.02.5711 B86829100 1 Invoice AV 04/05/2018 04/24/2018 7.87 418 100.05.71.02.5711 B87214470 1 Invoice AV 04/10/2018 04/24/2018 47.52 418 100.05.71.02.5711 B87214471 1 Invoice AV 04/10/2018 04/24/2018 20.14 418 100.05.71.02.5711 B87318350 1 Invoice AV 04/11/2018 04/24/2018 9.33 418 100.05.71.02.5711 B87326800 1 Invoice AV 04/11/2018 04/24/2018 21.56 418 100.05.71.02.5711 B87405890 1 Invoice AV 04/12/2018 04/24/2018 11.98 418 100.05.71.02.5711 B87459630 1 Invoice AV 04/12/2018 04/24/2018 986.44 418 100.05.71.02.5711 T77351340 1 Invoice AV 03/13/2018 04/10/2018 109.10 418 100.05.71.02.5711 T78307850 1 Invoice AV 03/27/2018 04/24/2018 22.31 418 100.05.71.02.5711 T78384200 1 Invoice AV 03/28/2018 04/24/2018 9.33 418 100.05.71.02.5711 T78710040 1 Invoice AV 04/04/2018 04/24/2018 11.03 418 100.05.71.02.5711 T78888690 1 Invoice AV 04/08/2018 04/24/2018 10.18 418 100.05.71.02.5711 Page 1 of 8 Financial Reports Packet Page 5 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 2 Report dates: 4/1/2018-4/30/2018 May 02, 2018 01:42PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total BAKER & TAYLOR ENTERTAINMENT:3,783.84 BIBLIOTHECA, LLC SI0037929-US 1 Invoice LIBRARY EQUIPMENT 03/30/2018 04/10/2018 4,172.97 418 100.05.71.00.5401 Total BIBLIOTHECA, LLC:4,172.97 BURTON & MAYER INC 8000376 1 Invoice SUPPLIES 04/12/2018 04/24/2018 164.65 418 100.05.71.00.5701 8000383 1 Invoice SUPPLIES 04/13/2018 04/24/2018 195.00 418 100.05.71.00.5701 Total BURTON & MAYER INC:359.65 COMPLETE OFFICE OF WIS 276287 1 Invoice SUPPLIES 03/14/2018 04/10/2018 8.72- 418 100.05.71.00.5701 290603 1 Invoice SUPPLIES 04/05/2018 04/24/2018 49.82 418 100.05.71.00.5701 Total COMPLETE OFFICE OF WIS:41.10 DEMCO EDUCATIONAL CORP 6341272 1 Invoice SUPPLIES 03/27/2018 04/24/2018 36.71 418 100.05.71.00.5701 6344402 1 Invoice SUPPLIES 03/30/2018 04/24/2018 8.55 418 100.05.71.00.5701 6344402 2 Invoice PROCESSING SUPPLIES 03/30/2018 04/24/2018 497.09 418 100.05.71.00.5702 Total DEMCO EDUCATIONAL CORP:542.35 ELLIOTS ACE HARDWARE 601005/041018 1 Invoice LIBRARY MAINT 03/31/2018 04/10/2018 120.63 418 100.05.71.00.5415 Total ELLIOTS ACE HARDWARE:120.63 FILTRATION CONCEPTS, INC 3325-168225 1 Invoice MAINTENANCE 03/22/2018 04/10/2018 336.12 418 100.05.71.00.5415 Total FILTRATION CONCEPTS, INC:336.12 FINDAWAY WORLD,LLC 248660 1 Invoice AV 03/23/2018 04/24/2018 343.94 418 100.05.71.02.5711 Total FINDAWAY WORLD,LLC:343.94 FIRST BUSINESS 3871/042418 1 Invoice PROGRAMMING 03/28/2018 04/24/2018 58.21 418 100.05.71.00.6062 3905/042418 1 Invoice PROGRAMMING 03/28/2018 04/24/2018 50.00 418 100.05.71.00.6062 FOL/3897/0424 1 Invoice MEMBERSHIP 03/28/2018 04/24/2018 141.00 418 100.05.71.00.5305 FOL/3897/0424 2 Invoice PROGRAMMING - FOL 03/28/2018 04/24/2018 29.73 418 100.05.71.00.6062 FOL/3897/0424 3 Invoice PRINT 03/28/2018 04/24/2018 73.56 418 100.05.71.01.5711 FOL/3897/0424 4 Invoice AV 03/28/2018 04/24/2018 44.92 418 100.05.71.02.5711 FOL/3913/0424 1 Invoice SUPPLIES 03/28/2018 04/24/2018 29.40- 418 100.05.71.00.5701 FOL/3913/0424 2 Invoice PROGRAMMING - FOL 03/28/2018 04/24/2018 17.75- 418 100.05.71.00.6062 FOL/3913/0424 3 Invoice PROGRAMMING 03/28/2018 04/24/2018 394.11 418 100.05.71.00.6062 FOL/3913/0424 4 Invoice MEMBERSHIP 03/28/2018 04/24/2018 132.00 418 100.05.71.00.5305 Total FIRST BUSINESS:876.38 GRAINGER 9730223972 1 Invoice MAINTENANCE 03/16/2018 04/10/2018 33.60 418 100.05.71.00.5415 Page 2 of 8 Financial Reports Packet Page 6 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 4/1/2018-4/30/2018 May 02, 2018 01:42PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total GRAINGER :33.60 INGERSOLL LIGHTING 117526 1 Invoice MAINTENANCE 03/15/2018 04/10/2018 60.00 418 100.05.71.00.5415 Total INGERSOLL LIGHTING:60.00 JAMES IMAGING SYSTEMS INC (lease) 355073404 1 Invoice LIBRARY EQUIPMENT 04/09/2018 04/24/2018 441.29 418 100.05.71.00.5401 Total JAMES IMAGING SYSTEMS INC (lease):441.29 JANI-KING INC- MILW REGION MIL04180158 3 Invoice CLEANING LIBRARY - APRIL 04/01/2018 04/10/2018 3,049.00 418 100.05.71.00.5835 Total JANI-KING INC- MILW REGION:3,049.00 KUJAWA ENTERPRISES INC. 115242 1 Invoice MAINTENANCE 04/02/2018 04/24/2018 61.00 418 100.05.71.00.5415 Total KUJAWA ENTERPRISES INC.:61.00 LIBRARY IDEAS 61332 1 Invoice AV 03/16/2018 04/10/2018 257.16 418 100.05.71.02.5711 Total LIBRARY IDEAS:257.16 MCKINLEY CUSTOM PRODUCTS, INC 69583 1 Invoice SUPPLIES 03/28/2018 04/10/2018 18.25 418 100.05.71.00.5701 69620 1 Invoice SUPPLIES 04/11/2018 04/24/2018 12.50 418 100.05.71.00.5701 Total MCKINLEY CUSTOM PRODUCTS, INC:30.75 MICROMARKETING LLC 713797 1 Invoice AV 03/29/2018 04/24/2018 90.00 418 100.05.71.02.5711 713849 1 Invoice AV 03/29/2018 04/24/2018 52.49 418 100.05.71.02.5711 Total MICROMARKETING LLC:142.49 MIDWEST TAPE 95921925 1 Invoice AV 03/17/2018 04/10/2018 37.79 418 100.05.71.02.5711 95964632 1 Invoice AV 04/02/2018 04/24/2018 35.69 418 100.05.71.02.5711 95989681 1 Invoice AV 04/09/2018 04/24/2018 173.20 418 100.05.71.02.5711 Total MIDWEST TAPE:246.68 PENGUIN RANDOM HOUSE LLC 1087304527 1 Invoice AV 03/26/2018 04/24/2018 140.00 418 100.05.71.02.5711 1087316200 1 Invoice AV 03/28/2018 04/24/2018 40.00 418 100.05.71.02.5711 1087447625 1 Invoice AV 04/04/2018 04/24/2018 45.00 418 100.05.71.02.5711 Total PENGUIN RANDOM HOUSE LLC:225.00 SAFEWAY PEST MANAGEMENT INC. 9092/042418 2 Invoice PEST CONTROL LIBRARY - MARC 04/11/2018 04/24/2018 30.00 418 100.05.71.00.5415 Page 3 of 8 Financial Reports Packet Page 7 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 4 Report dates: 4/1/2018-4/30/2018 May 02, 2018 01:42PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total SAFEWAY PEST MANAGEMENT INC.:30.00 SIEMENS INDUSTRY, INC. 5444966902 1 Invoice MAINTENANCE 03/30/2018 04/24/2018 1,817.00 418 100.05.71.00.5415 Total SIEMENS INDUSTRY, INC.:1,817.00 THE REESE GROUP, LLC TH042418-LIB 1 Invoice CHILDRENS REDESIGN 04/10/2018 04/24/2018 50,627.40 418 410.08.90.71.6508 Total THE REESE GROUP, LLC:50,627.40 TIME WARNER CABLE 063003301032 1 Invoice COMPUTER CHARGES 03/24/2018 04/24/2018 94.57 418 100.05.71.00.5505 Total TIME WARNER CABLE:94.57 U.S. CELLULAR 0241886380 7 Invoice MONTHLY CHARGE-LIBRARY 03/28/2018 04/24/2018 10.00 418 100.05.71.00.5602 Total U.S. CELLULAR:10.00 WAUKESHA COUNTY TREASURER 2018-0000018 1 Invoice CONFERENCES 03/30/2018 04/24/2018 45.42 418 100.05.71.00.5303 2018-0000020 1 Invoice ELECTRONIC 04/02/2018 04/24/2018 4,668.00 418 100.05.71.03.5711 Total WAUKESHA COUNTY TREASURER:4,713.42 WE ENERGIES 5499-564-961/ 1 Invoice LIBRARY - GAS 03/29/2018 04/10/2018 1,294.06 418 100.05.71.00.5910 5499-564-961/ 2 Invoice LIBRARY - ELECTRIC 03/29/2018 04/10/2018 3,662.86 418 100.05.71.00.5910 Total WE ENERGIES:4,956.92 Grand Totals: 86,951.13 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","4100890716500"-"4100890716599" Page 4 of 8 Financial Reports Packet Page 8 CITY OF MUSKEGO Budget Worksheet - Library Expenditures Current Year w/ Monthly Total Page: 1 Period: 04/18 May 02, 2018 01:18PM 2018-18 2018-18 2018-18 2018-18 % Actual Over / Adopted Amended 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 613,713.00 613,713.00 162,061.80 22,368.07 26.41% 451,651.20- 100.05.71.00.5102 OVERTIME 2,000.00 2,000.00 .00 .00 .00 2,000.00- 100.05.71.00.5201 FICA 48,484.00 48,484.00 12,785.30 1,822.16 26.37% 35,698.70- 100.05.71.00.5202 PENSION 39,332.00 39,332.00 10,088.35 1,390.09 25.65% 29,243.65- 100.05.71.00.5203 HEALTH 91,083.00 91,083.00 11,097.83 4,447.88 12.18% 79,985.17- 100.05.71.00.5204 LIFE 1,420.00 1,420.00 413.12 103.28 29.09% 1,006.88- 100.05.71.00.5205 FSA FEE EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5229 HEALTH INSURANCE ALLOWANCE 18,060.00 18,060.00 7,620.00 1,905.00 42.19% 10,440.00- 100.05.71.00.5302 MILEAGE 1,200.00 1,200.00 358.69 14.72 29.89% 841.31- 100.05.71.00.5303 CONFERENCES & TRAINING 3,500.00 3,500.00 216.42 45.42 6.18% 3,283.58- 100.05.71.00.5305 DUES & MEMBERSHIP 1,300.00 1,300.00 273.00 273.00 21.00% 1,027.00- 100.05.71.00.5401 LIBRARY EQUIPMENT 20,500.00 20,500.00 7,200.04 4,614.26 35.12% 13,299.96- 100.05.71.00.5415 MAINTENANCE OF BLDG & GROUNDS 36,700.00 36,700.00 13,683.14 2,458.35 37.28% 23,016.86- 100.05.71.00.5505 COMPUTER CHARGES 41,040.00 41,040.00 22,707.28 94.57 55.33% 18,332.72- 100.05.71.00.5602 TELEPHONE 300.00 300.00 40.00 10.00 13.33% 260.00- 100.05.71.00.5701 OFFICE SUPPLIES AND EXPENSES 8,000.00 8,000.00 2,175.48 447.36 27.19% 5,824.52- 100.05.71.00.5702 PROCESSING SUPPLIES 17,500.00 17,500.00 3,514.87 497.09 20.08% 13,985.13- 100.05.71.00.5703 HOUSEKEEPING SUPPLIES 3,800.00 3,800.00 260.76 .00 6.86% 3,539.24- 100.05.71.00.5740 LIBRARY GRANT EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5752 LIBRARY FRIENDS EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5774 LIBRARY REPLACEMENT 1,300.00 1,300.00 101.14 45.19 7.78% 1,198.86- 100.05.71.00.5835 HOUSEKEEPING SERVICES 38,000.00 38,000.00 12,196.00 3,049.00 32.09% 25,804.00- 100.05.71.00.5910 GAS & ELECTRIC 75,000.00 75,000.00 17,000.95 4,956.92 22.67% 57,999.05- 100.05.71.00.5915 SEWER & WATER 2,500.00 2,500.00 568.20 .00 22.73% 1,931.80- 100.05.71.00.6062 PROGRAMMING 6,000.00 6,000.00 3,325.81 514.30 55.43% 2,674.19- 100.05.71.01.5711 PRINT MATERIALS 115,000.00 115,000.00 29,991.73 9,606.24 26.08% 85,008.27- 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 11,711.19 5,044.03 23.42% 38,288.81- 100.05.71.03.5711 ELECTRONIC MATERIALS 16,000.00 16,000.00 12,474.00 4,668.00 77.96% 3,526.00- 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:1,251,732.00 1,251,732.00 341,865.10 68,374.93 27.31% 909,866.90- Page 5 of 8 Financial Reports Packet Page 9 CITY OF MUSKEGO Budget Worksheet - Library Revenues Current Year w/ Monthly Total Page: 1 Period: 04/18 May 02, 2018 01:28PM 2018-18 2018-18 2018-18 2018-18 % Actual Over / Adopted Amended 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 REVENUE .00 .00 .00 .00 .00 .00 100.05.71.00.4150 LIBRARY - SYSTEM, ETC 116,472.00 116,472.00 3,199.80 .00 2.75% 113,272.20- 100.05.71.00.4274 LIBRARY LOST AND DAMAGED 1,300.00 1,300.00 450.89 175.34 34.68% 849.11- 100.05.71.00.4313 LIBRARY FINES 17,000.00 17,000.00 4,774.32 955.07 28.08% 12,225.68- 100.05.71.00.4314 LIBRARY TAXABLE REVENUE 9,000.00 9,000.00 3,221.76 797.00 35.80% 5,778.24- 100.05.71.00.4542 LIBRARY PHONE USE .00 .00 .00 .00 .00 .00 100.05.71.00.4544 ROOM RENTAL 1,000.00 1,000.00 368.75 18.75 36.88% 631.25- 100.05.71.00.4551 SALE OF F/A - COMPUTERS .00 .00 .00 .00 .00 .00 100.05.71.00.4552 LIBRARY FRIENDS REVENUE .00 .00 2,680.86 357.52 .00 2,680.86 Total LIBRARY DEPARTMENT:144,772.00 144,772.00 14,696.38 2,303.68 10.15% 130,075.62- Page 6 of 8 Financial Reports Packet Page 10 CITY OF MUSKEGO BALANCE SHEET APRIL 30, 2018 FEDERATED LIBRARY SYSTEM FUND ASSETS 503.00.00.00.1001 EQUITY IN POOLED CASH 125,741.90 TOTAL ASSETS 125,741.90 LIABILITIES AND EQUITY FUND EQUITY 503.00.00.00.3510 FUND BALANCE-RESERVED 14,784.97 503.00.00.00.3520 FUND BAL-UNRESERVED UNDESIGNAT 107,712.93 REVENUE OVER EXPENDITURES - YTD 3,244.00 TOTAL FUND EQUITY 125,741.90 TOTAL LIABILITIES AND EQUITY 125,741.90 Page 7 of 8 Financial Reports Packet Page 11 CITY OF MUSKEGO BALANCE SHEET APRIL 30, 2018 LIBRARY EXPANSION TRUST FUND ASSETS 502.00.00.00.1001 EQUITY IN POOLED CASH ( 32,897.00) 502.00.00.00.1011 CASH IN BANK- LIBRARY-1B 12,848.39 502.00.00.00.1105 LIBRARY INVESTMENTS 43,836.93 TOTAL ASSETS 23,788.32 LIABILITIES AND EQUITY FUND EQUITY 502.00.00.00.3501 FUND BALANCE-RESERVED 61,692.95 502.00.00.00.3520 FUND BAL-UNRESERVED UNDESIGNAT ( 38,004.86) REVENUE OVER EXPENDITURES - YTD 100.23 TOTAL FUND EQUITY 23,788.32 TOTAL LIABILITIES AND EQUITY 23,788.32 Page 8 of 8 Financial Reports Packet Page 12 Director’s Report May 15th, 2018 1. Adult Services Update (from Elke Saylor, Head of Reference and Samantha Quail, Adult Services Librarian): The adult services staff is busy managing a variety of programs this month ranging from craft to gardening and photography classes. The new AV equipment in Room 4 is getting lots of use and earning rave reviews! Elke is working on a detailed logistical plan for moving the children’s collection into its new home as efficiently as possible. Sam and Brittany are working to resolve technical issues with our circulating hotspots: out of the five devices, three have been returned with swollen lithium ion batteries, a hazard that could in rare instances lead to fires. The company is assessing the cause of this malfunction and for the time being we have pulled our hotspots from circulation. 2. Children’s Update (from Abby Bussen, Children’s Librarian): Preparation for the Summer Reading Program is in full swing! Abby, Jane, and Heather are visiting the local schools during the day, and taking part in after school events like Kindergarten Splash and school mixers to advertise the library and summer reading program. We registered 30 new children for cards at one event! RoboClub has had over 160 children and parents attend over three sessions in March and April. We’ve also held two Build It and Lego programs in April and May to encourage STEAM concepts By the next Board report, the new Children’s Area will be open. We can’t wait! 3. Young Adult Update (from Amanda Hyland, Young Adult Librarian): This past month Amanda has worked on creating marketing materials for several upcoming events including Jammin’ On Janesville, the Summer Reading Program, 500 Books Before 15, and the Friends of the Library’s 2018 Annual Craft Beer and Wine Festival. She recently attended WAPL, and attended sessions focusing on marketing, apps, and teen programs. Amanda is going to talk to the city's IT department about possibly marketing the library on Nextdoor.com and Instagram. The teen programs for April included an Anime Contest, and Level Up Gaming at the Library. 4. Children’s Area Update: Painting has begun in the Maker Space and Story Time room. The cloud ceiling system is being dry walled and prepped for painting. The large sign will be started soon (so extra tarping has been set up). Staff is working now to measure the collection and organize the move back into the space. The project remains on schedule and within budget. The furniture delivery and collection move will take place May 29th and May 30th (with the Page 1 of 3 May '18 Director's Report Packet Page 13 library being closed on these dates). Advertising of these closure dates has begun. 5. Other Updates: a. The Library is ready for another exciting Jammin event on June 1st. To boost visibility, we have advertised on the Chamber of Commerce’s marketing map, have it listed on our June calendar of events, and will promote on Facebook. We will also have an outdoor sign to clearly denote the library sponsorship of the space and staff will wear the Library Summer Reading t-shirts and name tags. b. The Woman’s Club held an event at the Library on May 2nd to present their donation of $15,208 for the Children’s Story Time room! c. The Lion’s Club donated $3,000.00 to the Library for a Smart Board for the Story Time room! d. Coming up (Strategic Planning Committee): schedule 2019 capital budget discussions before July 17th 2019 Action Plan discussions TBD. e. Coming up (Full Board): June 19th Meeting (2019 operating budget discussions), July 17th Meeting (2019 Operating Budget and Capital Budget approval vote), August 21st Meeting (Exemption from County Levy). 6. Continuing Education: In May Andrea Herber and Jean Satorius attended a library security workshop. Brittany Larson and Amanda Hyland attended the Wisconsin Association of Public Libraries conference (WAPL). Page 2 of 3 May '18 Director's Report Packet Page 14 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL APR YTD Checkouts 2017 23,280 22,488 25,479 22,564 21,917 28,959 29,044 25,946 20,266 22,451 20,987 16,966 280,347 93,811 2018 23,110 21,362 23,503 23,882 91,857 91,857 % Change -0.7%-5.0%-7.8%5.8%-2.1% eBook Checkouts 2017 1,654 1,453 1,774 1,700 1,568 1,683 1,717 1,729 1,654 1,669 1,507 1,592 19,700 6,581 2018 1,889 1,798 1,997 1,906 7,590 7,590 % Change 14.2%23.7%12.6%12.1%15.3% Self-Service Transaction Percentage of Total Circ (Self-check, Online Renewals, and eBook Checkouts/Checkouts and eBook Checkouts) 2017 56.4%56.5%57.3%59.4%57.7%51.7%59.1%55.7%60.0%59.1%58.6%66.8%57.1%57.4% 2018 56.9%57.3%60.1%61.3%58.9%58.9% Library Visits 2017 10,901 11,146 13,100 10,339 10,600 14,598 13,934 12,585 9,812 10,788 9,897 7,786 135,486 45,486 2018 10,641 11,097 11,784 11,417 44,938 44,938 % Change -2.4%-0.4%-10.0%10.4%-1.2% Reference Transactions 2017 1,224 1,237 1,425 1,080 1,133 992 1,077 1,206 874 1,064 979 932 13,223 4,966 2018 1,387 1,249 1,407 1,362 5,405 5,405 % Change 13.3%1.0%-1.3%26.1%8.8% Meeting Room Use 2017 88 96 99 76 88 69 76 84 79 87 85 68 995 359 2018 101 93 102 95 391 391 % Change 14.8%-3.1%3.0%25.0%8.9% Monthly Statistics for Muskego Public Library 2018 Page 3 of 3 May '18 Director's Report Packet Page 15 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 Page 1 of 4 Developing the Library Budget Packet Page 16 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. Page 2 of 4 Developing the Library Budget Packet Page 17 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. Page 3 of 4 Developing the Library Budget Packet Page 18 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 Page 4 of 4 Developing the Library Budget Packet Page 19 Page 1 of 2 Impact Equipment Lease Agreement Packet Page 20 Page 2 of 2 Impact Equipment Lease Agreement Packet Page 21