HomeMy WebLinkAbout20043383.tiff AGENDA
WELD LIBRARY DISTRICT
BOARD OF TRUSTEES
MONDAY, OCTOBER 11, 2004
FARR BRANCH LIBRARY,NORTH MEETING ROOM
1939 615T AVENUE, GREELEY, COLORADO
4:45 P.M.
REGULAR MEETING
AGENDA
1.0 OPENING OF MEETING
1.1 Roll Call
1.2 Adoption of Agenda
1.3 Adoption of Minutes
1.4 Citizens Communications
2.0 FINANCIAL REPORT
3.0 FOUNDATION REPORT
4.0 PRESIDENT'S REPORT
4.1 Colorado Association of Libraries Conference
4.2 Board composition discussion
5.0 EXECUTIVE DIRECTOR'S REPORT
5.1 Activities Report
5.2 Quarterly Statistics
6.0 PROPOSED 2005 BUDGET-DISCUSSION
7.0 FACILITIES PLAN TASK FORCE (Action required)
7.1 Amendment to Task Force structure
7.2 Ratify Task Force members
8.0 ADJOURNMENT
Please do not remove from display. Agenda must remain posted until 10/11/2004
2004-3383
// - .2-2 -Or
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE SPECIAL MEETING, SEPTEMBER 27,2004
President Brian Larson called the meeting to order at 4:50 pm in the meeting room of the Farr
Branch Library, Greeley, Colorado.
PRESENT: Brian Larson, President; Margery Curtiss, Vice-president; Nomie Ketterling,
Secretary; Ron Baker, Trustee; Janine Freeman, Trustee; Janine Reid, Executive
Director; Beth Hager, Associate Director; Cindy Osborne, Centennial Park Branch
Manager; Shirley Quinn, Finance Manager; Bob Arellano, District Maintenance
Supervisor.
ABSENT: Rosalie Martinez, Trustee; Ray Peterson, Trustee.
AGENDA: Marge made the motion to accept the agenda and Ron seconded. The motion passed
unanimously by the trustees in attendance.
CITIZEN COMMUNICATIONS: None
HVAC IMPROVEMENTS TO CENTENNIAL PARK(Action Required)
Since the completed renovations at Centennial Park, we have been trying to find a way to better
heat and cool the front portion of the building including Circulation, the meeting room and
Children's. After having engineers assess the situation, it was determined that a new unit is needed.
Bids were taken and Dalco Heating and Air Conditioning in Denver provided a significantly lower
bid between $27,000 and $31,000. The project may approach the higher end depending on the ease
of tying the software into the new unit. Bob has already checked their references. Eckstine Electric
submitted a $5,617 bid for the associated electrical work. This project was not anticipated and,
therefore, not included in the 2004 budget. The Board is being asked to approve the addition to the
2004 budget and to approve the use of the $100,000 contingency fund that was built into the budget
to take care of unforeseen expenses.
The question was asked whether there was any liability to the engineers for the installation of the
insufficient original unit. The answer is no because the current unit met the minimum criteria for
the building. Independent engineers were hired and agreed that the current system is undersized
and not able to handle the front areas in the building. The thermostat now sits behind the circulation
area and isn't able to register the temperatures in the meeting room or Children's area. As a result,
a decision was made to add one five-ton unit and one three-ton unit. Warranties on the new units
are one year for parts and five years for compressors. Expected maximum cost is $27,957 including
the gas line, but there is possibility of additional unforeseen costs. The architects have agreed to
pay for the additional drawings and the WLD will pay for the units. The project is expected to be
completed in about five weeks.
Janine Freeman made a motion to approve the bid to add additional air conditioning/heating to
Centennial Park and Marge seconded. The motion passed unanimously in a roll call vote.
The Board thanked Beth for stepping into the role of Interim Executive Director after Steve's
departure. She told the Trustees that she had enjoyed working directly with them and thanked them.
_e of 2
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE SPECIAL MEETING, SEPTEMBER 27, 2004
COURIER AGREEMENT BETWEEN WELD LIBRARY DISTRICT AND HIGH PLAINS
REGIONAL LIBRARY SERVICE SYSTEM (ACTION NEEDED)
Beth reminded the Board that in a recent Board meeting they had discussed handling the
distribution of money for the High Plains Courier. At the time it did not appear that the Board
needed to take action on this item. However, the auditor from Anderson and Whitney has informed
management that the Board needs to approve the creation of a five-year flow-through account to
distribute High Plain's monies to High Plains' courier members. Nomie made a motion to approve
the distribution of High Plains' monies and Marge seconded. The motion passed unanimously.
The Board welcomed Janine Reid to her position as Executive Director. Janine told the Board that
she was ready to take on the challenges of Executive Director of the Weld Library District.
ADJOURNMENT
Nomie made the motion to adjourn the meeting and Ron seconded. The meeting adjourned at 5:15
p.m.
'ac 2 o€`2.
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE REGULAR MEETING,AUGUST 16, 2004
President Brian Larson called the meeting to order at 4:48 pm in the meeting mom of the Fan
Branch Library, Greeley, Colorado.
PRESENT: Brian Larson, President; Margery Curtiss, Vice-president; Nomie Ketterling,
Secretary; Ron Baker, Trustee; Ray Peterson, Trustee; Rosalie Martinez, Trustee;
Janine Freeman, Trustee; Beth Hager, Interim Executive Director; Cindy
Osborne, Centennial Park Branch Manager; Kari Baumann, Farr Branch
Manager; Charlene Parker, Lincoln Park Branch Manager; Shirley Quinn,
Finance Manager; Kelli Johnson, Public Information Coordinator; Maggie
Witwer, IT Manager; Jennifer Hottinger, HR Manager; Luba Sawczyn,
Collection Development Manager; Eric Petersen, Tech Services Manager; Nancy
D'Albergaria, Development Coordinator; Marsha Moore-Jazayeri; Diane Tanner;
Kristie Wilson; Leslie Wilber, Erie Review; Hazel Gibson, League of Women
Voters; Jacque McConnell, Town of Frederick; Jesse Fanciulli, Greeley Tribune;
Steve Pauken, Frederick Town Administrator; Pat Kelley, Frederick.
ABSENT: None
AGENDA: Item 1.5, Correspondence was added to the agenda. Ray made the motion to
accept the agenda as amended and Marge seconded. The motion passed
unanimously.
MINUTES: Ron made the motion to accept the minutes of the July 19 regular meeting as
typed and Rosalie seconded. The motion passed unanimously.
CITIZEN COMMUNICATIONS
Steve Pauken, Frederick Town Administrator, presented information to the Board
concerning Frederick's desire to keep the Carbon Valley Branch Library. The town has
identified property on which a larger branch could be built. Nomie asked if the property
would be owned by the town of Frederick and the library owned by the District. Mr.
Paulken said he would get an answer to that question and communicate it to Beth.
Pat Kelley, a citizen of Frederick, commended the Board for their efforts on the facilities
study. He made four requests of the Board:
1. That 25 copies of the facilities study be made for the administration and citizens
of Frederick.
2. That several Board members appear in a meeting with the Frederick mayor and
that this meeting be published in their local paper.
3. That the Board address the$7 million budget and how this would be allocated to
Frederick during the next few years.
4. That Frederick is taxed without representation on the Board of Trustees.
Beth responded to the first request by saying that the Facilities Study will be posted on
the District's website and that one copy will be sent to each town. Additional copies can
,'arc7. Qt6
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE REGULAR MEETING, AUGUST 16,2004
be made from the WLD website. In response to his last request, Beth said that the bylaws
specify a five to seven member board and the at-large position may represent the
Frederick area.
CORRESPONDENCE
A letter from the town of Frederick was entered into Correspondence. It detailed the
information presented earlier by Steve Pauken during the Citizen Comments portion of
the meeting. Beth received a letter from Mead in which they corrected their projected
population from 4,000 to 10,000 inhabitants within ten years. The information in the
Facilities Study reports the projected population at 4,000. The Board decided to enter the
letter into Correspondence and discuss the impact when they take receipt of the Facilities
Master Plan later during the meeting.
EXECUTIVE DIRECTOR HIRING
Adjourn to Executive Session to discuss personnel matters pursuant to CRS 24-6-
402(4)(t)
Rosalie made the motion to adjourn to executive session and Ray seconded. The
motion passed unanimously. The regular session adjourned at 5:05 p.m.
Reconvene regular session
The regular session reconvened at 5:32 p.m.
Announce decision to hire Executive Director
Rosalie made a motion to approve the employment of Janine Reid as the new
Weld Library District Executive Director. Ray seconded the motion. The motion
passed unanimously in a roll call vote
In further discussion, Marge said that the Board had interviewed two strong
candidates the previous week but they felt that Janine Reid had extensive
experience and was competent in sitting on statewide committees. She brings a
larger overview to the District. She has experience in forming a district and
constructing new facilities. Beth agreed that she brings strong statewide
involvement to the Weld Library District.
Brian explained that the hiring process involved each candidate spending a full
day with the District. Each candidate made a presentation on the Value of
Libraries in which they spoke to the staff as if they were a community group.
Each of the candidates had an interview with the Board of Trustees and members
of the selection committee. Throughout the process the trustees and committee
had lengthy discussions with the candidates. Ray agreed that Janine's experience
in building and innovative fund raising is exciting for the District.
Ray made a motion to offer an annual salary to Janine Reid set at $91,000. Marge
seconded the motion.
'ac! 2 o
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE REGULAR MEETING, AUGUST 16, 2004
In further discussion, Ray said that there was extensive study and review of what
executive directors are paid across the state in districts the size of Weld Library
District. Janine's experience, training and degrees are considerable, and a salary
was set for the quality of her background and leadership. Marge said that the
Board looked at the internal integrity of the salary schedule to determine where to
place the executive director. This position guides the organization and, as such,
demands substantial compensation. Ron agreed that the District must be
competitive to retain quality staff.
Brian thanked Jennifer Hottinger, HR Manager, for compiling data to keep the
District competitive in the industry. He continued that it's important to recognize
that the executive director is much like the CEO of a corporation.
A roll call vote was taken and the motion passed five to two in favor of an annual
salary of $91,000. Dissenting votes were cast by Nomie Ketterling and Janine
Freeman.
FINANCIAL REPORT
Ron, a member of the Finance Conunittee, said that there was not much to review in the
July financial statements. He reported that "Salaries and Benefits" is below budget.
"Janitorial Supplies" is over budget and will finish the year as such. "Water and Sewer"
is expected to end the year over budget. "Electricity" is under budget and "Repairs and
Maintenance" is on target for the year.
Beth reported that management is considering outsourcing payroll. ADP is a national
payroll preparation firm that is being considered. She said that it could provide the
District with savings and better reporting and scheduling capabilities. Their payroll
system is computerized, unlike the manual system the District now uses to process
payroll for 130 employees. Also, ADP is a more direct reporting payroll system.
PRESIDENT'S REPORT
Julie Boucher Award
Brian read a letter received from the CAL organization awarding the Board of
Trustees with the Julie Boucher Award, an award which "recognizes an individual
or organization in the library community that actively promotes intellectual
freedom in Colorado." The award will be presented on October 23, 2004, at the
CAL conference to our Board of Trustees for their strength and thoughtfulness
when addressing requests for reconsideration. The award is not always presented
annually and the Trustees and District should be proud of the recognition.
Executive Director Search
Brian expressed thanks to the people who worked diligently to select the new
executive director. The members of the Selection Committee Ron Baker, Trustee;
Nomie Ketterling, Trustee; Marge Curtiss, Trustee; Rosalie Martinez, Trustee;
1''ige . ,41 6
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE REGULAR MEETING, AUGUST 16,2004
Dianne Tanner and Eric Petersen, WLD employees; and Pat Betz, Director of
Glenn A. Jones, M.D. Memorial Library in Johnstown reviewed applications and
conducted preliminary interviews. Trustees Ray Peterson, Janine Freeman and
Board President, Brian Larson joined the committee to participate in the interview
process. Ron expressed thanks to Jennifer Hottinger who provided valuable input
to the committee and Board during the hiring process.
INTERIM EXECUTIVE DIRECTOR'S REPORT
Activities Report
Beth asked the Trustees if they had any questions concerning the July Activities
Report. She reminded the Trustees that the report is put together by the
management staff to keep them informed of the activities at the libraries.
Strategic Plan update on Services
Beth reported that the Board of Trustees and management staff of the District
joined in a work session facilitated by June Garcia in July. The group discussed
services and services priorities. They identified the highest priority services and
created five goals. The management team will develop objectives and activities
supporting the goals. The process has been extended into mid November. Beth
said the 2005 budget will be presented with these goals in mind but they will not
be directly tied to the 2005 budget. Management will keep the Board informed
about the process.
Migration to Horizon ILS
Maggie reported that she has signed off on the database. Eric Petersen helped her
with much of the work. There will be tweaks and changes as the process
continues. Over the next four weeks staff will be training on a training server.
Cindy Osborne has been arranging the staff training. Cameron Duff, Terry
Graves, Mike Grace and Mike Barger have provided additional help in setting up
the database. Maggie traveled to Provo to participate in additional training.
Beth thanked Maggie for taking the District through the project to a comfortable
place in the transition. Rosalie said that sharing in this new database is one of the
advantages of being a part of the Weld Library District.
FACILITIES MASTER PLAN 2004-2014
Receipt of final plan
Brian suggested making the letter from Mead a part of the Facilities Master Plan.
Nomie noted that the information in the letter is valuable but it's only a
projection. As such, it should not be a part of the report, but made a part of the
minutes instead. Rosalie suggested making an active file with all corrections and
additions that could be referred to when using the study. Brian agreed that the
letter would become a part of today's minutes. He said that the study is
supplemental information to the three Facility policies that were adopted in July.
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE REGULAR MEETING, AUGUST 16, 2004
Nomie made the motion to receive the Facilities Master Plan report from
Dubberly Garcia. Janine seconded. The motion passed unanimously in a roll call
vote.
Discussion of next steps
Brian said that with the report and adopted polices in place, the District can begin
to move fairly rapidly. He suggested creating a task force of five members to
come up with recommendations for District administration and the Board. The
taskforce would be made up of one board member, three members of the public in
the southwest part of the District and one Foundation Board member. The
taskforce would work with the Executive Director to explore solutions for
providing services to the southwest portion of the District by January 30, 2005.
The Board will appoint the members of the task force from a list of names
recommended by the communities in the southwest District. These members
should have expertise in building, funding and developing the partnerships
between the communities and the District.
Ron suggested that the Executive Director be an ex-officio of the task force.
Beth said the reason for the January 30, 2005, deadline was because the
communities expected to have a building built as a result of this study. Although
this is not a part of what Garcia does, the communities are ready to go. Carbon
Valley has a difficult time providing services to this growing area of the District.
Marge said that the Foundation is interested in funding the building and has
contacted an individual from Firestone who may be appointed to the Foundation
Board by next week.
Ray thought it seemed like a tight time line. Rosalie agreed. The new Executive
Director will not be here until September 27, 2004, and she may have a lot to
offer in the funding options. Brian suggested asking the task force for
recommendations approximately six months from the date that Janine arrives.
Marge asked about expenses incurred by the task force members. Beth said that
there are funds for travel expenses for the Executive Director. The Finance
Committee can review the budget and report on the availability of funds.
Marge made the motion to establish a five member task force to assist the
Executive Director regarding the facilities plan. Rosalie seconded. The motion
passed unanimously. Ray Peterson will head the task force.
After a phone call contact with Janine Reid, Brian reported that she accepted the
executive director position and annual salary.
WELD LIBRARY DISTRICT BOARD
MINUTES OF THE REGULAR MEETING,AUGUST 16, 2004
ADJOURNMENT
Janine made the motion to adjourn the meeting and Nomie seconded. The motion passed
unanimously. The meeting adjourned at 6:30 p.m.
(±4: 6 016
ote
1
Comniitted to E)cceilence
2005 Proposed Budget
1939 61n Avenue
Greeley, Colorado 80634
www.weid.lib.co.us
WELD LIBRARY DISTRICT
REVENUE ESTIMATE 2005
TAXES
Property Taxes 7,004,605 7,101,928 8,599,424
Delinquent Taxes
Specific Ownership Taxes 797,454 814,151 857,839
TOTAL TAXES 7,802,059 7,916,079 9,457,263
OTHER REVENUE
Charge for Services 17,033 21,000 22,000
Intergovernmental Revenue - - -
Fines, & Fees 62,141 60,000 75,000
Earnings on Investments 87,666 122,000 177,100
Donations 3,519 - 4,000
Grants 14,710 - 15,000
Contributions- In Kind 113,750 - 113,750
Miscellaneous 10,643 500 -
TOTAL MISCELLANEOUS 309,462 203,500 406,850
TOTAL REVENUE 8,111,521 8,119,579 9,864,113
10/5/2004 11:11 AM 2005RevenueEstimate
General Fund
Weld Library District
FY 2005
ESTIMATED RESOURCES
Beginning Fund Balance 7,865,880 7,118,223 6,708,258
Estimated Revenue
Property Tax 7,004,605 7,101,928 8,599,424
Other Revenue 797,454 1,017,651 1,264,689
TOTAL AVAILABLE RESOURCES 15,667,939 15,237,802 16,572,371
ESTIMATED EXPENDITURES
Total Operating Expenses 6,635,854 5,782,891 6,402,213
Capital Outlay 1,037,102 2,325,624 1,342,785
Grants-In-Aid
Northern Plains 138,028 150,916 158,659
Eaton 170,773 177,810 206,971
Ft. Lupton 391,373 368,042 514,590 2,003 1,186,222
Hudson 113,045 108,729 137,835 2,004 1,143,248
Johnstown 144,081 145,349 182,583 2,005 1,489,784
Platteville 228,923 192,402 289,146
TOTAL EXPENDITURES 8,859,178 9,251,763 9,234,782
ENDING FUND BALANCE
Operating Reserve 1,408,574 1,445,723 1,600,553
Emergency Reserve 237,482 237,482 283,718
Capital Improvement Reserve 1,000,000 1,103,318
Library Materials Reserve 583,333 350,000
Capital Reserve 5,472,167 2,700,287 4,000,000
TOTAL ENDING FUND BALANCE 7,118,223 5,986,039 7,337,589
10/5/2004 11:11 AM 2005RevenueEstimate
WELD LIBRARY DISTRICT
EXPENDITURES
FY 2005
NOTES
OPERATING
Salaries and Fringe Benefits 3,274,977 3,931,615 4,226,131
Bank Fees 2,194 3,000 2,640
Minor Equipment 21,523 23,711 29,309
Jant.Supplies 11,287 10,165 15,684
Operating Supplies 63,509 83,141 86,009
Technical processing supplies 44,354 37,196 27,631
Postage 24,088 24,721 25,087
Printing 28,728 34,439 34,941
Memberships 8,175 9,560 9,160
Public Relations 25,041 56,995 55,439
Programs 22,230 39,963 39,253
Elec.-Utilities 84,284 88,227 104,300
Water&Sewer 6,198 4,600 7,200
Gas 21,231 41,879 34,900
Phones 35,265 71,967 89,695
Disposal Services 2,684 3,360 4,727
High Plains RLSS agreement - - 7,500
Professional Contracts 120,761 165,795 213,506
Gasoline Motor Oil,Lubricants 5,107 7,000 7,000
Repair maint.-bldg 29,841 23,680 30,784
Repair maint-vehicle 20,376 14,000 19,600
Repair maint.- office equip. 12,960 13,810 10,760
Repair maint:computer - 5,275 9,125
Repair maint.-on-line comp 30,872 44,262 45,159
Repair maint:other equip. 8,732 11,105 9,445
Tuition reimbursement 16,327 25,000 20,000
Local travel&mileage 7,664 14,981 15,042
Staff Development - - 33,500
Out of town travel 5,198 25,908 12,980
Conferences&meetings 43,187 65,190 35,680
Treasurer's fee 105,347 106,482 129,070
Books 1,111,367 500,067 544,499
Newspapers/periodicals. 24,215 35,900 38,800
Cassettes 23,528 21,600 22,248
Audiovisual 710 -Compact discs 26,912 31,500 32,535
CD databases 111,335 109,173 112,448
Microfilm 344 100 100
Software 23,309 25,074 38,849
Video 32,268 27,500 28,325
Other expense 1,105 1,750 5,810
Insurance 40,400 43,000 68,154
Rent Contribvution-in-kind 113,750 - 113,750
Equipment rentals 46 200 5,438
TOTAL OPERATING 5,591,427 5,782,891 6,402,213
CAPITAL OUTLAY
Lease 1,003,149 1,005,543 1,006,870
Contingency 41,278 100,000 50,000
Equipment/fum over$500 207,592 30,824 26,865
Computer equip. 63,990 50,850 31,200
Improvements to bidgs 765,520 781,207 -
Capital Improvement Equipment - 357,200 227,850
TOTAL CAPITAL OUTLAY 2,081,529 2,325,624 1,342,785
Distribution to Member Libraries 1,186,222 1,143,248 1,489,784
TOTAL DIST TO MEMBER LIBRARIES 1,186,222 1,143,248 1,489,784
TOTAL EXPENDITURES 8,859,178 9,251,763 9,234,782
10/5/2004 11:18 AM 2005RevenueEstimate
Weld Library District
2005 Budget
Notes
1. Salaries include a 4.5% increase through the merit system,and an estimated
15% increase in health insurance. The District will also add 3.53 FTE's of
staff.
Merit Increase
Salary increases will range from 0% to 6.0% based on merit. The overall
increase to the salary budget will be held to 4.5%.
New Staff
Public Info 1 Admin Asst 10 Add'I Hrs/Wk
Collection Develop 1 Librarian 20
Farr 1 Reference Librarian 20
CP 1 YA Library Assistant 20
1 Circ Asst 16
1 Circ Asst 16
1 Page 10
1 Children's Library Asst 24
CV 1 Library Asst 5
2. Capital Improvements include $227,850 for the replacement of existing
computer equipment nearing obsolescence.
20
Capital Improvement Plan
Location/item Description 2005 2006 2007 2008 2009
Replace ILS Library System - •
Replace desktop computers 9,000 12,000 22,500 6,000 26,400
Replace laptop computers 6,000 13,500 7,000 24,000 16,000
Replace finance server 8,000
Replace Webserver 12,000
Replace NEC NEAXMail 10,000
Replace PDC/Exchange Server 8,000
Replace NAS server 12,000
Replace Telecirc server 10,000 22,000
Replace Horizon 250,000
Replace HIP Server 12,000
Replace NAT/Proxy server 12,000
Replace Web Reporter Server 12,000
Replace Cicso Routers 10,000 10,000
Replace Cicso PIX Firewall 15,000
Replace NEC PIX 55,000
Replace B&W LaserJet Printers 7,000 1,750 8,000 10,000 11,000
Replace Color LaserJet Printers 7,000
Replace Inkjet printers 2,500
Total 32,000 63,250 69,000 158,000 325,400
Replace Public desktop computers 88,500 5,250 3,500 8,000 132,000
Replace Staff desktop computers 24,000 2,500 27,000 59,400
Replace laptops 3,000
Replace ISA server
Replace RapidCirc SelfCheck 60,000
Replace Network Switches 12,000
Replace Staff B&W LaserJet Printers 1,750 8,000 4,000 4,000
Replace Public B&W LaserJet Printers 8,000 16,000
Replace Public color LaserJet Printers 3,000 6,000
Replace Staff Inkjet Printers 1,200 1,200 1,200 2,500
Total 115,450 88,250 18,200 40,200 219,900
Asphalt Overlay on Parking lot 27,000
Replace Public desktop computers 64,750 10,500 8,000
Replace Staff desktop computers 4,500 30,000 12,000 9,900
Replace Staff laptop computers 3,000 3,000 8,000 4,000
Replace Staff server(NAS) 8,000 12,000
Replace RapidCirc SelfCheck 30,000
Replace Cisco Router 8,000
Replace Network Switches 12,000
Replace NEC PBX 35,000
Replace Staff B&W LaserJet Printers 1,750 3,500 2,200
Replace Staff Inkjets 1,200
Replace Public B&W LaserJet Printers 4,000
Replace Public color LaserJet Printers 7,000
Total 17,250 132,450 41,500 75,000 16,100
Capital Improvement Plan
Location/Item Description 2005 2006 2007 2008 2009
Van for Outreach Program
Renovation of Museum Space 40,000
Purchase of RapidCirc Self Check machine
Replace Public desktop computers 27,000 19,250 40,000 39,600
Replace Staff desktop computers 3,000 10,000 7,500 15,000 6,600
Replace Staff server 6,000 10,000
Replace Cisco Router 12,000
Replace Network Switches 1,000 6,000
Replace NEC phone system 35,000
Replace lab projector 2,500 3,000
Replace B&W LaserJet Printers 3,500 4,000
Replace color LaserJet Printers 3,500
Replace Inkjet Printers 2,400
Total 45,400 69,250 11,000 80,000 91,200
Replace Air conditioners 5,000
Replace Public desktop computers 5,250 12,000
Replace Staff desktop computers 3,000 4,000 2,500 6,600
Replace Staff laptop computers 3,000
Replace Staff server 10,000
Replace Cisco Router 12,000
Replace Network Switches 3,000 6,000
Replace B&W LaserJet Printers 1,750 2,500
Replace color LaserJet Printers 3,500
Replace Inkjet Printers 1,250
Total 7,750 9,250 10,250 36,500 12,600
New Bookmobile to replace 1989 GMC 130,000
Replace Staff desktop computers 10,000
Replace Staff laptop computers 6,000 12,000 6,000 12,000 8,000
Replace Satellite Systems 40,000
Replace In-coach Equipment 4,000 8,000 12,000
Replace B&W Laserjet printers 2,400
Replace color LaserJet Printers 3,500
Total 10,000 22,000 189,900 12,000 20,000
WELD LIBRARY DISTRICT
STATEMENT OF REVENUES,EXPENDITURES AND CHANGES IN FUND BALANCE
AND PROJECTED ENDING FUND BALANCE
BUDGET AND ACTUAL—GENERAL FUND
For the Period Ended August 31,2004
General Fund
Revenues/ YTD Total
Expenditures Revenues/ Projected Projected Variance
Year to Expenditures thru Revenues/ Favorable %of Annual
Date %of Budget Year-end Expenditures Budget (Unfavorable) Budget
REVENUES
General property taxes $6,946,583 97.81% 152,504 7,099,087 7,101,928 (2,841) 99.96%
Specific ownership taxes 629,053 77.26% 288,000 917,053 814,151 102,902 112.64%
Copier usage 15,671 74.62% 7,220 22,891 21,000 1,891 109.00%
Earnings on investments 55,156 45.21% 50,000 105,156 122,000 (16,844) 86.19%
Fines and forfeitures 48,837 81.40% 28,000 76,837 60,000 16,837 128.06%
Funds from WLD Friends 8,093 0 8,093 0 8,093
Grant revenue 9,241 7,236 0 7,236
Other income 3,254 650.87% 300 3,554 500 3,054 710.87%
Total revenues 7,715,889 526,024 8,239,908 8,119,579 120,329
EXPENDITURES
Salaries,wages and benefits 2,393,939 60.89% 1,420,216 3,814,155 3,931,615 117,460 97.01%
Tax Distribution to Member Libraries 1,143,248 100.00% 0 1,143,248 1,143,248 (0) 100.00%
Bank Fees 1,422 47.41% 540 1,962 3,000 1,038 65.41%
Minor Equipment 10,982 46.32% 7,000 17,982 23,711 5,729 75.84%
Friends-Reimbursed Expenses 2,564 2,564 5,128 0
5th in. Connected Grant 804
O.eratin.su..lies 39,092 ;1 . 47.02% 29,472 68,564 83,141 14,577 82.47%
Postage 16,782 67.89% 12,000 28,782 24,721 (4,061) 116.43%
Printing 20,684 60.06% 13,755 34,439 34,439 0 100.00%
Memberships 5,442 56.92% 3,500 8,942 9,560 618 93.54%
Public relations 26,499 46.49% 24,000 50,499 56,995 6,496 88.60%
Programs 20,117 50.34% 9,060 29,177 39,963 10,786 73.01%
Electric 48,003 54.41% 38,404 86,407 88,227 1,820 97.94%
Gas 11,618
6 8 6174 27,895 39,513 41,879 2,366 94.35%
Telephone 78.82% 27,89 0 76,728 71,967 (4,761) 106.62%
Disposal Services 1,925 57.30% 1,024 2,949 3,360 411 87.78%
Professional services 100,337 60.52% 49,192 149,529 165,795 16,266 90.19%
Gas,Motor Oil,Lubricants 3,182 45.46% 1,340 4,522 7,000 2,478 64.61%
Repair and maintenance-building 13,803 58.29% 4,000 17,803 23,680 5,877 75.18%
Repair and maintenance-vehicle 4,701 33.58% 2,500 7,201 14,000 6,799 51.43%
Repair and maintenance-computer 661 12.52% 2,500 3,161 5,275 2,115 59.91%
Repair and maint-on-line computer 20,770 46.92% 12,500 33,270 44,262 10,992 75.17%
Repair and maint-other equipment 0 0.00% 4,000 4,000 11,105 7,105 36.02%
Tuition Reimbursement 15,613 62.45% 7,000 22,613 25,000 2,387 90.45%
Travel-Local travel&mileage 5,977 39.90% 3,500 9,477 14,981 5,504 63.26%
Travel-out of town 18,088 69.82% 3,500 21,588 25,908 4,320 83.32%
Conferences and meetings 19,290 29.59% 15,000 34,290 65,190 30,900 52.60%
Treasurer's fee 104,281 97.93% 2,201 106,482 106,482 (0) 100.00%
Books 276,362 55.27% 223,705 500,067 500,067 (0) 100.00%
Newspapers/periodicals 16,005 44.58% 17,500 33,505 35,900 2,395 93.33%
Cassettes 4,979 23.05% 12,500 17,479 21,600 4,121 80.92%
Compact disks 7,607 24.15% 21,000 28,607 31,500 2,893 90.81%
Microfilm 0 0.00% 100 100 100 0 100.00%
Software 1,960 7.82% 20,000 21,960 25,074 3,114 87.58%
Video 6,790 24.69% 14,726 21,516 27,500 5,984 78.24%
Otherex.-nse 3,510 200.57% 500 4,010 1,750 2,260) 229.14%
Insurance 34,635 80.55% 29,068 63,703 43,000 (20,703) 148.15%
Equipment rentals 33 30 63 200 137 31.50%
Total operating expenditures 4,577,729 2,113,866 6,690,791 6,926,139 240,476 66.09%
Capital outlay
Improvements to buildings(LP) 645,716 82.66% 95,491 741,207 781,207 40,000 94.88%
Equipment 7,513 24.37% 23,311 30,824 30,824 0 100.00%
General Fund
Revenues/ YTD Total
Expenditures Revenues/ Projected Projected Variance
Year to Expenditures thru Revenues/ Favorable %of Annual
Date %of Budget Year-end Expenditures Budget (Unfavorable) Budget
Computer equipment 24,309 47.81% 25,500 49,809 50,850 1,041 97.95%
Lease 254,764 25.34% 750,779 1,005,543 1,005,543 (0) 100.00%
Capital improvement-equipment 176,664 49.46% 180,536 357,200 357,200 0 100.00%
Contingency 0 0.00% 0 0 100,000 100,000 0.00%
Total capital outlay 1,108,965 1,075,617 2,184,582 2,325,624 141,042
Total expenditures 5,686,695 3,189,483 8,875,374 9,251,763 381,518 61.47%
EXCESS(DEFICIENCY)OF REVENUE
OVER(UNDER)EXPENDITURES (635,465)
FUND BALANCE
Beginning of period(audited balance) 7,118,223
Ending Fund Balance 6,482,758
WELD LIBRARY DISTRICT MONTHLY REPORT SEPTEMBER 2004
FARR I I CENTENNIAL PARK
Sep-04 Sep-03 YTD 04 YTD 03 °/0 Change YTD Sep-04 Sep-03 YTD 04 YTD 03 % Change YTD
MATERIALS LOANED 1
Total Items Checked Out 31092. 27923 308396 296125 4% `'H 33935 27031 338698 129999 161%
People Count 193 0 18959 2
New Patrons Registered 340 302
OTHER SERVICES
g 2429' 2843 -15% - 376 301' 3309 1585 109%
p187558 194884 -4% 22963 18438 233793 95791 144%
Renewals 55221 5274 54128 50278 8% ' 5010 4519 51293 19004 170%
Holds Placed 1380 1613 14545 14007 4% 1380 1501 16688 6749 147%
Interlibrary Loans:
Loaned 668 691 6155! 4124 49% ! 0 0
Borrowed 226 291 2478 2559 -3% < ! 0 0
r .
Programs Presented � ME
Childrens 30 33 2.67 -7% 19 _ 30 248 127 95%
Young Adult 11 17 -35% 3 15 7 114%
Adult a a`MIE 181 321 -44% 1 2 10 2 400%
Computer Classes 1 71 40 78% 0 0
Outreach 0 0 0 0
Community Events 7 3 133% 1 2 0
Total is 35 33 354 359 -1% Ill r 35 275 136 102%
Program Attendance
Childrens 740 748 9656 9095 6% - 508 520 6966 2551 173%
Young Adult _ 280 507 -45% 36 497 257 93%
Adult Ill . 133 391 -66% 5 23 46 23 100%
Computer Classes m 344 169 104% " : 0 0
Outreach 0 0, 0 0
Community Events I 6163 4110 50% 16 i 16 0
Total 778! 748 16576 14272 16% ? 529 579 7525 2831 166%
Homework Help Center . 0 0 234 _ 0
In-house use of materials 2155 1915 18904 19309 -2% 1950 1770 19929 7491 166%
#of Internet Sessions 6359 7160 65102 61582 6% 7627 6244 65924 30915 113%
Time Spent 0 0 0 0
Avg Time Per Session 0 0 0 0
Other YP Computer use ': 474 276 14604 3331 338% 1726 959 21419 3795 ' 464%
Typewriter-.._ g 135 13% 19, 0
Genealogy Usage s 'Usage 09 16 152 123] -100% 90 357 1723' 1473 17%
WELD LIBRARY DISTRICT MONTHLY REPORT SEPTEMBER 2004
LINCOLN PARK , CARBON VALLEY
Sep-04 Sep-03 YTD 04 I YTD 03 % Change YTD Sep-04 Sep-03 YTD 04 YTD 03 % Change YTD
MATERIALS LOANED
-39% ill 76829 54441 41%
IMI —_ i 126492 ___Total Items Checked Out .. 10775 77369
OTHER SERVICES
New Patrons Registered 182 180 1187 1725 -31% ill 683 616 11%
People Count 12891 11556 87957 120119 66647 26323 153%
Renewals 1687 2388 11342 26331 .., 222 707 7986 5159 55%
Holds Placed 480 541 3021 5614 309 708 8135 3673 121%
Interlibrary Loans:Loaned 0 0 0 0
Borrowed 0 0 0 0
0
Programs Presented
Childrens 15 14 91 -40% 9 19 143 143 0%
Young Adult 1 2 -50% 4 10 37 49 -24%
Adult Mr 2 10 10 0% 1 1 22 17 29%
Computer Classes 14 6 46 33 1 0 1 -100%
Outreach 104 0 2 -100%
v n_ -- -
Community Events 1 0% , 1 4 -75%
Total 39 29 225 302 -25% 14 31 , 203 216 -6%
Program Attendance --=IIMI 1 _
Childrens 104 131 1017 3135 -68% 331 509 4758 4824 -1%
Young Adult 8 Mg -11% 116 193 789 846 -7%
Adult 22 47. 79 -29% 3 3, 172 98 76%
Computer Classes 90: 46 326 199 •• ' 41 0 4 -100%
Outreach 117 65 1717 1880 0 110 -100%
vn _
Community Events 225 0 250 100 150%
Total 333 289 3372 5334 450 7091 5969 5982 0%
Homework Help Center = 0 0 0 0
In-house use of materials _._ 767 1288 6423 13821 179 164 2021 1234 64%
#of Internet Sessions 3673 4175 33392, 45207 972 861 8411 7894 7%
Time Spent 0 0 0 0
Avg Time Per Session 0 0 _ 0 0
Other Computer use 31 211 1310; 2540 -48% 67 60 674 625 8%
Typewriter Usage 0 0 11 5 120%
Genealogy Usage -- 0 0 0 0
• ,,
WELD LIBRARY DISTRICT MONTHLY REPORT SEPTEMBER 2004
BOOKMOBILE I ' GRAND TOTAL-ALL OUTLETS
Sep-04 Sep-03 YTD 04 YTD 03 % Change YTD r° j Sep-04 Sep-03 YTD 04 YTD 03 % Change YTD
MATERIALS LOANED
Total Items Checked Out 14028 16888 82106 84655 -3% µ 99085 89264 883398 691712 28%
OTHER SERVICES
PNew eople
714 6284919 26466 13 1361 -8% 1637 1787 8861 8130 9%
p 32252 -18% 62146 58085 602421 469369 28%
Renewals 131 84 769 582 32%' _ 12572 12972 125518' 101354 24%
Holds Placed 197 265 1932 1759 10% 3746 4628 44321 31802 39%
Interlibrary Loans:
Loaned 0 0 668 691' 6155 4124 49%
Borrowed 0 -,_ 0 226 291 2478 2559 -3%
Programs Presented
Childrens 73 96. 729 689 6%
Young Adult z 4 13 64 75 -15%
Adult 6 5 60 61 -2%
Computer Classes A 17 7 117 74 58%
Outreach 8 7 76 106 -28%
Community Events 1 0 11 8 38%
Total - 109 128 1057 1013 4%
I
Program Attendance
Childrens 1683 1908 22397 19605 14%
Young Adult 116 229' 1574 1619 -3%
Adult 52 73 430 623 -31%
----Computer r Classes 670 372 80%
Outreach 117 65 1717 1990 -14%
Community Events 16 0 6654 4210 58%
Total 2090 2325 33442 28419 18%
Homework Help Center _ 0 0 234 0
In-house use of materials 5051 5137 47277 41855 13%
#of Internet Sessions qfi 18631 18440. 172829 145598 19%
Time Spent 0 0 0' 0
Avg Time Per Session 0 0 0 0
Other Computer use - 2298 1506 38007 10291 269%
Typewriter Usage "r 9 16 30%
Genealogy Usage 90 357 1723 •• 8%
Weld Library District
Activities Report
September 2004
Executive Director:
• September 27, first day as Executive Director. Moved into office, spent time
getting settled and understanding the 2004 and proposed 2005 budgets.
• Beth Hager, Rita Kadavy and I met with the Lorraine David Library Association
in Erie on September 29.
• Attended the monthly meeting of the Weld Library District Foundation and the
Special Meeting of the Weld Library District Board of Trustees.
Lincoln Park Branch
• Employees from the Lincoln Park Branch helped staff the Weld Library District's
booth at Literacy Day which was held on September 8 at Lincoln Park. The event
was sponsored by Right To Read of Weld County. Cindy Welsh and Kelli
Johnson coordinated the District's display.
• The children's staff at Lincoln Park has begun offering a bilingual preschool
storytime on Friday mornings. Several of our bilingual employees from
throughout the district are using their talents to read stories to children.
Attendance has increased each week, with 17 children attending on September 24.
• Outreach coordinator, Cindy Welsh spoke about library services at the Cameron
Even Start Program on September 9. The group then took a tour of the Lincoln
Park Branch on Monday, September 27. The tour was led by reference librarian,
Benito Cardenas. Even Start is a program that focuses on early childhood
education, adult literacy, and parenting education.
Centennial Park
• Weld County School District 6 Channel 3 interviewed Diane Tanner,Young
Adult Associate Librarian to promote the Homework Help Center. The Center
will open October 4 to assist 4th through 8th grade students with research and
schoolwork.
• Books Clubs and Storytimes were back in action after the summer hiatus.
*Two new members joined the Adult Book Club.
*The Childrens' Department started a monthly Read! Explore! Survive!
Group for ages 7 through 12. The first program was fun and educational
for staff and our young library customers.
*An additional Tuesday preschool storytime was added to the schedule to
accommodate the large number of participants.
• Kristie Wilson, Children's Librarian presented a program on Self-Esteem in
Children's Literature at Greeley West. The students will be writing and
illustrating personal books on self-esteem for their school project. Kristie was
invited back to speak to the group after her successful presentation from last year.
Carbon Valley Branch
• Children's story times started up again the week of September 13t.
June 2003, Activities Report
1 of4
Weld Library District
Activities Report
September 2004
Bookmobile
• Bookmobile represented the WLD in the Gilcrest, Evans and Kersey Parades.
• Transferred from Dynix to Horizon on September 15, 2004 and are working with
IT to get it to run with the Satellites on the Bookmobiles.
• Staff continues to train on the Horizon system.
Farr Branch Library
• We have framed and hung the original bear drawing by Janet Stevens. He
provides a welcoming smile to our patrons as they walk through the Children's
area.
• Fan has begun an evening family storytime that is gaining in popularity. Several
of our patrons have come in their pajamas to listen to calming bedtime stories and
enjoy a snack. Our storyteller also enjoys wearing pajamas during our lamp-lit
storytime.
• Sarah Romero started working Sept. 12 as a part rime Library Assistant in the
Interlibrary Loan Department. Lori Johnson, a part-time Reference Librarian,
started working Sept. 21. With these two additions, all departments at Farr are
fully staffed.
District Maintenance
• At Fan we worked on budgets,put up sign holders on end panels, pruned trees
around the main entry area because of blocked view, serviced generator, re-
painted cross walks and arrows, ordered cabinets with doors for the children's
storytime area, ordered mini blinds for door windows,put up book bag hangers at
all locations and made some misc. repairs.
• At Centennial Park we finalized the HVAC installation project, frosted the glass
on the interior double glass doors, ordered magazine and media bag shelves,
worked on all toilets (defective from factory), worked on fire alarm, took books to
recycle center and made some misc. repairs.
• At Lincoln Park we installed monorail lighting to large print area,
ordered/installed security mirrors, ordered/installed book drop signs, approved
through city and installed hooks to hang exterior banners,replaced entry doors,
repaired upholstered chair, and made some misc. repairs.
• At Carbon Valley we purchased/installed a refrigerator, installed wooden shelving
to the children's area, worked with county on tree and shrub trimming, sprayed
weeds,repaired automatic door, and made some misc. repairs.
• On the Bookmobiles we shampooed carpets and seats and repaired garage door
and made some misc. repairs.
Tech Services
• Routine cataloging and processing.
• Migration preparation and successful migration
June 2003, Activities Report
2 of 4
Weld Library District
Activities Report
September 2004
Development Coordinator
• Foundation
o Planned Foundation Board and Executive Board meeting
o Met with Foundation Board at Fan Library.
o Foundation brochure is here. You will receive one at the board meeting
• Gay& Lesbian Fund for Colorado Grant
o Bilingual Book Bags are available to patrons at each of the branches.
Each book bag contains a survey so we can evaluate their usage and
impact. Worked with Kelli Johnson to develop marketing materials for
the introduction of the books bags to the general public and targeted
audiences.
o Nonprofit Resource Center—Worked with Fan staff to develop open
house for Nonprofit Resource Center, which will be held Friday,
November 5, 8:30 to 10:00 am.
Public Information
• Gary Bainter and I spent a lot of time browsing through annual reports. Between
the two of us we were able to find a format and layout that I think will meet our
needs. I expect the WLD annual report to be completed in mid October.
• As a representative of the WLD I will now be chairing the marketing committee
for High Plains Chautauqua. I was asked by the current chair to take on this
responsibility and have done so because I believe it is a good partnership for the
District.
• I did two presentations in September. The first was to the Lions Club and the
other to the Greeley Retire Academic Study Program. Both groups had at least 20
people in attendance. The presentations were similar, but I tried to adapt each
program according to the audience.
HR Department
• Facilitated"Escaping the Time Bind"time management training on September
24. Seventeen District staff members attended the training.
• Scheduled the annual flu shot clinic for WLD staff on October 29 at Fan.
• Continued to research health insurance options for 2005.
• Facilitated selection of volunteers for the 2004-2005 Homework Help Center
season.
Collection Development
• Ordered 1,111 titles and 2,139 items in September.
• After going "live" on Horizon it took about a week to catch up.
• Reviewed magazine renewals/subscriptions and standing order plans for 2005.
• Gay/Lesbian Grant project continues with Bilingual Book Bag selection.
• Continued with processing gift lawsuit CD's.
June 2003, Activities Report
3of4
Weld Library District
Activities Report
September 2004
IT Department
• Dynix Horizon:
o Five weeks of staff training were completed. All staff were trained
including branches, members, Kersey, Erie, Wellness Library, Fort Lupton
Middle School.
o Horizon and Information portal servers were installed and configured.
o Computers were installed to interface with self check out machines and
Horizon at Farr and Centennial Park. The interface is successful.
o Staff survived our"Go Live"day of September 15t. Adjustments and
customization of Horizon continue with suggestions from staff and
customers.
o Remote database access was moved to a new server and configured. It is
more stable on the new server.
• Network update in preparation for Horizon:
o A DSL line was installed and network setup for Kersey.
o Cable access was installed and network set up for Erie.
o Upgraded and installed full T1 line(from fractional 256 K) at Carbon
Valley Branch. Line speed is greatly improved and their new IP phones
now work well so they can communicate with Greeley without long
distances charges and they are now a 4 digit extension on the Branch
Library phone system.
o Network problems at Fort Lupton are currently under investigation with
the Fort Lupton School District. Fort Lupton is outside our network and
under the management of the schools.
• Filtering products being reviewed and tested.
o Testing was completed on the filtering product"Bess".
o Websense is currently being tested. Websense cannot be disabled at the
workstation level.
o Envisionware's filtering product will be installed next when we receive
the hardware component. We currently use Envisionware's print interface
product LPTone and PC Reservation so this product should interface well
with our network.
Finance Department
• Took several training class with ADP for payroll
• Worked with MBIA to place several investments
• Worked on 2005 budget, inputting information from departments
• Daily functions as necessary(reporting, deposits, entries, etc.)
Julie 2003. Activities Report
4 of 4
Hello