Houston County Public Library System Board of Trustees. Minutes. June 12, 2014 Centerville Public Library

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1 Houston County Public Library System Board of Trustees Minutes June 12, 2014 Centerville Public Library The Houston County Public Library System Board met in regular session at the Centerville Public Library Branch on Thursday, June 12, Board members attending were: Leslie Butikofer, Robin Engle, Linda Jones, Mary Mantiply, Marc Martin, James Newton, John Gray Walker, Becky Wood and Pam Yates. Also attending was J. Sara Paulk. Absent were : Denisa Davis and Caroline Smith. Vice-Chairman Newton called the meeting to order at 6:03 pm Minutes - Mr. Newton called for the approval of the Minutes from the May 8, 2014 regular session. On a motion from Mantiply and a second from Yates, the motion carried. Treasurer s report - Mr. Newton called for the approval of the Treasurer s report. a motion by Martin and a second by Yates, the motion carried. After discussion, on Director s report attached. Action items Mr. Newton called for a motion that Paulk be authorized to sign contract for use of Perry Primary when contract is available provided the terms are close to the verbal terms given (that the library be allowed to use the school for a monthly cost equal to the Perry Public Library s average monthly utility cost). After discussion on a motion by Yates and a second by Wood, the motion carried. Mr. Newton called for a motion that the list of surplus items (attached) be declared surplus and disposed of according to regular procedures. On a motion by Mantiply and a second by Martin, the motion passed. Mr. Newton called for a motion that the Nola Brantley Memorial Library close early (6pm) on the evening of July 3 rd due to anticipated very heavy traffic because of a neighborhood event. ON a motion by Walker and a second by Engle, the motion passed. Mr. Newton called for a motion that the Perry Public Library be closed after end of day on July 19 th and reopen in a timely manner at the temporary location. On a motion by Yates and a second by Walker, the motion passed. Committee Reports Mr. Newton reported that the Building and Grounds Committee met with Melinda Harris, an interior design consultant, along with Mark Baker from Houston County and library staff J. Sara Paulk and Judy Golden to discuss the process and path for selecting furniture and other items for the upcoming Perry Public Library renovation. Ms. Harris has a rough budget of $100,000 for furniture and will select furniture for consideration from the state contract list. She, Ms. Paulk and Ms. Golden will conduct an

2 existing furniture evaluation and inventory to determine how much existing furniture can be refurbished and reused. Old Business: none New Business: The moving bids were opened. The bid amounts are as follows : Metro Movers : $23, Mega Mike : $39,500 Library Designs : $43,285 Flood Brothers : $47,283 Mr. Newton called for a motion that the award be given to the low bidder of Metro Movers. After discussion on a motion by Martin and a second by Mantiply, the motion bassed. Yates reported that the Friends gave a $26,000 donation to the three library branches. Adjournment: Mr. Martin motioned to adjourn. Yates seconded. The Board adjourned at 6:50 pm. The next scheduled meeting is July 10, 2014, 6:00pm, at the Nola Brantley Memorial Library. Respectfully submitted - J. Sara Paulk Library Board Vice-Chair James Newton

3 Houston County Public Library System Board of Trustees Minutes Called meeting June 17, 2014 Perry Public Library The Houston County Public Library System Board met in a called meeting at the Perry Public Library on Tuesday, June 17, Board members attending were: Leslie Butikofer, Denisa Davis, Robin Engle, Linda Jones, Mary Mantiply, Marc Martin, James Newton, John Gray Walker, Becky Wood and Pam Yates. Also attending was J. Sara Paulk. Absent was: Caroline Smith. Chairman Walker called the meeting to order at 6:03 pm Action items Paulk reported that the low bidder for the library move, Metro Movers, had rescinded their bid. Mrs. Mantiply made the motion that the move award be given to the next lowest bidder which was Mega Mike with a bid of $39, Martin seconded. Discussion was held. Motion passed unanimously. Mrs. Mantiply made a motion that should MegaMike not accept the job, Paulk was instructed to put the moving job back out to all bidders. Engle seconded. Motion passed. The Board adjourned at 6:15pm Respectfully submitted - J. Sara Paulk Library Board Chair John Gray Walker

4 2014 Jul - Director s Report *** The budget was passed with the Library request at $770,000 intact. Those funds are disbursed monthly ($64, per month) - re: Barry Holland. Nola Brantley has 1,206 registered with 17,462 book read. *** Staffing changes Dawanah Fox has given notice of resigning. Her last day will be July 15 th. I propose the following personnel changes. Offer Cynthia Spratling (who is back up bookkeeper) and already full-time, this postion. Hire 25 hours week person to become backup bookkeeper and handle PINES packaging duties. Increase hours of all part-timers by 2 hours per week per person. Give increase in wages to majority of staff excluding state librarians. With increase in staffing hours, open two more hours of service at each branch. Additional budget notes Fire District Could be up to $1200 per year in additional costs. The increase in state funding will go to materials and utilities / unknown costs for temporary location. *** Holiday to Holiday loan. all items checked out from July 4 th won t be due back until after Labor Day. Encouraging patrons, Friends, Trustees and staff to check out the maximum allowed which is 50 items focusing on children s easy books. Community moves part of the collection for the library. *** There will be an upcoming board meeting conflict in September. Director s meeting on that Thursday / Friday. Have other staff come and report or move meeting or skip meeting? ** Perry Primary. Met this morning with Fire Marshall, Building Inspector and BOE folks. The BOE has approved the library using the school. The contract has now gone to Houston County. The BOE will continue to monitor the fire alarms and will install a locked box with keys to the building outside the building for the fire department. They will also clean the building before turning it over to us.

5 HOUSTON COUNTY PUBLIC LIBRARY SYSTEM TREASURER'S REPORT JUNE Unassigned Assigned Committed Restricted TOTALS STATE BANK & Trust Co. Operating Account-List of Deposits: Copies 3, Interest Earned Designated Receivables 5, Fines & Fees 7, SPLOST Transfer 106, FOL 0.00 State System Services 4, State Salaries & Benefits 19, Houston Co Comm. 64, Houston Co. Bd. Of Ed Total Monthly Deposits: 329, Total Monthly Disbursements: 102, Contingency Fund 50, Reconciled Bank Balance 335, Certificate of Deposits Nonspendable Certus Bank - (N.B.) 1, , Certus Bank - (U.E.) 8, Money Market Accounts Certus Bank - (U.E.) 7, State Bank - (PE) 10, , STATE BANK &Trust Co. Interest TD> 10, SPLOST $ - CV 12, SPLOST $ - PE 66, SPLOST $ - NB 54, , , , , , TOTAL ALL FUNDS 502, Expenditures: Annual Budget Y-T-D Budget Y-T-D Actual Current Month (Over)/Under Salaries & Hourly Wages , Taxes & Benefits , Professional Services: Auditors & BB Manager Copiers & Equipment: Leases, Usage & Expend.Eq (433.34) Utilities: Electric, Water, Sewer & Gas Service (14,723.60) Insurance: Buildings, Vehicle,Liability,Theft, Terror , Maintenance & Repairs: Buildings, Grounds & Jan , Materials: Books, CD's, DVD's, Magazines (33,291.81) Motor Vehicle Costs: Tags, Gas, Oil, Maint Purchased Services: Public Relations, Misc , Supplies: Staff,Patron,Janitorial,Postage&Printing , Other Operating Expense:Patron Refunds (72.37) Tecnology: Computers, Maint., Software, Wi-Fi , Telecommunications: Telephone, Cell & Internet (1,068.03) Travel & Training: Milage, Hotel, Meals, Dues & Fees (1,894.99) Building Rent: Temporary NB Location , TOTALS ,371.31

6 HOUSTON COUNTY PUBLIC LIBRARY SYSTEM TREASURER'S REPORT JUNE Unassigned Assigned Committed Restricted TOTALS Bank of Perry - Construction Acct. $ 1, Construction Account-List of Deposits: County Commissioners / SPLOST 136, Interest Earned 1.61 State G.S.F.I.C. Reimbursements 112, Reconciled Bank Balance 1, Expenditures: Grant Total SPLOST Total Total Spent Remaining Grand Total , , ,151, Land Acquisition 135, Construction 24, Furniture and Equipment Architect Fees 82, Consultant Site Engineering 6, Misc. Printing Legal Site Development TOTALS

7 HOUSTON COUNTY PUBLIC LIBRARY SYSTEM TREASURER'S REPORT JUNE Nonspendable (Over)/Under

8 Houston County Public Library System Revised FY-15 Budget Jul 10 State Revenue Description Amount State Grant $301, Salaries $183, Benefits $56, Materials $5, Remainder/SSG $55, Carry Over Bank Balance as of 7/1/2014 $308, Contingency $80, F.O.L. (For Materials) $71, Fines & Fees (for Materials) $75, Dino & VRP $ for Children (for Supplies) $7, Gift & Memory Money (for Materials) $3, Remainder for Operating Expenses $70, Local Revenue County Commissioners $770, Board of Education $1, Copiers $20, Middle Georgia State $5, Remainder from State Grant (for Electricity) $55, Carry Over (6/30 Bank Balance - Outstanding Cks.) $308, Total Revenue for Operating $1,160, Local Expenditures Contingency $80, Payroll Salaries & Wages $429, Benefits Health Ins., Retirement & Taxes $197, Professional Services Auditor $10, Copiers & Equipment Copier Leases $14, Utilities Electric, Gas, Sewer, Water & Garbage $140, Insurance Covers the Board & the 3 Libraries $25, Maintenance & Repairs for the 3 Libraries & Lawns $28, Materials for all 3 Branches $155, Motor Vehicle Costs Gas, Oil & Maintenance $3, Purchased Services Equip. maint. and cleaning & Public Relations $2, Supplies for the 3 Libraries $29, Other Operating Expense Reimbursements to Patrons $1, Technology Computer Software, Security & Upgrades $32, Telecommunications Telephone & Internet Service $6, Training & Travel Required training for Staff $4, $1,160,512.65

9 Houston County Public Library System Revised FY-15 Budget Jul 10

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