Orange County Library System Board of Trustees Meeting. Board Packet for July 2013

Transcription

1 Orange County Library System Board of Trustees Meeting Board Packet for July 2013

2 101 East Central Boulevard Orlando, Florida phone: fax: website: Mary Anne Hodel, Library Director, Chief Executive Officer July 5, 2013 To: Ted Maines, President Lisa Franchina, Vice President Lucas D. Boyce, Trustee Marucci Guzmán Beard, Trustee Hernan Tagliani, Trustee Designate cc: From: Re: The Library Governing Board: The Honorable Mayor Teresa Jacobs, Chairman of the Library Governing Board, Members of the Governing Board, Commissioners S. Scott Boyd, Fred Brummer, Pete Clarke, Jennifer Thompson, Ted Edwards, Tiffany Moore Russell, Orange County; and Deborah Girard, City of Orlando. Mary Anne Hodel, Director Library Board of Trustees Meeting The next meeting of the Library Board of Trustees will be at 7:00 p.m. Wednesday, July 17, 2013 at the Southeast Branch Library; 5575 South Semoran Boulevard; Orlando, Florida 32822; READ (7323). If any board member has an item to be brought up for discussion, please call Milinda Neusaenger prior to the meeting, cc: Elouise Reddick, Liaison, Nominating Board ~ City of Orlando

3 AGENDA ORANGE COUNTY LIBRARY SYSTEM BOARD OF TRUSTEES July 17, 2013 Southeast Branch Library 5575 South Semoran Boulevard Orlando, Florida READ (7323) I. Call to Order II. Public Comment Policy Members of the public who wish to address the Board must first fill out and present to the Orange County Library System Board of Trustees, a Notice of Intent to Speak form. If an electronic form of comments is submitted, these will be made available to the public as part of the Board Minutes. Public comments of items listed on the agenda will occur just prior to the Board s discussion and action of the agenda item. Public comments of items not listed on the agenda will occur at the end of the meeting agenda. Public presentations shall be limited to three (3) minutes. In the event more than ten (10) persons signify their intent to speak, a period not to exceed thirty (30) minutes shall be set aside and divided up equally among those registered to speak. The order of speaking among those persons who have filled out the Notice of Intent to Speak Form shall be the order in which the forms were received by the Board s Administrative Assistant. Notice of Intent to Speak forms will not be accepted after the meeting has been called to order. Information listed on the Notice of Intent to Speak forms will be included in the Board Meeting Minutes and thus become public record. The Board shall have the power to extend periods of public comment to address issues of special concern by a majority vote of those Board Members present. If a request is made for written comments to be included in the official record of this meeting, it is helpful if the requestor is able to provide the comments in an electronic format. However, this is not required. This is to ensure the completion and accuracy of the official record when posted on the Library s website, For more information, contact Milinda Neusaenger at or neusaenger.milinda@ocls.info III. Approval of Minutes: Library Board of Trustees Meeting ~ June 13, IV. Staff Presentations: Southeast Welcome ~ Paolo Melillo First Nail Ceremony ~ Mary Anne Hodel Gatorland Program ~ Tracy Zampaglione V. Financial Statements and Summaries: June VI. Statistics and Summaries: June VII. Action Items Approval of the Budget for Fiscal Year Ending September 30, Computer Purchase: Ricardo Viera Public Library Construction Grant - Chickasaw Branch: Craig Wilkins VIII. Discussion and Possible Action Items 1

4 Strategic Plan FY 2013: 3 rd Quarter Update ~ President Maines Director's Goals FY 2013: 3 rd Quarter Update ~ President Maines Strategic Direction Update: Wendi Bost IX. Information Dorothy Lumley Melrose Center for Technology, Innovation & Creativity Update: Debbie Moss Staff Survey Results ~ FY 2013: Kim Zander-Simoneaux Director s Report Public Comment: Non-Agenda Items X. Adjournment Next Meeting Dates: --- August 8, 2013 ~ Orlando Public Library; 101 East Central Boulevard; Orlando, Florida Wednesday, September 11, 2013; Herndon Branch Library; 4324 East Colonial Drive; Orlando, Florida If any person desires to appeal any decision with respect to any matter considered at a Library Board of Trustees meeting, such person will need a record of the proceedings; for this purpose, such person may need to ensure that a verbatim record of the proceedings is made to include the testimony and evidence upon which the appeal is to be based. In accordance with the Americans with Disabilities Act, any person requiring special accommodations to participate in this proceeding due to a disability as defined by ADA may arrange for reasonable accommodations by contacting the Director s Office on the fifth floor of the Main Library in person or by phone at at least two days prior to the meeting. 2

5 Orange County Library System Board of Trustees Meeting July 17, 2013 Call to Order

6 Orange County Library System Board of Trustees Meeting July 17, 2013 Public Comment Policy Members of the public who wish to address the Board must first fill out and present to the Orange County Library System Board of Trustees, a Notice of Intent to Speak form. If an electronic form of comments is submitted, these will be made available to the public as part of the Board Minutes. Public comments of items listed on the agenda will occur just prior to the Board s discussion and action of the agenda item. Public comments of items not listed on the agenda will occur at the end of the meeting agenda. Public presentations shall be limited to three (3) minutes. In the event more than ten (10) persons signify their intent to speak, a period not to exceed thirty (30) minutes shall be set aside and divided up equally among those registered to speak. The order of speaking among those persons who have filled out the Notice of Intent to Speak Form shall be the order in which the forms were received by the Board s Administrative Assistant. Notice of Intent to Speak forms will not be accepted after the meeting has been called to order. Information listed on the Notice of Intent to Speak forms will be included in the Board Meeting Minutes and thus become public record. The Board shall have the power to extend periods of public comment to address issues of special concern by a majority vote of those Board Members present. If a request is made for written comments to be included in the official record of this meeting, it is helpful if the requestor is able to provide the comments in an electronic format. However, this is not required. This is to ensure the completion and accuracy of the official record when posted on the Library s website, For more information, contact Milinda Neusaenger at or neusaenger.milinda@ocls.info.

7 Orange County Library System Board of Trustees Meeting July 17, 2013 Approval of Minutes: Library Board of Trustees Meeting ~ June 13, 2013

8 MEETING MINUTES ORANGE COUNTY LIBRARY SYSTEM BOARD OF TRUSTEES June 13, 2013 Orlando Public Library 101 East Central Boulevard Orlando, Florida READ (7323) Pending Approval Library Board Present: Ted Maines (5/0); Lucas Boyce (5/0); Lisa Franchina (5/0); Marucci Guzmán Beard (5/0) Administration Present: Mary Anne Hodel; Debbie Moss; Robert Tessier; Wendi Bost; Craig Wilkins; Debbie Tour; Milinda Neusaenger I. Call to Order President Maines called the meeting to order at 7:03 p.m. II. Public Comment Policy Members of the public who wish to address the Board must first fill out and present to the Orange County Library System Board of Trustees, a Notice of Intent to Speak form. If an electronic form of comments is submitted, these will be made available to the public as part of the Board Minutes. Public comments of items listed on the agenda will occur just prior to the Board s discussion and action of the agenda item. Public comments of items not listed on the agenda will occur at the end of the meeting agenda. Public presentations shall be limited to three (3) minutes. In the event more than ten (10) persons signify their intent to speak, a period not to exceed thirty (30) minutes shall be set aside and divided up equally among those registered to speak. The order of speaking among those persons who have filled out the Notice of Intent to Speak Form shall be the order in which the forms were received by the Board s Administrative Assistant. Notice of Intent to Speak forms will not be accepted after the meeting has been called to order. Information listed on the Notice of Intent to Speak forms will be included in the Board Meeting Minutes and thus become public record. The Board shall have the power to extend periods of public comment to address issues of special concern by a majority vote of those Board Members present. If a request is made for written comments to be included in the official record of this meeting, it is helpful if the requestor is able to provide the comments in an electronic format. However, this is not required. This is to ensure the completion and accuracy of the official record when posted on the Library s website, For more information, contact Milinda Neusaenger at or neusaenger.milinda@ocls.info III. Approval of Minutes: Library Board of Trustees Meeting ~ May 9, 2013 Vice President Franchina, seconded by Trustee Boyce, moved to approve the minutes for the May 9, 2013 Library Board of Trustees Meeting. Motion carried IV. Presentations: Youth Services Summer Reading Programs ~ Brittany Nethers Adult Summer Reading Program ~ Melanie Davis Cuéntame Un Cuento - Bilingual Book Club ~ Noraliz Orengo V. Financial Statements and Summaries: May VI. Statistics and Summaries: May

9 VII. Action Item Pending Approval Approval of Contractor s Guaranteed Maximum Price for Dorothy L. Melrose Center for Technology, Innovation & Creativity: Steve Powell Trustee Boyce, seconded by Trustee Guzmán Beard, moved to approve the contractor's (Skanska Building USA), Guaranteed Maximum Price of $1,311,820 for the Dorothy L. Melrose Center for Technology, Innovation & Creativity and to authorize staff to execute the Guaranteed Maximum Price contract amendment with Skanska. Motion carried Rules of Conduct Revision Vice President Franchina, seconded by Trustee Guzmán Beard, to authorize the revision of the Rules of Conduct to include "electronic cigarettes and similar devices" in the list of smoking products that are not permitted for use, except in designated areas. Motion carried VIII. Discussion and Possible Action Items Budget Preview: FY 2014 Comptroller Tessier provided an overview of the FY 2014 Budget that will be presented for the Board's approval at a forthcoming meeting IX. Information Dorothy Lumley Melrose Center for Technology, Innovation & Creativity Update: Debbie Moss The First Nail Ceremony was held on June 12, 2013 and was well received by all who attended Director s Report In addition to what was presented in the Board Packet, Director Hodel offered the following: Our donor, Mr. Melrose was on hand for the First Nail Ceremony June 12, 2013 to start the beginning of the construction phase of the Dorothy L. Melrose Center for Technology, Innovation & Creativity. He and his daughter were given the orange hammers used in the ceremony. He received a briefing from the architects and engineers involved in the project and met some of the staff from the Technology & Education Center who explained their plans and preparations for the eventual opening of the center. He seemed very pleased with the event and progress overall. The Director and some library managers met with School Board Member Christine Moore and staff from the Orange County Public School System to discuss getting children library cards and ways to promote the Library. We demonstrated the snap circuits and briefed them on the classes we are developing to promote children s interest in STEM. Summer Reading Program is off to great start: Radio Disney came to Winter Garden on Monday 10 June and performed on the porch. We had a door count of over 1,200, making it a record day for Winter Garden. 33 new card registrations were completed, also a new record at Winter Garden. Many thanks to the manager, August Calabrese and his staff! 231 people attended the Tim the Magician program on Alafaya s first day of Summer Reading! They set up a table for library card registrations and gave out free ice cream coupons from Marble Slab for anyone who got their child a card. There were 57 library card sign-ups for the day! Kudos to Danielle King and her staff! 2

10 Pending Approval Gatorland had 255 in attendance at Main, a very impressive turnout! Thanks to Vera Gubnitskaia and staff of the Children s Department Debbie Moss has been asked to present at next year s American Library Association Meeting 2014 on Create, Transform and Sustain: Managing for New Technology Services and Roles. She will focus on the Melrose Center s activities Public Comment: Non-Agenda Items Customer Catherine Falk submitted a letter for the Board's consideration. X. Adjournment President Maines adjourned the meeting at 7:51 p.m. Next Meeting Dates: --- July 11, 2013 ~ Southeast Branch Library; 5575 South Semoran Boulevard; Orlando, Florida August 8, 2013 ~ Orlando Public Library; 101 East Central Boulevard; Orlando, Florida If any person desires to appeal any decision with respect to any matter considered at a Library Board of Trustees meeting, such person will need a record of the proceedings; for this purpose, such person may need to ensure that a verbatim record of the proceedings is made to include the testimony and evidence upon which the appeal is to be based. In accordance with the Americans with Disabilities Act, any person requiring special accommodations to participate in this proceeding due to a disability as defined by ADA may arrange for reasonable accommodations by contacting the Director s Office on the fifth floor of the Main Library in person or by phone at at least two days prior to the meeting. 3

11 Orange County Library System Board of Trustees Meeting July 17, 2013 Staff Presentations: Southeast Welcome ~ Paolo Melillo First Nail Ceremony ~ Mary Anne Hodel Gatorland Program ~ Tracy Zampaglione

12 Orange County Library System Board of Trustees Meeting July 17, 2013 Financial Statements & Summaries: June 2013

13 Orange County Library System Financial Statement Highlights Nine Months Ended June 30, 2013 Operating Fund Revenues and Expenditures Faxes We provide faxing services at all branches and the Main Library and the service remains popular. Through the end of June, we have received $26,400 in revenue, which is very close to the $27,000 budgeted for the entire fiscal year. To improve customer service, we recently implemented a change where both faxes and scans are $1 per page. Prior to this, the pricing was different for each service, which created some confusion for our patrons. Affordable Care Act As previously reported, this Act requires employers to provide medical coverage starting in 2014 to part time employees who are paid on average 30 hours or more per week. We have notified out staff about the requirements of the Act and have included funding in next year s budget for this coverage. Just this week, however, the Obama Administration announced that it will provide an additional year before the Act s mandatory employer and insurer requirements begin. The announcement indicated that formal guidance would be forthcoming within a week. At this point, we don t know the impact of this announcement although we are still tentatively planning to move forward with offering the part time health coverage in FY 14 Budget Process Mary Anne is scheduled to give a budget presentation to the Governing Board on Monday, July 15 th at 4pm. At that time, the Governing Board will be asked to approve a tentative millage rate,.3748, and approve the FY 14 budgets. While staff gave a preliminary budget presentation to the Library Board at the June meeting, this timing is a bit awkward as the Library Board won t have an opportunity to formally approve the FY 14 budgets until the July 18 th meeting.

14 ORANGE COUNTY LIBRARY DISTRICT Operating Fund Nine Months Ended June 30, 2013 REVENUES Ad Valorem Taxes 92% Fines 3% Charges for Services / Misc 2% Intergovernmental 3% EXPENDITURES Salaries and Benefits 58% Library Materials/ Capital 15% Operating 27%

15 ORANGE COUNTY LIBRARY DISTRICT OPERATING FUND REVENUE SUMMARY Nine Months Ended June 30, 2013 ANNUAL BUDGET YTD ACTUAL (9 months= 75%) AD VALOREM TAXES 27,017,417 26,656, % INTERGOVERNMENTAL State and Federal Grants 95, , % State Aid 855, , % 950, , % CHARGES FOR SERVICES Fee Cards 17,000 19, % PC Pass ($10 for 7 days), Additional Sessio 9,000 5, % PC Express ($5 for 1 hour) 17,000 9, % Classes 3,000 2, % Meeting & Co-Working Rooms 35,000 26, % Faxes 27,000 26, % Scans % Computer Booklets & Online Book Sales % Ear Buds & Jump Drives Sales 7,000 4, % Reference Charges Bag Sales 8,000 6, % Replace Library Cards 50,000 36, % Copy & Vending 185, , % 358, , % FINES & LOST MATERIALS 1,075, , % MISCELLANEOUS Investment Earnings 18,000 27, % Rent 311, , Sales of Surplus Property 0 3,054 Contributions - Friends of Library 62,000 50, % Contributions - Others 525,000 79, % Miscellaneous 20,000 35, Grants & Awards 0 128,250 Phone Discount 210,000 1,146, , % TRANSFER FR PROP APPRAISER 39, TRANSFER FR TAX COLLECTOR 289, TOTAL REVENUES 30,875,017 29,231, %

16 ORANGE COUNTY LIBRARY DISTRICT OPERATING FUND EXPENDITURE SUMMARY Nine Months Ended June 30, 2013 ANNUAL BUDGET YTD ACTUAL (9 months= 75%) SALARIES & BENEFITS Salaries 12,964,259 9,345, % Medicare Taxes 187, , % Defined Contribution Pension Plan 972, , % Defined Benefit Pension Plan 1,141, , % Money Purchase Pension Plan 363, , % Life and Health Insurance (Employees) 1,877,017 1,251, % Retiree Health Care (OPEB) 1,285, , Worker's Compensation 80,018 76, Unemployment Compensation 32, Parking & Bus Passes 174, , % 19,078,749 13,565, % OPERATING Professional Services 260, , % Other Contractual Services 1,150, , % Other Contract. Serv.- Janitorial 317, , % Training and Travel 50,000 32, % Telecommunication 355, , % Delivery and Postage 1,228, , % Utilities 1,065, , % Rentals and Leases 1,071, , % Insurance 375, , % Repair and Maintenance 1,050, , % Repair & Maint. - Hardware/Software 400, , Copying/Printing 200,000 98, % Property Appraiser's Fee 230, , % Tax Collector's Fee 540, , % Supplies 550, , % Supplies-Hardware/Software 300, , Memberships 30,000 20, % 9,171,000 6,376, % CAPITAL OUTLAY Building and Improvements 1,650, , % Equipment and Furniture 240,000 25, % Hardware/Software 565, , % 2,455, , LIBRARY MATERIALS Materials - Restricted Contributions 1, % Materials - Other 4,500,000 3,178, % 4,501,250 3,178, % TOTAL EXPENDITURES 35,205,999 23,513, %

17 ORANGE COUNTY LIBRARY DISTRICT CAPITAL PROJECTS FUND Nine Months Ended June 30, 2013 ANNUAL YTD BUDGET ACTUAL (9 months= 75%) REVENUES Investment Earnings 3,000 8, % TOTAL REVENUES 3,000 8, % EXPENDITURES Reserves 3,000 8, % TOTAL EXPENDITURES 3,000 8, %

18 ORANGE COUNTY LIBRARY DISTRICT SINKING FUND Nine Months Ended June 30, 2013 ANNUAL YTD BUDGET ACTUAL (9 months= 75%) REVENUES Investment Earnings % TOTAL REVENUES % EXPENDITURES Reserves-Building and Improvements % Reserves - Technology % TOTAL EXPENDITURES %

19 ORANGE COUNTY LIBRARY DISTRICT OPERATING FUND BALANCE SHEET - ASSETS June 30, 2013 ASSETS Cash on Hand 7,425 Equity in Pooled Cash 486,120 Equity in Pooled Investments 20,248,051 Accounts Receivable 4,175 Due from South Creek Pond Association 4,513 Inventory 296,003 Prepaids 200,408 Other Assets-Deposits 8,965 TOTAL ASSETS 21,255,660

20 ORANGE COUNTY LIBRARY DISTRICT OPERATING FUND BALANCE SHEET - LIABILITIES & FUND BALANCE June 30, 2013 LIABILITIES Accrued Wages Payable 486,341 Accrued Sales Tax 88 Accrued Fax Tax 313 Due To Friends of the Library 3,554 Employee Payroll Deductions: Dental Insurance 1,304 Union Dues / COPE 251 Daughters of American Revolution 1,484 Staff Association 1,368 TOTAL LIABILITIES 494,703 FUND BALANCE Nonspendable: Inventory 296,003 Prepaid Items and Deposits 209,373 Annetta O'B Walker Trust Fund 4,000 A.P. Phillips Memorial Fund 100,000 Willis H. Warner Memorial Fund 33,712 Perce C. and Mary M. Gullett Memorial Fund 19,805 Restricted: Kendrick B. Melrose Family Foundation Gift 1,000,000 Committed: Vivian Esch Estate Fund 44,198 Edmund L. Murray Estate Fund 724,689 Arthur Sondheim Estate Fund 39,941 Strategic Plan 4,000,000 Assigned: Fiscal Year 2013 Budget 4,330,982 Unassigned 4,240,800 Current Year Expenditures Over Revenues 5,717,454 TOTAL FUND BALANCE 20,760,957 TOTAL LIABILITIES & FUND BALANCE 21,255,660

21 MONTHLY ROLLOVER ORANGE COUNTY LIBRARY DISTRICT June 30, 2013 BALANCE BALANCE 05/31/13 RECEIPTS DISBURSE 06/30/13 OPERATING Equity in Pooled Cash 552,019 2,366,022 2,431, ,120 Equity in Pooled Investments 22,218,755 1,970,705 20,248,051 22,770,774 2,366,022 4,402,626 20,734,171 SINKING Equity in Pooled Investments 489, ,625 CAPITAL PROJECTS Equity in Pooled Investments 5,978, ,979,346 SELF FUNDED HEALTH Equity in Pooled Cash (2,262) 193, ,422 (217) Claims Payment Checking Account 37, , ,030 37,000 Equity in Pooled Investments 2,914,790 26,934 2,887,856 2,949, , ,385 2,924,639

22 ORANGE COUNTY LIBRARY DISTRICT GENERAL POOLED INVESTMENTS June 30, 2013 INVESTMENT TYPE DOLLARS CERTIFICATES OF DEPOSIT 8,018,751 US TREASURY SECURITIES 8,994,157 MONEY MARKET FUNDS Federated Treasury Obligations Fund 3,642,206 Federated Government Obligations Fund 2,285,214 Invesco AIM Treasury Fund 3,635,687 LOCAL GOVERNMENT INVESTMENTS POOLS Florida Safe 3,007,487 Florida Prime (SBA) 21,375 TOTAL 29,604,877 Federated Government Obligations Fund 8% Federated Treasury Obligations Fund 12% Invesco AIM Treasury Fund 12% Florida Safe 1 US Treasury Securities 31% Certificates of Deposit 27%

23 Orange County Library System Board of Trustees Meeting July 17, 2013 Statistics & Summaries: June 2013

24 Contacts Monthly Report for June 2013 Resources Accessed 7% 69% 44% 45% 7% 6% 7% 11% 2% 1% 1% Door count External Web Visits Social Media MAYL Packages Questline Calls Electronic Contacts % chang e Door count 342, , MAYL Packages 52,491 53, % External Web Visits 354, , % Questline Calls 9,814 10, Social Media 10,654 6, % Electronic Contacts 11,027 10, % TOTAL 781, , % Net Promoter Score Jan Feb Mar Apr May Jun 75 Physical Items Used Digital Products Computer Services Database Use Digital Downloads % Change Physical Items Used 921, , % Database Use 142, , % Digital Products 86, , % Digital Downloads 81,638 63, % Computer Services 93,737 91, TOTAL 1,326,179 1,428, % Programs/Class Attendance 3% 48% Programs - Adult Programs - Children 31% % Programs - Teen Technology Classes % Change Programs - Adult 9,091 8, % Programs - Teen % Programs - Children 14,166 12, % Technology Classes 5,314 4, % TOTAL 29,285 26, % Mystery Shopper Scores Jun-13 Prior 6 Month's Average Target Score % 95.6% 95.4% 95.4% 90.9% 86.4% % Windermere 94.8% Washington Park 90.6% Southwest 95.6% Edgewater 91.9% West Oaks 98.2% Orlando Public Library 95.4% Winter Garden 96.2% Alafaya 91.7% Questline 97.5% North Orange 93.8% South Trail 96.5% Hiawassee 95. Herndon 97.2% Southeast 94.5% South Creek 99.2% Eatonville Attendance for Adult Programs, Children s Programs and Technology Classes are all up. For program attendance, these are the highest attendance figures in at least 5 year for June. Overall physical items used is down 6.22%. An increase in the number of renewals help to keep that number from being lower. Decrease are across all formats of materials. Books, both adult and childrens, DVDs and music CDs are all down. Ubiquity of access to films and TV series online and expanded music services through your smartphone no doubt contribute to our decline. Large print use appears to have been in a steady decline for a couple of years potentially due to increased use of e-reading devices that allow the reader to tailor print size to their preference. It s more difficult to determine what s behind the decline in children s reading. Program attendance is up but the visits are not resulting in checking out reading materials.

25 Check Out by Location Eatonville ocls.info 24% Main/Talking Books 11% MAYL 6% West Oaks 4% Herndon 5% Alafaya 9% Washington Park 2% Windermere 2% South Creek 6% North Orange 5% Edgewater 4% Southwest 5% Southeast 6% Winter Garden 3% South Trail 3% Hiawassee 4% % % Change ocls.info 24% 218, , % Main/Talking Books 11% 104, , Alafaya 9% 80,078 83, % South Creek 6% 55,813 59, % MAYL 6% 54,880 55, % Southeast 6% 54,717 60, % Herndon 5% 49,912 58, % North Orange 5% 48,600 52, % Southwest 5% 43,647 47, % West Oaks 4% 38,816 40, % Edgewater 4% 37,538 41, % Hiawassee 4% 32,973 38, % Winter Garden 3% 31,509 35, % South Trail 3% 30,234 31, % Windermere 2% 21,757 24, % Washington Park 2% 14,412 17, % Eatonville 3,699 4, % TOTAL 921, , % Online registration set another record at 500 this month but it wasn t enough to cuase an overall increase in registrations. Users % Change Active Cards 413, , % New Registrations 6,678 7, % Transactions 85,704 89, % Below are results of Jenn Northington's (indie bookseller), Nitty Gritty survey of e-reading habits which was conducted during January via social media. As tracked in our statistics, use of ebooks at the Library is increasing. However, it still has a significant way to "grow." Of course another way to look at it is that libraries are second behind Amazon.

26 ORANGE COUNTY LIBRARY SYSTEM CIRCULATION Fiscal Year 2008 Through Fiscal Year 2013 To Date 1,285,000 1,250,000 1,215,000 1,180,000 1,145,000 1,110,000 1,075,000 1,040,000 1,005, , , , , , , , , , , , , ,000 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013

27 ORANGE COUNTY LIBRARY SYSTEM CIRCULATION WITH ELECTRONIC STATS (Circ Stats & Electronic Database Stats ~ 2 months previous) Fiscal Year 2008 Through Fiscal Year 2012 To Date 1,385,000 1,350,000 1,315,000 1,280,000 1,245,000 1,210,000 1,175,000 1,140,000 1,105,000 1,070,000 1,035,000 1,000, , , , , , , , , , ,000 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013

28 Orange County Library System Door Counts Fiscal Year 2008 through Fiscal Year 2013 to Date FY 2008 FY , ,000 FY 2010 FY 2011 FY 2012 FY , , , , , ,000

29 Orange County Library System New Customer Registration Fiscal Year 2008 through Fiscal Year 2013 To Date 8,500 8,000 7,500 7,000 6,500 6,000 5,500 5,000 4,500 4,000 3,500 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013

30 Orange County Library System Board of Trustees Meeting July 17, 2013 Action Items

31 Orange County Library System Board of Trustees Meeting July 17, 2013 Approval of the Budget for Fiscal Year Ending September 30, 2014

32 BUDGETS Fiscal Year Ending September 30, E. Central Blvd. Orlando, FL Phone

33 Table of Contents BUDGET IN BRIEF PAGE Director s Message 1 Dorothy Lumley Melrose Center for Technology, Innovation & Creativity Floor Plan 4 Circulation Graph 5 Digital Downloads Graph 6 Tax Calculation Example 7 OPERATING FUND Revenues Pie Chart 8 Expenditures Pie Chart 9 Revenues Budget 10 Expenditures Budget 11 Highlights 12 CAPITAL PROJECTS FUNDS Capital Projects Fund Budget 23 Sinking Fund Budget 24

34 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Director s Message DATE: July 3, 2013 TO: Ted Maines, President Lisa Franchina, Vice President Lucas D. Boyce, Trustee Marucci Guzmán Beard, Trustee FROM: Mary Anne Hodel, Director/Chief Executive Officer SUBJECT: Budgets for the Fiscal Year Ending September 30, 2014 Property Values Are Up! The following chart reflects the actual property tax revenues for the last five fiscal years as well as the projected revenue for next year. 1

35 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Between FY 09 and the current fiscal year, property tax revenues declined $9,306,000, or 25%. However, the above chart reflects good news. For the first time in several years, property values for next fiscal year reflect an increase of 3.7%, which translates into $1,005,000 additional tax revenue. We are very pleased to highlight two significant projects included in the FY 14 budgets. Dorothy Lumley Melrose Center for Technology, Innovation & Creativity Mr. Kendrick Melrose, formerly CEO of the Toro Corporation, has donated $1,000,000 to the Library to develop the Dorothy Lumley Melrose Center for Technology, Innovation & Creativity (Melrose TIC) on the second floor of the Main Library. Mr. Melrose grew up in Orlando and attended Boone High School. His mother, Dorothy Melrose, participated in the planning of 1960 s Orlando Public Library building. The 20,000 sq. ft. Melrose TIC will offer hardware, equipment, software, support and programming to inspire and invigorate creativity and accomplishment. Video: Services dedicated to the creation, production and editing of video. Green screen capability and 3-D graphic creation. Audio: Sound recording and mixing. Fabrication: To meet the interest in the maker movement the Melrose TIC will support design creation and production through equipment like 3D printers and programming through Autodesk 123D. Technology Exploration: We hope to support curiosity and general exploration into the possibilities that technology represents. Taking advantage of platforms like Arduino or devices like Raspberry Pi, we hope to stimulate interest in the STEM disciplines (Science, Technology, Engineering and Mathematics). Simulation: Visitors will explore the worlds of flight, driving, and earth moving equipment through our interactive simulators and learn the science behind Immersive digital environments. Distance Learning Classroom: We are looking to provide additional learning opportunities through participation with global distance learning networks for educational content. The role of the Melrose TIC is not to compete with professional and/or formal education in the area. We intend to provide introductory and amateur enthusiasts an opportunity for hands on exploration, experimentation and experience. The design of the Melrose TIC is complete and construction plans have been submitted to the City of Orlando for permitting. Construction is expected to begin in the near future and we hope to open the Melrose TIC in the spring of Out of the total $2,000,000 project budget, $1,253,000, which includes construction and furniture and equipment, is included in next year s Operating Fund budget for the Melrose TIC. 2

36 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Chickasaw Branch In October 2006, the Library purchased a former State Farm claims center building on Chickasaw Trail. The location was one that we had targeted for a future branch location. In early 2007, after soliciting proposals and contracting with both an architect and general contractor to remodel the building and open it as a branch library, the Legislature adopted the first of two property tax reform measures. The bursting of the housing bubble soon followed and the project was put on hold. When times were better, the Library set aside funds to pay for this project. Accordingly, we are moving forward with the remodeling of the building and have included $2,500,000 in next year s Capital Projects Fund budget. Construction is tentatively scheduled to start in early 2014 and expected to last about 12 months. Usage Statistics The attached graphs are snapshots for a couple of our usage statistics. The publishing industry remains in a state of flux as ebooks continue to be very popular. Digital downloads, which includes downloadable music and ebooks, have grown exponentially over the last five years. This growth has been tremendous and some are predicting the death of the printed book. Orange County Library District residents are maintaining an interest in the use of our traditional collections, but we do note a shift toward a stronger interest in digital resources. Last fiscal year, our patrons checked out over 15,000,000 items. RECOMMENDATIONS Staff recommends the Library Board of Trustees take the following action: Approve FY 14 Operating, Capital Projects, and Sinking Fund budgets. Recommend to the Governing Board that the Library District s millage rate be maintained at.3748 for FY 14. cc: Teresa Jacobs, Library District Governing Board Mayor S. Scott Boyd Fred Brummer Pete Clarke Jennifer Thompson Ted Edwards Tiffany Moore Russell Deborah Girard Randy Singh (Manager, Office of Management & Budget) Martha Haynie (Orange County Comptroller) 3

37 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS 4

38 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Circulation 15,000,000 14,200,000 14,900,000 15,200,000 13,500,000 13,200,000 12,000,000 11,800,000 10,500,000 9,000,

39 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Digital Downloads 720, , , , , , , , , ,000 20,000 44,000 20,

40 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Tax Calculation Example Assessed Value $200,000 Homestead Exemption ($50,000) Taxable Value $150,000 Millage Rate.3748 (per $1,000 of Taxable Value) Library Tax $ 56 7

41 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Operating Fund Revenues Taxes Reserves 12% Inter- Governmental 2% Fines 3% Charges for Services / Misc 3% 8

42 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Operating Fund Expenditures Salaries & Benefits 56% Operating 26% Materials 13% Capital Outlay 5% 9

43 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Operating Fund Budget Revenues REVENUES FY 2013 BUDGET INCREASE (DECREASE) % CHANGE FY 2014 BUDGET AD VALOREM TAXES 27,017,417 1,005, % 28,022,486 INTERGOVERNMENTAL State and Federal Grants 95,000 30, ,000 State Aid 855,000 (26,000) 829, ,000 4, % 954,000 CHARGES FOR SERVICES Fee Cards 17,000 5,000 22,000 PC Pass 9,000 (3,000) 6,000 PC Express 17,000 (5,000) 12,000 Classes 3,000 (1,000) 2,000 Meeting Rooms 35,000-35,000 Faxes 27,000 8,000 35,000 Bag Sales 8,000 1,000 9,000 Ear Bud & Jump Drive Sales 7,000 (1,000) 6,000 Scans Booklets & Online Book Sales 400 (200) 200 Replace Library Cards 50,000-50,000 Copy and Vending 185,000 15, , ,600 18, % 377,400 FINES Fines and Lost Materials 1,075, ,075,000 MISCELLANEOUS Investment Earnings 18,000 16,000 34,000 Rent 311,000 (311,000) - Contributions - FOL 62,000 (2,000) 60,000 Contributions - Other 525,000 (500,000) 25,000 Miscellaneous 20,000-20,000 Phone Discount 210,000 71, ,000 1,146,000 (726,000) -63.4% 420,000 TRANSFER FROM PROPERTY APPRAISER 39,000 2, % 41,000 TRANSFER FROM TAX COLLECTOR 289,000 3, ,000 RESERVES 4,330,982 (205,312) -4.7% 4,125,670 TOTAL REVENUES 35,205, , % 35,307,556 10

44 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Operating Fund Budget Expenditures EXPENDITURES FY 2013 BUDGET INCREASE (DECREASE) % CHANGE FY 2014 BUDGET SALARIES & BENEFITS Salaries 12,964, ,397 13,562,656 Medicare Taxes 187,982 8, ,659 Defined Contribution Pension Plan 972,319 44,880 1,017,199 Defined Benefit Pension Plan 1,141,824 (261,143) 880,681 Money Purchase Pension Plan 363,767 54, ,473 Life and Health Insurance (Employees) 1,877, ,835 2,385,852 Retiree Health Care (OPEB) 1,285,259 (426,874) 858,385 Worker's Compensation 80,018 3,663 83,681 Unemployment Compensation 32,000 (6,000) 26,000 Parking and Bus Passes 174,304 1, ,720 19,078, , % 19,605,306 OPERATING Professional Services 260,000 (5,000) 255,000 Other Contractual Services 1,150,000 75,000 1,225,000 Other Contract. Serv.- Janitorial 317,000 (10,000) 307,000 Training and Travel 50,000-50,000 Telecommunication 355,000 62, ,000 Delivery and Postage 1,228,000 (26,000) 1,202,000 Utilities 1,065,000 (60,000) 1,005,000 Rentals and Leases 1,071,000 (8,000) 1,063,000 Insurance 375,000 (19,000) 356,000 Repairs and Maintenance 1,050,000 (50,000) 1,000,000 Repairs and Maint.-Hardw are/softw are 400, ,000 Copying/Printing 200,000 (20,000) 180,000 Property Appraiser's Fee 230,000 6, ,000 Tax Collector's Fee 540,000 5, ,000 Supplies 550,000 (50,000) 500,000 Supplies-Hardware/Software 300, ,000 Memberships 30,000-30,000 9,171,000 (100,000) -1.1% 9,071,000 CAPITAL OUTLAY Building and Improvements 1,650,000 (765,000) 885,000 Equipment and Furniture 240, , ,000 Hardware/Software 565,000 (5,000) 560,000 2,455,000 (575,000) -23.4% 1,880,000 LIBRARY MATERIALS Materials - Restricted Contributions 1,250-1,250 Materials - Other 4,500, ,000 4,750,000 4,501, , % 4,751,250 TOTAL EXPENDITURES 35,205, , % 35,307,556 11

45 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Operating Fund Revenue Highlights Ad Valorem Taxes ($28,022,486) Based on information provided by the Property Appraiser s Office, property values are up 3.7%. With this increase and no change in the millage rate of.3748, tax revenues will be up $1,005,069. State and Federal Grants ($125,000) For FY 14, we have included a $70,000 Library Services and Technology Act Grant for the Right Services at the Right Time project. While we typically do not budget grant revenue until we receive notification of the grant award, we are optimistic that we will receive this grant given our previous record with the State. RSRT is a web-based search engine that helps match people in need with appropriate services. The Library has also been awarded a multiyear grant by the Institute of Museum and Library Services for the development of our Electronically Preserving Obituaries as Cultural Heritage (EPOCH) project. The purpose of EPOCH is to provide a service that will capture obituaries from the community as a way to preserve local history. For next fiscal year, we are scheduled to receive $55,000 from IMLS for this project. State Aid ($829,000) While the Legislature has again approved funding for State Aid, we won t know our allocated share until sometime in the spring. As has been our practice, the amount included in next year s budget reflects the funding level received for the current fiscal year. Fines & Lost Materials ($1,075,000) Last May, the DVD daily fine decreased from $1.00 to $.25. As a result, the amount of revenue budgeted for the current fiscal year was very much a guess. Well, it appears our guess will end up being pretty close. As a result, we are budgeting the same amount, $1,075,000, for next year. 12

46 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Investment Earnings ($34,000) While investment returns continue to be extremely low, our estimate of $18,000 for the current year was much too low. This account has been increased by $16,000 to reflect a more reasonable estimate of the investment income. Contributions - Other ($25,000) The current year s budget included $500,000 as the second payment of the donation from Mr. Melrose. As the entire donation has now been received from Mr. Melrose, the only thing remaining in this account is $25,000 for miscellaneous contributions. Phone Discount ($281,000) The Universal Service Schools and Libraries Program, which is a Federal program commonly known as E-Rate, provides rebates up to of qualified telecommunication and Internet access charges to assist schools and libraries in the United States to obtain affordable telecommunications and Internet access. The Library has historically received rebates on Internet, wide area network, and basic phone service. Starting next year, we will also be receiving rebates on voice over Internet protocol charges and thus the reason for the $71,000 increase for this account. 13

47 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Operating Fund Expenditure Highlights Salaries ($13,562,656) FY 14 budget includes 218 full time and 161 part time positions, which represents an increase of 9 full time and 8 part time positions. The FY 14 Budget Guidelines from Mayor Jacobs include a 3% salary increase for County staff. While the average raise for Library staff will not exceed the 3%, most staff will be eligible for salary increases, which will be implemented at the beginning of the fiscal year. Increases for bargaining unit staff will be negotiated. Defined Contribution Pension Plan ($1,017,199) Library employees have not participated in Social Security since shortly after the District was formed in September Instead, a defined contribution pension plan was established for all staff. The Plan requires that the Library contribute an amount equal to 7.5% of each employee s bi-weekly gross salary. Vesting is immediate and benefits are payable in a lump sum at termination/retirement. The $44,880 increase in this account is due to higher budgeted salaries. Defined Benefit Pension Plan ($880,681) This Plan has been closed since January 1, It is a traditional retirement plan covering full time employees hired prior to January 1, The normal retirement benefit (2% of employee s final average earnings multiplied by years of service) is calculated at age 65. Employees who are vested and have at least 10 years of service may retire as early as 55 at a reduced benefit: 5% reduction for each year prior to age 65. Contributions to the Plan are actuarially determined at the beginning of each calendar year. The $261,143 decrease in projected contributions for next fiscal year is largely due to the very favorable investment return, 12%, for calendar year

48 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Money Purchase Pension Plan ($418,473) Effective January 1, 2007, new full time hires no longer participate in the Defined Benefit Pension Plan but instead are enrolled in this Plan. For this Plan, the Library contributes an amount equal to 9% of each employee s bi-weekly gross salary. The vesting period is one year and benefits are payable in a variety of forms, including lump sum and installments. The $54,706 increase is due to the increase in budgeted salaries and to the fact that every new full-time hire is enrolled in this plan. Life and Health Insurance ($2,385,852) The Library pays the medical and dental premiums for each full time employee, currently $8,090 per year, and the employee is responsible for the cost of any dependent coverage. Next year s budget includes a 1 increase over the current medical premiums. Starting in January 2014, the Library will also provide a new heath care plan to part time employees who are paid, on average, 30 hours or more per week. Providing coverage to these part time employees is one of the requirements of the Affordable Care Act. The annual premiums, $5,832, and the number of part time employees who will be eligible for this coverage next calendar year are both rough estimates. This new coverage is the main reason for the $508,835 increase in this account. Retiree Health Care ($858,385) A governmental accounting standard requires all local governments to reflect the cost of retiree healthcare during the employee s tenure rather than the Pay as You Go system that was common up until FY 07. A trust fund was established in 2007 and the Library has since been funding this benefit in a fashion similar to a pension plan. Contributions to the Plan are actuarially determined. The January 1, 2013 actuarial report was used to determine the funding level for next fiscal year. The $426,874 decline in the contribution level is primarily due to the very favorable investment return, 13.5%, earned for calendar year Parking and Bus Passes ($175,720) For Main Library employees, the Library pays for 118 parking spaces in the City of Orlando garage across from the Main Library. The Library also offers LYNX bus passes in lieu of parking at the employee s choice. Overall, salaries and benefits for next fiscal year are up 2.8%. 15

49 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Professional Services ($255,000) Examples of services charged to this account include the following: Actuaries (pension, self funding health insurance, retiree health care) Auditors Doctors (pre-employment drug testing) Attorneys Insurance brokers Benefits and compensation consultants The budget for this account was reduced by $5,000. Other Contractual Services ($1,225,000) Examples of services charged to this account include the following: Off duty police officer coverage (Main Library, South Trail, Hiawassee, and Washington Park Branches) Collection agency (collection services and renewal notices) Marketing & programming Branch deliveries Mystery shopper Bank & debit/credit card charges Advertising for legal notices OCLC (provider of bibliographic information for cataloging) Armored car pickup service for all locations Due primarily to an increase in marketing, including the regional concept presented to the Library Board, the budget for this account was increased by $75,000. Other Contractual Services Janitorial ($307,000) At the Main Library, the custodians are Library employees but in the branches, we contract with a private vendor, D&A Building Services, Inc., for janitorial and pressure cleaning services. We also have contracts with vendors to periodically clean the carpets in the branches, and clean the windows in all of our facilities. The cancellation of the Chickasaw lease is the main reason for the $10,000 reduction in this account. 16

50 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Training and Travel ($50,000) Charges to this account include: Mileage, parking, and tolls reimbursements to staff Group training Seminars and conferences for individual staff Other than travel funded by grants, out of state travel for professional conferences has largely been eliminated. The majority of the $50,000 budget relates to reimbursing staff for mileage, parking, and tolls. There was no change in the budget for this account. Telecommunication ($417,000) Telecommunication services including Internet connections, Wide Area Network (WAN), long distance, and local service are charged to this account. The Library Board approved a voice over Internet Protocol (VoIP) contract, which delivers voice communications over the Internet. This VoIP contract with AT&T is the main reason for the $62,000 increase in the budget for this account. However, since we will no longer have to maintain our own phone switch as a result of converting to VoIP, there will be a savings in repairs and maintenance costs. Delivery and Postage ($1,202,000) The following are charged to this account: Payments to a vendor, Priority Express Parcel (PEP), for deliveries to patrons for our MAYL program Payments to the Post Office for deliveries to patrons for our MAYL program in areas of the District which are not served by PEP Payments to the Post Office for general mail service Federal Express charges As the use of digital content has increased, there has been some reduction in the amount of physical materials being sent out and thus, our delivery costs have decreased as well. The budget for this account is down by $26,

51 ORANGE COUNTY LIBRARY DISTRICT FISCAL YEAR 2014 BUDGETS Utilities ($1,005,000) Included in this account are charges for water, sewer, trash, and electricity for all of our facilities. Since the chillers in the Main Library were replaced during FY 09, charges for utilities have been on a downward trend. That fact plus the cancellation of the Chickasaw lease, resulted in a $60,000 reduction in this account. Rentals and Leases ($1,063,000) This account reflects the leasing costs of the South Trail, Edgewater, Hiawassee, Southeast, Southwest, Herndon, and Eatonville Branches. We also lease Washington Park and Windermere but there are no lease charges for those facilities. While most of the leases have annual increases built into the lease agreements, the budget for this account was decreased by $8,000 due to the reduction in the amount that the Herndon Branch landlord charges for common area maintenance. Insurance ($356,000) Insurance coverage charged to this account includes the following: General liability Property Public officials Flood Employment practices Fiduciary (pensions) The majority of the premiums paid every year relate to the property and general liability coverage. While the projected premiums for the current year increased significantly compared to last year s budget, the actual premiums did not go up as high as first projected. As a result, we lowered the projected premiums for next year by $19,