AGENDA HOUSTON COUNTY PUBLIC LIBRARY BOARD August 14 Centerville Public Library - 6:00 P.M.

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1 AGENDA HOUSTON COUNTY PUBLIC LIBRARY BOARD August 14 Centerville Public Library - 6:00 P.M. 1. Call to order 2. Approval of minutes 3. Treasurer s Report *Approval of Treasurer s Report * 4. Director s Report 5. Committee Reports Perry Project Update Building Committee 6. Old Business *Rescheduling of September Trustees meeting* 7. New Business *Closing of Centerville for beetle treatment in late August* 8. Adjournment * items will need board approval.

2 Houston County Public Library System Board of Trustees Minutes - July 10, 2014 Nola Brantley Memorial Library The Houston County Public Library System Board met in regular session at the Nola Brantley Memorial Library on Thursday, July 10, Board members attending were: Leslie Butikofer, Denisa Davis, Robin Engle, Linda Jones, Mary Mantiply, Marc Martin, James Newton, Caroline Smith, John Gray Walker, Becky Wood and Pam Yates. Also attending was J. Sara Paulk. Chairman Walker called the meeting to order at 6:00 pm. Minutes - Mr. Walker called for the approval of the Minutes from both the June 12, 2014 regular session and the called meeting of June 17, On a motion from Smith and a second from Davis, the motion carried. Treasurer s report - Mr. Walker called for the approval of the Treasurer s report. motion by Engle and a second by Yates, the motion carried. After discussion, on a Director s report Action items -Mr. Walker called for a motion for the approval of the revised budget. Discussion was held. On a motion by Smith and a second by Mantiply, the motion carried. Budget attached. Mr. Walker called for a motion that Paulk be authorized to sign the requested driveway easement in front of the Centerville Library. Houston County has made this request for a road expansion. On a motion by Davis and a second by Butikofer, the motion carried. Committee Reports Mr. Newton reported that the Building and Grounds Committee met with the architects and builders to go over an 80% construction document. The cost of the project is currently $44,000 over budget based on the estimates from the subcontractors. Depending on the final estimates, these costs may go down. If the costs remain over budget, some items may have to be removed from the project. Old Business -none New Business -Leslie Butikofer announced her resignation from the library board. The Board expressed their appreciation for her service. Adjournment - Mr. Walker called for a motion to adjourn. On a motion by Engle and a second by Martin, the motion carried. The Board adjourned at 7:00pm The next scheduled meeting is August 14, 2014, 6:00pm, at the Centerville Public Library. Respectfully submitted - J. Sara Paulk Library Board Chair John Gray Walker

3 2014 Treasurer s Report Funds for internet and phone were not correctly figured from last year and this amount will end up being closer to $15, Salaries and wages are over in July due to Ms. Fox s leaving and paying for her remaining vacation while still having other staff fully on board at the same time. However, the under amount in benefits should balance this by end of the year. *********** 2014 Aug - Director s Report Perry Public Library in the temporary location on 1530 Sunshine Ave. inside the Perry Primary School opened to the public on Thursday, August 7 th. All three libraries will be open two extra hours starting August 16 th. The new schedules are : Centerville M, W, F 10-6 T & Th 10-8 Sat 10-4 (open an hour early and closing an hour later on Saturday) Nola Brantley Memorial M, T, Th (staying open two hours later on Tuesday) W & F Sat Perry Public M, W, Th, F Tues (opening two hours open on Tuesday) Sat Staffing changes Ms. Lauren Mullins (Perry) has taken the position of PINES / Support staff, formerly held by Ms. Cynthia Spratling (who is now the Business Manager). Ms. Carolann Simpson was hired to take Ms. Mullins s position as circulation clerk at Perry. Ms. Angela Simmons-Jones (Perry) has resigned to take a full-time position. Ms. Sara Cordova has been hired to take that part-time circulation position. Additional information Based on recommendation from entomologist from Barnes Exterminating leave the Centerville desk beetles alone. It could take several years, but they should eventually die out.

4 Carpet cleaning scheduled for all of CV and spots of NB during long holiday weekends. $1200 for CV and $300 for spot cleaning for NB. Tentative schedule for Centerville is Saturday October 11, 2014 and for Nola on Saturday, January 17, PINES upgrading over Labor Day will be on standalone during that time at all locations.

5 Unassigned Assigned Committed Restricted TOTALS STATE BANK & Trust Co. Operating Account-List of Deposits: Copies 1, Interest Earned Designated Receivables Fines & Fees 5, SPLOST Transfer 0.00 FOL 0.00 State System Services 4, State Materials State Salaries & Benefits 20, Houston Co Comm. 64, Houston Co. Bd. Of Ed Total Monthly Deposits: 123, Total Monthly Disbursements: 140, Contingency Fund 80, Reconciled Bank Balance 318, 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, #REF! STATE BANK &Trust Co. Interest TD> 10, SPLOST $ - CV 12, SPLOST $ - PE 66, SPLOST $ - NB 54, , , , , , TOTAL ALL FUNDS #REF! Expenditures: Annual Budget Y-T-D Budget Y-T-D Actual Current Month (Over)/Under Salaries & Hourly Wages (1,433.70) Taxes & Benefits , Professional Services: Auditors & BB Manager , Copiers & Equipment: Leases, Usage & Expend.Eq (362.33) Utilities: Electric, Water, Sewer & Gas Service , Insurance: Buildings, Vehicle,Liability,Theft, Terror (4,138.67) Maintenance & Repairs: Buildings, Grounds & Jan Materials: Books, CD's, DVD's, Magazines , Motor Vehicle Costs: Tags, Gas, Oil, Maint (565.72) Purchased Services: Public Relations, Misc Supplies: Staff,Patron,Janitorial,Postage&Printing , Other Operating Expense:Patron Refunds (68.60) Tecnology: Computers, Maint., Software, Wi-Fi , Telecommunications: Telephone, Cell & Internet (326.04) Travel & Train.: Mileage, Hotel, Meals, Dues & Fees (250.02) TOTALS ,319.96

6 Nonspendable (Over)/Under

7 HOUSTON COUNTY PUBLIC LIBRARY SYSTEM Perry Construction Budget Unassigned Assigned Bank of Perry - Construction Acct. $1, Construction Account-List of Deposits: County Commissioners / SPLOST $800, Interest Earned $1.61 State G.S.F.I.C. Reimbursements $1,600, Total $2,400, Expenditures: Renovation cost Totals Overall renovation $2,000, $2,000, From remaining $400, Guesstimate Committed House behind library $135, $135, Asbestos test for house $1, , Asbestos removal for house behind lib $4, , Survey $3, $3, Site Engineering $6, $6, Soil tests $1, $1, Moving $39, $39, Other tests $30, $30, Landfill cost for house $5, $5, Network and security system $30, $30, Library furniture $100, $100, Telephone System $20, $20, Landscaping?? Misc.?? Totals by category $2,000, $192, $2,377, Remaining budget amount $22,917.12