Board of Trustee Report Packet
Meeting Date: October 11, 2016
Grand County libraries: linking people to boundless opportunities
GRAND COUNTY LIBRARY DISTRICT
BOARD OF TRUSTEES
Regular Meeting
Tuesday, October 11, 2016
5:30 PM
Granby library
225 East Jasper, Granby, CO 80446
Welcome to the Granby Library
Trustees present: Ann Douden, Mary Chance, Marcus Davis, Carol Hunter, and Sally LeClair. Nancy Knoohuizen and
Jim Sloan’s absence are excused.
Staff present: Stephanie Ralph, Jeanie Johnson, Tara Ingle, Sarah Greenberg, Matt Sutton, and Michelle Grant
Public present: Travis Poulan, Merilyn Hunter, Marla Gall, Elizabeth Gall, Cindy Hald, Kerry Davidson, Shawn Davis,
and Richard Cimino
I.
Call to Order and Consideration of Trustee Absences
Douden called the meeting to order at 5:31 pm
II.
Amendments to the Agenda
Report of the campaign committee moved to other reports
Banking Resolution moved to Action items
III.
Approval of the Agenda
Leclair moved for approval of the amended agenda, Chance seconded, all approved,
motion passed.
IV.
Approval of Board Minutes, July Check Reconciliation
A. Douden called for a motion to approve September minutes. Leclair so moved,
Chance seconded, all approved, motion passed.
B. July Check Reconciliation: General Fund Wells Fargo
Douden called for motion to approve, Chance so moved, Davis seconded, all
approved, motion passed.
C. Correspondence –no correspondence
Additions to GCLD Reports
A. Trustee –We now have a full board—seven members.
B. Executive Director—Received link to Tabor Statement from Sarah Rosene,
County Clerk.
C. Departments
1. Finance October Budget to Actuals
The district has collected 98% of its revenues. Fraser Valley Library
wrote and received a $1500 grant from Lions Club for eBooks. We are
V.
Respectfully submitted by Jeanie Johnson, Recording Secretary. Approved 11/15/16.
Board of Trustee Report Packet
Meeting Date: October 11, 2016
receiving some end-of-year donations for building funds. The additional
summer staff hours in the Juniper and Kremmling Libraries are
complete. 68% total personnel budget has been expended. $14,000
media savings, some savings in tech, communication is at 86% of
budgeted, facilities. The source of the increase to the Kremmling Water
bill was traced to the water feature. This has been resolved and the
current water bill will reflect the lower costs. Professional fees are at
94% of budget. The Noriyuki and Parker pro bono contribution to GCLD
has kept the professional fees within budget. No change in capital
projects from August.
Balance sheet—There were questions raised about Foundation money
being held in GCLD reserves. Ingle replied that the Foundation is
organized so that its funds are held as current assets on the books for
GCLD. Another question was brought about a 2012 $400,000 transfer of
funds from Foundation to GCLD operating budget. Ingle replied that the
Foundation funds were spent for Granby roof repair. This is in line with
the intention of the Foundation by which funds can be expended on
capital projects.
Tara stated that her research indicates that no Foundation money is
been categorized as endowment funds.
Finance committee, Nancy, Sally, Tara, and Stephanie met. The central
services building is now listed with a realtor for $350,000.
Tara and Stephanie met with two new board members, Marcus Davis
and Carol Hunter, to provide them with background information and
statistics.
Budget to Actuals added to Trustee page in interest of transparency—
Financial history goes back to January 2016.
HR - On December 1, 2016, GCLD will need to be incompliance with the
Fair Standards Labor Act (FSLA) with the following change to overtime
rules: the majority of current salaried staff will be changing salary
designation to hourly.
Workplace Wellness began October 1; Trustees have a link to join.
SDA Conference —Library Districts are a Title 24 districts. GCLD’s
procedures and CORA requests are in line with suggested practices. The
SDA conference provided helpful information.
2. Facilities
Matt completed inspections of all branches and facilities are all set for
cold weather. S. Ralph and Sutton visited county buildings to determine
if they had storage space that would be suitable for GCLD. There is
space and the district needs to get security fencing if and when we begin
to utilize the space.
3. Library Resources--Nothing to add
Respectfully submitted by Jeanie Johnson, Recording Secretary. Approved 11/15/16.
Board of Trustee Report Packet
Meeting Date: October 11, 2016
4. Technology—now combined with library resources report. Legal
complications of VOIP contract— A non-appropriation clause needs to
be added to the contract as GCLD cannot enter 3-year contract when the
budget cycle is one-year. A change in negotiations is underway from
Comcast business to Comcast government to see if a workable solution
can be found.
5. Public Services
The fee increase in office services has resulted in significantly larger
weekly cash deposits. Room reservation fees are now operable.
6.Youth Services
Teen programming is geared to 5th grade and older. This will serve to
support the 5th grade transition to East Grand Middle School. The teen
program #hangin at Fraser Valley is being enthusiastically received by
teens; parents are happy their kids have a fun, safe activity; and
teachers at FVE are discussing the value of programming.
VI.
1,000 Books is very successful with 249 children registered, 26 finishers
who have had 1,000 books read to them, 112 children who’ve
experienced at least 100 books, and a total of 55,800 books read due to
the program.
a. Fraser Valley
b. Granby
c. Hot Sulphur Springs
d. Juniper
e. Kremmling
Friends of the Grand County Library, Inc.
Merilyn Hunter, President of Friends, introduced herself to new board members. The
anticipated event is the member appreciation party and annual meeting on Oct. 22, 10
am at Granby Library. The Friends not only raise money to support children’s programs,
but also foster literacy and encourage broad based support of library district. The three
Summer Reading bookmark winners will be announced at the annual meeting Oct. 22.
Two hundred copies of each of the three winning bookmarks are being printed.
VII.
Campaign Committee
Annie Douden reminded all that election day is 4 weeks away. An ad in Grand Gazette
and Sky-Hi News will run every week through November 8; Grand Gazette will insert a
flyer in this week’s issue and will run it again before the election. A $500 anonymous
donation for yard signs was received after the Kremmling campaign candidate forum
was held.
VIII.
Action Items
a. Banking Resolution—After a brief discussion involving the bank’s need for a
resolution in order to change signers, Chance moved to approve the Banking
Resolution, Hunter seconded, all approved, motion carried.
Respectfully submitted by Jeanie Johnson, Recording Secretary. Approved 11/15/16.
Board of Trustee Report Packet
Meeting Date: October 11, 2016
b. Officer appointment--The Reappointment Committee requested a motion to
appoint Mary Chance as President and Sally Leclair as secretary. Hunter so
moved, Davis seconded, all approved, motion carried.
Douden called for a motion for positions to take effect at end of this meeting.
Chance moved, Leclair second, all approved, motion passed.
c. Davis moved to approve the budget for public comment with trustee’s line
reduced to $500 in each budget, the elimination of miscellaneous expense line in
each budget and the reduction of personnel increase from 10% to 5% in the 3.36
Mill Levy Budget. Chance seconded, all approved, motion carried.
d. Motion to approve automatic amendment to By-Laws section 3 was made by
Chance, Hunter seconded, all approved, motion carried.
IX.
Information/Discussion Items
A. Report and recommendations from Committee to select Board Officers
This committee, made up of Douden and Leclair, follows procedure in By-laws,
Section 5. The president and secretary positions are vacant. The committee
nominates Mary Chance for President and Sally Leclair as Secretary. Douden
called for move to action item. Davis so moved, Hunter seconded, all
approved, motion carried.
A new person is needed on the finance committee. Davis moved to add a new
member of the board to the finance committee, Leclair seconded, all
approved, motion carried.
Davis volunteered for finance committee
Re-appointment Committee for Trustees:
i. Annie Douden’s term ends 2/28/2017
ii. Nancy Knoohuizen term ends 2/28/2017
Applications may be sent to trustee reappointment committee. Douden
would like to reapply for appointment as a trustee. Knoohuizen can
send a letter to the trustee reappointment committee since she is not
present at this meeting to voice her wishes.
Carol Hunter will be president of trustee reappointment committee.
Sarah Greenberg and Sally Leclair are other members.
B. Finance Committee: Presentation and discussion on the proposed 2017
Budgets for public posting: Budget at 3.36 Budget at 2.41
Sally Leclair recapped Finance Committee 9/29/2016 meeting
a. Banking Resolution discussed
b. Central Services building up for sale $350,000
c. Budget proposal—
1. The finance committee has worked on this since February,
2016 to trim accounts, increase revenue, and postpone some
projects. The intent is to remain accountable to tax payers and
maintain quality and sustainability of the district.
Respectfully submitted by Jeanie Johnson, Recording Secretary. Approved 11/15/16.
Board of Trustee Report Packet
Meeting Date: October 11, 2016
2.Balanced budget—There was consensus that it is necessary to
have balanced budget by 2019.
A line-by-line examination of the budget resulted in cuts as well as
impacts on staffing and resources.
1st of 2 budgets—3.36 Mill Levy Budget
Revenue on the increased mill levy, if passed, of only $627,770
can be collected by the district in 2017. Any money over this
amount must be returned to tax payers. The money received will
be moved to debt retirement fund. This does not open up
operating cash for GCLD. This budget reflects savings in areas of
contingency, technology, personnel, and capital but retains
current district structure.
2nd budget 2.41 Mill Levy Budget
Emphasis is upon restructuring the entire district to work within
the funds from 2.41 mill levy with an expense reduction goal of
$200,000 in 2017. This budget reflects savings in above lines as
well as deeper cuts across all areas of the budget, including the
reduction of one branch.
Reasons for this are: Declining assessed valuations, aligning cuts
with Grand County at 10% for 2017, sustainability by balancing,
and scalability for further reductions for fluctuating revenues.
3.36 Mill Levy Budget: The intention of Board is to keep district
operating as is now.
Discussion followed.
2.41 Budget—
Ingle shared the 2017 proposed budget with revenues of 2.41
mill. She emphasized that the primary asset in district is
personnel. It is last thing to have to change after all other
reductions.
Douden called for motion of budget approval to action item:
Chance moved for the approval of two budgets, with changes, to
an action item, Leclair seconded, all approved, motion carried.
C. Special Meeting Board of Trustees to address issues arising from the ballot is
scheduled for 2 pm on November 11 in the Granby Library Community Room.
D. Procedure to evaluate the Executive Director
Douden and Chance will take this responsibility this year.
E. Discussion on the 2016 By-Laws
Davis motioned to move to action item section 3 automatic amendment to bylaws, Leclair seconded, all approved.
Respectfully submitted by Jeanie Johnson, Recording Secretary. Approved 11/15/16.
Board of Trustee Report Packet
Meeting Date: October 11, 2016
F. October 19, 6:30 pm Annual presentation to the Kremmling Town Board
Marcus Davis and Jim Sloan will attend with Ralph.
G. Training opportunity for new trustees - Jacqueline Murphy (Colorado State
Library) All trustees may attend. Date and time to be determined.
H. Public Comment
Merilyn Hunter: apparent that the difference in two budgets is so huge.
She asked for more time to avoid drastic cuts if 2.41 budget is carried out.
Kerry Davidson: asked about possible use of Foundation fund balance of
$88,000. Ingle responded that the district can move Foundation funds into
district operating monies, for capital projects - if there is a building or repair
need, provided it is not endowment money.
Marla Gall: Asked about endowment funds
Shawn Davis: requested clarification in the TABOR pro statement regarding
possible closure of “branches,” rather than “a branch.” Response was that
district cannot clarify because the future cannot be seen. District needs to
leave the possibility of further reductions open.
I. Response to Public Comment
X.
XI.
Adjournment
Douden called for a motion to adjourn at 8:32 pm, Chance so moved, Leclair seconded,
all approved, motion carried.
The Board reserves the right to add items of business and to change the order of business as needed. The
Board welcomes public participation in the meetings. If specific accommodations are needed, please
contact the Director, Stephanie Ralph, at 887-9411, ext. 101, fax 887-3227, or e-mail [email protected] at
least 24 hours in advance of the meeting.
Respectfully submitted by Jeanie Johnson, Recording Secretary. Approved 11/15/16.