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Archived Meeting PacketsContains an agenda along with financial, circulation, computer usage and staff department reports. |
Library BoardThe Library Board meets the second Wednesday of each month at 7:00PM in the Sumner History Room unless other wise noted.Next meeting date: March, 2012 @ 7:00PM [AGENDA coming soon]Previous Meeting: February 8, 2012 [FINAL PACKET] Board Meeting HiglightsNovember 14, 2011Circulation for October 2011 was 35,803, and of those circulations 1,475 were from Hamilton County Reciprocal Borrowers. 88 items were circulated by patrons from other Evergreen Libraries, and a total of 654 items from WWPL were sent to other Evergreen Libraries. We issued 219 new library cards, and of those 30 were issued to Hamilton County Reciprocal Borrowers. 1,580 items were checked out using the Self Check Station. Jane Herndon of Ice Miller, LLP presented a summary of the different scenarios dealing with the issuance of bonds. She explained to the board that no matter what the amount of the bond, we will need the approval from an elected body and in our case it will be the Westfield City Council. Projects under $2 million are not subject to the petition remonstrance or referendum process. Projects between $2 and $12M are subject to the petition remonstrance process, and any project over $12 million is automatically subject to the referendum process. She also explained that to have your project outside the Property Tax Caps, you must have a referendum. The library board approved an additional appropriation from the Rainy Day Fund. This is necessary due to the expected shortfall of revenues from the Property Tax Caps. The library will be receiving $91,000 less in property tax revenue for 2011. The library board was also informed that there is an upgrade scheduled for the Evergreen Indiana system. During this upgrade patrons will not be able to access the library catalog to renew materials or place holds. We will not be able to register new patrons or check in items. This upgrade will be performed December 9, 10, 11, 2011. October 12, 2011Circulation for September 2011 was 36,594, and of those circulations 1,591 were from Hamilton County Reciprocal borrowers. 91 items were circulated by patrons from other Evergreen Libraries, and a total of 711 items from WWPL were sent to other Evergreen Libraries. We issued 269 new library cards of which 28 were issued to Hamilton County Reciprocal Borrowers. 1,696 items were checked out using the Self Check station. Ryan Fetters of H.J. Umbaugh & Associates presented a summary of preliminary financing options and tax impact for 4 different options. Two dealt with renovating the current facility and different payment options. The other two dealt with renovation and expansion with different payment options. The way the options were set up, there would be no significant impact on taxpayers, as the new bond would become effective as the library's current bonds are paid off. A representative from Ice Miller, (bond counsel) will make a presentation to the board at the November meeting to discuss the legal financing process of a potential project. A financial analysis of the 2011 budget and expected revenues and expenditures for the remainder of 2011 was explained. Due to the shortfall of expected revenues, we have halted ordering of most new materials. The library board has agreed to advertise an additional appropriation out of the Rainy Day Fund, to cover this shortfall. The public hearing on the additional appropriation will be held at the November 14, 2011 board meeting. The library board adopted the 2012 Budget: Operating Fund: $1,103,855 Tax Rate: The November board meeting has been rescheduled from November 9 to November 14 at 7:00 pm. September 14, 2011Circulation for August 2011 was 42,904, and of those circulations 1,904 were from Hamilton County Reciprocal borrowers. 117 items were circulated by patrons from other Evergreen Libraries, and a total of 853 items from WWPL were sent to other Evergreen Libraries. We issued 245 new library cards, and of those 27 were issued to Hamilton County Reciprocal Borrowers. 2,028 items were checked out using the SelfCheck station. The public hearing for the 2012 Budget was held. There were no questions/objections from the public. The 2012 Budget will be adopted by the Library Board at the October 12th board meeting.The Library Board expressed their appreciation of a $500.00 donation to the library from Matthew Jones in honor of his 10 years of service with Capital Group Companies. The library board adopted a Public Relations Policy for the Library. Other policies have been reviewed by the library staff and there were no suggestions for changes to be brought in front of the library board. August 16, 2011Circulation for July 2011 was 44,892. Of those circulations, 1,680 were from Hamilton County Reciprocal borrowers, 73 items were circulated by patrons from other Evergreen Libraries, and a total of 665 items from WWPL were sent to other Evergreen Libraries. We issued 267 new library cards, and of those, 21 were issued to Hamilton County Reciprocal Borrowers. 2,200 items were checked out using the Self Check station. The Library Board discussed the third service direction of the Strategic Plan: Commons – The library will provide a place for people to meet and interact with others in their community on a formal or informal basis. The goals under this service direction are:
There was much discussion, and it was decided that the board members would prioritize the goals and submit them to the Board President. The Building committee will review and come up with a plan to bring back to the Board. The Board voted to advertise the 2012 Budget. July 13, 2011Circulation for June 2011 was 46,692. Of those circulations,1,683 were from Hamilton County Reciprocal borrowers, 79 items were circulated by patrons from other Evergreen Libraries, and a total of 606 items from WWPL were sent to other Evergreen Libraries. We issued 166 new library cards, of which 21 were issued to Hamilton County Reciprocal Borrowers. 2,064 items were checked out using the Self Check station. Due to the property tax caps, it is estimated that the library will lose $91,000 in property tax revenue for 2011. The Library Board approved reducing 2011operating fund appropriations to help with this shortfall. It is likely that an additional appropriation from the Rainy Day Fund will be necessary to help fund the 2011 Budget. The 2012 budget will be the same as the 2011 budget, and it is likely that an additional appropriation from the Rainy Day Fund will be necessary to help fund that, as well. The Building Committee reviewed the space reallocation, renovation and possible expansion plans during the meeting. Paul Ewer of Quantum Architecture presented some different options for the Board to consider. June 8, 2011Circulation for May 2011 was 34,495, and of those circulations 2,066 were from Hamilton County Reciprocal Borrowers. 206 items were circulated by patrons from other Evergreen Libraries, and a total of 574 items from WWPL were sent to other Evergreen Libraries. We issued 158 new library cards, and of those 13 were issued to Hamilton County Reciprocal Borrowers. 1,341 items were checked out using the Self Check Station. The Library Board received approval from the Department of Local Government Finance to use funds in the Library Improvement Reserve Fund to purchase a new telephone system. The new telephone system will be installed June 22nd. The Library Board also voted to change the library's 403(b) plan from Mass Mutual to The Hartford. The new plan will be administered by John Kerr of Edward Jones in Westfield. The change will save the library approximately $1000 each year in third party administrator fees. The Library Board reviewed the section of the Library's Strategic Plan titled "Current Topics and Titles." They discussed the progress we've made on the goals and objectives. Library director, Sheryl Sollars, provided the board with updates on the progress of the staff on each of the objectives. The board continued to brainstorm new programs and services to enhance this service response. Preliminary work has begun on the 2012 Library Budget. The budget will be the focus of the next few board meetings. May 11, 2011Circulation for April 2011 was 35,955, and of those, 2,017 were from Hamilton County Reciprocal borrowers. 108 items were circulated by patrons from other Evergreen Libraries, and a total of 611 items from WWPL were sent to other Evergreen Libraries. We issued 169 new library cards, and of those, 19 were issued to Hamilton County Reciprocal Borrowers. 1,207 items were checked out using the Self Check station. The Library Board passed a resolution to appropriate funds out of the Library Improvement Reserve Fund to purchase a new telephone system for the library. The new telephone system will be installed in June after receiving final approval from the Department of Local Government Finance. The Library Board reviewed the section of the Library's Strategic Plan titled "Education and Learning." They discussed the progress we've made on the goals and objectives. The director, Sheryl Sollars, provided the board with updates on the progress of the staff on each of the objectives. The board continued to brainstorm new programs and services to enhance this service response. The library board will continue reviewing each service response of the plan at their monthly board meetings. At the Evergreen Indiana Annual Meeting it was reported that the Westfield Washington Public Library now ranks 10th in Indiana in providing materials to other libraries. April 19, 2011The Library Board passed a resolution to appropriate funds out of the Rainy Day Fund to purchase materials for the library's collection. Circulation for March 2011 was 39,074, and of those 2066 were from Hamilton County Reciprocal Borrowers. 365 items were circulated by patrons from other Evergreen Libraries, and a total of 552 items from WWPL were sent to other Evergreen Libraries. We issued 171 new library cards, and 13 of those were issued to Hamilton County Reciprocal Borrowers. 1,207 items were checked out using the Self Check station. The Library Board approved the purchase of a new telephone system. We will use funds from the Library Improvement Reserve Fund to cover this expense. We received notification from the
Indiana State Library that we
received 2011 Library Services and Technology Act Grant. The grant amount was for $7,200 to purchase two Internet Computers for the Children's Department. March 9, 2011The Library Board passed a resolution to appropriate funds out of the Rainy Day Fund to purchase materials for the library's collection. Circulation for February 2011 was 33,772, and of those, 1503 were from Hamilton County Reciprocal borrowers. 445 items were circulated by patrons from other Evergreen libraries, and a total of 493 items from WWPL were sent to other Evergreen Libraries. We issued 136 new library cards, and of those, 19 were issued to Hamilton County Reciprocal Borrowers. 1,092 items were checked out using the Self Check station. The Director reported to the library board that the copy machine leases were renewed, we received two new copy machines and the quarterly leases will be approximately $500 less per quarter. We are still having some issues with connecting the vend tower to the copy machine, so the circulation staff will be taking payment for copies until that can be resolved. The library has received 15 computers donated to us by Hamilton County. We will be replacing some of our older computers with the donated computers. February 9, 2011Circulation for January 2011 was 36,889, and of those, 2,000 were from Hamilton County Reciprocal borrowers. 311 items were circulated by patrons from other Evergreen Libraries, and a total of 590 items from WWPL were sent to other Evergreen Libraries. We issued 170 new library cards, and 22 of those were issued to Hamilton County Reciprocal Borrowers. 1,137 items were checked out using the Self Check station. The library board will be asking for an additional appropriation from the Rainy Day fund to purchase materials for the library collection. This additional appropriation is necessary due to the decrease in the library operating fund budget. The Library Board voted for a revision of their bylaws to include provisions for nepotism and conflict of interest. January 12, 2011Circulation for December 2010 was 33,052, of which 1,252 were from Hamilton County Reciprocal borrowers. 429 items were circulated by patrons from other Evergreen libraries, and a total of 434 items from WWPL were sent to other Evergreen Libraries. We issued 137 new library cards, and of those seven were issued to Hamilton County Reciprocal Borrowers. 768 items were checked out using the Self Check station. The Westfield Rotary Club donated the book Mighty Oaks for addition to the library's collection. The Library Board passed the 2011 Non-Resident Fee resolution establishing $65 to purchase a non-resident library card. The board also passed a resolution to transfer $30,000 from the 2010 operating fund to the Rainy Day Fund. The Certified Budget Order was received. The Library's approved Operating Fund budget for 2011 is $1,088,505, and the Lease Rental Fund budget is $338,323. The total tax rate for the library for 2011 is $.0436/$100 assessed value. The Board of Finance met after the regular board meeting. The Board of Finance reviewed the Finance Policy and the Library's investments. |
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