basalt regional library district board of trustees meeting basalt … · 2018. 10. 15. · brld –...

Agenda: October 2018

Basalt Regional Library District Board of Trustees Meeting Monday, October 15, 2018 5:15 PM

Basalt Regional Library Community Room

All Meetings of the Basalt Regional Library District are open meetings. Members of the public are most welcome.

Board of Trustees: Karen Barch, President; Michael Latousek, Vice President; Becky

Musselman, Vice President; Roger Garrett, Treasurer; Dick Hampleman, Secretary; Christi Blish, Trustee; Enid Ritchy, Trustee

AGENDA

5:15 PM Call to order Citizen Comments 5:20 PM Board Comments 5:25 PM Approval of Minutes of September 17, 2018 Board Meeting 5:30 PM Director’s Report, Ann Scott 5:35 PM Committee Reports: Strategic Planning Committee: Christi Blish, chair Bylaws Committee: Michael Latousek, chair Policy Committee: Becky Musselman, chair Personnel & Human Relations Committee: Karen Barch, chair Facilities Committee: Dick Hampleman, chair Finance Committee: Roger Garrett, chair

• September Financials 5:45 PM Review of Director’s Contract 5:50 PM Review of Final Draft 2019 Budget 5:00 PM Discussion and Possible Vote on Resolution 2018-04, a Resolution of the Basalt Regional Library District Amending Article 4, Section 2 of the Bylaws of the District. 6:00 PM Adjourn Meeting

BRLD – Board Meeting Minutes 9-17-18 1

MEETING MINUTES

BASALT REGIONAL LIBRARY BOARD OF TRUSTEES

MONDAY SEPTEMBER 17, 2018 AT 5:15 PM COMMUNITY ROOM

14 MIDLAND AVE BASALT, CO 81621

A meeting of the Board of Trustee of the Basalt Regional Library District was called and held on September 17, 2018 at 5:19 pm with the following persons present and acting to conduct business. MEMBER ATTENDANCE: Karen Barch –President

Michael Latousek – Vice-President Becky Musselman – Vice-President Dick Hampleman – Secretary Roger Garrett – Treasurer Christi Blish – Trustee Enid Ritchy – Trustee MEMBERS ABSENT: None ALSO PRESENT WERE: Ann Scott - Director Kim Clinco –Accountant Signa Strom – Marketing and Outreach Director CITIZENS COMMENTS

None BOARD COMMENTS

Karen ask the Board to review their calendars regarding the November Board meeting and December meeting. The November Monday is the week of Thanksgiving, November 19th. Most members appear to be in town with the exception of Becky and Karen. The Board unanimously agreed to maintain the meeting on November 19th. Due to the approval and resolution deadlines for the 2019 budget; the December meeting has been changed to December 10th.

MINUTES

The August 20, 2018 Board meeting minutes were presented for review. Dick Hampleman moved to approve the minutes as presented, seconded by Becky Musselman. The minutes were unanimously approved by all members.

DIRECTOR’S REPORT

Ann provided her Director’s report. She noted there was an employee staff benefit meeting held earlier in the month. Kim gave a complete overview of the benefits available to full-time and part-time employees and the changes for the upcoming year.

Several individuals have been interviewed for the Youth Services position. An offer has been made to one of the canditaes and Ann is waiting for an acceptance. Ann discussed the need for a safety railing to be installed on the steps of the staff entrance. She has obtained a cost for the purchase and installation of the railing; and will have completed this year. In order to increase security and safety, installation of outdoor security cameras is being reviewed. Ann also noted winter maintenance on the air conditioning system will be complete.


The revised Material Circulation Policy has been implemented. Juvenile and Young Adult materials checked out by patrons under the age of 18 will not accrue late charges. Charges for damaged and lost materials will apply. This revised policy has been received well by the patrons. Ann also noted the Sopris Sun wrote a positive and upbeat article on the policy.

Signa Strom provided an update of the marketing accomplishments over the past year to the Board. She has reviewed the prior marketing and promotion program, gauging effectiveness and evaluating more effective marketing. Sigma has created a platform as a guideline. Accomplishments for this year include improvement to internal activities, redesign of the brochure, update of the website to improve effectiveness and implementation of a better calendar of events. The increased awareness informs the patrons of the happenings of the day, month or year. Sigma has set advanced marketing deadlines to ensure effectiveness of the marking. Staff has recognized the website is the communication hub for the Library and community and the external marketing needs to drive the patrons to the website. There has been a better use of display ads, directing readers and listeners to the website. Sigma focused the past year on the frame work. The website has been improved to make navigating easier and user friendly; the calendar has been updated and easier to engages with website. New program brochure has been restricted to include reading recommendations, resources, etc. The feedback has been overwhelming positive. The redesigned brochure is now referred to as the Basalt Regional Library magazine. Sigma also noted the email blasts have been updated to enable patrons to receive the information that contains their individual interests. There has been a TV added behind the front desk to visually engage patrons; and a kiosk at the front entrance. Changes will continue to be updated and improve. For 2019, the proposed marketing budget is higher than past years as the goal is to change the display advertising, focus more on what the Library does and not just “exist”. There will be more emphasis on special events and establishing the Library as a community resource. 2019 marketing will also include expanding the reach for display advertising, improve print advertising, add paid radio advertising and a boost of Facebook posts. There will also be welcome mailers that will be distributed to people that move to Valley to inform them of the services and resources available at the Library.

Discussion was held regarding the Gallagher amendment. Ann had emailed information to the Board members earlier in the month. Karen suggested everyone should watch the video as it was very informative. The potential loss of mill levy revenue in 2020 due to the Gallagher amendment is a concern. A letter issued by the Pueblo Library was reviewed, discussing the possible effects the Gallagher amendment could have on their library. Karen suggested the Board draft a similar letter, which would demonstrate awareness to the public and encourage the community to be proactive.

The Board unanimously agreed to draft a letter on behalf of the Library, from the Board. Ann will work on the draft; Michael and Dick volunteered to assist in the project.

COMMITTEE REPORTS Strategic Planning Committee: Christi Blish, Chair

Christi reported on 8/28, facilitate training was held with Peter Fuicks. He Discussed tips on how to successfully conduct sessions. There will be ads on the Radio; Aspen Daily News, Sopris Mtn News, Posters. This will help to create notice and awareness. Christi noted the surveys have been drafted; 30 people have already participated in the survey. There are approximately 10 focus groups organized by age. Christi asked if the Board members could provide 3 or more people to participate from each focus group. Ann will email to the Board members in one week as a follow up. Two sessions have been schedule; 10/8 for Educators and 10/18 for Seniors. The next session will be parents with young children and teenagers. The committee will continue to work on the development and implementation.

Bylaws Committee: Michael Latousek, Chair Michael reported the Committee is currently reviewing the Bylaws and have a concern regarding Section 2, Appointment of Trustees. The committee is questioning the wording of Bodies. Should Bodies be Body as each legislative branch should be responsible for their area, such as the Town of Basalt; Eagle County; Pitkin County. The committee will review any changes with the attorney and present to the Board for approval.


Policy Committee: Becky Musselman, Chair Becky reported the committee has met, but no additional work has been complete after the update of the Materials Collection Policy. The committee will continue to review all policies for grammar errors as well as structure and content. Discussion was held regarding maintaining a historical record of any updates made.

Personal & Human Relations Committee: Karen Barch, Chair.

Karen and Enid have worked on Ann’s review. Karen passed out copies of the evaluation input from the staff and Ann. The handout also includes the goals for 2019. Ann has reviewed the goals and has asked to review with the committee to make updates or changes. Each Board member reviewed the goals outlined and the feedback was encouraging and positive. Karen thank Ann for her hard work and improvement to the operations of the Library. The committee will make the final revisions and have available at the October meeting. Karen moved to work with Ann to extend her contract for 2019. Becky seconded the motion, was unanimously approved. Karen, Enid and Roger will meet with Ann. Karen moved to provide Ann with a lump sum of $3,500 to compensate for no payroll increase for the 2018 calendar year. The motion was seconded by Christi, and unanimously approved. Karen asked Kim to process the amount with the next payroll.

Facilities Committee: Dick Hampleman, Chair. None. Finance Committee: Roger Garrett, Treasurer.

August Financials: Roger reported the Library currently has a cash balance of $3,489,606. Of the amount, $441,101 is allocated to the Capital Reserve Fund; $1,345,627 is the balance of the Bond Repayment Fund and the General Operating Fund totals $1,702,877. He noted there was a reduction of Mill Levy revenue received in August; which was anticipated for the time of the year and will continue thru the end of the year. The total operating budget reflects 63% of the annual budget has been spent and payroll is 3% below the budget as of August. The next bond principle and interest payment is due November 1st. The $80,000 allocation to the Capital Reserve Fund has been made.

2019 Budget: Roger noted the 2019 draft budget will be presented at the October 15th Board meeting. ADJOURNMENT

There being no further business to come before the Board, the meeting was adjourned at 6:46 pm. Christi moved to adjourn, Enid seconded.

Respectfully submitted, ______________________________________ Kim Clinco Bookkeeper / HR Administration

Quantity

Difference

Percentage

Change

Adult Audio 5.5% 543 5.4% 568 -25 -4.40%

Adult Continuing Education 0.1% 7 New Nov 2017

Adult DVD TV Series 2.0% 196 2.5% 261 New Aug 2017

Adult Express 0.4% 41 Discontinued

Adult Fiction 7.8% 766 6.8% 719 47 6.54%

Adult Graphic Novel 0.2% 17 0.2% 21 -4 -19.05%

Adult Large Print 1.0% 99 0.9% 94 5 5.32%

Adult Literacy 0.0% 4 -4 -100.00%

Adult Map Case 0 0.00%

Adult Music CD 1.1% 112 1.5% 161 -49 -30.43%

Adult New Book Shelf 9.3% 914 6.9% 731 183 25.03%

Adult New Video 15.3% 1,491 17.0% 1,808 -317 -17.53%

Adult Non Fiction 8.3% 819 7.9% 837 -18 -2.15%

Adult Oversized Books 0.1% 8 0.2% 20 -12 -60.00%

Adult Reference 0.0% 1 -1 n/a

Adult Video 11.0% 1,079 12.2% 1,293 -214 -16.55%

Adult Total 61.7% 6,051 61.9% 6,559 -508 -7.75%

Quantity

Difference

Percentage

Change

Spanish Audio 0 100.00%

Spanish Fiction 0.3% 30 0.2% 20 10 50.00%

Spanish Graphic Novel 0 100.00%

Spanish Juvenile 1.3% 129 1.5% 164 -35 -21.34%

Spanish Non Fiction 0.3% 25 0.3% 28 -3 -10.71%

Spanish Reference 0 n/a

Spanish Video 0.4% 38 0.6% 67 -29 -43.28%

Spanish Young Adult 0.0% 2 0.0% 1 1 100.00%

Spanish Total 2.3% 224 2.6% 280 -56 -20.00%

Quantity

Difference

Percentage

Change

Young Adult Audio 0.0% 2 0.1% 9 -7 -77.78%

Young Adult Fiction 1.6% 160 1.7% 179 -19 -10.61%

Young Adult Graphic Novel 1.0% 99 0.5% 55 44 80.00%

Young Adult Non Fiction 0.2% 17 0.2% 18 -1 -5.56%

Young Adult Video 0.3% 31 0.2% 16 15 93.75%

Young Adult Total 3.1% 309 2.7% 277 32 11.55%

BASALT REGIONAL LIBRARY CIRCULATION CHECKOUT STATISTICS

Adult Circulation Statistics

Sep 2018 Sep 2017

Spanish Circulation Statistics

Sep 2018 Sep 2017

Young Adult Circulation Statistics

Sep 2018 Sep 2017

Quantity

Difference

Percentage

Change

Juvenile 0.0% 3 0.1% 6 -3 -50.00%

Juvenile Audio 1.0% 103 0.8% 84 19 22.62%

Juvenile Beginning Reader 5.0% 495 4.4% 466 29 6.22%

Juvenile Chapter Book 4.4% 429 5.0% 528 -99 -18.75%

Juvenile Graphic Novel 1.1% 112 0.5% 52 60 115.38%

Juvenile Literacy 0.2% 16 0.2% 18 -2 -11.11%

Juvenile Music 0.1% 5 0.2% 23 -18 -78.26%

Juvenile New Video 0.2% 23 1.9% 202 -179 -88.61%

Juvenile Nonfiction 3.8% 371 2.8% 295 76 25.76%

Juvenile Parenting 0.2% 15 0.1% 15 0 0.00%

Juvenile Picture Book 8.0% 790 9.3% 983 -193 -19.63%

Juvenile Reference 0 n/a

Juv Special Collection 1.2% 122 0.9% 97 25 25.77%

Juvenile Video 5.2% 515 5.1% 536 -21 -3.92%

Juvenile Total 30.4% 2,999 31.3% 3,305 -306 -9.26%

Quantity

Difference

Percentage

Change

Back of House (Regional Library) 1.7% 170 1.0% 105 65 61.90%

Book Club Kit 0.0% 3 0.0% 4 -1 100.00%

Interlibrary Loan 0 #DIV/0!

Periodical 0.8% 78 0.5% 57 21 36.84%

Seed Library 0.0% 1 -1 0.00%

Combined Divisions Total 2.5% 251 1.5% 167 84 50.30%

CIRCULATION TOTALS 100.0% 9,834 100.0% 10,588 -754 -7.12%

Sep

2018

Sep

2017

Quantity

Difference

Percentage

Change

Rbdigital (was OneClickDigital) 8 13 -5 -38.46%

Overdrive 247 215 32 14.88%

Kanopy 48 New Nov 2017

Electronic Materials totals 303 228 75 32.89%

Circulation Grand Total 10,137 10,816 -679 -6.28%

Combined Divisions

Sep 2018 Sep 2017

Circulation of Electronic Materials

Sep 2018 Sep 2017


Juvenile Circulation Statistics

Quantity

Difference

Percentage

Change

Adult Audio 4.8% 4,804 4.9% 4,943 -139 -2.81%

Adult Continuing Education 0.1% 93 New Nov 2017

Adult DVD TV Series 2.2% 2,226 0.3% 288 New Aug 2017

Adult Express 0.0% 2 0.5% 479 discontinued

Adult Fiction 7.0% 6,950 6.9% 6,928 22 0.32%

Adult Graphic Novel 0.2% 158 0.2% 172 -14 -8.14%

Adult Large Print 0.9% 871 0.8% 824 47 5.70%

Adult Literacy 0.0% 43 0.1% 148 -105 -70.95%

Adult Map Case 0.0% 1 -1 0.00%

Adult Music CD 1.6% 1,557 2.0% 2,032 -475 -23.38%

Adult New Book Shelf 8.4% 8,338 7.1% 7,092 1,246 17.57%

Adult New Video 14.5% 14,316 16.1% 15,970 -1,654 -10.36%

Adult Non Fiction 8.1% 7,992 7.6% 7,629 363 4.76%

Adult Oversized Books 0.1% 127 0.1% 93 34 36.56%

Adult Reference 0.0% 9 0.0% 4 5 n/a

Adult Video 12.4% 12,214 14.3% 14,297 -2,083 -14.57%

Adult Total 60.3% 59,700 60.9% 60,900 -1,200 -1.97%

Quantity

Difference

Percentage

Change

Spanish Audio 0.0% 33 0.0% 14 19 135.71%

Spanish Fiction 0.2% 199 0.2% 206 -7 -3.40%

Spanish Graphic Novel 0.0% 11 0.0% 5 6 120.00%

Spanish Juvenile 1.4% 1,354 1.3% 1,344 10 0.74%

Spanish Non Fiction 0.3% 302 0.3% 321 -19 -5.92%

Spanish Reference 0 n/a

Spanish Video 0.3% 314 0.5% 482 -168 -34.85%

Spanish Young Adult 0.0% 30 0.0% 35 -5 -14.29%

Spanish Total 2.2% 2,243 2.3% 2,407 -164 -6.81%

Quantity

Difference

Percentage

Change

Young Adult Audio 0.1% 62 0.1% 91 -29 -31.87%

Young Adult Fiction 1.4% 1,398 1.5% 1,476 -78 -5.28%

Young Adult Graphic Novel 1.2% 1,190 0.5% 543 647 119.15%

Young Adult Non Fiction 0.2% 164 0.2% 195 -31 -15.90%

Young Adult Video 0.2% 198 0.2% 173 25 14.45%

Young Adult Total 3.1% 3,012 2.5% 2,478 534 21.55%

Jan-Sep

2018

Jan-Sep

2017

Young Adult Circulation Statistics


Adult Circulation Statistics

Jan-Sep

2018

Jan-Sep

2017

Spanish Circulation StatisticsJan-Sep

2018

Jan-Sep

2017

Quantity

Difference

Percentage

Change

Juvenile 0.0% 47 0.0% 10 37 370.00%

Juvenile Audio 1.1% 1,110 1.3% 1,283 -173 -13.48%

Juvenile Beginning Reader 4.2% 4,177 4.0% 4,032 145 3.60%

Juvenile Chapter Book 4.3% 4,257 5.0% 4,996 -739 -14.79%

Juvenile Graphic Novel 1.1% 1,069 0.8% 755 314 41.59%

Juvenile Literacy 0.2% 219 0.2% 186 33 17.74%

Juvenile Music 0.1% 114 0.2% 232 -118 -50.86%

Juvenile New Video 1.2% 1,190 1.6% 1,640 -450 -27.44%

Juvenile Nonfiction 3.6% 3,614 3.4% 3,447 167 4.84%

Juvenile Parenting 0.2% 179 0.2% 185 -6 -3.24%

Juvenile Picture Book 7.8% 7,717 7.6% 7,574 143 1.89%

Juvenile Reference 0.0% 3 0.0% 1 2 200.00%

Juv Special Collection 0.6% 621 0.6% 582 39 6.70%

Juvenile Video 4.2% 4,121 5.2% 5,210 -1,089 -20.90%

Juvenile Total 28.6% 28,438 30.1% 30,133 -1,695 -5.63%

Quantity

Difference

Percentage

Change

Back of House (Regional Library) 1.4% 1,408 0.6% 647 761 117.62%

Book Club Kit 0.0% 30 0.0% 17 13 100.00%

Interlibrary Loan 0.0% 10 0.0% 10 0 0.00%

Periodical 0.9% 898 1.0% 959 -61 -6.36%

Seed Library 3.5% 3,431 2.6% 2,571 860 33.45%

Combined Divisions Total 5.8% 5,777 4.2% 4,204 1,573 37.42%

CIRCULATION TOTALS 100.0% 99,170 100.0% 100,122 -952 -0.95%

Jan-Sep

2018

Jan-Sep

2017

Quantity

Difference

Percentage

Change

Rbdigital (was OneClickDigital) 121 145 -24 -16.55%

Overdrive 2,135 1,899 236 12.43%

Kanopy 508 New Nov 2017

Electronic Materials totals 2,764 2,044 720 35.23%

Circulation Grand Total 101,934 102,166 -232 -0.23%


Juvenile Circulation StatisticsJan-Sep

2018

Jan-Sep

2017

Combined Divisions

Jan-Sep

2018

Jan-Sep

2017

Circulation of Electronic Materials

Sep

2018

Sep

2017

Quantity

Difference

Percentage

Change

Ancestry (Unique Searches) 97 7 90 1285.71%

Britanica 12 0 12 0.00%

Gale (Total Sessions) 61 62 -1 100.00%

Lynda.com 191 36 New Aug 2017

Mango (Total Sessions) 13 4 9 225.00%

95 94 1 1.06%

Britanica Kids 1 0 1 0.00%

Culturegrams (Unique Sessions) 2 4 -2 0.00%

Tumble Books (Book Views) 17 0 17 0.00%

6 56 -50 -89.29%

Database Usage Totals 495 263 232 88.21%

Sep

2018

Sep

2017

Quantity

Difference

Percentage

Change

Adults 289 n/a n/a n/a

Teens 8 n/a n/a n/a

Kids 675 n/a n/a n/a

Spanish 78 n/a n/a n/a

Program Attendance Totals 1,050 n/a n/a n/a

Sep

2018

Sep

2017

Quantity

Difference

Percentage

Change

Door Counts 10,737 n/a n/a n/a

New Patrons 97 94 3 3.19%

PC Reservation Usage 1,241 1,229 12 0.98%

Rbdigital Magazines (Checkouts)

PebbleGo/PebbleGo Next (Total Logins)

Program Attendance

Other

Database Usage


Jan-Sep

2018

Jan-Sep

2017

Quantity

Difference

Percentage

Change

Ancestry (Unique Searches) 434 1,746 -1,312 -75.14%

Britanica 52 9 43 477.78%

Gale (Total Sessions) 1,481 463 1,018 219.87%

Lynda.com 1,669 36 New Aug 2017

Mango (Total Sessions) 374 62 312 503.23%

817 1,066 -249 -23.36%

Britanica Kids 307 1,264 -957 -75.71%

Culturegrams (Unique Sessions) 282 152 130 85.53%

Tumble Books (Book Views) 132 1,560 -1,428 -91.54%

5,254 5,617 -363 -6.46%

Database Usage Totals 10,802 11,975 -1,173 -9.80%

Jan-Sep

2018

Jan-Sep

2017

Quantity

Difference

Percentage

Change

Adults 2,999 n/a n/a

Teens 1,571 n/a n/a

Kids 6,336 n/a n/a

Spanish 100 n/a n/a

Program Attendace Totals 11,006 n/a n/a

Jan-Sep

2018

Jan-Sep

2017

Quantity

Difference

Percentage

Change

Door Counts 104,369 n/a n/a

New Patrons 931 895 36 4.02%

PC Reservation Usage 11,808 11,022 786 7.13%

Rbdigital Magazines (Checkouts)

PebbleGo/PebbleGo Next (Total Logins)

Program Attendance

Other


Database Usage

Front Door East Door Total

#REF! #REF! #REF!

Mon Tue Wed Thu Fri Sat Sun

238.5 193.0

Closed 471.0 534.0 440.5 383.0 289.0 143.5

429.5 454.0 512.5 505.5 501.5 262.0 177.0

417.0 389.0 496.5 398.5 364.0 270.0 221.0

507.5 468.0 572.0 357.5 335.5 248.0 157.5

1354.0 1782.0 2115.0 1702.0 1584.0 1307.5 892.0

10736.5

Mon Tue Wed Thu Fri Sat Sun

451.3 445.5 528.8 425.5 396.0 261.5 178.4

357.9

Daily Average - Day of Week

Daily Average - Per Month

Door Counts - September 2018

Monthly Totals

Daily Counts

Monthly Total

Basalt Regional Library District Balance Sheet

as of September 30, 2018

General Operating Bond Repayment Capital Reserve TotalFund Fund Fund Balance

ASSETS Current Assets

Cash in Banks Alpine Bank #0127 176,071.38$ -$ -$ 176,071.38$ Colo Trust - Bond Repayment #8002 - 1,054,432.11 - 1,054,432.11 Colo Trust - Tabor Reserve #8003 43,685.29 - - 43,685.29 Colo Trust - Operating Fund #8004 1,370,660.82 302,641.20 - 1,673,302.02 Colo Trust - Capital Rsv Fund #8005 51,411.40 - 442,011.00 493,422.40

Total Current Assets 1,641,828.89$ 1,357,073.31$ 442,011.00$ 3,440,913.20$

Fixed AssetsLand 1,319,613.00$ -$ -$ 1,319,613.00$ Books 1,516,895.13 - - 1,516,895.13 Equipment and Fixtures 270,068.49 - - 270,068.49 Building 10,742,166.00 - - 10,742,166.00 Less Accumulated Depreciation (2,263,069.54) - - (2,263,069.54)

11,585,673.08$ -$ -$ 11,585,673.08$ Other Assets

Cash with County Treasurer 3,955.80$ -$ -$ 3,955.80$ Prepaid Expense 6,867.75 - - 6,867.75 Property Tax Receivable 33,854.23 - - 33,854.23

44,677.78$ -$ -$ 44,677.78$

TOTAL ASSETS 13,272,179.75$ 1,357,073.31$ 442,011.00$ 15,071,264.06$ LIABILITIES

Current LiabilitiesAccounts Payable 6,212.61$ -$ -$ 6,212.61$

Other Current LiabAccrued Expenses 29,212.50 - - 29,212.50 Accrued Vacation 26,469.32 - - 26,469.32 Deferred Grant - State - - - - Deferred Property Tax 33,854.23 - - 33,854.23 Payroll Liabilities - - - - Wages Payable 9,217.12 - - 9,217.12

Total Other Current Liab 98,753.17$ -$ -$ 98,753.17$

Long Term LiabilitiesBonds Payable, 2012 6,990,000.00$ -$ 6,990,000.00$

Total Long Term Liabilites 6,990,000.00$ -$ -$ 6,990,000.00$

Total Liabilities 7,094,965.78$ -$ -$ 7,094,965.78$

Investment in Capital Assets 4,490,455.57$ -$ -$ 4,490,455.57$ Fund Balance - of 1/1/18

General Operating Fund 1,206,443.48$ -$ -$ 1,206,443.48$ Restricted for Emergencies - Tabor Fund 42,500.00 - - 42,500.00 Debt Repayment Fund - 542,828.15 - 542,828.15 Less Bond Principle Payment - - Capital Reserve Fund - - 401,976.54 401,976.54

Total Fund Balance 1,248,943.48 542,828.15 401,976.54 2,193,748.17

Fund Revenue/ExpendituresCurrent Year-to-Date Revenue 1,488,004.91$ 926,546.88$ 88,604.82$ 2,503,156.61$ Current Year-to-Date Expenditures 1,050,189.99 112,301.72 48,570.36 1,211,062.07

Net Current Year 437,814.92 814,245.16 40,034.46 1,292,094.54

Total Fund Balance - as of 9/30/18 1,686,758.40 1,357,073.31 442,011.00 3,485,842.71

Total Liabilities and Fund Balance 13,272,179.75$ 1,357,073.31$ 442,011.00$ 15,071,264.06$

Prepared for Internal Use Only

Basalt Regional Library District Profit & Loss Budget Performance

General FundSeptember 2018

Sept 2018 Actuals

Jan-Sept 2018 Actuals

Previous Year Jan-Sept 2017 Actual 2018 Budget

Over/(Under) Budget

% of Annual Budget

2017 Year End Actuals NOTES

General Operating Fund Balance 1/1/18 (Includes Tabor Reserve) 1,248,943.48 1,013,656.00 General Fund:4005 General Operating Mill Levy4010 Eagle County 6,096.61 572,537.13 498,925.44 582,538.30 (10,001.17) 98.28% 541,102.71 4020 Pitkin County 3,581.55 428,956.61 430,854.44 440,407.20 (11,450.59) 97.40% 467,897.02 4030 Mill Levy Increase 3,556.04 342,650.00 322,000.00 350,000.00 (7,350.00) 97.90% 349,477.29 4040 Tax Abatement 75.72 7,208.04 12,102.83 7,392.87 (184.83) 97.50% 13,144.08

Total General Operating Mill Levy 13,309.92 1,351,351.78 1,263,882.71 1,380,338.37 (28,986.59) 97.90% 1,371,621.10

4100 MVSO - General Operating4110 Eagle County 5,529.76 48,593.56 46,198.44 40,000.00 8,593.56 121.48% 62,431.92 4120 Pitkin County 102.41 24,224.24 28,567.82 35,000.00 (10,775.76) 69.21% 37,902.29

Total MVSO - General Operating 5,632.17 72,817.80 74,766.26 75,000.00 (2,182.20) 97.09% 100,334.21

4200 Fines & Fees4205 Coffee Purchase 65.00 773.56 613.70 600.00 173.56 128.93% 864.75 4210 Copies 701.80 6,638.53 6,216.31 7,000.00 (361.47) 94.84% 8,229.14 4215 Earbuds 15.00 164.31 156.60 150.00 14.31 109.54% 200.00 4220 Faxing - 766.22 594.40 500.00 266.22 153.24% 792.00 4230 Fines 1,194.20 12,129.38 14,168.49 20,000.00 (7,870.62) 60.65% 18,747.64 4240 Guest Passes 19.40 208.40 126.20 200.00 8.40 104.20% 178.30 4250 Meeting Room Rental 157.50 3,778.10 3,583.75 4,000.00 (221.90) 94.45% 5,608.25 4260 Replacement Books 53.94 609.91 784.51 1,800.00 (1,190.09) 33.88% 813.50 4270 Replacement Library Cards 15.00 239.00 261.19 300.00 (61.00) 79.67% 333.19 4280 Test Proctoring 40.00 80.00 70.00 100.00 (20.00) 80.00% 70.00 4290 Holy Cross Deposit Return/Member Equity - 1,054.21 1,881.44 1,400.00 (345.79) 75.30% 1,881.44 4295 CORE Refund - - 2,500.00 - - 0.00% 2,500.00

Total Fines & Fees 2,261.84 26,441.62 30,956.59 36,050.00 (9,608.38) 73.35% 40,218.21

4300 Earnings on investments4310 Colotrust Int Op Acct/Mill Levy 4,035.42 24,498.15 15,491.95 11,000.00 13,498.15 222.71% 22,485.31

Total Earnings on investments 4,035.42 24,498.15 15,491.95 11,000.00 13,498.15 222.71% 22,485.31

4400 Contributions4410 Contributions - Adult - - 500.00 500.00 (500.00) 0.00% 500.00 4420 Contributions - Music 300.00 625.00 4,285.00 5,000.00 (4,375.00) 12.50% 4,285.00 4430 Contributions Outreach - 75.00 100.00 500.00 (425.00) 15.00% 100.00 4440 Contributions Youth Srv - - 500.00 500.00 (500.00) 0.00% 500.00 4470 Grant - State of Colorado - 4,653.00 2,115.00 4,691.00 (38.00) 99.19% 2,115.00

Prepare for Internal Use Only 2



Sept 2018 Actuals



Over/(Under) Budget

% of Annual Budget


4473 Grant - Thrift Shop - 3,500.00 - - 3,500.00 100.00% - 4417 Grant - Gale Student Resources - - - 1,200.00 (1,200.00) 0.00% - 4480 Other 288.66 1,488.66 82.70 500.00 988.66 297.73% 1,082.70

Total Contributions 588.66 10,341.66 7,582.70 12,891.00 (2,549.34) 80.22% 8,582.70

4490 Restricted Fund Income - Foundation 193.68 2,553.90 1,500.00 - 2,553.90 100.00% 3,000.00 Restricted Fund Income - Friends - - 5,170.82 - - 100.00% 5,370.82

4490 Restircted Fund Income - Pardon My Garden - - 1,500.00 - - 100.00% 1,500.00 Total Restriced Fund Income - Foundation/Friends 193.68 2,553.90 8,170.82 - 2,553.90 100.00% 9,870.82

Total Income 26,021.69 1,488,004.91 1,400,851.03 1,515,279.37 (27,274.46) 98.20% 1,553,112.35

Operating expenses5000 Administration5005 Contract Services5010 Accounting 997.50 7,043.75 8,732.50 14,000.00 (6,956.25) 50.31% 11,366.25 monthly contract

5020 Audit - Annual - 8,900.00 8,900.00 9,000.00 (100.00) 98.89% 8,900.00 5030 Courier - - - 9,000.00 (9,000.00) 0.00% 8,057.00 paid at end of year

5040 Legal - - 404.50 1,500.00 (1,500.00) 0.00% 404.50 when needed

Total Contract Services 997.50 15,943.75 18,037.00 33,500.00 (17,556.25) 47.59% 28,727.75

5100 Insurance5110 Property & Liability Insur - 300.00 889.68 22,000.00 (21,700.00) 1.36% 20,195.09 annual policy paid at end of year

5120 Worker's compensation - 47.75 - 2,000.00 (1,952.25) 2.39% 1,371.00 annual policy paid at end of year

Total Insurance - 347.75 889.68 24,000.00 (23,652.25) 1.45% 21,566.09

5210 Postage & Shipping - 344.00 632.30 1,000.00 (656.00) 34.40% 649.09 5220 Professional Dev. & Memberships5230 Board - 84.74 228.41 1,000.00 (915.26) 8.47% 278.75 5235 Employment Council - 1,500.02 1,454.45 1,500.00 0.02 100.00% 1,454.45 5240 Library Association Dues - 175.00 - 1,000.00 (825.00) 17.50% 932.50 5250 Spec District Ass'n Due - - 619.37 1,000.00 (1,000.00) 0.00% 619.37 5260 Staff - 2,217.42 2,062.40 6,000.00 (3,782.58) 36.96% 6,058.62 training / meetings

5270 Travel expenses - 985.95 418.80 1,500.00 (514.05) 65.73% 3,349.56 mileage / hotel / meals for training

Total Professional Dev. & Memberships - 4,963.13 4,783.43 12,000.00 (7,036.87) 41.36% 12,693.25

5280 Publicity5290 Advertising - 3,956.08 6,221.30 6,900.00 (2,943.92) 57.33% 9,461.36 display ads / monthly ads

Total Publicity - 3,956.08 6,221.30 6,900.00 (2,943.92) 57.33% 9,461.36




Sept 2018 Actuals



Over/(Under) Budget

% of Annual Budget


5300 Supplies5310 Office Supplies 44.58 6,808.13 6,358.55 9,000.00 (2,191.87) 75.65% 9,189.97 5320 Technical Cataloging & Service 94.50 3,027.27 2,972.50 6,500.00 (3,472.73) 46.57% 6,821.50

Total Supplies 139.08 9,835.40 9,331.05 15,500.00 (5,664.60) 63.45% 16,011.47

5350 Treasurer's fees5360 Eagle fees 250.17 23,042.93 21,739.50 22,726.13 316.80 101.39% 22,091.74 5370 Pitkin fees 273.15 23,983.58 26,339.48 30,770.17 (6,786.59) 77.94% 27,039.96

Total Treasurer's fees 523.32 47,026.51 48,078.98 53,496.30 (6,469.79) 87.91% 49,131.70

Total Administration 1,659.90 82,416.62 87,973.74 146,396.30 (63,979.68) 56.30% 138,240.71

5400 Facility Expenses5410 Janitorial - 33,219.99 37,305.00 49,750.00 (16,530.01) 66.77% 49,740.00 monthly contract

5420 Janitorial Supplies - 4,025.77 2,840.34 6,000.00 (1,974.23) 67.10% 3,961.58 5430 Landscaping 1,248.00 11,181.38 8,179.75 9,000.00 2,181.38 124.24% 9,427.75 contract

5440 Maintenance *Detailed List Attached 1,897.37 16,056.14 13,835.60 25,000.00 (8,943.86) 64.22% 16,487.20 5450 Mat Cleaning 56.08 562.88 527.70 700.00 (137.12) 80.41% 690.66 monthly cleaning of floor mats

5460 Snow Removal - - 78.75 5,000.00 (5,000.00) 0.00% 4,478.75 contract

Total Facility Expenses (Maintenance) 3,201.45 65,046.16 62,767.14 95,450.00 (30,403.84) 68.15% 84,785.94

5500 Utilities5510 Electric 656.11 5,678.96 5,182.84 9,270.00 (3,591.04) 61.26% 6,366.09 Holy Cross - monthly

5515 Compost Collection System - 555.50 - 600.00 (44.50) 92.58% - new contract

5520 Gas - 4,998.98 4,037.96 10,815.00 (5,816.02) 46.22% 5,799.57 Black Hills - monthly

5540 Sanitation - 1,980.00 1,980.00 3,700.00 (1,720.00) 53.51% 2,640.00 Basalt Sanitation - Quarterly advance

5550 Telephone 548.67 5,030.97 4,981.71 6,600.00 (1,569.03) 76.23% 6,649.94 Centurylink - monthly

5560 Trash 389.36 3,476.58 3,499.80 4,700.00 (1,223.42) 73.97% 4,996.05 Waste Mgt - monthly

5570 Water 2,250.92 4,244.79 2,854.27 3,000.00 1,244.79 141.49% 3,461.33 Town of Basalt - Quarterly arrears

Total Utilities 3,845.06 25,965.78 22,536.58 38,685.00 (12,719.22) 67.12% 29,912.98

Total Facility Expenses 7,046.51 91,011.94 85,303.72 134,135.00 (43,123.06) 67.85% 114,698.92

5600 Library Programs5610 Adult 100.00 3,146.10 2,045.83 3,000.00 146.10 104.87% 2,814.03 5620 Children's 50.00 3,656.01 4,017.80 4,500.00 (843.99) 81.24% 4,712.35 5625 Children's Program Materials - 2,052.11 - 3,000.00 (947.89) 68.40% - purchases for summer reading program

5630 Community - 2,607.13 4,343.29 4,450.00 (1,842.87) 58.59% 6,513.82 5640 Music - 7,388.22 6,712.57 10,000.00 (2,611.78) 73.88% 9,945.33




Sept 2018 Actuals



Over/(Under) Budget

% of Annual Budget


5650 Outreach - 40.00 338.04 - 40.00 0.00% 406.25 5633 Outreach Advertising - 3,768.08 3,190.00 3,700.00 68.08 101.84% 3,190.00 annual contract paid in full for year

5635 Volunteers - 400.00 - 550.00 (150.00) 72.73% 450.00 5660 Young Adult - 3,470.91 3,142.27 4,550.00 (1,079.09) 76.28% 3,839.87 5670 Young Adult - State of Colorado Grant - 4,654.55 2,056.68 4,691.00 (36.45) 99.22% 2,102.66 Linda - for progams with state funds

5675 Young Adult - Gale Student Resources Grant - - - 1,200.00 (1,200.00) 100.00% - Total Library Programs 150.00 31,183.11 25,846.48 39,641.00 (8,457.89) 78.66% 33,974.31

5700 Technology & Equipment5710 Copiers & Equipment5730 Lease 220.46 2,059.14 1,185.60 3,000.00 (940.86) 68.64% 1,301.75 monthly

5740 Service Agreement - 3,619.55 1,955.13 3,500.00 119.55 103.42% 2,528.73 ***includes copy overages (new line item)?

5750 Supplies - 2,984.57 5,165.78 7,000.00 (4,015.43) 42.64% 6,789.61 Total Copiers & Equipment 220.46 8,663.26 8,306.51 13,500.00 (4,836.74) 64.17% 10,620.09

5760 Marmot ILS System - 68,492.63 64,771.63 91,500.00 (23,007.37) 74.86% 85,224.59 quarterly invoicing / 1st - 3rd qrts paid

5770 Miscellaneous Parts - 1,975.57 1,907.15 3,000.00 (1,024.43) 65.85% 3,881.67 includes adobe purchase = $360

5780 Support & Service Agreements5790 Self Check - - - 10,000.00 (10,000.00) 0.00% - 5795 Emma 168.00 1,577.20 - 2,040.00 (462.80) 77.31% - 5800 Envisionware - - - 600.00 (600.00) 0.00% - 5803 Hoote Suite - 228.00 - 240.00 (12.00) 95.00% - annual contract paid

5805 Magisto - - - 480.00 (480.00) 0.00% - 5810 Timeclock - 306.40 273.75 280.00 26.40 109.43% 584.00 annual contract paid

5820 Web Calendar/EMS - 1,656.95 1,392.00 2,200.00 (543.05) 75.32% 3,160.53 Total Support & Service Agreements 168.00 3,768.55 1,665.75 15,840.00 (12,071.45) 23.79% 3,744.53

5830 Tech Labor & Repair - 279.97 1,490.00 3,000.00 (2,720.03) 9.33% 1,490.00 Total Technology 388.46 83,179.98 78,141.04 126,840.00 (43,660.02) 65.58% 104,960.88

5900 Collections

5910 Audio5920 Adult BCD 420.41 6,105.51 2,970.71 7,500.00 (1,394.49) 81.41% 7,549.32 5930 Youth Audio 2.99 1,750.23 1,336.10 2,200.00 (449.77) 79.56% 1,945.59

Total Audio 423.40 7,855.74 4,306.81 9,700.00 (1,844.26) 80.99% 9,494.91

6000 Books & Magazines6010 Adult fiction books 712.53 7,650.33 9,607.82 11,000.00 (3,349.67) 69.55% 10,237.70 6020 Adult non-fiction books 855.56 8,616.65 9,996.17 11,000.00 (2,383.35) 78.33% 11,327.99




Sept 2018 Actuals



Over/(Under) Budget

% of Annual Budget


6030 Juvenile Fiction 391.75 5,836.72 5,662.72 7,000.00 (1,163.28) 83.38% 7,131.50 6040 Juvenile Non-Fiction 58.69 1,673.64 1,419.43 3,000.00 (1,326.36) 55.79% 2,406.08 6045 Large Print 45.48 356.41 - 1,800.00 (1,443.59) 19.80% - 6050 Print Subscriptions 118.00 7,901.14 7,760.08 9,900.00 (1,998.86) 79.81% 8,471.27 6055 Replacement Books - Purchased - 5.69 - 1,800.00 (1,794.31) 0.32% - 6060 Spanish adult fiction - 250.32 1,191.70 1,000.00 (749.68) 25.03% 1,204.86 6070 Spanish adult non-fiction - 263.32 1,566.83 1,500.00 (1,236.68) 17.55% 1,794.30 6080 Spanish children's books - 874.04 844.65 3,000.00 (2,125.96) 29.13% 969.46 6090 Spanish juvenille books - 2,301.39 1,980.89 - 2,301.39 0.00% 2,627.77 6100 YA Fiction - 5,033.65 4,370.73 6,700.00 (1,666.35) 75.13% 6,132.14 6110 YA Non-Fiction - 616.80 428.53 930.00 (313.20) 66.32% 497.39

Total Books 2,182.01 41,380.10 44,829.55 58,630.00 (17,249.90) 70.58% 52,800.46

Restricted FundsRestricted Funds Expense - Friends/Foundation - 2,553.90 2,174.15 - 2,553.90 0.00% 4,779.61

Total Restricted Funds - 2,553.90 2,174.15 - 2,553.90 0.00% 4,779.61

6200 Digital Resources6210 Annual Subscriptions6220 Ancestry.com - 1,620.00 1,560.00 1,575.00 45.00 102.86% 1,560.00 annual contract paid

6230 Culturegrams - 1,180.00 1,140.00 1,200.00 (20.00) 98.33% 1,140.00 annual contract paid

6240 Ency Britannica - - - 300.00 (300.00) 0.00% - 6245 Gale Student Resources - 1,215.90 - 1,200.00 15.90 101.33% - annual contract paid

6250 Gale Public - - - 2,050.00 (2,050.00) 0.00% - 6255 LYNDA - Database - 4,140.00 - 4,140.00 - 100.00% - annual contract paid

6260 Lynx, statewide database package - - 2,045.73 - - 0.00% 2,045.73 6270 Mango Languages - 1,183.88 1,230.00 1,184.00 (0.12) 99.99% 1,230.00 annual contract paid

6275 New York Times - 1,279.20 1,246.30 1,300.00 (20.80) 98.40% 1,246.30 annual contract paid

6280 Tumblebooks - - - 500.00 (500.00) 0.00% - 6290 Overdrive Advantage - 2,287.45 2,572.98 5,000.00 (2,712.55) 45.75% 5,400.80 6300 Downloadable Titles6305 Kanopy - 3,000.00 - 3,000.00 - 100.00% - annual contract paid

6310 One Click Digital - - 1,963.29 - - 0.00% 2,104.75 6320 Overdrive - 6,637.18 1,709.67 9,500.00 (2,862.82) 69.87% 5,479.78 6330 Zinio - 2,000.00 2,000.00 2,000.00 - 100.00% 2,000.00 annual contract paid

Total Digital Resources - 24,543.61 15,467.97 32,949.00 (8,405.39) 74.49% 22,207.36

6400 Music6410 Adult Music - 1,255.86 1,387.74 1,550.00 (294.14) 81.02% 1,539.76




Sept 2018 Actuals



Over/(Under) Budget

% of Annual Budget


6420 Juvenile Music - 221.35 484.11 775.00 (553.65) 28.56% 650.68 Total Music - 1,477.21 1,871.85 2,325.00 (847.79) 63.54% 2,190.44

6500 Video6510 Adult Video 122.62 6,258.16 6,788.99 8,600.00 (2,341.84) 72.77% 8,412.08 6520 Spanish Video - - 270.45 - - 0.00% 829.99 6530 Juvenile Video - 1,231.45 875.76 2,060.00 (828.55) 59.78% 1,545.38 6540 YA Video - 288.30 - 200.00 88.30 144.15% -

Total Video 122.62 7,777.91 7,935.20 10,860.00 (3,082.09) 71.62% 10,787.45 Total Collections 2,728.03 85,588.47 76,585.53 114,464.00 (31,429.43) 74.77% 102,260.23

Total Operating expenses 11,972.90 373,380.12 353,850.51 561,476.30 (188,096.18) 66.50% 494,135.05

6900 Payroll Expenses - 6910 Payroll 53,898.18 507,263.94 455,853.95 710,002.00 (202,738.06) 71.45% 626,749.87 bi-weekly payroll

6920 Payroll Service 278.50 3,262.27 3,228.85 4,000.00 (737.73) 81.56% 4,145.85 6930 Payroll Taxes 4,527.20 40,313.26 35,280.09 57,400.00 (17,086.74) 70.23% 48,439.15 matching taxes / unemployment

6940 Retirement Plan 1,872.19 16,303.40 18,784.36 23,465.00 (7,161.60) 69.48% 25,165.83 matching of employee contribution

6950 Health Insurance 4,346.22 29,667.00 27,625.18 42,610.00 (12,943.00) 69.62% 36,508.60 library portion

6980 Director Search - - 2,330.52 - - 0.00% 2,680.52 Total Payroll Expenses 64,922.29 596,809.87 543,102.95 837,477.00 (240,667.13) 71.26% 743,689.82

Total Expense 76,895.19 970,189.99 896,953.46 1,398,953.30 (428,763.31) 69.35% 1,237,824.87

Net General Fund Income/(Loss) Prior to Capital Rsv Allocation (50,873.50) 517,814.92 503,897.57 116,326.07 401,488.85 445.14% 315,287.48

Allocation to Capital Reserve Outlay - 80,000.00 - 80,000.00 - 100.00% 80,000.00

Net General Fund Income/(Loss)After Capital Reserve Allocation (50,873.50) 437,814.92 503,897.57 36,326.07 235,287.48

General Fund Balance 9/30/18 1,686,758.40 1,517,553.57


Basalt Regional Library District Bond Repayment Fund

Profit & Loss Budget Performance September 2018

Sept 2018 Actuals


Previous Year Jan-Sept 2017

Actual 2018 BudgetOver/(Under)

Budget% of Annual

Budget2017 Year

End Actuals NOTES

Bond Repayment Fund Balance 1/1/18 542,828.18 522,974.00Bond Repayment Fund:

Interest Earned - Bond Repayment 1,939.47 12,784.08 3,149.68 - 12,784.08 100.0% 5,087.51 Mill Levy Debt Repayment -

Eagle County 5,471.78 520,963.46 487,436.70 533,435.45 (12,471.99) 97.66% 495,492.51 Pitkin County 4,846.23 392,799.34 498,753.85 403,284.75 (10,485.41) 97.4% 428,457.43

Total Mill Levy Debt Repayment 10,318.01 913,762.80 986,190.55 936,720.20 (22,957.40) 97.55% 923,949.94

Total Debt Service Fund 12,257.48 926,546.88 989,340.23 936,720.20 (10,173.32) 98.91% 929,037.45

Total Bond Repayment Fund Income 12,257.48 926,546.88 989,340.23 936,720.20 (10,173.32) 98.91% 929,037.45

ExpenseBond Interest - 77,015.63 84,015.63 154,031.26 (77,015.63) 50.0% 168,031.26 Treasurer's Fees

Eagle County 169.76 15,646.13 14,643.86 16,003.06 (356.93) 97.77% 14,922.35 Pitkin County 252.14 19,639.96 25,583.09 20,164.24 (524.28) 97.4% 26,229.69

Total Treasurer's Fees 421.90 35,286.09 40,226.95 36,167.30 (881.21) 97.56% 41,152.04

Total Bond Repayment Fund Expense 421.90 112,301.72 124,242.58 190,198.56 (77,896.84) 59.04% 209,183.30

Net Bond Repayment Principle Loan Payment - - - 725,000.00 - 0.0% 700,000.00

Net Bond Repayment Fund 11,835.58 814,245.16 865,097.65 21,521.64 67,723.52 3,783.38% 19,854.15

Bond Repayment Fund Balance 9/30/18 1,357,073.34 1,388,071.65

**2018 Bond Repayment Schedule: 5/1/18 - Series 2012 Interest 77,015.63 11/1/18 - Series 2012 Interest 77,015.63 11/1/18 - Series 2012 Principle 725,000.00

Prepared for Internal Use Only 8

Basalt Regional Library DistrictCapital Reserve Fund

Profit & Loss Budget PerformanceSeptember 2018

Sept 2018 Actuals


Previous Year Jan-Sept 2017

Actual 2018 BudgetOver/(Under)

Budget% of Annual

Budget2017 Year

End Actuals NOTES

Capital Reserve Fund Balance 1/1/18 401,976.54 343,152.00 Capital Reserve Fund:

IncomeDoor Counter - Refund - 2,324.50 Holy Cross Energy - LED Rebate - - 3,878.00 - - 0.0% 3,878.00 Allocation From General Fund - 80,000.00 - 80,000.00 - 100.0% 80,000.00 Interest Earned - Reserve Fund 909.58 6,280.32 2,840.54 3,000.00 3,280.32 209.34% 4,042.05

Total Capital Reserve Fund Income 909.58 88,604.82 6,718.54 83,000.00 3,280.32 106.75% 87,920.05

ExpenseCapital Reserve Expense

Capital Reserve Exp - Asphalt Seal/Repair - 2,960.00 - 3,900.00 (940.00) 75.9% - Capital Reserve Exp - Build Ext Seal/Paint - 13,265.00 - 12,400.00 865.00 106.98% - Capital Reserve Exp - Self Checkout (3) - 6,338.90 - 18,000.00 (11,661.10) 35.22% - Capital Reserve Exp - Computers - 50% Offi - 17,696.18 - 10,000.00 7,696.18 176.96% 13,754.01 Capital Reserve Exp - Miscellaneous - 8,310.28 14,543.50 10,000.00 (1,689.72) 83.1% 15,341.50

Total 8300 · Capital Reserve Expense - 48,570.36 14,543.50 54,300.00 (5,729.64) 89.45% 29,095.51

Net Capital Reserve Fund 909.58 40,034.46 (7,824.96) 28,700.00 9,009.96 139.49% 58,824.54

Capital Reserve Fund Balance 9/30/18 442,011.00 335,327.04

Capital Reserve Exp - Misc Capital Reserve Exp - Computers Furniture - Lunchroom/Employee 828.79 Monitors 612.37 Stair for Stage 248.55 Dell 1,235.90 Check In Station Desk 192.72 Hard Drives 699.92 Book Drop/Deposit 817.83 8-OptiPlex Computers 6,886.80 DVD Display 3,047.39 7-Latitude Computers 8,261.19 Free Standing Kiosk 2,785.00 Total Capital Rsv 17,696.18 Etsy - Lovely Wall - Young Adult 390.00 Total Capital Rsv Exp Misc 8,310.28


Basalt Regional Library DistrictGeneral Fund

Maintenance Detailas of September 30, 2018

Maintenance Expenditure DetailMonth Vendor Detail Amount

JanuaryAcme Alarm Company 2018 Test and Inspection 530.00 Ann Scott Reimburse for Breakroom Furniture 178.40 Grizzly Creek Enterpr remove bulliten boards / shelving 244.00 Roto Rooter Plumbing scheduled maintenance for restrooms 659.00

Total January 1,611.40

FebruaryAce Roofing roof repairs 3,200.00 Aspen Upholstery balance of cushion upholstery 899.96 Grizzly Creek remove televisions/shelving/maint 702.00

Total February 4,801.96

MarchAcme Alarm Company 2nd quarter monitoring 99.00 Grizzly Creek patch drywall / painting / shelving 600.00

Total March 699.00

AprilTwo Peaks Electrical troubleshoot and replace lights/receptacle 1,080.00 Grizzly Creek move shelving / dismantel desk 225.00

Total April 1,305.00

MayJoes Mechanical Serv cooling system 998.25 Joes Mechanical Serv troubleshoot toilet 182.93

Total May 1,181.18

JuneABCD Soderberg troubleshoot water issues 461.25 Acme Alarm Company 3rd quarter monitoring 99.00 Axelman Mechanical repair cooling system 899.00 Johnson Controls install panic alert / service 6/14-8/31/18 427.33 Grizzly Creek build stage for concert 160.00 Orkin quarterly pest control 417.37

Total June 2,463.95

JulyFlame Out Fire Protection backflow inspection 935.00 Joes Mechanical Service cooling system 751.28

Total July 1,686.28

AugGrizzly Creek assemble dvd unit / mini shelf / ductwork 260.00 Johnson Controls Sec service for panic button 9/1-11/30/18 150.00

Total Aug 410.00

SeptAcme Alarm 4th quarter monitoring 99.00 Roto Rooter Plumbing maintenance on restrooms 659.00 Joes Mechanical replace mower for blower 1,139.37

Total Sept 1,897.37


Basalt Regional Library DistrictGeneral Fund

Maintenance Detailas of September 30, 2018

Maintenance Expenditure DetailMonth Vendor Detail Amount

SummaryAlarm System 827.00 Electrical 1,080.00 Fire Sprinklers - Maintenance Testing 935.00 Miscellaneous 5,126.94 Pest Control 417.37 Plumbing/HVAC 4,469.83 Roof Repairs 3,200.00 Window Cleaning -

Total 16,056.14


Basalt Regional Library DistrictSep-18

Income Comparisonas of 9/30/18

Mill Levy 1,351,352 91%MVSO 72,818 5%Fines & Fees 26,442 2%Interest 24,498 2%Contributions 10,342 1%Restricted 2,554 0%Total 1,488,005 100%

Expense Comparisonas of 9/30/18

Administration 82,417 8%Facility 91,012 9%Programs 31,183 3%Technology 83,180 9%Collections 85,588 9%Payroll 596,810 62%Total 970,190 100%

Income ComparisonMill Levy

MVSO

Fines & Fees

Interest

Contributions

Expense ComparisonAdministration

Facility

Programs

Technology

Collections

Payroll

BASALT REGIONAL LIBRARY DIRECTOR PERFORMANCE APPRAISAL

Director Evaluation

Ann Scott

September 2018

1. Administration and Human Resource Management

● Job Descriptions are developed; staff performance evaluations are held and documented.

● Library Policies are in place and are updated as appropriate for efficient operation of the library.

● Makes policy recommendations to all committees

● Personnel Policies are in place, are in keeping with federal/state guidelines, and are accessible to

employees.

● Recruits, hires, supervises, evaluates and terminates if necessary, library staff in conformity with

library policy, state, and federal law.

● Peak service hours have been identified and staff utilized accordingly.

● Works the necessary hours (not fewer than 40 hours per week) to fulfill the responsibilities

detailed in the Director’s job description.

Comments: As documented by the staff, Board, Friends, and Foundation, Ann is knowledgeable in

current national trends and continues to study philosophies, practices, procedures, law and technologies in

library science. She does this through reading, networking, and attending conferences that address the

above. She is an active member in all of BRLD’s committees bringing forth best practices throughout the

nation. She refers to and provides studies and papers written on a national level. She continues to

network with local libraries on the Western Slope. Her recent impetus in change is in regard to library

fines on children. She began with input from the staff and eventually addressed the policy committee.

They brought forth a new policy to the Board after extensive research led by Ann. The policy was

unanimously accepted by both the Board and the staff.

2. Financial Management

● Adequate control and accounting of all funds in place, using sound financial practices.

The Director works directly with the Bookkeeper to ensure that all financial accounts are in order.

● Reviews all service contracts annually.

● Budget is prepared with input from staff and Trustees; the library operates within budget

guidelines.

● Official records and documents (including financial, personnel, and contractual transactions) are

maintained in compliance with federal, state, and local regulations.

● The budget is prepared according to the Finance Committee timeline, and is presented to the

public and governing bodies on a designated schedule.

● Expenditures are within budget limitations and supporting documentation is provided when

requested.

● An annual audit is conducted according to guidelines established by the Board.

Comments: Budget and Finance are in safe hands with Ann, Roger, Kim, Karen and members of the

Finance Committee. The Board receives monthly detailed reports on income, spending, and spending

needs. This past year much was accomplished in building upkeep, technology improvements, collections,

and programming. The 2018 budget is slightly under budget year to date.

3. Facility Maintenance and Management

● The Director administers safety, maintenance and cleanliness of the library facilities.

● Schedules timely repairs to damaged/worn library property.

● Determines and adheres to the 25 year library maintenance plan.

● Administers the maintenance of all hardware and software of the library’s computers and devices,

including those used by staff and the public.

Comments: Ann has been eager to learn much about the facility itself and what it takes to maintain it.

The budget she helps to develop and support is within the guidelines of the 25-year library maintenance

plan. Technology, including hardware and software used by staff and public, is well maintained. Ann is

aware of budgetary issues within Colorado state law. She is keeping this in mind and is working with

other Marmot libraries to keep our library financially viable within the guidelines of the Tabor and

Gallagaher amendments. She keeps the Board abreast of new knowledge and strategies that can soften

their impact.

4. Organizational Growth

● Long-and short-term goals set by Director (and Board) are carried through according to a

reasonable, designated timeline. Changes are made as necessary.

● Oversees the development of the collection of library materials, including books, DVDs, audio

books, music, devices, periodicals, databases, and licenses in accordance with Board Policy and

within the budget.

● Creativity and initiative are demonstrated adding to the collection and developing new services

and programs.

● The services of the library are communicated through an up-to-date, effective public relations

program.

● Appropriate marketing and outreach efforts are made to increase the population of library patrons,

including underscored populations. The library website is accurate and current.

Comments: Ann continues to diversify and support library collections that reflect community needs.

She and the staff do this through monthly study of data collection in each area. Data collection also

includes program attendance, classes, and general library usage. Decisions are made to increase and

decrease spending in these areas according to trends in the data, staff and community input.

Programing is developed the the areas of music, technology, diverse community groups including the

underserved, children, young adults, adults, and seniors. Included this summer was outstanding varied

programming for children of all ages. Stories, music, movie making, science, fishing, lunch, and a bake

off were examples to name a few. The need to improve outreach to underserved community members

became apparent this summer. Children from this community did not generally participate in this free

programming.

Ann is aware of the absence of the underserved. In her own words, “Reaching our underserved

community and leveling the playing field is key to measuring our success as a library.” To address this, a

new committee, the Strategic Planning Committee, has been formed. Its purpose is to determine how the

library can best fulfill the needs and interests of our community. The Committee will reach out to the

staff and community this Fall for input before developing the library’s Strategic Plan.

5. Board of Trustee Relationship

● All Board Meetings are properly noticed. Materials for Board meetings are prepared in a timely

manner, are distributed to the board in an appropriate timeframe and are made available to the

public before Board meetings.

● Appropriate, adequate and timely information is provided to the Board.

● Notice of committee meetings, pertinent reports/documents and support materials are provided to

Board committees.

● The Board is given regular reports about the condition of the organization, the staff, and services

in the monthly Director’s Report.

● The Board receives reports and support materials to conduct its business from the Director.

● The Director is available to Board members and staff, in person or via email.

Comments: Without holding more meetings, Ann communicates thoroughly regarding committees,

summaries of their work, dates, attendance, etc. through email. She attends and is a working member of

all board committees. She keeps the Board abreast of Colorado law, workings of our library, regional and

national trends. She proceeds according to BRLD bylaws and policies.

6. Customer Service/Community Relations

● Represents the library to the community. Attends public events when appropriate.

● Promotes the library and its services.

● Maintains positive working relationships and cooperative arrangements with governmental

agencies that oversee the library.

● Mechanisms are in place to hear from patrons and the community-at-large.

● Formulates and provides diverse programming to draw public participation at library events.

Programs and services are well-attended, well staffed, and successful.

● Maintains positive working relationships with fundraising groups (Friends of the Library and the

BRLD Foundation).

Comments: Ann is fully involved with the Roaring Fork Community. She recently became a board

member of the Basalt Chamber of Commerce. She reaches out to governmental agencies and other

community organizations. In a year’s time community members know who she is and comment on her

active outreach for the benefit of the library. Upon hearing from the Library Foundation, she is an

“invaluable” Director who acquainted herself with their members and their work. She attends all

meetings and lends her insightful input.

7. Leadership and Professional Development

● Stays current in trends in library administration, business, literature, technology, and resources.

● Participates in professional conferences and other continuing education opportunities.

● Sets an example to the staff, board, and community through professional conduct, high principles

and business-like approach.

● Works effectively with staff, board, and community members to resolve conflicts that may arise.

Comments: Ann continues to develop her staff as a collaborative team. She does this through

communication, staff development , regular staff meetings, and periodic breakfasts. She supports

individual and group growth and recognizes growth and work through recognition. Data received from

her staff regarding her performance indicated agreement of excellence in her performance. Areas of data

collection included: communication, professional development, addressing problems, providing tools for

staff success, and respectful treatment of staff. An area of improvement suggested by the staff was to

utilize cross-training to provide adequate services to the public.

Ann appears to have the ability to inspire and motivate, staff, Board, and community groups. Her hard

work continues to produce an excellent library that under her direction will continue to improve and

continue to address changing communities needs.

8. Goals for 2019:

Goal 1: Work collaboratively with library staff, Board of Trustees and other key stakeholders to achieve the library's mission. Objectives:

Facilitate understanding of the shared vision of library services and the practical and financial implications of what that vision entails.

Support the positive engagement of stakeholders, the creation of a strategic plan and a curriculum (e.g. services, programs, activities, and materials) that is relevant to the needs of our community.

Goal 2: Create an environment where excellence and innovation can thrive. Objectives:

Empower and enable staff with the education and tools necessary to become collaborative and autonomous creators.

Develop the capacity of staff to celebrate our successes and to seek awards, grants and public relations opportunities.

Goal 3: Advocate for the Library. Objectives:

Work with elected and appointed officials at the local and state level, growing relationships in support of our mutual efforts toward greater quality of life for our residents.

Communicate the compelling vision of a modern library with services and programs that enhance the lives of community residents, and support additional advocacy efforts on the part of our stakeholders.

MEASUREMENT

Progress on all objectives will be measured by reviewing examples of

accomplishments throughout the year and by tracking progress through data

collection already in place.

This evaluation has been discussed with me and I have been provided a copy.

_______________________________

__________________________

Ann Scott, Director Karen Barch, Board President

EMPLOYMENT AGREEMENT

THIS AGREEMENT is made and entered into to be effective this __

day of ______,

2018, by and between the Basalt Regional Library District, a Colorado special district (“BRLD”)

and Ann Scott (“Employee”);

W I T N E S S E T H:

WHEREAS, the Board of Trustees (Board) of the BRLD desires to employ Employee as

Library Director;

WHEREAS, Employee shall be an at-will employee of BRLD;

WHEREAS, the Board is empowered by C.R.S. § 24-90-109(1)(c) to enter into this

Agreement;

WHEREAS, Employee is willing to accept such employment subject to the terms and

conditions set forth below.

NOW, THEREFORE, in consideration of the mutual promises and covenants contained

herein, and for other good and valuable consideration, the receipt and sufficiency of which is

hereby acknowledged, the parties hereto agree as follows:

1. Duties. The Board agrees to employ Employee as Library Director for BRLD. The

Employee is expected to complete the tasks as described in the Job Description attached

hereto, marked Attachment “A”, and incorporated herein by this reference, and to perform

such other legally permissible and proper duties and functions as the Board may from time to

time assign in its sole discretion. This shall be an exempt full-time position.

2. Term. Notwithstanding the effective date of this Agreement, and subject to Paragraph 3,

below, the term of this Agreement shall commence on January 1, 2019, and run through

December 31, 2019. Thereafter, unless terminated as provided for herein, this Agreement

shall automatically renew on an annual basis with each renewal term beginning on January

1st and ending on December 31st.

3. At-Will Employment. Employee understands and agrees that she is an at-will employee who

serves at the will of the Board, and nothing in this Agreement shall in any way prevent,

limit, or otherwise interfere with the right of the Board to terminate the services of Employee

at any time, with or without cause. Similarly, nothing in this Agreement shall prevent, limit,

or otherwise interfere with the right of Employee to resign at any time. EMPLOYEE

SHALL BE DEEMED AT ALL TIMES TO BE AN EMPLOYEE AT WILL.

4. Review. A written review of the Employee’s job performance shall be completed by or

before November, 2018. A copy of that review shall be given to the Employee.

[2]

5. Other Employment. Employee agrees to remain in the exclusive employ of the BRLD and

neither to accept nor to become employed by any other employer during her employment

with the BRLD; provided, however, that nothing in this Paragraph 5 shall preclude Employee

from occasional teaching, writing, or consulting performed during Employee’s personal time

off, so long as such outside work is approved in advance by the Board (which approval shall

not be unreasonably withheld) and so long as such work avoids all conflicts of interest,

and/or the appearance of a conflict of interest, as determined by the Board in its sole

discretion.

6. Compensation

A. Salary. Employee’s base salary shall be One Hundred Eight Thousand Eight

Hundred Eighty dollars ($100,880) for the term of this agreement, which shall be paid

periodically in the same manner as other full time employees of the BRLD. Such base salary

may be adjusted during the initial term or any renewal term by appropriate action of the BRLD at

any time.

B. Benefits. BRLD shall provide Employee with the following benefits:

1. Employee is eligible to participate in a Board-approved health insurance program for

Library employees.

2. Employee is eligible to participate in a Board-approved retirement plan, including any

match provided by the Board.

3. Employee shall be granted One Hundred Sixty (160) hours of paid personal leave

(PTO) available to Employee on and after January 1, 2019, through and including

December 31, 2019. Unused PTO remaining on December 31, 2018, shall neither be

carried forward to contract periods on and after January 1, 2019, nor shall the same be

reimbursed upon termination of employment except as provided in Paragraphs 7 and

11 below.

4. Such other benefits as the Board shall provide from time to time, in its sole discretion,

including life insurance, paid holidays, and long term disability.

7. Use of PTO. Employee shall notify the President of the Board or another Trustee in the

President’s absence before taking PTO (which approval will not be unreasonably withheld).

In the event PTO is requested by the Employee but denied by the Board President, and the

same remains unused at the end of the Contract term, those unused PTO hours shall be

reimbursed.

8. Hours of Work. The Board expects the Employee to work a minimum of forty (40) hours a

week, five days per calendar week. Employee acknowledges and agrees that Employee may

be required to work in excess of forty (40) hours in any particular week. Such extra hours

shall be part of the employment set forth herein and shall not require additional

compensation. The parties acknowledge that Employee is an executive as that term is used in

[3]

the Fair Labor Standards Act, 29 U.S.C. 201, et seq., and, as an executive, Employee is not

entitled to pay for overtime.

9. Professional Development. Subject to such amounts as may be budgeted and appropriated by

the Board in its sole discretion, BRLD agrees to pay for the professional development of

Employee. This may include: dues and subscriptions and the registration fees, travel, and

subsistence expenses of Employee for professional and official travel, meetings, and

occasions adequate to continue the professional development of Employee and to pursue

necessary official and other functions for BRLD as may be determined and approved by the

Board in advance.

10. Indemnification. Employee shall be defended and indemnified in her actions undertaken in

her official capacity as Librarian/Executive Director pursuant to all insurance policies

maintained by BRLD and pursuant to the terms of the Colorado Governmental Immunity

Act, C.R.S. § 24-10-101, et seq., and other applicable law as the same may be in effect from

time to time. Employee shall not, however, be indemnified for any act or omission that is

willful or wanton as those terms are defined under the Governmental Immunity Act.

11. Separation Event. Employee is an at-will employee and may be terminated at any time with

or without cause. Similarly, nothing in this Agreement shall prevent, limit, or otherwise

interfere with the right of Employee to resign at any time for any reason. Unless otherwise

mutually agreed, upon any event resulting in the separation of employment, no compensation

shall be owed or paid to Employee except for compensation that was earned prior to the

separation event. If the separation event is for any reason except termination for cause,

Employee shall be compensated for any unused personal PTO.

12. Annual Appropriation. Any promises or covenants of BRLD pursuant to this Agreement

requiring the payment or disbursement of any money shall be subject to annual budgeting

and appropriation. No provision of this Agreement shall be construed or interpreted: (i) to

directly or indirectly obligate BRLD to make any payment in any year in excess of amounts

appropriated for such year; (ii) as creating a debt or multiple fiscal year direct or indirect debt

or other financial obligation whatsoever within the meaning of Article X, Section 6 or Article

X, Section 20 of the Colorado Constitution or any other constitutional or statutory limitation

or provision; or iii) as a donation or grant by BRLD to or in aid of any person, company, or

corporation within the meaning of Colorado law.

13. Severability. Should any portion of this Agreement be declared invalid or unenforceable by

a court of competent jurisdiction, then the remainder of this Agreement shall be deemed

severable, shall not be affected, and shall remain in force and effect.

14. Entire Agreement. This Agreement is the entire agreement of the parties, and neither party

has relied on any promises or representations except as expressly described herein. This

Agreement shall not be amended except by subsequent written agreement of the parties. The

Board must approve any such amendment.

[4]

15. Governing Law. This Agreement shall be governed and construed in accordance with the

laws of the State of Colorado. Jurisdiction and venue for any lawsuit arising out of or

relating to this Agreement shall be in the county or district court of Eagle County, Colorado.

In the event of a dispute, the prevailing party shall be entitled to recover its reasonable costs

and expenses, including attorneys’ fees.

16. Open Records. Employee understands that BRLD is subject to and bound by the Colorado

Open Records Act, § 24-72-101 et seq. C.R.S. Employee understands that this Agreement is

an open record subject to disclosure upon request. Employee hereby waives any claims of

any kind whatsoever against BRLD for BRLD’s compliance or good faith attempt to comply

with the provisions of the Act.

17. Conflicts. In the event there is a conflict between the terms of this Agreement and the terms

and benefits contained in the Employee Handbook, the terms of this Agreement shall control.

IN WITNESS WHEREOF, the parties hereto have affixed their signatures below

effective as of the date first written above.

Attest :___________________________

Secretary

BASALT REGIONAL LIBRARY DISTRICT EMPLOYEE

By: By:

Karen Barch, President Ann Scott

Basalt Regional Library DistrictGeneral Operating Fund

2019 Budget Draft

1 2 3 4 6 72017 Year End

ActualsJan - Sept 2018

Actuals2018 Year End

Projection 2018 Budget 2019 Budget% Increase /

(decrease) NotesGeneral Operating Fund Balance Estimate as of January 1st 1,248,943.48 1,248,943.48 1,339,203.85 General Fund:4005 General Operating Mill Levy4010 Eagle County 541,102.71 572,537.13 582,538.30 582,538.30 590,696.61 1.40% 8/22/18 Assessed Valuation

4020 Pitkin County 467,897.02 428,956.61 440,407.20 440,407.20 443,180.04 0.63% 8/22/18 Assessed Valuation

4030 Mill Levy Increase 349,477.29 342,650.00 350,000.00 350,000.00 350,000.00 0.00%

4040 Tax Abatement 13,144.08 7,208.04 7,392.87 7,392.87 - 100.00% will update after receiving 11/18 assessed valuations

Total General Operating Mill Levy 1,371,621.10 1,351,351.78 1,380,338.37 1,380,338.37 1,383,876.65 0.26%

4100 MVSO - General Operating4110 Eagle County 62,431.92 48,593.56 55,000.00 40,000.00 50,000.00 25.00% increase based on 2018 actuals/projections

4120 Pitkin County 37,902.29 24,224.24 28,200.00 35,000.00 30,000.00 -14.29% decrease based on 2018 actuals / projections

Total MVSO - General Operating 100,334.21 72,817.80 83,200.00 75,000.00 80,000.00 6.67%

4200 Fines & Fees4205 Coffee Purchase 864.75 773.56 950.00 600.00 800.00 33.33% increase based on 2018 actuals/projections

4210 Copies 8,229.14 6,638.53 8,850.00 7,000.00 8,000.00 14.29% increase based on 2018 actuals/projections

4215 Earbuds 200.00 164.31 200.00 150.00 175.00 100.00% increase based on 2018 actuals/projections

4220 Faxing 792.00 766.22 1,000.00 500.00 700.00 40.00% increase based on 2018 actuals/projections

4230 Fines 18,747.64 12,129.38 15,100.00 20,000.00 15,000.00 -25.00% decrease based on 2018 actuals / projections

4240 Guest Passes 178.30 208.40 225.00 200.00 200.00 0.00% no change in budget

4250 Meeting Room Rental 5,608.25 3,778.10 4,500.00 4,000.00 4,000.00 0.00% no change in budget

4260 Replacement Books 813.50 609.91 700.00 1,800.00 600.00 -66.67% decrease based on 2018 actuals / projections

4270 Replacement Library Cards 333.19 239.00 300.00 300.00 200.00 -33.33% decrease based on 2018 actuals / projections

4280 Test Proctoring 70.00 80.00 100.00 100.00 100.00 0.00% no change in budget

4290 Holy Cross Deposit Return/Member Equity 1,881.44 1,054.21 1,054.00 1,400.00 1,800.00 28.57% increase based on 2018 actuals/projections

4295 CORE Refund 2,500.00 - - - - 0.00% eliminate from budget

Total Fines & Fees 40,218.21 26,441.62 32,979.00 36,050.00 31,575.00 -12.41% decrease mainly based on change in youth fine policy

4300 Earnings on investments4310 Colotrust Int Op Acct/Mill Levy 22,485.31 24,498.15 32,000.00 11,000.00 20,000.00 81.82% increase based on 2018 actuals and 2019 estimate

Total Earnings on investments 22,485.31 24,498.15 32,000.00 11,000.00 20,000.00 81.82%

4400 Contributions4410 Contributions - Adult 500.00 - - 500.00 500.00 0.00% no change in budget

4420 Contributions - Music 4,285.00 625.00 1,000.00 5,000.00 1,500.00 -70.00% decrease based on allocation to Thrift Store Grant

4430 Contributions Outreach 100.00 75.00 100.00 500.00 500.00 0.00% no change in budget

4440 Contributions Youth Srv 500.00 - - 500.00 500.00 0.00% no change in budget

4470 Grant - State of Colorado 2,115.00 4,653.00 4,653.00 4,691.00 4,600.00 -1.94% estimate of grant

4471 Grant - Gale Student Resources - - - 1,200.00 - 0.00% eliminate from budget

4473 Grant - Thrift Store - 3,500.00 3,500.00 - 3,500.00 0.00% add - portion of music contributions

4480 Other 1,082.70 1,488.66 1,500.00 500.00 500.00 0.00% no change in budget

Total Contributions 8,582.70 10,341.66 10,753.00 12,891.00 11,600.00 -10.01%

4490 Restricted Fund Income - Friends/Foundation 9,870.82 2,553.90 3,000.00 - - 0.00% possible budget for restricted funds?

10/12/2018 1


2019 Budget Draft

1 2 3 4 6 72017 Year End




(decrease) NotesTotal Income 1,553,112.35 1,488,004.91 1,542,270.37 1,515,279.37 1,527,051.65 0.78%

Operating expenses5000 Administration5005 Contract Services5010 Accounting 11,366.25 7,043.75 11,000.00 14,000.00 14,000.00 0.00% no change in budget

5020 Audit - Annual 8,900.00 8,900.00 8,900.00 9,000.00 8,900.00 -1.11% estimate for 2019

5030 Courier 8,057.00 - 8,500.00 9,000.00 9,000.00 0.00% estimating $8,500 for 2018 / increase of $500 for 2019

5040 Legal 404.50 - 500.00 1,500.00 5,000.00 233.33% additional services may be needed in 2019?

Total Contract Services 28,727.75 15,943.75 28,900.00 33,500.00 36,900.00 10.15%

5100 Insurance5110 Property & Liability Insur 20,195.09 300.00 21,000.00 22,000.00 21,100.00 -4.09% will obtain estimate end of Oct

5120 Worker's compensation 1,371.00 47.75 2,100.00 2,000.00 2,500.00 25.00% will obtain estimate end of Oct

Total Insurance 21,566.09 347.75 23,100.00 24,000.00 23,600.00 -1.67%

5210 Postage & Shipping 649.09 344.00 800.00 1,000.00 1,000.00 0.00% no change in budget

5220 Professional Dev. & Memberships5230 Board 278.75 84.74 1,000.00 1,000.00 1,000.00 0.00% do we need to include additional for stratigic planning?

5235 Employment Council 1,454.45 1,500.02 1,500.00 1,500.00 1,600.00 6.67% slight increase - based on payroll wages

5240 Library Association Dues 932.50 175.00 1,000.00 1,000.00 1,000.00 0.00% no change in budget

5250 Spec District Ass'n Due 619.37 - 1,000.00 1,000.00 1,000.00 0.00% no change in budget

5260 Staff 6,058.62 2,217.42 6,000.00 6,000.00 6,000.00 0.00% no change in budget

5270 Travel expenses 3,349.56 985.95 1,500.00 1,500.00 3,500.00 133.33% no change in budget - hotels/flight/mileage

Total Professional Dev. & Memberships 12,693.25 4,963.13 12,000.00 12,000.00 14,100.00 17.50%

5280 Publicity5290 Advertising 9,461.36 3,956.08 6,000.00 6,900.00 13,886.00 101.25% Radio=$3,936 / Newspaper=$7,950 / Google/Facebook=$2,000

Total Publicity 9,461.36 3,956.08 6,000.00 6,900.00 13,886.00 101.25%

5300 Supplies5310 Office Supplies 9,189.97 6,808.13 9,000.00 9,000.00 9,000.00 0.00% no change in budget

5320 Technical Cataloging & Service 6,821.50 3,027.27 6,500.00 6,500.00 6,500.00 0.00% no change in budget

Total Supplies 16,011.47 9,835.40 15,500.00 15,500.00 15,500.00 0.00%

5350 Treasurer's fees5360 Eagle fees 22,091.74 23,042.93 24,000.00 22,726.13 24,720.90 8.78% 3% based on property valuations - need % for MVSO

5370 Pitkin fees 27,039.96 23,983.58 24,000.00 30,770.17 29,159.00 -5.24% 5% based on property valuations - need % for MVSO

Total Treasurer's fees 49,131.70 47,026.51 48,000.00 53,496.30 53,879.90 0.72%

Total Administration 138,240.71 82,416.62 134,300.00 146,396.30 158,865.90 8.52%

10/12/2018 2


2019 Budget Draft

1 2 3 4 6 72017 Year End




(decrease) Notes

5400 Facility Expenses5410 Janitorial 49,740.00 33,219.99 49,750.00 49,750.00 49,750.00 0.00% no change in budget

5420 Janitorial Supplies 3,961.58 4,025.77 6,000.00 6,000.00 6,000.00 0.00% no change in budget

5430 Landscaping 9,427.75 11,181.38 11,200.00 9,000.00 9,500.00 5.56% $8,680 contract / includes additional if needed

5440 Maintenance *Detailed List Attached 16,487.20 16,056.14 22,000.00 25,000.00 25,000.00 0.00% no change in budget

5450 Mat Cleaning 690.66 562.88 700.00 700.00 700.00 0.00% slight increase from Alsco

5460 Snow Removal 4,478.75 - 4,400.00 5,000.00 5,000.00 0.00% $4,400 contract / includes additional if needed

Total Facility Expenses (Maintenance) 84,785.94 65,046.16 94,050.00 95,450.00 95,950.00 0.52%

5500 Utilities5510 Electric 6,366.09 5,678.96 8,000.00 9,270.00 8,250.00 -11.00% 3% increase - from year end estimate

5515 Compost Collection System - 555.50 600.00 600.00 600.00 100.00% $50 per month

5520 Gas 5,799.57 4,998.98 8,000.00 10,815.00 8,250.00 -23.72% 3% increase - from year end estimate

5540 Sanitation 2,640.00 1,980.00 2,640.00 3,700.00 2,640.00 -28.65% will know if increase in rates from BS in October

5550 Telephone 6,649.94 5,030.97 6,600.00 6,600.00 6,900.00 4.55% estimate of $575 per month / usage vaires on fax usage

5560 Trash 4,996.05 3,476.58 4,700.00 4,700.00 5,000.00 6.38% $388 per month contract / additional

5570 Water 3,461.33 4,244.79 6,750.00 3,000.00 10,000.00 233.33% increase in water rates - averaging $2,500 per quarter

Total Utilities 29,912.98 25,965.78 37,290.00 38,685.00 41,640.00 7.64%

Total Facility Expenses 114,698.92 91,011.94 131,340.00 134,135.00 137,590.00 2.58%

5600 Library Programs5610 Adult 2,814.03 3,146.10 3,500.00 3,000.00 4,500.00 50.00% increase in adult and elimination of community

5620 Children's 4,712.35 3,656.01 4,500.00 4,500.00 4,500.00 0.00% no change in budget

5625 Children's Program Materials - 2,052.11 3,000.00 3,000.00 3,000.00 0.00% materials / supplies - from Community

5630 Community - Rename as "Art" 6,513.82 2,607.13 4,450.00 4,450.00 2,500.00 -43.82% Hannah has requested line item for Art Programming

5640 Music 9,945.33 7,388.22 10,000.00 10,000.00 13,000.00 30.00% increase based on 2019 budget from Charlotte

5650 Outreach 406.25 40.00 100.00 - 1,450.00 100.00% will be initiating Outreach again in 2019

5633 Outreach Advertising 3,190.00 3,768.08 3,770.00 3,700.00 3,800.00 2.70% slight increase in budget

5635 Volunteers 450.00 400.00 550.00 550.00 550.00 0.00% no change in budget

5660 Young Adult 3,839.87 3,470.91 4,550.00 4,550.00 4,550.00 0.00% no change in budget

5670 Young Adult - State of Colorado Grant 2,102.66 4,654.55 4,691.00 4,691.00 4,600.00 -1.94% waiting for acceptance of Grant

5675 Grant - Gale Student Resources - - 1,200.00 - -100.00% eliminate from budget

5680 Young Adult - Thrift Shop - - - - - 0.00% grant application

Total Library Programs 33,974.31 31,183.11 39,111.00 39,641.00 42,450.00 7.09%

5700 Technology & Equipment5710 Copiers & Equipment5730 Lease 1,301.75 2,059.14 3,000.00 3,000.00 3,000.00 0.00% copier leases

5740 Service Agreement / Copy Usages 2,528.73 3,619.55 4,500.00 3,500.00 4,800.00 37.14% Unilink for additional copies - avg $1,200 per quarter

5750 Supplies 6,789.61 2,984.57 5,500.00 7,000.00 4,000.00 -42.86% toner / disk cleaners

Total Copiers & Equipment 10,620.09 8,663.26 13,000.00 13,500.00 11,800.00 -12.59%

5760 Marmot ILS System 40,000.00 68,492.43 91,500.00 91,500.00 91,500.00 0.00% prelimanry estimate no increase / final at end of Oct

10/12/2018 3


2019 Budget Draft

1 2 3 4 6 72017 Year End




(decrease) Notes5765 Marmot IT Contract 45,224.59 - - - - 5770 Miscellaneous Parts 3,881.67 1,975.57 3,000.00 3,000.00 3,000.00 0.00% no change in budget

5780 Support & Service Agreements5790 Bibliotheca - change to self check - - - 10,000.00 - -100.00% eliminate from budget - under Marmot contract

5793 Canva - - - - 199.00 100.00% new line item - website design support (previously in advertising)

5795 Emma - 1,577.20 2,040.00 2,040.00 2,760.00 35.29% increase - $230 per month - increased email blast sent

5800 Envisionware - - - 600.00 - -100.00% eliminate from budget - under Marmot contract

5802 Google Cloud G Suite - - - - 1,080.00 100.00% email accounts - $90 / month

5803 Hoote Suite - 228.00 228.00 240.00 - -100.00% elimiate from budget - ineffictive service

5805 Magisto - - - 480.00 - -100.00% eliminate from budget

5810 Timeclock 584.00 306.40 306.00 280.00 400.00 42.86% estimate for 2019

5815 QR Code Generator - - - - 150.00 100.00% new line item - marketing tool

5820 Web Calendar/Planning Center 3,160.53 1,656.95 2,200.00 2,200.00 376.00 -82.91% new subscription - $280 annual / Tockify - $96 annual

Total Support & Service Agreements 3,744.53 3,768.55 4,774.00 15,840.00 4,965.00 -68.66%

5830 Tech Labor & Repair 1,490.00 279.97 3,000.00 3,000.00 3,000.00 0.00% no change in budget

Total Technology 104,960.88 83,179.78 115,274.00 126,840.00 114,265.00 -9.91%

5900 Collections

5910 Audio5920 Adult BCD 7,549.32 6,105.51 7,500.00 7,500.00 7,500.00 0.00% no change in budget

5930 Youth Audio 1,945.59 1,750.23 2,200.00 2,200.00 2,200.00 0.00% no change in budget

Total Audio 9,494.91 7,855.74 9,700.00 9,700.00 9,700.00 0.00%

6000 Books & Magazines6010 Adult fiction books 10,237.70 7,650.33 11,000.00 11,000.00 11,000.00 0.00% no change in budget

6020 Adult non-fiction books 11,327.99 8,616.65 11,000.00 11,000.00 11,000.00 0.00% no change in budget

6030 Juvenile Fiction 7,131.50 5,836.72 7,000.00 7,000.00 7,000.00 0.00% no change in budget

6040 Juvenile Non-Fiction 2,406.08 1,673.64 3,000.00 3,000.00 3,000.00 0.00% no change in budget

6045 Large Print - 356.41 1,800.00 1,800.00 1,800.00 0.00% no change in budget

6050 Print Subscriptions 8,471.27 7,901.14 9,900.00 9,900.00 9,900.00 0.00% no change in budget

6055 Replacement Books - Purchased - 5.69 1,800.00 1,800.00 1,800.00 0.00% no change in amount but would like to rename "Materials"

6060 Spanish adult fiction 1,204.86 250.32 1,000.00 1,000.00 1,000.00 0.00% no change in budget

6070 Spanish adult non-fiction 1,794.30 263.32 1,000.00 1,500.00 1,500.00 0.00% no change in budget

6080 Spanish children's books 969.46 874.04 1,000.00 3,000.00 3,000.00 0.00% no change in budget

6090 Spanish juvenille books 2,627.77 2,301.39 2,500.00 - - eliminate from budget

6100 YA Fiction 6,132.14 5,033.65 6,700.00 6,700.00 6,700.00 0.00% no change in budget

6110 YA Non-Fiction 497.39 616.80 930.00 930.00 930.00 0.00% no change in budget

Total Books 52,800.46 41,380.10 58,630.00 58,630.00 58,630.00 0.00%

Restricted Funds6190 Restricted Funds Expense 4,779.61 2,553.90 3,000.00 - - 0.00% do not budget

Total Restricted Funds 4,779.61 2,553.90 3,000.00 - - 0.00%

10/12/2018 4


2019 Budget Draft

1 2 3 4 6 72017 Year End




(decrease) Notes

6200 Digital Resources6210 Annual Subscriptions6220 Ancestry.com 1,560.00 1,620.00 1,620.00 1,575.00 1,620.00 2.86% estimated increase for subscription renewal

6230 Culturegrams 1,140.00 1,180.00 1,180.00 1,200.00 1,200.00 0.00% no change in budget

6240 Enclopedia Britannica - - 300.00 300.00 300.00 0.00% no change in budget

6245 Gale Student Resources (new Erin) - 1,215.90 1,216.00 1,200.00 1,277.00 6.42% may be able to utilized funds received from Rummage sale to pay

6250 Gale Public - 2,050.00 2,050.00 2,050.00 0.00% estimate for 2019

6255 LYNDA - Database 4,140.00 4,140.00 4,140.00 4,500.00 8.70% estimate for 2019

6260 Lynx, statewide database package 2,045.73 - - - - 0.00% eliminate from budget

6270 Mango Languages 1,230.00 1,183.88 1,184.00 1,184.00 1,184.00 0.00% 3-year contract rate - pro-rated for 1 year

6275 New York Times 1,246.30 1,279.20 1,280.00 1,300.00 1,300.00 0.00% no change in budget

6280 Tumblebooks - - 500.00 500.00 500.00 0.00% no change in budget - grant money?

6290 Overdrive Advantage 5,400.80 2,287.45 5,000.00 5,000.00 9,500.00 90.00% per Nathan's request

6300 Downloadable Titles6305 Kanopy - 3,000.00 3,000.00 3,000.00 6,000.00 patron usuage supports keeping this database and increasing

6310 One Click Digital 2,104.75 - - - - eliminate from budget

6320 Overdrive 5,479.78 6,637.18 9,500.00 9,500.00 5,000.00 -47.37% per Nathan's request

6330 Zinio 2,000.00 2,000.00 5,000.00 2,000.00 2,000.00 0.00% no change in budget

Total Digital Resources 22,207.36 24,543.61 35,970.00 32,949.00 36,431.00 10.57%

6400 Music6410 Adult Music 1,539.76 1,255.86 1,550.00 1,550.00 1,550.00 0.00% no change in budget

6420 Juvenile Music 650.68 221.35 775.00 775.00 775.00 0.00% no change in budget

Total Music 2,190.44 1,477.21 2,325.00 2,325.00 2,325.00 0.00%

6500 Video6510 Adult Video 8,412.08 6,258.16 8,600.00 8,600.00 10,000.00 16.28% Matt has requested increase to expand non-fiction

6520 Spanish Video 829.99 - - - - 0.00% elimiante from budget (combined)

6530 Juvenile Video 1,545.38 1,231.45 2,060.00 2,060.00 1,800.00 -12.62% decrease for 2019

6540 YA Video - 288.30 300.00 200.00 400.00 100.00% increase for 2019

Total Video 10,787.45 7,777.91 10,960.00 10,860.00 12,200.00 12.34%

Total Collections 102,260.23 85,588.47 117,585.00 114,464.00 119,286.00 4.21%

Total Operating expenses 494,135.05 373,380.12 537,610.00 561,476.30 572,456.90 1.96%

10/12/2018 5


2019 Budget Draft

1 2 3 4 6 72017 Year End




(decrease) Notes

6900 Payroll Expenses6910 Payroll 626,749.87 507,263.94 710,000.00 710,002.00 738,402.08 4.00% increase for COLA / Merit Raises

6920 Payroll Service 4,145.85 3,262.27 4,000.00 4,000.00 4,000.00 0.00% no change in budget

6930 Payroll Taxes 48,439.15 40,313.26 57,400.00 57,400.00 59,696.00 4.00% based on annual salary

6940 Retirement Plan 25,165.83 16,303.40 23,000.00 23,465.00 24,403.60 4.00% based on participating employees / will add variance

6950 Health Insurance 36,508.60 29,667.00 40,000.00 42,610.00 43,000.00 0.92% 7% increase based on health insurance increase

6980 Director Search 2,680.52 - - - - Total Payroll Expenses 743,689.82 596,809.87 834,400.00 837,477.00 869,501.68 3.82%

Total Expense 1,237,824.87 970,189.99 1,372,010.00 1,398,953.30 1,441,958.58 3.07%

Net General Fund Income/(Loss) Prior to Capital Rsv Allocation 315,287.48 517,814.92 170,260.37 116,326.07 85,093.07

Allocation to Capital Reserve Outlay 80,000.00 80,000.00 80,000.00 80,000.00 40,000.00

Net General Fund Income/(Loss)After Capital Reserve Allocation 235,287.48 437,814.92 90,260.37 36,326.07 45,093.07

General Fund Balance Estimated Balance as of December 31st 1,339,203.85$ 1,384,296.92$

10/12/2018 6

BASALT REGIONAL LIBRARY DISTRICT BOARD RESOLUTION NO. 2018-04

A RESOLUTION OF THE BASALT REGIONAL LIBRARY DISTRICT AMENDING

ARTICLE 4, SECTION 2 OF THE BYLAWS OF THE DISTRICT.

WHEREAS, the Board of Trustees (“Board”) of the Basalt Regional Library District (“District”) has adopted Bylaws to establish the policies and procedures to be followed by the Board; and

WHEREAS, the Executive Director of the District identified a change that needed to be made to the Bylaws which was presented to the Board for discussion at a regular meeting held on _______________; and

WHEREAS, pursuant to Article 8 of the Bylaws, the proposed amendment was presented to the Board again for discussion and vote at the regular meeting of the Board held on __________; and

WHEREAS, after considering the proposed Bylaws amendment, the Board now desires to adopt the same. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF THE BASALT REGIONAL LIBRARY DISTRICT: 1. Recitals. The foregoing recitals are incorporated by reference as findings and determinations of the Board. 2. Amendment. Article 4, Section 2 of the Bylaws is hereby repealed and reenacted to read as set forth below. All other provisions of the Bylaws not amended in this Resolution shall remain unchanged and in full force and effect. Section 2. Appointment of Trustees. According to C.R.S. § 24-90-108 (2)(c), in library districts such as the District that are established by more than one governmental unit, each of the Legislative Bodies shall appoint two of its members to a committee to recommend new trustees or delegate such authority to the Board of Trustees of the District. Accordingly, prior to the expiration of a Trustee’s term or upon the occurrence of a vacancy on the Board, the Library Director shall contact each Legislative Body to request appointment of two of its members to a recommendation committee or obtain confirmation from the Legislative Body that it is delegating its recommendation authority to the Board. Following the recommendation for the appointment of a candidate to the Board, that candidate’s related Legislative Body must ratify the candidate by a 2/3 majority vote. Failure of a Legislative Body to act within sixty days upon a recommendation shall be considered a ratification of such appointment. SO RESOLVED by a vote of __ to __ this ___ day of _______________, 2018.

BASALT REGIONAL LIBRARY DISTRICT

_____________________________ President

ATTEST: ______________________ Secretary

basalt regional library district board of trustees meeting basalt … · 2018. 10. 15. · brld –...

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