Library Board

Keene Memorial Library Board Meeting Municipal Building-2nd Floor in the Large Conference Room Please Enter from the West Side 400 E. Military, Fremont, NE 6:30 P.M. January 16, 2023 AGENDA Call to Order/Notice of Meeting 1. Roll Call 2. Motion to adopt current agenda for January 16, 2023 regular meeting 3. Dispense with and approve November 21, 2022 minutes (attachment) 4. New Business a. Annual Report 2021-2022 (attachment) 5. Reports a. Library Director’s Report i. Month in Review ii. Expansion Project Update b. Friends of the Library Report c. Finance-Library Expenditures Reports for December 2022 and January 2023 (attachments) 6. Adjournment Next Regular Board Meeting TBD – February 20, 2023 Municipal Building 2nd Floor, Large Conference Room. Please take note of the different location. Agenda posted online at www.fremontne.gov/library and emailed to Library Board members on January 11, 2023. This meeting is preceded by publicized notice in the Fremont Tribune and the agenda is displayed in the Administration East Office at Keene Memorial Library, 925 North Broad Street. A Copy of the Open Meetings Act is posted at the entrance of the meeting room. The Library Board reserves the right to go into Executive Session at any time. The Library Board reserves the right to adjust the order of items on this agenda.  Keene Memorial Library Board Meeting Municipal Building-2nd Floor in the Large Conference Room 400 E. Military, Fremont, NE 6:30 P.M. November 21, 2022 Minutes Held at the Municipal Building – 2nd Floor Large Conference Room and Board President Linda McClain called the meeting to order at 6:33 pm. Roll Call The following members were present: Linda McClain, Becky Pence, Amanda Moenning, LeAnn Rathke and Ryan Fiala. Also present were: Laura England-Biggs, Library Director, City Administrator Jody Sanders. Office Associate Tracy Parr will be recording the meeting minutes, Notice of Meeting and Agenda The meeting was preceded by publicized notice in the Fremont Tribune and the agenda is posted in the East Office of Keene Memorial Library, temporarily located at 925 North Broad Street, online at www.fremontne.gov and distributed by email. A copy of the Open Meetings Act is posted continually for public inspection and is located near the entrance of the meeting room. Agenda Motion to adopt current agenda for November 21, 2022 regular meeting. Board Member Rathke moved, seconded by Board Member Fiala, to adopt the agenda for November 21, 2022 Library Board Meeting. Ayes: McClain, Pence, Moenning, Rathke and Fiala. Motion carried 5-0. Reading of Minutes Board Member Pence moved to dispense with and approve the October 17, 2022 board minutes, seconded by Board Member Moenning. Ayes: McClain, Pence, Moenning, Rathke and Fiala. Motion carried 5-0. Unfinished Business Continuation of Policy manual review/requests for reconsideration Director England-Biggs addressed the board and mentioned that changes to the policy manual included revising a small part under patron suggestions and concerns and collection development policies. She mentioned that the form that patrons fill out if they would like a library item to be considered for reconsideration used to just come to the Library Director and never went any further. Also addressed was the information that the form has been elaborated on and that the process now includes an optional additional step. A request can be brought before the Board if the Director’s response does not satisfy the requestor. Board President McClain asked whether the Board is a technically addressed as a board of trustees or an advisory board. A lot of discussion and research took place during the meeting; the by-laws simply call this body the Library Board. Motion to address the Board as just Library Board in the policy manual was made by Board Member Rathke with Board Member Pence seconding. Ayes: McClain, Pence, Moenning, Rathke and Fiala. Motion Carried 5-0. Motion to accept the changes made for the policy manual and revising requests for reconsideration and was made by Board Member Pence with Board Member Moenning seconding. McClain, Pence, Moenning, Rathke and Fiala. Motion Carried 5-0. Continuation of Board schedule Short discussion about this happened with all parties agreeing that the December 19, 2022 meeting should be skipped, with the next meeting being January 16, 2023. Motion to not have the December 19th meeting and meet again in January was made by Board Member Fiala with Board Member Rathke seconding. Ayes: McClain, Pence, Moenning, Rathke and Fiala. Motion Carried 5-0. New Business Policy Manual review, adding a new section under Lost and Damaged Materials Library Director England-Biggs explained that under 6.8.8 we are currently unable to accept the credit cards mentioned due to a network issue, under 6.8.9 we are specifying that the library prefers that patrons not purchase an item they damaged as a replacement. She specified that there are several reasons that the library reserves the right to decline the offered material. 6.8.10 – 6.8.14 have been added to address problem insects/pests that could potentially be found in returned books or other checked out materials. Sections 6.8.10 – 6.8.14 were sent to legal and approved in the form before the members. In addition to the policy manual the Director mentioned that the library has procedures in place should a staff member suspect there could be a pest/insect issue that includes sealing the items in a Ziploc bag and then putting in another bag. Board President McClain mentioned that she was aware that Fremont’s homeless shelter has a special oven that kills possible pests and that they have allowed other entities to use it in the past. Director England-Biggs said she would reach out to them to see if that could be another option under procedures that library staff could follow. Motion to accept the new additions under Lost and Damaged Materials was made by Board Member Pence with Board Member Fiala seconding. Ayes: McClain, Pence, Moenning, Rathke and Fiala. Motion Carried 5-0. Reports Library Director’s Report Month in Review Director England-Biggs stated that the month consisted of many meetings. She also participated in Halloween Hysteria at Gallery 92 along with Library staff member Justine Ridder who read stories to the children. The library has received memorials for a former board member Charles Gordon and those funds are being put towards the expansion. She that the library is going to demo a new collection under Newsbank for the next year. There were continuing education webinars and continued expansion related meetings. There have been interviews for the 20-hour library aide positions. One person has been hired and is starting December 5th and another potential hire is still in progress. Of the scheduled interviews, one was a no show, one was hired and one is still in background checks. No action taken Expansion Project Update Director England-Biggs mentioned that there are asbestos abatement bids that came in sealed being opened on Tuesday 11/22/2022 and the lowest responsible bidder will go to City Council on 11/29/2022 for approval. The abatement process will be an 8-week project. She also mentioned that bid package 2 with MCL was approved by City Council. Fundraising is still happening and Director England-Biggs let the board know that we achieved the Dunklau match as of 11/8/2022 and that two grants are currently being worked on. No action taken. Library Accreditation Update Director England-Biggs informed the Board that Board Members Fiala, McClain and Rathke have watched some videos that are helping the board reach the goal to achieve the 8 credits still needed. Other board members mentioned they would try and get videos in as well. Both Board President McClain and Board Member Rathke noted that part of what they learned watching the videos is that library staff members are not the most useful advocates. Board members are a better resource for this. Board President McClain also stated that the key word should be education. Lifelong education vs. lifelong learning will be accepted better by the public at large. She also mentioned the importance of community alignment. No action was taken. Friends of the Library Report Dave’s Drive in Liquor continues to do well. At the Friends of the Library Board meeting, one member mentioned they would contact Hy-Vee about a possible round up event for the expansion. The hope was someone would contact La Hacienda too, but no one offered to do so. Board President McClain stated she may just do it herself. No action taken. Finance It was mentioned that the salary and wages cost will be going down after audit and that communications will be higher moving forward because we are running two networks while we are at the City Auditorium. No action taken. With no further business, motion to adjourn was made at 7:42 pm with Board Member Fiala making the motion and Board Member Moenning seconding. Ayes: McClain, Pence, Moenning, Rathke and Fiala. Motion Carried 5-0. Next Regular Board Meeting will be held January 16, 2023 at 6:30 pm –Municipal Building 2nd Floor, Large Conference Room. Prepared by Tracy Parr, Senior Office Associate Signed by Amanda Moenning, Library Board Secretary  KEENE MEMORIAL LIBRARY ANNUAL REPORT HIGHLIGHTS 2021-2022 Circulation Statistics AF 156,448 items checked out Downloads (eBooks, eAudio, etc) 40% Adult Materials 26% T Children/YA Materials 34% Programming 527 programs 18,794 people attended R Wi-fi Visits 38,911 Computer Use 4,442 Library Renovation Begins How many boxes were packed? D Website Visits 122,405 2,268 How many days to pack up a library? 18 days How many days to move a library? 3.5 days How many days to set up a temporary library? 13 days 42,600 total visitors *Closed 6 weeks for move to Auditorium *The library move would not have been possible without help 9,406 card holders from IT, professional movers, and other City departments.  Keene Memorial Library 2021-2022 Annual Report CIRCULATION STATISTICS # of items circulated 156,448 Service Numbers # Adult Items Circulated 40,147 Days Open 266 nonfic books adult 7,698 Average Daily Circulation 588 Taylor Collection 290 Door Count 42,600 fiction books adult 25,491 Av. Daily Attendance 160 CDs adult 1,226 Local population 27,373 DVDs adult 3,249 Local Service area population 27,743 Playaway Fiction adult 569 audiobooks adult CD 760 Reference Questions 3,989 Print Magazines adult 848 Total Book Club Kits Circ 477 Mobile Device (Jetpack/Kindles) 371 Outside Book Club Kits 155 Durham Museum Pass 16 KML Book Club Kits 322 # Children/YA items circulated 53,077 nonfic books Juvenile 6,810 Interlibrary Loan 300 fiction books YA 5,092 Borrowed 93 fiction books Juvenile CDs childrens DVDs children audiobooks YA audiobooks Juvenile Playaways Children/YA AF 37,087 133 2,912 12 169 790 Lent # of items Mended cardholders as of Oct 1, 2021 members added Resident members added NON Resident 207 383 8,686 677 83 Magazines Children Download Checkouts Freegal download music T Overdrive downloads (AB, EB, Video & EMags) 72 62,853 3,509 59,344 members deleted Total cardholders 40 9,406 R D Circulation 1  Keene Memorial Library 2021-2022 Annual Report CATALOGING STATISTICS VOLUNTEER STATISTICS books held 55,230 # of volunteers (incl boards) 18 # removed 8,443 # of hours (incl board mtgs) 315 # added 1,403 Library Visits 163 Current number of books 48,190 No visits to library during construction E-books Overdrive group 35,054 E-books direct purchase (OD ADV) 779 # removed - # added - Current number of E-books (emags) 35,833 audio units held (CD, Playaway) 6,025 # removed 3,912 # added 107 Current number of audio units audio download Overdrive group AF audio download direct purchase (OD ADV) # removed 2,220 23,048 639 - T # added - Current # audio downloadable 23,687 # of video physical units held (DVD) 3,444 # removed 723 # added 150 Current number of video physical 2,871 video download Overdrive group 188 R video download direct purchase (OD ADV) # removed # added Current # video downloadable # of print serials held (mags) 188 - - 82 D # removed # added Current number of print serials # other - microfilm, jetpack, kindles # removed # added Current # of other items - 698 4 3 697 81 1 Total Items held 123,769 # of items removed 13,351 # of items added 3,081 # donated 99 Current Items in Collection 113,499 Collection and Volunteers 2  Keene Memorial Library 2021-2022 Annual Report PROGRAMMING STATISTICS PASSIVE PROGRAMMING STATISTICS Total Programs 527 Total Programs 32 Total attendance 18,794 Total participants 2,092 # of children's programs - all ages 90 # of children's passive programs 22 Total attendance 4,974 Participants 1,040 Average attendance 55 # of teen passive programs 1 # of children's programs (0-5) 89 Participants 4 Total attendance 2,063 # of adult/general interest passive programs 9 Average attendance 23 Participants 1,048 # of Early Lit & Lit Pre-K 96 SUMMER READING PROGRAM STATISTICS Total attendance 2,179 Total # Registered 732 Average attendance 23 Total # Completed 233 # of Children's Programs (6-12) 58 SRP children registered 551 Total attendance 2,114 SRP children completed 160 Average attendance 36 SRP YA registered 40 # of Teen Programs (13-18) Total attendance Average attendance # of Adult programs Total attendance AF 16 234 15 217 852 SRP YA completed SRP Adult registered SRP Adult completed 14 141 59 T Average attendance 4 # of General programs 57 Total attendance 8,557 Average attendance 150 Meetings held 160 Total attendance 1,102 # of Book-Librarian Sessions 63 R Total Attendance # of outreach visits Total attendance Ancestry AtoZ Databases DATABASE USAGE 63 279 9,391 108 81 Web Visits TECHNOLOGY STATISTICS On-line Learning Sessions 122,405 1,196 D Gale Vir Ref/Nat Geo/Encycl HeritageHub Morningstar Newsbank Newspapers.com Niche Academy Pronunciator (discontinued 11/2022) Reference USA/Data Axle (disc 5/2022) Transparent Language 2 83 96 161 624 816 30 42 50 Database sessions Who's on my Wi-fi Internet/Computer Use Public Printing (pages) # of internet public computers Library H3lp Chat usage 1,674 38,911 4,442 21,239 9 95 Universal Class 300 Valueline 477 Total Online Learning 1,196 Total Database Sessions 1,674 Programming and Tech 3  Keene Memorial Library 2021-2022 Annual Report Comparison of pre-Covid numbers to last year 2021-22 minus 2018-19 2019-2020 2020-2021 2021-2022 2018-19 % change Total Circulation 127,652 110,900 122,419 156,448 28,796 23% Adult Circ 53,258 44,525 42,883 40,518 (12,740) -24% Children's Circ 55,631 42,657 49,874 53,077 (2,554) -5% Downloads 18,763 23,718 29,636 62,853 44,090 235% Average Daily Circulation 361 437 403 588 227 63% Number of Programs 688 234 134 527 (161) -23% Attendance 11,503 2,799 3,012 18,794 7,291 63% Meetings Held 402 165 143 160 (242) -60% Attendance 3,481 1,337 1,116 1,102 (2,379) -68% Outreach Visits Website Visits WiFi Uses AF 88 4,590 15,158 133 39,727 20,462 188 73,400 23,556 279 122,405 38,911 191 117,815 23,753 217% 2567% 157% T Public Printing 28,895 17,969 21,852 21,239 (7,656) -26% Internet Computer Use 12,995 7,454 6,001 4,442 (8,553) -66% R D Comparison pre-Covid to last yr 1 City of Fremont Library Budget Report * Unaudited Numbers Fiscal Year 2022 2022 2021 Revenues General fund property tax support Keno $ 1,396,580 $ 1,125,362 Funds Trust Funds $ ‐ $ ‐ Fine/Fees $ 10,521 $ 11,990 State Aid/Lender Comp $ 6,024 $ 6,272 Donations (Local & Non‐Profit) $ (670) $ 30 Total $ 1,412,455 $ 1,143,655 Expenditures AF Salaries & Wages $ 751,113 $ 614,312 Books & Materials $ 116,672 $ 139,527 Contractual Services $ 156,162 $ 112,726 Commodities $ 24,726 $ 14,820 Capital $ 319,774 $ 197,315 IT purchases for Library (001‐2031‐419) $ 36,632 T General fund property tax appropriated Not charged to library, but paid on behalf: Charges to Gen Admin 001‐ $ $ 1,368,448 3,568,157 $ $ 1,115,331 4,203,209 1015 R Property insurance Approx 6% of total GF share Landlines 3 and 1 fax line x 12 mo x $19.95 $ $ 13,170 1,026 $ $ 11,461 1,026 D Charges to IT 001‐1011 Fiber (12 mo x $200) Fiber installation Printer Kiosks Desktops Laptops Upgrades and switches $ $ $ 2,400 11,978 11,230 $ $ $ $ 2,400 8,838 5,687 3,912 VMWare Essentials Plus Licensing general $ ‐ fund expenditures: $ 39,804 $ 33,324 Prepared with the assistance of Kristin Klingsick, Accountant, and Dan Goebel, City Finance Director I, __Linda McClain___________ (name) being first duly sworn, depose and state that I am over 21 years of age, have personal knowledge of, and am competent to affirm the above annual Library Report to be true and accurate as I verily believe. FURTHER AFFIANT SAYETH NAUGHT. AF _______________________________________________ T __Linda McClain______________________(Print Name) R SUBSCRIBED AND SWORN TO before me, a Notary Public, by ___________________________ (name), known to me and the identical person D whose name is affixed to the foregoing affidavit, on this ____ day of __________ 2022, and acknowledged the execution thereof to be a voluntary act and deed. ____________________________________ Notary Public  NLFS001 Auditors Trial Balance Accounting Period: 2/2023 Fund(s): 001 - General Fund Report Generated on Dec 12, 2022 11:06:17 AM Page 1 Fund: 001 - General Fund Account Account Description FYTD through Original Budget Encumbered Budget Balance Prior Year Prior Two Years 10/31/2022 Actual Actual 001-2031-419.20-12 Communications 285.72 2,500.00 4,535.00 (2,320.72) 1,221.18 2,400.00 001-2031-419.20-65 Service Agreements 19,475.01 25,500.00 6,024.99 24,748.71 28,026.79 747.50 001-2031-419.30-55 Software 5,500.00 5,500.00 2,485.72 5,486.10 001-2031-419.30-56 Parts/Mach & Equipment 16,000.00 16,000.00 1,888.51 718.66 001-2031-455.10-10 Salaries/Wages 73,931.73 624,232.00 550,300.27 593,882.41 463,993.58 001-2031-455.10-14 Health Insurance 12,409.32 95,762.00 83,352.68 91,737.05 110,909.22 001-2031-455.10-15 Overtime Wages 1,750.00 1,750.00 1,308.32 207.10 001-2031-455.10-22 FICA/Medicare 5,440.86 46,795.00 41,354.14 43,984.55 33,851.10 001-2031-455.10-23 Pension 3,067.76 24,766.00 21,698.24 20,200.48 15,991.38 001-2031-455.20-11 Postage & Printing 5,550.00 8,000.00 (2,450.00) 1,607.76 1,600.00 001-2031-455.20-13 Training & Travel 401.39 12,000.00 758.88 10,839.73 7,134.79 3,016.24 001-2031-455.20-33 Legal Advertising 160.19 100.00 (60.19) 61.13 50.13 001-2031-455.20-41 Utility Services 5,141.08 52,000.00 46,858.92 40,264.00 41,991.45 001-2031-455.20-60 Repairs & Maintenance 10,000.00 130.00 9,870.00 4,391.48 3,787.96 001-2031-455.20-65 Service Agreements 1,166.69 33,000.00 31,383.00 450.31 21,451.42 22,735.27 001-2031-455.20-70 Rents 147.57 800.00 465.00 187.43 4,099.28 590.28 001-2031-455.20-93 Dues & Subscriptions 150.00 19,000.00 674.96 18,175.04 17,037.25 17,049.27 001-2031-455.20-95 Hire Equip/Equip Rental 1,200.00 (1,200.00) 001-2031-455.20-98 Taylor collection 500.00 240.94 259.06 259.06 469.19 001-2031-455.20-99 Other Contractual Service 2,064.75 34,000.00 36,292.11 (4,356.86) 59,104.22 21,436.26 001-2031-455.30-31 Office Supplies 420.58 10,000.00 277.93 9,301.49 2,770.59 3,011.77 001-2031-455.30-35 Printing 500.00 500.00 670.27 767.42 001-2031-455.30-41 Food Supplies 4,000.00 4,000.00 114.28 345.20 001-2031-455.30-44 Fuel/Oil/Grease 200.00 200.00 78.21 33.96 001-2031-455.30-49 Bldg/Structural Materials 10,000.00 50.00 9,950.00 3,913.95 6,241.12 001-2031-455.30-51 Books & Periodicals 11,799.18 125,000.00 84,632.45 28,568.37 116,671.86 139,526.82 001-2031-455.30-63 MV Fuel Parts 12.80 (12.80) 693.73 37.17 001-2031-455.30-76 Signs 1,000.00 1,000.00 001-2031-455.30-79 Other Commodities 10,000.00 (2,693.80) 12,693.80 15,280.95 4,382.96 001-2031-455.40-13 Bldg/Improve Acquisition 3,628,919.00 4,691,872.03 (1,062,953.03) 279,848.08 197,315.00 Server Name: frmt-cog.aspgov.com User Name: 136,074.63 4,799,374.00 4,857,818.50 (194,519.13) 1,357,656.74 1,125,971.40  NLFS001 Auditors Trial Balance Accounting Period: 3/2023 Fund(s): 001 - General Fund Report Generated on Jan 9, 2023 8:28:12 AM Page 1 Fund: 001 - General Fund Account Account Description FYTD through Original Budget Encumbered Budget Balance Prior Year Prior Two 12/31/2022 Actual Years Actual 001-2031-419.20-12 Communications 285.72 2,500.00 4,535.00 (2,320.72) 1,221.18 2,400.00 001-2031-419.20-65 Service Agreements 19,475.01 25,500.00 6,024.99 24,748.71 28,026.79 001-2031-419.20-99 Other Contractual Service 747.50 001-2031-419.30-55 Software 5,500.00 5,500.00 2,485.72 5,486.10 001-2031-419.30-56 Parts/Mach & Equipment 16,000.00 16,000.00 1,888.51 718.66 001-2031-455.10-10 Salaries/Wages 115,926.48 624,232.00 508,305.52 593,882.41 463,993.58 001-2031-455.10-14 Health Insurance 19,477.92 95,762.00 76,284.08 91,737.05 110,909.22 001-2031-455.10-15 Overtime Wages 1,750.00 1,750.00 1,308.32 207.10 001-2031-455.10-22 FICA/Medicare 8,530.52 46,795.00 38,264.48 43,984.55 33,851.10 001-2031-455.10-23 Pension 4,781.37 24,766.00 19,984.63 20,200.48 15,991.38 001-2031-455.20-11 Postage & Printing 5,550.00 8,000.00 (2,450.00) 1,607.76 1,600.00 001-2031-455.20-13 Training & Travel 401.39 12,000.00 758.88 10,839.73 7,134.79 3,016.24 001-2031-455.20-33 Legal Advertising 164.28 100.00 (64.28) 61.13 50.13 001-2031-455.20-41 Utility Services 7,989.41 52,000.00 44,010.59 40,264.00 41,991.45 001-2031-455.20-60 Repairs & Maintenance 10,000.00 130.00 9,870.00 4,391.48 3,787.96 001-2031-455.20-65 Service Agreements 1,964.35 33,000.00 29,778.00 1,257.65 21,451.42 22,735.27 001-2031-455.20-70 Rents 147.57 800.00 465.00 187.43 4,099.28 590.28 001-2031-455.20-93 Dues & Subscriptions 150.00 19,000.00 674.96 18,175.04 17,037.25 17,049.27 001-2031-455.20-95 Hire Equip/Equip Rental 1,200.00 (1,200.00) 001-2031-455.20-98 Taylor collection 500.00 240.94 259.06 259.06 469.19 001-2031-455.20-99 Other Contractual Service 3,088.88 34,000.00 35,255.26 (4,344.14) 59,104.22 21,436.26 001-2031-455.30-31 Office Supplies 655.94 10,000.00 464.33 8,879.73 2,770.59 3,011.77 001-2031-455.30-35 Printing 500.00 500.00 670.27 767.42 001-2031-455.30-41 Food Supplies 4,000.00 4,000.00 114.28 345.20 001-2031-455.30-44 Fuel/Oil/Grease 200.00 200.00 78.21 33.96 001-2031-455.30-49 Bldg/Structural Materials 10,000.00 50.00 9,950.00 3,913.95 6,241.12 001-2031-455.30-51 Books & Periodicals 16,238.40 125,000.00 82,726.23 26,035.37 116,671.86 139,526.82 001-2031-455.30-63 MV Fuel Parts 12.80 (12.80) 693.73 37.17 001-2031-455.30-76 Signs 1,000.00 1,000.00 001-2031-455.30-79 Other Commodities 10,000.00 (2,693.80) 12,693.80 15,280.95 4,382.96 001-2031-455.40-13 Bldg/Improve Acquisition 29,245.63 3,628,919.00 4,685,521.40 (1,085,848.03) 279,848.08 197,315.00 Server Name: frmt-cog.aspgov.com User Name: 228,535.67 4,799,374.00 4,847,106.20 (276,267.87) 1,357,656.74 1,125,971.40