Library Board

Keene Memorial Library Board Meeting Keene Memorial Library Board Room (1st Floor) 1030 N Broad St, Fremont NE 68025 6:30 P.M. March 18, 2024 AGENDA Call to Order/Notice of Meeting 1. Roll Call 2. Motion to adopt current agenda for March 18, 2024 regular meeting. 3. Dispense with and approve February 19, 2024 minutes (attachment) 4. New Business a. Sample Maintenance Reserve Fund Policy (attachment) 5. Reports a. Library Director’s Report i. Month in Review ii. Statistics (attachments) iii. Expansion Project Update b. Friends of the Library Report c. Finance-Library Expenditures Reports for January 2024 (attachment) and February 2024 (attachment) 6. Adjournment Next Regular Board Meeting – April 15, 2024, Keene Memorial Library Board Room Agenda posted online at www.fremontne.gov/library and emailed to Library Board members on March 13, 2024. This meeting is preceded by publicized notice in the Fremont Tribune and the agenda is displayed in the Administration Office at Keene Memorial Library, 1030 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. Page 1 of 10 page left blank on purpose Page 2 of 10  Keene Memorial Library Board Meeting Keene Memorial Library Board Room (1st Floor) 1030 N. Broad St, Fremont, NE 6:30 P.M. February 19, 2024 Minutes Held in the Keene Memorial Library Board Room (1st Floor) and Board President Linda McClain called the meeting to order at 6:34 pm Roll Call The following members were present: Becky Pence, Amanda Moenning, and Linda McClain. Ryan Fiala arrived at 6:38, after the approval of the agenda and last month’s minutes. Also present for the meeting were Laura England-Biggs, Library Director, City Administrator Jody Sanders, and Director of Finance for the City of Fremont / Department of Utilities Jenn Nabb. Senior Office Associate Tracy Parr will be recording the meeting minutes. Notice of Meeting and Agenda This meeting was preceded by a publicized notice in the Fremont Tribune and the agenda posted in the Administration Office at Keene Memorial Library, located at 1030 North Broad Street, 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 February 19, 2024, regular meeting. Board Member Moenning made a motion to adopt the current agenda for the February 19, 2024, Library Board Meeting, and it was seconded by Board Member Pence. Ayes: Pence, Moenning, and McClain. Motion carried 3-0 with two board members absent. Reading of Minutes Board Member Pence moved to dispense with and approve the January 15, 2024, Library Board minutes, and it was seconded by Board Member Moenning. Ayes: Pence, Moenning, and McClain. Motion carried 3-0 with two board members absent. New Business Annual Report 2021-2022 Library Director England-Biggs spoke about what the report contains. Motion to approve of the report and have Library Board President sign and have it notarized was made by Board Member Pence and it was seconded by Board Member Fiala. Ayes: Pence, Moenning, Fiala and McClain. Motion Carried 4-0 with one board member absent. Page 3 of 10 Reports Library Director’s Report Month in Review No action taken. Statistics No action taken. Expansion Project Update No action taken. Friends of the Library Report No action taken. Finance – Library Expenditures Report for January 2024 Motion to continue the library expenditures report for January 2024 due to the report not being attached to the agenda, made by Board Member Moenning and it was seconded by Board Member Fiala. Ayes: Pence, Moenning, Fiala and McClain. Motion Carried 4-0 with one board member absent. With no further business, motion to adjourn was made by Board Member Pence, seconded by Board Member Moenning; Time: 7:15 p.m. Ayes: Pence, Moenning, Fiala and McClain. Motion Carried 4-0 with one board member absent. Next Regular Board Meeting will be held March 18, 2024 at 6:30 pm in the Board Room (1st Floor) located at Keene Memorial Library, 1030 N Broad St, Fremont NE. Prepared by Tracy Parr, Senior Office Associate Signed by Amanda Moenning, Library Board Secretary Page 4 of 10  Sample Maintenance Reserve Fund Policy I. Purpose The purpose of the Board Designated Building Maintenance Reserve Fund policy for ORGANIZATION is to ensure the stability of the mission, programs, and ongoing operations for the organization and to provide a source of internal funds for organizational priorities related to building maintenance and repair. II. Goals and Definitions The building reserve is intended to provide a ready source of funds for major repairs and maintenance to the building, land, leaseholds, fixtures, and equipment necessary for the effective operation of the organization and delivery of services. "Board Designated" means the ORGANIZATION’s board of directors has designated this reserve and access to the reserve requires board approval. "Building Maintenance Reserve Fund" ("building reserve") has been established by the Board of Directors to account for funds to be used for "major repairs." Monies in this fund can be "board designated," temporarily restricted, or permanently restricted. Temporarily restricted funds will be used before board designated funds. "Major repair" is any repair, replacement, maintenance, or purchase integral to, or related to, the operation of the building, land, leaseholds, fixtures, or equipment that is $XXX or more. III. Accounting for Reserve The building reserve will be recorded in the financial records as Building Maintenance Reserve Fund. The reserve will be funded and available in cash or cash equivalent funds. The reserve will be held in a combination of an investment funds, approved by the finance committee, and segregated from operating funds/accounts. IV. Funding of Reserve The target balance of the building reserve is at least $XXX. Funds above the targeted level, with a total goal of $XXX, will be actively procured. Replenishment funds to maintain the building reserve's target balance may come from annual campaigns, unrestricted legacies/bequests/memorials, earnings on investments special grants, excess operating revenue, or other sources the Executive Committee may deem appropriate. If the building reserve is less than XX% of the targeted reserve level for three consecutive years, the Board of Directors will adopt an operational budget with a projected surplus to rebuild the building reserve over the following three years to its targeted level. V. Use of the Building Maintenance Reserve Fund Uses. The building reserve shall operate as an internal line of credit, that must be replenished to the target level, to fund any major repair to FACILITY at LOCATION. Funds above the target level Page 5 of 10 shall be available for use for any major repair to the facility without being replenished, unless otherwise directed by the Board. Authority to use reserves. The Executive Director may access $XXX for purposes as outlined above, if the building reserve balance is above the target balance or sufficient accounts or grants receivable are available to repay such usage within twelve months. The Executive Director will notify the Treasurer in writing, and usage will be acknowledged in writing by the Treasurer. Email or fax shall be acceptable forms of notification and acknowledgement. Any funds borrowed from the building reserve that bring it below the target balance level or that is greater than $XXX or for longer than twelve months will be paid back through a prescribed replenishment schedule, approval of any such usage and the proposed repayment schedule shall be requested by the Executive Director from the Executive Committee or the Board. If approved, such disbursement shall be reported at the next full Board meeting. At any time a borrowing from the building reserve is outstanding, the status of the borrowing and payments made against the proposed repayment schedule will be reviewed at regularly schedule Board meetings. VI. Review of Policy The building reserve policy will be reviewed every three years, at minimum, by the Finance Committee, or sooner if warranted by internal or external events or changes. The Finance Committee will recommend changes to the policy to the Board of Directors for full Board approval. Page 6 of 10 Monthly Statistics Report for Keene Memorial Library Board January 2024 Circulation Total Checkouts 12,209 Physical checkouts 6,183 Download Checkouts 6,026 Cardholders as of the end of the month 7,706 New cards issued this month 139 Borrowers deleted 4 Total items in collection 18,143,621 Physical items 53,824 Total OverDrive items 63,192 Total ComicsPlus Items 26,605 Total Freegal Items 18,000,000 Total new physical items 285 Total physical items discarded 150 Programming Number of programs Children's 4 Teens 1 Adults - General - Passive Programs 1 Attendance Children's 85 Teens 4 Adults - General - Passive Program Participation 40 Book-a-Librarian sessions - Homebound Visits Outreach Visits 1 Outreach Attendance 50 Technology Statistics Website Visits 6,706 WiFi Visits 1,688 Online Learning 43 Database Research 1,193 Internet Computer Lab Use 172 Public Printing 638 Page 7 of 10 Monthly Statistics Report for Keene Memorial Library Board February 2024 Circulation Total Checkouts 15,541 Physical checkouts 9,876 Download Checkouts 5,665 Cardholders as of the end of the month 7,935 New cards issued this month 242 Borrowers deleted 13 Total items in collection 18,143,873 Physical items 53,773 Total OverDrive items 63,361 Total ComicsPlus Items 26,739 Total Freegal Items 18,000,000 Total new physical items 50 Total physical items discarded 101 Programming Number of programs Children's 17 Teens - Adults - General - Passive Programs 3 Attendance Children's 550 Teens - Adults - General - Passive Program Participation 93 Book-a-Librarian sessions 1 Homebound Visits 6 Outreach Visits 20 Outreach Attendance 512 Technology Statistics Website Visits 12,327 WiFi Visits 2,257 Online Learning 47 Database Research 1,847 Internet Computer Lab Use 404 Public Printing 1,664 Page 8 of 10  NLFS001 Auditors Trial Balance Accounting Period: 4/2024 Fund(s): 001 - General Fund Report Generated on Feb 12, 2024 12:28:57 PM Page 1 Fund: 001 - General Fund Account Account Description FYTD through Original Budget Encumbered Budget Balance Prior Year Prior Two 1/31/2024 Actual Years Actual 001-2031-419.20-12 Communications 855.00 1,600.00 4,249.80 (3,504.80) 3,140.72 1,221.18 001-2031-419.20-65 Service Agreements 23,684.96 38,860.00 15,175.04 22,768.39 24,748.71 001-2031-419.20-99 Other Contractual Service 747.50 001-2031-419.30-55 Software 16,566.00 (16,566.00) 5,744.75 2,485.72 001-2031-419.30-56 Parts/Mach & Equipment 3,573.56 4,000.00 426.44 3,792.40 1,888.51 001-2031-455.10-10 Salaries/Wages 162,201.93 750,175.00 587,973.07 567,134.01 593,882.41 001-2031-455.10-14 Health Insurance 49,246.74 111,116.00 61,869.26 92,456.82 91,737.05 001-2031-455.10-15 Overtime Wages 1,250.00 1,250.00 145.59 1,308.32 001-2031-455.10-22 FICA/Medicare 11,584.49 55,725.00 44,140.51 41,847.64 43,984.55 001-2031-455.10-23 Pension 6,249.06 27,392.00 21,142.94 23,545.65 20,200.48 001-2031-455.20-11 Postage & Printing 2,000.00 3,200.00 (1,200.00) 1,600.00 1,607.76 001-2031-455.20-13 Training & Travel 1,446.90 8,500.00 907.88 6,145.22 2,442.49 7,134.79 001-2031-455.20-33 Legal Advertising 12.47 100.00 87.53 419.92 61.13 001-2031-455.20-41 Utility Services 5,153.58 52,000.00 46,846.42 37,286.30 40,264.00 001-2031-455.20-60 Repairs & Maintenance 160.00 5,000.00 15.00 4,825.00 2,342.20 4,446.48 001-2031-455.20-65 Service Agreements 6,677.88 39,745.00 11,001.26 22,065.86 15,258.26 21,451.42 001-2031-455.20-70 Rents 295.14 800.00 320.00 184.86 1,280.28 4,099.28 001-2031-455.20-93 Dues & Subscriptions 150.00 1,100.00 950.00 17,503.68 17,037.25 001-2031-455.20-98 Taylor collection 500.00 500.00 259.06 001-2031-455.20-99 Other Contractual Service 3,555.87 45,800.00 22,264.92 19,979.21 210,585.66 59,801.22 001-2031-455.30-31 Office Supplies 1,171.36 8,000.00 1,691.16 5,137.48 3,740.37 2,770.59 001-2031-455.30-35 Printing 500.00 500.00 150.00 670.27 001-2031-455.30-41 Food Supplies 3,000.00 3,000.00 55.68 114.28 001-2031-455.30-44 Fuel/Oil/Grease 200.00 200.00 52.65 78.85 001-2031-455.30-49 Bldg/Structural Materials 283.20 10,000.00 141.00 9,575.80 3,206.03 5,117.72 001-2031-455.30-51 Books & Periodicals 21,483.39 150,000.00 82,001.08 46,515.53 117,167.29 116,671.86 001-2031-455.30-63 MV Fuel Parts 145.72 693.73 001-2031-455.30-76 Signs 1,000.00 1,000.00 001-2031-455.30-79 Other Commodities 5,536.88 10,000.00 13,536.90 (9,073.78) 1,479.79 15,280.95 001-2031-455.40-11 Furniture & Fixtures 313,085.67 550,000.00 145,516.60 91,397.73 001-2031-455.40-13 Bldg/Improve Acquisition 1,523,794.45 3,210,000.00 761,469.77 924,735.78 7,164,820.32 319,774.33 001-2031-455.40-99 Other Capital Outlay 161,000.00 161,000.00 3,748.00 Server Name: frmt-cog.aspgov.com User Name: 2,156,768.53 5,249,363.00 1,046,315.37 2,046,279.10 8,343,860.61 1,399,539.40 Page 9 of 10  NLFS001 Auditors Trial Balance Accounting Period: 5/2024 Fund(s): 001 - General Fund Report Generated on Mar 12, 2024 9:29:00 AM Page 1 Fund: 001 - General Fund Account Account Description FYTD through Original Budget Encumbered Budget Balance Prior Year Prior Two Years 2/29/2024 Actual Actual 001-2031-419.20-12 Communications 627.00 1,600.00 4,249.80 (3,276.80) 3,140.72 1,221.18 001-2031-419.20-65 Service Agreements 23,684.96 38,860.00 15,175.04 22,768.39 24,748.71 001-2031-419.20-99 Other Contractual Service 747.50 001-2031-419.30-55 Software 16,566.00 1,125.00 (17,691.00) 5,744.75 2,485.72 001-2031-419.30-56 Parts/Mach & Equipment 3,573.56 4,000.00 426.44 3,792.40 1,888.51 001-2031-455.10-10 Salaries/Wages 230,054.96 750,175.00 520,120.04 567,134.01 593,882.41 001-2031-455.10-14 Health Insurance 73,223.43 111,116.00 37,892.57 92,456.82 91,737.05 001-2031-455.10-15 Overtime Wages 222.69 1,250.00 1,027.31 145.59 1,308.32 001-2031-455.10-22 FICA/Medicare 16,349.95 55,725.00 39,375.05 41,847.64 43,984.55 001-2031-455.10-23 Pension 8,784.71 27,392.00 18,607.29 23,545.65 20,200.48 001-2031-455.20-11 Postage & Printing 2,000.00 3,200.00 (1,200.00) 1,600.00 1,607.76 001-2031-455.20-13 Training & Travel 1,990.90 8,500.00 2,356.88 4,152.22 2,442.49 7,134.79 001-2031-455.20-33 Legal Advertising 16.50 100.00 83.50 419.92 61.13 001-2031-455.20-41 Utility Services 5,153.58 52,000.00 46,846.42 37,286.30 40,264.00 001-2031-455.20-60 Repairs & Maintenance 3,430.00 5,000.00 15.00 1,555.00 2,342.20 4,446.48 001-2031-455.20-65 Service Agreements 8,634.04 39,745.00 9,886.26 21,224.70 15,258.26 21,451.42 001-2031-455.20-70 Rents 215.14 800.00 320.00 264.86 1,280.28 4,099.28 001-2031-455.20-93 Dues & Subscriptions 2,584.02 1,100.00 (1,484.02) 17,503.68 17,037.25 001-2031-455.20-98 Taylor collection 500.00 500.00 259.06 001-2031-455.20-99 Other Contractual Service 9,542.02 45,800.00 19,255.68 17,002.30 210,585.66 59,801.22 001-2031-455.30-31 Office Supplies 4,884.10 8,000.00 1,084.92 2,030.98 3,740.37 2,770.59 001-2031-455.30-35 Printing 500.00 500.00 150.00 670.27 001-2031-455.30-41 Food Supplies 3,000.00 3,000.00 55.68 114.28 001-2031-455.30-44 Fuel/Oil/Grease 200.00 200.00 52.65 78.85 001-2031-455.30-49 Bldg/Structural Materials 3,022.51 10,000.00 141.00 6,836.49 3,206.03 5,117.72 001-2031-455.30-51 Books & Periodicals 30,448.75 150,000.00 78,659.26 40,891.99 117,167.29 116,671.86 001-2031-455.30-63 MV Fuel Parts 145.72 693.73 001-2031-455.30-76 Signs 1,000.00 1,000.00 001-2031-455.30-79 Other Commodities 16,837.34 10,000.00 7,125.88 (13,963.22) 1,479.79 15,280.95 001-2031-455.40-11 Furniture & Fixtures 313,085.67 550,000.00 145,516.60 91,397.73 001-2031-455.40-13 Bldg/Improve Acquisition 1,533,234.73 3,210,000.00 761,469.77 915,295.50 7,164,820.32 319,774.33 001-2031-455.40-99 Other Capital Outlay 161,000.00 161,000.00 3,748.00 Server Name: frmt-cog.aspgov.com User Name: Laura Anderson 2,306,166.56 5,249,363.00 1,034,406.05 1,908,790.39 8,343,860.61 1,399,539.40 Page 10 of 10