Board of Trustees Information Packet...Nov 03, 2018 · E. YDL Board/Friends Fund Development F....

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Thursday, Nov 17Budget Hearing, 6:15 pm Regular Meeting, 6:30pm

YDL - Whittaker

Ypsilanti District Library 5577 Whittaker Road, Ypsilanti, MI 48197 734-482-4110

BOARD OF TRUSTEES AGENDA

PUBLIC HEARING November 17, 2016 6:15 p.m.

Meeting held in the Ypsilanti District Library Board Room

1. Call to Order

*Roll Call Barr Williams Winborn Randall Steimel Grover Geil

2. Approval of Agenda

3. Public Comment

4. Adjournment

The property tax millage rate proposed to be levied to support the proposed budget will be a subject of this hearing. A copy of the proposed Library budget will be available before the meeting at the Adult Reference Desk.

Ypsilanti District Library YDL Board Meeting, November 17, 2016, 6:30 pm, YDL – Whittaker Rd. Boardroom

AGENDA

AGENDA ITEM Information Discussion Action

Call to Order X

*Roll Call Barr Williams Winborn Randall Steimel Grover Geil

Approval of the Agenda X X X

Public Comment

Consent Agenda

A. Proposed Minutes from October 27, 2016 Regular Meeting X X

B. October 2016 Financials X X

Communication

A. Official Correspondence (Public) B. Ideas, Opportunities, Trends (Board)

Committee Reports

A. Finance Committee B. Personnel Committee X

C. Policy Committee X

D. FOL Library Report E. YDL Board/Friends Fund Development F. Strategic Planning Committee G. Grants for Superior Township X

Director’s Report

A. Operational Update X

B. Performance Indicators X

C. Departmental Reports X

D. Significant Library News X

Old Business

A. Discussion of Director Evaluation process X X

New Business

X X X

X X X

X X X

A. Consider Approval of proposed FY 2017 budget and set millage rate B. Consider Approval of FY 2016 budget amendment C. Consideration of a new organization method for library policies D. Trustee Education video, “Evaluating the Library Director” [8.5 minutes] X X

Board Member Comments

Adjournment X X X

Minutes

of

Previous

Meeting

Ypsilanti District Library Board of Trustees

Minutes, October 27, 2016

Page 1 of 3

Unapproved

CALL TO ORDER President John Barr called the Regular Meeting to order at 6:32 p.m.

Attendance Trustees Present: John Barr, Brian Steimel, Kay Williams, Courtney Geil, Jean Winborn, and Kimberly Grover Trustees Absent: Mike Randall Also present: Director Lisa Hoenig, Assistant Director Julianne Smith, Business Office Manager Diane Schrag, Facilities Services Manager Jim Reed, and community member Heidi Trudell.

APPROVAL OF THE AGENDA Trustee Williams moved to approve the meeting agenda. Trustee Geil supported this motion. Vote: Ayes: Barr, Grover, Williams, Geil, Winborn, and Steimel.

Nays: None Motion passed.

PUBLIC COMMENT Heidi Trudell, 520 Fairview Circle, Ypsilanti 48197 addressed the Board on behalf of “Washtenaw Safe Passage”. She reported total of 35 dead birds recorded in past 75 days. With the end of fall migration season, surveys will be once weekly until April 2017.

CONSENT AGENDA Trustee Geil moved to approve the September 22, 2016 Minutes and the September 30, 2016 Financial report. Trustee Williams supported this motion. Vote: Ayes: Barr, Grover, Williams, Geil, Winborn, and Steimel.


COMMUNICATIONS

COMMITTEE REPORTS Finance Committee Meeting: Committee met previous week, draft budget and notes included in

packet for discussion/review in New Business. Budget recommended by committee. Personnel Committee: No Report Policy Committee: No Report Facilities Committee: No Report FOL Library Report: Trustee Steimel reported on Sept. 26th and Oct. 24th meetings.

Book Sale receipts, $2,530 [over $6k altogether] Holiday Book Sale scheduled, Nov. 19, 2016 11:00 am to 4:00 pm Looking for Children’s titles for five to ten year olds Promoting Friends “facebook” page but meeting with some resistance from members

unfamiliar with social media. Considering selling book bags Considering revising FOL By-laws Requesting Trustee Barr research [look for original adoption legal paperwork]

Fund Development: No report



Page 2 of 3

Unapproved

Strategic Planning: Following October 8 planning summit, Trustee Williams reported that staff work groups will assigned to work on the following five questions and strategize and produce “action steps”.

How can YDL improve our fiscal health? How can YDL maximize the effectiveness of its programs? How can YDL make the best use of its facilities/space? How can YDL better inform residents about library services? How can YDL improve staff diversity?

Grants for Superior Township: Trustee Winborn continuing to research grant opportunities. Currently working on demographic statistics from SEMCOG to identify community needs.

REPORT OF THE LIBRARY DIRECTOR In addition to submitted Director’s report, Director Hoenig relayed the following:

Bee Roll, “Beezy’s” coming to YDL January 2017, B 24’s should be moved out by 10-31-16 Ypsilanti Area Community Fund award of $2,500 to provide participation incentives to encourage

involvement in YDL Early Literacy Initiatives. First time award. Approved HVAC repairs scheduled to begin in early November Streetlight installation progress:

DTE received check from the Township of Ypsilanti Applied for the permit [should receive within 4 weeks] from Washtenaw County Road

Commission Expect installation by the end of the year

Surveillance system to be updated Vendor has been selected [2 quotes received] Work to begin immediately, with installation expected by year end

OLD BUSINESS NEW BUSINESS

Resolution for Capital Asset Replacement funds for YDL – Whittaker Rd. façade repair and YDL – MI Ave. entrance flooring

Trustee Winborn moved resolution 2016-25 to allocate up to $50,000 from the Capital Asset Replacement Fund for replacement of the façade tile with installation of wall panels [Oko Skin slat is one product being considered] and replacement of the entryway flooring and other restorative outdoor work as recommended by Facilities Manager Jim Reed. Trustee Steimel seconded this motion. Vote: Ayes: Barr, Grover, Williams, Geil, Winborn, and Steimel.

Nays: None Motion passed. Review of fy 2017 budget

YDL Budget Detail Sheet, enclosed with draft budget welcomed Budget includes funds for small renovation project for YDL – Superior Budget includes funds for rebranding and major events which are yet to be determined.



Page 3 of 3

Unapproved

Schedule Budget Hearing

Trustee Grover moved resolution 2016-26 to schedule a public hearing on the proposed library budget for the 2017 fiscal year at 6:15 p.m. on Thursday, November 17, 2016. Trustee Williams seconded this motion. Vote: Ayes: Barr, Grover, Williams, Geil, Winborn, and Steimel.


Discussion of Director Evaluation Process

Personnel Committee will evaluate past practice and other peer libraries’ evaluation processes and recommend a process at the November 2017 meeting.

Trustee Education Video: “Library Policies” Trustee Grover moved that the Policy Committee select a policy for review and add it to the agenda at each regular meeting. Trustee Williams seconded this motion. Vote: Ayes: Barr, Grover, Williams, Geil, Winborn, and Steimel.


BOARD MEMBER COMMENTS

Trustee Comment

Courtney No comment Jean Attended 2 programs with Matt and “Open House” Brian No comment Kay Working on “Kia” replacement [extension or other] Kimberly “Halloween Event” was fantastic John Attended MAMA seminar, “Michigan Association of Municipal Attorneys” and an

attorney presented “When the Board Goes to War”, reminded him that the YDL board is a really good board.

Mike Absent Lisa No comment

Adjournment Trustee Grover moved to adjourn at 7:55 p.m. Trustee Williams supported this motion. Vote: Ayes: Barr, Grover, Williams, Geil, Winborn, and Steimel.


Financial

Report

FY 2010-11

ACTUAL

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FYTD

10/31/2016

Assets:

Cash: Checking 521,759 324,329 96,479 558,972 343,352 557,722

Savings 1,595,775 2,643,540 2,687,541 2,593,271 2,276,388 2,176,668

CD's 1,000,000 - - - - -

Stocks 18,738 23,549 39,893 - - -

Memorials 6,399 6,400 6,400 6,401 6,402 6,402

Operational Cash 356 356 356 356 356 356

Total Cash 3,143,028 2,998,174 2,830,669 3,159,000 2,626,498 2,741,149

Receivables & Other assets 42,436 29,785 39,881 49,271 37,821 36,745

Total Assets 3,185,464 3,027,959 2,870,550 3,208,271 2,664,319 2,777,893

Liabilities 402,309 490,554 314,330 804,393 425,334 237,010

Composition of Fund Balance

Reserved:

Yoder Memorial 3,252 3,252 3,252 3,252 3,252 3,252

Current YTD 8

Yates Memorial 3,357 3,357 3,357 3,357 3,357 3,357

Current YTD 1

Designated:

Improvement Fund 1,102,434 1,102,434 1,102,434 1,102,434 1,102,434 1,102,434

Current YTD--net of revenues (349)

Working Capital 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 500,000

Current YTD -

Designated: MTT settlements

Designated: TEEN ZONE

Current YTD

Unreserved/Undesignated 760,904 674,111 428,362 447,178 294,835 629,942

Current YTD (86,793) (245,749) 18,815 (152,342) (164,893) 301,898

Total Fund Balance 2,783,155 2,537,405 2,556,221 2,403,879 2,238,985 2,540,883

Total Liabilities & Fund Balance 3,185,464 3,027,959 2,870,550 3,208,271 2,664,319 2,777,893

Ypsilanti District Library

Balance Sheet

October 31, 2016

General Fund


For the Period Ending 10/31/16 (91.7% of Year)

General Fund

ACCT #

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

REMAINING

BUDGET

YTD AS A

% OF

BUDGET

Total Revenues 3,678,116 3,732,711 3,656,370 3,672,512 3,605,660 3,605,660 3,617,592 (11,932) 100.3%

Expenditures

Dept 100 Administrative 1,896,636 1,788,056 1,828,042 1,944,424 1,907,986 1,900,224 1,581,029 319,195 83.2%

Dept 200 Michigan Ave. 499,324 500,988 492,553 493,186 475,572 531,867 483,748 48,119 91.0%

Dept 300 Outreach/bookmobile 84,150 70,001 68,968 81,693 81,747 88,203 70,834 17,369 80.3%

Dept 400 Outreach/Superior Township 186,943 166,268 169,585 152,911 140,284 136,539 139,307 (2,768) 102.0%

Dept 500 Whittaker Rd 1,192,073 1,114,841 1,157,673 1,080,790 1,144,342 1,121,620 978,211 143,409 87.2%

Dept 600 Donations 64,739 63,090 78,243 65,395 - - 40,080 (40,080) NA

Dept 700 Grants - 10,821 13,647 19,007 - - 22,834 (22,834)

Total 3,923,865 3,714,065 3,808,712 3,837,406 3,749,931 3,778,453 3,316,043 462,410 87.8%

Net Revenue Over Expenditures (245,749) 18,645 (152,342) (164,893) (144,271) (172,793) 301,549

Sale of Assets 170 - - 349

Fund balance - beginning of period 2,783,154 2,537,406 2,556,221 2,403,879 2,238,986 2,238,986 2,238,986

Fund Balance - end of period 2,537,406 2,556,221 2,403,879 2,238,986 2,094,715 2,066,193 2,540,884


General Fund

Period Ending 10/31/16

(91.7% of Year)

ACCT # ACCOUNT NAME

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-2016

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

YTD AS A % OF

BUDGET

Revenue

403.000 Superior Township Tax Levy 582,341.76 598,454.74 583,575.23 581,433.92 597,215.00 597,215.00 596,581.99 99.9%

425.000 City of YpsilantiTax Levy 513,880.42 555,550.45 531,190.28 540,084.92 527,528.00 527,528.00 554,292.16 105.1%

440.000 Ypsilanti Township Tax Levy 2,233,493.67 2,169,739.75 2,101,347.40 2,117,703.51 2,154,715.00 2,154,715.00 2,048,042.39 95.0%

425.050 City Revenue Sharing 229.71 - - - - NA

443.000 State Aid Direct 18,546.84 20,677.78 24,230.06 24,195.70 24,000.00 24,000.00 26,949.28 112.3%

447.000 State Aid Indirect 18,612.56 20,730.56 24,673.64 24,662.52 24,000.00 24,000.00 27,309.06 113.8%

448.000 State Aide Supplemental - - - - - NA

657.000 Fines/Misc. 83,605.03 86,436.22 96,648.22 84,786.06 89,000.00 89,000.00 75,465.68 84.8%

657.100 Smart Cards - Printing & Copies 30,289.48 37,426.43 42,914.93 43,954.71 40,000.00 40,000.00 41,344.79 103.4%

657.600 Guest Pass 5,291.20 3,757.70 2,777.15 3,000.00 3,000.00 2,916.00 97.2%

661.000 Penal Fines County 98,982.40 130,046.40 118,392.02 138,457.71 120,000.00 120,000.00 140,886.41 117.4%

662.000 Coffee shop rent 2,100.00 4,200.00 4,200.00 4,200.00 4,200.00 4,200.00 3,500.00 83.3%

662.100 Community room rentals 1,525.00 2,550.00 2,000.00 2,150.00 2,000.00 2,000.00 450.00 22.5%

679.000 Donations/Misc. 543.57 4,213.43 3,547.32 1,923.49 2,525.00 2,525.00 855.04 33.9%

681.080 Donations/Memorials 150.00 - - 435.00 1,515.00 1,515.00 - 0.0%

683.100 Trustee Party Revenue 3,421.00

687.000 Interest/Checking 1,431.35 794.04 986.84 911.29 950.00 950.00 959.09 101.0%

687.010 Interest/Savings 6,752.27 7,161.38 6,675.44 5,793.17 5,000.00 5,000.00 4,617.49 92.3%

687.020 Interest/CD's 5,363.30 - - - - - - NA

687.060 Interest/Yoder 78.68 60.81 10.55 7.95 10.00 10.00 7.97 79.7%

687.070 Interest/Yates Memorial 1.18 0.68 0.67 0.67 2.00 2.00 0.67 33.5%

689.000 American Century Value Change 4,810.26 5,128.87 - - - - - NA

689.000 Dividends-MML 8,381.00 6,882.00 7,441.00 7,169.00 7,000.00 7,000.00 6,646.00 94.9%

690.000 Dividends-Endowmwnt 2,121.45 4,197.89 3,000.00 3,000.00 5,210.28 173.7%

Total Revenue 3,611,118.48 3,655,344.74 3,553,712.75 3,584,844.66 3,605,660.00 3,605,660.00 3,539,455.30 98.2%


General Fund


(91.7% of Year)

ACCT # ACCOUNT NAME

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-2016

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

YTD AS A % OF

BUDGET

Expenditures

Dept 100 Administrative

702.000 Salary Wages 619,602.25 599,555.39 618,927.96 643,204.88 629,259.00 624,117.00 563,875.78 90.3%

702.050 Board Stipend - - - - NA

702.100 Professional/Accounting 9,040.00 6,100.00 5,920.00 6,000.00 7,500.00 7,500.00 3,800.00 50.7%

702.150 Bank Fees 1,831.21 2,192.51 2,716.73 2,806.41 2,888.00 2,888.00 3,036.05 105.1%

702.180 Reversed Receivables 7,259.60 NA

702.900 Salary/Subs 3,075.92 6,415.27 9,830.36 6,935.11 9,250.00 9,250.00 7,489.19 81.0%

705.000 Employee Recognition Awards 153.00 482.25 - - 1,000.00 1,000.00 246.49 24.6%

710.000 Paychex Payroll Service 5,087.83 3,810.26 5,202.42 5,456.17 6,365.00 6,365.00 5,465.87 85.9%

715.000 Employer Payroll Tax 145,211.90 140,540.69 139,100.15 143,619.05 141,852.00 144,885.00 130,523.61 90.1%

715.100 ACA Taxes Paid by employer - - 10,786.58 10,880.07 11,650.00 11,040.00 218.72 2.0%

718.000 MERS Defined Contribution 84,223.45 84,371.95 80,540.10 86,097.49 90,739.00 91,317.00 76,464.90 83.7%

727.000 Office Supplies 29,144.57 22,179.96 29,865.78 30,307.16 28,840.00 28,840.00 25,562.61 88.6%

727.200 Supplies-Facility 23,177.49 21,802.83 28,552.22 22,917.37 23,000.00 23,000.00 18,513.46 80.5%

752.000 MML/Building Insurance 52,433.00 50,557.00 52,486.00 53,670.00 54,207.00 55,342.00 55,342.00 100.0%

753.000 MML/Workers Comp 9,102.00 6,688.00 6,585.00 9,687.00 8,739.00 8,739.00 10,557.00 120.8%

754.000 HMO Insurance 346,921.57 341,769.79 348,934.06 377,702.35 339,090.00 332,334.00 301,221.69 90.6%

756.000 Delta Dental 38,194.92 35,208.25 38,405.57 38,221.95 38,661.00 38,661.00 36,455.55 94.3%

757.000 Employee Assistance Program 742.00 742.00 356.40 871.20 1,400.00 1,400.00 931.92 66.6%

758.000 UNUM Life Insurance 3,151.20 3,109.60 3,419.20 4,098.50 4,227.00 4,227.00 4,187.40 99.1%

759.000 Vision Service Plan 11,390.62 11,266.73 9,784.04 9,672.10 8,566.00 8,566.00 7,805.30 91.1%

762.000 UNUM STD/LTD (Disability Insurance) 9,643.56 9,517.99 9,411.05 9,222.06 9,341.00 9,341.00 9,333.35 99.9%

769.000 Printing & Publishing 9,690.70 7,008.55 10,897.28 6,183.73 5,250.00 5,250.00 6,974.61 132.8%

769.050 Classified Advertising 148.00 - - - 400.00 400.00 0.0%

774.000 Data Bases 50,731.21 34,399.85 34,343.00 34,668.15 40,217.00 40,217.00 26,998.77 67.1%

774.050 Ebooks/Eaudio 10,286.00 10,500.00 12,860.75 16,093.36 16,200.00 16,200.00 16,022.35 98.9%

774.100 System Wide DVDs - - - 4,883.98 6,000.00 6,000.00 6,584.66 109.7%

774.990 All Materials Processing - - - 25,311.03 25,100.00 25,100.00 21,734.27 86.6%

801.000 Major Events 9,809.73 4,789.44 9,556.72 6,089.82 8,000.00 8,000.00 7,430.83 92.9%

801.500 Learning Never Gets Old 2,000.00 2,000.00 1,399.17 70.0%

802.000 Mileage/Travel Reimbursement 1,946.02 1,805.14 2,971.82 858.23 3,000.00 3,000.00 1,547.87 51.6%

804.000 Workshops/Training 1,560.84 1,188.00 1,713.02 1,327.25 2,000.00 2,000.00 1,098.59 54.9%

805.000 Memberships & Dues 4,857.50 5,397.50 4,699.26 4,943.50 5,050.00 5,050.00 4,555.14 90.2%

810.000 Capital Outlay - Buildings 8,612.21 9,318.95 3,364.14 8,814.00 5,000.00 5,000.00 525.00 10.5%

810.100 Capital Outlay - Improvements - - - 32,063.00 - - NA

812.000 Capital Outlay - Furnishings 5,592.55 5,000.00 465.09 393.85 5,000.00 5,000.00 5,211.56 104.2%

850.000 Automation - Technology 293,880.65 231,487.39 214,345.94 226,119.41 225,000.00 225,000.00 134,864.97 59.9%

880.000 Miscellaneous & Refunds - NA

890.000 The Library Network 3,800.00 3,885.95 15,227.31 14,278.98 16,000.00 16,000.00 2,796.00 17.5%

928.000 Postage 9,806.35 8,789.72 10,823.79 10,484.54 12,000.00 12,000.00 9,822.25 81.9%

965.000 Auditing Service 11,050.00 11,050.00 11,050.00 11,400.00 12,000.00 12,000.00 11,800.00 98.3%

975.000 Legal 7,937.95 5,774.00 5,503.30 15,602.20 6,000.00 6,000.00 5,073.50 84.6%

980.000 Professional/Contractual 31,870.47 33,941.02 33,334.85 24,087.81 53,075.00 53,075.00 39,133.81 73.7%

981.100 Library Director Search expense - - - 2,244.47 - - NA

981.500 Lost Book Expense - 1,651.78 24,480.23 14,027.60 18,120.00 18,120.00 11,097.81 61.2%

982.000 MTT Charge Back City 9,515.17 4,929.69 4,613.90 11,242.58 15,000.00 15,000.00 1,263.38 8.4%

983.000 MTT Charge Back TWP 27,126.69 31,728.50 26,162.74 4,677.94 10,000.00 10,000.00 3,920.52 39.2%

983.100 MTT Charge Back-Superior Twp 6,287.83 422.52 805.57 - 1,000.00 1,000.00 143.10 14.3%

984.050 Contributions/Endowment - 28,677.56 - - NA

Total 1,896,636.36 1,788,056.03 1,828,042.33 1,944,423.90 1,907,986.00 1,900,224.00 1,581,029.05 83.2%


General Fund


(91.7% of Year)

ACCT # ACCOUNT NAME

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-2016

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

YTD AS A % OF

BUDGET

Dept 200 Michigan Ave.

702.000 Salaries 330,908.32 343,493.77 324,243.68 344,894.22 322,014.00 378,309.00 353,780.25 93.5%

702.800 Salaries-Pages 8,067.35 6,565.60 7,530.56 7,467.76 6,500.00 6,500.00 6,300.24 96.9%

771.000 Adult Books & Processing 36,330.50 28,681.78 31,909.25 31,040.31 32,500.00 32,500.00 27,348.63 84.1%

772.000 Youth Books & Processing 21,909.65 15,574.15 18,946.64 17,943.21 19,400.00 19,400.00 15,128.67 78.0%

772.050 Reaume Memorial Books NA

772.055 Yates Memorial Books NA

776.000 Periodicals - Adult 3,311.63 3,929.21 4,650.66 4,021.27 4,100.00 4,100.00 4,320.26 105.4%

776.050 Periodicals - Youth 1,010.05 719.00 350.70 304.95 310.00 310.00 248.31 80.1%

778.000 Adult Audio/Visual 16,822.96 12,223.29 14,089.64 13,030.69 13,000.00 13,000.00 9,085.01 69.9%

779.000 Youth Audio/Visual 8,402.08 6,492.30 7,309.45 5,555.34 6,400.00 6,400.00 3,465.84 54.2%

812.000 Capital Outlay - Furnishings 4,000.00 4,000.00 3,732.72 93.3%

840.000 Repair & Maintenance - Building 13,519.50 25,535.01 19,612.61 24,991.35 20,000.00 20,000.00 21,809.02 109.0%

840.050 Snow Removal/ Lawn Care 9,250.51 8,249.32 13,534.39 11,998.00 14,567.00 14,567.00 7,935.95 54.5%

900.000 Programs-Adult 1,603.19 1,199.72 1,219.69 1,165.35 1,200.00 1,200.00 938.82 78.2%

901.000 Programs-Youth 1,498.84 1,215.20 1,215.20 1,058.44 1,200.00 1,200.00 1,495.30 124.6%

940.000 Phone 1,787.67 1,551.58 1,960.59 3,563.75 2,040.00 2,040.00 4,389.46 215.2%

943.000 DTE - Fuel 3,817.11 4,414.17 5,737.95 6,042.85 7,266.00 7,266.00 3,974.74 54.7%

947.000 DTE - Electric 22,427.14 18,483.58 16,262.16 14,242.50 17,498.00 17,498.00 12,683.26 72.5%

980.000 Professional Contractual (Security) 15,204.00 19,236.00 19,656.00 NA

949.000 Ypsilanti Comm Utilities Auth 3,453.82 3,424.24 4,324.31 5,866.47 3,577.00 3,577.00 7,111.76 198.8%

Total 499,324.32 500,987.92 492,553.48 493,186.46 475,572.00 531,867.00 483,748.24 91.0%


General Fund


(91.7% of Year)

ACCT # ACCOUNT NAME

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-2016

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

YTD AS A % OF

BUDGET

Dept 300 Outreach/bookmobile

702.000 Salaries 68,203.88 52,822.05 51,468.05 63,898.51 62,278.00 68,734.00 62,181.21 90.5%

775.000 Library Materials 5,704.90 4,785.89 5,370.64 4,910.53 5,100.00 5,100.00 4,435.12 87.0%

840.000 Repair & Maintenance 3,310.55 6,268.64 4,714.34 7,878.65 8,952.00 8,952.00 903.01 10.1%

901.000 Programs - Youth - - - - - - NA

940.000 Phone - - - - 200.00 200.00 0.0%

943.000 Fuel 6,930.34 6,124.72 7,414.85 5,005.67 5,217.00 5,217.00 3,315.13 63.5%

Total 84,149.67 70,001.30 68,967.88 81,693.36 81,747.00 88,203.00 70,834.47 80.3%

Dept 400 Outreach/Superior Township

702.000 Salaries 172,176.56 154,054.75 155,710.24 139,916.37 126,351.00 122,606.00 127,537.25 104.0%

775.000 Library Materials 9,234.14 6,852.48 8,010.72 7,261.02 7,600.00 7,600.00 6,899.53 90.8%

840.000 Repair & Maintenance 1,245.41 703.70 800.54 1,339.79 1,210.00 1,210.00 785.10 64.9%

840.050 Snow Removal & Lawn Care 973.99 1,061.84 1,350.16 980.16 1,158.00 1,158.00 816.80 70.5%

900.000 Programs - adult 589.40 400.00 507.15 85.44 500.00 500.00 517.92 103.6%

901.000 Programs - Youth 271.22 400.00 415.63 368.05 500.00 500.00 318.25 63.7%

940.000 Phone 714.05 758.13 861.67 1,210.67 1,040.00 1,040.00 971.49 93.4%

943.000 DTE - Fuel 695.14 922.69 964.93 823.52 950.00 950.00 593.21 62.4%

947.000 DTE - Electric 966.33 1,051.91 896.48 853.26 900.00 900.00 821.34 91.3%

949.000 Ypsilanti Comm Utilities Auth 76.44 62.36 67.94 72.61 75.00 75.00 45.80 61.1%

Total 186,942.68 166,267.86 169,585.46 152,910.89 140,284.00 136,539.00 139,306.69 102.0%


General Fund


(91.7% of Year)

ACCT # ACCOUNT NAME

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-2016

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

YTD AS A % OF

BUDGET

DEPT 500 WHITTAKER RD

702.000 Salaries 713,482.73 687,403.84 685,256.17 675,540.32 714,375.00 691,653.00 634,934.93 91.8%

702.800 Salaries-Pages 39,912.32 36,343.03 35,126.71 33,889.58 37,800.00 37,800.00 30,356.53 80.3%

771.000 Adult Books & Processing 82,339.16 60,804.11 71,982.67 68,623.73 73,000.00 73,000.00 58,195.19 79.7%

771.050 Yoder Memorial 102.89 50.95 - - - - NA

772.000 Youth Books & Processing 44,979.51 30,878.66 38,321.16 34,222.08 35,550.00 35,550.00 24,898.62 70.0%

776.000 Periodicals - Adult 5,907.12 6,025.39 6,086.61 6,257.96 6,300.00 6,300.00 3,565.99 56.6%

776.050 Periodicals - Youth 1,219.95 1,200.00 936.65 911.20 915.00 915.00 699.92 76.5%

778.000 Adult Audio/Visual 36,605.12 27,095.67 35,957.11 25,900.01 26,000.00 26,000.00 22,157.96 85.2%

779.000 Youth Audio/Visual 17,557.24 12,602.73 15,805.72 13,168.93 13,500.00 13,500.00 8,914.31 66.0%

840.000 Repair & Maintenance - Building 59,311.93 69,201.07 73,342.46 52,725.76 50,000.00 50,000.00 42,934.89 85.9%

840.050 Snow Removal/Lawn Care 18,317.12 16,340.30 28,839.46 24,340.00 30,000.00 30,000.00 15,763.00 52.5%

900.000 Programs - Adult 5,075.33 3,931.17 3,820.25 2,991.36 4,000.00 4,000.00 2,983.25 74.6%

901.000 Programs - Youth 7,318.36 5,084.36 4,999.37 4,606.83 5,000.00 5,000.00 4,682.02 93.6%

903.000 Equipment Maintenance - - 1,414.79 1,134.75 2,000.00 2,000.00 127.25 6.4%

940.000 Phone 2,966.38 8,161.75 8,082.68 6,676.26 5,300.00 5,300.00 7,851.04 148.1%

943.000 DTE - Fuel 29,771.86 30,863.90 35,019.03 32,975.30 35,906.00 35,906.00 23,896.15 66.6%

947.000 DTE - Electric 122,713.43 114,013.17 108,632.71 93,198.24 100,872.00 100,872.00 93,325.03 92.5%

949.000 Ypsilanti Comm Utilities Auth 4,492.91 4,840.77 4,049.57 3,627.25 3,824.00 3,824.00 2,945.93 77.0%

980.000 Professional/Contractual - - - - - - (21.20) NA

Total 1,192,073.36 1,114,840.87 1,157,673.12 1,080,789.56 1,144,342.00 1,121,620.00 978,210.81 87.2%


General Fund


(91.7% of Year)

ACCT # ACCOUNT NAME

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-2016

BUDGET

FY 15-16

amended

Budget

YTD 10/31/16

ACTUAL

YTD AS A % OF

BUDGET

Dept 600 Donations

Revenue:

610.010 Ticket Sales Special Events 154.00

681.000 Donations/Earmarked 7,470.00 NA

681.000 Donations-earmarked 4,955.00 5,400.00 7,392.00 10,829.00 NA

681.025 Dollars for DVDs 433.31 50.00

681.050 Arts/Cultural Program 5,265.00 9,052.58 13,366.01 835.00 2,500.00

681.075 Donations Designated Solar PWR MI AVE 14,500.00

681.080 Donations/Memorials 1,491.00 1,375.00 175.00 487.00 6,076.00

681.100 Trustee Party Revenue 5,710.00 8,567.02

683.499 Annual Appeal Designated 4,862.00

683.600 Friends of Library -- designated gift 53,294.00 50,663.30 48,590.76 46,315.58 26,966.36

683.700 Teen Zone Whittaker 1,000.00 683.800 Superior Library Designated 1,718.00 - 40.00 450.00 152.00 NA

Total Donated revenue 66,723.00 66,490.88 90,207.08 68,687.60 48,026.36 NA

Expenditures:

815.100 Friends expenditures--Special items 51,631.71 48,400.05 48,592.27 46,449.44 35,599.74 NA

815.200 Friends expenditures--Michigan Ave 479.98 NA

681.200 Designated MI Ave Exp 900.00

683.101 Trustee Party Expense

683.500 Annual Appeal designated 4,266.27 4,290.95 9,568.00 1,430.04 NA

683.701 Teen Zone Whittaker exp 4,050.00 450.00

801.000 Major Events 100.00 100.00 (300.00) -

771.000 Adults Books & Processing 148.00 452.17 457.55 NA

771.060 Adults Books Memorials 874.00 19.08 29.95 177.83

774.050 Ebooks/Audio 4,600.00

775.000 Library Materials (Designated) 199.46

781.050 Arts and Cultural Programs expense 7,385.00 10,404.57 13,277.81 862.01 2,150.00 NA905.000 MI Ave Solar Project 7,250.00 7,250.00 NA

Total 64,738.71 63,089.97 78,242.61 65,394.81 40,079.78 NA

Dept 700 Grants

Revenue

500.600 Grant State of Michigan 2,500.00 3,900.00 2,680.00 3,130.00

500.700 NEH Grant Revenue 1,000.00

507.400 MCLS Grant 690.00

507.500 Kiwanis 50.00 1,225.00 1,600.00 1,612.00 1,600.00 NA

507.600 State of Michigan 225.00 4,400.00 3,950.00 5,650.00 5,725.00

507.902 ALA NEH Lat Amer 750.00 3,000.00 2,000.00

507.904 NEH Heritage Grant 9,821.86

681.000 Grants designated 1,485.00

812.600 Prime Time Grant 4,038.00 4,658.35

507.900 ALA Books for Teens (YALSA) 1,000.00 1,000.00 1,000.00 NA

507.903 ALA Discover Tech 1,000.00 2,000.00 1,000.00 NA

Total Revenue 275.00 10,875.00 12,450.00 18,980.00 30,110.21 NA

Expenditures

681.300 Farm & Garden Grant Exp 483.36

771.800 DAY Grant Expense 745.81

772.025 ALA Books for Teens (YALSA) 203.24 625.12 939.55

772.300 ALA Discover Tech 107.15 849.93

772.301 ALA DIA turns 20 2,054.37

775.400 MLCS Grant expense 554.87

775.500 Kiwanis Grant Crossroad 400.00 1,600.25 1,346.02 1,643.85

775.550 Kiwanis Country in the City 725.00

775.600 MACACA Grant Shout it Out 2,500.00 2,000.10 3,565.66 3,203.73

775.904 MHC Heritage Grant 1,503.50

777.600 MACACA Grant Ypsi Song Fest 5,250.00 5,250.00 5,640.81 8,096.00 NA

781.000 NEH Grant Expenditures (YALSA) 997.32 1,000.00 63.12

785.000 ALA Eisner Grant 2,171.55 (185.66)

812.500 Grant-NEH 1,000.00 1,400.00

812.601 Prime Time Grant 7,530.09 351.29

813.000 Prime Time Grant 2,692.88 Total cost - 10,821.37 13,647.02 19,006.74 22,833.78 NA

Total Net -- restricted for future 275.00 53.63 (1,197.02) (26.74) 7,276.43 NA

IMPROVEMENTS685.000 Sale of assets 170.00 349.26 NA

Total - 170.00 - - 349.26 NA

Total Revenue 3,678,116.48 3,732,710.62 3,656,369.83 3,672,512.26 3,605,660.00 3,605,660.00 3,617,591.87

Total Expenditures 3,923,865.10 3,713,895.32 3,808,711.90 3,837,405.72 3,749,931.00 3,778,453.00 3,315,693.56 87.8%

Net Revenue Over Expenditures (245,748.62) 18,815.30 (152,342.07) (164,893.46) (144,271.00) (172,793.00) 301,898.31 Fund Balance Beginning of Year 2,783,154.40 2,537,405.78 2,556,221.08 2,403,879.01 2,238,985.55 2,238,985.55 2,238,985.55

Ending Fund Balance 2,537,405.78 2,556,221.08 2,403,879.01 2,238,985.55 2,094,714.55 2,066,192.55 2,540,883.86

FY 2010-11

ACTUAL

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FYTD

10/31/2016

Assets:

Cash 1,034,868 1,025,299 1,131,102 856,860 1,225,052 1,232,063

Receivables 401,130 401,894 326,861 602,228 265,327 255,492

Total Assets 1,435,998 1,427,193 1,457,963 1,459,088 1,490,379 1,487,555

Liabilities 106,570 38,882 47,773 58,557 58,413 58,413

Fund Balance

Designated: MTT Settlement - - 21,300 14,000 15,000 10,000

Unreserved 1,329,428 1,388,311 1,388,890 1,386,531 1,416,966 1,419,142

Total Liabilities & Fund Balance 1,435,998 1,427,193 1,457,963 1,459,088 1,490,379 1,487,555

October 31, 2016

Debt Service Fund


Balance Sheet

ACCT # ACCOUNT NAME

FY 2010-11

ACTUAL

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

BUDGET

15--16

YTD 10/31/16

ACTUAL

REMAINING

BUDGET

YTD AS A %

OF BUDGET

Revenue425.000 City of Ypsilanti Tax Levy 262,767 277,087 260,105 274,779 282,263 266,962 261,776 5,186 98.1%

440.000 Ypsilanti Township Tax Levy 880,274 1,078,823 1,066,288 1,011,034 1,036,502 1,025,163 1,020,531 4,632 99.5%

688.000 Interest 3,327 1,529 1,417 286 192 500 411 89 82.1%

699.000 Activity Transfer In

Total 1,146,368 1,357,440 1,327,810 1,286,099 1,318,957 1,292,625 1,282,717 9,908 99.2%

Expenditures702.150 Bank Fees 225 243 225 263 300 500 300 200 60.0%

980.000 Professional/Contractual 400 400 - 900 1,000

991.000 Debt Retirement Principal 910,000 950,000 990,000 1,030,000 1,070,000 1,115,000 1,115,000 - 100.0%

982.000 MTT Chargeback-City of Ypsilanti 7,910 4,086 4,521 789 4,292 7,500 470 7,030 6.3%

983.000 MTT Chargeback-Ypsilanti Township 129,308 11,827 17,586 11,906 1,230 2,500 1,671 829 66.8%

995.000 Debt Retirement Interest 369,200 332,000 293,200 252,800 210,800 167,100 167,100 - 100.0%

TOTAL 1,416,643 1,298,556 1,305,932 1,295,757 1,287,522 1,292,600 1,285,541 8,059 96.8%

Total Revenue Over Expenditures (270,275) 58,884 21,877 (9,659) 31,435 25 (2,824) 2,824

Beginning Fund Balance 1,599,703 1,329,428 1,388,312 1,410,189 1,400,530 1,431,965 1,431,965 1,388,312

Ending Fund Balance 1,329,428 1,388,312 1,410,189 1,400,530 1,431,965 1,431,990 1,429,142 1,391,135


Debt Service Fund

YTD 10/31/2016 (91.7% of year)

FY 2010-11

ACTUAL

FY 2011-12

ACTUAL

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FYTD

10/31/2016

Assets:

Cash 900,000 900,000 900,000 900,000 611,746 611,746

Total Assets 900,000 900,000 900,000 900,000 611,746 611,746

Liabilities - - - - - -

Fund Balance 900,000 900,000 900,000 900,000 611,746 611,746

Total Liabilities & Fund Balance 900,000 900,000 900,000 900,000 611,746 611,746


Balance Sheet

October 31, 2016

Capital Asset Replacement Fund

Communications

Committee

Reports

Director’s

Report and attachments

Library Director’s Report November 17, 2016

Lisa Hoenig, YDL Library Director LSTA grant idea Earlier this fall, the Library of Michigan announced a new round of LSTA grant funding for 1-3 year collaborative pilot projects. I had an idea for a major project that could make a big difference in our community. Gillian Gainsley and I attended a webinar explaining the “Intent to File” process and submitted the attached one-page proposal at the end of October. We will now work to secure partners, attend another mandatory webinar on the grant application process, and write the full grant application by the January 31 deadline. Wish us luck! Strategic planning update

Work groups are busy meeting! Staff are engaged and excited to be part of the process.

Gillian Ream-Gainsley, John Connaghan and I continue to provide feedback to the Ivy Group team working to develop the energetic logo we want for YDL. More to come…

Side notes:

By all accounts, YpsiGLOW downtown the night of our October Board meeting was a tremendous success! Many people attended and enjoyed the festivities, of which the library was a big part. We hope this new tradition will continue.

The Michigan Avenue front door glass that was broken that evening has been repaired. A police report was written and we submitted an insurance claim for the damage.

I attended a webinar on annual appeal letter-writing on 10/26. Our upcoming appeal letter will focus on Outreach, supporting our work with the trike and the bookmobile, among other things.

Jim Reed removed the worst of the falling tiles from the Whittaker façade last week, and Campbell is working on the fan motor replacement as I type.

Carpets and grout were cleaned at Michigan Avenue, Whittaker, and on the bookmobile on Veterans Day while the facilities were closed.

I attended the A2YChamber’s Headline Lunch on 11/14 and will speak at their Early Edition Breakfast on 11/16.

This has been a busy and short month, but most of my work has been behind the scenes, wrapping up the budget for year-end and keeping our strategic planning process on track.

TEXT2READ: Engaging Parents in Early Literacy Development

As a young mother nurses her 7-month-old, she gets a text message. It’s from the library, and it suggests a nursery rhyme to sing to her baby. Smiling, she begins to hum a tune, knowing that this sweet, simple moment will help her child succeed in school and in life.

The first five years of a child’s life are critical to brain development. Simply talking, singing, reading, writing, and playing with young children each day yields well-documented results, preparing them to enter Kindergarten with the skills to become readers. While many middle-class parents embrace these practices, low-income parents are largely unaware of the impact these small daily actions can have. As a result, low-income children hear 30 million fewer words by age 3, a disadvantage that persists throughout their lives. A lack of time, money, transportation, and energy keep many parents from attending parenting classes or seeking support, but even those with very few resources typically have a mobile phone.

To meet these parents where they are, the public libraries in Washtenaw County will work together to develop a text messaging service for parents and guardians of children ages 5 and under. Parents will receive three texts each week with simple, age-appropriate activities they can do at home to promote brain development and help their child build literacy skills. Children’s librarians from across the County will design easy, accessible activities which take less than 20 minutes and require no special knowledge or materials. While most messages will be targeted based on the child’s age, others will connect parents to free events and services, including library storytimes, streaming educational content, and services like the Dolly Parton Imagination Library, which sends a book each month to young children in low-income areas of Washtenaw County.

Unlike the broad guideline “read to your child every day,” text messages teach parents how to develop literacy in small, bite-sized pieces. The program is based on successful models from Denver, Colorado and the San Francisco schools, which were shown to be effective both at increasing parents’ early literacy activities with their children and at raising literacy levels prior to Kindergarten (York and Loeb 2014). Similarly, the Washtenaw County program will undergo rigorous evaluation to ensure the text messages successfully raise both parent involvement and literacy levels.

While the messaging service will be open to all County residents, the libraries will engage other county-wide partners to ensure the service reaches its intended audience of low-income parents. Washtenaw Community College and the Sheriff’s Department have expressed interest in participating, and the Ypsilanti District Library already has strong partnerships with Early Head Start and the Women Infants and Children nutrition program; these will be leveraged to get the word out. The grant will also support publicity efforts including a simple website where parents can learn about and sign up for the service, advertisements on buses, and Public Service Announcements on billboards and the radio. By boosting literacy levels across the county and reducing the literacy gap among low-income children, Text2Read will ensure that all children start Kindergarten ready to read and have a literacy foundation to last a lifetime.

Citation York, Benjamin N. and Susanna Loeb. One Step at a Time: The Effects of an Early Literacy Text Messaging Program for Parents of Preschoolers. Stanford, CA: Center for Education Policy Analysis. 2014.

YDL Dashboards

YPSILANTI DISTRICT LIBRARY FUND DEVELOPMENT DASHBOARD

November 2016

Strategy

2012

Actual

2013

Actual

2014

Actual

2015

YTD

2016

YTD

2016

Goal

Friends of YDL Annual Support $56,660 $56,298 $48,591 $46,316 $35,334 $40,000

Small Gifts/Memorials $1,491 $325 $780 $1,923 $748In Memory of Xavier Small $5,951

Mimi Chapman Memorial $375Sub-total $1,491 $700 $780 $1,923 $6,699 $500

Signature Event-"Get Inspired" $2,195 $2,325 $1,697 The Mosaic Foundation, of R. & P. Heydon

Sub-total $2,195 $2,325 $1,697 $0 $0 $0

Additional Fundraising Activities

Dining YDL $$ (Haab's) $294 $364 $213 $273 $294 Dining YDL $$ (Aubrees) $273 Dining YDL $$ (Corner Brewery) $51 Dining YDL $$ (Aubrees ) $307 Dollars for DVD's $433 Trustee Party, Trustee John Barr-July 4th $5,910 $4,725 $7,165 $3,421 Trustee Party, Trustee Kay Williams,Oct 24th Treasure Hunt $865 Trustee Party, Trustee Kimberly Grover-Aug. 22, 2015 $1,466

Sub-total $294 $6,274 $6,510 $8,904 $4,073 $10,000

Annual Giving Campaign $3,450 $4,900 $6,483 $4,054 $50 Dean Russell $1,000 Stanley & Robin Mendenhall $1,000 John & Marlene Barr $1,000 $1,000 $1,000 $1,000 $1,000 Sylvus Tarn $1,000

*$4902 designated Science & Technology [2015] $4,450 $6,900 $9,483 $5,054 $1,050 $10,000

Latitudes $465 $290 $0Library Sustainers

G. Kruse [designated adult fiction] $750 $500 Sylvus Tarn [designated MI Ave] $900 Hassan Mirshaw $750 Kay Williams (Designated YDL-Superior) $450 Meaghan Fukunaga $500 Howard Ando $200 Gerry & Bert Kruse $250 $500 $500

(Unsolicited Donations >$200) $250 $1,000 $700 $2,850 $500 $1,000

Library Champions

YDL-MI Ave 5250 Solar Watt Installation (Anonymous Donor) $14,500 EMU (Sponsership of TEDx Talk, 3/22/16) $7,161 $2,500 Hyundia-Kia $1,000 $1,000 The Mosaic Foundation [2016 designated Science & Technology] $1,000 $1,000 $1,000 $1,000 Bank of Ann Arbor $1,000 $1,500 $1,500 Bill & Marie White $1,000

(Unsolicited Donations>$1000) $1,000 $4,500 $23,661 $2,500 $3,500 $5,000

YPSILANTI DISTRICT LIBRARY FUND DEVELOPMENT DASHBOARD

November 2016

Strategy

2012

Actual

2013

Actual

2014

Actual

2015

YTD

2016

YTD

2016

Goal

YDL Endowment Fund $100 Dietmar Wagner $2,500 $1,500 $2,500 YDL (American Century Transfer) $28,678 Anonymous Donor $25,000 Virginia Young $5,000 Various Gifts to the Endowment $2,228 $55 $2,285 $2,900

Sub-Total $30,250 $56,006 $2,555 $3,785 $10,400 $3,000Total Donations $96,589 $134,468 $94,266 $71,333 $61,556 $69,000

Grants

ALA-National Science Foundation, Discover Tech, Enginieers $1,000 ALSC Dia Turns 20 Mini Grant $2,000 Ann Arbor Farm & Garden $985 Downtown Association of Ypsilanti $750 $200 $1,700 Ezra Jack Keats Minigrant, EJK Foundation $500 Huron Valley Sunrise Lions Club $250 Kiwanis-Early Childhood Literacy $500 $500 $375 Kiwanis-Early Childhood Priority 1 Committee $775 $725 $1,225 $1,612 $1,600 MCACA-New Leaders Grant [Summer Teen Music] $2,500 $2,000 $2,850 $3,200 MCACA-Ypsi Song Fest $5,250 $5,250 $5,625 $8,156 MCLS-Harwood $690 MHC-Prime Time Family Reading $8,075 $3,000 MHC-Ypsilanti African American Oral History Archive $24,350 NEH- Latino Americans: 500 Years of History $1,000 $3,000 NEH-Wild Land Exhibit Programming Grant $1,000 Will Eisner Graphic Novel Grant $4,000 YACF Early Literacy Outreach $2,565 YALSA/Best Buy Tech Grant $1,000 $1,000 YALSA/Dollar General Literacy Foundation $1,000 YALSA/Dollar General Teen Read Week $1,000 YDL Endowment Fund Proceeds $1,650 $2,121 $4,198 $5,210

Total Grants $1,275 $12,625 $17,421 $27,360 $54,956 $25,000

Hyundia-Kia Vehicle Donation $17,000GRAND TOTALS $97,864 $164,092 $111,687 $98,692 $116,513 $94,000

YDL - Superior Improvement $2,360 * Whittaker Rd Teen Area Improvement $5,500

*$1000 remaining, expenditures =4500

Designated Fundraising to Date

Oct-15 Oct-16

% Change from

last Oct. 2015 2016 to date2016 Projection (based on 1 month)

Projected %

annual change

Circulation

Whittaker Rd. 42,942 38,934 -9% 537,195 415,711 498,853 -7%Michigan Ave. 12,434 11,817 -5% 150,707 122,256 146,707 -3%Superior 1,944 1,739 -11% 18,650 17,250 20,700 11%Navigator 2,530 2,421 -4% 26,746 21,957 26,348 -1%eProducts 3,115 4,277 37% 37,207 37,219 44,663 20%TOTAL 62,965 59,188 -6% 770,505 614,393 737,272 -4%

Self Check-Items

Whittaker Rd. 5,962 5,072 -15% 76,178 62,580 75,096 -1%Michigan Ave. 2,072 1,936 -7% 25,570 20,778 24,934 -2%TOTAL 8,034 7,008 -13% 101,748 83,358 100,030 -2%

New Cards

Whittaker Rd. 273 250 -8% 2,935 2,529 3,035 3%Michigan Ave. 121 93 -23% 1,562 1,125 1,350 -14%Superior 9 10 11% 136 136 163 20%Navigator 6 6 0% 132 102 122 -7%TOTAL 409 359 -12% 4,765 3,892 4,670 -2%

Whittaker Rd. 9,039 6,969 -23% 108,213 77,180 92,616 -14%Michigan Ave. 4,497 4,403 -2% 53,293 44,552 53,462 0%Superior 1,155 830 -28% 12,739 8,796 10,555 -17%Navigator 350 305 -13% 4,387 2,863 3,436 -22%TOTAL 15,041 12,507 -17% 178,632 133,391 160,069 -10%

Program Attendance

Whittaker Rd. - Adult 374 384 3% 2,895 2,345 2,814 -3%Whittaker Rd. - Youth 1,391 1,648 18% 15,145 15,413 18,496 22%Michigan Ave. - Adult 107 287 168% 3,054 2,537 3,044Michigan Ave. - Youth 1,216 1,193 -2% 5,710 6,481 7,777 36%Superior 108 60 -44% 1,103 1,083 1,300 18%Navigator 1,396 1,560 12% 11,498 10,053 12,064 5%Offsite 272 368 35% 2,886 4,131 4,957 72%General 265 0 n/a 1,207 1,335 1,602 33%TOTAL 5,129 5,500 7% 43,498 43,378 52,054 20%

Computer Usage - Sessions

Whittaker Rd. 11,382 11,011 -3% 132,694 108,107 129,728 -2%Michigan Ave. 10,891 9,219 -15% 129,748 97,399 116,879 -10%Superior 955 1,003 5% 10,770 9,263 11,116 3%Wireless n/a n/a n/a 10,280 2,407 2,888 -72%TOTAL 23,228 21,233 -9% 283,492 217,176 260,611 -8%

Computer Usage - Hours

Whittaker Rd. 9,872 9,643 -2% 119,481 95,827 114,992 -4%Michigan Ave. 8,695 8,874 2% 105,944 88,626 106,351 0%Superior 485 612 26% 6,624 5,582 6,698 1%Wireless n/a n/a n/a 14,630 0 0 -100%TOTAL 19,052 19,129 0% 246,679 190,035 228,042 -8%

Door Count

Whittaker Rd. 21,437 19,948 -7% 247,426 204,398 245,278 -1%Michigan Ave. 11,701 10,670 -9% 136,848 108,330 129,996 -5%Superior 1,831 1,659 -9% 23,577 18,762 22,514 -5%Navigator 1,729 2,109 22% 18,344 15,241 18,289 0%TOTAL 36,698 34,386 -6% 426,195 346,731 416,077 -2%

MELCAT Interlibrary Loans

Loaned 1,044 816 -22% 10,711 9,481 11,377 6%

Borrowed 1,312 1,178 -10% 14,631 11,885 14,262 -3%

Items Added to Collection

Items Added 1,601 1,712 7% 16,776 13,381 16,057 -4%

Ebooks/Eaudio Added 749 307 -59% 4,990 5,301 6,361 27%

Items Cataloged 366 526 44% 5,050 3,695 4,434 -12%

Internet Usage

Website - Overall 127,061 119,167 -6% 1,283,110 1,254,207 1,505,048 17%

Facebook,YDL (Total Reach) 790 1,073 36% 163,980 312,750 375,300 129%

YDL Performance Dashboard - October 2016

Reference

Department

Reports

Communications & Development Monthly report: October 2016

Fundraising • YDL was awarded a $2,565 grant from the AAACF’s Ypsilanti Area Community Fund to

support early literacy outreach, which would include storytimes at local health care providerslike WIC and Corner Health Center as well as literacy-boosting book and toy prizes thatwould be given to children and families to encourage them to sign up for library cards andother long-term programs that encourage literacy.

• The Aubree’s Dine to Donate fundraiser raised $306.63, with similar amounts from theDepot Town and Ypsilanti Township locations.

• Ray’s Red Hots was present with their food cart at Halloween Downtown. They didn’thave great sales, but they did donate 10% ($12) to the library. We’ll look at working withthem at large events in the future.

Promotions • All YDL events are now listed on LocalHop, which offers a free iPhone and Android app

to help people find local events. The company is based in Michigan and has focused onpromoting public libraries and other family-friendly events. They printed 2,500 bookmarkswith YDL locations and hours as a “thank you” for joining—and listing events is free!

• Work continues on the YDL website, and the last few weeks have focused heavily onbuilding a site map to organize all the library’s many services and pieces of information. Thisstep is nearly complete.

Community Relations • Eastern Michigan University Library has agreed to co-host TEDxYDL again in the spring!

We’re eager to continue this partnership.• YDL has been partnering with the Penny Stamps School of Art and Design to help them

promote their well-known speaker and artist series, which has recently expanded toYpsilanti. We are talking to them about potential future projects in Ypsilanti.

• YpsiGLOW was an incredible success as an event, and also as a collaboration between localorganizations. In addition to Wonderfool Productions, the involvement of First Fridays, theYpsilanti Community Schools, Mix Theatre, FLY Art Center, Beezy’s, Cultivate, and othersmade it a truly inclusive community event and a model for future programs.

• A group of local citizens have approached the library about fundraising for a bike repairstand at YDL-Michigan, and we’ve been in discussions about making that happen.

Department News • The department is enjoying the support of two work-study students who are funded

through EMU’s community outreach program. Sam is a first-year student studyingmarketing and graphic design who is helping with flyers and the website, and Ashley is asenior literature major who is working on social media and grant writing.

Submitted by Gillian Ream Gainsley on November 14, 2016

ABOUT ARCHIVE SHOP CONTACT

Ypsi Glow‐ingBy Mark | October 27, 2016

Congratula�ons to everyone who had a hand in pulling off this evening’s big YpsiGlow

event downtown, from the Ypsi High kids with their drums, to the guys from the local

funeral home who showed up with their skeleton‐filled hearse, and, of course, all of the

folks who took the �me to either make awesome costumes or create incredibly inspiring

works of luminary art. You were awesome.

I can’t recall another event in recent Ypsilan� history that so successfully brought

together folks from across our en�r e community, and it was absolutely beau�ful to see.

I know it’s not an easy thing to pull off, but we need more dance par�es in the street

where folks, regardless of their age, race, or anything else, can just shake their asses

together to You Drop the Bomb on Me and smile as they watch li�le kids dance to

Thriller for the first �me. Hopefully this is just the first of many such big, public events

that get everyone in the community, from our local schools, to our downtown library,

working together to harness our collec�v e crea�v e power. As all of us who live here

know, it’s Ypsilan�’ s greatest strength.

CONNECT

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For more about YpsiGlow, check out my recent Saturday Six Pack interview with Adriana

Zardus and Jeri Rosenberg of WonderFool Produc�ons , the en�ty responsible for se軀�ng

this whole beau�ful thing in mo�on… Thanks also to the folks at First Fridays for laying

the ground work by showing that it was actually possible to get everyone in our business

and non‐profit communi�es working together toward a common, awesome goal.

This entry was posted in Art and Culture, The Saturday Six Pack, Ypsilan� and tagged Adriana Zardus, community events,

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Michigan

Ypsilanti Police gave Charles Austin Green a bicycle after the well‑liked teen's own bike was stolen. (courtesy photo)

By Tom Perkins | Special to The Ann Arbor News on October 27, 2016 at 11:14 AM, updated October 27, 2016 at 11:15 AM

YPSILANTI, MI ‑ When Ypsilanti teenager Charles Green Austin woke up on July 26, he discovered that his bike wasn't where hehad left it in his home's backyard.

Someone had stolen it.

Ypsilanti police give helpful teen a bicycle after hisown was stolen

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Green Austin made a police report, but knew it might be difficult to recover his ride. The 14‑year‑old and his family were unable toafford a new one.

"It was in the backyard of my house. I left it there, but one morning I woke up and it wasn't there. I felt pretty sad about it," GreenAustin said.

He didn't have to walk around town for long.

Green Austin is well‑liked by many in the community, a regular at the Ypsilanti District Library downtown branch, and he sits onthe YDL's Teen Advisory Group. He's also involved with several police groups and is buddies with some of the Ypsilanti officers,including Tommy Porter, the YPD's downtown district officer.

When Porter learned that someone snagged Green Austin's bike, he suggested to Lt. Brent Yuchasz that the department giveGreen Austin one of the unclaimed bikes that YPD had in its possession.

Yuchasz made the arrangements, Porter said, and several weeks ago Green Austin was rolling once again.

Porter said he decided to find Green Austin a new bike because he's friends with some of the officers and lends a hand to thepolice. Also, some of those around Green Austin are familiar with the police for other reasons, Porter said, and he wants to makesure Green Austin knows the police are his friends.

"Maybe it will a make a difference. He's definitely a good kid," Porter said, adding that he also gave Green Austin a bike lock.

Joy Cichewicz, a YDL branch manager, has a similar view of Green Austin.

"He's pretty much a regular here. He didn't make a big deal about the bike being stolen at all. He just mentioned it," she said. "Healso helps out with the Sheriff's Department, and he's a really quiet, good, young kid."

Green Austin said the bike is an improvement over his last, and the gear shifts make it easier to get up hills.

"It was nice of (Officer Porter) to give me this. He probably did it because I see him around a lot and help him out sometimes," hesaid.

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Customer Services

Monthly report: November 2016

Unique Management Systems Update

In October 2016 UMS recovered the following:

Materials Returned: $1,145.96

Dollars Received: $1,190.04

Since YDL began using UMS we have recovered the following:

Materials Returned: $91,827.13

Dollars Received: $56,218.56

Staff News

The interview process has begun for hiring a new page at Whittaker Road.

Exhibits

The Saline Painters Guild is currently displaying their art work in the Community Room at Whittaker Road. The exhibit will run until the middle of December.

Submitted by John Connaghan on November 14, 2016

Facilities Department Board Report: November 2016

It has been a busy month for the Facilities Department.

Michigan Ave:

Winterization of the sprinkler system at Michigan Ave and Whittaker Road were

performed by Suburban Sprinkler. We shut down the fountain for the winter months.

Repaired lights/ballasts in the book drop area.

As a result of an incident, the front door glass was broken and replaced by Monroe

Glass, Inc.

Whittaker Road:

Main garage door springs broke and we were unable to operate the door. Raynor Door,

Inc. came out to replace springs. Operating properly now. When the springs began to

fail, it put extra strain on the gear box. As a result, it may have to be replaced sometime

in the near future.

Repaired the stall partition in the Men’s restroom. Replace the lower mounting bracket

attached to the ceramic floor.

Helped Julie, Mary, and Stacey crate up the Backstage Pass exhibit. Arranged trucking

company to pick it up and take to its next destination.

Ron has been helping Jodi in the Youth Department to hang mobiles from the ceiling

tiles to decorate the area.

Handicap sign post was knocked over and broken in the south parking lot area. New

parts are on order and will be replaced shortly.

Preparations have started to replace the 800 lb. blower motor attached to the air

handler. Replacement will take place on Friday November 11 while we are closed in

observance of Veteran’s Day. On the same day, we will have our carpet cleaned at the

Whittaker Road and Michigan Ave facilities.

Removed all tiles on the façade of the building that were in danger of falling and

possibly injuring someone. Continuing to work with contractors to make final decisions

so we can start repair on front of the building.

Superior:

Had a meeting with the electrician Jim Tolbert, Mary Garboden, and Scott Ostby to

discuss re-working the electrical for the renovation coming up in January. Also met with

Lisa, Mary, and Chris de Bear from Library Design to discuss carpet options for the new

look at Superior.

Submitted by: Jim Reed, November 9, 2016

Michigan Avenue Board Report: October, 2016

This month we have been wrapping up our biggest programs of the year. We host Halloween Downtown, a collaboration with the Downtown Association of Ypsilanti, along with many other organizations. It is a community event with businesses donating and handing out candy and the YCVB providing funds for face painters, balloon animal folks, clowns, etc. The Boo Mobile is always in scary attendance. This event could not happen without Donna Debutts and all the coordination she provides. Thanks go to Jodi and Kristin for helping with the book giveaway. This year ypsiGLOW followed immediately after and all activity paraded to Washington Street. Both events created some very positive community interaction for all ages. Mich Ave staff were very colorful that day.

Other Programs:

• Pizza Pete Mystery Theater was a full house. Kudos to Kim and Monique for making this a great event. Many people asked for more of the same.

• Halloween Storytime was well-attended with about 25 kids and the Trickster Tale later that day also was a success.

• DIY Neon Clothes- 30 people of all ages attended this event and sewed on EL wire to their clothing.

• A member of Jen’s Great Book Club at WSC has become a library user and TAG member!

• Jerome’s painting class is a roaring success. He is looking at holding two sessions next season.

• Debbie’s cooking classes for teens and tweens has been going well. She is making healthy food and the kids love to eat it!

Pat went to MLA and was very grateful, bringing back many ideas. Jen, Jenny, Charline, and myself attended a virtual meeting with the other CompuGirls libraries in Arizona and California. Mich Ave staff are meeting with other staff all over YDL involved with various strategic planning goal meetings. Librarians are knee deep in weeding unused materials to make room for next year’s purchases. Programs for January-April are in in the planning stages. Submitted by Joy Cichewicz,

November 9, 2016

Outreach Services Board Report: November 2016 Staff News • Outreach staff are represented on many different Strategic Plan workgroups. Groups are beginning to meet

and brainstorm action items. • Stacey assisted in taking down and packing up the Backstage Pass exhibit. Navigator News • Halloween Downtown was

tons of fun onboard the Boo!Mobile, as usual. We counted 358 people that evening. Because the event was held on a Thursday evening, we had to miss our regular route, but did see some of our Thursday folks at the event!

Superior News • In addition to our recurring

programming, we had a couple of special programs. Psyche did a Halloween popup cards program. Greta did Paper flowers for El Día de los Muertos. Psyche did a Run for Office program in advance of Election Day.

Learning Never Gets Old News • We did large print deliveries to Gilbert Residence, Huron

Valley PACE, and the Village at St. Joseph Mercy. Monique also did an outreach activity at Huron Valley PACE.

Outreach News • Monique partnered with Kim at Michigan Ave to present an

after-hours Murder Mystery program for adults. It was a smashing success! See the unfortunate victim to the right.

• Stacey represented YDL at a Fall Fest at Global Tech Academy.

• Mary dressed up the Kia for Halloween and went to a Trunk or Treat at the West Willow Neighborhood Center.

Submitted by Mary Garboden, November 8, 2016

Whittaker Road-Adult Services Board Report: November 2016

Here’s a listing of this month’s programs:

• Gardening Chat (monthly event for gardening patrons) • Friends with Pens (2 meetings this month; 1 will be held outside the library) • Three book discussion groups (African American Authors, Thu AM, Mon PM Bk Grp) • Knitting and Handicraft Club (3 meetings) • Computer classes (16 classes scheduled) • Mon PM Movie (2 scheduled) • Racial Justice Film/Discussion • Take Note Concert (Nessa) • True Crime Trilogy Part 3: “Blood on the Mitten” author reading • “Courage, Change, and Basketball” author reading

Staff is currently working on our programming events for January-April. We’ll be offering a couple of programs in support of the African American Oral History Archives grant and a variety of other programs; more information next month once we get everything scheduled. Parts two and three of our True Crime Trilogy series did not draw as many people as part one, but were still appreciated by the community and had repeat attendees; some came from as far away as Whitmore Lake.

Collection purchasing is done for this fiscal year, although we continue to read reviews and create carts so we can begin ordering again as soon as the new fiscal year collection budget is set. We will be weeding collections this month to remove outdated items and to make room in areas as needed to make it easier to shelve and find items.

Paula trained three new substitute librarians in Oct and early November; we welcome Sarah Perry. Madeline Wagner, and Amy Greschaw to the sub pool. Thanks to Julie, Joy and Mary for interviewing candidates and to Lisa for making it possible to add to the pool; this should make it easier to cover librarian shifts across our system.

Several staff members are participating in strategic planning work groups; we’re just getting started but are looking forward to contributing to YDL’s strategic planning process. Of note, Brigitte has been assisting Mary with the LNGO Smart Phone Boot Camp Series and has also facilitated two LNGO Matter of Balance series in October and November, as well as offering One-on-One Tech Help appointments for seniors and serving on the website committee.

Submitted by Paula Drummond, November 8, 2016

Whittaker Youth Services Board Report November 2016

Program Highlights In October, 822 children and parents attended one of 29 storytimes.

In addition, Marlena’s Halloween Storytime was very popular. 80people came for stories and crafts the Saturday morning beforeHalloween, many in costume.

Kristen and I helped run a book giveaway game at DowntownHalloween, then stayed for ypsiGLOW. TAG members joined OzoneHouse teens in the festivities. I saw many families who attended theYDL-Whittaker TinkerLab and Library Lab workshops with theirglowing lanterns made at the library.

Kristel invited the Ann Arbor Hands-On Museum for a specialSaturday Library Lab. They brought an inflatable StarLab Planetariumthat filled the community room. Over 80 people got to learn someastronomy and saw the night sky from inside the dome.

178 parents and children danced to piano and percussion music at twoMonday morning AASO KinderConcerts, then got to try out themarimba.

This past weekend, 826michigan unveiled the 8th edition of Omnibus,an annual publication of student writing. 155 people from Ypsilanti,Ann Arbor and Detroit creative writing workshops attended the releaseparty, complete with student readings and refreshments.

Other happenings Program planning: Great ideas were proposed for next season and

staff are finishing descriptions for the events calendar.

Grant interview: The Ann Arbor Area Community Foundation YouthCouncil invited us to an interview, the second phase of the grantapplication process. YDL-Whittaker TAG members will join me inAnn Arbor next Sunday to answer questions about their proposal fortechnology and supplies to enrich the Creative Studio offerings. Weprepared for the interview today.

Early Literacy Updates Outreach project: Our grant proposal for Early Literacy Outreach at

the Corner Health Center and WIC office was funded by the YpsilantiArea Community Foundation! Today, Kristel and I made our first visitto The Corner to play and read with children and sign parents up forlibrary cards and other literacy resources. Beginning next month, we’llbe able to provide incentives for parents when they enroll children inservices again when they come to a library storytime.

Play Kits: Stacey and I created 5 more Early Literacy Play Kits thatJulie is cataloguing. Molly and Kristen created parent tips andbibliographies that are part of the kits.

Physician Outreach: Kristel and Pat are reaching out to pediatriciansand coordinating efforts with University of Michigan’s Reach Out andRead program to ensure waiting rooms have Babies Need Words Everydaysigns and children’s books.

Brochure: Gillian is creating a YDL early literacy brochure that will bedistributed by the Children’s Literacy Network in their new baby bagsgiven at St. Joe, by physicians, and by YDL staff during our outreachvisits.

1000 Books Before Kindergarten: Molly, Pat and Jenny are designinga program using Read Squared, our Summer Reading tracking program,that will provide incentives for parents to read to their young children.

Submitted by Jodi Krahnke November 8, 2016.

INFORMATION TECHNOLOGY SERVICES DEPARTMENT

November 2016

Submitted by Scott Ostby

Technology Manager

November 9, 2016

Status Report Website Improvement Initiative – We are entering the design process. With the welcomed timing of the

strategic planning process we will implementing design features from the new style guide being presented. In

addition we are working to finalize a full sitemap and key functional elements of the site. When we are done

we will then be able to enter the development stage of the project and soon after begin user testing.

Wifi – We will be renovating our wireless infrastructure this fall. I’ll be rolling out the new system in the

coming weeks. This should include and updated authentication page for easier access for patron devices.

Patron User Experience – Facilities and IT will be working to add convenient access to power for Patron

devices throughout our facilities.

ILS Update – We will continue to look at the new Sirsi Dynix ILS modules as they become available

through 2016.

Server Upgrades – Various servers are scheduled to be upgraded this year. A new Staff intranet as well as

blog site is in the initial build stages.

YDL Surveillance systems – We’re currently in the process of replacing our old system at Whittaker Rd and

Michigan Ave, we are targeted to have the installation finalized prior to the thanksgiving holiday. Afterward

we will look at additional improvements to superior in the coming fiscal year.

PC improvements – We have replaced all reference librarian desktops, our next step is to finalize upgrading

back office staff machines with a new internal component that greatly increases performance on those units

as well.

Patron Management System – I’m performing a cost analysis on replacing our patron management software.

The current solution has what feels like an ever growing list of issues even though it is a very comprehensive

product.

Overall System Status I am currently exploring options for accomplishing our strategic plan. These items include ILS system

replacement, and other various system improvements.

New Self-checkout Interface – We have the new interface installed on a test system and it is currently going

through testing and customization. We will be moving to the new interface in order to maintain proper

support and gain reporting and management features.

New or Upcoming Items YDL Phone System – Over the last year or so our antiquated phone system has shown its age in various

ways. I have been and will continue to move forward with exploring our options as the need to replace this

system approaches.

Payment Kiosks for Patrons –We will be gathering cost data as well as solution details from our patron PC

management vendor Comprise Technologies. A solution for cash/credit handling for onsite payments for

fines, fees, and printing would enhance our self-directed patron user experience.

Windows 10 – We are currently testing this new OS for use in staff and patron systems. This will be an

extended process but early indications are that most library systems will be compatible without immediate

issue.

Old Business

To: YDL Board of Trustees From: Lisa Hoenig, Library Director Date: 11/8/16 Re: Discussion of Director evaluation process

At the October meeting the Board charged its Personnel Committee with determining the process for and timing of my upcoming evaluation. I forwarded the Committee the form used by YDL in the past as well as sample forms from six other neighboring libraries to review and compare.

Also, our November Trustee education segment is the United for Libraries Short Takes video, “Evaluating the Library Director,” which may provide useful information for this discussion.

New Business

To: YDL Board of Trustees From: Lisa Hoenig, Library Director Date: 11/14/16 Re: Consider approval of proposed FY2017 budget and set millage rate

The budget presented is as discussed at the October meeting with one modification. Café rent revenue was originally projected at 12 months, when in fact the café will be vacant the first month of the fiscal year. In this revision, revenues are therefore $500 less, and $500 more is appropriated from fund balance to cover expenditures.

It appears Hyundai plans to replace our Kia Soul, either with a new vehicle or a lease extension, so the budget lines contingent on that outcome are unchanged.

As described in the budget detail sheets in October, salary and wage lines assume a 2% across the board wage bonus for both union and exempt staff. I will interpret adoption of the budget as approval of such a bonus, which will be paid during the month of December as stipulated by the AFSCME contract.

**

The resolution to approve the budget must include the overall operating millage rate. I have been working with the Washtenaw County Equalization Department to correct a discrepancy in the Headlee rollback fractions they gave us for our L-4029 Tax Rate Request forms. We now agree on the fraction, but this through this process another question has been raised. The approving resolution will be available at the Board meeting.

PROPOSED

YPSILANTI DISTRICT LIBRARY

General Fund Budget Summary

For the Fiscal Year Ending November 30, 2017

Revenue

Superior Township Tax Levy 602,510

City Tax Levy 523,682

Ypsilanti Township Tax Levy 2,145,960

State of Michigan PPT reimbursement 30,000

State Aid Direct 25,000

State Aid Indirect 25,000

Supplemental State Aid 0

Fines/Misc. 85,000

Smart Cards - Printing & Copies 46,200

Penal Fines County 145,000

Rental Income-community room 2,000

Donations/Misc. 1,500

Donations/Memorials 1,000

Coffee Shop Rent 5,500

Interest/Checking 800

Interest/Savings 4,000

Interest/Yoder 10

Interest/Yates Memorial 2

Dividend Revenue 6,500

Dividend Revenue Endowment 5,500

Transfer from Improvement Fund 0

Transfer from Fund Balance 171,592

Total Revenue 3,826,756

EXPENDITURES by Department

Dept 100 Administrative 1,908,089

Dept 200 Michigan Ave 554,452

Dept 300 Outreach Services- Bookmobile 84,654

Dept 400 Outreach Services - Superior Township 154,689

Dept 500 Whittaker Road 1,124,872

Total Expenditures 3,826,756

Category as % of 2016-2017

EXPENDITURES by Category Expense

Salaries and Benefits 2,625,444 68.6%

Public Utilities 174,050 4.5%

Repairs and Maintenance 135,940 3.6%

Materials 332,915 8.7%

Technology 225,000 5.9%

Other 333,407 8.7%

Total Expenditures 3,826,756 100.0%

Net Revenue Over (Under) Expenses 0

Proposed Budget FY 2016-17

ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

BUDGET

2016-17

Revenue

403.000 Superior Township Tax Levy 598,455 583,575 581,434 597,215 597,215 602,510

425.000 City of YpsilantiTax Levy 555,550 531,190 540,085 527,528 527,528 523,682

440.000 Ypsilanti Township Tax Levy 2,169,740 2,101,347 2,117,704 2,154,715 2,154,715 2,145,960

425.075 PPT reimbursement 0 30,000

443.000 State Aid Direct 20,678 24,230 24,196 24,000 24,000 25,000

447.000 State Aid Indirect 20,731 24,674 24,663 24,000 24,000 25,000

448.000 State Aide Supplemental 0

657.000 Fines/Misc. 86,436 96,648 84,786 89,000 89,000 85,000

657.100 Smart Cards - Printing & Copies 37,426 42,915 43,955 40,000 40,000 43,000

657.600 Guest Pass 5,291 3,758 2,777 3,000 3,000 3,200

661.000 Penal Fines County 130,046 118,392 138,458 120,000 120,000 145,000

662.000 Coffee shop rent 4,200 4,200 4,200 4,200 4,200 5,500

662.100 Community room rentals 2,550 2,000 2,150 2,000 2,000 2,000

679.000 Donations/Misc. 4,213 3,547 1,923 2,525 2,525 1,500

681.080 Donations/Memorials 3,624 0 435 1,515 1,515 1,000

683.100 Trustee party Revenue 0 0 8,567 0 0

687.000 Interest/Checking 794 987 911 950 950 800

687.010 Interest/Savings 7,161 6,675 5,793 5,000 5,000 4,000

687.060 Interest/Yoder 62 11 8 10 10 10

687.070 Interest/Yates Memorial 1 1 1 2 2 2

689.000 Dividends 12,011 9,562 7,169 5,000 5,000 6,500

690.000 Dividend Revenue Endwmnt 4,198 5,000 5,000 5,500

Transfer from Improvement Fund 0 0

Transfer from Fund Balance (18,815) 163,167 159,592 144,271 172,793 171,592

Total Revenue 3,640,154 3,716,879 3,753,004 3,749,931 3,778,453 3,826,756

Expenditures


702.000 Salary Wages 599,555 618,928 643,205 629,259 624,117 602,849

702.050 Board Stipend 0 0 0 0

702.100 Professional/Accounting 6,100 5,920 6,000 7,500 7,500 7,500

702.150 Bank Fees 2,193 2,717 2,806 2,888 2,888 2,888

702.180 Reversed Receivables 7,260 0 0

702.900 Salary/Subs 6,415 9,830 6,935 9,250 9,250 10,000

705.000 Recognition Awards 482 0 0 1,000 1,000 750

710.000 Paychex Payroll Service 3,810 5,202 5,456 6,365 6,365 6,400

715.000 Employer Payroll Tax 140,541 139,100 143,619 141,852 144,885 149,546

715.100 ACA Taxes Paid by employer 10,787 10,880 11,650 11,040 0

718.000 Employee Retirement funding 84,372 80,540 86,097 90,739 91,317 94,917

719.000 FSA Admin Fees 2,000

727.000 Office Supplies 22,180 29,866 30,307 28,840 28,840 29,000

727.200 Supplies-Facility 21,803 28,552 22,917 23,000 23,000 23,000

752.000 MML/Building Insurance 50,557 52,486 53,670 54,207 55,342 57,002

753.000 MML/Workers Comp 6,688 6,585 9,687 8,739 8,739 10,900

754.000 Health Insurance 341,770 348,934 377,702 339,090 332,334 350,948

756.000 Dental Insurance 35,208 38,406 38,222 38,661 38,661 39,720

757.000 Employee Assistance Program 742 356 871 1,400 1,400 1,100

758.000 Life Insurance 3,110 3,419 4,099 4,227 4,227 4,650

759.000 Vision Service Plan 11,267 9,784 9,672 8,566 8,566 8,601

762.000 STD/LTD (Disability Insurance) 9,518 9,411 9,222 9,341 9,341 10,200

769.000 Printing & Publishing 7,009 10,897 6,184 5,250 5,250 7,000

769.050 Classified Advertising 0 0 0 400 400 400

774.050 Ebooks/Eaudio 10,500 34,343 16,093 16,200 16,200 17,000

774.100 Data Bases 34,400 12,861 34,668 40,217 40,217 45,000

774.800 System Wide DVDs 4,884 6,000 6,000 9,000

774.900 All Materials Processing 25,311 25,100 25,100 26,000

801.000 Major Events 4,789 9,557 6,090 8,000 8,000 10,000


ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

BUDGET

2016-17

801.500 Adult Program "Learning never gets old 2,000 2,000 2,000

802.000 Mileage/Travel Reimbursement 1,805 2,972 858 3,000 3,000 2,000

804.000 Workshops/Training 1,188 1,713 1,327 2,000 2,000 3,500

805.000 Memberships & Dues 5,398 4,699 4,944 5,050 5,050 5,000

810.000 Capital Outlay - Buildings 9,319 3,364 8,814 5,000 5,000 5,000

810.100 Capital Outlay - Improvements 32,063 0 0 15,810

812.000 Capital Outlay - Furnishings 5,000 465 394 5,000 5,000 9,000

850.000 Automation - Technology 231,487 214,346 226,119 225,000 225,000 160,000

850.100 Telecommunications 15,000

850.200 SirsiDynix 50,000

890.000 The Library Network 3,886 15,227 14,279 16,000 16,000 3,000

928.000 Postage 8,790 10,827 10,485 12,000 12,000 11,000

965.000 Auditing Service 11,050 11,050 11,400 12,000 12,000 7,125

975.000 Legal 5,774 5,503 15,602 6,000 6,000 6,000

980.000 Professional/Contractual 33,941 33,335 24,088 53,075 53,075 41,182

980.100 Library Director search exp 2,244 0 0 0

980.500 Rebranding Costs 22,500

981.500 Lost Book Expense 1,652 24,480 14,028 18,120 18,120 12,500

982.000 MTT Charge Back City 4,930 4,614 11,243 15,000 15,000 4,500

983.000 MTT Charge Back TWP 31,729 26,163 4,678 10,000 10,000 5,600

983.100 MTT Charge Back-Superior Twp 423 806 0 1,000 1,000 1,000

990.000 Contribution to endowment 28,675 0 0

Total 1,788,056 1,828,045 1,944,424 1,907,986 1,900,224 1,908,089


* 702.000 Salaries 343,494 324,244 344,894 322,014 378,309 392,616

702.800 Salaries-Pages 6,566 7,531 7,468 6,500 6,500 6,825

771.000 Adult Books 28,682 31,909 31,040 32,500 32,500 32,000

772.000 Youth Books 15,574 18,947 17,943 19,400 19,400 19,000

776.000 Periodicals - Adult 3,929 4,651 4,021 4,100 4,100 4,000

776.050 Periodicals - Youth 719 351 305 310 310 300

778.000 Adult Audio/Visual 12,223 14,090 13,031 13,000 13,000 14,000

779.000 Youth Audio/Visual 6,492 7,309 5,555 6,400 6,400 6,000

812.000 Capital Outlay - Furnishings 4,000 4,000 4,000

840.000 Repair & Maintenance - Building 25,535 19,613 24,991 20,000 20,000 10,000

840.025 Campbell Maint Contract 17,761

840.050 Snow Removal/ Lawn Care 8,249 13,534 11,998 14,567 14,567 12,000

900.000 Programs-Adult 1,200 1,220 1,165 1,200 1,200 1,200

901.000 Programs-Youth 1,215 1,215 1,058 1,200 1,200 1,200

940.000 Phone 1,552 1,961 3,564 2,040 2,040 4,600

943.000 DTE - Fuel 4,414 5,738 6,043 7,266 7,266 6,000

947.000 DTE - Electric 18,484 16,262 14,243 17,498 17,498 16,000

980.000 Professional Contractual (Security) 19,236 19,656 0 0 0 0

949.000 Ypsilanti Comm Utilities Auth 3,424 4,324 5,866 3,577 3,577 6,950

Total 500,988 492,555 493,186 475,572 531,867 554,452


702.000 Salaries 52,822 51,468 63,899 62,278 68,734 68,979

775.000 Library Materials 4,786 5,371 4,911 5,100 5,100 5,000

840.000 Repair & Maintenance 6,268 4,714 7,879 8,952 8,952 6,500

940.000 Phone 0 0 0 200 200

943.000 Fuel 6,125 7,415 5,006 5,217 5,217 4,175

Total 70,001 68,968 81,693 81,747 88,203 84,654


ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

BUDGET

2016-17


702.000 Salaries 154,055 155,710 139,916 126,351 122,606 140,614


840.000 Repair & Maintenance 704 801 1,340 1,210 1,210 1,000

840.050 Snow Removal & Lawn Care 1,062 1,350 980 1,158 1,158 1,200

900.000 Programs - adult 400 507 85 500 500 500

901.000 Programs - Youth 400 416 368 500 500 500

940.000 Phone 758 862 1,211 1,040 1,040 1,250

943.000 Fuel 923 965 824 950 950 950

947.000 Electricity 1,052 896 853 900 900 900

949.000 Water 62 68 73 75 75 75

Total 166,268 169,586 152,911 140,284 136,539 154,689


702.000 Salaries 687,404 685,256 675,540 714,375 691,653 693,288

702.800 Salaries-Pages 36,343 35,127 33,890 37,800 37,800 39,690

771.000 Adult Books 60,804 71,983 68,624 73,000 73,000 70,000

771.050 Yoder Memorial 51 51 0 0 0

772.000 Youth Books 30,879 38,321 34,222 35,550 35,550 36,000


776.050 Periodicals - Youth 1,200 937 911 915 915 915




840.025 Cambell Maint Contract 42,979

840.050 Snow Removal/Lawn Care 16,340 28,839 24,340 30,000 30,000 26,000

900.000 Programs - Adult 3,931 3,820 2,991 4,000 4,000 4,000

901.000 Programs - Youth 5,084 4,999 4,607 5,000 5,000 5,000

903.000 Equipment Maintenance 0 1,415 1,135 2,000 2,000 1,500

940.000 Phone 8,162 8,083 6,676 5,300 5,300 8,500

943.000 DTE - Fuel 30,864 35,019 32,975 35,906 35,906 35,000

947.000 DTE - Electric 114,013 108,633 93,198 100,872 100,872 100,000


Total 1,114,841 1,157,725 1,080,790 1,144,342 1,121,620 1,124,872

Revenue 3,640,154 3,716,879 3,753,004 3,749,931 3,778,453 3,826,756

Total Expenditures 3,640,154 3,716,879 3,753,004 3,749,931 3,778,453 3,826,756Net Surplus (Deficit) 0 0 (0) 0 0 0

Proposed fy 2016-17 Budget Revenue and Expenditures

% of Revenue

Property Taxes 3,272,152 85.5% **

State Aid and Penal Fines 195,000 5.1%

Fines, Printing and Guest Passes 131,200 3.4%

Interest 11,312 0.3%

Other 45,500 1.2%

Transfer from Improvement Fund 0 0.0%

Transfer from Fund Balance 171,592 4.5%

Total 3,826,756 100.0%

**Note: Property Taxes represent 89.5% of Revenue

Not transferred from Fund Balance

% of total Expense

Salaries and Benefits 2,625,444 68.6%

Materials 332,915 8.7%

Utilities 174,050 4.5%

Repairs and Maint 135,940 3.6%

Technology 225,000 5.9%

Other 333,407 8.7%

Total 3,826,756 100.0%

2,625,444

332,915

174,050

135,940 225,000

333,407

Expenses

Salaries and Benefits

Materials

Utilities

Repairs and Maint

Technology

Other

3,272,152

195,000

131,200

11,312 46,000

0

171,592

Revenue

Property Taxes

State Aid and Penal Fines

Library Fines, Printing and Guest Passes

Interest

Other

Transfer from Improvement Fund

Transfer from Fund Balance

To: YDL Board of Trustees From: Lisa Hoenig, Library Director Date: 11/8/16 Re: FY 2016 Budget amendment

Each November the Library presents a year-end budget amendment to make sure adequate funds are allocated to cover each expenditure account. The proposed budget amendment for the 2016 fiscal year is attached. It moves money from account to account within the total approved. Happily, it reduces the amount of fund balance required to balance the budget.

I am happy to field any questions you may have regarding specific adjustments.

Proposed Budget Amendment FY 2015-17

ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

amendmentFYE

2015-16 Projected

Revenue

403.000 Superior Township Tax Levy 598,455 583,575 581,434 597,215 597,215 599,298

425.000 City of YpsilantiTax Levy 555,550 531,190 540,085 527,528 527,528 518,970

440.000 Ypsilanti Township Tax Levy 2,169,740 2,101,347 2,117,704 2,154,715 2,154,715 2,148,008

425.075 PPT reimbursement 0

443.000 State Aid Direct 20,678 24,230 24,196 24,000 24,000 26,949

447.000 State Aid Indirect 20,731 24,674 24,663 24,000 24,000 27,309

448.000 State Aide Supplemental 0

657.000 Fines/Misc. 86,436 96,648 84,786 89,000 89,000 81,500

657.100 Smart Cards - Printing & Copies 37,426 42,915 43,955 40,000 40,000 46,100

657.600 Guest Pass 5,291 3,758 2,777 3,000 3,000 3,300

661.000 Penal Fines County 130,046 118,392 138,458 120,000 120,000 140,886

662.000 Coffee shop rent 4,200 4,200 4,200 4,200 4,200 3,850

662.100 Community room rentals 2,550 2,000 2,150 2,000 2,000 1,000

679.000 Donations/Misc. 4,213 3,547 1,923 2,525 2,525 975

681.080 Donations/Memorials 3,624 0 435 1,515 1,515 0

683.100 Trustee party Revenue 0 0 8,567 0 0 3,421

687.000 Interest/Checking 794 987 911 950 950 980

687.010 Interest/Savings 7,161 6,675 5,793 5,000 5,000 5,000

687.060 Interest/Yoder 62 11 8 10 10 8

687.070 Interest/Yates Memorial 1 1 1 2 2 1

689.000 Dividends 12,011 9,562 7,169 5,000 5,000 6,646

690.000 Dividend Revenue Endwmnt 4,198 5,000 5,000 5,210

Transfer from Improvement Fund 0 0

Transfer from Fund Balance (18,815) 163,167 159,592 144,271 172,793 55,187

Total Revenue 3,640,154 3,716,879 3,753,004 3,749,931 3,778,453 3,674,599

Expenditures


702.000 Salary Wages 599,555 618,928 643,205 629,259 624,117 611,500

702.050 Board Stipend 0 0 0 0

702.100 Professional/Accounting 6,100 5,920 6,000 7,500 7,500 7,500

702.150 Bank Fees 2,193 2,717 2,806 2,888 2,888 3,150

702.180 Reversed Receivables 7,260 0 0

702.900 Salary/Subs 6,415 9,830 6,935 9,250 9,250 8,156

705.000 Recognition Awards 482 0 0 1,000 1,000 500

710.000 Paychex Payroll Service 3,810 5,202 5,456 6,365 6,365 6,285

715.000 Employer Payroll Tax 140,541 139,100 143,619 141,852 144,885 141,824

715.100 ACA Taxes Paid by employer 10,787 10,880 11,650 11,040 300

718.000 Employee Retirement funding 84,372 80,540 86,097 90,739 91,317 87,900

719.000 FSA Admin Fees

727.000 Office Supplies 22,180 29,866 30,307 28,840 28,840 28,840

727.200 Supplies-Facility 21,803 28,552 22,917 23,000 23,000 23,000

752.000 MML/Building Insurance 50,557 52,486 53,670 54,207 55,342 55,342

753.000 MML/Workers Comp 6,688 6,585 9,687 8,739 8,739 10,557

754.000 Health Insurance 341,770 348,934 377,702 339,090 332,334 328,847

756.000 Dental Insurance 35,208 38,406 38,222 38,661 38,661 39,741

757.000 Employee Assistance Program 742 356 871 1,400 1,400 1,000

758.000 Life Insurance 3,110 3,419 4,099 4,227 4,227 4,187

759.000 Vision Service Plan 11,267 9,784 9,672 8,566 8,566 8,522

762.000 STD/LTD (Disability Insurance) 9,518 9,411 9,222 9,341 9,341 9,333

769.000 Printing & Publishing 7,009 10,897 6,184 5,250 5,250 7,380

769.050 Classified Advertising 0 0 0 400 400 0

774.050 Ebooks/Eaudio 10,500 34,343 16,093 16,200 16,200 20,000

774.100 Data Bases 34,400 12,861 34,668 40,217 40,217 38,547

774.800 System Wide DVDs 4,884 6,000 6,000 7,225

774.900 All Materials Processing 25,311 25,100 25,100 28,115

801.000 Major Events 4,789 9,557 6,090 8,000 8,000 8,000

801.500 Adult Program "Learning never gets old 2,000 2,000 2,000

802.000 Mileage/Travel Reimbursement 1,805 2,972 858 3,000 3,000 1,700


ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

amendmentFYE

2015-16 Projected

804.000 Workshops/Training 1,188 1,713 1,327 2,000 2,000 1,500

805.000 Memberships & Dues 5,398 4,699 4,944 5,050 5,050 4,800

810.000 Capital Outlay - Buildings 9,319 3,364 8,814 5,000 5,000 5,000

810.100 Capital Outlay - Improvements 32,063 0 0 0

812.000 Capital Outlay - Furnishings 5,000 465 394 5,000 5,000 7,350

850.000 Automation - Technology 231,487 214,346 226,119 225,000 225,000 225,000

850.100 Telecommunications

850.200 SirsiDynix

890.000 The Library Network 3,886 15,227 14,279 16,000 16,000 2,796

928.000 Postage 8,790 10,827 10,485 12,000 12,000 10,300

965.000 Auditing Service 11,050 11,050 11,400 12,000 12,000 11,800

975.000 Legal 5,774 5,503 15,602 6,000 6,000 5,800

980.000 Professional/Contractual 33,941 33,335 24,088 53,075 53,075 41,759

980.100 Library Director search exp 2,244 0 0 0

980.500 Rebranding Costs

981.500 Lost Book Expense 1,652 24,480 14,028 18,120 18,120 14,300

982.000 MTT Charge Back City 4,930 4,614 11,243 15,000 15,000 7,000

983.000 MTT Charge Back TWP 31,729 26,163 4,678 10,000 10,000 4,505

983.100 MTT Charge Back-Superior Twp 423 806 0 1,000 1,000 500

990.000 Contribution to endowment 28,675 0 0

Total 1,788,056 1,828,045 1,944,424 1,907,986 1,900,224 1,831,862


* 702.000 Salaries 343,494 324,244 344,894 322,014 378,309 383,368

702.800 Salaries-Pages 6,566 7,531 7,468 6,500 6,500 6,826

771.000 Adult Books 28,682 31,909 31,040 32,500 32,500 32,500

772.000 Youth Books 15,574 18,947 17,943 19,400 19,400 20,400


776.050 Periodicals - Youth 719 351 305 310 310 250



812.000 Capital Outlay - Furnishings 4,000 4,000 4,100


840.025 Campbell Maint Contract

840.050 Snow Removal/ Lawn Care 8,249 13,534 11,998 14,567 14,567 9,200

900.000 Programs-Adult 1,200 1,220 1,165 1,200 1,200 1,200

901.000 Programs-Youth 1,215 1,215 1,058 1,200 1,200 1,200

940.000 Phone 1,552 1,961 3,564 2,040 2,040 2,408

943.000 DTE - Fuel 4,414 5,738 6,043 7,266 7,266 4,650

947.000 DTE - Electric 18,484 16,262 14,243 17,498 17,498 15,300

980.000 Professional Contractual (Security) 19,236 19,656 0 0 0 0


Total 500,988 492,555 493,186 475,572 531,867 536,732


702.000 Salaries 52,822 51,468 63,899 62,278 68,734 67,380


840.000 Repair & Maintenance 6,268 4,714 7,879 8,952 8,952 5,000

940.000 Phone 0 0 0 200 200

943.000 Fuel 6,125 7,415 5,006 5,217 5,217 3,993

Total 70,001 68,968 81,693 81,747 88,203 81,473


ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

amendmentFYE

2015-16 Projected


702.000 Salaries 154,055 155,710 139,916 126,351 122,606 138,232


840.000 Repair & Maintenance 704 801 1,340 1,210 1,210 950

840.050 Snow Removal & Lawn Care 1,062 1,350 980 1,158 1,158 980

900.000 Programs - adult 400 507 85 500 500 500

901.000 Programs - Youth 400 416 368 500 500 500

940.000 Phone 758 862 1,211 1,040 1,040 607

943.000 Fuel 923 965 824 950 950 633

947.000 Electricity 1,052 896 853 900 900 985

949.000 Water 62 68 73 75 75 65

Total 166,268 169,586 152,911 140,284 136,539 151,053


702.000 Salaries 687,404 685,256 675,540 714,375 691,653 688,589

702.800 Salaries-Pages 36,343 35,127 33,890 37,800 37,800 32,836

771.000 Adult Books 60,804 71,983 68,624 73,000 73,000 71,000

771.050 Yoder Memorial 51 51 0 0 0

772.000 Youth Books 30,879 38,321 34,222 35,550 35,550 32,900


776.050 Periodicals - Youth 1,200 937 911 915 915 700




840.025 Cambell Maint Contract

840.050 Snow Removal/Lawn Care 16,340 28,839 24,340 30,000 30,000 26,000

900.000 Programs - Adult 3,931 3,820 2,991 4,000 4,000 4,000

901.000 Programs - Youth 5,084 4,999 4,607 5,000 5,000 5,000

903.000 Equipment Maintenance 0 1,415 1,135 2,000 2,000 1,000

940.000 Phone 8,162 8,083 6,676 5,300 5,300 5,112

943.000 DTE - Fuel 30,864 35,019 32,975 35,906 35,906 25,172

947.000 DTE - Electric 114,013 108,633 93,198 100,872 100,872 100,561


Total 1,114,841 1,157,725 1,080,790 1,144,342 1,121,620 1,097,341

DEPT 600 DONATIONS REVENUE

681.000 Donations Designated 0 0 7,500

681.050 Art/Cultrl Prgrm Rev 0 0 2,500

681.080 Donations/Memorials 0 0 6,500

683.100 Trustee Party Revenue 0 0 0

683.499 Annual Appeal Designated 0 0 4,862

683.600 FOL - Designated 0 0 37,966

683.800 Superior Designated 0 0 152

Subtotal 0 0 59,480


ACCT # ACCOUNT NAME

FY 2012-13

ACTUAL

FY 2013-14

ACTUAL

FY 2014-15

ACTUAL

FY 2015-16

ORIGINAL

BUDGET

FY 2015-16

AMENDED

BUDGET

Proposed

amendmentFYE

2015-16 Projected

DEP 600 DONATIONS EXPENDITURES

681.200 MI Ave Exp Designated 0 0 900

683.500 Annual Apeal Designated 0 0 2,000

781.050 Arts/Cultrl Prgm Exp 0 0 2,500

815.100 FOL Special Projects 0 0 36,667

0 0 0

0 0 0

0 0 0

Subtotal 0 0 42,067

Total Donations Net 0 0 17,414

DEP 700 GRANTS REVENUE

500.600 Grant-State of MI 0 0 3,130

500.700 NEH Grant Revenue 0 0 1,000

507.400 MCLS Grant 0 0 690

507.500 Grants Kiwanis 0 0 1,600

507.600 Grant ST of MI 0 0 5,725

507.902 ALA NEH Lat Amer 0 0 2,000

507.904 NHC-Heritage Grant 0 0 9,822

681.000 Donations desgntd 1,485

812.600 Prime Time Grant 0 0 4,658

Subtotal 0 0 30,110

DEP 700 GRANTS EXPENSE 0 0 0

681.300 Farm and Garden Grant 0 0 900

772.300 ALA Discover Tech 0 0 1,200

772.301 ALA DIA turns 20 0 0 2,100

775.400 MLCS Grant Exp 0 0 690

775.500 Kiwanis Grant Exp 0 0 1,680

775.600 MACACA Shout it out 0 0 3,300

777.600 MACACA Ypsi Song Fest 0 0 8,100

812.500 Grant NEH 0 0 1,500

812.601 Primetime exp 0 0 1,500

813.000 ALA NEH Lat Amer 0 0 2,693

Subtotal 0 0 23,663

Total Grants Net 0 0 6,447

Revenue 3,640,154 3,716,879 3,753,004 3,749,931 3,778,453 3,764,190

Total Expenditures 3,640,154 3,716,879 3,753,004 3,749,931 3,778,453 3,764,190Net Surplus (Deficit) 0 0 (0) 0 0 (0)

YPSILANTI DISTRICT LIBRARY

RESOLUTION NO. 2016-28

November 17, 2016

RESOLUTION TO AMEND THE 2015-16 BUDGET TO REFLECT PROJECTED YEAR-END SPENDING

___________________

Whereas, the Ypsilanti District Library Board of Trustees approves an annual budget prior to the December 1 start of each fiscal year, and Whereas, the budget is a working document and unforeseen changes can and do occur during the course of a fiscal year, and Whereas, accurate budget figures for each revenue and expenditure account have been approximated for year-end spending, Now therefore, IT IS RESOLVED BY THE YPSILANTI DISTRICT LIBRARY BOARD that: The Ypsilanti District Library budget for the fiscal year ending November 30, 2016 be amended as presented. OFFERED BY: ____________________________________________________________ SUPPORTED BY: __________________________________________________________ YES: NO: ABSENT: VOTE:

To: YDL Board of Trustees From: Lisa Hoenig, Library Director Date: 11/9/16 Re: Consideration of a new organization method for library policies As you know, in October the Board decided it would like to review a policy at each monthly meeting. From the start, I’ve wanted to improve the way we organize our policies. Currently they are listed in the order of their initial adoption, which can make specific policies hard to find. I would like to begin our policy review by presenting a new organization method for your consideration. The attached draft is a conversation starter which I have shared with the Policy Committee. The numbers on the left are the existing policy numbers. The letter/number combinations in the second column are proposed new identifiers. The policies could be further organized within the categories if desired. What do you think of these categories and the policies assigned to them? Shall we adopt this?

YPSILANTI DISTRICT LIBRARY POLICY MANUAL

Table of Contents DRAFT 11/9/16

Old # New #1 A1 Mission Statement/Core Values

LIBRARY OPERATIONS POLICIES4 B1 Materials Selection Policy5 B2 Minor Child's Library Records

10 B3 Internet Access14 B4 Youth Safety Policy16 B5 Wi-Fi Access Policy20 B6 Patron Behavior Policy30 B7 Library Card and Borrowing Policy

FACILITIES POLICIES8 C1 Facilities Usage Policy

19 C2 Naming Library Buildings and Space24 C3 Exhibits, Displays, Bulletin Boards Policy33 C4 Piano Policy

ADMINISTRATIVE POLICIES2 D1 By-Laws3 D2 Line of Authority6 D3 Friends of the Library

13 D4 Public Participation at Board Meetings15 D5 Freedom of Information Act21 D6 Confidentiality Policy26 D7 Library Public Relations and Media Policy31 D8 Social Media Policy32 D9 Severe Weather Closing Policy

FINANCIAL POLICIES7 E1 Credit Cards and Electronic Transfer of Public Funds Policy9 E2 Investments

18 E3 Gift Policy25 E4 Purchasing Policy28 E5 Fund Balance Policy in Accordance with GASB Statement #54

PERSONNEL POLICIES11 F1 Drug-Free Workplace12 F2 Anti-Discrimination and Harassment17 F3 Social Security Privacy Policy22 F4 Staff E-mail Policy23 F5 Staff Internet Usage Policy27 F6 Password Policy and Guidelines29 F7 Library Vehicle Usage Policy

To: YDL Board of Trustees From: Lisa Hoenig, Library Director Date: 11/8/16 Re: Trustee education video and discussion

For the November Trustee education segment we will watch the eighth video from United for Libraries’ Short Takes series, entitled “Evaluating the Library Director.” This segment is about 8-1/2 minutes long; the series was developed to educate and stimulate discussion at Board meetings. A handout accompanying the material is attached. Since this topic is on the Board’s agenda under Old Business, I suggest we amend the agenda to watch the video prior to discussion.

Evaluating the Library Director

Resource Guide

© United for Libraries: The Association of Library Trustees, Advocates, Friends and Foundations. This resource guide is for use by libraries that have purchased access to the Short Takes for Trustees video series, or by libraries included as part of a region or statewide purchase of the Short Takes for Trustees video series. No portion of this resource guide may be copied or distributed. United for Libraries 859 W. Lancaster Ave Unit 2-1 Bryn Mawr, PA 19010 Toll Free: (800) 545-2433, ext. 2161 Direct Dial: (312) 280-2161 Fax: (484) 383-3407 Web site: www.ala.org/united E-mail: [email protected] November 2014

TABLE OF CONTENTS

Evaluating the Library Director ............................................................................. 1

Trustee Tip Sheet #6: Evaluating the Library Director ........................................ 2

Sample Evaluation Forms ...................................................................................... 5

Evaluating the Library Director Ideally, what is outlined in a performance review should not come as a surprise to anyone involved. This is because the board or its executive committee should have had a discussion at the beginning of each year to set goals for achievement and professional growth with the director. These should be goals that are negotiated with the expected outcomes that clearly state how this will help move the library forward in fulfilling its mission. If you’ve completed a strategic plan, the goals should be linked to the plan. By linking evaluation to goal completion, the board can be assured that the director and the board are heading in the same direction and have identified the same priorities. In addition, this link keeps the evaluation as objective as any evaluation can ever be and, therefore, it should be an honest assessment that leads to the groundwork of setting the next year’s goals. By negotiating goals for achievement ahead of time, the director and the board know what is expected thereby avoiding any “gotchas” in the process. Whatever method you use for evaluating performance, it is critical to do so in writing. The director deserves a written evaluation and a copy should also be placed in his or her personnel file. When determining, with the director, what performance goals to focus on for the coming year, a good place to start is with the director’s job and the most recent strategic plan. While the board oversees and often initiates the planning process, the director is ultimately responsible for its implementation. Therefore, this is a good document by which to assess where the library is currently and where it needs to go to meet the goals of the plan. Though not necessarily a comprehensive list of focus areas, generally the library director should be evaluated on:

Staff relationships and management. If a staff suffers from low morale or a lack of leadership, service delivery will suffer. It’s important to assess whether a director is interacting in a positive way with staff. This can be a tricky area for assessment. On the one hand, you do not want to have staff members coming to you to report on negative aspects of a director’s performance. This is an area ripe for a disgruntled employee to exact revenge and is a highly dysfunctional course of action. There should, instead, be a written grievance policy and all employees should be compelled to follow it if they have concerns. If you’ve had several grievances, this should be of concern and should be discussed with the director as soon as they come in to try to ascertain the legitimacy of the complaints.

Many boards struggle with the idea of having the staff evaluate the director. This can help to identify problems if you suspect they are there. In a library where staff is doing excellent work and there are no signs of low morale, however, staff evaluations of the director can end up causing problems where there were none. Again, these evaluations – often done with the promise of anonymity – are perfect tools for gripes of all stripes, whether legitimate or not, and create a situation where the director is, in a way, accountable to staff rather than the other way around. It may be that the best way to evaluate this is for board members to look at the overall accomplishments of the director and the staff. If these are high, there is probably a high

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degree of mutual respect and cooperation in place. It also helps to talk to the director about the various teams that are in place, what their goals are, and what they’ve accomplished. Certainly, trustees who visit and use the library should be able to see whether the quality of service is consistently high and friendly – if not, this could be another sign of trouble.

Library goals as stated in the strategic plan. Are efforts ongoing? Is the entire staff engaged? What outcomes are evident from the work of the staff and director that show achievement and continuous improvement? What specific goals have been accomplished and which ones will need added focus in the coming year?

Financial responsibility and oversight. Is the budget on target? Is the money well spent

during the course of the year and in the “black”? Do the programs supported by the budget reflect the priorities set by the board and the strategic plan?

What about financial development? Does the library director work well with the Friends group and foundation? Have there been efforts to reduce the costs of outside services to the library in order to maximize the collection and programs budgets? Have grants been written? Have partnerships been created with civic organizations to help fund special literacy projects?

Overall quality of library services. How innovative are your library services? Do you get feedback from the public about the quality and scope of the collection? Are your services highly used? What kind of media attention do library services get? Do the services delivered meet or attempt to meet the goal of reaching everyone in the community? How does the director determine the effectiveness of service design and delivery and in what ways does he or she make changes to continuously improve services?

Community Relations Is the library director identifiable as a leader in the community?

Does he or she participate in task forces and committees within the community? Is the library regularly highlighted in the media? Does the director have the respect of community government leaders? Does the director foster a library volunteer program? Is he or she a high-profile library promoter?

Facilities Management. Does the director ensure that the library is always clean, safe and

well maintained? If the budget is lacking for maintenance upkeep, what has the director done to try to address this issue? Are marketing and merchandising techniques used to highlight the library’s collections and services? Is there good signage within the library to help patrons access various areas of service? Are signs directing community members to the library facility clear and visible? Is the exterior of the library inviting?

Board Relationships. How well is the director communicating with the board? Is the board kept up-to-date on all pertinent issues? Does the director take time to discuss national and statewide trends that may have an impact on local services? Do board packets contain meaningful information that helps members conduct their business, understand trends, set policy?1

1 Reed, Sally Gardner, and Jillian Kalonick. The Complete Library Trustee Handbook. New York: Neal‐Schuman, 2010.

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One of the most important roles the Board of Trustees has is to hire the very best library director possible, and then work with him or her to ensure that goals for service are consistently and exceptionally well met. This means that evaluation of the director is critical. Without a formal evaluation process, there is no concrete way for the director to know if he or she is meeting or exceeding expectations. Similarly, without the formal evaluation process, the board may be letting troublesome issues become worse, and the board also loses an important opportunity to put their appreciation of performance in writing.

At the beginning of each fiscal year, the board and director should set goals for performance and areas for evaluation. The performance goals should be achievable and should be determined in consultation with the director.

Areas to be addressed in setting goals should include:

• Staff relationships and management.• Board relationship.• Accomplishment of objectives set forth in the library’s strategic plan.• Financial responsibility and oversight.• Overall quality of library services.• Community relations.• Facilities management.

Within each of these areas, determine how success will be measured. This is important because it will eliminate any hard feelings if the board feels the director has fallen short, but the director feels he or she is right on target. By setting the goals and performance measures at the beginning of the year, you will have inserted objective standards into the process, making the evaluation itself more meaningful and less personal.

The evaluation process at the end of the fiscal year should be a negotiated process. Even if you’ve agreed that circulation will increase 5%, for example, there should be an opportunity to discuss any unforeseen factors that made meeting this target impossible. Use this opportunity to coach the director in areas that need improvement and to praise the director for successes.

The end of the year evaluation process is the perfect time to set new goals for the coming year based on what’s been accomplished, and what goals can make the library even better in the coming year.

continued on reverse

EVALUATING THE LIBRARY DIRECTOR

Tools for Trusteestip sheet #6 United

for Libraries

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United for LibrariesSally Gardner Reed, Executive Director (800) 545-2433, ext. 2161109 S. 13th St., Suite 117B fax (215) 545-3821Philadelphia, PA 19107 www.ala.org/united

United for Libraries tip sheet #6, continued

Important Note: While it is sometimes difficult to give constructive criticism, it’s important to let the director know during the year if you have any performance concerns. It’s not good for the library and not fair to the director if you see areas of concern but wait until the formal evaluation to address them.

In the end, the best thing you can do to ensure that you have a high performing director is to provide constant and constructive feedback on how the library is doing, and to engage in a formal evaluation process at the end of each year.

For more detailed information on director evaluations, see The Complete Library Trustee Handbook by Sally Gardner Reed and Jillian Kalonick (Neal-Shuman, 2009). This book is available at a significant discount to all United for Libraries members. For more information, visit .

updated 5/13

http://www.ala.org/united/products_services/publications

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http://www.ala.org/ala/mgrps/divs/altaff/products_services/publications

Sample Evaluation Forms United for Libraries has provided a variety of organizational tools on our website at http://www.ala.org/united/trustees/orgtools to help your Board of Trustees be more effective. Included are links to four sample evaluation forms:

Board of Trustees of the Hatfield (Mass.) Public Library Director Evaluation

Rochester Hills Public Library Board Evaluation of the Library Director

Mid-Hudson Library Director Evaluation Part I

Mid-Hudson Library Director Evaluation Part II

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Board of Trustees Information Packet...Nov 03, 2018 · E. YDL Board/Friends Fund Development F....

Documents

Transcript of Board of Trustees Information Packet...Nov 03, 2018 · E. YDL Board/Friends Fund Development F....