wcls vision: an engaged community where curiosity is ...€¦ · our fall storytime slate includes...
TRANSCRIPT
BOARD OF TRUSTEES MEETING Whatcom County Library System
October 15, 2019
Administrative Services 5205 Northwest Drive
Bellingham, WA 98226
Persons with special needs or disabilities who need special accommodations to attend the meeting are asked to contact the Whatcom County Library System at (360) 305-3600 at least 24 hours in advance of the meeting.
WCLS Vision: An engaged community where curiosity is cultivated, literacy flourishes and democratic ideals thrive.
AGENDA 1. 9:00 Call to Order. Quorum determined.
2. 9:05 Open Public Comment OpportunityThis period is set aside for persons wishing to address the Board on items that are not on the agenda. The public may also address the Board on agenda items as they are taken up.
3. 9:10 Staff & Committee Reportsa. 10 Year Service Anniversary Recognition for Laurie Dawson, presented by Eileen Shawb. Executive Directorc. Deputy Directord. Youth Services Managere. Services Committee & Performance Measuresf. Community Relations Manager & Committeeg. Personnel Committee – Trustee vacancy updateh. Whatcom County Library Foundation
4. 9:30 Consent Agendaa. Meeting Minutesb. Expendituresc. Authorization to Void Warrants
5. 9:40 Financial Report and Resolutionsa. Finance Committee Reportb. 2020 Budget Projections
6. 10:05 Board Education: 75th Anniversary History Slideshow
7. 10:20 BREAK
8. 10:30 Blaine and Birch Bay Library Building Projects
9. 11:15 Executive Session to discuss 2020 Bargaining Unit Full Contract NegotiationsBargaining Update (per RCW 42.30.140). No final action will be taken during the Executive Session. At the beginning of the session, the Library Board Chair will state the time when the session is expected to end. If the session ends early, the Board will not reconvene in open session until the stated time. If the session is not over at the stated time, the Library Board Chair will briefly reconvene the Board in open session at the stated time to announce the time to which the session will be extended.
10. 11:20 Executive Session to discuss Executive Director’s Annual ReviewPersonnel Issues (per RCW 42.30.110:g). No final action will be taken during the Executive Session. At the beginning of the session, the Library Board Chair will state the time when the session is expected to end. If the session ends early, the Board will not reconvene in open session until the stated time. If the session is not over at the stated time, the Library Board Chair will briefly reconvene the Board in open session at the stated time to announce the time to which the session will be extended.
11. 12:00 Announcements and Adjourn
2019-10-15 Item 3b Executive Director Report 2019-10-15 Item 3b Executive Director Report
Executive Director’s Report October 2019
READING Several staff led workshops at this year’s All Staff Learning Day related to book talking and reading conversations. I came away with (another) amazing list of books for my “to read” pile! This year we hosted a learning track specifically for Friends and Foundation members and invited these attendees to stay and learn alongside staff. Thank you to those trustees who were able to attend this year – the whole day was high energy and jam-packed with learning opportunities. It’s very clear that our 75 years of success has a lot to do with our excellent, motivated staff and it was great to see everyone in the same room.
ENGAGEMENT Matika Wilbur’s presentation “Project 562: Changing the Way We See Native America” brought new faces to the Ferndale and Deming libraries this month. Wilbur recounted her efforts to photograph every federally recognized tribe in the United States. Her powerful and moving speech would not have happened without the financial support of the Friends of the Deming Library, Friends of the Ferndale Library, the Nooksack Tribe, Northwest Indian Collage, Norcliffe Foundation, WECU, Sea Wolf Bakers, and Lummi Nation. Many thanks to Deming Branch Manager Katrina Carabba for initiating the idea and Leaf Schuman of the Deming Friends for leading the grantwriting effort.
ACCESS
Look once…
2
2019-10-15 Item 3b Executive Director Report 2019-10-15 Item 3b Executive Director Report
Look again…
Staff recreated a historic photo of girls lining up at the Bookmobile wearing their Barber skirts as a nod to the past and acknowledgement that WCLS has always been about providing library access to rural Whatcom County.
DILIGENT STEWARDSHIP Jackie Saul and I attended the State Auditor’s Office Roadshow on October 9 to learn about updates to BARS (Washington State’s Budgeting, Accounting and Reporting System) and The Center for Government Innovation’s Efficiency Toolbox. Did you know that providing staff a per diem amount for work-related travel expenses is considered a best practice, rather than requiring staff to furnish itemized receipts for meals and other incidentals? We’ll be reviewing our procedures and looking at ways to get value out of the SAO’s Financial Intelligence Tool.
Christine Perkins, Executive Director
3
2019-10-15 Item 3c Deputy Director Report
Deputy Director Report October 2019
ACCESS The Blaine Library Design Committee is making quick progress toward its goals. Interviews of prospective design firms concluded in September, and a contract was negotiated with the Johnston Architects/King Architecture team. Focus group meetings have been held with stakeholders at the City of Blaine, with the Library Design Committee and Friends of the Blaine Library, and with WCLS staff. The information gathered will inform design requirements and site opportunities. We can expect a design that meets the needs of a modern library and that is historically contextual, fitting in with the updated tourism plan theme, ‘Blaine by the Sea.’ Work to assess the existing structure and mechanical systems will begin immediately. Three community engagement meetings have been scheduled to inspire ideas, gather feedback, and generate interest in the project. A fourth meeting will be scheduled in early 2020 to share design details and renderings.
Community engagement meetings will be held at the Blaine Senior Center from 5:30-7:00 PM on the following dates.
Hopes and Dreams – Tuesday, 11/12/19 Developing Character – Tuesday, 12/10/19 Project Realities – Tuesday, 1/14/20
ENGAGEMENT A number of programs throughout WCLS libraries in September provided health and wellness information to participants. Topics included Hearing Aid Shopping, Dementia Care, and Overdose Prevention Education. Looking ahead, WCLS is partnering with the WWU Community Engagement Fellows, the Whatcom County Health Department, and PeaceHealth to host a series of forums titled, “Learning Together about Community Health.” The first event is scheduled to meet at the Deming Library on Thursday, Oct. 17 at 5:30 p.m.
DILIGENT STEWARDSHIP The Friends of the Island Library completed construction of a new Book Barn earlier this year. This project was supported by community contributions and has energized support and engagement for Friends activities. The Friends have relocated historical documents into the barn, freeing up space in the library’s meeting room. We will consider how this space can be used to improve library services.
Michael Cox Deputy Director
4
2019-10-15 Item 3d Youth Services Report
Youth Services Report October 2019
ENGAGEMENT The first wave of our Greetings from Whatcom County Library System postcards and mailboxes have been deployed. We have installed them at Lynden, Everson, Sumas, South Whatcom, North Fork, Deming, Bookmobile, Ferndale, and Island (pictured). Young people (and not-quite-as-young people) have already begun delivering notes to their favorite authors, and those communications are unsurprisingly winning. This project arose as a way to engage elementary-school-age children with books and stories in an original and participatory way, like the play kitchens and tool shops we have in our early learning areas, and it’s nice to see them being met with enthusiasm and curiosity.
Our Fall Storytime slate includes a few new programs, including programs featuring community helper readers, programs to wear costumes to, and a Pajama Storytime at every WCLS library that I am doing myself. In addition to the on-the-ground practice I get, and the regular thrill that comes with connecting with young children through story, the rotating program is affording me some valuable opportunities to connect with library staff, as well. I get to model excellent presentational and interactional skills with children and families, I get to watch and learn from the ways others engage, and we can reflect, briefly and informally, about what we are seeing and discovering. It’s a wonderful way to continue to build a shared vision of the place of the public library in the lives of our youngest patrons. Plus, I get to don a toasty shark onesie and call it work. Win-win (Fin-fin?).
Thom Barthelmess Youth Services Manager
5
Total436,201
Sept Sept2018 2019 2018 2019
17,211 18,512 155,742 165,582 6.3%5,568 7,655 52,049 59,876 15.0%
10,948 12,266 101,573 111,988 10.3%10,048 11,736 100,671 109,323 8.6%35,603 39,941 331,427 354,950 7.1%
2,427 2,317 25,544 23,774 -6.9%43,850 49,046 420,364 446,733 6.3%
5,662 6,145 57,081 59,093 3.5%29 62 367 583 58.9%
2,603 3,095 24,713 28,481 15.2%2,247 2,584 22,362 25,112 12.3%5,725 6,737 53,206 60,144 13.0%2,345 3,963 22,674 33,638 48.4%
144,266 164,059 1,367,773 1,479,277 8.15%
17,392 20,118 145,932 170,924 17.1%14,916 13,074 123,857 112,339 -9.3%
Kanopy 0 369 0 1,9552,034 4,863 20,178 43,171 114.0%
34,342 38,424 289,967 328,389 13.25%
178,608 202,483 1,657,740 1,807,666 9.04%
Sept Sept2018 2019 2018 2019
9,344 9,088 87,663 79,824 -8.9%4,097 4,257 36,794 35,926 -2.4%4,401 4,701 45,065 45,295 0.5%
14,982 14,386 147,884 151,997 2.8%2,477 1,632 18,362 13,688 -25.5%
13,913 15,006 145,757 142,375 -2.3%2,402 2,222 24,066 23,620 -1.9%1,780 1,809 21,618 16,506 -23.6%1,647 1,820 15,930 16,619 4.3%2,218 2,264 20,849 21,672 3.9%
57,261 57,185 563,988 547,522 -2.92%
327,958 108,243
Collection SizePhysical Electronic
North Fork
Circulation Year to Date % of Change
Physical CirculationBlaineBookmobile & OutreachDemingEversonFerndaleIslandLynden
Total
NWICPoint RobertsSumasSouth Whatcom NDX
Total
Electronic Circulation Anytime Library/OverdriveFreegal
RBdigital
Point Roberts
Total Circulation
Visitors (Door Counts) Year to Date % of Change
BlaineDemingEversonFerndaleIslandLyndenNorth Fork
SumasSouth Whatcom
Total
62019-10-15 Item 3e Performance Measures
2,923 341 10,388 3,669 -64.68%
* New Ferndale School District ConnectEd accounts (2917) added in March 2018
* New Ferndale School District ConnectEd accounts (356) added in April 2018
* New Lummi School ConnectEd accounts (323) added in June 2018
* New Lummi School and Mt Baker School District ConnectEd accounts (2164) added
in Sep 2018
Sept Sept2018 2019 2018 2019
8,951 11,191 92,059 95,127 3.3%23,115 26,520 230,517 245,193 6.4%
550 698 5,061 5,559 9.8%667 754 6,215 5,976 -3.8%
42 27 314 221 -29.6%68 68 548 487 -11.1%
Sept Sept2018 2019 2018 201936,305 39,489 332,778 358,079 7.6%
6,389 6,985 63,123 57,940 -8.2%
6,417 6,969 52,580 60,955 15.9%
Sept Sept2018 2019 2018 2019
1,372.25 1,109.75 10,978.00 10,474.50 -5%
Programs Attendance Programs Attendance Programs Attendance Programs Attendance
Adults 93 699 103 769 828 9,343 722 8,425Teens 29 763 46 923 378 5,489 507 8,374Children 86 2,202 85 1,926 898 27,896 893 30,077
Total 208 3,664 234 3,618 2,104 42,728 2,122 46,876
Lent to other libraries
New Borrowers Registered *
Patron Service % of Change
Interlibrary LoanBorrowed from BPLLent to BPLBorrowed from other libraries
Year to Date
Volunteers Year to Date % of Change
Virtual ReferenceAsk-WA Answered (Staff)Ask-WA Asked (Patron)
Electronic Resources Year to Date % of Change
WCLS.org Visits
Internet Sessions
Wifi Clients / Sessions
Volunteer Hours
ProgramsSeptember September Year to Date
2018 2019 2018 2019
72019-10-15 Item 3e Performance Measures
2019-10-15 Item 3f Community Relations Report
Community Relations Report October 2019
DEPARTMENT UPDATES • At the Oct. 22 County Council meeting, Whatcom County Executive Jack Louws will read a
proclamation honoring WCLS’ 75th anniversary.• See Whatcom READS website for a preview of this year’s beautiful graphics by local designer
Julie DeFoer of Good Eye Design. This year’s featured title is To the Bright Edge of the World byEowyn Ivey. A Western graduate and former reporter and bookseller, Eowyn also wrote TheSnow Child, which was a finalist for the 2013 Pulitzer Prize. She will be in Whatcom CountyMarch 5-7, 2020, for author events at the Ferndale branch, Whatcom Community College,Western Washington University, Mount Baker Theatre and The Jansen Art Center in Lynden.Thanks to the Fairhaven Village Inn for returning as this year’s accommodations sponsor. Newcommunity programming partners include Whatcom Museum. Whatcom County LibraryFoundation provides major funding for this popular annual event, which is marking its 12th year.
• To drive enrollment during Library Card Sign-up Month, WCLS Community Relations gatheredlibrary stories for social media. Blaine City Councilmember Alicia Rule shared a powerfultestimonial on a Sept. 27 Facebook post. Alicia’s story generated this response from an Eversonpatron: “The library is a place where my daughter has access to things she requests HERSELF.She is her own person at the library, and I love that for her.”
8
2019-10-15 Item 3f Community Relations Report
• The Community Relations committee met Oct. 2. Sarah Koehler has succeeded Debby Farmer asa branch representative. The committee discussed year-end projects, including a trial of theWCLS Music Box created by marketing agency Red Rokk, Fines Free communication withBellingham Public Library, and a countywide mailer (celebrating 75th anniversary andshowcasing new services).
Major Press This Month (articles on press table)
Press releases Thanks to communications specialist Cynthia French for writing press releases supporting Project 562 and Read & Share. We received significant coverage for both special events, including Cascadia Weekly cover stories.
• Meet local author and mountaineer Leif Whittaker at WCLS 75th anniversary Read & Shareevents
• Project 562 artist Matika Wilbur visits Whatcom County Oct. 3-5• Monthly library events release
Book reviews
• Inheritance: A Memoir of Genealogy, Paternity, and Love and 5 Ingredients: Quick & Easy Food.Bellingham Alive. October 2019
Other
• Local author to speak about following famous father’s footsteps up Mt. Everest, The NorthernLight. Oct. 2, 2019
• “Jim Whittaker’s son to talk on mountaineering,” Lynden Tribune. Oct. 1, 2019• Project 562: A closer look at Native America, Cascadia Weekly (cover story). Oct. 2, 2019• Mountain Man: In his father’s footsteps, Cascadia Weekly. Oct. 2, 2019• My Old Man and the Mountain, Project 562: Changing the Way We See Native America and
STEAM Expo (Lynden Library mentioned), Entertainment News Northwest. October 2019
9
2019-10-15 Item 3f Community Relations Report
• “Happy 75th anniversary to WCLS,” Whatcom County Historical Society newsletter. October 2019• Meet local author and mountaineer Leif Whittaker at Read & Share events as WCLS celebrates
75 years of telling stories, Whatcom Talk. Sept. 26, 2019• Native photo exhibit here Oct. 3-5, Lynden Tribune and Ferndale Record. Sept. 25, 2019• Local organization aims to connect with gardening, life skills classes (CORE classes at Blaine
Library), The Northern Light. Sept. 25, 2019 • Library event to address opioid overdose prevention, The Northern Light. Sept. 25, 2019• A great book for fall (Read & Share), Entertainment News Northwest. September 2019• “New art installed at Ferndale Library,” Ferndale Record. Sept. 11, 2019
Mary Vermillion, Community Relations Manager
10
2019-10-15 Item 4 Consent Agenda Cover Sheet
Meeting Date: 10/15/2019 Committee or Department: Administration Department Subject: Consent Agenda – Board Meeting Minutes, Monthly
Expenditures, Authorization to Void Warrants Prepared By: Jackie Saul Impact upon Budget? ☒Yes ☐No Supporting Documents: ☒Yes ☐No
Recommendation or Request: Approval of consent agenda items
Suggested Motion for Consideration: Move approval of consent agenda items as presented
Summary:
Meeting Minutes: • September 17, 2019 Regular Board Meeting
Expenditures:
General Fund: • September 1 - 15, 2019 Payroll: Nos. 1020449779 - 1020449791, (Voucher Nos. 541267 -
541415) Totaling $190,483.52 and September 16-33, 2019 Payroll: Nos. 1020606124 - 1020606136, (Voucher Nos. 541420 - 541565) Totaling $197,493.24
• ACH transactions for employee benefits and monthly sales/use tax filings totaling $166,771.90;$38,182.95 of this is for employee funded contributions to health insurance premiums, health savings accounts, PERS, and deferred compensation plans (made via payroll deduction).
• Claims 2019-25G: Warrant Nos. 1092258-1092273 Totaling $18,922.94• Claims 2016-26G: Warrant Nos. 1093100-1093151 Totaling $111,309.04
Capital Fund: • Claims 2019-15C: Warrant Nos. 1093152-109315 Totaling $2,435.92
Authorization to Void Warrants:
• Resolution 10/15/19-14 to reissue paycheck 1018410195
Alternatives: N/A
Fiscal Impact: Expenditures for approval paid from available 2019 budgeted funds.
Comments: The Finance Committee has reviewed the General and Capital Fund claims listed above. They reviewed two General Journal entries that posted in September.
Board Meeting Agenda Item Cover Sheet
11
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
UNAPPROVED MINUTES
Library Board of Trustees Regular Meeting September 17, 2019
Location
Administrative Services 5205 Northwest Drive, Bellingham, WA 98225. (Note: “Library” refers to the Whatcom County Library System—WCLS.)
In Attendance
Trustees: Marvin Waschke, Chair; June Hahn, Vice Chair; Lori Jump, Board Secretary; Brad Cornwell. Erika Nuerenberg was present via telephone from 10:35 a.m. to 11:55 a.m. Absent: Erika Nuerenberg for the periods from 9:02 to 10:35 a.m. and 11:55 a.m. to 12:40 p.m.
Staff: Christine Perkins, Executive Director; Michael Cox, Deputy Director; Jackie Saul, Director of Finance and Administration; Thom Barthelmess, Youth Services Manager; Geoff Fitzpatrick, IT Services Manager; Christina Read, Human Resources Manager; Mary Vermillion, Community Relations Manager; Lisa Gresham, Collection Services Manager; Ruth Nail, Administrative Assistant; Jennifer Rick, Foundation Development Director (after the break)
Guests: Debby Farmer, Blaine Library Manager; Diane Marrs-Smith, Lynden Library Manager and FoBBL; Wendy McLeod, Lynden Library Assistant Manager, FoBBL; Keith Alesse, FoBBL; Doralee Booth, FoBBL; Ruth Higgins, FoBBL; Pat Jerns, FoBBL; Chuck Kinzer, FoBBL; Pat Kingshott, FoBL; Carol Macmillan, FoBL; Dick Little, WCLF; Paul Steere, WCLF; Peter Young, WCLF; Jeff Lazenby, City of Blaine; Dan Gottlieb, Hillis Clark Martin & Peterson P.S.; Dave Trageser, D.A. Davidson & Co.
Call to Order
Marvin determined quorum and called the meeting to order at 9:02 a.m.
Open Public Comment
None
Staff & Committee Reports: Executive Director
In addition to her written report, Christine recognized WCLS ILS administrator Carmi Parker for her continued efforts in bringing attention to the Macmillan eBooks embargo and lobbying big library systems in the state of Washington to take leadership roles in the matter. Christine also extended her appreciation to the Whatcom County Library Foundation (WCLF) members for their attendance at their annual retreat this past weekend and their continued support and engagement.
Staff & Committee Reports: Deputy Director
12
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
In addition to his written report, Michael highlighted the increase in usage of the Bookmobile, as well as the great story in his report, in which staff of the Deming Library were able to assist a grateful patron in finding a ride to a medical procedure in Bellingham. He also noted that the meeting room at the Ferndale Library got some carpet squares replaced recently. The carpet was covered under warranty.
Staff & Committee Reports: Youth Services Manager
Thom shared his written report and noted the efforts in developing projects to better serve the underserved. He mentioned that staff are conducting a Diversity Audit of the YS Storytelling Collection. These books are shared with the youth in our community, and it is important that they feel adequately represented by, and connected to, this collection.
Staff & Committee Reports: Services Committee and Performance Measures
In addition to his written report Michael reminded us, when comparing the month-to-month statistics from August to September 2018, that the Point Roberts Library Grand Opening on August 11, 2018 generated a lot of traffic. Door counts from 2018 to 2019 are down a bit overall across the system, but not circulation. The decrease in visitors may be partially attributable to changes in adult program participation, due to a decrease in large events in 2019 compared to 2018.
Staff & Committee Reports: Community Relations Manager
Mary discussed her written report and highlighted some of the current initiatives in process from our marketing agency, Red Rokk, to increase new cardholders and community engagement. One of the newest items under development is currently on display in front of the lobby at Administrative Services. It is a prototype of a WCLS MusicBox, which is an interactive model to get people to sign up for a library card. She is looking forward to seeing its impact on engagement and branding. The current plan is to partner with businesses, such as banks and grocery stores, to place the MusicBoxes in these unexpected public locations in an effort to increase visibility.
Staff & Committee Reports: Personnel Committee
In preparation for her annual review, Brad noted that WCLS Human Resources and the Board of Trustees are busy gathering input to evaluate Christine’s performance as Executive Director.
Staff & Committee Reports: Whatcom County Library Foundation
Marvin reported on the WCLF Retreat that transpired over the past weekend and remarked that there was lots of enthusiasm and plans to do great things this coming year. It was suggested that Foundation Development Director Jennifer Rick conduct a Trustee Education session at a future Board of Trustees meeting.
Consent Agenda
The Consent Agenda included minutes of the August 20, 2019 Board of Trustees Regular Meeting as well as the following expenditures:
General Fund:
13
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
• August 1 - 15, 2019 Payroll: Nos. 1020109027 - 1020109039, (Voucher Nos. 540957 - 541107) Totaling$196,631.44 and August 16-31, 2019 Payroll: Nos. 1020291457 - 1020291467, (Voucher Nos. 541112 -541262) Totaling $200,897.80
• ACH transactions for employee benefits and monthly sales/use tax filings totaling $167,511.78;$52,333.55 of this is for employee funded contributions to health insurance premiums, health savingsaccounts, PERS, and deferred compensation plans (made via payroll deduction).
• Claims 2019-22G: Warrant Nos. 1089415-1089425 Totaling $10,145.79• Claims 2019-23G: Warrant Nos. 1090081-1090125 Totaling $29,671.52• Claims 2019-24G: Warrant Nos. 1090976-1091001 Totaling $130,079.72
Capital Fund: • Claims 2019-14C: Warrant Nos. 1091002-1091003 Totaling $3,294.78
June moved to accept the Consent Agenda as presented. Seconded and unanimously approved, with Erika Nuerenberg absent at the time of the vote.
Financial Report and Resolutions: Finance Committee Report
Jackie reviewed the Finance Committee reports, noting the current revenue trough and operating deficit, which there are sufficient cash reserves to cover, as planned. More income is expected in October, which will be sufficient to replenish this cyclical deficit.
Policy Updates
Trustees reviewed a memo written by Jack G. Johnson of the law firm Hillis, Clark, Martin and Peterson, P.S. on the subject “Elimination of Late Fines.” This memo addressed legal issues, precedents and intentions surrounding the subject matter and serves to provide the legal foundation for the 20.13 Write-Off of Uncollectable Debts Policy, Resolution No. 09/17/19-13, and updates to 4.01 Borrower’s Policy and 4.01.04 Schedule of Fines and Fees.
20.13 Write-Off of Uncollectable Debts Policy provides overt policy to waive uncollectable debt, in accordance with Washington state law, after six years. It also gives trustees the option of waiving debt on a large scale sooner than six years, by board resolution, and allows them to update policy to eliminate charging overdue fees. Trustees asked about making this policy more visible by posting it on the WCLS.org website.
Christine reviewed the current fines and collection process. WCLS is working with BPL to coordinate the discontinuation of overdue fines, beginning January 1, 2020. Lost and damaged replacement fees will still apply.
Brad moved to approve the Write-Off of Uncollectable Debts Policy as presented. Seconded. It passed unanimously, with Erika absent at the time of the vote.
Resolution No. 9/17/19-13 to Eliminate Overdue Fines and Waive Old Fines.
Chair moved to approve Resolution 9/17/19-13 as presented. Seconded. Passed unanimously, with Erika absent at the time of the vote.
14
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
4.01 Borrower’s Policy includes updating items 5, which would now state that “Effective January 1, 2020, WCLS will no longer levy overdue fees,” and updated verbiage in item 6, which addresses replacement fees. In addition to the updated document, as presented, the following amendments (in bold italics) shall be incorporated:
C. Item 4: Borrowers are normally expected to authenticate their eligibility to borrow materials each time they wish to borrow materials from the WCLS.
C. Item 6 a.: If WCLS materials are not returned within 60 days past the due date, the item(s) will be considered lost, and the borrower will be charged a replacement fee.
June moved to approve the Borrower’s Policy, as amended. Seconded. Passed unanimously, with Erika absent at the time of the vote.
4.01.04 Schedule of Fines and Fees
After review, the presented document shall include amendments to the following two item numbers:
1. Add “Annual” prior to “Nonresident card fees.”
4. Lost items or missing parts:
Change to read “Lost items will be charged to the patron’s account based on their replacement value.” Remove “according to library records.”
Chair moved to approve 4.01.14 Schedule of Fines and Fees, as amended. Seconded. It passed unanimously with Erika absent at the time of the vote.
Rescind 12.34 Drug & Alcohol Testing Policy for Employees Who Operate Commercial Vehicles
Christina Read reviewed policy and procedures, reiterating that WCLS does not currently have any commercial vehicles and no drivers requiring a CDL. This policy is therefore no longer necessary.
June moved to rescind Policy 12.34; seconded. Passed unanimously, with Erika absent at the time of the vote.
Agreement for the Exchange of Services for the Ferndale Library
The current Agreement for the Exchange of Services with the City of Ferndale for the Ferndale Library is due to expire on September 30, 2019. WCLS has been meeting with the City of Ferndale to update this agreement. Christine presented the current draft of the Ferndale Agreement for Exchange of Services for discussion and clarification, as necessary. One point is that the term will be ongoing, instead of expiring. Jackie is waiting on feedback from our brokers on the insurance requirements that are requested by the City of Ferndale but does not expect any material changes.
Brad made a motion to approve the updated Agreement for the Exchange of Services between the City of Ferndale and WCLS, as presented. Seconded. The motion passed unanimously, with Erika absent at the time of the vote.
Break
Marvin adjourned for a break from 10:25-10:35 a.m.
15
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
Blaine Library Design Committee Update
Michael remarked on the high volume of community engagement and input in the Blaine Library design. The Blaine Library Design Committee has been interviewing firms over the past week and interviews were completed Monday, September 16. The firm recommended by the Blaine Library Design Committee is the team of Johnston Architects and King Architecture (Johnston + King), and the Design Committee is seeking Board approval for Christine Perkins to enter into contract negotiations with this team. Michael highlighted David King’s knowledge of WCLS and prior experience that includes the design of the Point Roberts Library. Marvin further noted that, of the seven proposals, the selection was difficult, because all of the candidates had strong qualifications. The Design Committee is excited and confident about their recommendation. Further discussion ensued reiterating the need for specificity of responsibilities, a clear point of contact within the City of Blaine, and measurable benchmarks, now that we will have an architectural firm on record. The community outreach experience of retired Seattle Public Library Director Deborah Jacobs on the architect’s team will be appreciated with the Blaine Library project.
Brad moved to authorize Christine to enter into contract negotiations with King Architecture and Johnston Architects. Seconded. Passed unanimously, with Erika present via conference call.
Blaine – Birch Bay Capitol Projects Update
Christine discussed the results of her investigation of polling companies to conduct opinion research in Blaine and Birch Bay. The bottom line is, while it is acceptable for our library district to conduct polling and use library funds to do so, before and/or after an item is on a ballot, the polling companies do not feel that there is a large enough sample of adults in the specified region to get a sample that would yield statistically representative results. As such, the Finance Committee does not feel that this polling process would provide adequate answers to guide our decisions and is therefore not worth the expense of moving forward. Brad questioned if a lower cost poll, or other option, may be available to guide us in the levy discussion.
There is a known estimate for the Birch Bay Library building of $4.7 million total, of which a state grant of $2 million is available, with strict qualifications, leaving $2.7 million still to be raised. There was a review of past capital projects elsewhere in the county with budgets over $2 million. Jennifer Rick noted that those projects had long launch periods and large pools of dedicated fundraising staff. Further discussion addressed raising funds via general obligation bonds versus an LCFA, which requires a public vote. The maximum debt capacity that WCLS can assume, both voter-approved and non-voter approved, was discussed, along with the period that bonds may be outstanding.
Questions from those in attendance included: Is there sufficient private money available in the area to fund the Birch Bay project and/or the Blaine project? Is there private funding sufficient for one building project, or for both? Can we raise enough private money for Birch Bay in the time required? How would the borders of library capital facilities areas affect public funding options? Should we raise funds for Birch Bay individually first, with a separate option for Blaine, or should we raise capital for both Birch Bay and Blaine projects jointly?
Board Education: Library Facilities Areas and Bonds – Presentation by Dan Gottlieb and Dave Trageser
Attorney Dan Gottlieb discussed the legalities, logistics, and mechanics of establishing a Library Capital Facilities Area (LCFA), taking that information to the County Council, getting voter approval for formation of the LCFA, and getting voter approval for the bond to fund it. An LCFA essentially allows a segment of voters in a district to pay for a new library building via taxes. There have been about fifteen successful LCFAs in the state, including King,
16
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
Snohomish, Island, Kitsap, and Spokane counties. Dan has worked on at least 70% of them, with twice as many being proposed as being successful.
Mr. Gottlieb explained that the county has to create a district with specific boundaries and that voter-approved bonds are supported by excess levies for an outside maturity date and maximum amount. If there were two districts under consideration, the county commission can put the two propositions on the same special or general election ballot. LCFA formation must pass by one-vote majority, whereas the bond to fund it requires 60%, with voter turnout of at least 40% of the previous general election. Governance of an LCFA includes three members of the County Council.
Bond broker Dave Trageser delivered a presentation, “Introduction & LCFA Financing Options for Whatcom County Library System,” and discussed some of our financing options. Topics he addressed included debt structuring and analysis, fixed and variable debt, non-voted and affordability, voted bonds and tax levy impacts, bond terms and ratings, and ongoing service after the bond sale. The current and projected economic climate, and trends regarding the municipal bond market were also discussed, as well as projections assuming voter-approved bonds with today’s interest rates. He indicated that we should expect the bonds to be tax-exempt, as they are used for municipal purposes. As with private industry, better credit, which includes a longer credit history, yields lower borrowing costs. In this example, this LCFA may be expected to be a Medium Investment Grade, because it is a newer entity, and a smaller LCFA would be projected to have a marginally lower rating than a larger one. Interest rates are not locked in until you actually sell your bonds, and there are varying costs with 20-year, and 30-year terms. Mr. Trageser further outlined the bond process and the timing between the start of the process and receipt of funds via wire transfer the County Treasurer. He explained that it is possible to issue bonds at varying times, in different series, and that separate costs of issuance would apply. With non-voted bonds, credit financing (based on your general operating fund) is more difficult than voter-approved bonds.
The question was brought up as to whether a non-voter approved general obligation bond has ever been used for a library capital project in Washington State, to which Dan and Dave replied that, in their experience, it had not. Because non-voter-approved general obligation bonds do not include new revenue, they must be paid for within existing budgets. The WCLS operating budget does not have the capacity to cover debt service for a general obligation bond at this time.
Erika discontinued her telephone attendance at 11:55 a.m., due to issues hearing the meeting.
Brad excused himself from the meeting at 12:05 p.m.
Marvin thanked Dan and Dave for their time and expertise. Christine reiterated the current position of not going forward with polling, and the need to determine the best strategy moving forward in order to guide constituent groups in their actions and messaging.
The Board listened to additional input from guest attendees. Christine agreed to gather more information about the potential impacts of one or more LCFAs on both library projects so the Board could make a decision at the October Board of Trustees meeting.
Announcements and Adjourn
No further announcements.
17
Marvin adjourned the meeting at 12:40 p.m.
2019-10-15 Item 4a Consent Agenda 2019-09-17 UNAPPROVED Minutes
Next Meeting
The next meeting will be at WCLS Administrative Services on October 15, 2019 at 9:00 a.m.
Address: 5205 Northwest Drive, Bellingham, WA 98226
Lori Jump, WCLS Trustee Date Ruth Nail, WCLS
18
2019-10-15 Item 4c Consent Agenda Attachment 1
This page submitted in place of confidential information
19
2019-10-15 Item 5a Finance Committee Report
Finance Committee Report October 2019
2019 Budget Revenues - Year-To-DateSeptember 2019 (75% of FY)
Acct No DescriptionBudgeted
Revenues*Actual
Revenues YTD% of Actual
Revenues YTD
% of Budgeted Revenues
Received YTDBudget
Variance
310 TAXES311.10 General Property Taxes 8,687,097$ 5,065,930$ 86.50% 58.32% (3,621,168)$ 311.30 Sale of Tax Title Property - 1 0.00% 0.00% 1
TOTAL TAXES 8,687,097$ 5,065,931$ 86.50% 58.32% (3,621,167)$
330 INTERGOVERNMENTAL REVENUE333.4531 State Library Grants 4,842$ 4,777$ 0.08% 98.67% (65)$ 335.0232 DNR Other Trust Revenue 500 664 0.01% 132.77% 164 335.0233 DNR Timber Trust Revenue - - 0.00% 0.00% - 337.10 Local Grants, Entitlements & Other 160,656 161,393 2.76% 100.46% 737
TOTAL INTERGOV. REVENUE 165,998$ 166,835$ 2.85% 100.50% 836$
340 CHARGES FOR GOODS & SERVICES341.80 Printing & Duplication Services 30,000$ 22,375$ 0.38% 74.58% (7,625)$ 347.20 Library Use Fees 9,800 8,252 0.14% 84.21% (1,548)
TOTAL CHARGES FOR SERVICES 39,800$ 30,627$ 0.52% 76.95% (9,173)$
350 FINES & FORFEITS359.70 Library Fines 50,000$ 42,466$ 0.73% 84.93% (7,534)$
TOTAL FINES & FORFEITS 50,000$ 42,466$ 0.73% 84.93% (7,534)$
360 MISCELLANEOUS REVENUES361.11 Investment Interest 154,100$ 143,037$ 2.44% 92.82% (11,063)$ 361.4 Other Interest Earnings - 2,126 0.04% 0.00% 2,126 362.00 Space & Facil ity Rental 610 13 0.00% 2.06% (597) 367.00 Contributions & Donations 25,075 23,078 0.39% 92.04% (1,997) 369.10 Sale of Discards - 136 0.00% 0.00% 136 369.81 Overages/Underages - 48 0.00% 0.00% 48 369.9101 Other Misc. Revenue 18,000 16,059 0.27% 89.21% (1,941) 369.9102 Reimburse Lost/Damaged Books 20,000 14,512 0.25% 72.56% (5,488) 369.9103 NSF Checks - - 0.00% 0.00% - 369.9112 COBRA Reimbursement 337 337 0.01% 100.00% -
TOTAL MISC. REVENUES 218,122$ 199,346$ 3.40% 91.39% (18,776)$
390 OTHER FINANCING SOURCES395.10 Proceeds from Sales -$ 14,230$ 0.00% 0.00% 14,230$
TOTAL OTHER FINANCING SOURCES -$ 14,230$ 0.00% 0.00% 14,230$
TOTAL OPERATING REVENUE 9,161,017$ 5,519,434$ 94.25% 60.25% (3,641,584)$
Transfer from Reserves to Operating 336,933$ 336,933 5.75% 100.00% -$
TOTAL REVENUE 9,497,950$ 5,856,366$ 100.00% 61.66% (3,641,584)$
*As amended 6/18/19
20
2019-10-15 Item 5a Finance Committee Report
Revenue
• We have received 58% of budgeted property tax revenues as of the end of September. Weexpect to have about half of our annual budgeted tax revenue this time of year, as April 30 is thefirst of two annual property tax payment deadlines. The remaining amount will be paid inOctober and November.
• Intergovernmental revenues (primarily Department of Natural Resources and private timberharvest sales excise taxes) fluctuate throughout the year, with 101% of the budgeted targetreceived to date. These funds are earmarked for next year’s Capital Budget.
• We have received 77% of budgeted funds in the Charges for Goods and Services category, whichincludes patron printing and copying, room use fees, and services provided at the WhatcomCounty Jail.
• Revenue from Library fines is at 85% of the budgeted amount.• Miscellaneous revenues are at 91% of budget. This category includes investment interest,
reimbursement for lost or damaged items, donations, and reimbursement from BellinghamPublic Library for shared costs of distributing borrower notices.
• Total Operating revenue at the end of September is $5,519,434 which is 60% of the budgetedtarget. This is an increase of $249,952 over last month and a 4% increase over this period in2018.
21
2019-10-15 Item 5a Finance Committee Report
2018 2019 % ChangeTaxes 4,883,042$ 5,065,931$ 3.75%Intergovernmental 211,441 166,835 -21.10%Charges for Services 31,900 30,627 -3.99%Fines 47,053 42,466 -9.75%Miscellaneous 136,311 199,346 46.24%Other Financing Sources 1,000 14,230 1323.00%Total Operating Revenue 5,310,747$ 5,519,434$ 3.93%
Actual General Fund Revenue to Date Compared to Prior Year
22
2019-10-15 Item 5a Finance Committee Report
2019 Budget Expenditures - Year-To-DateSeptember 2019 (75% of FY)
Acct No DescriptionBudgeted
Expenditures*Actual
Expenditures YTD
% of Actual Expenditures
YTD
% of Budgeted Revenues
Received YTDBudget
Variance
SALARIES, WAGES, & BENEFITS572.10 Salaries and Wages 4,833,822$ 3,463,445$ 52.45% 71.65% (1,370,377)$ 572.20 Benefits 1,956,966 1,376,755 20.85% 70.35% (580,211)
TOTAL SALARIES, WAGES, & BENEFITS 6,790,788$ 4,840,200$ 73.30% 71.28% (1,950,588)$
572.30 SUPPLIES & MINOR EQUIPMENT572.3031 Office & Operating Supplies 142,990$ 92,666$ 1.40% 64.81% (50,324)$ 572.3032 Fuel 15,745 9,792 0.15% 62.19% (5,953) 572.3034 Collection Materials 1,200,000 591,960 8.96% 49.33% (608,040) 572.3035 Minor Equipment 211,210 138,494 2.10% 65.57% (72,716)
TOTAL SUPPLIES & MINOR EQUIPMENT 1,569,945$ 832,911$ 12.61% 53.05% (737,034)$
572.40 OTHER SERVICES & CHARGES572.4041 Professional Services 471,349$ 310,662$ 4.70% 65.91% (160,687)$ 572.4042 Communication 122,473 74,959 1.14% 61.20% (47,515) 572.4043 Travel 43,050 20,011 0.30% 46.48% (23,039) 572.4044 Taxes & Operating Assessments 2,600 1,862 0.03% 71.63% (738) 572.4045 Operating Rentals & Leases 24,849 14,955 0.23% 60.18% (9,895) 572.4046 Insurance 50,937 51,914 0.79% 101.92% 977 572.4047 Util ities 125,233 80,633 1.22% 64.39% (44,600) 572.4048 Repair & Maintenance 80,750 49,028 0.74% 60.72% (31,722) 572.4049 Miscellaneous 78,980 37,980 0.58% 48.09% (41,000)
TOTAL OTHER SERVICES & CHARGES 1,000,222$ 642,006$ 9.72% 64.19% (358,216)$
572.50 INTERGOVERNMENTAL SERVICES572.5051 Intergovernmental Services 3,562$ 3,166$ 0.05% 88.89% (396)$
TOTAL INTERGOVERNMENTAL SERVICES 3,562$ 3,166$ 0.05% 88.89% (396)$
596-599 OTHER FINANCING USES597.10 Transfers-Out to Capital 285,001$ 285,001$ 4.32% 100.00% 0$
TOTAL OTHER FINANCING USES 285,001$ 285,001$ 4.32% 100.00% 0$
TOTAL EXPENDITURES 9,649,517$ 6,603,284$ 100.00% 68.43% (3,046,233)$
NET OPERATING INCOME (LOSS) (488,499)$ (1,083,850)$ 221.87% (595,351)$ NET INCOME (LOSS) W/USE OF RESERVES (151,567)$ (746,917)$ 492.80% (595,351)$
FUND BALANCE SUMMARYBeginning Fund Balance 10,043,370$ 10,043,370$ 100.00% -$ Transfer from Reserves to Operating (336,933) (336,933) 100.00% - Net Income (151,567) (746,917) 492.80% (595,351) Ending Fund Balance 9,554,870$ 8,959,519$ 93.77% (595,351)$
*As amended 6/18/19
23
2019-10-15 Item 5a Finance Committee Report
Expenditures
• Personnel expenditures are slightly below target at 71%. This allows a small margin forunexpected costs or substitution needs.
• Supplies and Equipment expenditures are below target at 53%. This category includes collectionmaterials purchasing, which is at 49% of budget.
• The Other Services and Charges category is below target at 64%. This category includesprofessional services, property, auto, and liability insurance, utilities, and repairs andmaintenance.
• Intergovernmental Services are at 89%. This category includes a final payment toward the PointRoberts new library project and payments to local fire districts for fire protection services atWCLS owned facilities.
• Total expenditures are at $5,925,847, which is 61% of the budgeted amount. This is an increaseof $677,437 over August and a .3% increase over this period in 2018.
24
2019-10-15 Item 5a Finance Committee Report
2018 2019 % ChangeWages & Benefits 4,571,682$ 4,840,200$ 5.87%Supplies & Minor Equipment 865,822 832,911 -3.80%Other Services & Charges 552,307 642,006 16.24%Intergovernmental Services 123,653 3,166 -97.44%Other Financing Uses 468,391 285,001 -39.15%Total Operating Expenditures 6,581,855$ 6,603,284$ 0.33%
Net Income (1,271,108)$ (1,083,850)$ 14.73%
Actual General Fund Expenditures to Date Compared to Prior Year
25
2019-10-15 Item 5a Finance Committee Report
Net Income and Fund Balance
• Net income from operating activity is $(1,083,850) as of the end of September. This is typicalthis time of year due to fluctuations in property tax revenue and will increase in October andNovember.
• The Fund Balance as of the end of September is $8,959,519, a decrease of $427,485 overAugust.
• The Fund Balance is divided into Assigned and Available amounts. The Assigned Fund Balance is$8,941,118 leaving $18,401 as Available. This indicates that despite being in a tax revenuetrough, we did not need to access Cash Flow reserves.
Fund Balance Summary 2018Actual 2019 Budgeted*
2019 Actual to Date
Beginning Fund Balance 9,830,299$ 10,043,370$ 10,043,370$ Operating Revenue 9,123,862 9,161,017 5,519,434 Operating Expenditures (8,910,791) (9,649,517) (6,603,284) Ending Fund Balance 10,043,370$ 9,554,870$ 8,959,519$
Ending Fund Balance Designation Detail 2018Actual 2019 Budgeted*
2019 Actual to Date
Assigned Ending Fund Balance - Cash Flow 2,980,102$ 3,115,172$ 3,115,172$ Assigned Ending Fund Balance - Emergency 745,026 778,793 778,793 Committed Ending Fund Balance - 2019 Operating Funds 336,933 - - Committed Ending Fund Balance - Capital Transfer 168,298 285,001 285,001 Committed Ending Fund Balance - Unemployment Comp Reserve 11,420 12,152 12,152 Committed Ending Fund Balance - Birch Bay Operating Fund Reserve 600,000 600,000 600,000 Committed Ending Fund Balance - Facil ity Ownership & Library Svcs Fund Reserve 3,250,000 3,250,000 3,250,000 Committed Ending Fund Balance - Facil ity Maintenance Fund 650,000 650,000 650,000 Committed Ending Fund Balance - Operating Cost Stabil ization Fund 250,000 250,000 250,000 Total Committed and Assigned Ending Fund Balance 8,991,779 8,941,118 8,941,118 Beginning Fund Balance less Committed and Unreserved-Assigned 838,520 1,102,252 1,102,252 Net Income 213,071 (488,499) (1,083,850) Ending Available Funds 1,051,590 613,752 18,401 Ending Unreserved-Assigned 8,991,779 8,941,118 8,941,118 Total Ending Fund Balance 10,043,370$ 9,554,870$ 8,959,519$
*As amended 6/18/19
26
2019-10-15 Item 5b 2020 Budget Projections Cover Sheet
Meeting Date: 10/15/2019 Committee or Department: Administration Subject: 2020 Budget Projections Prepared By: Jackie Saul Impact upon Budget? ☒Yes ☐No Supporting Documents: ☒Yes ☐No
Recommendation or Request: Information only
Suggested Motion for Consideration: None
Summary:
This is an early draft of the 2020 WCLS General Fund Budget. It reflects information available as of October 10, 2019, with 2019 projections based on year to date revenue and expenditures through September 30, 2019. This draft is subject to further review and changes prior to adoption in December.
Of note:
• Includes a 1% increase to the 2019 levy and assumes a 15% increase to property tax revenuefrom new construction, for a total property tax revenue increase of $293,652
• Removes revenue from library fines• Does not include adjustments to salaries or rates of pay as negotiations with the Union are
pending• Includes a 14.5% increase to health insurance premiums as negotiated by our broker USI
(formerly Kibble and Prentice)• Maintains the Collection Materials budget at 13% of operating expenses
Alternatives: N/A
Fiscal Impact: Preliminary budget projections for 2020
Comments: None
Board Meeting Agenda Item Cover Sheet
27
1
2020 Budget Projections
Whatcom County Library SystemOctober 15, 2019
Assumptions 1% increase to last year’s levy
15% increase to new construction
No revenue from fines
No wage adjustments included; baseline projections only
14.5% increase to health insurance premiums
No change to health care cost sharing structure, HSA contributions
Collection Materials budget at 13% of operating expenses
282019-10-15 Item 5b 2020 Budget Projections Attachment 1
2
Understanding Levies The Levy is the amount of property tax collected
Taxing Districts (i.e. WCLS) are limited to a Levy increase of up to 1% each year, plus a percentage new construction
The Levy Rate is the amount per $1,000 of assessed value
In Washington, libraries are limited to a Levy Rate of $.50/$1,000
The Levy Rate can fluctuate based on assessed value and the Levy amount. If assessed value increases, the Levy Rate decreases. If the assessed value decreases, the Levy Rate increases.
Levy Summary2019 Highest Lawful Levy: $8,708,753
Plus 1%: $87,088
Plus new construction: $184,908
2020 Levy (projected): $8,980,749
Rate check
Projected 2020 Assessed Valuation: $21,617,492,310
$8,980,749 / $21,617,492,310 x 1000 = $.41544
292019-10-15 Item 5b 2020 Budget Projections Attachment 1
3
Fund Balance Over Time2016
Actual2017
Actual2018
Actual2019
Projected2020
Projected
Beginning Fund Balance $8,700,070 $9,367,831 $9,830,299 $10,043,370 $10,062,466
Operating Revenue 8,610,738 8,623,515 9,123,862 9,235,877 9,471,349
Operating Expenditures (7,942,977) (8,161,047) (8,910,791) (9,216,781) (9,536,950)
Ending Fund Balance $9,367,831 $9,830,299 $10,043,370 $10,062,466 $9,996,865
Change to Fund Balance $667,761 $462,468 $213,071 $19,096 $(65,601)
Fund Balance Over Time
7
8
9
10
11
2016 2017 2018 2019 2020
Mill
ion
s
Revenue Expenditures Ending Fund Balance
302019-10-15 Item 5b 2020 Budget Projections Attachment 1
2020 WORKING DRAFT BUDGET 2019 Budget
Beginning Fund Balance 10,043,370 10,043,370 10,062,466
Revenues
Taxes
General Property Taxes 8,687,097 1.77% 8,687,097 1.77% 8,980,749 3.38%
Sale of Tax Title Property - 0.00% - 0.00% - 0.00%
Total Taxes 8,687,097 1.77% 8,687,097 1.77% 8,980,749 3.38%
Intergovernmental Revenue
State Library Grants 4,842 -63.15% 4,842 -63.15% - -100.00%
DNR Other Revenue 500 4.55% 750 56.82% 750 0.00%
DNR Timber Revenue - 0.00% - 0.00% - 0.00%
Local Entitlements 160,656 -42.84% 172,000 -38.81% 172,000 0.00%
Total Intergovernmental Revenue 165,998 -43.67% 177,592 -39.74% 172,750 -2.73%
Charges For Goods & Services
Printing and Duplication Services 30,000 -0.24% 30,000 -0.24% 30,000 0.00%
Library Services 9,800 -0.02% 9,800 -0.02% 13,000 32.65%
Total Charges For Goods & Services 39,800 -0.19% 39,800 -0.19% 43,000 8.04%
Fines and Forfeitures
Library Fines 50,000 -17.77% 60,000 -1.32% - -100.00%
Total Fines and Forfeitures 50,000 -17.77% 60,000 -1.32% - -100.00%
Miscellaneous Revenues
Investment Interest 154,100 10.11% 189,000 35.04% 226,800 20.00%
Other Interest Earnings - -100.00% 2,126 -4.20% 1,000 -52.95%
Space and Facility Rental 610 -50.46% 250 -79.70% 250 0.00%
Contributions and Donations 25,075 313.73% 25,000 312.49% 6,250 -75.00%
Sale of Discards - -100.00% 150 103.64% 150 0.00%
Overage/Underage - -100.00% - -100.00% - 0.00%
Other Miscellaneous 18,000 100.00% 20,000 39.54% 20,400 2.00%
Lost/Damaged Materials 20,000 39.54% 20,000 -1.83% 20,000 0.00%
NSF Fee Recoveries - -100.00% - 0.00% - 0.00%
COBRA Reimbursement 337 -88.17% 337 -88.17% - -100.00%
Total Miscellaneous Revenues 218,122 16.74% 256,863 37.48% 274,850 7.00%
Other Financing Source
Proceeds from Sales - -100.00% 14,525 167.25% - -100.00%
Total Other Financing Sources - -100.00% 14,525 167.25% - -100.00%
Total Operating Revenue 9,161,017 0.41% 9,235,877 1.23% 9,471,349 2.55%
2019 Projected 2020 Projected
312019-10-15 Item 5b 2020 Budget Projections Attachment 2
2020 WORKING DRAFT BUDGET 2019 Budget 2019 Projected 2020 Projected
Expenditures
Salaries 4,833,822 8.98% 4,683,899 5.60% 4,830,135 3.12%
Benefits
Retirement 561,981 9.25% 538,559 4.70% 560,256 4.03%
Social Security 361,890 11.21% 358,318 10.12% 361,176 0.80%
Health Insurance 956,485 16.75% 910,835 11.18% 1,032,886 13.40%
Disability Insurance 9,695 25.16% 9,695 25.16% 9,638 -0.59%
Industrial Insurance 47,570 5.21% 47,570 5.21% 47,464 -0.22%
PFML - new in 2019 7,194 100.00% 7,194 100.00% 7,180 -0.20%
Unemployment Compensation 12,152 100.00% 12,152 100.00% 12,128 -0.20%
Qualified Moving - 0.00% 500 100.00% - -100.00%
Total Benefits 1,956,966 14.31% 1,884,324 10.07% 2,030,728 7.77%
Total Personnel 6,790,788 10.46% 6,568,223 6.84% 6,860,863 4.46%
Supplies
Office & Operating Supplies 142,990 35.59% 120,796 14.55% 105,590 -12.59%
Fuel 15,745 0.63% 15,670 0.15% 16,100 2.74%
Collection Materials 1,200,000 3.92% 1,200,000 3.92% 1,254,000 4.50%
Minor Equipment 211,210 76.95% 179,819 50.65% 215,400 19.79%
Total Supplies 1,569,945 12.52% 1,516,285 8.68% 1,591,090 4.93%
Other Services & Charges
Professional Services 471,349 43.84% 380,036 15.98% 386,819 1.78%
Communication 122,473 18.75% 109,257 5.94% 115,826 6.01%
Travel 43,050 50.15% 32,075 11.87% 35,550 10.83%
Taxes and Operating Assessments 2,600 9.62% 2,600 9.62% 2,500 -3.85%
Rentals 24,849 13.43% 23,637 7.90% 24,192 2.35%
Insurance 50,937 -0.43% 51,914 1.48% 53,417 2.89%
Utilities 125,233 -1.87% 115,031 -9.86% 120,797 5.01%
Repair & Maintenance 80,750 96.98% 73,986 80.48% 95,368 28.90%
Miscellaneous 78,980 130.91% 54,911 60.54% 74,530 35.73%
Total Other Services & Charges 1,000,222 35.58% 843,447 14.33% 908,998 7.77%
Intergovernmental Services 3,562 -97.80% 3,825 -97.64% 3,000 -21.57%
Other Financing Uses
Adjustments - 0.00% - 0.00% - 0.00%
Transfers-Out to Capital 285,001 -39.15% 285,001 -39.15% 173,000 -39.30%
Total Other Financing Uses 285,001 -39.15% 285,001 -39.15% 173,000 -39.30%
Total Personnel 6,790,788 10.46% 6,568,223 6.84% 6,860,863 4.46%
Total Non-Personnel 2,858,729 3.46% 2,648,557 -4.15% 2,676,088 1.04%
9,649,517 8.29% 9,216,780 3.43% 9,536,950 3.47%
Total Operating Expenditures 9,649,517 8.29% 9,216,780 3.43% 9,536,950 3.47%
Total Operating Revenues 9,161,017 0.41% 9,235,877 1.23% 9,471,349 2.55%
Total Operating Expenditures 9,649,517 8.29% 9,216,780 3.43% 9,536,950 3.47%
Net Operating Income/(Loss) (488,499) -329.27% 19,097 -91.04% (65,601) -443.52%
Use of Assigned Fund Balance 336,933 336,933 -
Net Income with Use of Fund Balance (151,567) -131.70% 356,030 -25.53% (65,601) -118.43%
Ending Fund Balance 9,554,870 -4.86% 10,062,466 0.19% 9,996,865 -0.65%
322019-10-15 Item 5b 2020 Budget Projections Attachment 2
2020 WORKING DRAFT BUDGET 2019 Budget 2019 Projected 2020 Projected
Fund Balance Summary
Beginning Fund Balance 10,043,370 10,043,370 10,062,466
Committed and Unreserved-Assigned Fund Balances
Cash Flow Reserve 3,115,172 3,041,538 3,147,194
Emergency Reserve 778,793 768,065 794,746
Transfer to Operating Budget - - -
Capital Transfer Reserve 285,001 182,739 182,739
Unemployment Compensation Reserve 12,152 12,152 12,128
Birch Bay Operating Fund Reserve 600,000 600,000 600,000
Facility Ownership Fund 3,250,000 3,250,000 3,250,000
Facility Maintenance Fund 650,000 650,000 650,000
Operating Cost Stabilization Fund 250,000 250,000 250,000
Total Committed and Unreserved-Assigned Bal. 8,941,118 8,754,494 8,886,807
Beginning Balance less Unreserved-Assigned 1,102,252 1,288,876 1,175,660
Net Operating Income (488,499) 19,097 (65,601)
Ending Available Funds 613,752 1,307,973 1,110,058
Ending Reserved/Assigned 8,941,118 8,754,494 8,886,807
Ending Fund Balance 9,554,870 10,062,466 9,996,865
332019-10-15 Item 5b 2020 Budget Projections Attachment 2
- Which alternative has the highest likelihood of success?
Alternatives: as discussed
Fiscal Impact: as discussed
Comments: None
Meeting Date: 10/15/2019 Committee or Department: Administration Subject: Blaine and Birch Bay Library Building Projects Prepared By: Christine Perkins Impact upon Budget? ☒Yes ☐No Supporting Documents: ☒Yes ☐No
Recommendation or Request: Will vary depending on how the discussion goes.
Suggested Motion for Consideration: Will vary depending on how the discussion goes.
Summary:
At the September 2019 Board of Trustees meeting, the Board decided not to pursue polling in the Blaine and Birch Bay area as it would not be possible to generate a statistically representative sample. Since then, staff have been working to pull together data to help the Board hone in on a strategy for success. We will share what we have found at the Board meeting.
Points of discussion include:
- What is the main objective?
• Two new libraries, one in Blaine and one in Birch Bay? – OR –• Being able to access the State Department of Commerce funds for the Birch Bay
Library before the deadline?
- What patterns help us identify which people will use which library? Will there be crossover?
- What is the projected population for each library’s service area?
- What is the assessed value of each area?
- How does the assessed value impact levy rates for each Library Capital Facilities Area?
- What is the voting record of each area?
- Does past behavior indicate future behavior or have enough new people moved into the area that past behavior is not relevant?
- How does WCLS’s Facilities Policy play into any decision-making? (copy attached)
Board Meeting Agenda Item Cover Sheet
342019-10-15 Item 8 Blaine and Birch Bay Library Building Projects Cover Sheet
2019-10-15 Item 8 Blaine and Birch Bay Library Building Projects 7.01 Facilities Policy
7.01 FACILITIES POLICY
REVISED: March 28, 2017; July 15, 2014 ADOPTED: February 20, 2007 POLICY NUMBER: 7.01 RELATED POLICIES: 4.03 Library Service Area Analysis Policy, 7.02 Facilities Contracts Policy Statutory Reference: RCW 27.12.210, RCW 39.30.010
Scope: This policy directs WCLS in regards to owning and/or operating library facilities. It supersedes 7.01 Acquisition, Ownership, and Operations of Whatcom County Library System Facilities Policy. It gives authority to WCLS to select a site, acquire, own, and/or operate library facilities within the Whatcom County Library System service area when it is in the best interest of WCLS to do so. In other cases, WCLS may agree to operate a library facility owned by another entity. This policy also gives guidelines for site selection regardless of building ownership.
A. Policy Statement Whatcom County Library System will consider multiple options, as appropriate, to acquire facilities in which to provide library service. The Executive Director, or designee, is authorized to enter into negotiations and conclude agreements for such facilities, subject to Board of Trustees approval. In certain cases, it may be in WCLS’s best interest to construct a new facility, or to assume ownership of land or of an existing facility. In others, WCLS may agree to operate a facility owned by a municipality, Friends of the Library group, or other organization.
B. Site Selection When reviewing a site for a new or expanded library facility, whether owned by the Whatcom County Library System or others, WCLS prefers sites that will maximize the use of the facility over the long term, providing more value than the original investment made in land or building. WCLS may include in its considerations the following fundamental factors:
• Optimal service provision to the greatest possible number of residents within the entire District.• Broad distribution to maximize reach throughout the District.• Need for service.• Community support for facility ownership.• Proximity to population centers and areas with projected growth.• Visibility and proximity to frequently travelled routes and public transit.• Proximity to other services, businesses, schools, child care centers, or senior centers.• Site capacity including space for ample parking.• Availability of off-street or other safe, well-lit parking and walkways to entrances.• Locations for signage that easily identifies the library from the street and surrounding roads.• Building placement that allows safe and convenient entrance and exit for library users, staff, and
deliveries.• Size appropriate to community served.• Condition of existing facility and/or long-term maintenance costs.• Cost factors including land acquisition, site development, and construction costs.
35
2019-10-15 Item 8 Blaine and Birch Bay Library Building Projects 7.01 Facilities Policy
Legal Considerations Regarding Site Selection
• The policies of the WCLS Board of Trustees shall apply in all matters pertaining to operation ofWCLS, including the selection and retention of materials and open public access to the collection,services and facilities. This is in accordance with RCW 27.12.210.
• Title to a potential site should be reviewed early in the process to assure that there are noeasements or other legal considerations that would unduly restrict use of the property or imposefinancial or other liability on WCLS.
• Care should be taken to determine whether any existing zoning requirements for library use canbe met within a reasonable time period.
• The building must be constructed or remodeled to meet all applicable legal requirements for publicuse, including fire and safety codes and American Disabilities Act (ADA).
C. Acquisition When a site has been identified for possible acquisition by WCLS, the WCLS Board of Trustees may hold an Executive Session to discuss real estate transactions, particularly when public knowledge regarding the Board considerations would cause a likelihood of increased price as provided by RCW 42.30.110(1)b.
The preference would be for WCLS to obtain an option to purchase land for a future library. The option would be exercised at such time as funding for the purchase is secured from any source.
D. Ownership When WCLS purchases land and/or provides 10% or more of the funding to construct a library facility, and/or initiates the establishment of a Library Capital Facilities Area (“LCFA”) to acquire and construct a library, WCLS will have ownership of the facility when it is in the best interests of WCLS to do so.
When a facility is owned by another governmental jurisdiction, WCLS may enter into an interlocal agreement to operate the facility. Such agreement shall specify the obligations and responsibilities of the respective jurisdictions. Occupancy responsibilities will be outlined in the WCLS Agreement for Exchange of Services unless negotiated otherwise.
When the facility is owned by any non-governmental entity, WCLS may enter into an agreement for the purchase, lease, or occupancy of said facility. Occupancy responsibilities will be outlined in the WCLS Agreement for Exchange of Services unless negotiated otherwise.
All agreements and contracts, other than purchase agreements, shall specify the responsibilities of the parties for maintenance, repair and operation of the facility.
E. Conditions of Property Transfer Currently, most of the facilities in which WCLS operates are owned by other entities. In the future, the property owners may wish to transfer property to WCLS. WCLS will assume ownership of an existing community library facility only in a community that meets both of the following conditions:
1. Located within the Library District, and2. At a full levy rate with the Library District.
Whatcom County Library System will assume ownership of a community library facility only when WCLS deems the facility to be in acceptable physical condition.
Whatcom County Library System will only assume ownership when the property is transferred without restriction.
36
FuFunds for Capital Projects may be transferred to the Capital Fund from the General Fund.nds Funds for Capital Projects may be transferred to the Capital Fund from the General Fund.
F. Administrative Provisions The expense of maintaining district-owned facilities is considerable and is the responsibility of WCLS. A reserve fund exists to cover major maintenance and repair expenses. The conditions of occupancy for buildings that are not owned by WCLS shall be specified in a written agreement between WCLS and the building owner.
G. Funding of Capital Projects
1. Bonds
WCLS may issue bonds to finance capital projects in an amount not to exceed one-tenth of one percent of the value of the taxable property within the Library District without voter approval. The maximum term of such nonvoter approved bonds may not exceed 6 years. With the approval of 60% of the voters at an election at which the number of voters was equal to at least 40% of the number of votes cast in the last general election, WCLS may issue bonds to finance capital projects in an amount not to exceed one-half of one percent of the value of the taxable property within the Library District.
In lieu of issuing its own bonds, WCLS may ask the voters of a locality to be served by a new library facility to approve the creation of an LCFA as a separate taxing district and authorize its issuance of voter approved bonds for the purpose of funding the acquisition, construction, furnishing and equipping such library facility. If those measures are approved, the LCFA and WCLS would enter into an interlocal agreement regarding acquisition, construction, operations, maintenance and ownership of the new library facility.
2. Other WCLS Funds
When WCLS intends to purchase land or construct a library facility, the Board of Trustees may authorize a budget amendment to allocate the funds to do so.
In cases where a municipality, Friends group, or other organization is constructing a facility that WCLS has agreed to operate, the Board of Trustees may choose, as funds allow, to dedicate funds towards the construction costs. After receiving a written request for funding by the future facility owner, the Board may begin consideration of the use of these funds for a specific project when one or more of the following conditions have been met:
a. Funds already raised by other interested parties are equal to or greater than 60% of the totalproject estimate;
b. Building owner and/or fundraising committee have exhausted options from grant-makingorganizations and other donors;
c. Any public vote to raise the remaining funds (levy, bond, etc.), if taken, passed by a simplemajority but failed to reach a supermajority to enact the tax; and/or
d. Costs to complete the project are expected to escalate if the project is not completed in a timelymanner.
The WCLS Board of Trustees retains the right to make exceptions to these conditions if it is in the best interest of the District to do so.
The amount to be allocated to a specific project is at the discretion of the WCLS Board of Trustees, and is based on funds available, number of people in the affected service area, amount needed to complete the project, and other anticipated projects that may require funding.
372019-10-15 Item 8 Blaine and Birch Bay Library Building Projects 7.01 Facilities Policy
2019-10-15 Item 8 Blaine and Birch Bay Library Building Projects 7.01 Facilities Policy
H. Operation of Library Facilities When a library facility operated by WCLS is owned by another entity, WCLS and the entity will negotiate an agreement that addresses, at a minimum, long-term maintenance of the facility, day-to-day maintenance, cost of utilities, any assessments, and property insurance.
Adopted by the Whatcom County Library System Board of Trustees
38