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Sage Library System User CouncilRegular Meeting Agenda
Tuesday, Jan 20 2015, 10.30a – 12.30p (11:30a–1:30p MST)
Webconference via GoToMeeting 1. To join, click here https://global.gotomeeting.com/join/714338597 2. Use your microphone and speakers (VoIP) - a headset and webcam are recommended.
Or, call in using your telephone.United States (Long distance): +1 (646) 749-3131 *Note: not a toll-free callAccess Code: 714-338-597
I. Call to order & roll call StokesII. Additions/deletions from agenda (ACTION) StokesIII. Approval of Nov 18 2014 minutes (ACTION) StokesIV. Open forum for the general membership StokesV. Reports
i. Sage staff Longwell/Millsii. Budget Committee & financial statement Stokes/Longwelliii. Cataloging Committee Samuels/Trunnell/Saleiv. Circulation Committee [inactive]v. Courier Committee Longwellvi. Development Committee Longwell/Millsvii. Governance / Personnel Committee Stokesviii. Special committees
VI. Previous businessi. OPAC changes Millsii. Increasing checkout limit Longwell/Mills
VII. New businessi. Catalog User Satisfaction Survey (ACTION) Samuels/Saleii. Sage Budget FY2015-2016 (ACTION) Longwell/Stokesiii. Financial Reporting/Council of Governments option Stokesiv. Evergreen Conference Nielsenv. Resource-sharing update Clay/Longwell
VIII. Agenda items for next meeting StokesIX. Review of task assignments StokesX. Adjournment Stokes
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SAGE LIBRARY SYSTEM
User Council Representatives
2015-2016 Meeting attendance
7/15/2014 9/16/2014 11/18/2014 1/20/2015
Fiscal agent (1) Perry Stokes Baker County Library District 7/1/2016 Y Y Y Y
Circulating Schools (2) Delia Wallis Hermiston School District 7/1/2015 Y Y Y
Circulating Schools (2) Ann Zuehlke Hood River High School 7/1/2016 N Y Y
Public Libraries under 5,000 (3) Theresa Chandler Elgin Public Library 7/1/2015 N Y N
Public Libraries under 5,000 (3) Pat Florenzen Vale Public Library (Trustee) 7/1/2015 Y N N
Public Libraries under 5,000 (3) Debbie Lind Wallowa Public LIbrary 7/1/2016 N Y N
Public Libraries 5-15,000 (2) Dea Nowell Umatilla County Special Library
District
7/1/2016N Y Y
Public Libraries 5-15,000 (2) Amy Hutchinson Lake County Library District 7/1/2015 N N Y
Public Libraries over 15,000 (3) Ryan McGinnis La Grande Public Library 7/1/2016 N Y Y
Public Libraries over 15,000 (3) Darlyne Johnson Ontario Community Library 7/1/2015 Y Y Y
Public Libraries over 15,000 (3) Mary Finney Pendleton Public Library 7/1/2016 Y Y Y
Academic Libraries (1) John Schoppert Columbia Gorge Community College 7/1/2016Y Y N
Resource-sharing Partners /
Special Libraries (1)
Linda Stahl Planetree Health Resource Center 7/1/2015N Y Y
TOTAL ATTENDANCE 13 6 11 9 1
46.2% 84.6% 69.2% 7.7%
Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
Present: Karen Clay (EOU), Mary Finney (Pendleton PL), Cheryl Hancock (Harney CPL), Amy Hutchinson (Lake Count LD), Darlyne Johnson (Ontario LD), Beth Longwell (Sage staff), MaryLou Martin (Sherman CPL), Ryan McGinnis (LaGrande PL), Brent Mills (Sage staff), Buzzy Nielsen (Hood River CLD), Mary Nixon (UCSLD), Dea Nowell (UCSLD), Maggie Pando (The Dalles Wasco CL), Denine Rautenstrauch (Enterprise PL), David Sale (Sage staff), Sarah Samuels (Hood River CLD), Linda Stahl (Planetree HRC), Perry Stokes (Baker CLD), Delia Wallis (Hermiston SD), Ann Zuehlke (Hood River HS ).
I. Opening comments & roll call StokesChair Stokes called to order at 10.31 am and noted attendees participating by GoToMeeting and phone.II. Additions/deletions from the agenda (ACTION) StokesThere were no additions or changes.III. Approval of September 16 2014 minutes StokesRyan McGinnis moved to approve the minutes; Mary Finney seconded. Motion passed.IV. Open forum for the general membership StokesThere were no comments.
V. Reports i. Sage staff Longwell/Mills
Beth reported developing a new support ticket system that will enhance project management abilities and allow searching of submitted tickets. A new domain & web-hosting service were purchased toward the goal of crafting a new Drupal-based website which will be a combination of the Sage Wiki,Plinkit & blog content. The new site will also allow implementation of more advanced modules such asa learning management system for training purposes. Brent added that it will also provide a more robust & centralized chat forum.
ii. Budget Committee / Financial report Clay/Longwell/StokesKaren reported the Budget Committee has met a couple of times to prepare a draft budget. The working draft is currently posted on the Sage Wiki under Budget Committee. The budget has a different look than previous due to the fiscal agent change. Looking at expenses that must be covered
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
from membership dues, notable changes include: Beth's salary is adjusted back to full time following her drop to 0.75 FTE for 6 months of the current fiscal year; Equinox support cost is reduced now that Brent and Beth have assumed more of that system support & development work; travel funds are reduced due to Brent & Beth visiting Sage sites closest to their home bases rather than traveling from one central location; telecommunications is down due to the switch from TelSpan long-distance phone conferencing to the more economical GoToMeeting which uses computers & VOIP. Courier expenses are rising due to decreasing LSTA grant support; the LSTA grant will be used to cover the Orbis-Cascade flat fee & Sage membership fees will fund the various other courier contracts. Buzzy Nielsen and Denean Rautenstrauch recently joined the Budget Committee.
The Committee has been discussing ways to cover projected expenses and concluded that approximately a 6% minimum increase of member fees is required. They are also exploring different fee structures, examining models used by other library consortia. All Sage members are encouraged to review the Draft Budget and provide feedback. Nielsen inquired about why the LSTA courier grant appears to be missing from the draft budget. Stokes explained that the draft budget is incomplete at this stage. The displayed figures are focused on projecting expenses that must be covered by Sage in order to estimate what membership fees will be.
Mary Nixon asked for details about the alternate pricing options on the draft budget. Stokes said they represent brainstorming of different approaches. Instead using the tier structure, we might assess a particular amount per person in the library's service area. In the case of Baker, for example, $0.75 per person charge would be multiplied by by Baker County population of around 16,000 resulting in a BCLD member fee of $12,000. Different rates could be used for member types, such as $2.00 per person for academic libraries, and base membership prices of $1,250 for public libraries, $2,500 for school libraries. The advantage of this approach would be increased fairness and logic, evening out some of the large fee jumps between the tier groups. When a library is near the border of a tier group,It is difficult to justify why their costs are significantly different from a library with about the same population but that is just classified in a different tier. The primary disadvantage is that making the structural change would involve significant increases for some members (20 – 60% for most of the largest libraries ). For that reason, the new structure is not being proposed for implementation in the coming fiscal year and an across-the-board percentage increase will be used. Karen noted that no
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
community colleges appeared to be present at this meeting and suggested they be contacted directly for input about the alternate pricing options (BMCC is about the same, 12% increase for TVCC).
Stokes noted that a revision to the current budget is required, so the Financial Report would be addressed as part of New Business.
iii. Cataloging Committee Samuels/SaleSarah Samuels reported the Committee has been meeting monthly to help coordinate the Sage Cataloging grant project. For reporting purposes, the grant needs establishment of various benchmarkbaselines in order to determine if project goals are met. These include how much time catalogers are spending correcting record errors and customer satisfaction. David Sale, the Sage grant project cataloger, has begun working on training and discussions are ongoing about cleanup needs & strategies and how the Committee can best provide David with leadership and oversight.
One of the primary projects involves implementing tiered cataloging logins that reflect the cataloger levels. Logins will have permissions that correspond to training. Beth and Brent are working on getting those set up. Training opportunities will be provided for the Sage membership to participate in and achieve certification at the level they need.
A subscription RDA toolkit is being explored. It's not set up for use by the general consortium. Trial accounts are being used currently. Beth and Brent have implemented a new subscription to increase the display of images in the OPAC. Standards are being crafted for the cataloging with Parts function. David and Beth are planning a Cataloger's Roundtable in Baker City on December 2. Mentors are expected to participate but all catalogers are welcome. A remote attendance option will be provided.
David suggested a motion be made to approve the draft Catalog User Survey. Stokes asked if there was a recommendation from the Cataloging Committee to approve the survey. Sale said that to his understanding that was the case. Samuels asked for clarification on the final version of the survey Salewas referring to. He provided a link to the survey for review. http://goo.gl/olyUeX
Amy said she appreciated that the survey was concise and recommended inclusion of a small catalog
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
image to help visually orient users to the topic. Stokes asked if there was a link from the survey to the catalog. Sale said not currently. Nixon asked if a print version could be produced. Sale said the web survey could be printed as needed but he could also produce a Word doc version. Buzzy said a Word doc version would be helpful to get all content on a single page. Stokes noted no comments about the question content. Nixon asked if this was the final survey recommended by the Cataloging Committee; Sale said yes. Stokes invited a motion to approve with the suggested changes to include a catalog image, link and produce a print version.
Nixon made a point-of-order that the recommendation for approval needs to come from the Cataloging Commitee Chair. Samuels said the Committee had been working closely with Sale on the survey but did not recall a formal vote for recommendation on the final version. She offered to have the Cataloging Committee review. & approve the survey at its December meeting. Sale apologized for any chain-of-command error. He believed he had Committee direction to present the survey to the User Council at this meeting and would defer to the designated Committee representative to present the approved survey at the next User Council meeting. Samuels and Stokes voiced support for that plan.
iv. Circulation Committee [inactive]No report. No new Chair has been found.
v. Courier Committee Clay/LongwellBeth said the Courier Committee had not met recently. Karen confirmed. Beth reported some courier changes : Fossil is moved to beneath Gilliam County to utilize a person who travels weekly between Condon & Fossil. This may allow them to stop using Stamps.com. Beth is looking at whether surplus LSTA funds can be used to purchase courier bags. She is still determining the number of bags required to meet current and growth needs.
Buzzy reported delivery inconsistencies experienced by Hood River recently after a change in the personnel used by Senvoy. Some days the courier is extremely low and others appear to be an accumulation of three days of material. Beth clarified that it is not weather related; Buzzy confirmed. There are indications that boxes are being opened for no apparent reason. Maggie Pando reported a
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
similar instance of being told there was no courier material on one of their busiest regular days. She wonders if they are on the correct routes. Buzzy has reported it to Senvoy.
Beth recommended being proactive and that any problems be reported to Senvoy; she may also notifyOrbis-Cascade. Buzzy said he already sent an email. Buzzy recommended the Courier Committee discuss the possibility of including a “sent date” on bags or items.
vi. Development Committee MillsBrent said work has been focused on aggregating everything onto the new Drupal site. The test server (http://sage.eou.edu ) now has a trial version of the catalog featuring a cover image slider. There was discussion about how to populate the slider. The links are styled as buttons rather than text links, which may help with mobile device use. Beth added that a subscription for additional images was purchased with Baker & Taylor. This year the funds will come from the Development allocation. She feels it is a significant improvement well worth the expenditure. Mary Finney asked if the map would continue to be available. Beth said it was always intened to just be a place-taker in that space but could be retained and put under a link if the Council would like. On discussion, there was consensus to retain the map under the About link.
Stokes asked Beth to discuss ways to populate the items featured in the slider. Beth said the images are populated with record id numbers collected by a report. Featured items could be newly added items or recently checked in items. Buzzy asked if the slider could be dynamically populated. Brent said he was working on that. Beth said the slider could be updated daily or weekly and invited feedback. Sale suggested featuring Summer Reading Program items or holidays.
vii. Governance Committee BaldoNo report.
viii. Special committeesNone.
VI. Previous businessi. Teleconference subscription (GoToMeeting/ReadyTalk) Stokes
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
Stokes said that after the Development Committee experienced some technical difficulties with Google Hangouts, they decided to look at fee-based web conferencing software. Two were available through TechSoup – GoToMeeting and ReadyTalk. GoToMeeting was significantly more economical with a $234 Annual Plan (+$10 TechSoup admin fee) compared to $600 for ReadyTalk. The subscription provides 1 organizer seat with 25 attendees; it started Nov 7, 2014 and extends through Nov 7, 2015. As of late October, the Telecommunications budget line was already 76% spent due to continued use of TelSpan so Stokes made the purchase. Beth commented that GoToMeeting was a great improvement. Stokes added that it also allows the meeting to be recorded for archival purposesor providing access to members not able to attend.
ii. Sage IGA progress report LongwellBeth said that while progress has been made, the rate of return has not yet reached 100%. An updated spreadsheet is posted on the Sage Wiki. The majority of missing IGA's are from ILL libraries. She suspects contact information may have changed and direct phone calls may be necessary. Stokes supported making phone calls to the remainder.
Amy Hutchinson asked if final copies including Sage signatures are to be returned to the member libraries. Beth confirmed and offered to send Amy a signed copy by email. Amy said that would work fine.
iii. Circ login permissions Longwell/MillsBrent continues to work on separating circulation and cataloging permissions. Starting in a couple of weeks, they plan to roll the new profiles out site-by-site rather than Sage-wide. Stokes asked if the“beta sites” were volunteering or being selected on a schedule. Beth said she did not consider them “beta sites”; testing has been completed with Hood River and CGCC so the roll-out should be straightforward. Sites will be contacted to schedule the permissions changes.
iv. Increase checkout limits Longwell/MillsBrent said a survey was conducted but based on IP data some libraries appeared to have voted multiple times A total of 37 responses were submitted, 40% approved the change, 51% said no, 8%
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
were “other.” Basically, the response was 15 yes, 19 no. Buzzy said that the survey was vulnerable to being skewed in favor of larger libraries that may have had multiple staff submitting responses. Brent said a follow-up survey may be necessary stipulating that only one vote per library is allowed. Finney said the survey was simple and she would readily re-do it. Stokes asked if there was a mechanism to issue a response credential or limit responses in some way. Buzzy said a limit per IP address may be a premium feature of SurveyMonkey. Finney recommended a field for responders to identify which library they are representing. Brent agreed to include that element.
v. Sage logo redesign project MillsBrent shared a link to the latest new logo revisions tailored to Sage member feedback. There are different iterations of colors, fonts and look of the sage leaf. Buzzy asked if the pantone palette pack could be shared; Brent said yes. Stokes asked for a recommendation for revisions or a motion to adoptone of the presented designs. McGinnis moved to adopt image #3; Anne Zuehlke seconded. In discussion, Brent asked if Sage could compensate the designer. Buzzy asked if $200 would be suitable; Stokes said that crowd-sourcing logo design sites he and Brent explored were charging $200-$300 for basic designs. McGinnis revised his motion to adopt image #3 and pay the designer $200; Zuehlke seconded. Motion passed.
VII. New businessi. OPAC changes Longwell
This topic was discussed previously. Beth asked if any objected to changing the menu links from text tobuttons. None objected; McGinnis supported the change as being more mobile and touchscreen user-friendly.
Hutchinson commented that in regards to the update frequency of the cover image slider, monthly would likely suit her patrons. Beth said she was leaning towards weekly. Discussion continued about how to select featured items. Buzzy and Ryan recommended items be both recently checked in and newly added to Sage within past 2-3 months. Beth said the query would also need to confirm a jacket image was available.
Hutchinson asked if the slider could be scoped to items only available in a particular library's
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
collection. Brent said it would be technically possible but a custom template would be required for that scoped library. Buzzy asked if the slider could be embedded into libraries' webpages; Brent said yes. Dea asked if the header could read “Featured items in Sage;” Beth said yes.
Stokes asked about the timeline for launch of the slider. Brent said it could be launched fairly quickly. Stokes said it appeared all are in favor of proceeding with the new slider design and moving the map to the About tab. Beth said she and Brent would work accomplishing the change as soon as possible and announce the change via the Sage listserv.
ii. Resource sharing outside of Sage/EOIN alternatives LongwellUse of EOIN for ILL services has been discontinued. Beth has contacted OCLC for pricing options.She is seeking more details on the subscription requirements. Meanwhile she has compiled a list of all Orbis-Cascade libraries with ILL contact info and will post it on the Sage Wiki so libraries can coordinate ILL exchange directly with the source.
iii. FY14-15 budget revision StokesStokes presented a spreadsheet with the current fiscal year original budget, expenditures to date and proposed revisions.
Under Resources, cash on hand was originally projected at $70,283 for the carryover but ended up being $95,000 + $7,100. The revised total of $102,200 is an increase of $31,917. Membership dues revenue requires a slight increase of $1,260 to match actual receipts. In sum, total resources need to increase by $33,177 to a total of $414,021.
Buzzy asked if a the Baker board would be okay with doing a Budget Hearing to implement these changes. Stokes said BCLD commonly revises its budget at the end of the fiscal year. Generally, the changes are below the threshold requiring a Budget Hearing and only a Resolution is needed but they would not mind having a supplemental Budget Hearing if necessary. Buzzy reported the Budget Hearing requirement as being $5,000 or 10% of the total. The total proposed fund change amounts to just under 9%, so a Budget Hearing shouldn't be necessary.
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
Under Requirements, the original budget contained an error in Personnel calculating Beth to work at 0.8 FTE (32 hours/week) for the full year. In actuality, the plan was for just 6 months at the reduced number of hours and a return to full-time in January. That adjustment amounts to an increase of $5,516 for salary. In addition, under benefits Beth has selected the Family level of health insurance coverage; it was originally budget at employee-only. Per BCLD policy a subsidy of 50% for family coverage is provided by the employer; so, with adjustments to PERS & other lines due to the hours change the total benefits increase required is $4,656.
Under Materials & Services, Telecommunications needs to increase to cover both the TelSpan expenses to date plus the GoToMeeting subscription; under Technology, the Equinox subcategory can be reduced by $7,500 from $10,000 down to $2,500 due to less Equinox support needed. With the $2,000 of Development funds, that brings the total Technology category to $4,500. A combination of the Resources increase, Personnel increases and Materials & Services decrease amount to a total resources increase of $30,356. That sum is proposed to be added to the Unappropriated Ending Fund Balance bringing it up from $52,500 to $82,856. The total Sage fund budget increases from $380,844 to $414,021. Stokes said the surplus funds could be allocated toward Capital Outlay or Contingency, if the Council wished.
There was no discussion or questions. Zuehlke moved to approve the proposed changes; McGinnis seconded. Motion passed.
VIII. Agenda items for next meeting Stokes• Buzzy said he would discuss the Evergreen Conference. • Karen suggested an update on resource-sharing with EOU since the ILS migration is scheduled
to happen in December. • Stokes suggested a GoToMeeting usage policy be crafted to define parameters of authorized
use. Currently, use is assumed to be authorized for Sage administrative purposes and Sage partners such as the Ready2Learn Project. A policy may be needed to clarify whether Sage members could use GoToMeeting for things such as internal communications by a district or academic member.
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Sage Library System User CouncilRegular Meeting minutes
Tuesday, November 18, 2014, Minutes prepared by Perry Stokes, Sage Chair
IX. Review of task assignments Stokes• Buzzy will continue to notify Senvoy about problems experienced.• Stokes will post a recording of the meeting on the Sage Wiki.
X. Adjournment StokesThe meeting adjourned at approximately 12:04 pm .
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9:48 AM
01/16/15
Accrual Basis
Baker Co Library - Sage Fund
Profit & Loss Budget Overview July 2014 through June 2015
TOTAL
Jul 14 Aug 14 Sep 14 Oct 14 Nov 14 Dec 14 Jan 15 Jul '14 - Jun 15 Budget $ Over Budget % of Budget
Income
4000 · Membership Dues 0.00 0.00 193,160.00 0.00 0.00 0.00 0.00 193,160.00 194,000.00 -840.00 99.57%
4010 · Grant Revenue
4011 · LSTA Grant #1 - Courier 0.00 0.00 0.00 0.00 48,592.65 0.00 0.00 48,592.65 74,371.00 -25,778.35 65.34%
4012 · LSTA Grant #2 - Cataloger 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 43,200.00 -43,200.00 0.0%
4010 · Grant Revenue - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
Total 4010 · Grant Revenue 0.00 0.00 0.00 0.00 48,592.65 0.00 0.00 48,592.65 117,571.00 -68,978.35 41.33%
4200 · Interest Income 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 250.00 -250.00 0.0%
4999 · Beginning Cash 95,000.00 0.00 0.00 0.00 0.00 0.00 0.00 95,000.00 102,200.00 -7,200.00 92.96%
Total Income 95,000.00 0.00 193,160.00 0.00 48,592.65 0.00 0.00 336,752.65 414,021.00 -77,268.35 81.34%
Expense
5000 · Sage Personal Services
5100 · Sage Staff Salaries & Wages
5101 · BL - System Administrator 0.00 3,677.44 3,677.44 7,354.88 0.00 3,677.44 3,677.44 22,064.64 49,641.00 -27,576.36 44.45%
5102 · CH - Business Manager 207.80 49.48 178.11 1,009.29 0.00 474.96 593.70 2,513.34 6,104.00 -3,590.66 41.18%
Total 5100 · Sage Staff Salaries & Wages 207.80 3,726.92 3,855.55 8,364.17 0.00 4,152.40 4,271.14 24,577.98 55,745.00 -31,167.02 44.09%
5200 · Sage Payroll Taxes & Benefits
5201 · Group Health Insurance 0.00 0.00 3,196.65 920.62 920.62 920.62 1,210.48 7,168.99 11,629.00 -4,460.01 61.65%
5203 · Life Insurance 0.00 0.00 0.00 23.70 0.00 0.00 23.70 47.40 844.00 -796.60 5.62%
5204 · PERS Retirement 21.69 706.07 -223.62 512.15 1,076.21 777.37 0.00 2,869.87 6,553.00 -3,683.13 43.8%
5205 · SS Employer Portion 15.89 285.11 272.77 595.51 0.00 295.48 326.74 1,791.50 3,798.00 -2,006.50 47.17%
5206 · SUTA Employer Portion 0.00 3.73 3.57 7.78 0.00 3.86 4.27 23.21 44.00 -20.79 52.75%
5207 · Workmans Comp 0.18 1.77 2.31 5.48 0.00 1.91 2.73 14.38 228.00 -213.62 6.31%
Total 5200 · Sage Payroll Taxes & Benefits 37.76 996.68 3,251.68 2,065.24 1,996.83 1,999.24 1,567.92 11,915.35 23,096.00 -11,180.65 51.59%
Total 5000 · Sage Personal Services 245.56 4,723.60 7,107.23 10,429.41 1,996.83 6,151.64 5,839.06 36,493.33 78,841.00 -42,347.67 46.29%
5700 · LSTA Grant #2 - Cataloger
5701 · DS - Cataloger Salary 0.00 0.00 0.00 3,607.28 0.00 2,321.50 2,321.50 8,250.28
5710 · Grant Payroll Taxes & Benefits 0.00 0.00 0.00 284.33 376.60 182.22 1,548.70 2,391.85
5700 · LSTA Grant #2 - Cataloger - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 41,361.00 -41,361.00 0.0%
Total 5700 · LSTA Grant #2 - Cataloger 0.00 0.00 0.00 3,891.61 376.60 2,503.72 3,870.20 10,642.13 41,361.00 -30,718.87 25.73%
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9:48 AM
01/16/15
Accrual Basis
Baker Co Library - Sage Fund
Profit & Loss Budget Overview July 2014 through June 2015
TOTAL
Jul 14 Aug 14 Sep 14 Oct 14 Nov 14 Dec 14 Jan 15 Jul '14 - Jun 15 Budget $ Over Budget % of Budget
6000 · Materials & Services
6100 · Accounting & Auditing 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,900.00 -2,900.00 0.0%
6130 · Courier Services & Supplies
6131 · LSTA Grant #1 - Courier 41,933.92 2,101.58 4,677.11 2,446.02 2,568.53 3,224.75 1,315.31 58,267.22 74,371.00 -16,103.78 78.35%
6132 · Sage Courier Expense 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 27,629.00 -27,629.00 0.0%
6130 · Courier Services & Supplies - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
Total 6130 · Courier Services & Supplies 41,933.92 2,101.58 4,677.11 2,446.02 2,568.53 3,224.75 1,315.31 58,267.22 102,000.00 -43,732.78 57.13%
6135 · LSTA Grant #2 Other Expenses
6135.1 · Travel 0.00 0.00 0.00 170.75 0.00 91.30 0.00 262.05 1,110.00 -847.95 23.61%
6135.2 · Contractual 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3,000.00 -3,000.00 0.0%
6135.3 · Supplies 0.00 0.00 0.00 0.00 0.00 109.23 0.00 109.23
Total 6135 · LSTA Grant #2 Other Expenses 0.00 0.00 0.00 170.75 0.00 200.53 0.00 371.28 4,110.00 -3,738.72 9.03%
6140 · Dues & Subscriptions 0.00 0.00 0.00 0.00 0.00 0.00 2,368.99 2,368.99 500.00 1,868.99 473.8%
6150 · Furniture & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100.00 -100.00 0.0%
6160 · Legal Services 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100.00 -100.00 0.0%
6170 · Miscellaneous 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 225.00 -225.00 0.0%
6180 · Postage & Freight 0.00 0.00 19.99 0.00 0.00 30.95 0.00 50.94 60.00 -9.06 84.9%
6190 · Printing 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 50.00 -50.00 0.0%
6200 · Supplies, Office 130.43 0.00 48.92 23.50 6.00 6.00 0.00 214.85 50.00 164.85 429.7%
6210 · Technical Servics (Brent Mills)
6210.5 · Less Cataloger Grant (above) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 -45,471.00 45,471.00 0.0%
6210 · Technical Servics (Mills) - Other 1,990.44 0.00 9,661.42 0.00 8,724.68 8,529.10 0.00 28,905.64 104,789.00 -75,883.36 27.59%
Total 6210 · Technical Servics (Brent Mills) 1,990.44 0.00 9,661.42 0.00 8,724.68 8,529.10 0.00 28,905.64 59,318.00 -30,412.36 48.73%
6220 · Technology
6220.1 · Equinox expense 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,500.00 -2,500.00 0.0%
6220.2 · Development 0.00 0.00 0.00 0.00 100.10 932.89 399.98 1,432.97 2,000.00 -567.03 71.65%
6220 · Technology - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
Total 6220 · Technology 0.00 0.00 0.00 0.00 100.10 932.89 399.98 1,432.97 4,500.00 -3,067.03 31.84%
6240 · Telecommunications 170.68 60.90 0.00 71.54 120.01 322.23 0.00 745.36 550.00 195.36 135.52%
6250 · Training 0.00 0.00 0.00 0.00 1,432.80 82.33 0.00 1,515.13 1,500.00 15.13 101.01%
6260 · Travel 0.00 0.00 294.88 0.00 301.86 214.47 222.75 1,033.96 3,000.00 -1,966.04 34.47%
Page 2 of 3
9:48 AM
01/16/15
Accrual Basis
Baker Co Library - Sage Fund
Profit & Loss Budget Overview July 2014 through June 2015
TOTAL
Jul 14 Aug 14 Sep 14 Oct 14 Nov 14 Dec 14 Jan 15 Jul '14 - Jun 15 Budget $ Over Budget % of Budget
Total 6000 · Materials & Services 44,225.47 2,162.48 14,702.32 2,711.81 13,253.98 13,543.25 4,307.03 94,906.34 178,963.00 -84,056.66 53.03%
66000 · Payroll Expenses 6.00 6.00 7.80 7.80 7.80 10.80 0.00 46.20
7000 · Capital Outlay 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 21,000.00 -21,000.00 0.0%
8000 · Contingency 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 11,000.00 -11,000.00 0.0%
Total Expense 44,477.03 6,892.08 21,817.35 17,040.63 15,635.21 22,209.41 14,016.29 142,088.00 331,165.00 -189,077.00 42.91%
Net Income 50,522.97 -6,892.08 171,342.65 -17,040.63 32,957.44 -22,209.41 -14,016.29 194,664.65 82,856.00 111,808.65 234.94%
Page 3 of 3
1/16/2015 Sage Libraries online catalog survey
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Sage Libraries online catalog surveyWe're seeking your feedback on our shared library catalog! (Its main page is here: http://catalog.sage.eou.edu/eg/opac/home?locg=1) Please take a few minutes to answer these questions and help us make the catalog better and easier to use!
* Required
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How often do you use the online catalog to find items, either from the library you chose aboveor from other Sage member libraries? *
More than once per week
At least once per week
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How do you prefer to access the online catalog?
From my computer at home or work
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Ask library staff to search for me
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Music recordings
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Special collections (archives, etc.)
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If you chose "Sometimes," "Rarely" or "Never" in the question above, is this because...?Choose all that apply
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Please rate your overall satisfaction with the Sage online catalog *
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Is there additional information about library items that would help you if it were added to theSage online catalog? If yes, what is it?Please type your answer
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SPECIAL FUND
RESOURCES AND REQUIREMENTS
Sage Library System Fund
2015-2016
$ CHG
Notes
RESOURCES
1 $102,200 1 Cash on hand * (cash basis), or $114,856 $12,656 1
Sum of Contingency, Capital Reserve &
Unapproppriated Fund Balance *required to
operate until membership dues come in
2 $194,000 2 Membership dues $197,045 $3,045 2 +8% GENERAL INCREASE
3 $250 3 Interest $250 $0 3
4 $117,571 4 Restricted grants $95,404 -$22,167 4
2 LSTA grants: Cataloging + Courier. Courier
grant reduced.
5 5 Miscellaneous revenue 5
6 6 6
7 7 7
8 8 8
9 0 0 $414,021 9 Total Resources, except taxes to be levied $407,555 $0 -$6,466 9
10 10 Taxes estimated to be received 10
11 11 Taxes collected in year levied 11
12 0 0 $414,021 12 TOTAL RESOURCES $407,555 $0 -$6,466 12
REQUIREMENTS
13 13 PERSONNEL SERVICES 13
14 14 Salaries 14
15 $49,641 15 Systems administrator $55,984 $6,343 15
Beth Longwell, 1.0 FTE, +1.5% COLI, Health
Ins. & PERS +5%
16 $49,641 16 Total salaries $55,984 $6,343 16
17 17 17
18 18 Benefits 18
19 $6,553 19 Retirement $7,759 $1,206 19 +10%
20 $3,798 20 Social Security $4,283 $485 20
21 $228 21 Worker's compensation $258 $30 21
22 $11,629 22 Health insurance $8,556 -$3,073 22
Employee only coverage, +10% (Change from
Family coverage in prev. year)
23 $44 23 Unemployment insurance $56 $12 23
24 $844 24 Life insurance $844 $0 24
25 $23,096 25 Total benefits $21,756 -$1,340 25
26 $72,737 26 TOTAL PERSONNEL SERVICES $77,740 $5,003 26
27 27 27
28 28 MATERIALS AND SERVICES 28
29 $550 29 Telecommunications $240 -$310 29 GoToMeeting cost only
30 $4,500 30 Technology $4,500 $0 30 $2,000 development + $2,500 Equinox
31 $2,900 31 Accounting and auditing $1,500 -$1,400 31 Estimated for financial review
DESCRIPTION
RESOURCES AND REQUIREMENTS
FORM
LB-10
Proposed By
Budget Officer
BAKER COUNTY LIBRARY DISTRICT
Actual Adopted Budget
This Year
2014-2015
Historical Data
Second Preceding
Year __________
First Preceding
Year ________
BCLD budget, 2015-16 Sage Fund Page 1 of 4
SPECIAL FUND
RESOURCES AND REQUIREMENTS
Sage Library System Fund
2015-2016
$ CHG
Notes
DESCRIPTION
RESOURCES AND REQUIREMENTS
FORM
LB-10
Proposed By
Budget Officer
BAKER COUNTY LIBRARY DISTRICT
Actual Adopted Budget
This Year
2014-2015
Historical Data
Second Preceding
Year __________
First Preceding
Year ________
32 $6,104 32 Administrative services (BCLD) $7,600 $1,496 32
Fiscal agent cost, 2% of prev. year budget
($380,844 missing adjusted cash carryover)
Incl. accounting 5 hrs/week ($5,402); admin 1
hr/wk
BCLD CFO to receive raise in FY2015-16
33 33 System support (HRCLD) $51,000 $51,000 33 Brent Mills' salary separted from Tech Services
34 $104,789 34 Technical services $52,704 -$52,085 34 Authority work + LSTA Cataloging grant
35 $100 35 Legal services $50 -$50 35 Placeholder
36 $500 36 Dues and subscriptions $1,100 $600 36
$300 for 2 OLA membreships + $800 book
covers (B&T)
37 $60 37 Postage/freight $50 -$10 37
38 $50 38 Printing $50 $0 38
39 $50 39 Supplies, Office $50 $0 39
40 $3,000 40 Travel $2,500 -$500 40
Beth's estimate for 1 visit per year is $2,500
(includes Brent costs)
41 $1,500 41 Training $4,500 $3,000 41 2 people to attend Evergreen conference
42 $225 42 Miscellaneous -$225 42
43 $100 43 Furniture and equipment $100 $0 43
44 $102,000 44 Courier $86,500 -$15,500 44
All courier costs excluding Orbis Cascade drop
sites (incl labels, clicknship, *stamps.com
dropped)
45 45 45
46 $226,428 46 TOTAL MATERIALS AND SERVICES $212,444 -$13,984 46
47 47 47
48 $21,000 48 Capital outlay $21,000 $0 48
49 49 49
50 $11,000 50 Contingency $11,000 $0 50
51 51 51
52 52 Ending balance (prior years) 52
53 $82,856 53 UNAPPROPRIATED ENDING FUND BALANCE $85,371 $2,515 53
54 0 0 $414,021 54 TOTAL REQUIREMENTS $407,555 -$6,466 54
*The balance of cash, cash equivalents and investments in the fund at the beginning of the budget year
BCLD budget, 2015-16 Sage Fund Page 2 of 4
SAGE LIBRARY SYSTEM
Membership fees
Library category
Population
Served/Students/
Average FTE over
4 yrs
2014/15 proposed
fees (approx 3%
increase) 2014/15 notes
2015/16
proposed
fees
[DRAFT 1]Increase rate 3.00% 8.00%
University Library 9,980 0
Community College (moderate)
BMCC 2,620 5,250 5,670
TVCC 2,942 5,250 gradual decrease to help offset KCC gradual increase 5,670
Community College (small)
CGCC 1,066 4,200 4,200
KCC 1,503 4,200 increase applied in steps 4,536
Public (15K - 30K)
Ontario Community Library 26,430 10,500 11,340
Pendleton Public Library (UCLSD) 23,415 10,500 11,340
Hood River Cnty District 21,725 10,500 11,340
Hermiston Public Library 21,677 10,500 11,340
Dalles/Wasco District 20,700 10,500 11,340
La Grande Public Library 19,039 10,500 11,340
Baker County District 16,450 10,500 11,340
Public (5K - 15K)
Oregon Trail Library District 10,430 8,380 9,050
Milton-Freewater Public (UCLSD) 8,750 8,380 9,050
Umatilla Public Library (UCLSD) 8,730 8,380 9,050
Harney County Library 7,715 8,380 9,050
Lake County District 7,600 8,380 9,050
Grant County Library 7,525 8,380 Automating/increase applied gradually 9,050
Public (2K - 5K)
Nyssa Public Library 3,210 1,420 1,534
Enterprise Public Library 3,184 1,420 1,534
Stanfield Public Library (UCLSD) 3,061 1,420 1,534
Union Public Library 2,892 1,420 Automating 1,534
SAGE LIBRARY SYSTEM
Membership fees
Elgin Public Library 2,516 1,420 1,534
Pilot Rock Public (UCLSD) 2,086 1,420 1,534
Vale Public Library 2,080 1,420 1,534
Public (750-2K)
Sherman County Public/Sch 1,830 1,260 1,361
Joseph 1,806 1,260 1,361
Athena Public (UCLSD) 1,698 1,260 1,361
Wallowa Public 1,435 1,260 1,361
Gilliam County Library 1,061 1,260 1,361
Weston Public Library (UCLSD) 1,009 1,260 1,361
Echo Public Library (UCLSD) 956 1,260 1,361
Arlington Public Library 824 1,260 1,361
Public (< 750)
Wallowa County Library 675 1,050 1,134
Fossil Library 465 1,050 1,134
Adams Public Library (UCLSD) 448 1,050 1,134
Helix Public Library (UCLSD) 307 1,050 1,134
Ukiah Public/School Library (UCLSD) 293 1,050 1,134
Special Library- circulating
Plaintree Medical 1,050 1,134
Schools (> 500)
Hood River High School 1,248 2,100 2,268
Ontario High School 800 2,100 2,268
Ontario Middle School 570 2,100 2,268
Schools (< 500)
Vale High School 271 1,050 1,134
Cove High School 255 1,050 1,134
Schools (<100)
Crane Union High School 88 790 853
Huntington School 81 790 853
ILL only (incl museum) 243,466
Cove Public Library 640 315 340
North Powder Public 753 315 340
North Powder School 315 340
Elgin High School 139 315 340
Hermiston High School 1,456 315 340
SAGE LIBRARY SYSTEM
Membership fees
Ione High School 55 315 340
Ione Public Library 315 340
McLoughlin High School 514 315 340
Pendleton High School 945 315 340
Stanfield High School 254 315 340
Josephy Library 315 340
Tamastslikt Institute 315 340
Grand Total $192,740 197,045
PROJECTED EXPENSES 194,780
BALANCE 2,265
Community Libraries: Baker City Haines Halfway Huntington Richland Sumpter
Phone: 541.523.6419 FAX: 541.523.9088
Toll Free: 866.297.1239 www.bakerlib.org
Director: Perry Stokes
BAKER COUNTY LIBRARY DISTRICT
2400 Resort St Baker City, Oregon 97814
2400 Resort St • Baker City, OR 97814 • 541-523-6419 • www.bakerlib.org
January 14, 2015
SAGE LIBRARY SYSTEM FINANCIAL REPORTING RECOMMENDATION
TO: Perry Stokes, Library Director; Library District Board of Directors; and Sage User Council At the January 12, 2015 regular Board of Directors meeting for the Baker County Library District, the District auditor, Kent Bailey, presented three options for us to consider for the treatment of the Sage Library System with regards to future financial reporting. The Baker County Library District Audited Financial Statements for the fiscal year ended June 30, 2014 was also presented at this meeting. The Sage Library System is included in these financial reports as an Agency Fund for which the Library District is the custodian, or fiscal agent, of Sage funds. The question proposed was the treatment of the Sage Fund for the current operating year which will set the precedence for future years as well. The three options presented by BCLD Auditor, Kent Bailey, are to:
1) continue as an Agency Fund, which, he stated, “makes sense because the Sage money is not the District’s money” and, therefore, should receive custodial treatment. This means minimal financial reporting is required;
2) re-categorize as a Special Revenue Fund, this would give a greater level of financial reporting. However, he did not recommend this one as the fund is combined with the District’s government-wide statements and would increase net worth; or
3) set up Sage as a Council of Governments, a separate government entity. He said after reading the Sage by-laws and agreements; Sage has a governance council and would be considered a “Council of Governments” in Oregon Statute 190.
Bailey went on to say that governmental accounting allows a great deal of flexibility and we are free to choose any one of these options. The Special Revenue fund (option 2) was quickly discarded by the District Board of Directors and was not recommended by the District auditor. This option is undesirable as it would distort the Library District’s financial position. That leaves two viable options to consider: As an Agency Fund, the Sage Library System would continue to operate as a department of the Library District. The District provides the government structure and policies. Employees are reported with Library District payroll reports, included in retirement, health insurance and fall under the Personnel Policy the same as other employees. The Business Manager pays bills and tracks financial data along with District funds. Monthly financial reports are given to the District Board and Sage System Manager.
Community Libraries: Baker City Haines Halfway Huntington Richland Sumpter
Phone: 541.523.6419 FAX: 541.523.9088
Toll Free: 866.297.1239 www.bakerlib.org
Director: Perry Stokes
BAKER COUNTY LIBRARY DISTRICT
2400 Resort St Baker City, Oregon 97814
2400 Resort St • Baker City, OR 97814 • 541-523-6419 • www.bakerlib.org
The negative aspect to an Agency Fund is minimal reporting requirements and annual review procedures are not required, which raises some concern. However, it is possible to request an outside review of these funds. As a Council of Governments, the Sage Library System could operate as its own entity. It already has most of the required legal documents in place (by-laws and intergovernmental agreements). It would need to register with the State, file Articles of Incorporation, and update agreements as a separate entity. There would also be a need to put administration in place, with the exception that the Library District Business Manager can continue as the treasurer as an employee of Sage. Sage would need to set up payroll reporting with Federal and State, and would file its own reports. As a Council of Governments, it can participate in PERS retirement and Special Districts for insurance. However, all of this would increase overhead costs. Kent Bailey views Sage as a “Council of Governments”, but said that it depends on what the Sage User Council wants. If the Sage Library System grows to a large budget, it can always separate in the future. It can be a District Agency Fund for the current fiscal year and separate on July 1 of this year. But if it is comfortable as part of the Library, then there is no need to do anything different. I noted under this scenario that Sage has already considered the options and elected to continue under another entity last year, for simplicity and to decrease overhead and administrative costs. I encourage the Sage User Council to consider the options and certainly to be aware of what is available to them. It is this District’s desire to support the longevity of the Sage Library System. There is a lot of information available on the Internet on this topic (references I used: Oregon Statute Chapter 190, www. oregonlaws.org/ors/294.900 Council of Governments defined, Lane County Council of Governments, Wikipedia.org/council_of_governments, Governmental Accounting Standards Board – GASB website). As the District’s Business Manager and after giving consideration to all of the options, I recommend that the Sage Library System continue as an Agency Fund under the Library District. I also recommend that we contract additional services with our district auditing firm for some review services to be performed on the Sage Fund books to add credibility and a level of accountability. The additional cost of these services can be paid for by the Sage fund which would cost considerably less than having a full review performed as a separate entity. Given the current facts, I believe this is the most efficient option for operating and continuity which benefits not only Sage but all entities involved. Sincerely, Christine Hawes Business Manager Baker County Library District [email protected]
