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AGENDA Garfield County Public Library District Board of Trustees Meeting
Date: Thursday, November 2, 2017 Place: Parachute Branch Library, Parachute, CO
I. CALL TO ORDER
A. Roll Call B. Recitation of the Board Mission Statement C. Public Participation: 3 minutes per person D. Approval of the agenda
II. CONSENT ITEMS FOR APPROVAL
A. Minutes of Library Board meeting, October 5 (pp. 1-3) B. Claims for Board Approval General Fund September 16, 2017 through October 15, 2017 (pp. 20-
21)
III. PRESENTATION A. Friends of the New Castle Library, Peggy Sconce
IV. FINANCE
A. Finance update, Kevin Hettler B. Budget Committee update, Kevin Hettler, Jesse Henning C. Resolution to adopt 2018 budget (Resolution 17-006) (pg. 5)
V. FACILITIES
A. Facilities Report, Jerry Morris
VI. BRANCH REPORT A. Parachute Interim Branch Manager, Amy Shipley B. Introduction of Parachute Branch Manager, Joe Gunter
VII. DIRECTOR REPORTS
A. Executive Director, Jesse Henning i. FMLD grant update
ii. Staff Day update iii. Foundation projects update
B. Assistant Executive Director, Amy Shipley i. Staffing and district operations update
VIII. GENERAL ITEMS
A. Amendment to Volunteer Policy (pp. 7-9) B. Resolution to close Alpine Bank Flexible Spending and Wells Fargo Specific Ownership Tax
accounts (Resolution 17-007) (pg. 6) C. SOAR Analysis discussion and strategic planning timeline
IX. INFORMATION ITEMS
A. 2018 budget summary (pg. 4) B. Amended Volunteer Policy (pp. 7-9) C. Branch narratives (pp. 10-14) D. Staffing report (pg. 15) E. September financial data visualization (pp. 16-17) F. Sales tax revenue report July 2017 (pp. 18-19)
G. September Alpine Bank credit card statement (pp. 22-23) H. Profit and loss to budget General Fund September 2017 (pp. 24-25) I. Balance sheet General Fund September 2017 (pp. 26-27) J. September service statistics (pp. 28-29)
X. EXECUTIVE SESSION
A. Pursuant to C.R.S. §24-6-402(4)(f) to discuss personnel matters. Next Board Meeting- December 7, 2017 at the Rifle Branch Library, Rifle, CO 81650 Adjourn meeting. This agenda is subject to change, including the addition of items up to 24 hours in advance or the deletion of items at any time. All times are approximate. If special accommodations are necessary per ADA, please call 625-4270 prior to the meeting. Prepared by: Jesse Henning Posted on: October 26, 2017
GARFIELD COUNTY PUBLIC LIBRARY DISTRICT
RECORD OF PROCEEDINGS: BOARD OF TRUSTEES MEETING Rifle Branch Library, Rifle, CO
October 5, 2017
I. CALL TO ORDER Todd Anderson called the meeting to order at 6:06pm. Jesse Henning conducted the roll call. BOARD MEMBERS PRESENT: STAFF PRESENT: Todd Anderson (remote) Jesse Henning Sandi Kister (remote) Amy Shipley Adrian Rippy-Sheehy Kevin Hettler Perry Sweeney Jerry Morris Alice Bedard-Voorhees Stephanie Freas Monica Miller Brenda Kingen PUBLIC PRESENT: Jean Pristas, Peggy Sconce. GUESTS PRESENT: None. BOARD MEMBERS EXCUSED: Michelle Foster PUBLIC COMMENT SECTION: None. AGENDA CHANGES/ADDTIONS: None. I. CALL TO ORDER A motion to approve the agenda was made by Kister, seconded by Bedard-Voorhees. Motion passed unanimously. Peggy Sconce with the New Castle Friends expressed her concerns about the division between the New Castle Friends and the Garfield County Libraries Foundation. II. CONSENT ITEMS FOR APPROVAL A motion to approve the consent items was made by Rippy-Sheehy, seconded by Sweeney. Motion passed unanimously.
III. FINANCE Finance update, Kevin Hettler August 2017 Financials: August 2017 Year to date income was 103.28% of budget ($3,776,610 actual , $3,656,008 budget) while expenses were 163.1% of budget ($3,567,576 actual and $2,187,362). The reason for this variance is due to the timing of the new debt service in 2017. This variance will self-adjust in December. The 2017 COP refunding transactions are reported at the bottom of the profit and loss statement shown as "Other Financing Sources and Uses".
Total cash assets, as of August 31, 2017 totaled $3,520,801 compared to $5,107,494 the previous month. The main reason for this fluctuation was due the 2017 COP Debt service payment being made in August. Sales Tax Revenue: Sales tax revenue (before the refund) in June, 2017 was $234,797 which was up $16,282 or 7.45% from June, 2016. Sales tax revenue (before the refund) from Jan through June 2017 is up $117,762 or 11.11% from the same period in 2016. Sales tax revenue (after the refund) in June, 2017 was $233,936 which was up 7.65% from June, 2016. Year to date sales tax refunds total $74,010. COP expense and income will be presented in its own column moving forward in financial statements per GAAP standards. The District may exceed its TABOR revenue limit this year, final numbers will be available in March 2018. Auditor’s costs are projected to increase 9% for 2018 due to a number of financial transactions above and beyond the original audit bid. Budget Committee update, Kevin Hettler, Jesse Henning The proposed budget is open for public comment and has been presented to the Garfield County Board of County Commissioners. The next Budget Committee meeting will take place on 10/18/17 to digest public comment and finalize the budget. The Committee will need to reconcile 2018 library courier costs and the delay in Verizon rental implementation at the next meeting. IV. FACILITIES Facilities report, Jerry Morris Failing meeting room chairs are slated to be replaced on warranty. Changes and upgrades to library shelves are planned for Rifle and New Castle. Construction continues in the Glenwood Springs building – Jerry has involved RA Nelson administration to expedite the work. Jerry is working with the Colorado Mountain College to provide after-library-hours access to the building. GCPLD/Morgridge Commons signage has been installed at the building. Landscaping between the Carbondale Branch and Bridges High School has been resolved through a meeting with the Roaring Fork School District. Jerry will be cleaning the windows on the buildings over the next few months. The air conditioning is out on both of the District vehicles. VI. BRANCH REPORT Rifle Branch Manager, Stephanie Freas Eclipse programs were wildly successful at the Rifle Branch – 170 participated in a standing-room-only program with over 400 coming to the branch. The RFID book return sorter is being debugged by Bibliotheca and Marmot. 20 new volunteers worked in the Rifle Branch, donating 289 hours of time. Stephanie and the Rifle staff are working on streamlining the volunteer training and recruitment process. Stephanie has joined the Rifle Downtown Development Authority. VII. DIRECTOR’S REPORT Director evaluation update Jesse’s one-year anniversary as Executive Director is October 10th and he will need to be evaluated at the next Board meeting. He will work on the standard GCPLD evaluation form and
deliver it to Todd for distribution to the rest of the Board. A motion to extend the Executive Director’s contract to November 2 was made by Miller, seconded by Sweeney. Motion passed unanimously. District operations update Everything ran smoothly while Jesse was out of town – testament to skilled and diligent staff. Since the hours change, the District has not had to emergency-close a branch due to staffing levels. New Castle needed to close for a power outage on 10/2/17. Amy was interviewed by Aspen Public Radio to discuss the hours change. Paperwork to finalize the CMC property transfer is currently being worked on by CMC and District legal counsel. Staffing update Joe Gunter is joining the staff as the next Parachute Branch Manager. Sara Murphy has joined the Silt and New Castle team as a Library Assistant and Aubrey Salazar is joining Parachute as a Page. Strategic planning update Staff will take part in the Aspen Institute SOAR analysis at Staff Day on 10/24. The District is looking at public opinion consulting firms to gather community input. The Board will take the SOAR analysis as a web form. VII. GENERAL ITEMS Staff recognition letter discussion The Board discussed a staff recognition letter and plans to distribute the letter in the month of October after gathering Board member signatures. Follow-up from EveryLibrary strategy meeting The next steps suggested by consultant Patrick Sweeney will be to collect some sort of public opinion information about residents’ feelings about the library and their aspirations for the future. The strategic planning process will need to be completed before the Board can move forward with any potential asks for increased funding. December meeting location A motion to change the location of the December meeting to the Rifle Branch was made by Kister, seconded by Anderson. Motion passed unanimously. A motion to adjourn was made by Miller, seconded by Sweeney. Motion passed unanimously. The meeting adjourned at 8:55pm. NEXT MEETING The next scheduled board meeting will be held at the Parachute Branch Library on November 2, 2017 at 6:00pm. ________________________________ Todd Anderson, President, Board of Trustees ________________________________ Sandi Kister, Secretary/Treasurer, Board of Trustees
GARFIELD COUNTY PUBLIC LIBRARY DISTRICTPROPOSED BUDGET FOR 2018 - Presented Sept 7, 2017; Presented Nov 2, 2017This budget is for the operations of all public libraries in Garfield County, Colorado
Revenue is from $.25 Garfield County Sales Tax; 1.000 Mill Levy Property Tax
Method of Accounting is Modified Accrual 2016 2017 2018
YEAR END ADOPTED PROPOSEDACTUALS BUDGET BUDGET
Estimated Fund Balance at Beginning of Year 5,026,580 5,177,089 5,177,089
INCOMESales Tax Income 2,285,847 2,200,000 2,200,000 Property Tax 3,423,183 2,212,311 2,177,000 SO Tax 164,683 164,000 164,000 Interest on Investments 26,355 10,000 15,447 E-rate Income 4,564 - - Other Income (grants, donations, etc) 27,923 48,637 210,337 Fines, Fees, Other Misc. Income 145,650 145,296 145,296
Total Income 6,078,206$ 4,780,244$ 4,912,080$
COST OF RECEIVING REVENUESales Tax Refund 134,405 100,000 100,000 Treasurers Fees 111,387 88,246 87,540
TOTAL REVENUE AFTER COSTS 5,832,414 4,591,998 4,724,540
EXPENDITURESTOTAL DEBT SERVICE 1,828,616 1,828,000 1,659,800 TOTAL FOR WAGES & BENEFITS 2,518,047 1,844,553 1,917,240 TOTAL FOR LIBRARY SERVICES 624,668 401,908 452,607 TOTAL PROFESSIONAL AND TECHNICAL 32,593 45,000 45,440 TOTAL BUILDING OVERHEAD 417,320 313,603 393,795 TOTAL EQUIPMENT OVERHEAD 60,786 41,704 199,406 TOTAL OTHER OVERHEAD 68,292 69,700 60,600 TOTAL ADVERTISING AND MARKETING 16,068 4,980 7,180 TOTAL VEHICLES 5,514 4,700 5,404 TOTAL PARTNERSHIPS 50,000 25,000 33,000 TOTAL CONTINGENCY - 12,849 10,068
TOTAL EXPENDITURES 5,621,905$ 4,591,998$ 4,784,540$
NET PROFIT/(LOSS) 210,509 - (60,000)
START / (USE) OF REPLACEMENT FUND 60,000 - (60,000)
Addition to Fund Balance 150,509 - -
FUND BALANCE AT 12/31 5,177,089 5,177,089 5,177,089
RESOLUTION: 17-006 A RESOLUTION/AN ORDINANCE SUMMARIZING EXPENDITURES AND REVENUES FOR EACH FUND AND ADOPTING A BUDGET FOR THE GARFIELD COUNTY PUBLIC LIBRARY DISTRICT IN GARFIELD COUNTY, COLORADO, FOR THE CALENDAR YEAR BEGINNING ON THE FIRST DAY OF JANUARY, 2018 AND ENDING ON THE LAST DAY OF DECEMBER, 2018. WHEREAS, the Board of Trustees of the Garfield County Public Library District has appointed Kevin Hettler, Finance Manager, to prepare and submit a proposed budget to said governing body at the proper time, and; WHEREAS, Kevin Hettler, Finance Manager, has submitted a proposed budget to this governing body on November 2, 2017, for its consideration, and; WHEREAS, upon due and proper notice, published or posted in accordance with the law, said proposed budget was open for inspection by the public at a designated place, a public hearing was held on November 2, 2017, and interested taxpayers were given the opportunity to file or register any objections to said proposed budget, and; WHEREAS, whatever increases may have been made in the expenditures, like increases were added to the revenues or planned to be expended from reserves/fund balances so that the budget remains in balance, as required by law. NOW, THEREFORE, BE IT RESOLVED BY THE Board of Trustees of the Garfield County Public Library District in Garfield County, Colorado: Section 1. That the budget as submitted, amended, and summarized by fund, hereby is approved and adopted as the budget of the Garfield County Public Library District for the year stated above. Section 2. That the budget hereby approved and adopted shall be signed by the President of the Board of Trustees and made a part of the public records of the District. ADOPTED, this 2nd day of November, A.D., 2017
_____________________________ Todd Anderson, President of the Board of Trustees
_____________________________ Jesse Henning, Executive Director ATTEST:_________________________
Sandra Kister, Secretary-Treasurer of the Board of Trustees
RESOLUTION 17-007
A RESOLUTION/AN ORDINANCE AUTHORIZING ADMINISTRATION TO CLOSE ACCOUNTS AND TRANSFER BALANCES TO THE GENERAL FUND OF THE GARFIELD COUNTY PUBLIC LIBRARY DISTRICT IN GARFIELD COUNTY, COLORADO.
WHEREAS, the Garfield County Public Library District has reviewed its current accounts and has determined that the Alpine Bank Flexible Spending account and the Wells Fargo Specific Ownership Tax account are no longer needed, and;
WHEREAS, it is in the best interest of the District to close the Alpine Bank Flexible Spending account and the Wells Fargo Specific Ownership Tax account;
WHEREAS, these available uncommitted balances will be verified and submitted to the Secretary-Treasurer for approval.
NOW, THEREFORE BE IT RESOLVED BY THE Board of Trustees of the Garfield County Public Library District in Garfield County, Colorado, that the District Finance Manager in cooperation with the Executive Director are authorized to close the Alpine Bank Flexible Spending Account and the Wells Fargo Specific Ownership Tax account and transfer those funds to the General Fund account.
ADOPTED, this 2nd day of November, A.D., 2017
_____________________________ Todd Anderson, President of the Board of Trustees
_____________________________ Jesse Henning, Executive Director ATTEST:_________________________
Sandra Kister, Secretary-Treasurer of the Board of Trustees
GARFIELD COUNTY PUBLIC LIBRARY DISTRICT
Volunteer Application
1 SIGNATURE REQUIRED ON BACK PAGE
Please print the following information:
Today’s Date ____________________
Name _____________________________________________________ Branch _________________
Mailing Address ______________________________________________________________________________________________
Primary Phone ____________________________________ Secondary Phone ____________________________________
Email ___________________________________________________________________________________________________________
Emergency Contact Information:
First & Last Name____________________________________________________________________________________________
Relationship_____________________________Phone____________________________________
1. What interests you about volunteering with the library? __________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
2. Are you required to fulfill a specific number of volunteer hours? Yes No If yes, total number of hours required __________ To be completed by __________ 3. Please list any skills and experience which can be applied in your volunteer service with
the library. (For example, any proficiency with computers, specific software or eReaders?)
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
4. Please list any interests or hobbies. ___________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
I am interested in volunteering for:
⎕ Special Events (programs, fundraisers, etc) ⎕ On a regular basis (weekly, biweekly)
Approved by the Board of Trustees: March 5, 2015
Times Available to Volunteer
x Sunday availability at Glenwood Springs and Rifle branches only
Sun__________ M __________ T__________ W__________ Th__________ F__________ S__________ I have read and agree to uphold the provisions of the Garfield County Public Library District Volunteer Policy and Library Bill of Rights (attached). By signing below I agree to abide by Colorado State Statute § 24-90-119, pertaining to library privacy and agree that I will not disclose any record or other information that identifies a user of library services as requesting or obtaining specific materials or services or as otherwise using the Library. Signature_________________________________________________________________ Date_______________________________ Parental permission required for volunteers under age 18. Parent’s Name (please print)_______________________________________________________________________________ Parent’s Signature_______________________________________________________Date_______________________________
Approved by the Board of Trustees: March 5, 2015
GARFIELD COUNTY PUBLIC LIBRARY DISTRICT
VOLUNTEER, USEFUL PUBLIC SERVICE & COURT ORDERED VOLUNTEER POLICY
DEFINITIONS
A volunteer shall be considered as any individual, 12 years of age or older, who assists with work done at
the Garfield County Public Library District, without remuneration. A Useful Public Service or Court Ordered
Volunteer shall be considered as any individual, 12 years of age or older who assists with work done at
the Garfield County Public library District to fulfill court ordered community service. Exceptions to age
may be made at the Branch Manager’s discretion and with parental consent.
STATEMENT OF PURPOSE
The Garfield County Public Library District shall use the services of volunteers to:
1. Supplement the efforts of paid library staff in meeting demands for quality public service.
2. Serve as a method for encouraging citizens to become familiar with their library and the services
being offered.
3. Staff or support fundraising activities sponsored by the Friends of the Library or the Library
Foundation.
4. Partner with other county, city and community agencies to provide volunteer opportunities for
Court Ordered Community Service volunteers to complete some or all of their Court Ordered
Community Service.
Garfield County Public Library District shall make use of the services of interested volunteers to
supplement and not replace the work done by library staff.
RECOGNITION
Recognition is an important component of a volunteer program and is often the only way in which the
Library can say “thank you” to a volunteer. Although individual, informal recognition of volunteers should be ongoing, it is important that volunteers be recognized formally as a group on a regular basis. The Library
staff and Library Board shall find ways of recognizing volunteers at least once a year. Court Ordered
Community Service volunteers will be exempt from all volunteer recognition programs.
GENERAL PROVISIONS
Nothing in this policy shall be deemed to create a contract between the volunteer and the Garfield County
Public Library District. Both the volunteer and the Garfield County Public Library District have the right to
terminate the volunteer’s association with the Library at any time, for any reason, with or without cause.
The Garfield County Public Library District will not provide medical, health or accident insurance benefits
for any volunteer. Volunteers will be eligible to receive worker’s compensation benefits for any injuries sustained while functioning as a volunteer. Court Ordered Community Service volunteers will not be
covered for any injuries sustained while functioning as a volunteer. Prior to engaging in any volunteer
activity, each volunteer will be required to submit a Volunteer Application form and visit with a
October Branch Narratives
Glenwood Springs Branch – Laurin Arnold
Success Even though the bridge has decreased our numbers across the board, we still have dedicated library users who come in every day for our services and programs. There are core groups who enjoy STEM @ Your Library, Tuesday Storytimes, and Minecraft. We had to turn away 20 people from the Historic Mining Maps program when a traffic accident involving pigs closed 70 and prevented our presenter from reaching us. And 10 people attended Let's Talk Life, even though several needed to balance the bus schedule to return to New Castle. Opportunities A quick walk over to Sunlight Ski and Bike resulted in a plan for a series of bike repair workshops in April on our Plaza. One will be centered around changing tires and the other basic bike maintenance. By partnering with local organizations, we can provide programs that we would never be able to create on our own. Challenges CMC's meeting space upstairs has been going through growing pains which unfortunately have affected us. We are using this opportunity to engage with CMC and find solutions that will work for all of us. For instance, when a user of a CMC room and former library board member wanted to use our resources to create a sign for him, we decided to let CMC borrow a sign holder so that they can provide this service for their users until the new schedule board is installed. But we are still working on pressing the point that CMC's users need to have someone stationed at the manned door if there is an event before we open and that we are unable to help their users with issues that happen in their space. Hopefully these instances will be fewer and farther in between soon. Stats Storytime (every Tuesday and Wednesday): 130 Minecraft (every Monday and Friday): 9 STEM @ Your Library (every Wednesday): 37 HS Book Club (started at end of month): 16 Let's Talk Life (September 27): 10 Your Story, Your Life (1st and 3rd Fridays): 18 Harvest Festival (September 30): 320
Rifle Branch – Stephanie Freas Success We have had a lot of opportunities to grow our relationships with the schools and other organizations. Cuentos en Español has returned with an increase in the attendance from the previous year. We have also partnered with the Forest Service, Roaring Fork Outdoor Volunteers, Americorps, and Garfield County 911 for more programming and hosted a display for the history of the Ute Theater in our case. Challenge We have been challenged to rethink what we're doing now that our schedules have changed. Questions pop up like "what do we do when we're at the desk now?" or "should this still be part of my tasks/can I add this task back?" It has been nice to reflect on what we're doing and see how we can change things to make them more customer-focused and efficient. Opportunity In September, one of our pages left, and we decided to evaluate our workloads before filling the position. With this, staff have taken on more shelving and have had the opportunity to be out and in the stacks more, which is helping them get a better snapshot of what is in our collection. Additionally, after receiving training from our vendor in Ingram, our staff are learning new ways to manage the collection and growing their skills. As we move forward, this will be crucial, since the district has a much smaller collection budget than years past. Stats and Stories 7 Storytimes (English and Spanish): 294 attendees 10 School-Age and Teen Programs(F@YL and WOW): 135 attendees 3 Adult Programs(Book Clubs, Movie Night, Author Visit): 73 attendees 3 Adult Outreach and Book a Librarian: 15 people helped -We had a patron come in to pay her fines because she saw the article in the Post Independent that needed funding. It was a small, yet sweet gesture. -A mom came in whose family had recently been displaced from Hurricane Harvey. She needed help with getting FEMA forms, and she shared how thankful she was that she could sign her family up for library cards and use the library when they had lost all else.
Carbondale Branch – Jeannine Stickle Success CU Carbondale: The library partnered with Carbondale Arts and CU Boulder for the third time for a very successful program series that brings CU professors to Carbondale for a lecture. This program was a lecture by computer science professor Ricarose Roque who spoke about the intersection of coding and art and the research she has done in family workshops where parents and children learn basic coding skills through the program Scratch. It was a very interesting topic and attendees had the opportunity to learn what our local schools are doing with Scratch and Makey Makeys from a school administrator who attended. Twenty people attended the program. Challenge The new hours were our largest challenge for the month, though a welcome one! The challenges included continuing to inform the public about our new hours, adjusting staff schedules, and re-balancing staff workflows while also getting caught up on projects that have fallen by the wayside for too long. It will take us some time and work to get to the new normal, but we are grateful for the opportunity. The extra time before the libraries open to the public affords the staff much needed uninterrupted work time that allows staff to be more customer-focused once the branch is open to the public. Opportunity In September, Ross Montessori contacted me to request a training for elementary school students on evaluating websites (also known as information literacy). The school scheduled all of their elementary school classes to come in for this training in September and October and we saw three classes, approximately 70 students and teachers among these three. In my opinion, teaching the skill of evaluating information is one of the most important things that public and school librarians do. It has always been a personal career goal of mine to ensure that children and teens learn to use research databases before they get to college to help them develop strong information literacy and research skills. Program Statistics 9/5 Story Art - 5 9/6 Storytime - 45 9/6 Makerspace - 52 9/6 First Wednesday Book Club - 7 9/6 Thrill the World Informational Meeting - 15 9/7 Storytime - 24 9/13 Storytime - 48 9/13 Makerspace - 54 9/14 Storytime - 42 9/16 Senior Tech Class - 12
9/20 Storytime - 27 9/20 Makerspace - 63 9/21 Storytime - 43 9/26 Kids Cook - 4 9/27 Storytime - 27 9/27 Makerspace - 51 9/28 Storytime - 28 9/28 CU Carbondale with Ricarose Roque - 20
Parachute Branch – Amy Shipley Challenge We had a 24 hour per week employee go out on temporary medical leave, leaving the branch further understaffed even with the hours change. We were able to add some hours to other existing staff members to help with the shortage and anticipate hiring a temporary staff person to fill in until the employee's leave ends. Success We had a volunteer giving storytime during August, and she received a permanent position and backed out. Kim Benson stepped in to do storytime in her place for a couple weeks and then Amy Shipley and Kim began rotating weeks. This was Amy's first storytime ever, and she found it an absolute delight. Opportunity We interviewed a candidate for Branch Manager for Parachute and are hopeful that everything will work out! Stats and Stories In Parachute we aren't doing much programming at the moment, so there aren't many stats to reflect upon. We have a patron who loves is always very much down to business when he comes into the library. He zooms in to pick up his holds, request more items, and he zooms back out again. He always has some tidbit of conversation for us while he's here. During Banned Books Week, he came in and quipped, "if they're banned, why are they in the library?!" So we had a nice conversation about the purpose of Banned Books Week. He asked, "well, you've convinced me! What banned book should I check out?" I replied, "Well, we've got books about Aerosmith, The Rolling Stones, The Beatles..." It took him a few minutes to decipher my horrible pun, but when he did, we all had a big laugh. (Get it? Banned books and Band books!)
Silt and New Castle Branches – Linda Lewis Success We successfully achieved full staffing at both branches by the end of September (more of a miracle, really). Challenge At the beginning of September, we were challenged with meeting the needs of our community members, including the Friends of the New Castle Library, when we switched over to the new hours. In one example, we engineered some creative scheduling to support the Friends Annual Book Sale at the library during Burning Mountain Days. Now that we have settled into the new hours, and we are easily able to assist our patrons with future library events and usage. Opportunity The ability to now have Staff meetings at the Branches has helped us tremendously with getting to know each other, having conversations about libraries, and getting more work done. In addition, I have been able to sit and meet and talk one on one with my wonderful co-workers, which I really appreciate. Stats and stories New Castle: Storytime (every Tuesday) - 47 Historic Maps and Mining (9/13) - 45 Friends of the Library Meet the Author presentation (9/23) - 45 STEM @ Your Library (Fridays) - 10 Homebound Service - 1/1 Meeting Room / Study Room Usage - 41/172 Silt: Storytime (every Wednesday) - 81 Historic Maps and Mining (9/12) - 14 Library Board Meeting (9/7) - 13 STEM @ Your Library (Fridays) - 8 Teen event/Michael Vey Release Party (9/22) - 5 Meeting Room / Study Room Usage - 26/150 A patron checked out this book, The Back in the Day Bakery Cookbook. While visiting friends in the region, she ended up going to this bakery in Savannah, Georgia. She met the owners and authors and explain to them how she learned about them from a book at her local library in Silt, Colorado. Another example of how libraries help to create local, regional, national, and global connections between people.
Staffing Report, October 2017, Kim Owens, HR Manager Since 9/25/2017: New Hires: 2
x Paytan Drinkhouse, Library Assistant, Parachute – 10/3/2017 x Joe Gunter, Branch Manager, Parachute, 10/23/2017
Promotions: 0 Departures: 0 Vacancies:
x 1. Page – Rifle (10 hours per week) – backfill TBD Additional Staffing Information: Headcount as of 10/25/17:
x 48 total staff members x 15 staff at 40 hours; 33 staff under 40 x 24 benefit eligible staff (32 - 40 hours per week); 24 staff with less than 32 per week
Notes: There are three staff members shared between the New Castle and Silt branches:
1. Sara Murphy, Library Assistant, 16 hours/week at New Castle and 6 hours/week at Silt; 2. Paul Stanley, Youth Services Coordinator, approximately 20 hours each at New Castle
and Silt; 3. Linda Lewis, Branch Manager, approximately 20 hours each at New Castle and Silt
This split is reflected below in the Total Staff Count and Scheduled Staff Hours per Week columns. For purposes of the Benefit Eligible and Not Eligible Staff counts, Sara, Paul and Linda are included in the New Castle counts. Additionally, the New Castle Branch has four staff members who are assigned to only that branch and the Silt Branch also has four staff members who are assigned to only that branch. Staff Stats by Location – 10/25/2017
Location Total Staff Count
Scheduled Staff Hours per Week
Count of Benefit Eligible Staff (over 32 hours)
Count of Staff not eligible for Benefits (under 32 hours)
Carbondale 8 200 3 5 Glenwood 7 212 4 3 New Castle 5.75 158 3 4 Silt 5.25 148 1 3 Rifle 7 212 5 2 Parachute 7 186 2 5 Support Services 8 261 6 2
Grand Total 48 1377 24 24
September YTD Financial Visualization
The following charts indicate all income received and expenditures made from 1/1/17 through 9/30/17 with the exception of income and expenditure related to the refinancing of District certificates of participation.
Total income as of 9/30/17 less COP proceeds and treasurer’s fees is $4,051,174.
Total expenditure as of 9/30/17 less COP expenditure is $3,820,501.
74.7% of the year has passed as of 9/30/17.
83% of budgeted expenditure ($4,591,997) has been made.
The attached bar charts reflect income and expenditure relative to their respective annual budgets.
40%
52%
3% 1% 1%
0% 0% 0% 3% YTDRevenuethrough9/30/17
SalesTax
PropertyTax
SOTax
InterestEarned
Grants
Donations
OtherRevenue
SolarRebates
BranchRevenues
42%
33%
6%
1% 6% 5%
1% 1%
0% 0%
1% 0%
4%
YTDExpensethrough9/30/17
DebtService
EmployeeCosts
LibraryServices
ProfessionalServices
BuildingOverhead
BuildingRemodel
Equipment
OtherOverhead
Advertising+Marketing
Vehicles
Partnerships
0.00
500,000.00
1,000,000.00
1,500,000.00
2,000,000.00
2,500,000.00
3,000,000.00
3,500,000.00
4,000,000.00
4,500,000.00
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1,500,000.00
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2,500,000.00
3,000,000.00
3,500,000.00
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4,500,000.00
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DebtSe
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2013
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Janu
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157,
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3,04
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brua
ry18
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4,95
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6,61
1.76
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arch
177,
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4,66
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176,
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176,
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178,
186.
85
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May
186,
178.
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-7.1
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5,75
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198,
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-8
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205,
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ne22
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ly22
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214,
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215,
309.
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57%
208,
583.
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244,
275.
3017
.11%
Aug
ust
197,
303.
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210,
611.
266.
74%
209,
135.
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211,
395.
731.
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.00%
Sept
embe
r18
8,99
9.79
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3,39
8.38
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0,17
9.02
21.9
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6,06
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80%
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Oct
ober
202,
437.
206.
21%
194,
336.
20-4
.00%
182,
241.
69-6
.22%
193,
259.
356.
05%
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.00%
Nov
embe
r17
6,43
9.55
1.74
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5,57
4.02
5.18
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9,76
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ecem
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223,
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216,
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206,
781.
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231,
320.
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TOTA
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340,
138.
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2,46
0,21
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361,
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%
GAR
FIEL
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OU
NTY
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LES
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CO
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TA
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REF
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D
2013
2014
2015
2016
2017
Janu
ary
180,
138.
000.
82%
156,
389.
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9,02
1.52
-23.
89%
107,
887.
11
-9.3
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7,56
3.47
55
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Febr
uary
1,79
1.28
-98.
98%
158,
289.
7387
36.6
8%15
2,50
8.02
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4,93
7.79
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0,63
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.61%
Mar
ch2,
596.
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8.68
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3,73
9.69
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.44%
181,
435.
06-1
5.11
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4,25
1.80
-9
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185,
434.
83
12.9
0%A
pril
10,3
39.9
3
-94.
81%
172,
267.
76
1566
.04%
175,
817.
96
2.06
%17
5,02
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162,
141.
26
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ay18
2,64
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192,
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52
5.61
%19
6,71
7.28
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178,
574.
83
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8,29
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June
219,
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205,
070.
24-6
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215,
786.
915.
23%
217,
303.
71
0.70
%23
3,93
6.90
7.
65%
July
226,
206.
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1.96
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7.92
-11.
56%
214,
708.
927.
32%
206,
367.
67
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2,19
4.12
17
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Aug
ust
190,
814.
2338
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206,
760.
528.
36%
208,
306.
050.
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210,
453.
58
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ptem
ber
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631.
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248,
288.
7217
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205,
021.
69
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Oct
ober
202,
437.
2021
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193,
230.
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181,
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189,
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ovem
ber
173,
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176,
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177,
841.
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362.
81
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ecem
ber
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4.22
285.
85%
205,
642.
96-4
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230,
459.
68
12.0
7%-1
00.0
0%
TOTA
L1,
474,
568.
68-3
6.12
%2,
301,
936.
9556
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2,27
7,08
1.95
-1.0
8%2,
176,
519.
11-4
.42%
1,36
0,20
1.27
-37.
51%
2:43 PM 10/16/17 Accrual Basis
Garfield County Public Library District Claims for Board Approval
9/16/17- 10/15/17Date Num Name Memo Amount
10010 · Alpine Bank- Gen(..7072)
09/30/2017 22666 Adams, Natalie Returned material refund -6.99
09/30/2017 22667 Byrne, Christina Returned material refund -17.99
09/30/2017 22668 Cardiff Cleaning Services Sept janitorial service -8,105.00
09/30/2017 22669 CenturyLink Fire alarm telephone -411.82
09/30/2017 22670 Colorado Doorways, Inc. NC Replace Electric Strike -225.00
09/30/2017 22671 Consolidated Electrical Distributors, Inc GWS - Eco Lamp -163.75
09/30/2017 22672 Demco Processing supplies -213.79
09/30/2017 22673 Friends/Foundation Book sales -2,343.46
09/30/2017 22674 Garfield County Public Library Foundation Library donations -133.67
09/30/2017 22675 Ingram Library Services Library materials -161.95
09/30/2017 22676 Midwest Tape Library materials -3,546.85
09/30/2017 22677 OverDrive Library materials -1,901.85
09/30/2017 22678 R & H Mechanical, LLC RI Boiler repairs -987.36
09/30/2017 22679 Rifle Lock and Safe 2nd Floor GWS - locks and keys -182.08
09/30/2017 22680 S & S Automatics and Door Service, LLC GWS Door repair -187.50
09/30/2017 22681 Sandy's Office Supply Office supplies -15.54
09/30/2017 22682 Unilink Copies -572.01
09/30/2017 22683 Wright, Amy Mileage Reimbursement CLEL Conference -120.38
09/30/2017 22684 Trane US Inc. 8 Occupancy Sensors - CORE Grant -3,234.00
09/30/2017 22685 Willis Towers/CEBT Health Insurance Oct -20,728.64
09/30/2017 22714 Master Petroleum Co., Inc Vehicle Fuel A/C # 0225013 -207.94
10/04/2017 Elec CCOERA Sept Retirement -8,340.97
10/04/2017 Elec CCOERA Sept Retirement -5,896.73
10/08/2017 Eft Verizon Wireless Cell Phone through 9/18/17 -94.98
10/11/2017 EFT Colo Dept of Revenue- Sales Tax 3 Qtr 2017 Sales Tax -791.00
10/11/2017 EFT Town of CA- Sales Tax 3 Qtr 2017 City Sales Tax -167.38
10/11/2017 EFT City of GL- Sales Tax 3 Qtr 2017 City Sales Tax -135.86
10/11/2017 EFT City of RI-Sales Tax 3 Qtr 2017 City Sales Tax -123.17
10/11/2017 Eft City of RI-Sales Tax Sales tax license renewal -12.00
10/15/2017 22686 Acme Fire Alarm Company CA test and inspection -400.00
10/15/2017 22687 All Around Property Maintenance, Inc CA PA Sept landscaping -1,195.70
10/15/2017 22688 Cedar Networks October Telephone -1,758.00
10/15/2017 22689 City of Glenwood Springs GL water -949.72
10/15/2017 22690 City of Rifle RI water/sewer -110.48
10/15/2017 22691 Consolidated Electrical Distributors, Inc Elec repair -21.65
10/15/2017 22692 DeLage Landen Financial Services, Inc. October Copier Lease -1,411.33
10/15/2017 22693 Demco Processing supplies -178.30
10/15/2017 22694 Gotcha Covered GW Electrical Repairs-window blinds -176.86
10/15/2017 22695 Great American Financial Services Telephone system lease 42-1425592 -1,043.98
10/15/2017 22696 Incze, Joleen Returned material refund -14.99
10/15/2017 22697 Ingram Library Services Library materials -12,350.81
10/15/2017 22698 Marmot Library Network, Inc. Qtr 4 2017 -42,931.22
10/15/2017 22699 Midwest Tape Library materials -843.74
10/15/2017 22700 Mountain Pest Control, Inc. Pest contol 104933 -282.00
2:43 PM 10/16/17 Accrual Basis
Garfield County Public Library District Claims for Board Approval
9/16/17- 10/15/17Date Num Name Memo Amount
10/15/2017 22701 OCLC Cataloging 31-0734115 -247.22
10/15/2017 22702 OverDrive Library materials -269.91
10/15/2017 22703 S & S Automatics and Door Service, LLC CA Door P&M -450.00
10/15/2017 22704 Town of Carbondale CA water/sewer -60.85
10/15/2017 22705 Town of New Castle NC water/sewer -162.51
10/15/2017 22706 Town of Parachute PA water/sewer/trash -460.40
10/15/2017 22707 Town of Silt SI water/sewer -131.69
10/15/2017 22708 Transparent Information Services, LLC Background checks -114.30
10/15/2017 22709 TRIAD EAP EAP Program 10/1/17 - 12/31/17 -434.70
10/15/2017 22710 Waste Management CA GW NC trash/recylcing -203.64
10/15/2017 22711 Wells Fargo Corporate Trust Services Series 2009 COP Paying Agent Fee -1,000.00
10/15/2017 22712 Xcel Energy NC PA RI SI CA electricity -5,864.08
10/15/2017 22713 Lowes 9900 903141 2 -152.32
10/15/2017 22715 Alpine Bank Sept C.Card ..8633 -2,113.96
Total 10010 · Alpine Bank- Gen(..7072) -134,364.02-134,364.02
2:48 PM 10/16/17
Garfield County Public Library District Reconciliation Detail
20510 · Alpine Bank Purchase Card, Period Ending 09/30/2017Date Num Memo Amount Balance
Beginning Balance 2,653.78
Cleared Transactions
Charges and Cash Advances - 43 items
08/31/2017 SSFacebook Eclipse Promo -25.58 -25.58
09/01/2017 SSUline CA Office Supplies -70.87 -96.45
09/01/2017 SSUSPS Postage Board Packets -14.21 -110.66
09/05/2017 SSDenco Large Format Printer Paper -473.80 -584.46
09/05/2017 SSAmazon Office Supplies -4.22 -588.68
09/06/2017 CACtyMarket FOL Childrens Programming -15.34 -604.02
09/06/2017 SSAmazon GW Building Repair -9.99 -614.01
09/07/2017 SSOReillys Bookmobile/Truck Maintenance -107.86 -721.87
09/07/2017 GWOldChicag CLEL Conference Meal -42.28 -764.15
09/08/2017 SSAmazon Office Supplies -69.00 -833.15
09/08/2017 CAShell Travel Fuel -37.00 -870.15
09/08/2017 SSAmazon PA Office Supplies -26.76 -896.91
09/08/2017 SSAmazon Janitorial Supplies -25.70 -922.61
09/08/2017 SSAmazon Office Supplies -13.10 -935.71
09/08/2017 RIStarbucks CLEL Conference Meal -9.09 -944.80
09/11/2017 SSAdobeStoc Adobe Stock -29.99 -974.79
09/11/2017 SIDollarGen Adult Programming -3.00 -977.79
09/12/2017 RIWalmart Snacks for WOW -30.90 -1,008.69
09/12/2017 SICtyMarket Adult Programming -3.98 -1,012.67
09/14/2017 GWBstWestrn CLEL Conference Hotel -125.00 -1,137.67
09/14/2017 PAUSPS ILL Postage & Stamps -70.62 -1,208.29
09/15/2017 SSAmazon Janitorial Supplies -48.92 -1,257.21
09/18/2017 PAFmlyDolla FOL Storytime Supplies -31.75 -1,288.96
09/19/2017 SSiCam RI Video Camera -242.80 -1,531.76
09/20/2017 PACndlewood Hotel Manager Candidate -167.00 -1,698.76
09/20/2017 SSAmazon Office & Janitorial Supplies -165.43 -1,864.19
09/20/2017 SSAdobeSuit Adobe Suite -29.99 -1,894.18
09/20/2017 SSAmazon Office Supplies -10.99 -1,905.17
09/20/2017 CAWalmart FOL Children Programming -5.44 -1,910.61
09/21/2017 SSWalmart Janitorial Supplies -2.48 -1,913.09
09/22/2017 PABtlmtHard FOL Adult Programming -11.97 -1,925.06
09/22/2017 SICtyMarket Teen Programming -7.48 -1,932.54
09/25/2017 SSBatryJunc Office Supplies -60.00 -1,992.54
09/25/2017 SSWalmart Office Supplies -22.64 -2,015.18
09/26/2017 CACtyMarket FOL Childrens Programming -50.97 -2,066.15
09/26/2017 SIUSPS ILL Postage -2.50 -2,068.65
09/26/2017 CACtyMarket FOL Childrens Programming -2.06 -2,070.71
09/27/2017 RICtyMarket FOL Storytime Supplies -19.94 -2,090.65
09/27/2017 CAWalmart FOL Children Programming -7.79 -2,098.44
09/28/2017 SSUSPS Stamps & Foundation Postage -56.22 -2,154.66
09/29/2017 SSAmazon Office Supplies -14.52 -2,169.18
09/29/2017 SSUSPS Postage Board Packets -11.27 -2,180.45
2:48 PM 10/16/17
Garfield County Public Library District Reconciliation Detail
20510 · Alpine Bank Purchase Card, Period Ending 09/30/2017Date Num Memo Amount Balance
09/29/2017 SSCoSos Foundation CO SOS Renewal -10.00 -2,190.45
Total Charges and Cash Advances -2,190.45 -2,190.45
Payments and Credits - 3 items
09/01/2017 SSULine CA Office Supplies 72.35 72.35
09/12/2017 SSQuill Refund Sales Tax 4.14 76.49
09/15/2017 22626 Aug c.card payment 2,653.78 2,730.27
Total Cleared Transactions 539.82 539.82
Cleared Balance -539.82 2,113.96
Register Balance as of 09/30/2017 -539.82 2,113.96
New Transactions
Payments and Credits - 1 item
10/15/2017 22715 Sept C.Card ..8633 2,113.96 2,113.96
Total New Transactions 2,113.96 2,113.96Ending Balance -2,653.78 0.00
2:5
8 PM
10/
16/1
7 A
ccru
al B
asis
Gar
field
Cou
nty
Publ
ic L
ibra
ry D
istr
ict
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s B
udge
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ugh
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r 201
7
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17
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alJa
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ep 1
7 B
udge
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nual
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an -
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al B
udge
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tes:
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$ In
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se /
(Dec
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tual
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Ord
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y In
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ales
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0 · P
rope
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Rev
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2,31
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59
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50
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· Ref
undi
ng E
scro
w D
epos
its17
,927
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.64
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0 · C
osts
of I
ssua
nce
182,
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79
Tota
l 710
00 ·
OTH
ER F
INAN
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G S
OU
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ES &
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S2,
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087.
Net
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me
-1,8
94,4
46.8
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430,
231.
350.
00
Foot
note
s:
2:5
8 PM
10/
16/1
7 A
ccru
al B
asis
Gar
field
Cou
nty
Publ
ic L
ibra
ry D
istr
ict
Pro
fit &
Los
s B
udge
t vs.
Act
ual
Jan
uary
thro
ugh
Sept
embe
r 201
7
1.M
ost p
rope
rty
tax
reve
nue
is c
olle
cted
in th
e fir
st 6
mon
ths
of th
e ye
ar. S
igni
fican
t dec
reas
e fr
om 2
016
due
to 5
0% re
duct
ion
in o
il &
gas
pro
pert
y va
luat
ion.
2.In
201
7, w
e re
ceiv
ed 5
0% o
f FM
LD G
rant
for G
WS
2nd
Floo
r bui
ldou
t.
3.In
clud
es 2
017
rent
inco
me
from
CM
C $
18,8
67.
4.In
clud
es $
194,
932
ytd
expe
nditu
res
for G
WS
2nd
Floo
r bui
ldou
t and
$9,
079
for P
A fr
ont d
oor.
5.In
clud
es $
22,0
08 -
2017
Ann
ual M
aint
enan
ce c
ontr
act B
iblio
thec
a.
6.C
osts
to ru
n C
oope
r Com
mon
s in
201
7 hi
gher
than
orig
inal
ly p
lann
ed.
7.C
ompl
eted
CO
P R
efun
ding
4/2
8/17
with
Ban
k Pl
acem
ent.
3:40 PM 10/16/17 Accrual Basis
Garfield County Public Library District Balance Sheet
As of September 30, 2017Sep 30, 17
ASSETS
Current Assets
Checking/Savings
10010 · Alpine Bank- Gen(..7072) 358,315.08
10030 · Alpine Bank- FLEX(..7137) 2,656.85
10040 · Wells Fargo- SO Tax 5,003.94
10050 · Colo Trust - General 2,047,073.06
10051 · Colo Trust - SO Funds 1,076,635.96
10055 · C-Safe 50,875.77
10060 · Alpine Bank- Payroll(..8785) 8,229.29
10300 · Petty Cash- Cash drawer fund 1,075.00
11010 · WF-23652000-Annual Interest Pmt 481.93
11050 · WF-23652001-Annual Princ. Pmt 391.42
Total Checking/Savings 3,550,738.30
Other Current Assets
12050 · Sales tax transfer by Treasurer 231,320.00
12100 · Property tax transfer by Treas 2,212,086.00
Total Other Current Assets 2,443,406.00
Total Current Assets 5,994,144.30
Other Assets
18600 · Prepaid Subsc 9,714.83
19100 · Due to/fr Foundation & Friends 4,801.96
Total Other Assets 14,516.79TOTAL ASSETS 6,008,661.09
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
20000 · Accounts Payable 3,271.87
Total Accounts Payable 3,271.87
Credit Cards
20510 · Alpine Bank Purchase Card 2,113.96
20600 · Lowes Store Account 152.32
Total Credit Cards 2,266.28
Other Current Liabilities
21100 · Other Payroll Payables- 14,237.70
21200 · Payroll Payable- 53,076.81
Total Other Current Liabilities 67,314.51
Total Current Liabilities 72,852.66
Long Term Liabilities
22000 · Deferred Sales tax Revenue 231,320.00
22100 · Deferred Property Tax Revenue 2,212,086.00
22400 · Unearned Rent Revenue 149,760.33
Total Long Term Liabilities 2,593,166.33
Total Liabilities 2,666,018.99
3:40 PM 10/16/17 Accrual Basis
Garfield County Public Library District Balance Sheet
As of September 30, 2017Sep 30, 17
Equity
30000 · Unassigned Fund Balance 4,953,219.96
30005 · Non-Spendable Fund Balance 45,555.00
30010 · Restricted Fund Balance 178,314.00
30040 · Assigned For Replacement 60,000.00
Net Income -1,894,446.86
Total Equity 3,342,642.10TOTAL LIABILITIES & EQUITY 6,008,661.09
STA
TIST
ICS
SEPT
EMB
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3549
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6464
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ames
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246
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134
182
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242
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234
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58%
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ic75
1110
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987
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2981
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1970
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ILL
157
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2848
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ater
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ther
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s38
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3755
3673
2.23
%72
5776
02-4
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7290
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7860
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olle
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1810
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1784
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1793
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Tota
l Ite
ms
in C
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719
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Volu
ntee
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olun
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746
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162
220
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36%
499
628
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1015
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80.2
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9612
898.
30%
STATISTICS SEPTEMBER YTD District IYTD 2017 YTD 2016 % change
WebsiteWebsite Visits 187364 223618 -16.21%DownloadablesOverdrive - total eBook, audio, video 26085 22466 16.11%Zinio 3013 3297 -8.61%Subscription ResourcesAncestry - Searches 4127 5580 -26.04%EBSCO Databases - Sessions 16374 22993 -28.79%Biography in Context - Sessions 76 0Chilton Library - Searches 207 431 -51.97%Global Road Warrior - Sessions 71 111 -36.04%Heritage Quest - Searches 665 253 162.85%Kids InfoBits - Sessions 176 0Learning Express - Sessions 104 114 -8.77%Mango - Sessions 1036 1471 -29.57%MyHeritage - Sessions 44 0NewsBank - Searches* 299 281 6.41%Opposing Viewpoints - Sessions* 241 346 -30.35%Research in Context - Sessions 42 0Tumblebooks - Book Views 256 676 -62.13%World Book - Sessions 156 913 -82.91%