doc. #17-1 · 1/12/2014 · 2016 audit & 990 engagement doc. #16-143 p. finnerty - the...

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STLS BOARD MEETING Tuesday, January 17, 2017 - 2:00 pm STLS Headquarters, Painted Post, NY 14870

AGENDA

1. Agenda Doc. #17-1 2. Board Action Items *FOR APPROVAL Doc. #17-2 A. Election of Officers (Maija DeRoche) 3. Approval of Minutes – December 2016 *FOR APPROVAL Doc. #17-3 4. Treasurer’s Report –December 2016 *FOR APPROVAL Doc. #17-4 5. Financial Clerk’s Report – December 2016 *FOR APPROVAL Doc. #17-5 6. Fourth Quarter Profit-Loss Statement – December 2016 *FOR APPROVAL Doc. #17-6 7. Fourth Quarter Claims Auditor Report – December 2016 *FOR APPROVAL Doc. #17-7 • Subject to corrections, above items may be approved without motion. COMMITTEE REPORTS 8. Executive Committee – Denise King 9. Personnel & Policies Committee – Maija DeRoche 10. Finance & Facilities Committee – Pat Finnerty (Minutes) Doc. #17-8 11. Public Relations Committee – Lynnette Decker (Minutes) Doc. #17-9 12. Foundation for Southern Tier Libraries – Dale Wexell - BOARD ACTIONS

13. Annual Organizational Meeting Actions * FOR APPROVAL Doc. #17-10 Executive Director Recommendation: Approve action items per STLS Organizational Meeting Policy A. Designation of the Official Newspaper B. Appointment of the Financial Clerk C. Appointment of the Internal Auditor D. Appointment of the External Auditor E. Appointment of the Attorney F. Authorization of the Executive Director to Certify Payrolls G. Authorization of Executive Director to Make Grant Applications H. Authorization of the Executive Director to certify payments I. Authorization of the Business Mileage Reimbursement Rate J. Designation of the Bank Depository K. Designation of the Authorized Signatories for Checks L. Authorization of Certain Payments between Board Meetings M. Establish Treasurer and Internal Auditor surety coverage for the year.

Move: ______________________ Second ____________________ Aye __________ Nay _________ Abstain ___________ Absent __________ Approved/Failed Discussion:

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14. Approve 2017 Board Meeting Schedule * FOR APPROVAL Doc. #17-11

Executive Director’s Recommendation: Approve the 2017 Board Meeting Schedule.


15. Expenditure Approvals -Monthly Unpaid Bills Detail * FOR APPROVAL Doc. #17-12 Finance & Facilities Committee Recommendation: Approve expenditures of the Unpaid Bills Detail for the most recent month as authorized by the Financial Clerk, Internal Auditor and Treasurer per the Authority of Board Policy.


16. Receipt Approvals – Monthly Deposit Summary * FOR APPROVAL Doc. #17-13 Finance & Facilities Committee Recommendation: Approve receipts of the Deposit Summary for the most recent month as authorized by the Financial Clerk per the Finance Policy.


17. Approve Emergency Closing Policy * FOR APPROVAL Doc. #17-14 Personnel & Policies Committee Recommendation: Approve the proposed revisions to the Emergency Closing Policy as presented at the December 2016 STLS Board Meeting.


BOARD INFORMATION

18. Old Business 19. New Business 20. Library Networking 21. President’s Report 22. Monthly System Management Team & Divisional Reports (Plan of Service – Provided at Meeting) Doc. #17-15 Public Expression (15 minutes) Adjournment Next meeting: Southern Tier Library Systems, Painted Post – Tuesday, March 21 at 2 p.m.

brian

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STLS TRUSTEE MEETING

Tuesday, December 20, 2016 - 2:00 pm

Southern Tier Library Systems HQ, Painted Post, NY (Steuben County)

MINUTES

TRUSTEES PRESENT:

Delores Ackerman - 2021 Betsy Gorman - 2020

Sisi Barr - 2018 Denise King - 2019

Sarah Collins - 2019 Bonnie Weber - 2016

Lynnette Decker - 2021 Dale Wexell - 2020

Maija DeRoche - 2018

Cindy Emmer - 2017

Patricia Finnerty - 2017

Excused: Absent:

Ed Pekarek - 2020

Richard Ahola - 2017

Pat Selwood - 2019

Staff present - Ella Chatlani, Administrative Assistant; Brian Hildreth, Executive Director

President Denise King called the meeting to order at 2:12 pm.

AGENDA REVIEW Received and filed Doc. #16-133

- D. Ackerman stated the spelling of “Dolores” on Board Action Item #10 is misspelled. The

correct spelling is Delores.

- D. King added the next meeting should state Annual “Organizational” Meeting instead of

Annual Meeting which takes place in October.

APPROVAL OF MINUTES Received and filed Doc. #16-134

- Public Relations Committee Document should be listed as Doc. #16-127 instead of Doc. #16.1127.

Treasurer’s Report(s) for November 2016 – Received and filed Doc. #16-135

P. Finnerty noted there has been little change in revenue with the exception more E-Rate

funds have been collected.

B. Hildreth noted line item #2630 under “Liabilities and Equity”, funds have been collected on

behalf of member libraries through STARCat’s Paypal account. These funds will be distributed

in the early part of 2017.

- C. Emmer asked if there is a cost per transaction. B. Hildreth said there is a marginal

percentage cost based on the number of transactions processed through STARCat and

Paypal. That cost is passed on to the specific library.

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Financial Clerk’s Report for November 2016 – Received and filed Doc. #16-136

B. Hildreth noted an increase in income on line item #4721, E-Rate funding is due to end-of-

year grant payments. Under this same program, STLS will take in additional funds in 2017.

STLS has been able to do some excellent projects on behalf of its members in 2016 and will

maintain a balanced budget based on November’s projection.

P. Finnerty and B. Hildreth shared that the STLS office purchased new ergonomic chairs. The

old chairs were recycled in November to other member libraries. B. Hildreth added that a bulk

buying of new ergonomic desks will take place in 2017.

Standing Committee Reports

Executive Committee – Denise King

The Committee met to discuss the agenda for the next Board meeting and review the minutes

from the November meeting. D. King added that the New Trustee training has not been

scheduled pending the filling of vacant seats in both Steuben and Schuyler Counties.

- B. Hildreth stated print packets have been sent along with reminder letters to member

libraries in those counties.

Personal Assessment Doc. #16-137

Board Assessment Doc. #16-138

D. King informed the Board of the online Self-Assessment evaluation that will be sent out via

email. Doc. #16-137 – Personal Assessment and Doc. #16-138 – Board Assessment have

been provided as a guide to the rating system that will be included in the evaluation.

D. King highlighted the dates for the 2017 Board Meetings and locations to be reviewed and

approved at next month’s Organizational Meeting.

Personnel & Policies Committee – Bonnie Weber Doc. #16-139

B. Weber stated the Committee revised and approved the Emergency Closing policy. Included

in this packet as Emergency Closing Policy, Doc. #16-140. A vote will take place at the

January Board meeting.

- B. Weber added the changes were made to add who is the designee and how

notification will be sent.

- B. Gorman asked if the last sentence on the Emergency Closing policy repeated. B.

Hildreth stated that the statement at the end is particular to the county roads due to the

multiple counties STLS services.

- D. King asked how many times the offices had closed in 2016. B. Hildreth responded

that offices only closed 3 times in 2016 due to weather conditions. B. Hildreth added

that the policy for the delivery drivers is different depending on the various road

conditions.

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B. Weber indicated that the Committee will revisit the Records Retention Policy.

D. King noted that the committee recommends that this policy should be reviewed by both

the Board Attorney and the Attorney for the State Library Department to assure

compliance. This will assure that STLS is aligned with the current library law and the

appropriate shredding schedule.

Personnel Matters:

B. Hildreth recommended the appointment of new the Delivery Driver. B. Hildreth recapped the

Program and Advocacy Position is still vacant but with resumes being received.

B. Weber informed the Board the committee will have a final draft of the Employee Handbook

available for review at the March meeting.

Executive Session

- B. Weber moved to go into Executive session at 2:34 pm, S. Collins seconded to

discuss the Executive Director Performance Objectives - Doc. #16-147

- B. Gorman moved to come out of Executive Session and P. Finnerty seconded at

2:39 pm

Finance & Facilities Committee – Pat Finnerty Doc. #16-141

P. Finnerty stated the Committee met on December 14, 2016 and reviewed the reports along

with the Unpaid Bills Detail documents and the Deposit Summary Report and its approval. As

a result, procedures will ensure deposits are prepared once a week, on Fridays, by the

Account Clerk then the Business Manager will make the deposit.

2017 Insurance Coverages Doc. #16-142

B. Hildreth reported that commercial insurance costs increased by 6%. There will be no

lapse in coverage and the coverage will renew in 2017. STLS is still under budget at the

cost of $24,959 which is a difference of $1,000 for the same coverage.

- D. King asked if the Board needs to vote on the increase. B. Hildreth responded that

no formal vote needed to take place since the policy is a renewal and the board has

already approved the expenditures as part of the budget.

2016 Audit & 990 Engagement Doc. #16-143

P. Finnerty - The Committee reviewed the Auditor Engagement letter with Mengal,

Metzger, and Barr. There are no increases in rates and the Auditor will file the 990

report. A review and vote will take place in January at the next Board meeting.

- In 2017, an RFP for audit firms will be done. This practice is usually done every

five years.

B. Hildreth confirmed the purchase of a new vehicle to replace the 2004 vehicle. The

purchase was made from Simmon’s Rockwell for a 2017 Subaru Legacy at the price of

$23,499.

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- C. Emmer asked if there were quotes from other dealerships and B. Hildreth

confirmed there were three other quotes in the bidding process.

- S. Barr inquired about the status of the old vehicle. B. Hildreth added that the vehicle

was traded in at the time of the purchase.

Public Relations Committee – Lynnette Decker

L. Decker shared that the committee met this month. The Committee reviewed the 2017-2021

plan of service submitted by B. Hildreth that includes goals specific to the committee.

- P. Finnerty asked if there will be a copy of the plan to review and B. Hildreth confirmed

the Board will have a chance to review a final “draft” plan in January with approval to be

voted on in March.

- S. Barr asked if the plan of service will drive budgets and B. Hildreth added that the

goals are set to be realistic and adjustments can be made with economic changes in

mind.

L. Decker informed the Board of her conversation to a writer at the Patriot who would like to do

an article on STLS. D. Ackerman added that another resource for publicity is the Allegany Blog

which gets a lot of local attention.

Staff luncheon – L. Decker reminded the Board of the STLS staff luncheon to be held January

17. 2017 at 12:30 pm. The Public Relations Committee will not be meeting that day.

Foundation for Southern Tier Libraries – Dale Wexell Doc. #16-144

D. Wexell shared that the Foundation Board has sent a fundraising appeal request to

individuals who have previously contributed to the foundation. The Grant process will occur in

the 1st quarter of 2017.

- Note: D. King and B. Weber went through 27 checks received to date totaling $3,595

and added a thank you for the support to those that have made already made a

donation.

- B. Gorman inquired about the current Foundation website. B. Hildreth explained the

website needs to be updated.

- B. Weber noted additional Board members are needed and requested that if STLS

Trustees have suggestions to forward them to the Foundation board.

BOARD ACTIONS

10. Trustee Appointment * FOR APPROVAL

Executive Committee Recommendation: Approve the appointment of Delores Ackerman to

serve as STLS Trustee for the Term 2017 – 2021 as 1 of 3 representatives for Allegany

County.

Move: Out of Committee Second:

Aye 10 Nay 0 Abstain 0 Absent 3

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Approved

Discussion:

D. King read a letter from Dom Comstock from Wellsville in support of the appointment of D.

Ackerman.

11. Trustee Appointment * FOR APPROVAL

Executive Committee Recommendation: Approve the appointment of Lynnette Decker to

serve as STLS Trustee for the Term 2017 – 2021 as 1 of 3 representatives for Allegany

County.



Approved

Discussion:

B. Gorman led the Trustee Oaths taken by both D. Ackerman and L. Decker at 3:04 pm.

12. Expenditure Approvals -Monthly Unpaid Bills Detail * FOR APPROVAL Doc. #16-145

Finance & Facilities Committee Recommendation: Approve expenditures of the Unpaid Bills

Detail for the most recent month as authorized by the Financial Clerk, Internal Auditor and

Treasurer per the Authority of Board Policy.

Move: Out of committee Second:


Approved

Discussion:

None

13. Receipt Approvals – Monthly Deposit Summary * FOR APPROVAL Doc. #16-146

Finance & Facilities Committee Recommendation: Approve receipts of the Deposit Summary

for the most recent month as authorized by the Financial Clerk per the Finance Policy.



Approved

Discussion:

None.

14. Approve the 2016-2017 Executive Director’s Performance Objectives

* FOR APPROVAL

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(Provided at Board Meeting) Doc. #16-147

Personnel & Policies Committee Recommendation: Approve the proposed 2016-2017

Executive Director’s Performance Objectives.



Approved

Discussion:

None

15. Appoint Kirsten Dombroski to the position of Part time Delivery Driver

* FOR APPROVAL

Executive Director Recommendation: Appoint Kirsten Dombroski to the position of Part-Time

Delivery Driver with a 3-month non-professional probationary period per Staff Organization

Contract at the salary of $9.70 per hour.

Move: D. Ackerman Second: M. DeRoche


Approved

Discussion:

C. Emmer asked if there were any special driver’s license required for this position and B.

Hildreth added there were no special requirements necessary other than a valid driver’s

license and a clean driving record.

16. Approve the Purchase of New Consultant Vehicle * FOR APPROVAL

Doc. #16-148

Executive Director Recommendation: Approve the purchase of 2017 Subaru Legacy from

Simmons-Rockwell Dealership per STLS Purchasing Policy in the amount of $23,499 plus

registration fees.

Move: S. Barr Second: D. Ackerman


Approved

Discussion:

M. DeRoche asked if the vehicle includes 4-wheel drive and B. Hildreth confirmed that it does.

C. Emmer asked if the three bids were comparable and B. Hildreth confirmed they were.

17. Approve December’s One-Time Personnel Payment to STLS Staff

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* FOR APPROVAL

Executive Director Recommendation: Approve the one-time net payment of $100 to each

STLS Staff member excluding the Executive Director as included in the approved 2016 STLS

Budget.

Move: B. Weber Second: L. Decker


Approved

Discussion:

None.

BOARD INFORMATION

Old Business Nominating Committee: M. DeRoche, Chair of the Nominating Committee, submitted the

following nominations for Board Officers: President – Pat Selwood; Vice President – Richard

Ahola; Treasurer – Betsy Gorman; Secretary – Cindy Emmer.

Elections will take place at the January meeting and D. King added that nominations will be

accepted on the floor at the time of the meeting.

New Business

None.

Library Networking

C. Emmer shared that NBC Nightly News had a special highlighting of a Library Branch

Manager in NYC who developed a reading program at a homeless shelter.

President’s Report

D. King encouraged the completion of the self-assessment evaluations online. She also

informed the Board that alerts will come to prompt legislators on the state budget to continue

their support. D. King recommended the Board to forward the alert to each list of friends and

family for continued support of our local library systems.

Monthly System Management Team & Divisional Reports Doc. #16-149

B. Hildreth stated STLS had a fantastic year.

- Training has gone up by 30%

- Sustainable funding is on the rise

- Fiber project to increase broadband continues

- State funding is a concern in 2017. Advocacy is needed.

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B. Hildreth also thanked B. Weber for her involvement and help to lead STLS through some

tough economic times.

B. Hildreth thanked D. King for her term as STLS Board President and appreciated the

transition into his role of Executive Director.

Public Expression

None.

Adjournment

B. Weber moved to adjourn the meeting at 3:23 p.m. and C. Emmer seconded.

Next meeting: Southern Tier Library System, Painted Post, NY (Steuben County)

Tuesday, January 17, 2017 at 12:30 pm for the staff luncheon

Minutes written by Ella Chatlani and reviewed by Cindy Emmer, Board Secretary

2:20 PM

Accrual Basis Southern Tier Library System

Treasurer's Report

As of 12/31/2016

Dec 31, 16 Nov 30, 16 $ Change

ASSETS

Current Assets

Checking/Savings

1200 · Cash - Operating 5,331.05 7,262.27 -1,931.22

1201 · Cash - Payroll 1,721.84 1,759.82 -37.98

1202 · Cash - Money Market 1,053,938.80 1,278,191.10 -224,252.30

Total Checking/Savings 1,060,991.69 1,287,213.19 -226,221.50

Accounts Receivable

1380 · Accounts Receivable 11,792.36 40,992.83 -29,200.47

Total Accounts Receivable 11,792.36 40,992.83 -29,200.47

Total Current Assets 1,072,784.05 1,328,206.02 -255,421.97

Fixed Assets

1100 · Fixed Assets

1102 · Building 992,538.06 992,538.06 0.00

1104 · Equipment 733,306.22 733,306.22 0.00

1112 · Accumulated Dep Building -441,632.07 -441,632.07 0.00

1114 · Accumulated Depreciation -668,604.26 -668,604.26 0.00

Total 1100 · Fixed Assets 615,607.95 615,607.95 0.00

Total Fixed Assets 615,607.95 615,607.95 0.00

Other Assets

1382 · Prepaid expenses 0.00 57,508.17 -57,508.17

Total Other Assets 0.00 57,508.17 -57,508.17

TOTAL ASSETS 1,688,392.00 2,001,322.14 -312,930.14

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable

2600 · Accounts Payable 23,159.65 0.00 23,159.65

Total Accounts Payable 23,159.65 0.00 23,159.65

Other Current Liabilities

2601 · Accrued P/R 0.00 13,090.18 -13,090.18

2604 · Deferred Grant 3,597.89 3,597.89 0.00

2625 · Payroll Deductions Payable -141.65 0.00 -141.65

2626 · Flex Spending Deduction Payable 1,529.43 1,939.70 -410.27

2630 · Due to Member Libraries Pay Pal 5,851.13 5,851.13 0.00

2640 · Accrued Compensated Absences 0.00 75,083.28 -75,083.28

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brian

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2:20 PM

Accrual Basis Southern Tier Library System

Treasurer's Report

As of 12/31/2016

Dec 31, 16 Nov 30, 16 $ Change

Total Other Current Liabilities 10,836.80 99,562.18 -88,725.38

Total Current Liabilities 33,996.45 99,562.18 -65,565.73

Total Liabilities 33,996.45 99,562.18 -65,565.73

Equity

3200 · Fund Balance Unrestricted 1,549,377.44 1,549,377.44 0.00

3910 · Fund Balance Replacement Res 100,000.00 100,000.00 0.00

Net Income 5,018.11 252,382.52 -247,364.41

Total Equity 1,654,395.55 1,901,759.96 -247,364.41

TOTAL LIABILITIES & EQUITY 1,688,392.00 2,001,322.14 -312,930.14

Official Depository: Community Bank NA

Money Market Account: .10 Rate of Return

Checking Accounts: .05 Rate of Return

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01/10/17

Accrual Basis

Southern Tier Library System

Financial Clerk's Report

December 2016

Dec 1 - 30, 16 Nov 16 $ Change

Income

4719 · Interest 0.00 110.62 -110.62

4721 · E-Rate Funding 0.00 37,051.81 -37,051.81

4724 · Member Library IT Contracts 251.67 251.67 0.00

4733 · Member Library Processing Fees 4,721.25 0.00 4,721.25

4735 · Non State Aid Pass Through 16,891.42 4,526.60 12,364.82

4740 · Prof Development & Conf Fees 15.00 0.00 15.00

4782 · Donations 0.00 1,000.00 -1,000.00

4784 · General Reimbursements & Refund 558.00 30.00 528.00

Total Income 22,437.34 42,970.70 -20,533.36

Expense

5100 · Salaries

5141 · Professional Salaries 30,322.46 25,245.37 5,077.09

5142 · Non-Professional Salaries 34,884.16 29,839.83 5,044.33

Total 5100 · Salaries 65,206.62 55,085.20 10,121.42

5150 · Personnel Benefits

5151 · Retirement 85,981.00 0.00 85,981.00

5153 · Social Security 4,723.04 3,976.28 746.76

5157 · Health Insurance 14,902.73 14,912.31 -9.58

5158 · Payroll Expense - Other 411.13 332.01 79.12

Total 5150 · Personnel Benefits 106,017.90 19,220.60 86,797.30

5203 · STLS Equipment 8,890.75 0.00 8,890.75

5204 · STLS Software & Small Equipment 1,097.54 916.38 181.16

5205 · Maintenance Contracts & Leases 3,741.00 755.20 2,985.80

5407 · Integrated Library System 14,982.00 0.00 14,982.00

5408 · Platform Fees & Licenses 3,000.00 0.00 3,000.00

5409 · STLS Telephone/Internet 9,948.04 12,996.02 -3,047.98

5417 · Library Materials 3,764.23 21.60 3,742.63

5418 · Consultant Collection 140.80 143.00 -2.20

5419 · Electronic Materials 1,177.08 1,065.54 111.54

5420 · Staff Development Travel -41.41 6,885.74 -6,927.15

5422 · Trustee Mileage 1,380.46 377.46 1,003.00

5423 · Trustee Continuing Education 252.80 0.00 252.80

5425 · Staff & Member Library Mileage 424.43 1,089.79 -665.36

5427 · Programming & Annual Conference 0.00 587.50 -587.50

5428 · Meeting Supplies 62.38 159.04 -96.66

5430 · Office Supplies 795.59 10,716.60 -9,921.01

5433 · Postage 1,000.00 0.00 1,000.00

5434 · Public Relations 3,049.22 0.00 3,049.22

5435 · Member Library Pass through 14,765.38 4,347.61 10,417.77

5436 · STLS Grants to Member Libraries 312.49 59.45 253.04

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brian

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12:45 PM

01/10/17

Accrual Basis


Financial Clerk's Report

December 2016

Dec 1 - 30, 16 Nov 16 $ Change

5442 · Professional Fees 1,131.00 210.00 921.00

5444 · Accounting Support & Audit 0.00 75.00 -75.00

5450 · Utilities 688.51 593.55 94.96

5451 · Building Maintenance & Repairs 2,195.38 14,604.02 -12,408.64

5454 · Commercial Insurance 8,703.00 0.00 8,703.00

5471 · Vehicle Maintenance & Repairs 404.80 1,625.28 -1,220.48

5473 · Vehicle Fuel 1,098.59 1,237.12 -138.53

5475 · Vehicle Purchase 23,156.50 0.00 23,156.50

5480 · Greenwood Reading Center Exp 0.00 141.22 -141.22

5490 · Grants 0.00 89.99 -89.99

Total Expense 277,345.08 133,002.91 144,342.17

Net Income -254,907.74 -90,032.21 -164,875.53

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01/10/17

Accrual Basis


Profit-Loss Budget Statement

Jan. 1 through Dec. 30, 2016

Jan 1 - Dec 30, 16 Budget $ Over Budget

Income

4700 · Basic State Aid 858,045.00 822,566.00 35,479.00

4706 · Jails and Institutions 4,113.00 3,696.00 417.00

4709 · Local Services Support 94,354.00 90,452.00 3,902.00

4710 · Supplemental Aid 129,375.00 124,026.00 5,349.00

4711 · Coordinated Outreach 75,049.00 71,946.00 3,103.00

4713 · State Corrections 26,285.00 25,198.00 1,087.00

4719 · Interest 1,118.77 750.00 368.77

4721 · E-Rate Funding 103,448.94 104,310.00 -861.06

4723 · Member Library Cost Share 428,666.00 427,759.00 907.00

4724 · Member Library IT Contracts 37,952.65 27,000.00 10,952.65

4725 · Grants Revenue 73,052.00 63,391.00 9,661.00

4733 · Member Library Processing Fees 17,899.50 20,000.00 -2,100.50

4740 · Prof Development & Conf Fees 210.00 1,000.00 -790.00

4781 · Retiree Health Ins Payments 1,550.40 4,200.00 -2,649.60

4782 · Donations 1,013.50 1,200.00 -186.50

4784 · General Reimbursements & Refund 8,868.71 3,000.00 5,868.71

Total Income 1,861,001.47 1,790,494.00 70,507.47

Expense

Total 5100 · Salaries 700,687.54 786,229.00 -85,541.46

Total 5150 · Personnel Benefits 314,061.16 384,977.00 -70,915.84

5203 · STLS Equipment 8,890.75 4,000.00 4,890.75

5204 · STLS Software & Small Equipment 96,060.18 9,500.00 86,560.18

5205 · Maintenance Contracts & Leases 17,226.57 14,000.00 3,226.57

5407 · Integrated Library System 79,695.84 80,030.00 -334.16

5408 · Platform Fees & Licenses 15,341.00 16,000.00 -659.00

5409 · STLS Telephone/Internet 127,208.21 115,900.00 11,308.21

5417 · Library Materials 17,768.07 14,000.00 3,768.07

5418 · Consultant Collection 690.00 500.00 190.00

5419 · Electronic Materials 89,481.13 89,608.00 -126.87

5420 · Staff Development Travel 15,764.78 12,000.00 3,764.78

5422 · Trustee Mileage 6,801.30 7,500.00 -698.70

5423 · Trustee Continuing Education 436.30 4,200.00 -3,763.70

5424 · Conference Registration 3,752.20 6,500.00 -2,747.80

5425 · Staff & Member Library Mileage 4,453.03 1,500.00 2,953.03

5427 · Programming & Annual Conference 2,426.26 12,000.00 -9,573.74

5428 · Meeting Supplies 2,965.97 1,200.00 1,765.97

5430 · Office Supplies 29,152.77 16,000.00 13,152.77

5433 · Postage 4,057.21 5,000.00 -942.79

5434 · Public Relations 14,381.54 15,000.00 -618.46

5436 · STLS Grants to Member Libraries 11,275.51 8,000.00 3,275.51

5442 · Professional Fees 7,924.12 8,000.00 -75.88

5443 · Legal Counsel 2,065.50 2,500.00 -434.50

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brian

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01/10/17

Accrual Basis


Profit-Loss Budget Statement

Jan. 1 through Dec. 30, 2016

Jan 1 - Dec 30, 16 Budget $ Over Budget

5444 · Accounting Support & Audit 9,925.00 10,500.00 -575.00

5450 · Utilities 8,406.05 14,000.00 -5,593.95

5451 · Building Maintenance & Repairs 55,148.82 16,000.00 39,148.82

5452 · Capital Improvements 0.00 50,500.00 -50,500.00

5454 · Commercial Insurance 21,386.81 13,600.00 7,786.81

5471 · Vehicle Maintenance & Repairs 7,779.47 7,000.00 779.47

5473 · Vehicle Fuel 12,922.78 21,000.00 -8,077.22

5474 · Vehicle Insurance 5,248.00 5,000.00 248.00

5475 · Vehicle Purchase 23,156.50 20,000.00 3,156.50

5490 · Grants 146,092.48 20,000.00 126,092.48

5977 · Contingency 0.00 0.00 0.00

Total Expense 1,862,632.85 1,791,744.00 70,888.85

Net Income -1,631.38 -1,250.00 -381.38

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QUARTERLY CLAIMS AUDITOR REPORT

SOUTHERN TIER LIBRARY SYSTEM

QUARTER 4 (OCTOBER 1, 2016 – DEC. 30, 2016)

Audit # of Dollar($) Check Check Dollar($)

Date invoices Amount Exception Numbers Dates Amount

10/14/16 68 342,810.70 0 35395– 35462 10/14/16 342,810.70

10/28/16 33 41,939.23 0 35463 - 35495 10/28/16 41,939.23

11/11/16 21 25,067.13 0 35496 - 35516 11/11/16 25,067.13

11/25/16 37 44,772.24 0 35517 - 35553 11/25/16 44,772.24

12/09/16 23 124,078.72 0 35554 - 35576 12/09/16 124,078.72

12/23/16 44 86,046.85 0 35577 - 35620 12/23/16 86,046.85

____________________________________________________________________________________________________

EXCEPTION REPORT

Except. PO Invoice Amount Claim Item/Services Issue with purchase/

Refer. No./Date Date ($) Payee/Vendor of Invoice Cause for exception Resolution

NO EXCEPTIONS

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Finance & Facilities Committee

Meeting Minutes

1/11/17 2:30

Present: S. Barr, P. Finnerty, D. King, D. Wexell, and B. Hildreth

Monthly review of financial reports

B. Hildreth reviewed the Treasurer’s Report, the Financial Clerk’s Report, and the Profit-Loss Budget Statement and

answered our questions.

The committee reviewed the Unpaid Bills Detail documents and recommends the approval of the expenditures.

The committee reviewed the new Deposit Summary Report, which shows all receipts, and recommends approval.

The report now includes more information in the Memo column.

D. Wexell reviewed the Quarterly Claims Auditor Report, which showed no exceptions.

The committee reviewed the proposed annual organizational meeting action items, and made the following

recommendations to the Board:

Recommends that the Trustee Mileage Reimbursement rate be the IRS rate of 53.5 cents per mile.

Recommends that Community Bank NA be designated a depository of Southern Tier Library System Funds

for 2017.

The committee briefly discussed the audit process schedule for this year.

Next meeting March 8 at 2:30 at STLS

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Public Relations Committee

December 20, 2016 – 12:30 pm

Southern Tier Library System Headquarters

Committee Members Present: Lynnette Decker (chair), Sarah Collins, Betsy Gorman, Denise

King and Pat Selwood

Library System Staff: Brian Hildreth

Meeting called to order at 12:34 pm.

Review Plan of Service Elements 2017 – 2021

B. Hildreth reviewed three specific goals of the proposed Plan of Service that fell under the Section: Awareness and Advocacy. Committee members discussed each goal and talked about their impacts on libraries and community members. It was agreed each goal aligned with feedback provided by member libraries during recent focus groups. Goals included: increased awareness for public library services across the region, heightened advocacy efforts with elected officials and reaffirming public libraries belief in the Library Bill of Rights.

2017 Advocacy Plan

B. Hildreth presented an overview of 2017 advocacy efforts based on fiscal year timeline. Events include: January – Phone Call or Email Campaign February – Petition Development to Member Libraries March – Advocacy Day in Albany (Wednesday, March 1st) March – Bullet Aid Presentations Trustee and Community Presentations June – Construction Aid “Thank You” to Assembly & Senate July/August – Legislative Guide Development Request “thank you” letters from award winning libraries, and send as packet to all representatives. September – State Aid “Thank You” and Letters to Committee on Libraries and Education Technology Meeting adjourned at 1:38 pm.

Next meeting: Tuesday, March 21 at 12:30 pm (No meeting in January or February) Respectfully submitted: Brian M. Hildreth, STLS Executive Director

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2017 Annual Organizational Meeting Actions

Board of Trustees

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Executive Director Recommendation: Approve annual meeting action items per STLS

Organizational Meeting Policy.

A. Designation of the Official Newspaper

RESOLVED that the Board of Trustees designates the Corning Leader as the official newspaper

for the Southern Tier Library System for the year 2017.

B. Appointment of the Financial Clerk

RESOLVED that the Board of Trustees appoints Executive Director Brian M. Hildreth as Financial

Clerk of the Southern Tier Library System for the year 2017.

C. Appointment of the Internal Auditor

RESOLVED that the Board of Trustees appoints Trustee Dale Wexell as the Internal Auditor and

Richard Ahola Alternate Auditor of the Southern Tier Library System for the year 2017.

D. Appointment of the External Auditor

RESOLVED that the Board of Trustees appoints the firm of Mengel Metzger Barr & Co. LLP as

the auditors for the Southern Tier Library System for completion of the annual audit for 2016

and related services.

E. Appointment of the Attorney

RESOLVED that the Board of Trustees appoints Conrad Wolan, of Sayles & Evans, Attorneys-at-

Law, as the Attorney for the Southern Tier Library System for 2017.

F. Authorization of the Executive Director to Certify Payrolls

RESOLVED that the Board of Trustees appoints the Brian M. Hildreth, Executive Director, as the

authority to certify Southern Tier Library System payrolls for the year 2017.

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G. Authorization of Executive Director to Make Grant Applications

RESOLVED that the Board of Trustees authorizes the Executive Director to make applications for

grant funding subject to subsequent approval by the Board.

H. Authorization of the Executive Director to certify payments

RESOLVED that the Board of Trustees authorizes the Executive Director to certify payments of a

fixed nature without prior audit upon submission to the Treasurer of a voucher. This should

include credit card, utility bills, insurance premiums, payroll, payroll deductions, taxes and

fringe benefit expenses.

I. Authorization of the Trustee Mileage Reimbursement Rate

RESOLVED that the Board of Trustees authorizes the IRS rate of $53.5 cents per mile as the

mileage reimbursement rate for the Southern Tier Library System for 2017.

J. Designation of the Bank Depository

RESOLVED that the Board of Trustees designates Community Bank NA as depository of

Southern Tier Library System funds in 2017.

K. Designation of the Authorized Signatories for Checks

RESOLVED that the Board of Trustees re-designates the Treasurer, President, local trustee

(Sarah Collins), and Executive Director as authorized signatories on all bank accounts.

L. Authorization of Certain Payments Between Board Meetings

RESOLVED that the Board of Trustees authorizes the payment of the following bills and

expenses between Board meetings in order to meet due date requirements: credit card, utility

bills, lease payments, payroll, payroll taxes, payroll deductions, and fringe benefit expenses.

M. Establish Treasurer and Internal Auditor surety coverage for the year.

RESOLVED that the Board of Trustees Establishes Treasurer and Internal Auditor surety

coverage at $750,000 for 2017.

2017 Board Meeting Dates & Locations Board of Trustees

_____________________________________________________________________________

January 17 - Southern Tier Library System, Painted Post

March 21 - Southern Tier Library System, Painted Post

April 18 - Dorman Library, Bath (Steuben County)

May 16 - Penn Yan Public Library, Penn Yan (Yates County)

June 20 - Horseheads Free Library, Horseheads (Chemung County)

July 18 - Watkins Glen Free Public Library (Schuyler County)

September 19 - Cuba Circulating Library Association (Allegany County)

October 17 - Southern Tier Library System, Painted Post

November 21 - Southern Tier Library System, Painted Post

December 19 - Southern Tier Library System, Painted Post

All meetings begin at 2:00 pm and are open to the public and STLS member libraries.

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EMERGENCY CLOSING POLICY

In the event the Executive Director or Designee of the Southern Tier Library System deems it necessary to close due to inclement weather or other unforeseen circumstances, employees will be paid for the hours that they are scheduled to work on that particular day; up to five work days per incident. If more than five work days is required by the status of the situation, the Executive Director or Designee will consult with the Board of Trustees. In exceptional or emergency circumstances the Executive Director or Designee may consult with the President of the Board of Trustees or a Designee. If closure of the building is deemed necessary, or if roads are closed by the employee’s county of residence, employees will be paid for the hours that they are scheduled to work on that particular day.

Original policy adopted by STLS Board of Trustees, November 2004 Reviewed by Policies Committee, November 2008 Reviewed by Policies Committee, December 2016

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