Regular Meeting of the Board of Trustees May 14, 2014 – 4:30pm

1. Call to Order

2. Approval of the Minutes of the April 9, 2014, Board Meeting

3. Friends Report – Chris Hall

4. Department Report: Digital Studio – Erin West

5. Financial Report – Karen King

6. Director’s Report – Ann Hammond

7. Chairperson’s Report – Larry Smith

8. Committee Reports

a. Board Development Committee – Susan Wright

b. Personnel Committee –Sharon Williams

c. Budget and Finance Committee – Ronda Beck

d. Building/Property Committee – Larry Smith

9. New Business

10. Adjournment

Staff Development Day, Kentucky Theater: May 16, 2014

Library Board Meeting, Central Library: June 11, 2014

Vision: A community engaged in a lifetime of discovery.

Mission: Lexington Public Library connects people, inspires ideas, and transforms lives.

Core Values: Excellence, Integrity, Equality, Stewardship, and Passion

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BOARD OF TRUSTEES’ MEETING LEXINGTON PUBLIC LIBRARY

April 9, 2014

A special meeting of the Board of Trustees of the Lexington Public Library was held on Wednesday, April 9, 2014, at 4:30 p.m. in the Board Room of the Central Library. Lawrence T. Smith, Library Board Chair, called the meeting to order.

Board members present: Ronda Beck, Jordan Parker, Lawrence Smith, Stephanie Spires, and Susan Wright. Advisory Board members present: Jeff Binford, Keith Bohart, Kimberly Brennen, Mike Burke, David Kesling, Stephanie Nallia, Meredith Nelson, Marian Moore Sims, and Timothy W. Sineath.

Library staff present: Jim Chandler, Director of Support Services; AnnaMarie Cornett, Administrative Support Coordinator; Greg Davis, Manager, Marketing; Karen Davis, Manager, Northside Branch; Anne Donworth, Development Officer; Ann Hammond, Executive Director; Karen King, Finance Officer; Susie Lawrence, Director of Library Services; and Tom Wallace, Human Resource Director.

Also present: Chris Hall, Friends of the Library; and David Porter, Stites and Harbison

Mr. Smith called the meeting to order.

Ms. Spires moved for approval of the minutes from the March 19, 2014, Board Meeting. Ms. Wright seconded and the motion carried unanimously.

Mr. Hall presented the Friends Report. The Friends made almost $500 at ComicCon. April 18 is Food Trucks for a Cause and the Friends will receive 10% of the profits. The next luncheon lecture is April 23. Charles Coulson will present Visiting the Cathedrals of Southern England. Mr. Hall will be giving away books at World Book Night. The Friends will also be set up at the UK Peace Fair on Saturday, May 17, and they are making arrangements to hold a sale in the Lobby at the Chandler Medical Center.

Ms. King presented the Financial Report. For the month ending February 2014, assets for the Library were $10,947,000. Of that, $2,884,000 was cash, $6,160,000 was investments, and $1,900,000 was receivables. That is a year over year increase of $1,266,000, most of which is investments. The Fund Balance is $10,162,000, which is up $1.1 million year over year. The Library’s General Fund activity for February saw revenues of $1,166,000. This is up slightly due to the receipt of $105,000 in Construction Grant funds for Northside. Year to date, revenues are $8,519,000. This is

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ahead of budget by $3,800 and a year to date increase of $112,000. Total expenditures for the month of February were $938,000, with revenue over expenditures by $227,000. Year to date, total expenditures are $8,027,000 and a net positive of $491,000. Expenditures are $338,000 under budget year to date, but $390,000 over February 2013. The Enterprise Fund year to date has had revenues of $63,000 and expenditures of $34,000, for a net profit of $29,000. This is primarily due to the full depreciation of the copiers. The garage year to date has $236,000 in revenue, with net revenues over expenditures of $35,000. This a decrease from 2013, but on target for 2014. Investments through February are $6,160,000. Month over month that has not changed, however it has increased $1,016,000 year over year. Fund balance expenditures year to date are $12,995 from the Little Grant, with $25,000 remaining.

Ms. Beck reported that the Budget and Finance Committee reviewed the Financial Statements and move for its approval. Ms. Wright seconded and the motion carried unanimously.

Ms. Hammond presented the 3rd Quarter Report. She distributed the Director’s Report and Library Highlights via email. Ms. Hammond updated theBoard on the progress of the FY14 Strategic Goals. Notable completions this quarterinclude digitization of the Madeline Pollard book from the Kentucky Room and thenear completion of the Library’s website, which will be rolled out May 1. She alsohighlighted the Edible Books competition at Tates Creek and the in Birds in Books partnership with Bryan Station High School. New partnerships include Passport Health, for programming at the Village Branch, RJ Corman, and 8 corporate sponsors for Bluegrass and Bourbon.

Ms. Hammond shared circulation and building use statistics comparing FY14 to FY13. FY14 visits are down slightly over last year, but Ms. Hammond expects to end on par with FY13. Website visits are on target with last year, however mobile app visits have increased significantly. Print, adult book and teen book circulation is tracking a little below the year before, however children’s book circulation is above last year. All print material – adult, teen, children, and magazines – has trended up and down at various times throughout FY14. Ebook circulation is consistently higher than FY13. Magazines, including eMagazines, are considerably above last year as well. Overall, total circulation is trending slightly above FY13. Computer sessions started a little above last year, but it has dropped considerably. The number of adult programs is up over last year, but the attendance is lower because Gallery visits are no longer being counted in programming numbers. There were more children’s programs this year than last year, and there was higher attendance. Use of meeting rooms and study rooms dramatically increased.

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Mr. Smith presented the Chairman’s Report. Next month’s meeting is May 14 at the Northside Branch Library. Mr. Smith congratulated Village Branch employees Carolina Fernandez and Jackie Garrido on becoming American Citizens. Mr. Smith called the Board’s attention to Staff Development Day on May 16 and encouraged everyone to attend.

Ms. Wright presented the Board Development Committee report. The Committee reviewed the March policies: Staff Education and Professional Development and Employee Reimbursements. There were no changes. The Committee continues to work on an Advocacy plan.

Dr. Sineath presented the Personnel Committee report. Ms. Williams was unable to attend the meeting, so he and Ms. Nelson reviewed the employment evaluation instrument and results from last year. They felt the tool worked very well, however they will add an additional section related to how the Director articulates and achieves the Library goals. Dr. Sineath invited feedback from Board Members.

Ms. Beck presented the Budget and Finance Committee report. The Committee reviewed the Financial Report for February, as well as the FY15 Programmatic Budget. Ms. Beck shared a summary document and draft of the FY15 budget. Revenues are projected to go up overall. Ms. Hammond and Ms. King have scheduled a series of small group budget review meetings and Ms. Beck encouraged everyone to sign up. The Committee recommends approval of the FY15 Personnel budget as presented, including a 2.5% raise for staff.

Mr. Parker seconded.

Ms. Brennen stated that the motion that came from the Committee was to approve the 2.5% raise, not the entire Personnel budget.

The motion was adjusted to limit approval only to the 2.5% raise. The motion carried unanimously.

Ms. Beck stated that she and Mr. Smith reviewed check and credit card statements for March.

Ms. Spires presented new business.

According to the Library’s agreement with the Carnegie Center, the Library Board selects three individuals to serve on the Carnegie Center Board. Currently Ms. Beck and Ms. Spires serve in this capacity. Ms. Spires asked if anyone on the Board would like to serve on the Carnegie Center Board and, if not, the Carnegie Center has

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offered suggestions for community members that they would like to have serve. Ms. Spires will bring forward this recommendation in May.

Ms. Spires also announced that Bluegrass and Bourbon is May 9 and tickets are $25 in advance, $35 at the door.

Ms. Spires presented the Building and Property Committee report. She moved that the Board adjourn to closed session pursuant to KRS 61.810(1)(b) for discussion of acquisition of real estate. Ms. Beck seconded.

The Board adjourned to closed session at 5:14pm.

The Board resumed in open session and, there be no further business, adjourned at 5:58pm.

Signed: Susan Wright, Secretary

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Unaudited Financial Statements

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ents

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Unaudited Financial Statements

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Unaudited Financial Statements

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Unaudited Financial Statements

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Unaudited Financial Statements

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Unaudited Financial Statements

Social Media Statistics April 2014

Facebook +90 page likes (4051 total) 36 posts 464 post feedbacks (likes + shares + comments)

Twitter

+80 followers (2771 total) 54 tweets 29 retweets by others 63 mentions by others

Pinterest +24 followers (1588 total) 7 pins

Goodreads +0 members (525 total)

E-Mail Newsletters +49 subscribers (4182 total)

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Board of Trustees Lexington Public Library

Attendance Summary

2013 2014 Name July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Ronda Beck P P P P A P P P P P

Timi Goodman P A P P P P P A

Jordan Parker P P P P A P P P

Lawrence Smith P P P P P P P P P P

Stephanie Spires P A P P P P P P P P

Sharon Williams P P A P P A P P n/a A

Susan Wright P P A P A P P P P P

5/9/2014

Advisory Board Lexington Public Library

Attendance Summary

2014 Name Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

Jeff Binford P P P P

Keith Bohart P P P P

Kimberly Brennen P A n/a P

Mike Burke P P P P

David Kesling P P P P

Marian Moore Sims P A P P

Stephanie Nallia A P P P

Meredith Nelson P A P P

Timothy Sineath A P P P

5/9/2014

Monthly Report May 2014 Kentucky Dept. for Libraries & Archives Anne Van Willigen, Regional Consultant Anne.vanwilligen@ky.gov 859-333-0193

Reminder: All Special Purpose Governmental Entities (SPGEs) must pass a 2014-2015 budget by June 30, 2014. The budget must be submitted electronically to the Dept. of Local Government (DLG) between July 1-July 15th. If the registration fee wasn’t paid in December when SPGE Form 100 was completed, it will need to be paid by July 15th. For the most up-to-date information, please see DLG’s Information Portal at: https://kydlgweb.ky.gov/Entities/SPGE_Info.cfm.

SPGE Financial Training Sessions The Department for Local Government, Cities and Special Districts Branch, will be hosting training sessions on the financial disclosure portion of House Bill 1 for all Special Purpose Governmental Entities at 15 locations around the state. Trainings are scheduled for approximately 90 minutes and individuals can choose to attend either the 2pm or 6pm (local time) training session. Due to limited space at some of the facilities, pre-registration is required and the number of registrants at a session may be capped. DLG asks that no more than 2 people from each Special Purpose Governmental Entity register to attend. It is highly recommended that one of those individuals be the person that is responsible for registering and completing the financial information for the entity. To find the training session closest to you and register, please visit: https://kydlgweb.ky.gov/Entities/SPGE_TrainAdd_RegAdd.cfm. KDLA will also be offering the training as a webinar sometime in May or June.

Did You Know? Did you know you could raise your Standards score for NO COST by making sure the Board has adopted the 10 Essential Board Policies for KY Public Libraries suggested by KDLA? – Essential Level Standard 1.5.6 – Be ready to raise your standards in the 5th edition to be submitted during November 2014. See other tips to raise your Standards rating at: http://kdla.ky.gov/librarians/plssd/Documents/Enhance%20Your%20Library%20Standards.pdf

Webinars for Trustees There are several webinars on the KDLA continuing education calendar in May that may be of interest to certified trustees. A description of one is below. Sign up at: http://kdla.ky.gov/librarians/staffdevelopment/Pages/ContinuingEducationCalendar.aspx.

• Roadmap to the Future: Using the Kentucky Public Library Standards to improveyour library. This webinar will give an overview of the 5th Edition of the KPLA Kentucky PublicLibrary Standards and how your library can benefit from using this assessment tool. Provided byKDLA. May 12th - 10:00 a.m. - 11:00 a.m. EDT.

New Addition to KDLA Catalog Engaging government employees : motivate and inspire your people to achieve superior performance by Robert J. Lavigna. This book gives public sector managers the tools they need to leverage the talents of government's most important resource: its people. It will show you how to measure, nurture, and sustain the kind of authentic employee engagement that drives results. This book and other library science titles can be checked out for four weeks through the KDLA catalog available at http://kdla.kyvl.org and sent to your library via the KYVL courier service.

May 2014 Trustee Tip of the Month Succession Planning

As a great library board, you have already assessed your community for those library services that are needed and wanted, and you have created a vision statement and a strategic plan. You have a technology plan in place that finances updated equipment and staff training needed to meet the advancing technology needs of library users. It’s time to think about planning for the future of the library staff needed to carry out this vision, often referred to as succession planning.

All organizations, including libraries, need to consider succession planning as they move toward achieving long-term goals and realizing the vision for the community they serve. As the governing body for the library, boards often think about what they may need when the current director retires or leaves the organization. And, the director, as the executive officer and leader, is a major position to be filled. A good succession plan, however, includes evaluating every position in the library, the competencies needed for each position, and includes looking at each employee to see what areas of development would allow them to move up into an open position.

A dynamic succession plan: allows the library to act quickly to fill key positions that become open, providing a smooth transition; saves time and money involved in recruiting; provides direction on which staff development steps are most beneficial; and, promotes retention of valued employees.

A basic succession planning process includes these steps:

1. Identify key positions in the library.2. Determine the knowledge, talents, and skills needed to be successful in each key position.3. Have all levels of leadership assess staff for their potential to step into a key position.4. Begin to develop employees who show interest and potential with the appropriate training and mentoring

they need.5. Monitor the progress in those employees in their development program.6. Refresh the succession plan at least annually to identify and determine necessary changes to the plan.

A succession plan can also include identifying people outside of the organization who may have the skills and talent needed for a key position. Defining the abilities needed in the various library positions provides the information needed to make the best selection of successors from both inside and outside of the library.

The library director will take the lead role in the succession planning process. The director will determine the process for assessing the key positions in the library, identifying staff potential, and the methods for staff development and evaluation. The library board will support this process by providing the vision and strategic plan on which the succession plan is based. The board will also participate in evaluating the criteria in the succession plan for the director’s position and development.

A dynamic succession plan allows adjustments to be made for rapidly changing horizons and will allow the library to achieve the goals and demonstrate the vision for ongoing excellence in providing library services to the community.

If you need help with succession planning, you can contact your regional librarian for more information. For contact information, see: http://kdla.ky.gov/librarians/plssd/Documents/regionalconsultants.pdf