ADMINISTRATIVE COUNCIL AGENDA January 23, 2015 … · ADMINISTRATIVE COUNCIL AGENDA January 23,...

ADMINISTRATIVE COUNCIL AGENDA January 23, 2015

Santa Maria Public Library Presiding: FY 2014/15 Chair Karen Christiansen

Agenda and business meeting addenda (compiled PDF) @ http://ats.blackgold.org/councilmeetings Auxiliary Receive and File addenda PDFs @ http://ats.blackgold.org/councilauxiliary Symbol Key

M Move to approve * PDF accompanies posted agenda p. Associated addendum page number(s) located @ top center of compiled agenda PDF. ** Item to be provided later

► Item updated in the Administrative Council Notebook @ http://www.ats.blackgold.org/secure/dept/ac-notebook.shtm

1. 10:00 a.m. CALL TO ORDER

2. M - ADOPTION OF AGENDA Any Council member wishing to discuss a Consent Calendar item shall request that it be transferred from the Consent Calendar to the business agenda.

3. PUBLIC TESTIMONY

4. M - CONSENT CALENDAR All matters listed on the Consent Calendar are considered by the Administrative Council to be routine and non-debatable and will be approved by one motion in the form listed below. There will be no separate discussion of these items unless a Council member, staff member or other attendee requests separate discussion.

a. *Administrative Council Minutes – December 5, 2014 (p. 3-6) [After approval, the minutes are posted at http://ats.blackgold.org/councilmeetings ]

b. *Financial Statements for the period ending November 2014 (p. 7-14)

5. AUXILIARY RECEIVE AND FILE — [posted @ http://ats.blackgold.org/councilauxiliary ] a. Admin Resources —

i. ►2015 Library Holiday Schedule ii. ►Directory: Member Libraries and Black Gold Office updated

b. Delivery — i. Black Gold Delivery Activity Survey Summaries, Nov 2014 w/biannual comparisons ii. Black Gold Delivery Activity Survey Daily Counts, Nov 2014 iii. Black Gold Delivery Schedule – Regular, updated iv. Cal Poly Delivery Activity Sums, July-Dec 2014

c. Departmental Resources — i. Circulation - ATS Checkout & Renewal Statistics, November and December 2014

6. OLD BUSINESS a. Fees and fines – In June 2014 Council discussed possibly lowering the fine fees to 25 cents

for all items. The discussion was tabled until January 2015 so any effects from the hold fee elimination could be factored in, if desired.

*Fines collected for DVD material types (p.15-18) b. 10 hold limit – has anyone received more feedback from patrons? — MH

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Black Gold Cooperative Library System Administrative Council agenda

c. *Equitable sharing discussion. Review of Goals and Service models from AMG’s study. Where do we stand on this? What should the next steps be? (p. 19) Other supporting documentation:

i. *Net borrowing/lending for June – December 2014 (p. 20) ii. *Holds picked up 2006 – 2014 (p. 21) iii. *Holds not picked up January - December 2014 (p. 22-23) iv. **Pro rata Budget

d. M - *BFI recommendation on Budget Surplus from FY 2013-14 towards this year’s contribution

7. NEW BUSINESS a. M - *FY 2015-16 Tentative Budget (p. 25-33) b. Do jurisdictions know whether or not there will be a COLA increase for library staff in FY

2015/16? c. M - *Check limits – Checks under $7,500 can be signed by the Executive Director, while

any amount over requires two signatures. This was last reviewed and set in 1997. BFI committee discussed and recommends that the signing amount be increased to $20,000 for budgeted items. (p. 34)

8. ATS ISSUES a. *LEAP – we requested an updated quote from Polaris for LEAP. (p. 35-42)

The price has dropped somewhat from our original quote of $27,000. A 10% off promotion expires January 31. Would libraries use this? LEAP will be replacing the Polaris client in about two years. The Polaris client can still be used after that but no future enhancements will be made to it. The cost for LEAP could come from the fully-funded System Replacement Reserve.

b. Weekend support – Staff would like to confirm weekend support coverage. Initially weekend support was for ILS outage only. With Internet installations and usage increasing, most calls are about Internet problems and staff has been helping but they are receiving frequent calls on weekends, which is problematic with only two people sharing coverage. Should staff revert to assisting only when the ILS is down?

9. BLACK GOLD EXECUTIVE DIRECTOR’S REPORT

10. ROUNDTABLE ─ Remarks by Library Directors

11. M - ADJOURNMENT

Distribution - Email notice of web-posted agenda to: Ned Branch, SP; Irene Macias, SB; Jessica Cadiente, LM; Mary Housel, SM; Christopher Barnickel, SLO; Karen Christiansen, PR; Maureen Theobald, BG; Marlene Gutierrez, BG (On December 6, 2013, the Administrative Council decided Council agenda packets are to be compiled as one PDF - sans auxiliary addenda posted separately at the ATS website - and no longer distributed in hardcopy.)

The new calendar! As if tomorrow is assured. Inahata Teiko

DATE MEETING/SUBJECT PLACE Wednesday, February 4, 2015 Automation & Technical Services (ATS) Operations webinar Wednesday, February 11, 2015 Reference & Adult Services Santa Maria Wednesday, February 11, 2015 Youth Services training Santa Maria Wednesday, February 25, 2015 OPAC webinar Friday, February 27, 2015 Administrative Council optional Lompoc Wednesday, March 4, 2015 Automation & Technical Services (ATS) Operations Lompoc Friday, March 27, 2015 Administrative Council Goleta Wednesday, April 1, 2015 Automation & Technical Services (ATS) Operations webinar

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Black Gold Cooperative Library System 391 Front Street • Suite F • Grover Beach, CA 93433-1553 • Phone 805.543.6082 • Fax 805.543.9487

ADMINISTRATIVE COUNCIL MINUTES December 5, 2014

Agenda and business meeting addenda (compiled PDF) @ http://ats.blackgold.org/councilmeetings Auxiliary Receive and File addenda PDFs @ http://ats.blackgold.org/councilauxiliary

Symbol Key

M Move to approve

* PDF accompanies posted agenda

** Item to be provided later

► Item updated in the Administrative Council Notebook @ http://ats.blackgold.org/councilnotebook

Present: Jessica Cadiente, LM; Ned Branch, SP; Mary Housel, SM; Karen Christiansen, PR; Irene Macias, SB; Chris Barnickel, SLO Also present: Maureen Theobald and Alana Wolfe, BG; Cindy Mediavilla, California State Library

1. CALL TO ORDER at 10:11 a.m. by Chair Karen Christiansen at Lompoc Public Library

2. M - ADOPTION OF AGENDA Moved/seconded (NB/MH) and carried unanimously to adopt the December 5, 2014, agenda with the addition of item #8g How is delivery going?

3. PUBLIC TESTIMONY

4. M - CONSENT CALENDAR — Moved/seconded (MH/NB) and carried unanimously to adopt the Consent Calendar as presented.

a. *Administrative Council Minutes – September 26, 2014 [After approval, the minutes are posted at http://ats.blackgold.org/councilmeetings ]

b. *Financial Statements for the period ending August 2014 c. *Financial Statements for the period ending September 2014 d. *Financial Statements for the period ending October 2014 e. Committee Meeting Minutes [posted @ www.ats.blackgold.org/council-cmte-meetings ]

Youth Services Committee Meeting Minutes, September 24, 2014 ATS Operations Committee Meeting Minutes, October 1, 2014 ATS Operations Committee Meeting Minutes, November 5, 2014 Reference and Adult Services Committee, November 12, 2014

5. ►AUXILIARY RECEIVE AND FILE — [posted @ http://ats.blackgold.org/councilauxiliary ] a. Committees — Contacts — Standing Committees and Council, updated b. Admin Resources — October 2014 Black Gold Communication Survey Summary w/biannual

comparisons c. **Delivery — 2015 Black Gold Delivery Schedule - Holidays d. Departmental Resources

i. Circulation - ATS Checkout & Renewal Statistics, September and October 2014

6. OLD BUSINESS a. E-Content budget – 20% increase was an objective in strategic planning. Should we continue at

this rate for 2015/16 budget year? — After a discussion, Theobald suggested that for the first round of budgets a 20% increase could be included and then Council can adopt or change it in the following two budget rounds. Housel disclosed that Santa Maria would not be able to agree to a membership fee increase.

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Black Gold Administrative Council Minutes 2

b. Landing page project – Theobald said there had been some progress. She relayed that Gary See recommended Ubiquity wireless points based on building size and fixture. Theobald advised that as small projects add up, a wall could be hit without more Black Gold office staff or other considerations. See will continue working on the landing page and have something in place within the next couple of months.

7. NEW BUSINESS a. *Approval of 2013/14 Audit — Theobald explained on page 9 of the Audit that funds left over

from contributions were applied towards depreciation of assets, vacation, and OPEB (medical) costs leaving a negative balance. The balance will be zeroed out using unrestricted funds. Moved/seconded (IM/NB) and carried unanimously to approve the Audit.

b. Membership requirements for new Black Gold members – Council shared their thoughts about requirements for potential new members who would join to be part of the automated library system group, who would add value to the consortium and its constituents. Discussed was how to analyze a collection including the possibility of having requirements that a percentage of the collection be current, popular and/or unique. Also questioned was how to determine charges for bringing a new library into the consortium. Theobald proposed using an hourly rate and materials to establish a basis. Theobald noted that Kim Hunter and Polaris could do some batch processing. A suggestion was to create an internal TBR; jurisdictions who are net borrowers would either contribute an additional amount to their own collection or offset the downloadable expenditure so other members would receive a smaller downloadable bill. Macias informed Council that Goleta is exploring becoming a city library and may be interested in joining Black Gold. When Mediavilla was asked about the criteria for other consortia confronting new members, she purported Black Gold is unique with its shared ILS and would be breaking new ground. Theobald will check with San Joaquin Valley Library System about their experience with new members. Theobald was asked to bring 2 budgets to the January meeting: 1) using the current methodology and 2) a sample budget with the prorata approach as had been done when Ventura was a member of Black Gold. Theobald will create a report detailing net borrowing and net lending over 6 months. Theobald was also asked to bring the documented goals and service model options from when Council worked with Anne Marie Gold. Theobald will also talk with Polaris about their experiences with this subject, request estimates for batching and automation.

c. Reference and Adult Services Committee – recommendations from November 12th meeting — Theobald reported the committee had 2 recommendations. 1) They thought there was potential for more cross-jurisdictional attendance for programs and suggested publicizing their programs on the Black Gold website. Theobald mentioned submitted art work could be carouseled like the Applause feature. Also discussed was a calendar for all jurisdictions, but that will be considered at a later date 2) The committee has interest in a Black Gold Reads with a local author booked to speak at multiple locations and could also include panels at each library. The volume discounts on titles and marketing material would save money. The committee did not want to compete with programs at Cal Poly and Cuesta College during the early spring timeframe. Housel confirmed that a fall program would be okay as far as Santa Maria’s schedule. Theobald mentioned starting small and then consider grant funds in the future. With grant funds, Reads participants could receive signed copies of books. Macias added that a program like that is a good idea, but requires a lot of planning and work. Council agreed that a program to promote reading could move forward, potentially scheduling it for the fall of 2015 or 2016; as well as a carousel to promote programming.

8. ATS ISSUES a. *Hold queue fulfillment options – Theobald distributed a 2006-to-current holds picked up

spreadsheet. She confirmed that holds have been increasing and noted one more delivery day is budgeted, if needed. After a discussion, Council moved/seconded (CB/IM) and carried unanimously to change the hold fulfillment to “prefer my patron,’ which favors the owning library. Theobald pointed out this hold option is for a patron’s branch, but can be set up for the jurisdiction, which the directors preferred. It will be implemented January 5, 2015. Staff will be

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notified in advance of the change and Theobald will send an email to the ATS Operations Committee. She conveyed that the Ops Committee was opposed to the “prefer my patron” hold option due to reports of patron objections at other libraries. Delivery will be monitored to see how it is affected by this change.

b. *Router replacement recommendations — Theobald said that every transaction hits a router. Router replacement has been on a 7-year schedule for all libraries. However, the Cisco routers are very robust and she recommended the schedule be 7 years for the busiest libraries and to swap out older routers at other branches, per the addendum. It will save staff time and save money. Ned Branch requested that Santa Paula’s replacement schedule be bumped up to coordinate with the building’s cabling project next year.

c. Comprise —Theobald gave a status report indicating there are still some issues with Polaris integration and San Luis Obispo’s self-checks. Also, reports are not as great as expected.

d. OverDrive Frontline support – subscription renewal due. Reference committee recommends renewal and it has been budgeted. — Council agreed to the OverDrive renewal.

e. E-rate modernization order/application for consortium for bandwidth project – Theobald reported that an aggregator has been hired. Black Gold has applied to the consortium, but does not expect benefits this year. Black Gold plans to file for e-rate on its own to make sure we get the funding if the consortium does not work for us

f. Patron cards for non-residents (forwarded from Operations committee) i. Santa Barbara has requested that if, e.g., a Lompoc patron comes in and asks to

‘exchange’ their patron card for one from Santa Barbara (to receive their diverse electronic options), they be allowed to do so by paying a replacement fee. The stat class would remain Lompoc. Theobald explained that CLSA does not apply to electronic resources and is strictly over the counter transactions. Also, she advised that database contracts could be rescinded if library cards are dispensed to the public outside of a jurisdiction’s population area. This issue affects very few people. The directors decided each jurisdiction would determine how to handle the issue.

ii. In addition the committee suggested the possibility of a non-resident (out of state) card. Patrons would pay a fee if they live out of state and get a card for a year. Theobald clarified that dispensing cards to people who live out of state would be fine; it is not a CLSA issue. Each jurisdiction can do as it pleases, no need for a Black Gold policy.

g. How is delivery going? — Theobald explained that 15 bags had to be left at San Luis Obispo on Wednesday morning due to unusually high volume and 25 bags were left at Santa Maria. Later in the day, Theobald personally transported the 15 bags left at San Luis Obispo to their destination at Santa Maria. Theobald pointed out that Black Gold delivery volume is lightest on Mondays and Thanksgiving week is the only week during the year that has 2 Black Gold delivery days. The Wednesday after Thanksgiving got slammed. Theobald added that Marci said people return more library items at this time of year.

9. BLACK GOLD EXECUTIVE DIRECTOR’S REPORT — Theobald suggested that an email be sent to cataloging staff to solicit feedback on recent changes, which will give information to help determine staffing hours needed for the Black Gold’s Cataloging Unit next year. Theobald discussed tablet issues encountered when using Polaris, such as printing and display size. She said III is moving forward with LEAP, but its tablet use is in its infancy. There are only 2 more planned upgrades for Polaris client then it will be frozen. Theobald will request a proposal from Polaris along with information on the current LEAP version and Council will plan to discuss it at the January meeting. Theobald unveiled the new Black Gold logo and mentioned the web banner will roll out at the first of the year. She said that the Black Gold office is now in its new location in Grover Beach.

10. ROUNDTABLE ─ Remarks by Library Directors

11. M - ADJOURNMENT —Moved/seconded (MH/JC) and carried to unanimously adjourn the Administrative Council meeting at 1:57 p.m.

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Respectfully submitted: Alana Wolfe

___________________________ ___________________________ Karen Christiansen Maureen Theobald FY 2014/15 Council Chair Executive Director Black Gold Cooperative Library System Black Gold Cooperative Library System

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Black Gold Cooperative Library System

3437 Empresa Drive, Ste C • San Luis Obispo, CA 93401 • Phone 805.543.6082 • Fax 805.543.9497

M E M O R A N D U M DATE: January 12, 2015

TO: Black Gold CLS Administrative Council FROM: Marlene Gutierrez, Accountant SUBJECT: Financial Statements-FY 2014/15 – November 30,

2014 The financial statements for the five months ended November 30, 2014 are attached. Notes pertaining to the financial statements are on page six, Reimbursable Expenditures are presented on page seven, and a Balance Sheet appears on page eight. To facilitate discussion, a reference number is included for each line in the far left column on all pages. The Adjusted Final Approved Budget for FY 2014/15 anticipates revenues and expenditures each totaling $1,359,182 for the entire year, which is a 1.3% increase over the previous year. The actual revenues for the year date were 46.2 percent of the budget for the fiscal year, while the combined total of all expenditures for the year equaled $ 500,175 which represents 36.8 percent of the budget.

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BLACK GOLD COOPERATIVE LIBRARY SYSTEM Statement of Revenues and ExpendituresFor the Five Months Ended November 30, 2014

FY 14/15 FINAL

BUDGET

YEAR TO DATE

ACTUAL

BDGT/YTD UNREALIZED

BALANCE

BDGT/YTD REALIZED %

TOTAL BGCLS REVENUES 1,359,182 628,148 731,034 46.2%

EXPENDITURES 1,359,182 500,175 859,007 36.8%SURPLUS/(DEFICIT) 0 127,973 127,973

Specific User Invoices 1,304Total Reimbursable Expenditures 55,852

57,155

Gold Coast Revenues 0Gold Coast Expenses (20)

(20)

185,108

NOTES

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Black Gold Cooperative Library SystemStatement of Revenues and Expenditures

For the Five Months Ended November 30, 2014 Fiscal Year Elapsed: 41.7%

FY 14/15 November Bdgt/YTD Bdgt/YTD Final 2014 Year to Date Unrealized Realized

Ref Budget Actual Actual Balance % 1 ADMINISTRATION BUDGET2 Revenues & Equity Funding3

4 4410 Librarybin.com Credits 200 157 43 78.7%5 4304 Email Account Fees 372 144 228 38.7%6 4310 Library Mailers Postage Chargeback 100 100 0.0%7 4705 Miscellaneous Revenue 1,500 59 1,441 3.9%8 4101 Interest Earnings 4,500 1,780 2,720 39.6%9 4402 CLSA - Commun. & Deliv. 120,252 39,249 81,003 32.6% 4

10 4500 Reserves Used for Phase In Allowance (12,253) (6,171) (6,082) 50.4% 111 4707 California Teleconnect Fund 14,000 179 5,999 8,001 42.8%12 4706 Erate Refunds(apply to Comm Line) 101,000 922 34,428 66,572 34.1%13 4409 Shared eContent & Subscription 260,361 130,181 130,180 50.0% 214 4302 Member Contributions 869,150 422,322 446,828 48.6% 215

16 TOTAL FUNDS AVAILABLE 1,359,182 1,101 628,148 731,034 46.2%17

18 EXPENSE SUMMARY19 6000 All Programs 530,012 38,872 219,260 310,752 41.4%20 6100 System Administration 131,433 11,878 48,936 82,497 37.2%21 6400 Communications and Delivery Service 256,815 8,329 82,356 174,459 32.1%22 6500 Databases/Downloadables 302,115 35,883 110,056 192,059 36.4%23 6700 ILS 138,807 9,174 50,719 88,088 36.5%24 6800 System Grants - - (11,152) 11,152 25 TOTAL EXPENSES 1,359,182 104,136 500,175 859,007 36.8%

26

27 Surplus/(Deficit) - (103,035) 127,973 28

29 BGCLS Expenditures30

31 6000-All Programs 32 All Personnel33 6101 Regular Salaries 416,252 31,191 172,624 243,628 41.5%34 6102 Benefits 113,760 7,682 46,636 67,124 41.0%35 Total All Programs 530,012 38,872 219,260 310,752 41.4%36

37 6100-System Administration 38 5011 Office Supplies 3,150 36 886 2,264 28.1%39 5012 Service Charge, Bank etc 525 60 90 435 17.1%40 5014 Postage & Shipping 300 29 271 9.6%41 5213 Printing 420 235 235 185 56.1%42 5016 Reimbursement Meeting Expense 1,050 67 131 919 12.4%43 5022 Employee Development 525 525 0.0%44 5031 Office Equipment Maint 1,050 18 285 765 27.1%45 5035 Vehicle Fuel & Maintenance 1,575 111 1,464 7.1%46 5042 Medical Services 300 300 0.0%47 5051 Auditors 9,660 5,440 9,440 220 97.7%

NOTES

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Ref Budget Actual Actual Balance %

NOTES

48 5054 Payroll Processing Fees 2,751 128 651 2,101 23.6%49 5057 Rent 41,190 2,283 15,613 25,577 37.9%50 5058 Utilities 6,300 281 1,252 5,048 19.9%51 5059 Attorney Fees 6,749 294 1,580 5,169 23.4%52 Professional Fees - personnel manual revie 6,000 6,000 0.0%53 5081 Building Expense - 54 5082 Janitorial Service 3,240 250 1,250 1,990 38.6%55 6110 Email A/C Fees (Charged Back) - 56 5115 Travel 5,250 995 1,995 3,255 38.0%57 6118 Dues & Subscriptions 3,360 2,145 1,215 63.8% 358 5153 Insurance 17,787 1,591 8,130 9,657 45.7%59 6189 Miscellaneous Expense 1,575 199 1,161 414 73.7% 860 6222 Training 1,575 1,575 0.0%61 6237 Local Equipment Maintenance 1,050 1,050 0.0%62 6261 System Supplies (not billed back) 551 551 0.0%63 6262 Internet Access 8,400 3,348 5,052 39.9%64 6266 Notices Postage Billed Back 100 1 1 99 1.3%65 6291 Office Equipment 6,000 225 5,775 3.8%66 6292 Software 1,000 380 620 38.0%67 Total System Administration 131,433 11,878 48,936 80,232 37.2%68

69 6400-System Communications and Delivery Service70 5045 Communication Supplies 1,050 1,050 0.0%71 6241 Communication Line Expense 172,000 2,554 53,481 118,519 31.1%72 6485 Courier Contract 83,765 5,775 28,875 54,890 34.5%73 Total Communications and Delivery Ser 256,815 8,329 82,356 174,459 32.1%74

75 6500-Databases/Downloadables76 6147 eContent 233,465 28,803 74,653 158,812 32.0% 777 6147b Subscription Services 68,650 7,081 35,403 33,247 51.6% 678 Total Reference Services 302,115 35,883 110,056 192,059 36.4%79

80

81 6700-ILS82 6227 Cataloging Tools 1,103 1,103 0.0%83 6236 System Maintenance 95,371 7,812 40,192 55,179 42.1%84 Polaris 77,603

85 Talking Tech ITIVA 3,993

86 The Content Café 8,950

87 Cisco SMARTnet 4,350

88 Coalfire 475

89 PCI Compliance 6,000 500 5,500 8.3%

90

6257 System Facility Fee (Downtown Computer Room) 20,000 3,222 16,778 16.1%

91 6276 MARC records 16,333 1,361 6,805 9,528 41.7%92 6294 Telecom Equipment - 93 Total ILS 138,807 9,174 50,719 88,088 36.5%

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Ref Budget Actual Actual Balance %

NOTES

94 95,371

95 6800-System Grants96 6603 PLSEP Grant Revenue - (11,152) - 97 6604 PLSEP Grant Expenses - - 98 6600 Grants - Other, Califa Broadband - - 99 6610 LSTA Grant 2013 Revenue -

100 6611 LSTA Grant 2013 Expenses - - 101 Total System Grants - - (11,152) -

102 127,973 103 6900-Gold Coast Library Network104 4901 Gold Coast Revenues - - 105 6901 Gold Coast Expenses - - (20) 106 Net Gold Coast Library Network - - (20) -

107

108

109 127,953

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Black Gold Cooperative Library System Statement of Revenues and Expenditures

Fiscal Year Elapsed: 41.7%

110 Notes to the Financial Statements111

112

113 1. Reserves have been used against 2nd Quarter billings.114

115 2. 2nd Quarter Contributions using the new format have been billed.116

117 3. Calfia dues have been paid for all Libraries118

119 4. The first payment has been received from CLSA.120

121 5. The FY2013-2014 audit has been completed and we have paid the final billing.122

123 6. Amortization to date has been posted for prepaid databases and subscription services.124

125 7. Zinios emagazine subscription has been paid.126

127 8. Miscellanous expense related to the office move have been paid.128

129

130

131

132

133

134

135 THESE FINANCIAL STATEMENTS APPROVED 136 BY THE ADMINISTRATIVE COUNCIL OF THE 137 BLACK GOLD COOPERATIVE LIBRARY SYSTEM 138

139

140 Karen Christiansen, Chair, FY 2014-2015

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Fiscal Year Elapsed: 41.7%

From time to time, Black Gold staff orders supplies and equipment directly for individual librariesand is then reimbursed from the libraries for the cost of those purchases. Those purchases arenot budgeted. The expenditures are recorded in General Ledger account numbers beginning with "63". The invoices are credited to General Ledger account number 4303. The activity in theseaccounts does not affect Admin or ATS operations so they are not included in either financial statement. The activity in these accounts is shown below for informational purposes only.

November2014 Year to Date

Actual Actual 141 Reimbursable Expenditures142

143 Shared Reimbursable Charges144 6310 NBCLS Questions - - 145

146 Labels & Cards147 6311 Lom Labels & Cards - (466) 148 6312 PR Labels & Cards 243 243 149 6313 SLO Labels & Cards - - 150 6314 SB Labels & Cards - (547) 151 6315 SM Labels & Cards 1,552 1,552 152 6316 SP Labels & Cards 243 243 153

154 Subtotal Labels & Cards 2,037 1,025 155

156 Miscellaneous Orders157 6361 Lompoc Misc Orders 80 (1,633) 158 6362 Paso Robles Misc Orders 63 (113) 159 6363 SLO Misc Orders 330 (23,233) 160 6364 SB Misc Orders 3,496 (2,906) 161 6365 SM Misc Orders 214 852 162 6366 SP Misc Orders 30 (3,640) 163

164 Subtotal Misc. Orders 4,212 (30,673) 165

166 Equipment167 6391 Lompoc Equipment168 6392 Paso Robles Equipment169 6393 SLO Equipment - (19,033) 170 6394 Santa Barbara Equipment - (3,308) 171 6395 Santa Maria Equipment172 6396 Santa Paula Equipment - (3,863) 173

174 Subtotal Equipment - (26,204) 175

176 Total Reimbursable Expenditures 6,249 (55,852) 177

178 Invoices Processed for Reimbursement179

180 4303 Specific User Invoices (1,304) 181

182 Total Reimbursements Invoiced - (1,304)

6,249 (57,155)

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Black Gold Cooperative Library SystemBalance Sheet

For the Five Months Ended November 30, 2014G/L

Acct. # Account Description Debit Credit

183 1102 Petty Cash 117 - 184 1103 Checking WF 0620-028761 47,973 - 185 1104 Founders Community Checking 191,343 186 1105 Savings LAIF 16-56-003 1,549,548 - 187 1107 Deferred Comp. Asset 386,471 - 188 1201 Accounts Receivable - Invoices 54,965 - 189 1203 Accounts Receivable - Erate Discounts - - 190 1299 Year End Accounts Receivable Accrual191 1202 AR - Interest Earned - 192 1250 Receivable from Credit Card Processing 845 193 1301 Third Party Sick Pay - 194 1302 ATS Prepaid Expense 51,929 195 1303 GEN Prepaid Expense 50,997 - 196 1304 Prepaid Insurance 11,134 197 1305 Prepaid Other 11,915 198 1501 Fixed Assets 1,328,035 - 199 3502 Accumulated Depreciation - 1,239,512 200 1904 ATS Deposits 4,843 - 201 1906 Provisions Vacation Payable 16,146 -

202 2100 Payroll Liabilities 7 203 2102 Wages & Benefits Payable General 8,444 204 2104 Accounts Payable Computer 32 205 2199 Year End Accounts Payable Accrual - 206 2105 Workers Compensation Payable - 207 2110 Direct Deposit Liabilities208 2201 Deferred Revenue TBR's ILL/DL 1,687 209 2204 Deferred Credit Card Revenue 26,172 210 2602 Longterm Vacation Payable - 16,146 211 2305 AFLAC Payable - 212 2309 Deferred Comp Withheld213 2604 Deferred Comp. Liab. - 386,471 214 3002 General Operating Fund (unassigned) - 615,216 215 3007 Equipment Replacement Fund Committed - 750,000 216 3103 Adminstrative Vehicle Fund Committed - 26,121 217 3104 Retiree GASB 45 Fund Committed 247,577 218 3210 General Reserve for PPD's/Dep. - 107,768 219 3300 Gold Coast Library Network Cash 7,541 220 3501 Investment in Fixed Assets - 88,523 221 3900 Retained Earnings - 222 xxxx FY 14-15 Operating Results 185,108 223 xxxx rounding

3,706,293 3,706,292

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DVD Fines Collected by Jurisdiction2013-14 FY

TranBranchName MaterialTypeDTxnTotal NumberOfTransactions

Carpinteria Library Blu-Ray 8.00$ 1Carpinteria Library Blu-Ray Set 1.00$ 1Carpinteria Library DVD 3,632.21$ 1506Carpinteria Library DVD Set 137.75$ 52Carpinteria Library Juvenile DVD 13.00$ 7Carpinteria Library SM DVD 20.00$ 12Eastside Library DVD 3,169.11$ 1308Eastside Library DVD Set 160.73$ 72Eastside Library Juvenile DVD 1.00$ 1Eastside Library SM DVD 14.00$ 5Goleta Library Blu-Ray 8.00$ 7Goleta Library Blu-Ray Set 4.00$ 1Goleta Library DVD 16,860.70$ 7425Goleta Library DVD Set 1,274.66$ 578Goleta Library Juvenile DVD 47.00$ 22Goleta Library SM DVD 136.70$ 55Montecito Library DVD 3,332.60$ 1374Montecito Library DVD Set 212.25$ 86Montecito Library Juvenile DVD 27.00$ 7Montecito Library SM DVD 24.00$ 9Santa Barbara Central LibBlu-Ray 26.00$ 13Santa Barbara Central LibBlu-Ray Set 1.00$ 1Santa Barbara Central LibDVD 21,222.92$ 8999Santa Barbara Central LibDVD Set 1,936.92$ 710Santa Barbara Central LibJuvenile DVD 55.00$ 21Santa Barbara Central LibSM DVD 232.00$ 85Solvang Library Blu-Ray 12.50$ 4Solvang Library DVD 2,261.95$ 913Solvang Library DVD Set 99.00$ 40Solvang Library Juvenile DVD 14.00$ 4Solvang Library SM DVD 20.00$ 16BA Total 54,965.00$

Buellton Library Blu-Ray 64.00$ 21Buellton Library DVD 3,352.29$ 1468Buellton Library DVD Set 97.98$ 53Buellton Library Juvenile DVD 14.00$ 6Buellton Library SM DVD 44.00$ 28Lompoc Library Blu-Ray 251.15$ 118Lompoc Library Blu-Ray Set 6.00$ 3Lompoc Library DVD 9,648.81$ 4071Lompoc Library DVD Set 1,026.30$ 382Lompoc Library Juvenile DVD 58.00$ 24Lompoc Library SM DVD 195.25$ 92Village Library Blu-Ray 33.00$ 17

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Village Library Blu-Ray Set 3.00$ 1Village Library DVD 1,814.86$ 786Village Library DVD Set 99.01$ 43Village Library Juvenile DVD 5.00$ 2Village Library SM DVD 44.50$ 29LM Total 16,757.15$

Cuyama Valley Library Blu-Ray Set 2.00$ 1Cuyama Valley Library DVD 95.00$ 28Cuyama Valley Library DVD Set 9.00$ 5Cuyama Valley Library SM DVD 20.00$ 14Guadalupe Library DVD 348.25$ 173Guadalupe Library DVD Set 16.25$ 8Guadalupe Library Juvenile DVD 127.50$ 71Guadalupe Library SM DVD 193.32$ 109Orcutt Library Blu-Ray 29.00$ 8Orcutt Library Blu-Ray Set 13.00$ 3Orcutt Library DVD 1,327.11$ 592Orcutt Library DVD Set 160.00$ 51Orcutt Library Juvenile DVD 355.98$ 157Orcutt Library SM DVD 534.25$ 294Santa Maria Library Blu-Ray 37.00$ 17Santa Maria Library Blu-Ray Set 2.50$ 2Santa Maria Library DVD 2,477.06$ 1167Santa Maria Library DVD Set 1,270.67$ 527Santa Maria Library Juvenile DVD 399.82$ 179Santa Maria Library SM DVD 15,141.41$ 7379MM Total 22,559.12$

Arroyo Grande Library Blu-Ray 16.25$ 10Arroyo Grande Library Blu-Ray Set 4.00$ 1Arroyo Grande Library DVD 15,431.89$ 6944Arroyo Grande Library DVD Set 1,539.45$ 657Arroyo Grande Library Juvenile DVD 3,942.48$ 1557Arroyo Grande Library SM DVD 394.60$ 179Atascadero Library Blu-Ray 38.00$ 15Atascadero Library Blu-Ray Set 3.40$ 2Atascadero Library DVD 8,393.99$ 3735Atascadero Library DVD Set 951.60$ 422Atascadero Library Juvenile DVD 2,052.15$ 799Atascadero Library SM DVD 75.00$ 36Cambria Library Blu-Ray 18.00$ 8Cambria Library DVD 4,199.50$ 1986Cambria Library DVD Set 374.00$ 172Cambria Library Juvenile DVD 356.25$ 133Cambria Library SM DVD 62.00$ 24Cayucos Library Blu-Ray 1.00$ 1

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Cayucos Library DVD 1,028.00$ 376Cayucos Library DVD Set 109.00$ 34Cayucos Library Juvenile DVD 170.00$ 79Cayucos Library SM DVD 6.00$ 4Creston Library Blu-Ray 6.00$ 1Creston Library DVD 431.50$ 203Creston Library DVD Set 48.00$ 20Creston Library Juvenile DVD 71.00$ 34Creston Library SM DVD 14.00$ 4Los Osos Library Blu-Ray 55.00$ 23Los Osos Library Blu-Ray Set 3.00$ 1Los Osos Library DVD 9,704.62$ 4504Los Osos Library DVD Set 1,122.50$ 513Los Osos Library Juvenile DVD 1,387.09$ 571Los Osos Library SM DVD 89.00$ 34Morro Bay Library Blu-Ray 75.00$ 27Morro Bay Library DVD 10,905.25$ 4603Morro Bay Library DVD Set 1,141.20$ 439Morro Bay Library Juvenile DVD 2,146.35$ 919Morro Bay Library SM DVD 55.00$ 25Nipomo Library Blu-Ray 2.00$ 2Nipomo Library DVD 4,963.64$ 2264Nipomo Library DVD Set 449.75$ 207Nipomo Library Juvenile DVD 1,398.34$ 579Nipomo Library SM DVD 377.78$ 154Oceano Library DVD 821.95$ 320Oceano Library DVD Set 11.00$ 5Oceano Library Juvenile DVD 234.20$ 92Oceano Library SM DVD 10.00$ 6San Luis Obispo BookmobDVD 59.00$ 15San Luis Obispo BookmobDVD Set 16.00$ 1San Luis Obispo BookmobJuvenile DVD 20.00$ 8San Luis Obispo Library Blu-Ray 175.00$ 88San Luis Obispo Library Blu-Ray Set 9.00$ 4San Luis Obispo Library DVD 12,396.04$ 5618San Luis Obispo Library DVD Set 1,291.15$ 554San Luis Obispo Library Juvenile DVD 3,503.26$ 1415San Luis Obispo Library SM DVD 207.75$ 105San Miguel Library DVD 105.00$ 57San Miguel Library DVD Set 1.00$ 1San Miguel Library Juvenile DVD 73.25$ 17Santa Margarita Library Blu-Ray 2.00$ 2Santa Margarita Library DVD 888.50$ 390Santa Margarita Library DVD Set 165.75$ 52Santa Margarita Library Juvenile DVD 131.00$ 62Santa Margarita Library SM DVD 11.00$ 5Shandon Library DVD 242.50$ 62

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Shandon Library DVD Set 2.00$ 1Shandon Library Juvenile DVD 30.00$ 12Shandon Library SM DVD 1.00$ 1Shell Beach Library DVD 284.85$ 131Shell Beach Library DVD Set 26.90$ 16Shell Beach Library Juvenile DVD 34.00$ 12Shell Beach Library SM DVD 10.00$ 9Simmler Library DVD 28.50$ 16Simmler Library DVD Set 1.00$ 1Simmler Library Juvenile DVD 4.00$ 1SLO Administration DVD 281.97$ 69SLO Administration DVD Set 9.00$ 6SLO Administration Juvenile DVD 79.00$ 16OO Total 94,779.15$

Paso Robles City Library Blu-Ray 8.00$ 5Paso Robles City Library DVD 8,380.80$ 2370Paso Robles City Library DVD Set 454.25$ 134Paso Robles City Library Juvenile DVD 3,202.55$ 799Paso Robles City Library SM DVD 131.10$ 26PR Total 12,176.70$

Blanchard Community LibBlu-Ray 7.00$ 3Blanchard Community LibDVD 1,181.10$ 437Blanchard Community LibDVD Set 55.00$ 19Blanchard Community LibJuvenile DVD 459.00$ 133Blanchard Community LibSM DVD 16.00$ 6SP Total 1,718.10$

Total DVD Fines collected 202,955.22$

All Fines collected 582,349.14$

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BLACK GOLD COOPERATIVE LIBRARY SYSTEM

KEY PRINCIPLES

FORMULA • Simple • Transparent – use of standardized

data/justifiable/consistency/annual review

• Equitable (fair, equal) • Adaptive/flexible • Reflect

o Use of BG resources o Non-measurable

elements/reflect outside influences/environmental conditions

• Include mechanism on how to make changes

SERVICE MODEL • Best for users/broad community • Consistency for users • Promote resource sharing (broad

definition of resources) • Reduce barriers to sharing • Serve library staff also • Acknowledge different local service

model vs. Black Gold service model • Reflect local, unique resources • Membership impact

CONSORTIAL VALUES

EMBEDDED VALUES

• Serving the patron • Whole is greater than sum of parts • Shared technology/collection • Collaboration • Regional identity • Regional cooperation • Compromise

ADAPTIVE VALUES

• Embrace latest technology • Flexibility • Cost effectiveness (tipping point) • Opportunistic • Entrepreneurial

COMMUNICATION – CONSIDERATION – COMPROMISE

August 2013

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Black Gold Cooperative LibraryNON-OWNED ITEMS CIRCULATED CIRC LIBNet Borrowed/Lent based on monthly circ reportsJune to December 2014

June-14 July-14 August-15 September-14 October-14 November-14 December-14 TotalSanta Barbara Main ba 965 1,627 1,932 1,986 2,043 2,893 2,861 14,307Santa Barbara Carpinteria bc (195) (340) (335) (327) (320) (656) (686) (2,859)Santa Barbara Eastside be 67 127 159 180 133 294 223 1,183Santa Barbara Goleta bg (625) (819) (841) (1,024) (1,199) (1,951) (1,616) (8,075)Santa Barbara Montecito bm (208) (225) (177) (188) (124) (196) (253) (1,371)Santa Barbara Solvang bs (264) (209) (260) (238) (317) (456) (344) (2,088)

(260) 161 478 389 216 (72) 185 1,097

Lompoc Buellton lb 1 (33) 55 8 32 (45) (32) (14)Lompoc Main lm 707 849 892 937 717 647 621 5,370Lompoc Village lv (39) (50) (99) (143) (125) (233) (207) (896)

669 766 848 802 624 369 382 4,460

Santa Maria Cuyama mc 14 0 (11) (42) (42) (64) (105) (250)Santa Maria Guadalupe mg 15 15 43 37 14 51 32 207Santa Maria Main mm 1,194 1,740 1,779 2,075 2,305 2,321 2,032 13,446Santa Maria Orcutt mo (244) (291) (377) (451) (354) (365) (346) (2,428)

979 1,464 1,434 1,619 1,923 1,943 1,613 10,975

SLO Atascadero oa (252) (656) (760) (932) (939) (1,273) (1,174) (5,986)SLO Bookmobile ob 0 1 1 0 0 0 0 2SLO Cambria oc (113) (123) (135) (120) (107) 75 (52) (575)SLO Oceano oe (13) (6) (56) (45) (21) (39) 6 (174)SLO San Miguel og (16) (56) (60) (3) (20) (31) (33) (219)SLO Shandon oh 11 4 14 3 8 50 61 151SLO Simmler oi (1) (6) (1) 14 5 20 27 58SLO Shell Beach ol 5 (4) 2 8 13 31 140 195SLO Morro Bay om (197) (570) (664) (780) (831) (1,968) (1,944) (6,954)SLO Nipomo on (18) (90) (100) (83) (123) (31) (34) (479)SLO Main oo 125 26 (147) 24 (207) 683 787 1,291SLO Santa Margarita or (43) 2 (17) (4) 23 156 175 292SLO Arroyo Grande os (319) (762) (801) (974) (822) (454) (740) (4,872)SLO Creston ot (60) (43) (56) (43) (56) (94) (78) (430)SLO Cayucos ou 2 13 (43) (36) (38) 173 316 387SLO Los Osos oy (254) (375) (422) (398) (421) (407) (364) (2,641)

(1,143) (2,645) (3,245) (3,369) (3,536) (3,109) (2,907) (19,954)

Paso Robles pr (620) (269) (204) (55) 130 174 113 (731)

Santa Paula sp 375 523 689 614 643 695 614 4,153

Net of interbranch

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Holds picked up

2006/07 - 2014/15

2006/2007 2007/2008 2008/2009 2009/2010 2010/2011 2011/2012 2012/2013 2013/14 2014/15

JUL 31,672 38,454 42,428 31,479 33,503 27,098 22,191 22,701 27,203

AUG 34,114 39,396 33,044 33,044 33,050 24,928 22,804 22,693 29,963

SEP 32,431 36,567 34,151 34,151 32,300 23,629 20,264 19,520 31,053

OCT 34,266 22,977 30,898 30,898 32,681 21,884 21,863 22,223 33,155

NOV 32,207 25,420 27,663 27,663 29,242 21,534 20,041 19,905 29,432

DEC 28,891 27,720 27,765 27,765 30,395 21,990 19,901 19,747 32,647

JAN 38,470 35,750 43,264 33,007 32,745 23,222 23,026 22,544

FEB 34,911 34,723 43,395 29,989 30,366 22,209 20,654 19,505

MAR 38,889 34,900 45,980 32,768 34,268 24,327 22,938 20,936

APR 36,769 37,456 45,193 33,127 33,821 21,943 21,727 21,465

MAY 37,427 36,505 23,409 29,727 27,872 23,277 22,202 20,003

JUN 35,794 36,664 36,144 33,664 31,927 23,185 21,484 20,090

Total 415,841 406,532 433,334 377,282 382,170 279,226 259,095 251,332 183,453

Difference

from

previous

year (9,309) 26,802 (56,052) 4,888 (102,944) (20,131) (7,763) (67,879)Green highlight is month with highest number of holds for that yearFourth delivery day (to SB, SM, SLO) dropped in May 2012

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Holds not picked up

January - December 2014

Library JAN FEB MAR APR MAY JUNE Average JULY AUG SEP OCT NOV DEC Average

Carpinteria Library 49 48 57 54 79 66 59 90 94 92 92 60 83 85

Eastside Library 22 31 37 26 43 38 33 42 33 42 42 45 61 44

Goleta Library 211 218 233 223 209 219 219 322 373 299 398 368 381 357

Montecito Library 54 52 72 52 67 97 66 83 104 98 82 62 97 88

Santa Barbara Central Library 283 302 334 314 288 340 310 411 523 447 498 442 486 468

Solvang Library 44 40 47 44 45 40 43 43 83 45 66 49 47 56

BA SUB 663 691 780 713 731 800 730 991 1210 1023 1178 1026 1155 1097

Buellton Library 16 12 26 13 28 24 20 23 38 22 51 16 41 32

Lompoc Library 74 54 68 50 54 67 61 74 132 96 131 87 97 103

Village Library 25 13 28 33 24 21 24 37 29 27 39 30 22 31

LM SUB 115 79 122 96 106 112 105 134 199 145 221 133 160 165

Cuyama Valley Library 0 1 2 0 1 0 1 1 5 1 6 1 10 4

Guadalupe Library 5 4 2 5 3 6 4 4 3 0 11 3 1 4

Orcutt Library 59 56 36 65 53 44 52 63 56 51 74 69 89 67

Santa Maria Library 98 104 107 106 98 104 103 130 181 158 173 166 197 168

MM SUB 162 165 147 176 155 154 160 198 245 210 264 239 297 242

Hold fees in affect Hold fees not in affect (except Paso)

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Holds not picked up

January - December 2014

Library JAN FEB MAR APR MAY JUNE Average JULY AUG SEP OCT NOV DEC Average

Arroyo Grande Library 149 115 126 119 153 141 134 234 286 237 248 193 188 231

Atascadero Library 122 86 114 83 0 64 78 187 236 191 246 231 220 219

Cambria Library 44 26 50 29 44 37 38 42 57 49 34 44 49 46

Cayucos Library 9 6 1 5 14 2 6 6 3 15 11 10 19 11

Creston Library 3 0 1 0 3 8 3 3 7 4 3 2 21 7

Los Osos Library 68 45 81 55 68 86 67 86 135 83 119 120 136 113

Morro Bay Library 70 69 47 56 73 46 60 103 108 88 91 75 79 91

Nipomo Library 72 48 71 48 64 37 57 52 64 40 77 39 60 55

Oceano Library 2 3 3 7 28 22 11 10 18 11 11 13 24 15

San Luis Obispo Library 131 153 175 170 175 181 164 237 279 235 249 231 241 245

San Miguel Library 2 1 0 1 5 0 2 5 9 1 3 12 4 6

Santa Margarita Library 10 7 17 5 14 10 11 8 18 19 15 27 29 19

Shandon Library 2 5 7 4 0 5 4 4 3 1 2 3 4 3

Shell Beach Library 9 4 14 10 6 5 8 4 0 0 0 0 3 1

Simmler 0 0 0 0 0 0 0 1 4 3 0 0 1 2

SLO Administration 14 4 11 15 19 8 12 2 13 5 10 6 6 7

OO SUB 707 572 718 607 666 652 654 984 1240 982 1119 1006 1084 1069

Paso Robles City Library 52 40 72 65 65 65 60 56 29 33 30 27 57 39

Blanchard Community Library 18 19 22 17 12 29 20 21 28 36 41 31 29 31

Total holds not picked up 1717 1566 1861 1674 1735 1812 1728 2384 2951 2429 2853 2462 2782 2644

Hold fees in affect Hold fees not in affect (except Paso)

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Budget surplus towards next year’s contribution:

From June 6, 2014 Council meeting minutes:

*Consideration of using budget surplus as credit towards cash contributions the following fiscal

year — Theobald explained that the BFI Committee discussed the idea and determined

parameters should be established: reserves must be fully funded first, then member credit given

after the final Black Gold annual audit and credited equally per the contribution formula for the

last two quarters of the fiscal year; if not used , special project funds taken from Reserves should

be returned to Reserves, and there should be a year-by-year consideration of the policy. Council

moved/seconded (NB/KC) and carried unanimously to approve the policy.

Page 9 of the Audited budget shows that there was $37,178 in unspent contributions during

2013/14. However, during the audit several adjustments were made that changed that position:

Capital outlays (depreciation) (72,043)

Vacation credits 7970

OPEB costs (24,997)

Change in net position: $ (51,892)

The $51,892 was debited from Unrestricted Reserves.

In 2014-15 there was already money removed from Unrestricted Reserves ($12,253) as a phase-

in allowance for the new contribution formula. Some funds will be used again in 2015-16 for the

same purpose.

The BFI Committee does not recommend the budget surplus be rebated to member libraries

because there was a net loss and Unrestricted Reserves would have to be used to cover the

amount.

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M E M O R A N D U M

To: Administrative Council

From: Maureen Theobald

Date: January 9, 2015

Subject: Black Gold Draft Tentative Budget 2015-16

Attached is a draft Tentative Budget for 2015-16. There have been significant cuts to Administrative operations, a

decrease of 12.7%, yet increases in Polaris maintenance and other technical-related needs have resulted in an overall

increase of 7.7% from the 2014-15 Final Adjusted Budget.

Administrative operations reductions include decreases in:

Rent – 32%, $13,000

Utilities - 45.3%, $2856

Notable increases to the budget include:

Econtent increase of 20% ($38,000)

Higher weekend upgrade cost for Polaris - $3000

Microsoft licenses for Windows 2012 Terminal Services - $6000

System Facility Fee – $3000

Telecom equipment router replacements - $26,000

Additional delivery day - $4300

Contract website support - $6000

Promotional materials for BG Reads project - $2000

Some revenues have decreased:

No CLSA funds included - $78,498 in 2014-15. We have been adding these later when confirmed in the CA

State Budget.

eRate - $3000, due to changes in the eRate program cutting reimbursements for telephone services

Interest income - $1500

Regular salaries have increased by 5.5%. Personnel approved a 2% placeholder increase since they have not yet

decided if there will be a COLA.

Benefits increased by 7.1%. This is due entirely to increases in PERS requirements, Workers’ Comp insurance and

other related products. No increase in staff cafeteria plan contributions is in this budget.

We will use $10,276 from Reserves in 2015-16 to fund the second year of the three year phase-in allowance.

of 42

12/30/2014 4:54 PM 1


Draft Tentative Budget FY 2015/2016


TOTAL BGCLS

CLSA LOCAL TOTAL

Previous Fiscal

Year's Budget

AmountPercent Change

From FY 2014-15

REVENUES -$ 1,419,490$ 1,419,490$ 1,317,428$ 7.7%

EXPENDITURES -$ 1,419,490$ 1,419,490$ 1,317,428$ 7.7%

ANTICIPATED SURPLUS/(DEFICIT) -$ -$ -$ -$

Final Budget FY 2014/2015

TOTAL BGCLS CLSA LOCAL TOTAL

Previous Fiscal

Year's Budget

AmountPercent Change

From FY 2013-14

REVENUES 78,498$ 1,238,930$ 1,317,428$ 1,341,474$ -1.8%

EXPENDITURES 78,498$ 1,238,930$ 1,317,428$ 1,341,474$ -1.8%

ANTICIPATED SURPLUS/(DEFICIT) -$ -$ -$ -$

BUDGET SUMMARY

Copy of 12 30 14 FY15 16 tentative budget.xlsxSummary new format

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12/30/2014 4:55 PM 1

BLACK GOLD COOPERATIVE LIBRARY SYSTEM Draft Tentative Budget FY 2015/2016

CLSA LOCAL TOTAL

Previous Fiscal

Year's Budget

Amount

Percent Change

From FY 2014-15

Anticipated Revenues & Equity Funding4410 Librarybin.com Credits $200 $200 $200 0.0%

4304 Email Account Fees 372 372 372 0.0%

4310 Library Mailers Postage Chargeback 0 100 -100.0%

4705 Miscellaneous Revenue 1,500 1,500 1,500 0.0%

4101 Interest Earnings 3,000 3,000 4,500 -33.3%

4402 CLSA - Commun. & Deliv. 0 0 78,498 -100.0%

4402 CLSA - Additional Funds 0 0 0

4500 Reserves Used for Phase In Allowance 11,423 11,423 12,253 -6.8%

4707 California Teleconnect Fund 14,000 14,000 14,000 0.0%

4706 Erate Refunds (apply to Comm Line) 98,000 98,000 101,000 -3.0%

4409 Shared e Content and Subscription Services Contribution 298,705 298,705 260,361 14.7%

4302 ATS Contributions 992,290 992,290 844,644 17.5%

TOTAL ANTICIPATED FUNDING $0 $1,419,490 $1,419,490 $1,317,428 7.7%

BUDGETED EXPENDITURES SUMMARY6000 All Programs $0 $561,076 $561,076 $530,012 5.9%

6100 System Administration - 114,702 114,702 131,433 -12.7%

6400 Communications and Delivery Service - 261,050 261,050 256,815 1.6%

6500 Shared e Content and Subscription Services Contribution/Databases - 298,705 298,705 260,361 14.7%

6700 ILS - 183,957 183,957 138,807 32.5%

6800 System Grants - - -

TOTAL BUDGETED EXPENDITURES $0 $1,419,490 $1,419,490 $1,317,428 7.7%

Anticipated Surplus/(Deficit) - - -

]Copy of 12 30 14 FY15 16 tentative budget.xlsxCopy of 12 30 14 FY15 16 tentative budget.xlsx

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12/30/2014 4:55 PM 2


CLSA LOCAL TOTAL

Previous Fiscal

Year's Budget

Amount

Percent Change

From FY 2014-15

Budgeted Expenditures

6000-All Programs - Personnel Costs6101 Regular Salaries $439,090 $439,090 $416,252 5.5%

6102 Benefits 121,986 121,986 113,760 7.2%

Total All Programs - Personnel Costs $0 $561,076 $561,076 $530,012 5.9%

6100-System Administration 5011 Office Supplies $2,750 $2,750 $3,150 -12.7%

5012 Service Charge, Bank etc 525 525 525 0.0%

5014 Postage & Shipping 300 300 300 0.0%

5213 Printing 420 420 420 0.0%

Promotional Materials for READS project 2,000 2,000 0 100.0%

5016 Reimbursement Meeting Expense 1,050 1,050 1,050 0.0%

5022 Employee Development 525 525 525 0.0%

5031 Office Equipment Maint 1,230 1,230 1,050 17.1%

5035 Vehicle Fuel & Maintenance 1,575 1,575 1,575 0.0%

5042 Medical Services 300 300 300 0.0%

5051 Auditors 9,820 9,820 9,660 1.7%

5054 Payroll Processing Fees 2,751 2,751 2,751 0.0%

5057 Rent 28,000 28,000 41,190 -32.0%

5058 Utilities 3,444 3,444 6,300 -45.3%

5059 Attorney Fees 5,500 5,500 6,749 -18.5%

Professional Fees - personnel manual review 6,000 -100.0%

5081 Building Expense - - 0

Security Alarm 540 540 0

5082 Janitorial Service 2,384 2,384 3,240 -26.4%

5115 Travel 5,250 5,250 5,250 0.0%

6118 Dues & Subscriptions 3,360 3,360 3,360 0.0%

5153 Insurance 17,787 17,787 17,787 0.0%

6189 Miscellaneous Expense 1,575 1,575 1,575 0.0%

6222 Training 1,575 1,575 1,575 0.0%

6237 Local Equipment Maintenance 1,050 1,050 1,050 0.0%

6261 System Supplies (not billed back) 551 551 551 0.0%

6262 Internet Access 7,440 7,440 8,400 -11.4%

6266 Notices Postage Billed Back - 100 -100.0%

Contract Website Support 6,000 6,000 0 100.0%

6291 Office Equipment 6,000 6,000 6,000 0.0%

6292 Software 1,000 1,000 1,000 0.0%

Total System Administration $0 $114,702 $114,702 $131,433 -12.7%


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12/30/2014 4:55 PM 3


CLSA LOCAL TOTAL

Previous Fiscal

Year's Budget

Amount

Percent Change

From FY 2014-15

6400-System Communications and Delivery Service5045 Communication Supplies $1,050 $1,050 $1,050 0.0%

6241 Communication Line Expense 172,000 172,000 172,000 0.0%

6485 Courier Contract 88,000 88,000 83,765 5.1%

Total Communications and Delivery Service $0 $261,050 $261,050 $256,815 1.6%

6500-Databases/Downloadables6147 eContent $230,055 $230,055 $191,711 20.0%

6147b Subscription Services 68,650 68,650 68,650 0.0%

6521 Workshops & Training - -

Total Reference Services $0 $298,705 $298,705 $260,361 14.7%

6700-ILS6227 Cataloging Tools $1,103 $1,103 $1,103 0.0%

6236 System Maintenance 110,521 110,521 95,371 15.9%

Polaris $82,603

Talking Tech ITIVA $ 3,993

The Content Café $ 8,950

SonicWall $ 1,150

Cisco SMARTnet $ 4,350

Coalfire $ 475

Weekend Upgrade $ 3,000

Microsoft Licenses $ 6,000

PCI Compliance 7,000 7,000 6,000 16.7%6257 System Facility Fee (Downtown Computer Room) 23,000 23,000 20,000 15.0%

6293 Major System Procurement - 0

6276 MARC records 16,333 16,333 16,333 0.0%

6294 Telecom Equipment 26,000 26,000 0 100.0%

Total ILS $0 $183,957 $183,957 $138,807 32.5%

-


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Comparision of Patron, device and circ counts FY 2014-15 to FY 2015-16

For FY2015-16

Patron

For FY2014-15

Patron

Net Change For FY2015-16

Current #

For FY2014-15

Current #

Net Change

Count Count Patron Count of Devices of Devices Devices

LOMPOC 24,992 25,618 (626) 116 117 (1)

PASO ROBLES 22,340 23,168 (828) 37 39 (2)

SAN LUIS OBISPO 74,110 75,661 (1,551) 277 226 51

SANTA BARBARA 93,199 100,013 (6,814) 206 207 (1)

SANTA MARIA 57,509 60,178 (2,669) 176 174 2

SANTA PAULA 10,170 22,258 (12,088) 48 37 11

Rounding

TOTALS 282,320 306,896 (24,576) 860 800 60

proof

For FY2015-16 *

Circulation

For FY2014-15

**

Circulation Net Change

including ebook including ebook Circ

LOMPOC 359,645 336,743 22,902

PASO ROBLES 306,139 318,206 (12,067)

SAN LUIS OBISPO 2,376,563 2,439,974 (63,411)

SANTA BARBARA 1,623,264 1,617,133 6,131

SANTA MARIA 539,350 530,188 9,162

SANTA PAULA 67,685 74,697 (7,012)Rounding

TOTALS 5,272,646 5,316,941 (44,295)

* 2013-14 FY circ data used to calculate 2015-16 numbers

** 2012-13 FY circ data used to calculate 2014-15 numbers

50% Resources (Patrons, Network Devices)

50% Use (Print & ebook Circulation)

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12/30/2014 4:55 PM 1


ATS Contribution Schedules

Draft Tentative Budget FY 2015/2016 Base fee 15%, Formula: 50% Resources, 50% Use

Base Fee 15% LOMPOCPASO

ROBLES

SAN LUIS

OBISPO

SANTA

BARBARA

SANTA

MARIA

SANTA

PAULA

$148,843 $24,807 $24,807 $24,807 $24,807 $24,807 $24,807

50%

Resources

Patron % of Patron Current # % of Devices Resources Contribution

Count Count of Devices Count Percentage $421,723

LOMPOC 24,992 8.852% 116 13.488% 11.170% $47,108

PASO ROBLES 22,340 7.913% 37 4.302% 6.108% $25,757

SAN LUIS OBISPO 74,110 26.250% 277 32.209% 29.230% $123,269

SANTA BARBARA 93,199 33.012% 206 23.953% 28.483% $120,118

SANTA MARIA 57,509 20.370% 176 20.465% 20.418% $86,106

SANTA PAULA 10,170 3.602% 48 5.581% 4.592% $19,365Rounding

TOTALS 282,320 100.000% 860 100.000% 100.000% $421,723

proof 282,320 860 421,723

50%

Use

* Circulation % of Contribution

including ebook Circulation $421,723

LOMPOC 359,645 6.821% $28,766

PASO ROBLES 306,139 5.806% $24,486

SAN LUIS OBISPO 2,376,563 45.073% $190,085

SANTA BARBARA 1,623,264 30.787% $129,834

SANTA MARIA 539,350 10.229% $43,139

SANTA PAULA 67,685 1.284% $5,414Rounding

TOTALS 5,272,646 100.000% $421,723 proof 5,272,646 $421,723 $0

50% Resources (Patrons, Network Devices)

50% Use (Print & ebook

Circulation)

Copy of 12 30 14 FY15 16 tentative budget.xlsxATS contri

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12/30/2014 4:55 PM 1


eContent and Subscription Services Contribution


Shared

e Content

$230,055

Use &

Resource

Average

Percentage

CybraryN NovelistCollection

HQ

OverDrive

Support

Total

Subscription

Services

eContenteContent

Percentage

LOMPOC 8.996% $351 $1,417 $3,148 $1,259 $6,176 LOMPOC $15,692 6.821%

PASO ROBLES 5.957% $232 $938 $2,085 $834 $4,089 PASO ROBLES $13,357 5.806%

SAN LUIS OBISPO 37.152% $1,449 $5,851 $13,003 $5,201 $25,505 SAN LUIS OBISPO $103,694 45.073%

SANTA BARBARA 29.635% $1,156 $4,667 $10,372 $4,149 $20,344 SANTA BARBARA $70,826 30.787%

SANTA MARIA 15.323% $598 $2,413 $5,363 $2,145 $10,520 SANTA MARIA $23,533 10.229%

SANTA PAULA 2.938% $115 $463 $1,028 $411 $2,017 SANTA PAULA $2,953 1.284%Rounding Rounding

TOTALS 100.000% $3,900 $15,750 $35,000 $14,000 $68,650 TOTALS $230,055 100.000%

proof $3,900 $15,750 $35,000 $14,000 $68,650 proof 230,055

Plus Additional CLSA funds

$230,055

Total

Subscription

Services

Total Shared

eContent

Net Requirement

Quarterly

Contribution

LOMPOC $6,176 $15,692 $21,867 $5,467

PASO ROBLES $4,089 $13,357 $17,447 $4,362

SAN LUIS OBISPO $25,505 $103,694 $129,198 $32,300

SANTA BARBARA $20,344 $70,826 $91,170 $22,793

SANTA MARIA $10,520 $23,533 $34,052 $8,513

SANTA PAULA $2,017 $2,953 $4,970 $1,242Rounding

TOTALS $68,650 $230,055 $298,705 $74,676proof $68,650 $230,055 $298,705 $74,676

Net Requirement for eContent and Subscription Services

Subscription Services

Copy of 12 30 14 FY15 16 tentative budget.xlsxeCont & subscrp

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1/9/2015 10:56 AM 1

Black Gold Cooperative Library System

Budget Comparison

FY 2015-16 Tentative Compared to FY 2014-15 Final Budget

Fiscal Year 2015-16 Tentative Budget(a) (b) (c) (d) (e) (f) (g) (h) (i) (j)

Base Resources Use Total ATS Shared e Content & Phase In Incr (Decr) Qtrly Amt

Fee Contribution Contribution Contribution Subscription Services Total Allowance Net Cash In Cash

LOMPOC $24,807 $47,108 $28,766 $100,681 $21,867 $122,548 $2,667 $119,881 $18,945 $29,970

PASO ROBLES $24,807 $25,757 $24,486 $75,051 $17,447 $92,497 $3,270 $89,228 $12,560 $22,307

SAN LUIS OBISPO $24,807 $123,269 $190,085 $338,161 $129,198 $467,360 $3,017 $464,343 $76,770 $116,086

SANTA BARBARA $24,807 $120,118 $129,834 $274,759 $91,170 $365,929 $0 $365,929 $51,916 $91,482

SANTA MARIA $24,807 $86,106 $43,139 $154,052 $34,052 $188,104 $0 $188,104 $27,321 $47,026

SANTA PAULA $24,807 $19,365 $5,414 $49,586 $4,970 $54,556 $1,322 $53,234 $542 $13,308

(ROUNDING)

Total $148,843 $421,723 $421,723 $992,290 $298,705 $1,290,995 $10,276 $1,280,719 $188,054 $320,180

$0

Final Budget FY 2014/2015(a) (b) (c) (d) (e) (f) (g) (h) (i) (j)

Base Resources Use Total ATS Shared e Content & Phase In Incr (Decr) Qtrly Amt

Fee Contribution Contribution Contribution Subscription Services Total Allowance Net Cash In Cash

LOMPOC $21,116 $41,233 $22,735 $85,084 $18,258 $103,342 $2,406 100,936 $2,136 $25,234

PASO ROBLES $21,116 $22,300 $21,484 $64,900 $15,660 $80,560 $3,892 76,668 $6,984 $19,167

SAN LUIS OBISPO $21,116 $94,955 $164,735 $280,806 $112,809 $393,615 $6,042 387,573 $14,709 $96,893

SANTA BARBARA $21,116 $104,934 $109,181 $235,231 $78,782 $314,013 $0 314,013 ($31,588) $78,503

SANTA MARIA $21,116 $74,233 $35,796 $131,145 $29,638 $160,783 $0 160,783 $16,821 $40,196

SANTA PAULA $21,116 $21,319 $5,043 $47,478 $5,214 $52,692 $0 52,692 ($5,760) $13,173

(ROUNDING) $1

Total $126,697 $358,974 $358,974 $844,644 $260,361 $1,105,005 $12,340 $1,092,665 $3,302 $273,166

$0

SECTION A

Tentative 2015-16 Impact.xlsximpact 2

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-.s\\lll///zzz,. .

NK BleCI{ GOIO cooperative Library Svstem

!!Z ,t882 Mccrath st e€t.suiie 230'ventura, cA 93003-7721'Phonq (805) 65G7732'Far 805'642'9095

April 10, 1997

Ann Romero, ManagerWells Fargo Bankl0l S. Chestnut StreetVentura CA 93001

RE: Account number 0620-028761

Dear Ms. Romero:

The Black Gold Administrative Council at its regular meeting on March 21, 1997, voted to raise

the single signature limit on Black Gold's checking account. Currently the account is restricted so

that any check up to and including $2,500.00 re4uires only a single signature and any check ov€r$2,500.00 requires two signatures.

Please change the restriction as follows to reflect the Council's decision to raise the limit: Checksfor rmounts up ao snd including $7,500.00 requirc only a single signature. Checks foramounts over $7,500.00 .equire two signatures.

I am enclosing pages one and two from the minutes of the March 21, 1997, for your files. Themotion stalts on page one and is completed on page two. Please let me know if you ne€d any

other information to change the restriction. My phone number is (805) 650-7733.

f,dith Segel

cc: Judith Bosman, System Accountant

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Quotation

Date

12/17/2014

Quotation #

2014-1374

Name / Address

Black Gold Co-Op Library SystemAttn: Maureen Theobald3437 Empresa Drive, Suite CSan Luis Obispo, CA 93401

Ship To

Black Gold Co-Op Library SystemAttn: Kim Hunter3437 Empresa Drive, Suite CSan Luis Obispo, CA 93401805-781-5062

Purchase Order #:

Quotation Expiration Date

1/31/2015

Print Name/Title

Total

Subtotal

Sales Tax (0.0%)

For additional information contact John Lytle

Date:

Please faxapproved orders to

315-634-4598

[email protected] 800-272-3414 x 4538

Approval Signature:

PO Box 4903Syracuse, NY13221-4903Phone: 800.272.3414Fax: 315-634-4598www.polarislibrary.com

This is not an invoicePLEASE DO NOT PAY FROM THIS QUOTE

Description Qty Cost Total

LEAP: SPECIAL 10% DISCOUNT OFFER: Ends January 31, 2015*No Deposit if order is received by Dec. 31, 2014**Leap must be installed by July 31, 2015

Leap: Web based Polaris Patron Services/Circulation application software designedfor Polaris staff workstations and tablets. NEW! Includes Polaris Mobile PickList at no additional charge!

Leap license: $16,800 one-time price - 10% Intro discount until Jan. 31, 2015=$15,1200- No Deposit if order is received by Dec. 31, 2014; - 50% deposit of Leap license will be invoiced on orders received after Dec. 31,2014.- Leap must be installed by July 31, 2015- Leap will be invoiced upon installation.

Annual support/maintenance: $3,024. Billed separately upon installation, and notincluded in total quoted here.

Description: Leap is a web based application, designed for tablet and PC devices,that targets most commonly used features of Patron Services & Circulation. Not a

1 15,120.00 15,120.00

Page 1

of 42

Quotation

Date

12/17/2014

Quotation #

2014-1374

Name / Address


Ship To


Purchase Order #:


1/31/2015

Print Name/Title

Total

Subtotal

Sales Tax (0.0%)


Date:


315-634-4598


Approval Signature:




replacement for the Polaris Staff Client, rather it is complementary.

Features & functionality: • Polaris API not required• Requires no installation of client software.• Flat price includes availability for simultaneous use by same number of staff aslibrary has licensed Polaris workstation licenses. • Intuitive design includes most commonly used Circulation features.• runs on most modern web browsers (HTML 5) IE, Chrome, etc.• Uses existing database & business objects. Changes made in Leap appear in StaffClient & vice versa.

Prerequisites:• Polaris version and build number: 5.0.• Microsoft: SQL Server 2008R2, 2012 or 2014• Windows Server 2008R2, 2012 or 2012R2 • IIS 7.5 or 8 web server• .NET framework 4.5• OS: Operating system independent; runs on modern web browsers (must supportHTML 5)• Hardware: PC devices (i.e. latops) and tablets (iPad, Surface, etc.)

Page 2

of 42

Quotation

Date

12/17/2014

Quotation #

2014-1374

Name / Address


Ship To


Purchase Order #:


1/31/2015

Print Name/Title

Total

Subtotal

Sales Tax (0.0%)


Date:


315-634-4598


Approval Signature:




• SSL certificate installed on Application Server where Leap is installed. Leap usesHTTPS, the certificate is required to support encryption

LEAP Installation Fee: $2,250 1 2,250.00 2,250.00Thank you from all of us at Innovative!

Page 3

$17,370.00

$17,370.00

$0.00

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Frequently Asked Questionsabout LEAP

What is LEAP?LEAP is a web application which brings the Polaris power and functionality to the user through a browser. LEAP can be used on a desktop, a notebook, or a tablet, freeing the user to connect with patrons and complete tasks wherever it is most convenient.This new Polaris application is device independent; there is no need to load software. The interface was reimagined in consultation with usability experts, resulting in an intuitive, easy to learn workflow.

Why did you create LEAP?Polaris built the Polaris ILS with an eye on the future. In a time where mobile applications increasingly allow people to access information and consume services wherever they may be, we decided to build beyond the dated model of client/server setups. We created LEAP to build upon the Polaris foundation, extending functionality with a modern archi-tecture that will serve libraries now and 10+ years into the foreseeable future.

What makes LEAP different from the Polaris ILS?LEAP is not a direct replacement for Polaris. It is an inter-face to the ILS reimagined to allow great flexibility for new workflows as defined by the user. The main difference is that LEAP is web-based and the interface can work on mobile de-vices (e.g. tablets.) LEAP software is upgraded automatically as server upgrades are performed, so no staff client updates are required. LEAP was built using HTML5 to work within the browser, so it will not require remote desktop services.

Is this an upgrade to Polaris 4.1.r2?No. LEAP is a new product which will incur an additional license fee.

What does LEAP do that Polaris can’t do?It will operate on tablets. It will include new functionality such as enhanced patron services, the display of cover images and other enriched content from third party providers from the staff view. It allows staff to get out from behind the desk and still have access to vital data and functionality.

What doesn’t LEAP do that Polaris does?LEAP was designed to do the most frequently used functions by the largest percentage of library staff. The first release of LEAP focuses on patron services and circulation functions and subsequent releases will bring LEAP functions more closely aligned with the current ILS.

What is the time frame for subsequent releases?Beta testing of LEAP will occur in the second quarter of 2014, with general release in the fall of 2014. Additional function-ality will be available in 2015.

Can we test LEAP before we buy?You can see demonstrations, participate in webinars and ask as many questions as you desire. Unfortunately, the web-based nature of the platform makes a test environment infea-sible. Interested librarians may apply to be part of the LEAP Partners Program, which will provide the software to your library as soon as the beta testing is complete and the ability to provide direct feedback to the Polaris developers.

Does LEAP have to be installed at the whole system/network/consortia level?LEAP is installed at the server level – meaning it will be avail-able for use by the entire library system or consortium. Since LEAP coexists with the Polaris ILS software and can be used interchangeably, each library or user can decide whether or not LEAP is appropriate for a particular workflow.

How does LEAP compare to other ILS vendors’ next generation products?The first big difference is that the Polaris ILS is a layered ar-chitecture. The underlying database is stored using Microsoft SQL, so there is no need to rebuild the knowledge base in or-der to use LEAP. Second, in contrast to other systems, LEAP functions are built to run on a browser-based platform rather than a java-based client architecture.

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This is the basic view of a patron profile on LEAP

Blocks are easily identifiable in red type and can be added with the touch of a button

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Viewing and editing patron information is simple

Add pictures using your device’s camera or upload a picture

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View and add charges, or view and accept a payment

Continue to grow your library by registering new patrons

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