Board of Trustees Meeting Agenda

March 14, 2016 6:00p.m.

Location: Community Meeting Room Library Board members, please bring your e-meeting packet with you! Please notify Board Member Kim Moretti, or Director of Development, Lauren Coy, 610-933-3013 x131 lcoy@ccls.org, by Monday morning if you are unable to attend the meeting. The meeting will be chaired by Kim Moretti. Mission: to provide access to information and services that address the educational, cultural and recreational needs of the community the library serves I. Call to order, roll II. Public welcome – All general public comments limited to 5 minutes III. Consent Agenda 2 minutes

a. Minutes b. Director’s Report c. Youth Services Report d. Adult Services Report e. Development Report f. Statistics g. Financials

IV. New Business - Discussion Items a. Rebecca Krause presentation- 10 minutes b. Foundation update- Lauren Coy 5 minutes c. Parking dispute- Lauren Coy 3 minutes d. Other new business 5 minutes V. Old Business – Discussion Items a. Mobile Hotspots 10 minutes b.Other old business? 5 minutes VI. Public Comments on Meeting – Limit 3 minutes per person VII. Executive Session – Move to Executive Session – to meet with an attorney or other professional advisor to discuss agency business, which, if discussed in public, would lead to the disclosure of information protected by law. VIII. Next meeting – Monday, April 11, 2016 /Adjournment

Youth Services Report for February 2016

March 2016 Board Meeting Community Outreach & Partnerships

• Outreach to community schools: preschools and district schools. Programming Children’s Library

• Regular programming is currently ongoing. • Special Programs:

o Take Your Child to the Library Day! Saturday, February 6, an annual invitation to the community to come celebrate the library with children. We had a self-service table of crafts/activities, offered free rentals to kids, and encouraged signups for library cards.

o Block Party, Saturday, February 20, 10:30 – 11:30 AM. We held our first Block Party focusing on ages 3 – 6 using materials from the state grant.

o Laughs with Miss Linda and Lucy: Saturday, February 20, 3:00 PM: Storyteller Linda Poland and her puppet, Lucy, who sings (but shouldn’t), delighted young children with humorous picture books, unique felt board stories, finger plays, and songs.

Young Adults

• New Year Guessing Game, January 27 – February 3. • Love Your Library Guessing Game, February 22 – 29. • Girls in Leadership Class, Thursday, February 25, 4:30 – 6:00 PM. Free afterschool program in writing and media

for girls in grades four through six.

Future Programming-March 2016 Children’s Library

• Family Movie Night: Shaun the Sheep, PG, (2015). Rescheduled for Tuesday, March 8, 6:00 – 7:30 PM. • Block Party – New! Saturday, March 16, 10:30 – 11:30 AM. We are trying this one Saturday morning and also

twice on Wednesday mornings during the month. Block play offers children many benefits: expressing themselves, working with others; physical development; and planning, math, and science skills. We have a large case of classic wooden blocks along with figures, animals, dinosaurs, and other props kids can use to build. The block party materials were received from The Office of Commonwealth Libraries as part of the Cruise into Kindergarten program grant. Interest level ages 3 – 6 with a caregiver.

• Seussology, Saturday, March 16, 3:00 PM. Celebrate Dr. Seuss’ birthday by attending Seussology: test your knowledge of all things Seuss, master the Foot Book Dance, say rhymes without getting tongue-twisted, and hear the story “The Bear, the Rabbit, and the Zinniga-Zanniga”, which comes to life when the main character, the rabbit appears. The show is lively and interactive, hosted by a silly cat who loves causing mischief.

Young Adults Girls in Leadership Class continues on March 3 and concludes on March 17. Preparation

Planning ongoing for Spring and Summer Events. Our five-week summer session will run from July 11-August 12. Accessibility

• Children’s Library Displays: Longwood Gardens Community Read; Chinese New Year. Book displays: Stories without Words, Black History Month, Love and Romance, Feature DVDs, New movable display created for Books affiliated with the Block Party Grant; Authors: Walter Wick, Jane Yolen, Mo Willems, David Wiesner, Judith Viorst, Jerry Spinelli, Lemony Snicket.

• Publicity for Programming: library calendar, various online calendars and websites, and area print media. • Regular staffing of Circulation Desk: on as-needed daily basis and one Saturday per month.

.

Meetings

• Phoenixville Area School District, Summer Camp Fair, February 24, 5:00 – 7:00 PM. • Phoenixville Library Communication Leadership Meeting, February 25, 2:15 PM.

Statistics:

Programs/Activities/Visits Attendance/Individuals Preschool Programs Preschool 29 661 Children/Adults 1-2-3 Learn With Me 8 212 Children/Adults Little Sprouts Nature Class 1 24 Children/Adults Family Music Class 1 26 Children/Adults Block Party 1 20 Children/Adults Visiting Story Time: PACLC 1 30 Children/Adults School Age Outreach to Holy Family School: two fourth grades 2 56 Children/Adults Intro re Library, read biographies Young Adults Girls in Leadership 1 9 Young Adults/Adults Estimating Game: New Year 1 21 Young Adults participated, 42 guesses Estimating Game: Love the Library 1 17 Participants, 34 guesses All Ages Laughs with Miss Linda and Lucy 1 36 Children/Adults Subtotal of Programming, February 2016 47 1,112 Children/Adults/Young Adults Additional Activities Take Your Child to the Library Day! 1 44 Children/Adults with crafts,19 rentals,3 library cards Visiting Groups Valley Forge Montessori School 1 22 Children/Adults PACLC 1 12 Children/Adults Subtotal of Additional Activities 2 34 Children/Adults Total of Youth Programs & Activities 50 1,190 Children/Adults

Computer Usage Statistics for January: Internet Stations-Individual Usage:

• Children’s, 268 users, plus “due to demand” additional usage of two laptops: 5.5 added hours, 3 users. Total children’s usage: 271 users.

• Young Adult: 51 hours AWE Literacy Station Usage: 712 sessions, 364 total hours, 30-minute average session. Respectfully submitted, Rebecca F. Krause, Director of Youth and Young Adult Services March 2016

Adult Services Report

for

March 2016 Board Meeting

Regular Activities

Work Adult Circulation Desk Tuesdays 9 AM – 1 PM.

Work weekly passport application acceptance shifts and schedule appointments.

Staffed “Ask Here PA” online chat reference service 2/10 for one hour.

Meetings/Workshops

Library Board Meeting presentation 2/8.

Meeting (along with Rebecca K.) with Rick O’Donnell of Visual Sound to discuss

possible audio system improvements to Community Education Room 2/11.

Envisionware conference calls 2/17 & 2/19 for MobilePrint service setup (service is up

and running!).

Interviews for Passport Agent position 2/11, 2/12, 2/18 & 2/22 (position filled, hire still

in training).

PARN (Phoenixville Area Resource Network) meeting 2/23.

Communication Leadership Team meeting 2/25.

Upcoming Special Programs/Events

“Birthday Card Making Class for Adults” with Helen Burnley 3/15.

“Color Me Irish: A St. Patty’s Day Coloring Fest for Adults” 3/17.

“Local Author Book Talk & Signing: Dr. Don Meyer: “The Distinguishing Mark of

Leadership”” 3/21.

Presentation on massage, craniosacral therapy, and meditation with Christina

DiArcangelo Puller, Mindful Body & Soul 3/28.

“Harlem Renaissance: The Black American Impact on Popular Song, Part II” with Fred

Miller 3/31.

“40@40: Sights and Stories from Our National Park Next Door” with Ranger Thomas

Ryan 4/7.

“Local Author Book Talk & Signing: Michael Tolle: “They’ve Been Down So Long””

4/11.

Program/Event/Other Planning

Continuing to book speakers for June events.

Preparing for launch of circulating hotspot program.

February Passport Application Acceptance Statistics

Appointments 297

Income $9,820

vs. January

Appointments 275

Income $7,915

February Computer Use Statistics

Laptop Checkouts 136

Adult Internet Stations Individual Usage 1,080

February Program Statistics

Program Attendance

One-on-One computer tutoring appointments 11

“Microsoft & More” computer classes 30 (4 sessions)

Phoenixville Legal Outreach Clinic 4 (3 sessions)

Career Success Group 23 (4 sessions)

Individual Job Counseling Appointments 7

Phoenix Book Club 9

Phoenix Fiction Writers 15 (2 sessions)

Phoenixville Scrabble Club 4

Movie Night: “Trainwreck” 11

Yoga for Adults 5 (2 sessions)

“Introduction to OverDrive…” 2/3 5

“Chocolate Tasting 101” 2/4 11

“Getting Started with FamilySearch.org” 2/18 8

“Build a Bluebird Box” 2/22 19

“The DIY Funeral: An Introduction to Home Funerals” 2/25 17

“Independent Publishing for the Entrepreneurial Author” 2/29 6

Total Program Attendance: 185

Respectfully submitted,

Mark Pinto

Adult Services Director

February 2016 Development Report Lauren Coy

Meetings/Training/Events

a. Other Business a. Continual meetings with Lara Lorenzi b. Continual meetings with Mike English c. Attending weekly Rotary meetings d. Attending monthly Chamber of Commerce Meetings e. Attended PCEF’s Phantom Fundraiser

b. Grants

Applied for: a. Chester County Community Foundation (capacity building) –

submitted b. Chester County Community Foundation (general operating) – open

ended a. Submitted

c. PCHF – deadline Jan. 11, 2016 – submitted a. We requested $25,000 for operating expenses. b. We should be hearing by end of March/early April

c. Wine, Wit & Wisdom

a. The date for next year’s WWW will be Thursday, October 20, 2016, as to have a little distance from several other large fundraisers in town, including the Chamber of Commerce Gala.

b. I met with PK from Towne Book Center to see which author we could get for Wine, Wit & Wisdom.

a. Will confirm when I get the final answer 1. The author I am working with is very popular and

highly regarded, as well as being on the New York Times Bestseller list for five years!

2. Our goal is to have 300 attendees this year 3. First time attendee ticket price will be increased to $85

instead of $75

FUND ACTIVITY SUMMARY February 2016

Annual $ 10,522..49 Civic $ 248.67 Donations $ 3,613.29 Foundation/Grants $ 0.00 Matching Gift $ 150.00 Government $ 0.00 Memorial/Tribute $ 60.00 Name a Shelf $ 0.00 Restricted-children $ 539.00 Restricted-general $ 390.00 Special Events $ 49,028.10 TOTAL $64,551.55

2:31 PM 03/10/16 Cash Basis

Phoenixville Public Library Balance Sheet Prev Year Comparison

As of February 29, 2016

Page 1 of 1

Feb 29, 16 Feb 28, 15 $ Change % Change

ASSETS

Current Assets

Checking/Savings

100 · Phoenixville Federal Savings #1

100.1 · Operating Checking (040016792) 86,739.63 81,642.78 5,096.85 6.24%

100.2 · Operating Money Market 438,067.27 419,480.64 18,586.63 4.43%

100.3 · Operating Credit Card Receipts 16,020.43 13,931.74 2,088.69 14.99%

100.4 · El Puente 2,667.48 3,812.31 -1,144.83 -30.03%

Total 100 · Phoenixville Federal Savings #1 543,494.81 518,867.47 24,627.34 4.75%

105 · Petty Cash 500.00 500.00 0.00 0.0%

106 · Circulation Cash 500.00 500.00 0.00 0.0%

Total Checking/Savings 544,494.81 519,867.47 24,627.34 4.74%

Other Current Assets

130 · Prepaid Expenses 0.00 2,520.00 -2,520.00 -100.0%

Total Other Current Assets 0.00 2,520.00 -2,520.00 -100.0%

Total Current Assets 544,494.81 522,387.47 22,107.34 4.23%

Fixed Assets

150 · General Fixed Assets

150.1 · Leasehold Improvements

150.1.1 · 1999/2000 Addition 0.02 0.02 0.00 0.0%

150.1.2 · General 0.06 0.06 0.00 0.0%

Total 150.1 · Leasehold Improvements 0.08 0.08 0.00 0.0%

150.6 · Computer Equipment -0.12 -0.12 0.00 0.0%

150.8 · Furniture & Fixtures 0.28 0.28 0.00 0.0%

Total 150 · General Fixed Assets 0.24 0.24 0.00 0.0%

Total Fixed Assets 0.24 0.24 0.00 0.0%TOTAL ASSETS 544,495.05 522,387.71 22,107.34 4.23%

LIABILITIES & EQUITY

Liabilities 16,301.97 12,496.97 3,805.00 30.45%

Equity 528,193.08 509,890.74 18,302.34 3.59%TOTAL LIABILITIES & EQUITY 544,495.05 522,387.71 22,107.34 4.23%

2:32 PM 03/10/16 Cash Basis

Phoenixville Public Library Profit & Loss Budget vs. Actual

July 2015 through February 2016

Page 1 of 4

Jul '15 - Feb 16 Budget $ Over Budget % of Budget

Ordinary Income/Expense

Income

400 · Appropriations

400.1 · Appropriation - P.A.S.D. 544,417.00 544,417.00 0.00 100.0%

400.2 · Appropriation - County 53,682.75 70,000.00 -16,317.25 76.69%

400.3 · Appropriation - State 87,765.00 85,000.00 2,765.00 103.25%

400.4 · Appropriation - Charlestown Tws 0.00 5,500.00 -5,500.00 0.0%

400.5 · Appropriation - Schuylkill Twp 1,500.00 1,500.00 0.00 100.0%

Total 400 · Appropriations 687,364.75 706,417.00 -19,052.25 97.3%

412 · Development Income

412.1 · Grants 2,172.00 50,000.00 -47,828.00 4.34%

412.2 · Projects/Events 50,053.10 50,000.00 53.10 100.11%

412.3 · Annual Appeal 11,632.49 15,000.00 -3,367.51 77.55%

412.4 · Donations

412.4.1 · Unrestricted 6,148.14 10,500.00 -4,351.86 58.55%

412.4.2 · Restricted - General 725.00 10,000.00 -9,275.00 7.25%

412.4.3 · Restricted - Children's 539.00 10,000.00 -9,461.00 5.39%

412.4.5 · El Puente 563.40 0.00 563.40 100.0%

Total 412.4 · Donations 7,975.54 30,500.00 -22,524.46 26.15%

412.5 · Civic Organizations 248.67 1,500.00 -1,251.33 16.58%

Total 412 · Development Income 72,081.80 147,000.00 -74,918.20 49.04%

420 · Operations Income

420.1 · Fines 19,193.90 25,000.00 -5,806.10 76.78%

420.2 · Passport Applications 53,052.24 61,000.00 -7,947.76 86.97%

420.3 · Interest 615.91 1,500.00 -884.09 41.06%

420.4 · Items Sold 2,198.50 6,500.00 -4,301.50 33.82%

420.5 · Lost Books 1,823.15 2,400.00 -576.85 75.97%

420.6 · Other (Copier, etc.) 4,103.28 5,000.00 -896.72 82.07%

420.7 · Rentals/Community Room 137.50 0.00 137.50 100.0%

420.8 · Rentals/Collection

420.8.1 · Library Income 14,686.52 24,000.00 -9,313.48 61.19%

420.8.2 · PA Sales Tax -80.49 0.00 -80.49 100.0%

Total 420.8 · Rentals/Collection 14,606.03 24,000.00 -9,393.97 60.86%

Total 420 · Operations Income 95,730.51 125,400.00 -29,669.49 76.34%

Total Income 855,177.06 978,817.00 -123,639.94 87.37%

Expense

500 · Adult Library

500.13 · Professional Develop. Material 1,090.80 745.00 345.80 146.42%

500.1 · Books

500.1.1 · Physical Books 19,716.32 32,600.00 -12,883.68 60.48%

500.1.2 · E-Books 1,300.02 4,700.00 -3,399.98 27.66%

2:32 PM 03/10/16 Cash Basis

Phoenixville Public Library Profit & Loss Budget vs. Actual

July 2015 through February 2016

Page 2 of 4

Jul '15 - Feb 16 Budget $ Over Budget % of Budget

Total 500.1 · Books 21,016.34 37,300.00 -16,283.66 56.34%

500.2 · Magazines & Newspapers 5,537.81 5,600.00 -62.19 98.89%

500.3 · Audios 4,978.50 7,930.00 -2,951.50 62.78%

500.4 · Videos 6,290.90 9,925.00 -3,634.10 63.38%

500.5 · Software 470.90 1,000.00 -529.10 47.09%

500.6 · Reference 2,029.01 2,000.00 29.01 101.45%

500.7 · Programs - Adult 2,455.00 4,800.00 -2,345.00 51.15%

500.8 · Program Supplies - Adult 403.02 1,330.00 -926.98 30.3%

Total 500 · Adult Library 44,272.28 70,630.00 -26,357.72 62.68%

510 · Youth Library

510.1 · Books

510.1.1 · Physical Books 16,595.25 29,175.00 -12,579.75 56.88%

510.1.2 · E-Books 810.95 1,780.00 -969.05 45.56%

Total 510.1 · Books 17,406.20 30,955.00 -13,548.80 56.23%

510.2 · Magazines 672.01 900.00 -227.99 74.67%

510.3 · Audios 1,316.75 3,375.00 -2,058.25 39.02%

510.4 · Videos 3,846.84 6,000.00 -2,153.16 64.11%

510.5 · Software 934.86 1,000.00 -65.14 93.49%

510.7 · Programs - Children 3,430.29 8,000.00 -4,569.71 42.88%

510.8 · Program Supplies - Children 2,737.95 6,000.00 -3,262.05 45.63%

510.13 · Young Adult - All 2,788.04 4,000.00 -1,211.96 69.7%

510.14 · Programs - Young Adults 25.00 1,500.00 -1,475.00 1.67%

510.15 · Program Supplies - Young Adult 559.58 1,000.00 -440.42 55.96%

Total 510 · Youth Library 33,717.52 62,730.00 -29,012.48 53.75%

520 · Development Expense

520.8 · Donor Management 4,300.00 4,500.00 -200.00 95.56%

520.1 · Annual Appeal 2,460.00 7,500.00 -5,040.00 32.8%

520.3 · Special Events 24,322.79 20,000.00 4,322.79 121.61%

520.5 · Marketing 230.06 3,500.00 -3,269.94 6.57%

520.6 · Other 0.00 250.00 -250.00 0.0%

520.7 · El Puente Program 1,400.00 0.00 1,400.00 100.0%

Total 520 · Development Expense 32,712.85 35,750.00 -3,037.15 91.5%

530 · Administration

530.1 · General

530.1.1 · Audit/Form 990 6,750.00 6,750.00 0.00 100.0%

530.1.2 · Library Board Expenses 2,594.33 2,599.00 -4.67 99.82%

530.1.3 · Staff Development/Memberships 2,995.57 4,000.00 -1,004.43 74.89%

530.1.4 · Insurance 1,326.00 1,500.00 -174.00 88.4%

530.1.5 · Advertising 593.00 1,000.00 -407.00 59.3%

530.1.6 · Legal Expense 5.00 6,500.00 -6,495.00 0.08%

530.1.7 · Credit Card Fees 1,287.29 1,500.00 -212.71 85.82%

2:32 PM 03/10/16 Cash Basis

Phoenixville Public Library Profit & Loss Budget vs. Actual

July 2015 through February 2016

Page 3 of 4

Jul '15 - Feb 16 Budget $ Over Budget % of Budget

530.1.8 · Marketing and Website 3,938.62 8,000.00 -4,061.38 49.23%

530.1.9 · Miscellaneous 95.47 400.00 -304.53 23.87%

Total 530.1 · General 19,585.28 32,249.00 -12,663.72 60.73%

540 · Utilities

540.1 · Electricity 11,197.67 16,000.00 -4,802.33 69.99%

540.2 · Gas 1,162.52 5,000.00 -3,837.48 23.25%

540.3 · Telephone 3,123.51 5,500.00 -2,376.49 56.79%

540.4 · Trash Collection 236.25 350.00 -113.75 67.5%

540.5 · Water & Sewer 899.28 1,500.00 -600.72 59.95%

Total 540 · Utilities 16,619.23 28,350.00 -11,730.77 58.62%

550 · Computer Expense

550.2 · Hardware 921.96 5,675.00 -4,753.04 16.25%

550.4 · Software 5.00 500.00 -495.00 1.0%

550.5 · Software Maintenance 917.43 1,350.00 -432.57 67.96%

550.6 · Supplies 2,990.09 4,875.00 -1,884.91 61.34%

Total 550 · Computer Expense 4,834.48 12,400.00 -7,565.52 38.99%

560 · Other Supplies and Expense

560.1 · Collection Maintenance 3,091.21 6,000.00 -2,908.79 51.52%

560.2 · Library 3,113.75 5,000.00 -1,886.25 62.28%

560.3 · Office 2,162.46 5,000.00 -2,837.54 43.25%

560.4 · Postage 2,997.23 4,500.00 -1,502.77 66.61%

Total 560 · Other Supplies and Expense 11,364.65 20,500.00 -9,135.35 55.44%

570 · Equipment Leasing/Rental 3,938.03 6,000.00 -2,061.97 65.63%

580 · Buildings & Grounds

580.1 · Maintenance

580.1.1 · Buildings 0.00 500.00 -500.00 0.0%

580.1.2 · Grounds 0.00 1,000.00 -1,000.00 0.0%

Total 580.1 · Maintenance 0.00 1,500.00 -1,500.00 0.0%

580.5 · Janitorial Expense

580.5.1 · Service 10,020.00 16,000.00 -5,980.00 62.63%

580.5.2 · Supplies 2,057.81 3,500.00 -1,442.19 58.8%

Total 580.5 · Janitorial Expense 12,077.81 19,500.00 -7,422.19 61.94%

580.7 · Minor Improvements and Repairs 0.00 1,500.00 -1,500.00 0.0%

Total 580 · Buildings & Grounds 12,077.81 22,500.00 -10,422.19 53.68%

Total 530 · Administration 68,419.48 121,999.00 -53,579.52 56.08%

610 · Salaries & Benefits

610.1 · Salaries

610.1.1 · Full-Time 236,004.02 368,038.00 -132,033.98 64.13%

610.1.2 · Part-Time 65,761.50 106,570.00 -40,808.50 61.71%

610.1.3 · Passport Agents 7,487.96 10,400.00 -2,912.04 72.0%

610.1.4 · Consultants 6,461.92 12,056.00 -5,594.08 53.6%

2:32 PM 03/10/16 Cash Basis

Phoenixville Public Library Profit & Loss Budget vs. Actual

July 2015 through February 2016

Page 4 of 4

Jul '15 - Feb 16 Budget $ Over Budget % of Budget

Total 610.1 · Salaries 315,715.40 497,064.00 -181,348.60 63.52%

610.2 · Social Security Expense 22,724.22 30,818.00 -8,093.78 73.74%

610.3 · Employee Benefit Expense 25,875.84 109,720.00 -83,844.16 23.58%

610.4 · Retirement Expense 12,512.13 50,106.00 -37,593.87 24.97%

Total 610 · Salaries & Benefits 376,827.59 687,708.00 -310,880.41 54.8%

Total Expense 555,949.72 978,817.00 -422,867.28 56.8%

Net Ordinary Income 299,227.34 0.00 299,227.34 100.0%

Other Income/Expense

Other Expense

750 · Non-Operating Expense

750.1 · Furniture, etc. 768.01 0.00 768.01 100.0%

Total 750 · Non-Operating Expense 768.01 0.00 768.01 100.0%

Total Other Expense 768.01 0.00 768.01 100.0%

Net Other Income -768.01 0.00 -768.01 100.0%Net Income 298,459.33 0.00 298,459.33 100.0%