AGENDA
Albany County Public Library Board of Directors
Tuesday, March 2, 2010
5 p.m., Meeting Room
1. Call to Order
2. Introductions
3. Approve Consent Agenda
4. CONSENT AGENDA (5 to 15 minutes, action, in packet)
A. Approve Minutes of the Regular Meeting of January 26, 2010 (Separate document, pp. 11-13)
B. Receive Written Reports
I.Statistics: January 2010 (information, separate document, pp. 15-18)
II.Financial Reports:
a. Payroll Summary January 2010 (p. 19-20)
b. Revenues and Expenditures January 2010 (Information, separate document, pp. 21-28)
c.Balance Sheet January 2010 (Information, separate document, pp. 29-31)
III.County Librarian’s Report and Attachments (Information, separate documents, pp. 33-56)
IV. Foundation Executive Director (Information, separate document, pp. 57)
END OF CONSENT AGENDA
5. Receive Oral Reports (Information, 10 to 15 minutes)
A. Staff Representative
B. Foundation Liaison (Frick)
C. Friends Liaison (Bendezu)
ACTION ITEMS
6. Approve Vouchers (Open Purchase Order, in packet, p. 59, and Check Register/ Operating Account, available at meeting, action, 3 to 5 minutes)
OLD BUSINESS
7. Proposed Gift and Collection Development Policy
NEW BUSINESS
Recess Meeting
Work Session
Suzanne will be absent.
AGENDA DISCUSSION
4. B. Receive Written Reports
I. Statistics: January 2010 (information, separate document, pp. 15-18)
II.Financial Reports:
a. Revenues and Expenditures January 2010: We are 58% through the fiscal year. We estimated grant income high and have not received what we estimated. That is not a problem because we do not include grant funding as a possible expense until we receive the funding unless we are sure we will receive it. Much of the grant funding available rolled over from last fiscal year. The grants at lines 71 and 87 reimburse us after expenditures, so revenue always lags behind.
b. There are several changes to the revenues and expenditures report:
i. At Line 160, the Steckel planning money is not reported as a reserve. This is because we are spending the money this year; it had been reported as a reserve and expenditure.
ii. At line 228, we show no payment of Debt Service. That’s because our payment is shown with the reduced loan owed the foundation on the balance sheet at line 61. The accountant told us that we could display either the $25K payment or the reduced amount owed, but not both until the end of the fiscal year.
c.Balance Sheet January 2010 (Information, separate document, pp. 29-31). The balance sheet still shows the Steckel fund.
6. Approve Vouchers: (Open Purchase Order, in packet, p. 59, and Check Register/ Operating Account, available at meeting, action, 3 to 5 minutes)
7. Proposed Gift and Collection Development Policy
ISSUE: Will the board approve the proposed gift and collection development policy as amended?
BACKGROUND: This policy was tabled last month due to concerns about language for book plates. I proposed the language below and Susanne, on Feb. 11, wrote, “I think the new language will work. It doesn't say you will put book plates but allows you to if you want to.” Here’s the section that was of concern:
CURRENT proposed LANGUAGE
From this point forward, Albany County Public Library will no longer place plaques or name plates on or near gifts or anywhere else in the library or on library property. The library will maintain and publicly display a Book of Honor and Remembrance which will list donors and gifts over $250.