REPORT OF THE DIRECTOR
Winnefox Library System
Wednesday, January 25, 2006
TRUSTEE
APPOINTMENTS
On behalf of the Board, I would like to welcome back those trustees that have been reappointed, and welcome our newly appointed
trustees:
§
Lori Pain,
§
Yvonne Feavel,
§ Jim Reiland, Menasha, (REAPPOINTED)
§
Kay Roethel,
§
Lewis Rosser,
§ Joyce Schoepel, Menasha, (REAPPOINTED)
§
Merry Whipple,
§
Tom Widener,
§
Scott Woldt,
2005 YEAR END FINANCIAL REPORTS
The financial reports, included for your information, constitute the end-of-year close-out figures for 2005.
The Winnefox Library System budget ended 2005 with an operating surplus of $40,181.25. Notable variances between 2005 budgeted and actual amounts occurred in the following lines:
· Interest Revenue exceeded expectations due to higher than anticipated interest rates during 2005.
· The continuing vacancy of the Marketing position caused both Contractual Revenue and Personnel Expenditures to be lower than budgeted. Contractual Revenue was lower because Oshkosh Public Library did not pay for its 1/4 share of a marketing professional’s services.
· Contractual Services expenditures were higher than planned due to the costs of the Director Search & Screen process.
· Electronic Information Expenditures were higher due primarily to payment timing (2004 access to one database was paid in 2005) and underestimating the cost of three other electronic information resources.
The Winnefox Cooperative Technical Services subprogram ended 2005 with an operating deficit of $16,200.69. This was actually anticipated. You will recall that we established a Collection Enhancement Grant program for WCTS member libraries using $50,000 of an Allocated Reserve fund. The Statement of Financial Control shows expenditures for those grants of $17,489 out of an anticipated $18,000 for the second year of three. Those funds are coming out of the Allocated Reserve Equity (Balance Sheet) and this is in essence the way QuickBooks allows us to show that. So, it was our intent to draw down our reserves through this three year grant program and we are doing so. With the exception of that, WCTS revenues and expenses were pretty close for the year.
As far as the WALS subprogram budget is concerned, we also ended the year in good financial condition there as well. When you look at the balance sheet, some libraries will usually show an over expenditure and it is frequently for needed computer equipment for the libraries. That is why all of the member libraries retain a prior year fund equity account to handle unexpected contingencies and/or for direct equipment expenditures. All of the libraries had sufficient prior year equity funds to cover any over expenditures.
The WALS equity accounts are for shared expenses for the system and we ended the year in a positive cash position ($37,274). This is a case where, when we do the WALS budget, we can’t always anticipate all the actual expenses, federal grant fund amounts, etc. Discussion. Action Requested: none.
2006 WINNEBAGO
The Winnebago County Board’s UW Education, Extension and Agriculture Committee approved the 2006 Winnebago County Agreement at its January 12, 2006 meeting. After final approval by the library board, the agreement will be forwarded to the Winnebago County Executive for execution. Discussion. Action Requested: approve the 2006 Winnebago County Agreement as proposed in Exhibit B.
2006 CALENDAR OF BOARD MEETINGS
Each year we establish the dates for System Board meetings. For 2006 we would propose the following dates (see Exhibit C) which are usually on the last Wednesday except where conflicts occur with a holiday. This schedule will accommodate Oshkosh Public Library Board meeting date changes as well as our need to schedule most meetings near the end of the month for financial purposes. Discussion. Action Requested: approve 2006 calendar of Winnefox Board meetings as proposed in Exhibit C.
REVISED 2004 AUDIT COMPLIANT WITH GASB NO. 34
Exhibit D. consists of three discrete documents: 1. A letter from Oshkosh Public Library
Business Manager Richard W. Bowman directing all parties who receive them to
destroy previous copies of the 2004 audited financial statements; 2. A cover
letter from Virchow, Krause & Company, LLP,
accompanying the 2004 audited financial statements, and 3. Audited financial
statements for the year ended December 31, 2004. Discussion.
Action Requested: accept the 2004 audited financial statements revised
to comply with Governmental Accounting Standard Number 34.
2006 ANNUAL SYSTEM PLAN APPROVED BY DLTCL
Exhibit E. contains the letter of approval from the Division of Libraries and Community Learning for our 2006 Annual System Plan. We are always pleased to receive this notification since it comes with our first System Aids funding distribution which represents 75% of our annual total. We will be receiving $879,718 in system aids for 2006 – an increase of 5.01% over 2005. Discussion. Action Requested: none.
MISCELLANEOUS REPORTS -
· REPORT OF THE ASSISTANT DIRECTOR - please take the time to review Mark’s report on System activities. It’s contained as Exhibit F.
·
WINNEFOX AUTOMATED LIBRARY SERVICES UPDATE - Program Coordinator
· TRUSTEE MANUALS – It is the time of year when we need you to bring in your red trustee notebooks (if you have them) for updating by the staff. Please try to remember to do that for this meeting. It makes it easier for staff to do it if they have all of them at one time. We will be asking you whether you want your notebook back or plan to rely upon the web version of the manual. Most of you indicated you would prefer the latter when we demonstrated the online version of the manual - http://www.winnefox.org/trustees/.
Respectfully submitted,
Director