board of trustees meeting packet · 2020-01-10 · draft kdl board minutes – november 21, 2019...

JANUARY 2020

BOARD OF TRUSTEESMEETING PACKET

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* Requires Action ** According to Kent District Library Board of Trustee Bylaws, Article VII, Item 7.1.3, “Public comments will be limited to 3 minutes per person or group and 15 minutes per subject.”

BOARD OF TRUSTEES Meeting Agenda

LOCATION KDLService&MeetingCenter 814WestRiverCenterNE,ComstockPark,MI49321 DATE & TIME Thursday,January16,2020at4:30PM.

1. CALLTOORDER

2. PLEDGEOFALLEGIANCE

3. CONSENTAGENDA*A. ApprovalofAgendaB. ApprovalofMinutes:December19,2019Open&ClosedSessionsC. RequestforClosing–RescheduleoftheSpencerBranchIn‐ServiceDayfromMarch4,

2020toMay6,2020.4. LIAISONREPRESENTATIVECOMMENTS

5. PUBLICCOMMENTS**

6. BOARDROOMNAMINGCEREMONY

7. FINANCEREPORTS–December2019*

8. LAKELANDLIBRARYCOOPERATIVEREPORT

9. DIRECTOR’SREPORT–December2019

10. NEWBUSINESSA. ConflictofInterestStatementsandBoardCodeofEthicsB. 2020CreditCardAgreementC. FineFreeImpactReviewD. IssueAnalysis:ImprovingtheOnlinePatronExperience—FirstReadingE. IssueAnalysis:InvestmentAdvisorReview—FirstReadingF. IssueAnalysis:PatronManagementSystem—FirstReadingG. LibraryDirector’sEvaluation*

11. LIAISONREPRESENTATIVECOMMENTS

12. PUBLICCOMMENTS**

13. BOARDMEMBERCOMMENTS

14. MEETINGDATESNext Regular Meeting: Thursday, February 20, 2020 – KDL Gaines Branch, 4:30 PM.

15. ADJOURNMENT

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KDL Board Minutes – November 21, 2019 Page 1 of 5

BOARD OF TRUSTEES MEETING MINUTES

LOCATION KDLService&MeetingCenter 814WestRiverCenterDrive,ComstockPark,MI49321 DATE Thursday.December19,2019at4:30PM.BOARDPRESENT:ShirleyBruursema,AndrewErlewein,AllieBushIdema,CharlesMyers, TomNoreen,CaitieS.Oliver,SheriGilreath‐Watts,PennyWellerBOARDABSENT:None.

STAFFPRESENT:KatieBlakeslee,JaciCooper,LindseyDorfman,RandyGoble,ClaireHorlings,

KevinKameraad,KelaineMish,BrianMortimore,LauraPowers,KurtStevens,LanceWerner,CarrieWilson

GUESTSPRESENT:BillBrinkman

1. CALLTOORDERChairWellercalledthemeetingtoorderat 4:33 PM.

2. PLEDGEOFALLEGIANCE

*3. CONSENTAGENDAA. ApprovalofAgendaB. ApprovalofMinutes:November21,2019.C. Request for Closing – Reschedule of the East Grand Rapids Branch In‐Service Day from

October27,2020toNovember3,2020.D. Request for Closing – System‐wide late opening on January 2, 2020 to accommodate

Consumer’sEnergyelectricalworkattheKDLService&MeetingCenter.Motion:Ms.Olivermovedtoapprovetheconsentagendaaspresented.Support:SupportedbyMs.Bruursema.RESULT:Motioncarried.

4. LIAISONREPRESENTATIVECOMMENTS – None.

5. PUBLICCOMMENTS–None.

6.

FINANCEREPORTS–November2019 TheDirectorofFinancegaveabriefoverviewoftheNovembercashreport,expenditures

andrevenues.Cashappearstobeup$1.8Movertheprioryear. KDLis91.67%throughthefiscalyear,hasreceived100.6%ofbudgetedannualrevenues

andhasspent78.9%ofbudgetedexpenditures. ThelargestcheckwrittenforthemonthofNovemberwasforapproximately$261Kfor

theBookmobileBuildingproject. NovoidedchecksreportbecausetherewerenoneforthemonthofNovember.

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ThetechnologybudgetremainsunderspentbecausethebudgetedexpenseswerebasedonacombinationofITprojects,someofwhichweredelayedin2019andsomeofwhichtheLeadershipTeammadeastrategicdecisiontocancel.IfKDLchoosestogoforwardwiththedelayedprojects,itwillbein2020.Thebudgetalsoanticipatedsomeadditionalfeesandstartupcostsrelatedtocompletedprojects,whichdidnotendupbeingincurred.

Thereweresomeadditionalequipmentand furniturepurchases forvariousbranchesmadeattheendoftheyearthatwillpostinDecember2019.

Motion:Mr.NoreenmovedtoreceiveandfileNovember2019financereportsaspresented.Support:SupportedbyMr.Erlewein.RESULT:Motioncarried.

7. LAKELANDLIBRARYCOOPERATIVEREPORTMs.BruursemanotedthefollowingitemsfromtheDecember12,2019meeting:

Thedirectorwasreviewedandabletopresenthergoalsfortheupcomingyear. LanceWernerannouncedthatGovernorWhitmerappointedhimtotheStateHistoric

AdvisoryBoard.HelooksforwardtomakingMichigan’snumeroushistoricdocumentsavailabletothepublic.

WerneralsoreportedonSenateBill611andhopedtopresentattheworkgroupthenextweektobetterdefinecrimeandotherconcernsaboutthebill.Canbeanopt‐insituationforlibraries.Appreciatestherobustconversationsaroundtheissue.

8. DIRECTOR’SREPORT–November 2019

Ms.HorlingsgaveanupdateontherevenuesandexpendituresfortheLiteraryLibationsGala. There was a 32% increase over last year, representing 34% gross revenue.Additionally,expendituresdecreasedby30%overlastyear.

Ms.HorlingsrecognizedRandyGobleandhisteamforalloftheirhelpwithpromotingMission:Read!andcontributingtoitssuccess.

GeneralMailings:Thisyear,over200lettersweresentoutacrossthreezipcodes. Donationsarecurrentlydownabout$4Kfromlastyear. Currently,thereare27newdonorsfromtheYEAppeal. Ms.DorfmanhighlightedtheYouthSummit,whichwasplannedandorganizedbyKDL’s

teamofYouthSpecialists.Thesummithostedtwoguestspeakerswhogavepresentationsonbiaseducationandonbeingtrauma‐informedwhenspeakingwithchildren.

Mr.Stevenstouchedonthepatronmanagementsystemthatiscurrentlybeingpilotedatthe Kentwood branch. Sara Proano brought over a Translation Specialist to test theprogramandtheywereimpressedbyit.Mr.Stevensspokeofnewwaystheservicemightbeapplied,suchastranslatinglegaldocumentscompletelyfreeofcost.Issueanalysisisforthcomingregardingarecommendationforacontractawardwithfullbudgetdetails.

DirectorWernertouchedonEDIeffortsgoingforward:KDLwillbeorganizingacross‐functional team to identify areas where the library can be more effective in thecommunity.

Ms.WilsonspokeaboutKDL’supcomingdiversityauditofcurrentcollection. KDLwasinterviewedbyHireReachandwillbeapartofCohort2.

TheBoardaskedquestionsofstaffandstaffresponded.

9.

NEWBUSINESSA. 2020ElectionofOfficers*Motion:Mr.MyersmovedtoappointMs.BruursemaasKDLBoardofTrusteesChair,Mr.NoreenasViceChair,Mr.ErleweinasTreasurerandMs.IdemaasSecretaryforthe2020calendaryear.Support:SupportedbyMs.Oliver.RESULT:Motioncarried.

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B. 2020TrusteeBoardAssignments*ChairWeller initiated the annual trustee board assignment discussion to allow trustees anopportunitytoexpresstheirdesiretodepartorjoinanadvisoryboardortheLakelandLibraryCooperativeBoard.Motion:Mr.NoreenmovedtoappointMr.MyersandMs.WellertocontinuetoserveasKDLBoardrepresentativesontheKDLPensionBoard,Ms.BruursematocontinuetoserveasKDLBoardrepresentativesontheLakelandLibraryCooperativeBoardandMs.OliverandMs.Wellertoco‐serveasKDLBoardrepresentativesontheAllianceofFriendsforthe2020calendaryear.Support:SupportedbyMs.Gilreath‐Watts.RESULT:Motioncarried.C. Resolution:Third2019BudgetAmendment*RollCallVoteMotion:Mr.Myersmovedtoapprovethethird2019budgetamendmentaspresented.Support:SupportedbyMs.Weller.Ms.Bruursema–Yes Mr.Erlewein– Yes Ms.Gilreath‐Watts– Yes Ms.Idema–YesMr.Myers‐Yes Mr.Noreen– Yes Ms.Oliver– Yes Ms.Weller– YesRESULT:Motioncarried8‐0.D. Resolution:HealthInsuranceFunding*RollCallVoteMotion: Ms. Oliver moved to approve the resolution regarding the Publicly Funded HealthInsuranceContributionAct PublicAct152of2011 “PA152” ,whichresolvesthatKentDistrictLibraryelectstocomplywiththe80%limitationinSection4ofPA152forbenefitplancoverageyears,beginningonorafterJanuary1,2020.Support:SupportedbyMs.Bruursema.Ms.Bruursema–Yes Mr.Erlewein– Yes Ms.Gilreath‐Watts– Yes Ms.Idema–YesMr.Myers‐Yes Mr.Noreen– Yes Ms.Oliver– Yes Ms.Weller– YesRESULT:Motioncarried8‐0.E. Resolution:LetterinSupportofSenateBill611*RollCallVoteMotion:Ms.BruursemamovedtoapprovesendingalettertoMichiganlegislationinsupportoftheSenateBill611.Support:SupportedbyMs.Gilreath‐Watts.Ms.Bruursema–Yes Mr.Erlewein– Yes Ms.Gilreath‐Watts– Yes Ms.Idema–YesMr.Myers‐Yes Mr.Noreen– Yes Ms.Oliver– Yes Ms.Weller– YesRESULT:Motioncarried8‐0.

10.

LIAISONREPRESENTATIVECOMMENTS – BillBrinkmangavethefollowingreportonthePlainfieldTownship:

BoardandresidentsofthePlainfieldTownshiparethankfulforcurrentdevelopments.Thetownshipcurrentlyboastsseveralnewparks,but is indireneedofacommunitycenter.

Thetownshipwasawarded$64MfromtheWolverineWorldwidelawsuit.Thetownshipplanstoextendwaterservices.BidsarecurrentlygoingouttogetwaterconnectedtoCannonsburgandAlgomatownships.

11. PUBLIC COMMENTS**–Ms.Mishannouncedsheiscelebrating20yearsatKDLthismonth

andwanted to thank the Board for the time and energy they put into helpingmake KDL awonderfulplacetowork.

12. BOARDMEMBERCOMMENTS

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Ms. Bruursema –Ms. Bruursema announced that Legislative Day in Lansing is April 22. Shewishedeveryoneahealthyandproductive2020.Mr.Erlewein–Mr.ErleweinwishedeveryoneahappyholidayandexpressedhisexcitementatcontinuingtobeKDLBoardofTrustee’sTreasurerinthe2020calendaryear.Ms.Gilreath‐Watts–Ms.Gilreath‐WattsthankedMr.Stevensforvisitingherclassroomandgivingherstudentsagift:Hekima,whichinSwahilimeanswisdom.Sheexpressedgratitudeforhowheencouragedthem.ShealsoapplaudedKDL’sLeadershipTeamforlisteningtoherrequestsandlastly called forKDL to continue to strive formoreways to serve a diverse community. Shewishedeveryoneahappyholidayandislookingforwardtothenewyear.Ms.Idema–Ms.IdemathankedtheKDLstafffortheirhelpfulnessandsettingherupforsuccesseveryboardmeeting.Sheexpressedfortheupcomingyearandnewdecade.Mr.Myers–Mr.MyerssharedhispassionforthelibraryandforservingontheBoard.Hewishedeveryoneahappyholidayandthankedhisfellowboardmembersforanothergreatyear.Mr.Noreen–Mr.NoreenthankedKDLstaffforeverythingtheydotomakethingsrunsmoothlyatthelibrary.HewishedeveryoneaMerryChristmas.Ms. Oliver –Ms. Oliver expressed gratitude for serving another year on the KDL Board andexcitement for her newly appointed position representing KDL’s Board of Trustees at theAllianceofFriends.ShewishedeveryoneaMerryChristmas.Ms.Weller–Ms.Wellerreflectedonherpasttwo‐yeartenureasBoardChair.ShesharedherloveforKDLandexcitementfortheyearupahead.ShewishedeveryoneaMerryChristmasandahappyNewYear.

13. MEETINGDATES RegularMeeting:Thursday,January16,2019– KDLService&MeetingCenter,4:30PM

14. CLOSEDSESSION–LaborAgreement* Roll Call VoteMotion:Mr.Myersmovedat6:44PM pursuanttosection8 a oftheOpenMeetingsActforthepurposeofdiscussingthetentativeUAWlaboragreementSupport:SupportedbyMs.Oliver.Ms.Bruursema–Yes Mr.Erlewein– Yes Ms.Gilreath‐Watts– Yes Ms.Idema–YesMr.Myers‐Yes Mr.Noreen– Yes Ms.Oliver– Yes Ms.Weller– YesRESULT:Motioncarried8‐0.Motion:Ms.OlivermovedtoadjourntheclosedsessionandresumetheRegularBoardMeetingat7:27PM.Support:SupportedbyMr.Noreen

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15. CLOSEDSESSION–Director’s PerformanceEvaluation* Roll Call VoteMotion:Mr.Myersmovedat7:34 PMpursuanttosection8 a oftheOpenMeetingsActforthepurposeofconductingtheDirector’sperformanceevaluation.Support:SupportedbyMr.Erlewein.Ms.Bruursema–Yes Mr.Erlewein– Yes Ms.Gilreath‐Watts– Yes Ms.Idema–YesMr.Myers‐Yes Mr.Noreen– Yes Ms.Oliver– Yes Ms.Weller– YesRESULT:Motioncarried8‐0.Motion:Ms.OlivermovedtoadjourntheclosedsessionandresumetheRegularBoardMeetingat9:15PM.Support:SupportedbyMs.Gilreath‐Watts.

16. DIRECTOR’SANNUALPERFORMANCEREVIEWChairWellernotedthattheBoarddiscussedDirectorWerner’sperformanceandwouldliketoofferhimaraiseandendofyearbonus.TheBoardwouldlikehimtosetspecific,measurablegoalsforhisownperformanceintheupcomingyearandmeetthosegoalsaspartofnextyear’sperformanceandcompensationdiscussion.Motion:Ms.Bruursemamovedtoapprovethedirector’ssalaryincreasefor2020.Support:SupportedbyMr.Oliver.RESULT:Motioncarried.

17. ADJOURNMENTMotion:Mr.Myersforadjournmentat9:25 PM.Support:SupportedbyMs.Oliver.RESULT:Motioncarried.

ADMINISTRATIVEAPPROVALFORDISTRIBUTION

Tuesday,January7,2020BoardofTrusteesKentDistrictLibrary814WestRiverCenterDr.NEComstockPark,MI49321DearKDLBoardofTrustees:IamrequestingachangeofdatefortheSpencerBranch2020In‐Serviceday.It has recently come to my attention that I will be unable to attend thecurrentlysetdateasIwillbereturningfromtravel.I believe that as the branchmanager it is in the branch’s best interest if IattendtheIn‐Servicedate.Thecurrent2020schedulehastheSpencerBranchIn‐ServicedayonWednesday,March4.TherequestistomovetheSpencerBranchIn‐ServicedaytoWednesday,May6.Thankyouforyourconsideration.Sincerely,

MorganHanksSpencerBranchManagerCC:LanceWerner,KDLExecutiveDirector

Monthly Cash Position Per BankMonth ended December 31

2019 2018

Account Rate Amount Rate Amount0.400% $2,914,211.07 0.166% $2,551,093.461.409% $1,072,905.50 0.179% $1,995,773.772.091% $11,789,846.92 1.988% $12,476,193.212.580% $270,387.52 2.030% $264,349.55

$16,047,351.01 $17,287,409.99

* Includes Trust Pooled fund balances

NOTE: Totals do not include Petty Cash or Branch Cash drawer balances

First National Bank First National Bank

AccountHuntington Checking Account Huntington Checking AccountHuntington Investment Account Huntington Investment Account*Kent County Pooled Funds *Kent County Pooled Funds

Checking Account 14.76%

Investment Account11.54%

Pooled Funds 72.17%

CD 1.53% Checking Account

18.16%

Investment Account6.69%

Pooled Funds73.47%

CD 1.68%

V1 - January Board Meeting

Monthly Revenues and ExpendituresMonth ended December 31

Budget to Actual with Prior Year Comparison Comparative Percentages Current & Prior Year

Revenues Account Amount2018 Actual 2018 YTD Revenues 101.0%2019 Actual 2019 YTD Revenues 100.9%2019 Budgeted

2018 YTD Expenditures 92.0%Expenditures 2019 YTD Expenditures 92.4%2018 Actual2019 Actual2019 Budgeted

24,345,026$ 25,498,844$ 25,280,481$

23,223,180$ 23,606,627$ 25,555,962$

$22

$23

$23

$24

$24

$25

$25

$26

$26

2018Actual

2019Actual

2019Budgeted

2018Actual

2019Actual

2019Budgeted

Millions

Revenues Expenditures

86%

88%

90%

92%

94%

96%

98%

100%

102%

2018 YTD Revenues 2019 YTD Revenues 2018 YTD Expenditures 2019 YTD Expenditures

Comparative Percentages Current & Prior Year

$0

$5

$10

$15

$20

$25

$30

2018Actual

2019Actual

2019Budgeted

2018Actual

2019Actual

2019Budgeted

Millions

Revenues Expenditures

0%

20%

40%

60%

80%

100%

120%

2018 YTD Revenues 2019 YTD Revenues 2018 YTD Expenditures 2019 YTD Expenditures

Comparative Percentages Current & Prior Year


Kent District LibraryStatement of Revenues and Expenditures

101 - General FundFrom 1/1/2019 Through 12/31/2019

(In Whole Numbers)

YTD Actual Budget2019 Amended

Actual VarianceBudget to

2019 Amended

RemainingPercent

RevenuesProperty Taxes 22,130,099 22,093,560 36,539 0 %Penal Fines 787,989 797,644 (9,655) (1)%Charges for Services 192,481 100,000 92,481 92 %Interest Income 348,422 300,000 48,422 16 %Public Donations 333,429 442,000 (108,571) (25)%Other Revenue 801,421 663,210 138,210 21 %State Sources 905,002 884,067 20,935 2 %

Total Revenues 25,498,844 25,280,481 218,362 1 %

ExpendituresSalaries and Wages 11,457,683 11,853,570 395,887 3 %Employee Benefits 3,702,491 3,832,138 129,647 3 %Collections - Digital 1,434,354 1,739,498 305,144 18 %Collections - Physical 2,076,331 2,151,387 75,056 3 %Supplies 473,559 604,255 130,696 22 %Contractual and Professional Services 1,145,930 1,351,121 205,191 15 %Programming and Outreach 289,386 333,277 43,891 13 %Maintenance and Utilities 1,589,716 1,799,046 209,330 12 %Staff Development 158,338 182,883 24,545 13 %Board Development 8,568 14,833 6,265 42 %Other Expenditures 578,147 656,730 78,584 12 %Capital Outlay 692,125 1,037,224 345,099 33 %

Total Expenditures 23,606,627 25,555,962 1,949,335 8 %

Excess Revenue Over (Under) Expenditures

1,892,216 (275,481) 2,167,697 (787)%

Date: 1/9/20 03:56:16 PM

Page: 1



245 - Business Consulting Special Revenue FundFrom 1/1/2019 Through 12/31/2019

(In Whole Numbers)

YTD Actual

RevenuesCharges for Services 21,573

Total Revenues 21,573

ExpendituresSalaries and Wages 6,812 Employee Benefits 1,704 Contractual and Professional Services 16,300 Maintenance and Utilities 1,200 Other Expenditures 3,627 Capital Outlay 5,600

Total Expenditures 35,243

Excess Revenue Over (Under) Expenditures

(13,670)

Date: 1/9/20 03:54:32 PM

Page: 1




(In Whole Numbers)

December 31, 2018YTD Ending

December 31, 2019YTD Ending

Total Variance

RevenuesProperty Taxes 21,188,285 22,130,099 941,814 Penal Fines 831,140 787,989 (43,150)Charges for Services 291,833 192,481 (99,352)Interest Income 231,513 348,422 116,909 Public Donations 361,388 333,429 (27,959)Other Revenue 577,081 801,421 224,339 State Sources 863,786 905,002 41,216

Total Revenues 24,345,026 25,498,844 1,153,817

ExpendituresSalaries and Wages 11,058,963 11,457,683 398,720 Employee Benefits 2,871,015 3,702,491 831,476 Collections - Digital 1,510,561 1,434,354 (76,207)Collections - Physical 2,340,221 2,076,331 (263,890)Supplies 728,799 473,559 (255,240)Contractual and Professional Services 1,202,086 1,145,930 (56,156)Programming and Outreach 240,482 289,386 48,904 Maintenance and Utilities 1,658,446 1,589,716 (68,731)Staff Development 190,578 158,338 (32,240)Board Development 10,885 8,568 (2,318)Other Expenditures 569,202 578,147 8,944 Capital Outlay 841,941 692,125 (149,816)

Total Expenditures 23,223,180 23,606,627 383,448

Excess Revenue Over (Under) Expenditures 1,121,847 1,892,216 770,369

Date: 1/9/20 04:03:29 PM

Page: 1




(In Whole Numbers)

Current Month 2019 YTD BudgetAmended

2019


2019 Amended

RemainingPercent

RevenuesProperty Taxes

4402 Current property taxes 1,024 21,954,677 21,899,031 55,646 0 %4412 Delinquent personal property taxes 848 6,866 33,349 (26,483) (79)%4432 DNR - PILT 0 14,884 11,000 3,884 35 %4437 Industrial facilities taxes 1,880 153,672 150,180 3,492 2 %

Total Property Taxes 3,752 22,130,099 22,093,560 36,539 0 %Penal Fines

4581 Penal fines 0 787,989 797,644 (9,655) (1)%Total Penal Fines 0 787,989 797,644 (9,655) (1)%

Charges for Services4650 Printing/fax fees 6,810 97,636 50,000 47,636 95 %4658 Overdue fines 7 43,125 25,000 18,125 73 %4660 Other Patron Fees 695 4,040 0 4,040 0 %4685 Materials replacement charges 3,313 47,679 25,000 22,679 91 %

Total Charges for Services 10,824 192,481 100,000 92,481 92 %Interest Income

4665 Interest earned on deposits and investments

24,791 346,194 299,000 47,194 16 %

4666 Interest Earned - Property Taxes 78 2,228 1,000 1,228 123 %Total Interest Income 24,869 348,422 300,000 48,422 16 %

Public Donations4673 Restricted donations 19,937 309,611 162,000 147,611 91 %4674 Unrestricted donations 12,392 23,817 280,000 (256,183) (91)%

Total Public Donations 32,329 333,429 442,000 (108,571) (25)%Other Revenue

4502 Universal Service Fund - eRate 0 659,788 580,653 79,134 14 %4583 Contributions from public schools 0 64,630 63,057 1,572 2 %4642 Sales 0 4,350 0 4,350 0 %4643 Ticket Sales 0 2,170 0 2,170 0 %4644 Book sales 0 100 0 100 0 %4651 Admission/Entry fees 1,728 2,373 0 2,373 0 %4667 Building rental 213 11,683 15,000 (3,317) (22)%4668 Royalties 1,505 5,186 3,000 2,186 73 %4676 Reimbursement of expenditures 0 43,298 0 43,298 0 %4677 Program contributions 0 500 0 500 0 %4686 Sale of Equipment 190 660 0 660 0 %4688 Miscellaneous 166 6,684 1,500 5,184 346 %

Total Other Revenue 3,801 801,421 663,210 138,210 21 %State Sources

4540 State Aid 0 317,132 314,067 3,065 1 %4541 State aid - LBPH 0 41,073 40,000 1,073 3 %4548 Renaissance Zone reimbursement 0 84,746 80,000 4,746 6 %4549 Personal Property tax reimbursement 0 462,052 450,000 12,052 3 %

Total State Sources 0 905,002 884,067 20,935 2 %Total Revenues 75,575 25,498,844 25,280,481 218,362 1 %

Expenditures

Date: 1/9/20 03:51:56 PM Page: 1




(In Whole Numbers)


2019


2019 Amended

RemainingPercent

Salaries and Wages5700 Board Stipend 540 3,360 3,720 360 10 %5701 Administrator wages 139,696 1,010,428 931,002 (79,425) (9)%5702 Managers wages 277,506 2,178,504 2,327,601 149,097 6 %5703 Support Staff wages 353,938 4,270,916 4,573,333 302,417 7 %5704 Operations 279,687 3,439,110 3,439,863 753 0 %5705 Interns 100 46,767 64,732 17,965 28 %5706 Extra duty stipends 700 5,950 20,000 14,050 70 %5707 Temporary Help 0 0 3,000 3,000 100 %5708 Subs 30,033 508,890 490,320 (18,570) (4)%5710 Contra Salaries and Wages - Consulting

Admin(520) (6,240) 0 6,240 0 %

Total Salaries and Wages 1,081,680 11,457,683 11,853,570 395,887 3 %Employee Benefits

5709 FICA 77,557 842,593 894,696 52,104 6 %5716 Defined Benefit Pension Plan

Expenditures500,000 500,000 100,000 (400,000) (400)%

5717 Defined Contribution Pension Plan Contributions

40,310 420,179 602,022 181,844 30 %

5718 Employee Health Benefits 147,086 1,366,880 1,426,951 60,071 4 %5719 Part-time Employee Health Benefits 0 93,760 200,000 106,240 53 %5720 HSA/Flex 0 361,400 377,740 16,340 4 %5723 Retiree Health Care OPEB 150 1,650 2,084 434 21 %5724 Life Insurance 2,368 28,797 26,269 (2,528) (10)%5725 Additional Life Insurance 0 10,238 22,940 12,702 55 %5726 Housing Allowance 0 4,000 12,000 8,000 67 %5727 Gradifi Student Loan Assistance 5,433 60,178 120,822 60,644 50 %5728 YMCA Membership Support 100 1,250 3,120 1,870 60 %5730 Other Employee Benefits 0 13,126 34,494 21,368 62 %5735 Contra Employee Benefits - Consulting

Admin(130) (1,560) 0 1,560 0 %

5842 Unemployment Claims 0 0 9,000 9,000 100 %Total Employee Benefits 772,875 3,702,491 3,832,138 129,647 3 %

Collections - Digital5785 Cloud Library 10,000 889,531 880,000 (9,531) (1)%5786 Hoopla 0 240,000 240,000 0 0 %5787 Digital Collection 0 112,350 132,158 19,809 15 %5788 Miscellaneous Electronic Access 9,939 192,473 487,340 294,866 61 %

Total Collections - Digital 19,939 1,434,354 1,739,498 305,144 18 %Collections - Physical

5791 Subscriptions 356 59,501 72,922 13,420 18 %5815 KDL Cruisers 0 26,748 27,000 252 1 %5871 Branch Local Materials - Restricted

Donation Expenditures195 13,210 12,000 (1,210) (10)%

5982 Collection Materials - Depreciable 83,641 1,250,606 1,231,070 (19,536) (2)%5983 CD/DVD Collection Materials -

Non-Depreciable73,389 559,661 629,500 69,839 11 %

Date: 1/9/20 03:51:56 PM Page: 2




(In Whole Numbers)


2019


2019 Amended

RemainingPercent

5984 Beyond Books Collection - Non-Depreciable

13,774 166,605 178,895 12,290 7 %

Total Collections - Physical 171,355 2,076,331 2,151,387 75,056 3 %Supplies

5750 Processing Supplies 9,265 124,112 173,855 49,743 29 %5751 Office Supplies 1,663 26,460 49,741 23,282 47 %5752 Paper 2,125 21,878 27,383 5,505 20 %5753 AV Supplies 357 10,833 17,390 6,557 38 %5754 Disposable Technology <$1000 2,083 29,332 42,689 13,357 31 %5755 Maintenance Supplies - Custodial 133 4,412 6,702 2,290 34 %5756 Water Cooler 376 4,381 9,530 5,149 54 %5757 Meeting Center Supplies 253 2,820 4,000 1,180 29 %5760 Technology Accessories 12,980 24,064 25,706 1,642 6 %5764 All-staff Supplies 0 12,442 5,000 (7,442) (149)%5765 Wellness Supplies 1,199 1,439 4,500 3,061 68 %5766 Team KDL Supplies 72 517 1,000 483 48 %5767 New EE Shirts/Tote Bags 0 1,139 2,500 1,361 54 %5768 Promotions Supplies 1,972 18,177 36,670 18,493 50 %5769 Service Awards 117 1,957 6,400 4,443 69 %5770 Other Awards/Prizes 113 117,452 106,450 (11,002) (10)%5771 Non-Alcoholic Beverages 260 2,895 8,750 5,855 67 %5790 Books (not for circulation) 0 8,441 350 (8,091) (2,312)%5799 Miscellaneous Supplies 3,427 16,450 20,502 4,052 20 %5851 Mail/Postage 490 6,709 9,206 2,497 27 %5900 Copier/Printer Overage Charges 6,135 37,651 45,932 8,281 18 %

Total Supplies 43,020 473,559 604,255 130,696 22 %Contractual and Professional Services

5792 Software 1,394 332,579 365,205 32,626 9 %5801 Professional Services 0 72,069 118,700 46,631 39 %5803 IT Consultant - Consulting Svcs. 1,341 49,780 60,000 10,220 17 %5804 Other Consultants 8,189 20,881 34,890 14,009 40 %5805 Audit Services 0 24,200 26,200 2,000 8 %5806 Legal Services 3,691 33,211 21,500 (11,711) (54)%5808 ILS Consultant 0 28,667 47,000 18,333 39 %5809 Temporary Contracted Employees 0 13,616 0 (13,616) 0 %5811 IT Contracted Services 7,377 59,992 67,980 7,988 12 %5812 HR Contracted Services 0 665 2,000 1,335 67 %5813 Delivery Services 18,432 133,210 138,560 5,350 4 %5814 Security Services 3,275 42,821 53,085 10,265 19 %5817 Lakeland Library Co-op services 0 3,863 5,000 1,137 23 %5818 Shredding services 82 82 425 343 81 %5819 Drug Screenings/background checks 255 2,187 3,500 1,313 38 %5820 Other Professional Services 0 1,480 10,000 8,520 85 %5823 Inspection Services 0 1,673 2,675 1,002 37 %5825 Team KDL Services 80 4,192 0 (4,192) 0 %5827 Catering 909 21,504 21,225 (279) (1)%5829 Custodial/cleaning services 606 5,688 18,300 12,612 69 %5830 Other Contracted Services 1,998 10,482 44,333 33,850 76 %

Date: 1/9/20 03:51:56 PM Page: 3




(In Whole Numbers)


2019


2019 Amended

RemainingPercent

5833 All-staff Services 0 11,705 25,000 13,295 53 %5834 Wellness Services 391 8,345 1,925 (6,420) (334)%5835 Team KDL Services 0 0 12,500 12,500 100 %5836 Employee & Partner Care (Flowers, Etc) 18,095 19,224 4,150 (15,074) (363)%5890 ILS Fees 33,081 127,618 170,618 43,000 25 %5891 Licenses and Fees 0 4,262 225 (4,037) (1,794)%5893 Marc Records License 563 5,246 7,500 2,254 30 %5956 Other Benefits Administration Fees 4,016 16,360 5,000 (11,360) (227)%5957 Pension Administration Fees 0 4,827 4,000 (827) (21)%5958 Payroll processing fees 6,016 73,794 64,650 (9,144) (14)%5960 Banking Fees 363 3,177 4,625 1,448 31 %5961 TSYS/Credit Card Fees 612 8,530 10,350 1,820 18 %

Total Contractual and Professional Services 110,765 1,145,930 1,351,121 205,191 15 %Programming and Outreach

5794 Outreach Supplies 963 12,737 25,957 13,220 51 %5795 Programming Supplies 16,953 84,347 66,870 (17,477) (26)%5796 Youth Programming Supplies 307 1,901 8,900 6,999 79 %5797 Teen Programming Supplies 150 2,332 10,050 7,718 77 %5798 Adult Programming Supplies 295 1,330 7,170 5,840 81 %5865 Programming Services 7,281 44,978 42,460 (2,518) (6)%5866 Youth Programming Services 129 1,588 7,400 5,812 79 %5867 Teen Programming Services 0 740 900 160 18 %5868 Adult Programming Services 0 0 15,500 15,500 100 %5885 Speakers/Performers 13,535 139,433 139,125 (308) (0)%5950 Airport Free Library 0 0 8,945 8,945 100 %

Total Programming and Outreach 39,612 289,386 333,277 43,891 13 %Maintenance and Utilities

5822 Maintenance Contracts 700 1,730 5,575 3,845 69 %5848 Mobile Hotspots 1,363 15,058 12,100 (2,958) (24)%5849 Cell Phones/ Stipends 2,179 25,851 30,041 4,190 14 %5850 Telephones 13,468 42,199 75,000 32,801 44 %5852 Internet/Telecomm Services 52,987 650,759 624,000 (26,759) (4)%5918 Water/Sewer 0 2,702 3,800 1,098 29 %5919 Waste Disposal 382 6,940 7,500 560 7 %5920 Electric 4,119 55,803 68,000 12,197 18 %5921 Natural Gas 453 5,799 15,000 9,201 61 %5925 Snowplowing 1,499 12,529 15,000 2,471 16 %5926 Lawn/Landscaping 0 3,494 2,273 (1,221) (54)%5928 Branch Maintenance Fees 0 384,756 387,282 2,526 1 %5929 Land Repair and Maintenance 0 509 5,200 4,691 90 %5930 Building Repair and Maintenance 2,797 13,849 38,600 24,751 64 %5931 Equipment Repair and Maintenance 172 16,640 18,180 1,540 8 %5932 Vehicle Repairs and Maintenance 1,014 3,315 17,800 14,485 81 %5933 Software & IT Hardware Maintenance

Agreements152 191,047 240,662 49,615 21 %

5934 Other Repair and Maintenance 528 618 250 (368) (147)%5940 Rentals 96 115,145 166,127 50,982 31 %5941 Printer/Copier Leases 4,085 42,173 66,656 24,483 37 %

Date: 1/9/20 03:51:56 PM Page: 4




(In Whole Numbers)


2019


2019 Amended

RemainingPercent

5943 Contra Maintenance & Utilities - Consulting Admin

(100) (1,200) 0 1,200 0 %

Total Maintenance and Utilities 85,895 1,589,716 1,799,046 209,330 12 %Staff Development

5910 Professional Development 9,330 56,599 65,742 9,143 14 %5911 Conferences 35 28,415 32,950 4,535 14 %5913 Travel/Lodging 239 73,324 84,191 10,867 13 %

Total Staff Development 9,605 158,338 182,883 24,545 13 %Board Development

5908 Board Development 0 1,214 3,595 2,381 66 %5909 Board Travel/Lodging 0 7,354 11,238 3,884 35 %

Total Board Development 0 8,568 14,833 6,265 42 %Other Expenditures

5759 Gas, Oil, Grease 461 2,747 9,500 6,753 71 %5860 Parking 76 1,460 2,440 980 40 %5861 Mileage Reimbursement 4,110 40,524 45,702 5,177 11 %5870 Branch Local Misc - Restricted Donation

Expenditures14,377 136,037 150,000 13,963 9 %

5873 Website 1,138 67,123 69,318 2,194 3 %5874 Employment Advertising 0 0 1,000 1,000 100 %5875 System Advertising 6,108 70,167 72,540 2,373 3 %5879 Branch Advertising 31 361 0 (361) 0 %5884 Royalty Free Creative(Photography,

Video, etc)0 4,953 8,000 3,047 38 %

5901 Outsourced Printing & Publishing 3,394 37,387 37,084 (303) (1)%5906 Promotions/Marketing (3) 7,971 14,915 6,944 47 %5912 Meetings 2,311 15,587 18,865 3,278 17 %5915 Memberships 203 36,998 43,416 6,419 15 %5916 Dues and Fees 50 4,468 6,466 1,998 31 %5935 Property Liability Insurance 0 56,239 62,920 6,681 11 %5936 Vehicle Liability Insurance 0 6,627 14,950 8,324 56 %5937 Flood Insurance 0 5,771 6,380 609 10 %5938 Bond Insurance 0 9,837 11,760 1,923 16 %5939 Workers Compensation Insurance 0 44,464 42,000 (2,464) (6)%5955 Miscellaneous 365 2,270 7,500 5,230 70 %5959 Sales Taxes 1 256 500 244 49 %5964 Property Tax Reimbursement 745 25,633 28,475 2,842 10 %5965 MEL Return Items 195 1,267 3,000 1,733 58 %

Total Other Expenditures 33,561 578,147 656,730 78,584 12 %Capital Outlay

5973 Land Improvements - Non-Depreciable 0 0 11,400 11,400 100 %5974 Land Improvements - Depreciable 0 0 20,100 20,100 100 %5975 Building Improvements -

Non-Depreciable0 0 9,300 9,300 100 %

5976 Building Improvements - Depreciable 300,393 627,873 809,000 181,128 22 %5977 Technology - Non-Depreciable

($1000-4999)10,800 23,946 67,537 43,591 65 %

5978 Technology - Depreciable (5,000+) 0 0 28,250 28,250 100 %

Date: 1/9/20 03:51:56 PM Page: 5




(In Whole Numbers)


2019


2019 Amended

RemainingPercent

5979 Equipment/Furniture - Non-Depreciable ($0-4999)

9,463 31,117 58,680 27,563 47 %

5980 Equipment/Furniture - Depreciable ($5000+)

0 9,189 32,957 23,768 72 %

Total Capital Outlay 320,656 692,125 1,037,224 345,099 33 %Total Expenditures 2,688,963 23,606,627 25,555,962 1,949,335 8 %

Excess Revenue Over (Under) Expenditures (2,613,388) 1,892,216 (275,481) 2,167,697 (787)%

Date: 1/9/20 03:51:56 PM Page: 6


Kent District LibraryCheck/Voucher Register - Check Register - Board Report

From 12/1/2019 Through 12/31/2019

Check Number Vendor Name Check Amount Check Date

78418 Comerica Bank 515,694.38 12/20/201978492 Lake Michigan Credit Union 349,200.00 12/20/201978561 TerHorst & Rinzema Construction Co. 278,393.00 12/20/2019193240000156 Priority Health 139,673.27 12/2/201978551 Sirsidynix 132,323.13 12/20/201912182019-1 The Huntington Bank - Michigan 73,549.04 12/15/201912182019 73,549.04 12/15/201978438 Everstream Holding LLC- Michigan 50,896.00 12/20/201978538 Rehmann LLC / Rehmann Technology

Solutions, LLC31,086.00 12/20/2019

78442 Findaway World, Llc 30,773.79 12/20/201978397 Baker & Taylor 30,691.61 12/20/201978341 Baker & Taylor 24,305.76 12/4/201978569 Troost Service Company 22,700.00 12/20/201978471 Ingram Library Services Llc 22,124.28 12/20/201978536 Presidio Networked Solutions Group, Llc 21,008.27 12/20/201978575 Value Line Publishing Llc 19,995.00 12/20/201978359 Ingram Library Services Llc 18,553.76 12/4/201978409 CDW Government, Inc. 18,227.34 12/20/201978517 Midwest Tape 17,965.43 12/20/2019M0136542329 American Heritage Life Insurance Company /

Allstate Benefits17,110.04 12/6/2019

M0136542357 American Heritage Life Insurance Company / Allstate Benefits

16,918.92 12/31/2019

78540 RNL Graphics Solutions, LLC 14,462.14 12/20/201978368 Open Systems Technologies 13,891.00 12/4/201978543 Same Day Delivery, Inc 13,312.00 12/20/201978433 Emmitt Business Improvement LLC 11,700.00 12/20/201978367 Midwest Tape 11,260.07 12/4/201978445 Cengage Learning 10,846.10 12/20/201978375 Thomas Klise/Crimson Multimedia 10,690.00 12/4/201978400 Bibliotheca, Llc 10,000.00 12/20/201978573 Urban Libraries Council 9,000.00 12/20/20199841239388 Verizon Wireless - MiFy Routers & Cell phones 6,776.03 12/4/201978360 Kent County Treasurer 6,449.63 12/4/201978525 NEO GOV 6,429.15 12/20/201978457 Hannah Berry / Lions & Rabbits LLC 5,700.00 12/20/201978527 Northeast Print House 5,587.10 12/20/201978557 Staples Business Advantage 5,259.07 12/20/201978423 David Aldrich / Rooftop Landing Reindeer Farm 5,000.00 12/20/201978564 The Wall Street Journal 4,548.00 12/20/201978387 Art Van Furniture, LLC 4,518.97 12/20/201978448 Governmental Consultant Services Inc. 4,000.00 12/20/201978526 Noordyk Business Equipment 3,944.69 12/20/201978402 Blackstone Audio Inc 3,835.28 12/20/201978371 Recorded Books, Inc. 3,705.21 12/4/201978377 Laura Bennett 3,500.00 12/10/201978427 Dymaxion Research Ltd 3,408.00 12/20/2019206167470588 Consumers Energy 3,171.81 12/6/201978425 DK Security 3,149.78 12/20/201978382 Adtegrity 3,131.01 12/20/201978456 Greatamerica Financial Svcs. 3,067.43 12/20/2019

Date: 1/10/20 11:05:48 AM Page: 1


From 12/1/2019 Through 12/31/2019


78534 PLIC - SBD Grand Island 3,034.88 12/20/201978453 Grand Rapids Kids 3,000.00 12/20/201978437 Escape Rooms On The Go LLC 3,000.00 12/20/201978461 Holland Litho Printing Services 2,840.89 12/20/201978563 CHZ Enterprises, LLC / The Cheese Lady 2,735.66 12/20/201978566 Thomas Klise/Crimson Multimedia 2,600.00 12/20/20199841239387 Verizon Wireless - MiFy Routers & Cell phones 2,499.78 12/4/201978350 Cengage Learning 2,320.09 12/4/201978378 616 Amusements LLC 2,100.00 12/20/201978560 TelNet Worldwide, Inc. 2,012.96 12/20/201978580 World Book, Inc. 1,998.00 12/20/201978346 Deborah LeeKeenan 1,982.00 12/4/201978571 UAW Local 2600 1,926.43 12/20/201978405 The Lillie Labor Law Firm P.C. 1,924.00 12/20/201978529 Pam Spring Advertising, Llc 1,805.00 12/20/201978460 Hodges Coaching LLC 1,800.00 12/20/201978539 Reliable Relamping, Inc. 1,761.28 12/20/2019450247 123.Net, Inc 1,724.00 12/10/201978572 Unique 1,722.70 12/20/201978428 El Vocero 1,684.80 12/20/201978342 Blackstone Audio Inc 1,676.11 12/4/201978383 All Season Lawn Care 1,499.08 12/20/201978372 RNL Graphics Solutions, LLC 1,393.62 12/4/201978558 SWANK Movie Licensing 1,390.00 12/20/201978348 DK Security 1,340.98 12/4/201978520 MorningStar Health 1,337.60 12/20/201978508 Michigan Office Solutions (MOS) 1,170.55 12/20/201978472 Interpersonal Frequency 1,137.50 12/20/201978498 Louise Edison 1,100.00 12/20/201978414 The Child's World, Inc. 1,073.50 12/20/201978411 Central Michigan Paper 1,070.00 12/20/201978422 Darius Quinn / Quinn Consulting Services 1,067.50 12/20/201978537 Recorded Books, Inc. 1,044.82 12/20/201978581 Nationwide Trust Company, FSB 1,000.00 12/20/201978421 Dan Anderson 1,000.00 12/20/201978523 Nationwide Trust Company, FSB 999.99 12/20/2019201895923219 Consumers Energy 947.18 12/10/201978522 Nationwide 927.00 12/20/201978349 Findaway World, Llc 919.42 12/4/201978446 Gerrits Appliance, Inc. 866.00 12/20/201978577 West Michigan Office Interiors 785.00 12/20/201978495 Lewis Paper 769.07 12/20/201978491 Kombucha On Tap, LLC 768.00 12/20/201978443 Foster, Swift, Collins & Smith, P.C. 760.00 12/20/201978451 Grand Rapids Area Chamber Of Commerce 750.00 12/20/201978477 Javon Stacks / Exotic Zoo 700.00 12/20/201978535 Plymouth Rocket, Inc. 650.00 12/20/201978475 Jacob Ryan 622.11 12/20/201978450 Grand Rapids Building Services 605.75 12/20/201978380 Absopure Water Company 593.90 12/20/201978431 Elizabeth Knapp 574.00 12/20/201978579 Wolverine Printing Company 553.35 12/20/2019

Date: 1/10/20 11:05:48 AM Page: 2


From 12/1/2019 Through 12/31/2019


78459 Hispanic Center of Western Michigan 536.25 12/20/201978430 Elizabeth Hanson-MChesney 516.38 12/20/201978399 Bayscan Technologies 511.00 12/20/201978494 Lasers Resource 510.51 12/20/201978531 Peter Ho Davies 500.00 12/20/201978335 All Season Lawn Care 499.08 12/4/201978528 Olga Benoit / The Chez Olga LLC 495.08 12/20/201978439 The Fabric Place Upholstery 464.00 12/20/2019910020326757-12 Dte Energy 453.06 12/3/201978426 Du Jour Fine Catering 390.00 12/20/20191903739 Arrowaste 382.42 12/11/201978347 David Laman / Developmental Enhancement,

PLC.375.62 12/4/2019

78518 Mlive Media Group 370.64 12/20/201978452 Grand Rapids Community Foundation 365.00 12/20/201978432 Elm Usa 356.75 12/20/201978559 TASC 351.02 12/20/2019RIS0002517850 Delta Dental Of Michigan 343.00 12/9/201978524 Navex Global Inc. 338.11 12/20/201978441 Film Ideas, Inc. 334.10 12/20/201978568 Ebiz Technology LLC / Traction Consulting

Group306.25 12/20/2019

78482 Joseph Grimm 300.00 12/20/201978415 City Of Grandville 285.00 12/20/201978343 Center Point Publishing 280.44 12/4/201978490 Kleyn Electric Inc. 275.00 12/20/201978381 Ada Mobile Wash 270.00 12/20/201978434 Employment Screening Resources 254.95 12/20/201978532 Peter Ho Davies 250.00 12/20/201978562 The Book Farm, Inc. 239.20 12/20/201978344 Comcast Cable 216.90 12/4/201978334 Absopure Water Company 209.25 12/4/201978376 Melissa Snyder 208.00 12/6/201978436 Erik Samuelsson 200.00 12/20/201978548 Scott Dulecki 180.00 12/20/201978489 Kiwanis Club Of Caledonia 175.00 12/20/201978458 Heart Of West Michigan United Way 175.00 12/20/201978455 Graphic Arts Service & Supply 172.11 12/20/201978351 Graphic Arts Service & Supply 172.08 12/4/201978473 Jackie Boss 165.86 12/20/201978486 Kentwood Public Schools 150.00 12/20/201978447 Gordon Water Systems 132.00 12/20/201978497 Little Bird Press 127.20 12/20/201978449 Grainger 125.86 12/20/201978440 Federal Armored Truck, Inc 125.30 12/20/201978454 Grand Valley State University Libraries 125.00 12/20/201978345 Comcast Cable 124.90 12/4/201978574 US Postal Service 120.00 12/20/201978546 Sarah Ann Weller 119.85 12/20/201978410 Center Point Publishing 116.85 12/20/2019505834 Paychex 112.50 12/19/201978369 PM Engraving Company 107.50 12/4/2019

Date: 1/10/20 11:05:48 AM Page: 3


From 12/1/2019 Through 12/31/2019


78488 Kip Odell 101.45 12/20/201978500 Magnusmode Ltd 100.00 12/20/201978403 Brandon Hill 100.00 12/20/201978509 Midwest Collaborative For Library Services 94.59 12/20/201978487 Kevin Kammeraad 91.93 12/20/201978533 Phase 3 Graphics, Inc 90.00 12/20/201978386 Angela Culp 88.07 12/20/201978550 Shirley Bruursema 86.68 12/20/201978567 Thomas Noreen 84.52 12/20/20199841277725 Verizon Wireless - MiFy Routers & Cell phones 83.08 12/4/201978485 Kaitlin Tang 82.52 12/20/201978576 Vital Records Holdings, LLC / VRC Companies,

LLC81.60 12/20/2019

78544 Sandy Graham 78.43 12/20/201978570 Ty Papke 77.74 12/20/201978502 Mary Stout 69.99 12/20/201978407 Caledonia Community Schools 69.32 12/20/201978424 Diane Cutler 63.95 12/20/201978552 SofterWare, Inc. 59.00 12/20/201978519 Morgan Hanks 57.93 12/20/201978406 Caitlin S. Oliver 56.68 12/20/201978333 Abc Clio, Inc 56.00 12/4/201978388 Ashley Smolinski 53.18 12/20/201978499 Lynn Goldberg 50.60 12/20/201978463 Imprint Plus USA Inc. 47.48 12/20/201978481 Joe Petree 43.94 12/20/201978479 Jessica Miller 42.95 12/20/201978384 Allie Marie Idema 42.76 12/20/201978496 Lindsey Dorfman 40.23 12/20/201978412 Charles R. Myers 38.70 12/20/201978398 Barbara Bull 35.90 12/20/201978385 Andrew Erlewein 35.80 12/20/201978493 Lance Werner 34.99 12/20/201978549 Sheri Gilreath-Watts 32.90 12/20/201978373 Shaunna Martz 32.56 12/4/201978530 Performance Assessment Network 30.00 12/20/201978501 Mariea Macavel 30.00 12/20/201978504 Melanie Rundhaug 30.00 12/20/201978505 Melissa Mann 30.00 12/20/201978435 Eric DeHaan 29.97 12/20/201978578 William Hazlett 29.00 12/20/201978389 Audrey Barker 28.20 12/20/201978521 Natalie Plakos 28.00 12/20/201978419 Cornerstone University 26.00 12/20/201978404 Breann Ailes 24.99 12/20/201978462 Holly Goulet 23.53 12/20/201978413 Cheryl Cammenga 22.78 12/20/201978542 Sagar Dangal 22.36 12/20/201978480 Jessica Scudder 21.00 12/20/201978420 Craig Buno 18.29 12/20/201978541 Ruth Dejager 17.48 12/20/201978545 Sara VandenVelde 17.00 12/20/2019

Date: 1/10/20 11:05:48 AM Page: 4


From 12/1/2019 Through 12/31/2019


78478 Jennifer Chand 16.99 12/20/201978474 Jacob Polega 16.99 12/20/201978506 Meryem Langenbach 16.99 12/20/201978484 Julie Goble 16.99 12/20/201978565 Theresa Duffy 16.01 12/20/201978483 Joyanne Huston-Swanson 15.00 12/20/201978503 Mason County District Library 15.00 12/20/201978507 Michael Moll 14.35 12/20/201978547 Sarah Kusmerski 13.99 12/20/201978476 Jared Olson 12.00 12/20/201978417 Clinton-Macomb Public Library 11.95 12/20/201978429 Elizabeth Guarino-Kozlowicz 9.50 12/20/201978416 Claire Horlings 8.18 12/20/2019

Report Total 2,187,377.06

Date: 1/10/20 11:05:48 AM Page: 5

Kent District LibraryCheck/Voucher Register - Voided ChecksFrom 12/1/2019 Through 12/31/2019


12182019 (73,549.04) 12/15/201978300 RNL Graphics Solutions, LLC (2,742.85) 12/20/201978523 Nationwide Trust Company, FSB (999.99) 12/20/2019

Report Total (77,291.88)

Date: 1/10/20 11:07:14 AM Page: 1

CASCADE

ENGLEHARDT

DECEMBER DIRECTOR’S REPORT

KELLOGGSVILLE

KRAUSE MEMORIAL

NELSON/SAND LAKE

PLAINFIELD

SPENCER

TYRONE

WALKER

WYOMING

THE POWER OF CONSTRUCTIVE PLAY—

YEAR IN REVIEW

2019STATISTICALSUMMARY

ActivePatrons:

AnnualCirculation:

PeopleServed: NumberofEvents:

22,181 AccountsAddedin2019:

17,702NewKDLCardholders 3,227NewGRPLCardholders 1,252NewLLCCardholders

2019LibraryValue:

93,689userscheckedout 3,557,380itemswithatotal

valueof $73,441,729,foranaverage

of

$783.89savedperuser

Note:KDLhadasystem‐wideclosureduetoweatherforatotalof8daysinJanuary&February2019.

127,945 124,993 125,183

15,034 15,804 15,94611,075 9,808 9,045

154,054 150,605 150,174

0

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

2017 2018 2019

KDL Cardholders GRPL Cardholders LLC Cardholders

7,031,899 6,713,946 6,580,247

74,41972,741 66,051

1,290,7611,207,021 1,313,121

8,397,079 7,993,708 7,959,419

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

2017 2018 2019

Physical TBBC Digital

2,507 2,673 2,841

390 414 492539 588 523317 398 480856984

1,1651,947

1,9482,072

6,556 7,005 7,573

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

2017 2018 2019

Children's Family School-Age Teen Adult Outreach

3,244

,885

3,206

,639

3,233

,296

2,663

,220

2,718

,142

2,621,

107

150,

005

173,92

3

171,35

0

114,28

6

122,69

8

125,58

9

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

2017 2018 2019

Online Visits Branch Visits Program Attendance Outreach Attendance

cloudLibrary 892,997CAS 762,607PFD 728,037GDV 686,940WYO 627,223KWD 594,919EGR 583,270ROC 481,812BYR 464,772GNS 332,429WAL 316,054CAL 264,986Freegal 246,118LOW 168,129COM 153,983hoopla 111,216NEL 96,989ALP 68,129TBBC 66,051Rbdigital 62,790TYR 58,729SPE 55,601ALT 47,326BKM 33,871MELCAT 21,445SC 19,712KEL 13,284

EGR 363,614WYO 262,329CAS 240,473GDV 239,802PFD 229,143KWD 224,955ROC 160,126BYR 141,883WAL 138,526GNS 116,769LOW 96,108CAL 85,333COM 77,359KEL 49,100NEL 43,126TYR 41,669ALP 34,427SPE 33,357BKM 23,356ALT 19,653

2019STATISTICSIN‐DEPTH:BYBRANCH

2019CirculationbyBranch/DigitalPlatform:

2019VisitorCountbyBranch:

ALP0.9%

ALT0.6% BKM

0.4% BYR5.8%

CAL3.3%

CAS9.6%

COM1.9%

EGR7.3%

GDV8.6%

GNS4.2%

KEL0.2%KWD

7.5%LOW2.1%

MELCAT0.3%

NEL1.2%

PFD9.1%

ROC6.1%

SC0.2%

SPE0.7%

TYR0.7%

WAL4.0%

WYO7.9%

TBBC0.8%

cloudLibrary11.2%

hoopla1.4%

Rbdigital0.8%

Freegal3.1%

ALP1.3%

ALT0.7%

BKM0.9%

BYR5.4% CAL

3.3%

CAS9.2%

COM3.0%

EGR13.9%

GDV9.1%GNS

4.5%KEL1.9%

KWD8.6%

LOW3.7%

NEL1.6%

PFD8.7%

ROC6.1%

SPE1.3%

TYR1.6%

WAL5.3%

WYO10.0%

BUILDING UPDATES

AMY VAN ANDEL LIBRARY AND COMMUNICATION CENTER

CASCADE TOWNSHIP

GRANDVILLE

KRAUSE

SERVICE + MEETING CENTER – BOOKMOBILE GARAGE ADDITION

SERVICE + MEETING CENTER – SERVICE CENTER REFRESH

WALKER

WHAT’S GOING ON AT KDL?

COHS CAREER ONLINE HIGH SCHOOL)

HOLIDAY FUN

KATIE KUDOS

ANNE BARTSCH

MELISSA SNYDER

THERESA EASTMAN

STAFF & PATRON RESPONSE STORIES

ALTO

ENGLEHARDT

PLAINFIELD

PATRON SERVICES

🎅

UPCOMING MEETINGS & DATES OF INTEREST

STAFF CHANGES & ANNIVERSARIES

January 2020

OPEN POSITIONS TYPE

Library Training Manager Full-time

Shelver – Plainfield Part-time

Shelver – Wyoming Part-time

Youth Specialist – Cascade Full-time

Youth Librarian – Cascade Part-time

EMPLOYEE ANNIVERSARIES (FEBRUARY)

BRANCH OR DEPARTMENT LENGTH OF SERVICE

Cheryl Cammenga Kentwood 40 years

Andrew Parling Wyoming 24 years

Lynda Austin Englehardt 16 years

Megan Versluis Collection Services 12 years

Maureen Lovewell Grandville 10 years

Nicole Seif Cascade 5 years

Anna-Marie Boss Wyoming 4 years

Tina Cornwell Krause Memorial 4 years

David Specht Marketing/Communications 4 years

PROMOTIONS & TRANSFERS

FROM TO EFFECTIVE

Jessica Weber Substitute Circulation Assistant

Circulation Assistant – Plainfield

December 30

Lindsay Gibson Substitute Circulation Assistant

Circulation Assistant – Gaines Township

January 6

DEPARTURES POSITION EFFECTIVE

Max Mitchell Shelver – Plainfield December 13

Quinlan Shidelar Shelver – Wyoming December 20

Karen Scripsema Circulation Assistant – Plainfield December 23

Kaitlin Tang Branch Manager – Plainfield/Spencer Township December 27

Terri Hendershot Substitute Circulation Assistant December 31

Jacque Viol Youth Specialist – Cascade February 28

EMPLOYEE ANNIVERSARIES (FEBRUARY)

BRANCH OR DEPARTMENT LENGTH OF SERVICE

Katie Mitchell Tyrone Township 3 years

Gayle Poertner Sub Info Pool 3 years

Kathy Cheney Sub Info Pool 2 years

Julie Cook Wyoming 2 years

Laura DeJong Sub Info Pool 2 years

Andrea Puskas Nelson Township 2 years

Jessine Van Lopik Collection Services 2 years

BOARD OF TRUSTEES ATTENDANCE - 2019

BOARD PARTICIPATION VIA CONFERENCE CALL / WEBEX TRUSTEE NAME MEETING DATE

TRUSTEE NAME MEETING DATE TomNoreen 4‐18‐19 AllieBushIdema 9‐19‐19

CharlesMyers 4‐18‐19

TomNoreen 6‐13‐19

CharlesMyers 6‐13‐19

SHIRLEY BRUURSEM

A

ANDREW ERLEWEI

N

SHERI GILREATH-

WATTS

ALLIE BUSH IDEMA

CHARLES MYERS

TOM NOREEN

CAITIE

S. OLIVER

PENNY WELLER

January17

February21

March21

April18

May16

June13

July18

August15

September19

October10

October24

November21

December19

Fine Free Impact Report

KentDistrictLibrarybecameaFineFreelibraryinJune2019.Belowisayear‐endreviewofhowthischangehasimpactedKDLandthecommunitiesweserve.

FineFreeImpact:PatronExperience

IntroducingFineFreeCirculationhashadanoverwhelminglypositiveimpactonbothpatronsandstaff.Manystaffmembershavesharedthatcustomerserviceinteractionshavebecomemorepositiveoverallasmanypatronsaresurprisedtofindtheynolongerowemoneyforitemstheyreturnedlongago.

BelowareafewpatronstoriessharedbyKDLstaff:

“Wedidhaveadadreturntothebranchwithhistwoyoungdaughters.Hetoldusthathehadneverbroughthisdaughterstothelibrarybeforebecauseheknewhehadtoomanyfinestocheckoutanddidn’twanttodisappointhisdaughters.Heheardaboutusgoingfinefreeandhopedthatmeanthecouldmaybestartcheckingoutagain–hewasveryhappytofindoutthatYEShisaccountwasclearedandhecouldcheckout.Hegotanewlibrarycardforhimselfandplansongettinghisgirlstheirownlibrarycardswhentheyarealittleolder.”–Nelson

“IhadawomanwholiterallystartedcryingatmydeskwhenItoldherIwasgoingtobeableto waive her $32 in late fees. She had been staying away from using the library out ofembarrassmentoverfinesshecouldn’tpayoffduetofinancialdifficulty.Shewassogratefulandhappytobeabletocomebacktousethelibraryandcommentedthatifshehadhadonemorebadthinghappenonthatparticulardayshewouldhavebeencrushedundertheweightofitall…Ihonestlybelieveitisstillapointofhonortogetlibrarymaterialsbackontimeandpeoplearemakingtheefforttodoso.”–Plainfield

“Iwassittingatthedealershipwaitingonacarrepair.AwomancameupandsetdownnexttomewithabookwithaKDLstickeronthecover.Ofcourse,westartedtalkingaboutthelibrary…She toldme shelovestheauto‐renewalsandnofinesatKDL.”–Alto

FineFreeImpact:KDLCollection

KDL’s lossrate for itemsborrowedhas improvedsincegoingFineFree.Whilepatronshavekeptitemscheckedoutforalongertimeframeonaverage resultinginmoreitemsbeingbilledtopatronaccounts ,wehaveactuallyseenanincreaseinthenumberofbilleditemsbeingreturnedtoKDL.

FineFreeImpact:HoldWaitTimes

Asshowninthechartbelow,patronholdwaittimesfor2019increasedbyanaverageofoneday,withverylittlechangeaftergoingFineFreeinJuneofQ2.

Note:InJanuary2019,KDLchangedhowpatronholdswereprioritized,whichistheprobablecauseforincreasedholdwaittimes.Whilepatronsnowwaitafulldaylongeronaverageforholds,movingtoatruefirst‐come,first‐servedmodelhasallowedforamoretransparentandservice‐friendlyholdssystem.

BOARD OF TRUSTEES ISSUE ANALYSIS

INTROAGENDAITEMFORCONSIDERATION:RFPforUpgradingtheOnlineExperienceforLibraryPatronsBOARDMEETINGDATES:January16,2020 firstreading ;February20,2020 secondreading TIMELINE:ImplementationfinalizedbyDecember31,2020BUDGETLINEITEM S :OtherExpenditures:5873–WebsiteTOTALESTIMATEDCOST:$763,818.01for2020through2025;Year1 2020 costsof$178,775.35 PURPOSETopresenttheBoardwitharecommendationtoupgradetheonlineexperienceforlibrarypatrons.This includes a newwebsite, events calendar and catalog provider based upon the review andconsiderationsofanRFP.OVERVIEW/NEEDS/BACKGROUNDINFOThe Kent District Librarywebsite serves as a virtual branch to patrons, one that supports andpromotes its 19 physical locations. While the current website serves us well, we’re facing anestimated$200,000expensein2021tomaintaintechnicalsupportoftheexistingsite.Forasimilarexpense,anewsitecanbedevelopedthatgreatlyimprovestheonlinepatronexperience.Thus,KDLseeksanewwebsite—withanintegratedeventscalendarandcatalog—thatbettermeetspatronand staff needs and expectationswhile taking into consideration factors such as staff time andbudget.KDL’scurrentwebsite iscustom‐builtandsinceits launchin2016,staffhavecontinuedtoworkwiththewebdevelopertofurtherimproveitsfunctionality.Thatcustomizationcomesatahighcostoftimeandmoney.Additionally,theonusisonKDLtoarticulatewhatweneedandtestthatanewfeaturefitsintostaffworkflow.Thecontinualdevelopmenthasalsoresultedinasitethatcanappeardisjointedandincohesive.Morethan50%ofthevisitorstoKDL’swebsitedosoonmobiledevices,upfrom17%justfiveyearsago.Thepercentageofpatronsusingmobiledevicestoaccessthesiteisexpectedtocontinuetoincrease.Thoughthecurrentsiteisresponsiveandadaptstowhateverscreensizeapatronisusing,some content and navigational features, such as themenu, do not translatewell to themobileenvironment.Thecatalog isanotherproblematicarea: thedesign isoutdatedandnotmobile‐friendly.Search,particularly for users accustomed to Google, can be a confusing and frustrating experience andresultsarenotdisplayed inan intuitiveway.Thecatalogsoftwarewillneedupdating althoughnewerversionsarestillnotmobile‐friendly andlocalcustomizationsmaybreak,requiringustopaythevendortofixthosecustomizationsifwewanttoretainthem.Toaddresstheseissuesandimprovetheexperienceforlibrarypatrons,anRFPwaspublishedandadvertisedinMLiveandsenttoseveralpreviouslyknownorusedproviders.Atotaloffourpossiblevendorsrespondedwithproposals.Allfourwereselectedforinitialinterviewsanddemonstrations

with a committee of KDL stakeholders. Two finalists were selected for second interviews andprovidedmoreinformationanddemonstrationsontheservicesandproductsproposed.BENEFITS

Cohesiveuserexperienceacrossthelibrarywebsite,eventsandcatalog. The design of both the staff‐facing and public‐facing sides of the site are based upon

industry‐widetestingoflibrarystaffandpatrons. Responsivedesignoftheentireonlineexperience. Supportformultiplelanguages. Promotespatronengagement,suchasbyleavingreviewsandcreatingpublicbooklists. Provides easier methods for cross‐promoting library services, events and items in the

collectionacrossthethreedifferentsectionsofthesite website,eventsandcatalog . Intuitivesearchingofthecatalog;responsivetonaturallanguagequerieslike“newDVDs”

or“kidsbooksinSpanish.” Fastdevelopmentcycles,whichmeansbugsandbrokenfeaturesmaygetfixedfaster. Predictablecosts. Therecommendedvendorservesonlylibraries,withmorethan200libraryclients.They

haveadeepunderstandingofhowpatronsnavigate libraryservicesonlineasaresultofextensiveandongoingtestingwithend‐users.

DISADVANTAGES

This recommendation provides a vendor‐driven and tested solution instead of a locallycustomized site. While this reduces development costs and the need to dedicate staffresources,itlimitsKDL’sabilitytocustomizetolocalworkflows.

LostfeaturesKDLreliesonheavily,suchasschedulingwhenaneventpublishes,automaticreminderssenttopatronswhoregisterforanevent,andinternalformsonlyaccessiblebystaff.

Fastdevelopmentcycles,whichmeansfeaturescanbreakmoreoften. COSTCostComparisonbetweenFinalists BiblioCommons InterpersonalFrequencyYear1 2020 Implementation

$178,775.35 $333,700–$771,700

Year2 2021 $111,868.54 $67,200Year3 2022 $114,381.40 $70,560Year4 2023 $116,950.79 $74,090Year5 2024 $119,577.90 $77,780Year6 2025 $122,264.03 $81,670TotalProjectCost $763,818.01 $705,000–1,143,000**This estimate does not include the items listedwith ‘TBD’ as the cost. Also, depending on thecustom solution selected, there may be additional costs from SirsiDynix required with theInterpersonalFrequencyapproachthatwouldnotbenecessaryundertheBiblioCommonsproposal.

BiblioCommonsCostBreakdown BiblioCore BiblioWeb BiblioEvents BiblioSuggest BiblioRecords Total2020 $59,227.52 $78,753.83 $25,000 $5,922.75 $9,871.25 $178,775.352021 $40,371.98 $55,347.68 $0 $6,055.88 $10,093.00 $111,868.542022 $41,278.87 $56,590.98 $0 $6,191.83 $10,319.72 $114,381.402023 $42,206.14 $57,862.20 $0 $6,330.92 $10,551.53 $116,950.792024 $43,154.23 $59,161.98 $0 $6,473.13 $10,788.56 $119,577.902025 $44,123.62 $60,490.96 $0 $6,618.54 $11,030.91 $122,264.03A2020budgetamendmentusing the fundbalanceand increasingbudgetedOtherExpenditures5873–Website byapproximately$85kwouldberequired.Expensesrelatingtotheyears2021through2025wouldbeincludedinthebudgetforeachyear.IMPLEMENTATIONImplementationiscontingentonthecompletionoftheco‐developmentoftheBiblioEventsMasterProgramTemplate.Oncethisco‐developmentworkiscompletedtoKDL’ssatisfaction,KDLaimstofullyimplementtheBiblioCommonssolutionbeforetheendof2020.RECOMMENDATIONBased on the provided information, KDL recommends awarding the contract to upgrade KDL’sonline experience to BiblioCommons, Inc. to implement a new website redesign and catalogdiscoverylayer.DocumentHistory:

1. FirstDraft–EmilySpranger,ViviHoang,AaronThomas,RochelleBall,JaredSeigel2. Revision–LauraPowers,RandyGoble,CarrieWilson3. FinalDraft–LanceWerner,JaciCooper

BOARDOFTRUSTEESISSUEANALYSIS

INTROAGENDAITEMFORCONSIDERATION:RFPforInvestmentAdvisoryServicesBOARDMEETINGDATES:January16,2020 firstreading ;February20,2020 secondreading TIMELINE:ContractcommencementimmediatelyafterBoardapprovalBUDGETLINEITEM S :ContractualandProfessionalServices:5801–ProfessionalServicesTOTALESTIMATEDCOST:Approximately$10,000to$25,000annually,totalfeedependentontotalvalueofassetsmanaged.

PURPOSEKentDistrictLibrarycurrentlymaintainsinvestmentcashintheKentCountyPoolFund.ThefunddoesnotoffergreatvisibilitytothespecificinvestmentsKentDistrictLibraryholdswithinthefund.Inaddition,thefundhasnotconsistentlyyieldedacompetitiveinterestrate.Therefore,KentDistrictLibraryissuedarequestforportfoliomanagementservicesproposals.OVERVIEWKentDistrictLibrarysoughtproposals from investmentadvisory firms forportfoliomanagementservices forapproximately$8million to$15million inoperatingandcapital funds non‐pensionfunds .ArequestforproposalwaspublishedandadvertisedinMLive,postedontheKentDistrictLibrarywebsite,andsenttoseveralpreviouslyknownadvisorsand/ororganizations.Atotalofninebiddersrespondedwithproposals.FourwereselectedforinterviewswithacommitteeofKDLstakeholders,including representatives from theFinanceDepartment,LeadershipTeam,and theKDLBoardofTrustees.BENEFITS

UndertheKentCountyPoolFund KCPF forJanuary2017throughNovember2019,KentDistrictLibraryearnedapproximately$658k.1UnderAtlantaCapital’sproprosedapproachforthesametimeperiod,wewouldestimatehavingearnedapproximately$913k,withfeesofapproximately$60k,foranetgainofapproximately$853k–anincreaseofapproximately$195koverKCPFearnings.2

Anticipateshort‐termbondstrategywilloutperformtheKCPFovertime CustomizeaportfoliothatmeetsthespecificneedsofKentDistrictLibrary Directaccesstoportfoliomanagers TeamavailabletoattendBoardmeetingsifdesired 100%ofrevenueisderivedfromassetmanagementservices AAAorgovernmentguaranteedshort‐termbonds DedicatedcomplianceteamofthreepeopleandfamiliarwithAct20of1943

1 Kent County Pool Fund earnings are net of fees so this amount reflects the net gain to KDL. 2 TheAtlantaCapitalestimateisbasedonarepresentative1–3yearportfoliowithsimilarinvestmentrestrictionsasKDL onlyGovernment/Agencyinvestments andtheactualmonthlybalancesKDLheldinKCPF.

Approximately30%ofthefirm’saccountsarepublicfunds government DISADVANTAGES

NootherfixedincomeportfoliosinMichigan 14basispointfee

COSTName Minimum

Fee $First$10M

Over$10M

Under$25M

AtlantaCapital 0.14% 0.12% MeederInvestmentManagement

5,0000.10%

PFM Asset Management LLCMILAF *

**

RobinsonCapital 0.12%

**YieldsarenetofanexpenseratioMILAF paystoPFM.* Michigan Liquid Asset Fund Plus. It’s a comprehensive cash management program that wasestablishedforthepurposeofallowingMichiganpublicagenciestopooltheirinvestmentfundstoseekthehighestpossibleinvestmentyieldwhilemaintainingliquidityandpreservingcapital.Thetotal fee isdependentontotalvalueofassetsmanaged.Forexample, ifKentDistrictLibraryconsistentlyholds$10MwithAtlantaCapital,wewouldanticipate$14kinannualfees.Inadditiontotheinvestmentadvisorfees,wealsoanticipatecustodianbankfees separatefromAtlantaCapital ofapproximately$2kto$4kperyear.Nobudgetamendmentisrequiredasthecurrent2020budgetaccountsforthesefees.ADDITIONALINFORMATIONPortionsofAtlantaCapital’sresponseto theRFParesharedbelow.The full response isavailableelectronicallyifdesired.Whatdoyoubelievesetsyourfirm’sservicesapartfromyourcompetition..?“AtlantaCapital’scorestrengthisourexperienceinworkingwithpublicfundinvestors.Fornearly30 years, our primary business focus has been inmanaging operating funds for state and localmunicipalitiesusinghighqualitybondstodeliverattractiverisk‐adjustedreturns.Theportfolioswetailorforourclientsarefirstandforemostdesignedtoprotectprincipalandprovideliquidityineventheworstmarketconditions.Overtheyears,thishasmeaninsulatingourclientsfromtheproblemassets that plagued many investors i.e., no WorldCom, no Enron, no Lehman, no subprimemortgages,etc. …”ProposersshouldprovidetheirrecommendedapproachestothescopeofservicesasrequiredinthisRFP.“…AtlantaCapital's shortduration strategies seek toprovideahigher return than throughLGIPsLocalGovernmentInvestmentPools andmoneymarketsthough1 modestmaturityextensionand2 exposuretohigheryieldingnon‐Treasurysectors.

Bymodestmaturityextension,wemeanmovinginvestmentsoutofmoneymarketsorotherveryshortmaturityinvestmentslikeanLGIPandintoashort‐termbondstrategywitha1‐3yearmaturityprofile 1.5‐2.0yearaveragematurityorduration …Secondly,AtlantaCapitalseekstoaddtoperformancebyinvestinginnonTreasurysecuritiessuchasAgency‐guaranteedmortgagedbacksecurities 'MBS' .AtlantaCapitalhasspecializedinutilizinghigh quality securitized bonds such as Agency‐guaranteed MBS and AAA‐rated asset‐backedsecurities 'ABS' whenmanagingtheoperatingreserveassetsofitspublicfundclientsfornearlythreedecades.InreviewingKDL'sauthorizedinvestments,aswellasStateandLocalstatutes,AtlantaCapital proposes managing a short duration portfolio that is primarily invested in GovernmentAgency guaranteedmortgage securities. Historically, the AgencyMBSwe buy for short durationportfolioshaveyielded30to60basispointsabovesimilarmaturityTreasuries.WebelievethetypesofAgencyMBSwebuy,withstableandpredictablecashflows,areideallysuitedforKDL'sprimaryobjectivesofsafetyofprincipal,diversification,liquidityandreturnoninvestment inthatorder …”IMPLEMENTATIONImplementationwillbeginimmediatelyafterapprovaloftheproposalbytheBoardofTrustees.Thecontractwiththeproposerwillbeforthree 3 yearswiththeoptiontoextendwithBoardapproval.RECOMMENDATIONBasedontheprovidedinformation,KDLrecommendsthatAtlantaCapitalbecontractedtoprovideinvestmentadvisoryservices.DocumentHistory:

1. FirstDraft–EmilySpranger2. Revision–LauraPowers,BrianMortimore3. FinalDraft–LanceWerner,AndyErlewein,JaciCooper

BOARDOFTRUSTEESISSUEANALYSIS

INTROAGENDAITEMFORCONSIDERATION:PatronManagementSystemreplacementBOARDMEETINGDATES:January16,2020 firstreading ;February20,2020 secondreading TIMELINE:TBD‐‐‐Someprerequisiteactivitieswillstartimmediately,butmostbranchconversionswilllikelyoccurafterSummerReadinghasfinishedBUDGETLINEITEM S :Contractual&ProfessionalServices;Maintenance&Utilities;andCapitalOutlayTOTALESTIMATEDCOST:$448,482forYears1through4;Year1costof$112,120.50

PURPOSETheexistingcontractgoverningKDL’sPatronManagementSystemwithCompriseiscomingtoanend. KeepingComprise“as‐is”wasnotanoption.WeeitherhadtochangetoacompletelynewCompriseoranewsystemalltogether.Consequently,KDLissuedanRFPtoseewhatoptionsthemarketcurrentlyoffers.OVERVIEW/NEEDS/BACKGROUNDINFOThe PatronManagement System is a suite of software tools coveringmany important elements:patronexperienceonpubliccomputers,patronprinting/copying/scanning,wirelessprinting,staffPoint‐of‐Sale,back‐endfinancialreporting.Becausethesetoolsimpacthundredsofpatronsandstaffdaily,itisessentialforKDLhaveasolutionthatispowerful,reliable,easytouse,andsupportedbyadependableinnovativevendorthatisaleaderintheirfield.KDLreceivedeight 8 respondstotheRFP.Ananalysisteamofroughly20KDLstaffrepresentingeach areaof the library evaluatedRFP responses, interviewedproposers, andwatcheddemos tonarrowthepooldowntotwopotentialvendors‐Comprise&TBS.Thesevendorsweretheneachgivenfullfive‐weekpilotinstallationsatourKentwoodbranchtobeevaluatedbyPatrons,KentwoodStaffandtheanalysisteam.Allofthesestakeholderswerethensurveyed.BENEFITS

MoreintuitiveandeasiertousefornewPatronsusingourPublicmachines. Significantly more reliable when printing documents than with our current product,

particularlyusingwirelessprintingormobileprintingapp. EasierforStafftoadministerthePrintKiosk PatronandstaffsurveyswereinfavorofTBS

DISADVANTAGES StafftoolsareaccessedfrommultiplescreensinTBSandasingleconsoleunderComprise.

WedidshareourfeedbackwithTBSandwerepleasedtolearntheyarecurrentlyworkingonunifyingthesetoolsintoasingleconsole.

SomestaffusersreportedtheTBSinterfaceislessintuitiveforstaff

Whilestaffmemberconcernsarerespected,KDLLeadershiprecognizestaffarecapableoflearningthisnewsystemandKDLiscommittedtoprovidingstaffwithasolidtrainingandanimplementationapproachleveragingappropriatetrainingresourcesincludingacombinationofclassroomtraining,onsitetrainingatbranches,tailoredKDLchecklistsandvideoresources,andmanyotheritems.In addition, KDL’s number one service priority is patron convenience and TBS is much moreconvenientforpatronsasitismuchmoreintuitiveforpatronsandhasmanypatronbenefits.

ADDITIONALINFORMATIONForeachRFPproposal,KDLaskedvendorstoincludenewfeatures/benefitstheyprovidetotheirlibrarycustomersaboveandbeyondthebasicpatronPC&Printmanagementservices.TBS shared they are heavily invested in EDI Equity, Diversity, and Inclusion activities andconsequentlybelievethattheyhaveoneofthemostuniquevaluepropositionstoofferlibrarieswhowantmorethanjustPatronPC&PrintManagementsolutions.TBSoffersapowerfulScanStationthathasmanybenefitsandusages,including:

Documenttranslationservicestoanyofover100languages Photorestorationservices Documentconversiontomanydifferentfileformats Bookscanningwithoutbreakingthebinding High‐speed,double‐sidedscanningviaasinglepass Savingdocumentstovariouscloudservices,thumbdrives,oremail Traditionalphotocopying,scanning,andFaxing

The languagetranslationservicehas inspiredmanycreative thoughtsandconversationsaroundKDL community outreach programs. KDL’s Community Engagement Manager brought in aTranslationRepresentativefromtheHispanicCenter:theresponsetohowthistoolwouldhelpthecommunitywasoverwhelminglypositive.KentwoodstaffthoughtthistoolwouldbeahugebenefittoKentwoodSchoolsduringParentTeacherConferences. Thereareover70differentlanguagesaloneintheKentwoodSchoolSystem. TheseideasarejusttheinitialthoughtsofhowKDLwouldbeabletoleveragethis,nottomentionputtingthisdirectlyontheBookmobileortravelingwithittoothercommunityoutreachlocationsasnecessary.These Scan Stationswould alsomake it possible for KDL to not only offer the new services topatrons,butalsoprovideanoptiontore‐imaginetraditionalprintservices. OtherlibrarieswithScanStationsactuallyreplacedtraditionallargemultifunctionalcopiers,andissomethingKDLmayalsoconsider.TheTBSOrganizationhascommittedtoprovidingoneofeverythingmentionedintheproposaltotheServiceCenterforfreetobeusedinour“training”room.Theyalsocommittedtoproviding500freefaxesamonthforPatrons. Note:Todayourpatronsfaxbetween135and170pagesamonthat$1.00perpage. These Scan Stations cost an addition $6,310 each. With the overwhelming desire to offer aconsistent Patron and Staff experience across our KDL System, it is our recommendation topurchase23ScanStationsforanadditional$145,110or$36,278peryearover4years.

COSTFinalistCostComparisonforPatronManagementSystemRequestedinRFP PC,Print,POS TBS CompriseUpgradeAnnualAmount $75,843 $94,565.504YearTotal $303,372 $378,262.00TBS4‐YearCostBreakdownforPatronManagementSystemRequestedinRFP PC,Print,POS Time/PC/MacSoftwareLicense $10,129PrintManagementSoftwareLicense $19,305MobilePrintingSoftwareLicense $4,500POSSoftwareLicense $26,630Hardware $88,585ProfessionalServices $7,550AnnualMaintenanceYears2–4 Year1IncludedAbove $70,821CreditCardTerminalsYears1‐4 $75,8524YearTotal $303,372TBS4–YearAdditionalFeatureCostBreakdown–ScanStationsScanStations–Hardware&Licenses $100,750ProfessionalServices $2,300AnnualMaintenanceYears2–4 Year1IncludedAbove $42,0604YearTotal–ScanStations $145,110TotalRecommendedTBSCostsPatronManagementSystem PC,Print,POS – 4Years $303,372ScanStations–4Years $145,110TotalRecommended4‐YearTBSCosts $448,482AnnualRecommendedTBSCosts $112,120.50ComparingtheannualamountKDLcurrentlypays approximately$80,000 totherecommendedsolutionaboveaddsanadditional$32,121ofannualcost. However,whenthisadditionalcostisallocatedacrossour20branches includingAmyVanAndelLibrary&CommunityCenter ,itislessthan$1,700perbranchtohavetheseadditionalservicesthatdirectlybenefitthepatronavailabletoeverypatronsystemwide.A 2020 budget amendment using the fund balance and increasing budgeted expenditures byapproximately $112k would be required. If additional cost savings are identified duringimplementation,itwillbereflectedinthebudgetamendment.Thefollowingbudgetlineitemswillbe increasedwiththisamendment:Contractual&ProfessionalServices,Maintenance&Utilities,andCapitalOutlay.Expensesrelatingtotheyears2021‐2023wouldbeincludedinthebudgetforeachyear.IMPLEMENTATIONIfthisprojectisapproved,KDLwillembarkonastructuredimplementation&cutoverapproachtobuildoutaprojectplanthattakesintoaccountseveralfactorsincluding:

SummerReading Stafftimeforadequatetraining

Timetoacquire,setup,anddeploythehardwarecomponents,includingnewpatronPCs OtherKDLprojectsthatrequiresimilarstaffinvolvementtoensurewehavetheneededfocus

forsuccess VendorleadtimeforTBSproductdelivery

AgroupofKDLstaffmembershavebeenidentifiedtohelpbecomepartoftheImplementationTeamsothatwecanbuildinternalexpertisequickly.ThisgroupwillconsistofmembersfromourPilotlocation,Kentwood, Finance, IT, KDLTechTrainers, and theRFPTeam.Amultipronged trainingapproachwillbeusedtoaccommodatedifferentlearningstyles.RECOMMENDATIONAfterathoroughvendorsearchandanalysis,KDLrecommendsawardingthecontractforthenextfouryearstoTBStoreplaceourPatronManagementSystemandimplementtheScanStations.Insummary:

DuringthepilotKWDstaffneededtohelpfewernewpatronswithTBSbecauseitwasmoreintuitive.

Staffandpatronswereoverwhelminglyimpressedwithwirelessprintingcapabilities.Thereare 3 methods for wireless printing and at least 1method worked for every patron weencountered.

PatronandstaffsurveyswereinfavorofTBS. Whilesomestaffmembersreportedtheinterfaceislessintuitive,werecognizeourstaffare

capableoflearningthisnewsystemwithadequatetraining.Wewantedtofocusonthepatronsidewhichismuchmoreintuitiveandhasmanypatronbenefits.KDL’snumberoneservicepriorityispatronconvenienceandTBSwasmuchmoreconvenientforpatrons.

TheTBSPatronManagementSystemandScanStationsforKDLwillcost$448,482.TBShasofferedtospreadthatcostoverfouryearsatzero 0% interest.Consequently,ourannualpaymentwillbeapproximately$112,121toTBS.DocumentHistory:

1. FirstDraft–RaymondMyselsandKurtStevens2. Revision–LauraPowers3. FinalDraft–LanceWernerandJaciCooper

board of trustees meeting packet · 2020-01-10 · draft kdl board minutes – november 21, 2019...

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