HomeMy WebLinkAboutLibrary Board Minutes 08.13.2001 MINUTES OF THE LAUREL PUBLIC LIBRARY
BOARD OF TRUSTEES August 13, 2001
Attending -Peg Freund(presiding), Bonnie Latham, Katherine Kucera, and Peggy Arnold
Minutes -The July minutes were read and approved.
Correspondence -We received a copy of the preliminary budget and some information
from the Montana State Library concerning the Big Bill.
Circulation - Traffic for July 2001 was 1,576 up 3% from July 2000. Circulation for July
2001 was 3,549 down 9% from July 2000.
Old Business -The budget hearing is scheduled for Aug. 21, Bernice Mason will give
story times on money management for children, and Michael Furman presented a
genealogy workshop on July 26.
New Business -We will try to get more publicity from the outlook in the future.
Next meeting -Sept. 10 at 7:00 p.m.
CITY HALL
115 W. 1ST ST. City Of Laurel W628 4796 f
COURT: 628 -19kly 17, 2001 p.p. BOX 10 o
FAX: 628 -2241 Laurel, Montana 59044
TO: Department Heads DEPARTMENT
FROM: Budget/Finance Committee
RE: Budget Revisions for 2001 -2002
This year has been an extremely challenging year to balance the General Fund budget. With
increases in health insurance, workers comp, liability insurance, and property insurance all
hitting at the same time, for two years in a row, costs have risen faster than revenues. Add to this
the fact that the legislature has again changed the method to calculate the mill levy as well as
changed the non -tax revenue flow (such as gambling revenue), and it results in very few options
for the General Fund. The Budget/Finance Committee has been working hard on the General
Fund budget over the last week, and at last night's meeting, it was determined that the General
Fund Appropriations will be set at $2.1 million. Rather than making the revisions, the
Committee has decided to assign each department in the General Fund a percentage based on last
year's actual expenditures, and then apply that percentage to the total appropriation of $2.1
million.
You are requested to revise your budget based on the table below:
APPROPRIATIONS:
ACCOUNT /DEPT. 01 ACTUAL % OF ACTUAL 02 BUDGET
Council $ 32,588.00 1.39% $ 29,127.85
Mayor $ 23,814.00 1.01% $ 21,285.46
Court $ 96,004.00 4.09% $ 85,810.42
Clerk/Treasurer $ 233,752.00 9.95% $ 208,932.51
Elections $ 3,500.00 0.15% $ 3,128.37
Attorney $ 61,672.00 2.62% $ 55,123.75
Building $ 45,583.00 1.94% $ 40,743.05
Police $ 534,849.00 22.76% $ 478,059.41
Dispatch $ 216,946.00 9.23% $ 193,910.95
Animal Control $ 25,852.00 1.10% $ 23,107.07
FAP $ 51,090.00 2.17% $ 45,665.33
Fire Dept. $ 219,510.00 9.34% $ 196,202.71
Fire Inspection $ 48,929.00 2.08% $ 43,733.78
Building Dept. $ 77,869.00 3.31% $ 69,600.97
Civil Defense $ 500.00 0.02% $ 446.91
Ambulance $ 132,442.00 5.64% $ 118,379.48
Public Works Director $ 95,834.00 4.08% $ 85,658.47
Shop $ 40,395.00 1.72% $ 36,105.91
Cemetery $ 59,809.00 2.55% '$ 53,458.56
Library $ 123,815.00 5.27% $ 110,668.48
City Of Laurel is an EEO Employer
Equal Housing Opportunity
Parks $ 115,806.00 4.93% $ 103,509.87
Swimming Pool $ 105,937.00 4.51% $ 94,688.74
Board of Adjustments $ 300.00 0.01% $ 268.15
Air Pollution $ 2,667.00 0.11% $ 2,383.82
Fund Total $ 2,349,463.00 100.00% $ 2,100,000.00
Please have the revisions returned to Mary no later than Monday morning, July 23
.
LAUREL PUBLIC LIBRARY
720 WEST THIRD STREET
PO BOX 68
LAUREL, MT. 59044
JULY 21, 2001
TO: Budget/Finance Committee
FROM: Peggy Arnold, Library Director
RE: Budget Revisions for 2001 -2001
List of cuts
1000- 360- 460100 -210 Office supplies & materials 1,450
1000 - 360- 460100 -322 Books and library materials 1,000
1000 - 360- 460100 -333 Magazine subscriptions 100
1000 - 360 - 460100 -370 Travel 300
1000- 360- 460120 -345 Telephone 300
*we currently have credit on our phone bills due to the timing of
erate discount for 2000 -2001
1000 - 360 - 460120 -366 Building Maintenance 200
TOTAL 3,350
This reduction brings the libraries total budget to 92% of last years appropriation.
Any further cuts may require reducing library hours and staff hours. Library users think the
library is not open enough hours now and three of four employees already work less that forty
hours per week. Reducing the hours the library is open and staffed by paid employees may
reduce the amount of grant money the library currently receives.
07 -20 -01 CITY OF LAUREL Page: 1
13:23:08 Expenditure Budget Report -- MultiYear Actuals Report ID: B240a
For the Year: 2001 - 2002
1000 GENERAL
360 LIBRARY
Actuals Current % Prelim. Budget Final $ Old
Account Object 97 -98 98 -99 99 -00 00 -01 Budget Exp. Budget Changes Budget Budget
460100 Library Services
110 Salaries and Wages 5,847 60,152 62,382 62,459 62,075 101% 63,569 63,569 102%
141 Unemployment Insurance 147 148 156 156 156 100$ 159 159 101%
142 Workers' Compensation 842 642 495 452 461 98% 460 460 99%
143 Health Insurance 13,936 13,742 12,816 12,942 19,763 65% 15,716 15,716 79%
144 Life Insurance 68 68 180 180 180 100$ 191 191 106%
145 FICA 4,428 4,557 4,713 4,705 4,749 99% 4,863 4,863 102%
146 PERS 3,503 3,717 3,917 3,932 3,892 101% 0 0$
210 Office Supplies & Materials 1,601 2,108 3,208 1,533 1,850 83% 1,200 1,200 64%
233 Machinery & Equipment Parts 83 99 73 100 73% 100 100 100%
322 Books /Catalogs, etc. 12,675 14,163 15,040 15,996 16,000 100% 16,000 16,000 100%
Demand and price for materials continue to increase
330 Publicity, Subscriptions & 1,000 400 600 0% 400 400 66%
332 Internet Access Fees 60 120 600 20% 915 975 162$
Nine computers can access Internet - seeing more use - Federal E -rate discount
will be lower in 2001 -02
333 Subscriptions - Newspapers & 864 831 731 794 1,000 79% 800 800 80%
335 Memberships & Dues 85 80 80 255 200 128% 200 200 100$
Board members and staff to Montana Library Association
337 Advertising 124 0 ***% 0 ****t%
355 Data Processing Services 277 541 200 0% 0 0%
370 Travel 285 210 300 0% 0 0%
397 Contracted Services 439 1,305 395 1,253 1,000 125% 1,253 1,253 125%
Service contract for router, photocopier, circulation software
513 Liability 2,067 1,117 1,663 2,626 3,135 84% 0 0$
533 Machinery & Eqipment Rental 275 275 275 275 275 100% 275 275 100%
732 Purchases from 268 1,921 1,053 819 1,500 55% 1,000 1,000 66%
946 Computer Eq /Software 1,575 0 ttt$ 0 ttttt$
Account: 47,128 107,963 108,414 108,694 118,036 92% 107,161 0 107,161 90%
460120 Facilities
341 Electric Utility Services 1,874 1,032 1,982 1,836 2,100 87% 2,300 2,300 109%
342 Water /Sewer Utility Services 494 588 661 720 740 97% 900 900 121%
344 Gas Utility Service 471 534 510 878 700 125% 1,100 1,100 157%
345 Telephone 609 1,603 451 1,133 600 189% 700 700 116%
For one regular line and one frame relay access which serves 9 computers. E -rate
discount is lower for 2001 -02
346 Garbage 123 123 123 140 145 97% 145 145 100%
365 Tree Pruning /Grounds 0 ttt$ 1,000 1,000 ttttt$
Now lawn - $40 /mow x 25 mows /year
366 Building Maintenance 753 232 316 8,278 1,000 828% 800 800 80$
398 Janitorial Service 308 264 286 1,305 2,122 61% 1,850 1,850 87%
Janitor $130 /mo; rug service $24 /mo.
399 Other Contracted Services 315 270 270 375 270 139% 270 270 100$
Security system monitoring
511 Insurance on Bldgs /Imprvmnts 2,055 785 461 456 765 60$ 0 0$
Account: 7,002 5,431 5,060 15,121 8,442 98% 9,065 0 9,065 91%
Orgn: 54,130 113,394 113,474 123,815 126,478 98% 116,226 0 116,226 91%
$
Fund: 54,130 113,394 113,474 123,815 126,478 98% 116,226 0 116,226 91%
1
\ S
L r o 1ox 2(1800 • He, Montana 596201800406 444 3I I5
FAX: 406 444 -0266 • htt / /mlsttmt.us
To: Montana public library directors
From: Karen Strege, Montana State Librarian
Re: The "Big Bill" and the FY 02 budget process
Date: July 10, 2001
The Montana Association of Counties (MACO) sponsored workshops on
implementing the requirements of HB 124 or the "big bill" in June. Because
some of you could not attend these workshops, the Montana State Library is
offering the following summary and advice.
The changes in local government funding affect each of Montana's special
districts and levy funds. This summer, local governments are facing new
requirements and deadlines as they attempt to implement these complex
changes. To best understand the implications of the big bill, MSL suggests that
library directors review the following information before contacting your local
officials. You can obtain more information by accessing the web sites cited
below. For further assistance, please call a member of MSL's Library
Development Department or other contacts listed at the end of this memo.
What will the library receive from the library levy in FY 2002?
MACO suggests that local governments use a worksheet to compute each
separate levy. The worksheet, "FY 2002 Levy Computation Worksheet ", is
available on MACO's site http: / /www.state.mt.us /maco /. Local government officials
will use this worksheet or one similar to determine the library's property tax for
FY 2002. The computation of the library levy for FY 2002 will establish a base to
calculate property tax amounts for subsequent years. Therefore, library directors
should contact officials to discuss the worksheet.
In general, if your library is funded by a separate levy, your library will
receive the same dollar amount from property taxes as in FY 2001, plus an
inflationary factor of 1.28 %. However, to determine the exact amount, you must
use the worksheet and values used by your county. Again, working with your
officials is the key to successfully understanding the new procedures regarding
the library's levy.
An Equal Opportunity Employer
What is the entitlement pool?
Before the passage of HB 124, counties divided non - property tax revenue,
such as motor vehicle license fees, among special districts and funds according
to a set formula. Under the provisions of HB 124, the Department of Revenue
(DOR) will collect almost all of these revenues, which the DOR will return to the
counties and cities in the form of a share of the entitlement pool.
How will local governments divide the share of the entitlement pool?
Local governments are responsible for making an allocation from the base
entitlement share pool to each special district and each fund levy within the
county. This distribution should reasonably reflect each special district's loss of
revenue associated with HB 124.
MACO recommends that each local government establish a list of all
special districts and fund levies for purposes of determining their proportionate
share of the entitlement pool. The DOR will provide local governments with a
worksheet by the end of July. Local governments will return these reports to the
DOR by the middle of August, so that the state can make the first payment from
the entitlement pool by September 15. The amount calculated will become the
base for determining the library's share of the entitlement fund in subsequent
years. Therefore, it is very important that library directors contact county and /or
city officials to review the entitlement share worksheet for the library.
For more information, please call Brad Simshaw, 444 -2715 or Larry Finch,
444 -3526, at the Department of Revenue, or Norm Klein, 245 -2747, at the
Department of Commerce.