HomeMy WebLinkAboutLibrary Board Minutes 03.08.2005 MINUTES OF THE LAUREL PUBLIC LIBRARY
BOARD OF TRUSTEES March 8, 2005
Attending
Peggy Freund (presiding), Katherine Kucera, Bonnie Latham, Clare Killebrew,
and Peggy Arnold attended the meeting.
Minutes
The minutes of the February 8, 2005 meeting were read and approved.
Correspondence
We received a proposal from Ace Electric for new lighting in the circulation area.
The Montana State Library sent us a stipend for attendance at the Trustee
Workshop. The Laurel Federated Women's club will conduct a play and Easter
Egg Hunt at the Library. The Administrative Assistant and the Mayor have
requested that we reduce our budget requests by $8,000. Peggy will meet with
Nathan Turbergon, the Administrative Assistant on March 16 at 9 a.m. The
Library Budget will be presented to the whole council on March 23 at 6 p.m.
There will be a South Central Federation and workshop on April 9, 2005.
Circulation
Traffic for February 2005 was 1,483 down 6 % from February 2005. Circulation
for February 2005 was 3,128 down 1% from February 2005.
Old Business
The annual report was presented at the February 22 City council workshop.
The proposal for lighting from Ace Electric was accepted. Story time is going
well and barcoding is continuing.
New Business
An inspector from the A.D.A. visited all city departments except the ambulance.
We made our budget cuts with the most coming out of the book budget.
Time to Address the Board
No one addressed the board.
Next Meeting
The next meeting will be on April 12,2005 at 6:30 p.m.
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CITY OF LAUREL
2005 -2006 BUDGET CALENDAR
December 10, 2004 Budget Worksheets to Department Heads.
January 31, 2005 General Fund Budget Worksheets due in Clerk's
Office.
February 7, 2005 Enterprise Fund Budget Worksheets due in Clerk's
Office.
February 14, 2005 All Other Fund Budget Worksheets due in Clerk's
Office.
March 04, 2005 Mayor /AA to determine the cuts in General Fund
March 10, 2005 DH's to turn in proposed cuts to Clerk
March 15/16, 2005 AA meets with DH's on General Fund budget''`
March 15, 2005 AA presents overview to city council on General
Fund budget, and start DH's budget presentations
March 22/23, 2005 AA meetings with DH's on other funds
March 22/23, 2005 DH's meet with city council on General Fund
budgets
April 5/6, 2005 AA meets with DH's on other funds
April 5/6, 2005 DH's meet with city council on all other budgets
April 12/13, 2005 DH's meet with city council on all other budgets
May 13, 2005 Staff Completes Preliminary Budget.
May 19, 2005 Preliminary Budget to City Council Workshop.
As of 2/10/05
June 1, 2005 Public notice in Laurel Outlook regarding public
hearing on Preliminary Budget and Tax
Resolutions. (Budget on file for public inspection)
Publish in paper on June 2 & June 9
June 19, 2005 Council meeting — begin public hearing on
Preliminary Budget (continue to next meeting)
July 19, 2005 Regular Council meeting — close public hearing and
adopt Final Budget. Set Special Assessment levies.
August 16, 2005 Set final tax levies for 2004 -2005 (Pending release
of taxable value by State Dept. of Revenue)
October 1, 2005 Copy of 2004 -2005 Final Budget to Department of
Administration in Helena.
As of 2/10/05
03/22/05 CITY OF LAUREL Page: 18 of 20
16:19:59 .Expenditure Budget Report -- MultiYear Actuals Report ID: B240A
For the Year: 2005 - 2006
1000 GENERAL
360 LIBRARY
Actuals Current % Prelim. Budget Final % Old
Account Object 01 -02 02 -03 03 -04 04 -05 Budget Exp. Budget Changes Budget Budget
460100 Library Services
110 Salaries and Wages 63,358 66,288 69,395 51,903 70,990 73% 73,095 73,095 102%
Salaries are to be set by the Library Board of Trustees per MCA 22 -1 -310.
Library Director is full time, Assistant Director works 1872 hours, one Library
Clerks works 870 hours, one works 520 hours, and Substitute Library Clerk works
350 hours.
141 Unemployment Insurance 158 166 173 130 178 73% 183 183 102%
142 Workers' Compensation 499 624 596 452 618 73% 637 637 103%
143 Health Insurance 17,795 13,806 8,251 6,077 8,251 74% 8,400 8,400 101%
Two positions are eligible for this benefit. Funds to provide benefits for both
positions need to be available somewhere due to possible change in dependent's
status or personnel changes.
144 Life Insurance 191 151 144 108 144 75% 144 144 100%
145 FICA 4,733 4,907 5,068 3,734 5,431 69% 5,592 5,592 102%
210 Office Supplies & 1,291 2,481 3,058 2,604 3,300 79% 3,300 -350 2,950 89%
233 Machinery & Equipment 100 0% 100 100 100%
322 Books /Catalogs, etc. 15,028 16,632 18,351 13,349 20,000 67% 22,000 -3,000 19,000 95%
The demand for, and cost of, Library materials continues to increase
330 Publicity, Subscriptions 400 578 700 83% 700 700 100%
332 Internet Access Fees 1,165 1,500 1,080 650 975 67% 1,093 . 1,093 112%
Cost is $81.01 per month
333 Subscriptions- Newspapers 784 1,030 1,250 800 0% 800 -300 500 62%
335 Memberships & Dues 260 255 260 115 350 33% 350 350 100%
337 Advertising 148 81 200 41% 200 -50 150 75%
355 Data Processing Services 215 0 0% 0 0%
370 Travel 140 200 70% 300 -100 200 100%
397 Contracted Services 1,253 395 853 735 1,253 59% 1,253 1,253 100%
533 Machinery & Eqipment 550 0 0% 0 0%
732 Purchases from 583 1,135 1,819 303 2,000 15% 3,000 3,000 150%
This is cash on hand from donations for memorials and gifts. Generally used to
purchase library materials or as doners wish.
Account: 108,048 109,370 110,661 80,959 115,490 70% 121,147 -3,800 117,347 101%
460120 Facilities
341 Electric Utility Services 1,653 1,893 2,006 1,502 2,600 58% 2,800 -100 2,700 103%
All utility costs increased due to increase in energy costs and water /sewer rate
increases.
342 Water /Sewer Utility 677 718 835 732 1,100 67% 1,200 1,200 109%
344 Gas Utility Service 522 687 813 636 1,400 45% 1,500 1,500 107%
345 Telephone 749 704 428 199 700 28% 700 -320 380 54%
346 Garbage 142 142 142 94 145 65% 145 145 100%
365 Tree Pruning /Grounds 854 1,225 1,368 956 1,000 96% 1,200 1,200 120%
366 Building Maintenance 593 113 428 1,800 0%c 1,800 -1,000 800 44%
398 Janitorial Service 1,857 1,899 2,099 1,384 2,080 67% 2,080 -280 1,800 86%
399 Other Contracted Services 270 276 294 147 270 54% 300 300 111%
Account: 7,317 7,657 8,413 5,650 11,095 51% 11,725 -1,700 10,025 90%
Orgn: 115,365 117,027 119,074 86,609 126,585 68% 132,872 -5,500 127,372 100%
03/23/05 CITY OF LAUREL Page: 1 of 1
09:09:59 .Expenditure Budget Report -- Multiyear Actuals Report ID: B240A
For the Year: 2005 - 2006
2880 LIBRARY AID GRANT
360 LIBRARY
Actuals Current % Prelim. Budget Final % Old
Account Object 01 -02 02 -03 03 -04 04 -05 Budget Exp. Budget Changes Budget Budget
460100 Library Services
210 Office Supplies & 370 2,139 1,500 0% 0 0%
312 Networking Fees 408 500 3,170 2,400 132% 4,300 4,300 179%
Shared catalog
322 Books /Catalogs, etc. 300 0% 0 0%
325 Lasercat Database 975 898 600 600 0% 0 0%
337 Advertising 57 139 200 0% 0 0%
370 Travel 394 110 403 523 600 87% 600 600 100%
Account: 2,204 3,286 1,503 3,693 5,600 66% 4,900 0 4,900 87%
Orgn: 2,204 3,286 1,503 3,693 5,600 66% 4,900 0 4,900 87%
Fund: 2,204 3,286 1,503 3,693 5,600 66% 4,900 0 4,900 87%
Grand Total: 2,204 3,286 1,503 3,693 5,600 4,900 0 4,900
03/23/05 CITY OF LAUREL Page: 1 of 1
09:09:46 Revenue Budget Report -- MultiYear Actuals Report ID: B250
For the Year: 2005 - 2006
2880 LIBRARY AID GRANT
Actuals Current % Prelim. Budget Final % Old
Account 01 -02 02 -03 03 -04 04 -05 Budget Rec. Budget Change Budget Budget
330000 INTERGOVERNMENTAL REVENUES
334100 Library Aid Grant 2,694 1,806 2,286 1,705 2,000 85% 2,000 2,000 100%
Group: 2,694 1,806 2,286 1,705 2,000 85% 2,000 0 2,000 100%
370000 Investment and Royalty Earnings
371010 Investment Earnings 186 106 63 40 50 80% 75 75 150%
Group: 186 106 63 40 50 80% 75 0 75 150%
Fund: 2,880 1,912 2,349 1,745 2,050 85% 2,075 0 2,075 101%
Grand Total: 2,880 1,912 2,349 1,745 2,050 2,075 0 2,075
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03/02/05 CITY OF LAUREL Page: 18 of 22
10:07:35 Expenditure Budget by Org Report -- MultiYear Actuals Report ID: B240A1
For the Year: 2005 - 2006
360 LIBRARY
Actuals Current % Prelim. Budget Final % Old
Account Object 01 -02 02 -03 03 -04 04 -05 Budget Exp. Budget Changes Budget Budget
1000 GENERAL
460100 Library Services
110 Salaries and Wages 63,358 66,288 69,395 46,319 70,990 65% 73,095 73,095 102%
Salaries are to be set by the Library Board of Trustees per MCA 22 -1 -310.
Library Director is full time, Assistant Director works 1872 hours, one Library
Clerkf works 870 hours, one works 520 hours, and Substitute Library Clerk works
350 hours.
141 Unemployment Insurance 158 166 173 116 178 65% 183 183 102%
142 Workers' Compensation 499 624 596 403 618 65% 637 637 103 %
143 Health Insurance 17,795 13,806 8,251 5,408 8,251 66% 8,400 8,400 101%
Two positions are eligible for this benefit. Funds to provide benefits for both 'j 00 0
positions need to be available somewhere due to possible change in dependent's ...-1
status or personnel changes. 300
144 Life Insurance 191 151 144 96 144 67% 144 144 100%
145 FICA 4,733 4,907 5,068 3,334 5,431 61% 5,592 5,592 102% 57) 210 Office Supplies & 1,291 2,481 3,058 2,604 3,300 79% 3,3001_4,50 l J 3,300 100%
233 Machinery & Equipment 100 0% 100 `' \ 100 100% 1 0
322 Books /Catalogs, etc. 15,028 16,632 18,351 13,349 20,000 67% 22,000 /q� 0 00 !?0,J22,000 110%
The demand for, and cost of, Library materials continues to increase 1 00
330 Publicity, Subscriptions 400 57 Le 700 83% 700 700 100%
332 Internet Access Fees 1,165 1,500 1,080 650 975 67% 1,093 1,093 112% 3
Cost is $81.01 per month
333 Subscriptions- Newspapers 784 1,030 1,250 800 0% 800 S400: 800 100%
335 Memberships & Dues 260 255 260 115 350 33% 350 350 100% �/ ��
337 Advertising 148 81 200 41% 200 /Sp (S) 200 100% ..70
355 Data Processing Services 215 0 0% 0 0%
370 Travel 140 200 70% 300 V.4,,I• b 300 150%
397 Contracted Services 1,253 395 853 735 1,253 59% 1,253 1,253 100% .9'' IN
J
533 Machinery & Eqipment 550 0 0% 0 0%
732 Purchases from 583 1,135 1,819 303 2,000 15% 3,000 3,000 150%
This is cash on hand from donations for memorials and gifts. Generally used to
purchase library materials or as doners wish.
Account: 108,048 109,370 110,661 74,231 115,490 64% 121,147 0 121,147 104%
460120 Facilities
341 Electric Utility Services 1,653 1,893 2,006 1,343 2,600 52% 2,800 ;700 ( /Yd?/ 2,800 107%
All utility costs increased due to increase in energy costs and water /sewer rate
increases.
342 Water /Sewer Utility 677 718 835 732 1,100 67% 1,200 1,200 109%
344 Gas Utility Service 522 687 813 636 1,400 45% 1,500 / 1,500 107%
345 Telephone 749 704 428 170 700 24% 700 x( (3 ) 700 100%
346 Garbage 142 142 142 94 145 65% 145 �� 145 100%
365 Tree Pruning /Grounds 854 1,225 1,368 956 1,000 96% 1,200 1,200 120%
366 Building Maintenance 593 113 428 1,800 0% 1,800 '01 go) 1,800 100%
398 Janitorial Service 1,857 1,899 2,099 1,384 2,080 67% 2,080 100 a ?j 2,080 100% _
399 Other Contracted Services 270 276 294 147 270 54% 300 300 111%
Account: 7,317 7,657 8,413 5,462 11,095 49% 11,725 0 11,725 105%
/ ' 5 / ; naP7a-
Fund: 115,365 117,027 119,074 79,693 126,585 63% 132,872 0 132,872 104%
( /r9, 3'J4.1 r (
0. 0,I- 1 t` r =. CI. -p
:3/02/05 CITY OF LAUREL Page: 18 of 22
0:07:35 Expenditure Budget by Org Report -- MultiYear Actuals Report ID: B240A1
For the Year: 2005 - 2006
360 LIBRARY
Actuals Current % Prelim. Budget Final % Old
-. __unt Object 01 -00 02 -03 03 -04 04 -05 Budget E. Budge .:.a: Budget Budget
1000 GENERAL
=60100 Library Services
110 Salaries and Wages 63,358 66,288 69,395 46,319 70,990 65% 73,095 i lic_Ao,.s�p 73,095 102%
Salaries are to be set by the Library Board of Trustees per MCA 22 -1 -310. ✓J
Library Director is full time, Assistant Director works 1872 hours, one Library
Clerks works 870 hours, one works 520 hours, and Substitute Library Clerk works
350 hours.
141 Unemployment Insurance 158 166 173 116 178 65% 183 i 7 h k6:.,n.LUI 183 102%
142 Workers' Compensation 499 624 596 403 618 65% 637 � 637 103%
143 Health Insurance 17,795 13,806 8,251 5,408 8,251 66% 8,400 �jyg1f� 8,400 101%
Two positions are eligible for this benefit. Funds to provide benefits for both
positions need to be available somewhere due to possible change in dependent's
status or personnel changes.
144 Life Insurance 191 151 144 96 144 67% 144 144 100%
195 FICA 4,733 4,907 5,068 3,334 5,431 615 5,592 5,592 102%
210 Office Supplies & 1,291 2,481 3,058 2,604 3,300 79% 3,300 ••• 3,T O 3,300 100%
233 Machinery & Equipment 100 0% 100 no 0 /40 -.,,kp 100 100%
322 Books /Catalogs, etc. 15,028 16,632 18,351 13,349 20,000 67% 22,000 .-.4 n0C 22,000 110%
The demand for, and cost of, Library materials continues to increase
330 Publicity, Subscriptions 400 578 700 83% 700 i1 700 100%
332 Internet Access Fees 1,165 1,500 1,080 650 975 67% 1,093 ty e 1,093 112%
Cost is $81.01 per month
333 Subscriptions - Newspapers 784 1,030 1,250 800 0% 800 -3N? 800 100%
335 Memberships & Dues 260 255 260 115 350 33% 3504p24"1/ 350 100%
337 Advertising 148 81 200 41% 200 -„$b 200 100%
355 Data Processing Services 215 0 0% ne chs --1 0 0%
370 Travel 140 200 70% 300 - /00 300 150%
397 Contracted Services 1,253 395 853 735 1,253 59% 1,253 (14 ;{dot,,,, .p 1,253 100%
533 Machinery & Egipment 550 0 0% r ` � 0 08
732 Purchases from 583 1,135 1,819 303 2,000 15% 3,000 D 3,000 150%
This is cash on hand from donations for memorials and gifts. Generally used to f C��%'e / .L ,
purchase library materials or as Boners wish. 4 6 dzet Adm��. '" -SS 5
Account: 108,048 109,370 110,661 74,231 115,490 64% 121,147 0 121,147 104€
150120 Facilities
341 Electric Utility Services 1,653 1,893 2,006 1,343 2,600 52% 2,800 - 100 2,800 107%
All utility costs increased due to increase in energy costs and water /sewer rate
increases.
342 Water /Sewer Utility 677 718 835 732 1,100 67% 1,200 /7p •% ,s / 1,200 109%
344 Gas Utility Service 522 687 813 636 1,400 45% 1,500 C - 1,500 107%
345 Telephone 749 704 428 170 700 245 700 -- 700 100%
346 Garbage 142 142 142 94 145 65% 145 �,,!A 145 100%
365 Tree Pruning /Grounds 854 1,225 1,368 956 1,000 96% 1,200 1y 1,200 120%
366 Building Maintenance 593 113 428 1,800 0% 1,800. - / 00 1,800 100%
398 Janitorial Service 1,857 1,899 2,099 1,384 2,080 67% 2,080 -,Q e0 2,080 100%
399 Other Contracted Services 270 276 294 147 270 54% 300 v r //lrn G/ 2 300 111%
Account: 7,317 7,657 8,413 5,462 11,095 49% 11,725 CC 11,725 105%
Fund: 115,365 117,027 119,074 79,69? 126,585 63% 132,:'_ 0 .32,872 1 04E
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4 n
til N Proposal No. 3745
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t4er °OerrL .4'113
t9 OOP
PROPOSAL SUBMITTED TO PHONE DATE
CITY OF LAUREL FEBRUARY 25, 2005
STREET JOB NAME
LAUREL LIBRARY
CITY, S FATE AND ZIP CODE JOB LOCATION
LAUREL, MT
ATTENTION: DATE OF PLANS FAX: JOB PHONE
INSTALL (5) CANOPY 100W METAL HALIDE LIGHTS
$1,250.00
'` %e Propose hereby to furnish material and labor — complete in accordance with above specifications, for the sum of:
ONE THOUSAND TWO HUNDRED FIFTY & 00 /100 $1,250.00
Payment to be made as follows:
All material is guaranteed to be as specified. All work to be completed in a workmanlike
Manner according to standard practices. Any alteration or deviation from above specifica- Authorized
tions involving extra costs will be executed only upon written orders, and will become an Signature �2
extra charge over and above the estimate. All agreements contingent upon strikes,
accidents or delays beyond our control. Owner to carry fire, tornado and other necessary Note: This proposal may be
insurance. Our workers are fully covered by Workmen's Compensation Insurance. withdrawn by us if not accepted within days.
Feeeptance of Proposal - The above prices, specifications
'. d conditions are satisfactory and are hereby accepted. You are authorized
do the work as specified. Payment will be made as outlined above.
Signature I -
"ate of 3 /3 /on 0 %
Acceptance: Signature
w � N�c�� vok
i41 Agy
�, ol Proposal No. 3745
vp
8g AL 2,4
PROPOSAL SUBMITTED TO PHONE DATE
CITY OF LAUREL FEBRUARY 25, 2005
STREET JOB NAME
LAUREL LIBRARY
CITY, STATE AND ZIP CODE JOB LOCATION
LAUREL, MT
ATTENTION: DATE OF PLANS FAX; JOB PHONE
INSTALL (5) CANOPY 100W METAL HALIDE LIGHTS
$1,250.00
We Propose hereby to furnish material and labor — complete in accordance with above specifications, for the sum of:
ONE THOUSAND TWO HUNDRED FIFTY & 00 /100 $1,250.00
Payment to be made as follows:
All material is guaranteed to be as specified. All work to be completed in a workmanlike
Manner according to standard practices. Any alteration or deviation from above specifica- Authorized
tions involving extra costs will be executed only upon written orders, and will become an Signature �L
extra charge over and above the estimate. All agreements contingent upon strikes,
accidents or delays beyond our control. Owner to carry fire, tornado and other necessary Note: This proposal may be
insurance. Our workers are fully covered by Workmen's Compensation Insurance. withdrawn by us if not accepted within days.
n Acceptance of Proposal - The above prices, specifications
and conditions are satisfactory and are hereby accepted. You are authorized
To do the work as specified. Payment will be made as outlined above.
�� Signature /�'✓�
Date of 3 /1 /1 O 0 r Signature
Acceptance: J!
BUDGET PRESENTATION 2005 -2006
Introduce the Library Board members
The Board and I thank you for the opportunity to present this budget to the full council.
Thank you to Mayor Olson, the Administrative Assistant, Nathan Tubergen, and the City
Clerk, Mary Embleton for all of their help in preparing this year budget requests.
General Fund -this year we again have a bare bones budget with no wiggle room and no
room for growth. The good news is that we are able to maintain our hours and staff at
current levels. A Montana State Library Standards requirement is that libraries with a
legal service area the size of ours is open a desirable number of hours of 40 -50 hours.
We are able to be open 45 hours with a staff of one full time Library Director, one
Assistant Library Director who works 36 hours, one library clerk who works 171/2 hours,
one library clerk who works ten hours, and one substitute library clerk who works the
hours of the position she substitutes for vacations and sick leave. Two positions are
eligible for health insurance, but only one person participates in the health insurance.
$3000 of this budget is money earmarked from donations for specific purposes. The
2005 -2006 budget request is $213 less than this year's appropriation when you take out
the amount that was earmarked in the 2004 -2005 budget and the earmarked amount from
the 2005 -2006 budget. The biggest impact this budget has on services to the public is the
amount of materials we will be able to provide since we reduced the book budget by
14 %. There will also be less money to use for marketing our services and training
personnel and library board members.
Future increases in revenue will be needed if the health insurance needs of the two
eligible positions were to change or grant money does not continue. Future revenue
increases will be needed for utility rate increase, building maintenance, and collection
maintenance.
Grants Funds -are not to replace local revenues
Revenue is from Coal Severance Tax, Library Services and Construction Act, and the
Montana State General Fund. All grants have specific guidelines for their use and are
administered through the South Central Federation and the Montana State Library.
We will use the funds for our Montana Share Catalog, our circulation system, online
databases, and for Interlibrary Loan. We are able make these dollars do more for us by
taking advantage of cooperative purchases and consortium type services.
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Libraries are America's great information equalizers —the only place people of all ages
and backgrounds can find and freely use a diversity of resources, along with the expert •
guidance of librarians. Shortening library hours or reducing programs and services hurts
those who have the least access to such resources outside the library.
Library use continues to climb. Americans spend about $25/ year on libraries compare to
cost of hard back book. Borrow an average of 6 books per year. What percentage of tax
dollars to serve? Give examples as a valuable resource.
Today's libraries are dynamic, modern community center centers for learning,
information and entertainment. Libraries are America's great information equalizers —the
only place people of all ages and backgrounds can find and freely use such a diversity of
resources, along with the expert guidance of librarians.
Library Patrons
Americans go to school, public and academic libraries more than twice as often as they
go to movies. Studies show that two - thirds of households with children under the age of
18 reported using their public library in the past month. Over 90% of those surveyed
believe libraries are places of opportunity for education, self -help and access to
technology.