HomeMy WebLinkAboutLibrary Board Minutes 10.12.2004 MINUTES OF THE LAUREL PUBLIC LIBRARY
Board of Trustees October 12, 2004
Attending
Peggy Freund (presiding), Clara Killebrew, Bonnie Latham, Katherine Kucera,
and Peggy Arnold attended the meeting.
Minutes
The minutes of the September 14, 2004 meeting were read and approved.
Correspondence
We received information concerning the Library Advocacy Workshop sponsored
by the Montana State Library and a draft of changes to the Public Library
Standards.
Circulation
Traffic for September 2004 was 1,919 up 3% from September 2003. Circulation
for September 2004 was 3,331 up 9% from September 2003. The yearly traffic
and circulation was up 10% for fiscal year 03 -04 over fiscal year 02 -03.
Old Business
The suggestions that were given to the council by the Administrative Assistant
were reviewed and discussed. There is some question as to how to get on the
Budget and Finance committee agenda. Katherine and Bonnie signed up for the
Advocacy workshop that will be held November 6 in Billings. Gail will be asked if
she would like to attend. New sessions of guitar lessons will begin starting in
November. Peggy Arnold will be in Helena October 19 -22 to take training for the
shared catalog.
New Business
The draft of library standards was reviewed and discussed. We discussed
changing the time for our meetings.
Time to Address the Board
No one addressed the board.
Next Meeting
November 9, 2004 at 6:30 p.m.
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Revenue and Capital Items
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From: Peggy Arnold <parnold @mtlib.org> 1 Add 1
To: ntuberg @3rivers.net
CC:
Received: 07/15/04 01:56 pm
Subject: Revenue and Capital Items
Attachments:
Laurel Public Library list of possible revenue sources per the Laurel Public Library Board of Trustees
July 13, 2004
1. Ask voters to pass a special mill levy MCA 22 -1- 304(2) to free up some appropriated funds from the
general fund to continue library service at it present level. Keep in mind that library employees and
Library Board Members can not campaign for these elections.
2. Annex more areas into the City to broaden our tax base.
3. Might consider a local area Library District if able to maintain local control.
n 4. Set up a coffee kiosk and have proceeds go to the general fund.
Capital Items List
1. Repair parking lot and sidewalks before someone gets hurt.
2. Replace carpet, furniture, and shelving.
Peggy Arnold
Laurel Public Library
720 W 3rd St.
PO Box 68
Laurel,MT 59044
406 - 628 -4961
I T Top 1
http: // 207.12.146. 201: 1677/ w? Nh. ELDBO. Bg.CFQ.000W2vg.ECHEw.CzQJKQQE.J 9/16/2004
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TO: The Honorable Mayor and City Council Members
FROM: Nathan R. Tubergen, Administrative Assistant
DATE: September 15, 2004
SUBJECT: General Fund Options
Working with the departments heads, I have come up with the following list of revenues and/or
transfers from the General Fund to address the shortfall and provide capital funds.
1. Overall mill levy increase for the General Fund.
This would cover all operations in the General Fund. City would need to have a five -year
plan explaining how the additional revenue would be used. This would require an
election.
2. Public safety mill levy.
This would be for the police and fire departments. City will need to set up a special
n revenue fund to account for the additional mills. City will need to have a plan to show
how the money will be used for the additional mills and what it will do for the residents
of Laurel. This should cover at least a five -year plan for wages, operation and
maintenance, and capital. City council will need to address how much of the current
funding in the General Fund will be transferred for public safety. This would be the net
of the revenues that are brought in by the police and fire departments.
3. Consider moving the ambulance services out of the General Fund into an enterprise
fund. All the revenues, i.e. charges for service, will be used to pay for the wages,
operation and maintenance, and capital.
They will need a rate increase to meet these needs. Note: this is not a basic service that
is provided by most cities; therefore, I think you should consider this as an enterprise
fund. This would not have a major impact on the General Fund shortfall.
4. Create a park maintenance district.
If the city created a park maintenance district, it could save approximately $204,000 a
year in the General Fund operations. This would become a special assessments fund.
This would also be an additional tax on the tax bill; therefore, it is a tax increase
indirectly. This could give the city the ability to purchase new playground equipment
and other capital needs for the parks. This is one way to have a major impact on
n balancing the General Fund. This will require a vote by the residents of the City of
Laurel.
5. Move the maintenance shop operations into an internal service fund.
The revenues would be based on a per hour rate, as is done in the private sector. This
would increase expenses to some general fund departments because they were not
charged directly for the service, but it would be an offset for the total general fund.
6. Review all rates and charges in the General Fund.
This would not bring in the amount of money needed to come close to balancing the
budget, but it would bring them closer to what the rates and charges should be.
7. Move the library into special revenue.
The library is run by the Library Board, and the city has only budget authority. We
would transfer the net amount the city is funding for the 2004/05 budget. The Library
Board and staff would become responsible for resenting a balanced budget.
8. Franchise fees implementation.
The city attorney would need to research what ability the city has to implement franchise
fees.
9. Annexation of new subdivisions based on the state law and by working with the
planning director.
This may generate other areas that want annexation into the city for the benefits and
services they could receive. This does have hidden costs for the utilities, but in the long
run it may make sense as the city continues to grow.
10. Promote new business in the city to bring in new jobs and new buildings.
This would be a long range goal.
In reviewing the time frame for a mill levy election, you have the following options:
• The first option is in May with the 2005 school election.
• The second option is the general election for the City of Laurel in September 2005.
• The third would be a special election.
The thing you need to keep in mind is that, if the mill levy is approved, in order to get it on the
tax bills for 2005 and in the 2005/06 budget, it would be advisable to have an election by the end
of June.
The following areas should be reviewed in the expenditure side of the budget.
1. Review General Fund operations and maintenance expense. I have done a review and do
not see much in savings to help the total impact of the shortfall.
2. Consider holding the line on future wage increases.
3. Consider reducing benefits through the union contract.
4. Cuts in service though laying off personnel. This should be the last area that you do, but
if all the above does not provided a balanced budget, then you have no choice.
5. Review the communication center and see if the county can provide the same level of
service at a lower cost.
I realize that none of the above options are very popular ways to balance the budget, but the city
council is going to have to make a decision on how and where to balance the budget.
I would request that the City Council give the mayor and me direction as to which of the
revenues you would like us to consider in the future. This would allow me to prepare a five -year
plan to show what mill levy increase would be needed, along with other ways based on this
information that we can take to city council for consideration.
I would like to thank you for taking the time and your input with this very difficult problem that
has to be addressed.
)
)
GENERAL FUND CASH FLOW AUGUST 18,2004
Line Description Year Year Year Year Year Year Year Year Year Year
Number 1 2 3 4 6 6 7 8 9 10
FISCAL YEAR JULY 1 1999JULY 1 2000JULY 1 2001 July 1 2002 JULY 1 2003JULY 1 2004JULY 1 2005JULY 1 2006 JULY 1 2007 JULY 1 2008
ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ESTIMATED ESTIMATED ESTIMATED ESTIMATED
Sources of Funds
1 Beginning Balance 0 0 0 0 886,617 541,638 354,994 146,712 (88,824)
2 REVENUES 2234085 2,223,631 2,234,157 2,414,241 2,581,703 2,569,091 2,620,038 2,672,400 2,720,915 2,774,400
3 LOANS 153167 72,400 XXXXXX
4 INSURANCE LOSS 114748 5646
per cent increase 2 PERCENT 2PERCENT 2PERCENT 2PERCENT
5 Annual Revenue 2,502,000 2,223,631 2,234,157 2,492,287 2,581,703 2,569,091 2,620,038 2,672,400 2,720,915 2,774,400
0
6 Total Funds Available 2,502,000 2,223,631 2,234,157 2,492,287 2,581,703 3,455,708 3,161,676 3,027,394 2,867,627 2,685,576
1
EXPENDITURES
10 EXPENDITURES 2,138,014 2,283,281 2184835 2,372,064 2,415,806 2,734,401 2,734,401 2,806,682 2,880,682 2,956,451
11 CAPITAL OUTLAY 304,243 124,752 78,875 179,669
12 PER CENT INCREASE
13 WAGES AND SALARIES 3 per cent 3 per cent 3 per cent 3 percent
14 OPERATION AND MAINTENANCE 57281 59000 60769 62592
15 FULL TIME FIRE DEPARTMENT AFTE R 2010 15000 15000 15000 15000
16 Annual Revenue Requirements .k 2; , p 21a d' 80s-aa b aan.aa4:, .:, o 2
20 Ending Balance 59,743 (184,402) 49,322 41,348 165,897 1 541,638 1 354,994 1 146,712 1 (88,824)1 (348,467)1
REVENUE OVER EXPENDITURES 59,743 - 184,402 49,322 41,348 165,897 - 344,979 - 186,644 - 208,282 - 235,536 - 259,643
XXXXXX
YEAR 7
LAST YEAR POLICE GRANT SCHOOL TO PAY
IF THE SCHOOL DON'T THEN 43,000 OUT OF
REVENUE
THE CITY WILL NEED A 40 MILL INCREASE TO MEET THE SH( ORT FALL 240,000 DOLLARS
) ) )
PUBLIC SAFETY AUGUST 18
Line Description Year Year Year Year Year Year Year Year Year Year
Number 1 2 3 4 5 6 7 8 9 10
FISCAL YEAR JULY 1 1JULY 1 2000JULY 1 2001 July 1 2002 JULY 1 2003 JULY 1 2004 JULY 1 2005 JULY 1 2006 JULY 1 2007 JULY 1 2008
ACTUJ ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ESTIMATED ESTIMATED ESTIMATED ESTIMATED
Sources of Funds
1 Beginning Balance 0 0 0 0
2 REVENUES
3 FIRE DEPARTMENT 153,928 166,064 168,878 178,887 180,736 182543 184368 186211 188073 added 1 per cent per year
4 POLICE DEPARTMENT 5854 5,448 5042 5,651 5300 5300 5400 5500 5500
5 POLICE GRANT 22778 32,450 43599 43599 0
6 COMMUNICATION CENTER 150414 153422 157510 180660 163873 added 2 per cent per year
7 TRANSFER GENERAL FUND 901,527 901527 901527 901527 901527
8 Annual Revenue 0 159,782 171,512 196,698 216,988 1,281,576 1,286,391 1,248,806 1,253,898 1,258,973
9 Total Funds Available 159,782 171,512 196,698 216,988 1,281,676 1,286,391 1,248,806 1,263,898 1,268,973
EXPENDITURES
10 POLICE DEPARTMENT 757,627 795089 909,142 955,069 1,068,856 1,068,856 1,227,406 1,262,274 1,298,008
11 CAPITAL OUTLAY 42,079 19622 4,456 8,000
12 OPERATION AND MAINTENANCE 25,000 5,000 5,000 5,000 this includes a charge from maintenance shop.
13 WAGES AND SALARIES 25,862 26,638 27,442 27,683 wages and benefits at 3percent per year
14 ADMINISTRATIVE CHARGES 107,688 3,230 3,292 3,353 adm to general fund
15 TOTAL POLICE I.evaa -, aAuzi aui59 to t wur a 1: alt,i4 in,
15 FIRE DEPARTMENT 110,217 75,143 110,245 93,581 158,570 158,570 177,427 180,902 184,391
16 CAPITAL OUTLAY 106,365 60,256 27,923 46,150
18 OPERATION AND MAINTENANCE 3000 3000 3000 3000 operation and maintenance est increase per year
19 ADMINISTRATIVE CHARGES 15857 475 489 498 adm charge to general fund
20 TOTAL FIRE DEPARTMENT i,:,> .;ai;,, leli 3 al45_, 6-,,,r r 138, " , , ^ , , . , 410Z G n ",nu d a alfl7uLIB&
21 f/t fire dept after 2010
22 Annual Revenue Requirements . 88 „ a _1061 L- za, 1gg111s i,1,ae_8 a ,
23 Ending Balance (866,506) (778,598) (855,068) (831,662) 118,442
- � ( )1 (184,371) (228s01)1 (262,960)1
24 REVENUE OVER EXPENDITURES - 856,506 - 778,598 - 856,068 - 831,662 0 - 118,442 - 194,371 - 228,601 - 262,960
YEAR 7
LAST YEAR
POLICE
GRANT
) ) )
AMBULANCE SERVICES AUGUST 23,2004
Line Description Year Year Year Year Year Year Year Year Year Year
Number 1 2 3 4 6 6 7 8 9 10
FISCAL YEAR JULY 1 1JULY 1 2000JULY 1 2001 July 1 2002 JULY 1 2003 JULY 1 2004 JULY 1 2005 JULY 1 2006 JULY 1 2007 JULY 1 2008
ACTUJ ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ESTIMATED ESTIMATED ESTIMATED ESTIMATED
Sources of Funds
1 Beginning Balance 0 0 0 0 - 13,230 42,310 76,746 116,667
2 REVENUES
AMBULANCE SERVICES 108113 131,924 141053 150,048 147000 151000 151000 151000 151000
3 Annual Revenue 108,113 131,924 141,053 150,048 147,000 151,000 151,000 151,000 161,000
4 Total Funds Available 108,113 131,924 141,053 150,048 147,000 137,770 108,690 74,254 34,333
EXPENDITURES
5 AMBULANCE SERVICES 105,196 105853 115,741 131,465 160,230 160,230 180,080 185,436 190,921
6 CAPITAL OUTLAY 27,778 26634 26,218
7 OPERATION AND MAINTENANCE 1,000 1,000 1,000 operation and maintenancce increase
8 WAGES AND SALARIES 3,620 3,729 3,840 3,956 wages and benefits at 3percent per year
9 ADMINISTRATIVE CHARGES 16,230 627 645 684 adm to general fund
10 TOTAL AMBULANCE SERVICES - }Z,Bzg„ „ A m ., „ ;141.888x, 44 46�s x 16.0.480A1!5,,d*,6 : „ 190,8 8U@
16 Annual Revenue Requirements . :1$2,8I4..:i; , .48E -, ti ..14/8,y8,;.z ;1 xi9gp?31t t4.1;; p 09,_p,,, ,�a. L A .921 .1911.aB, a
20 Ending Balance (24,861) (563) (906) 18,583 13,230
( )1 (42,310)1 (76,746)1 (116,667)1 (162,226)1
REVENUE OVER EXPENDITURES - 24,861 -563 -906 18,683 - 13,230 - 29,080 - 34,436 - 39,921 - 45,661
) ) )
PARKS AND RECREATION DEPT AUGUST 23,2004
Line Description Year Year Year Year Year Year Year Year Year Year
Number 1 2 3 4 5 6 7 8 9 10
FISCAL YEAR JULY 1 1JULY 1 2000JULY 1 2001 July 1 2002 JULY 1 2003 JULY 1 2004 JULY 1 2006 JULY 1 2006 JULY 1 2007 JULY 1 2008
ACM/ ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ESTIMATED ESTIMATED ESTIMATED ESTIMATED
Sources of Funds
-
-
1 Beginning Balance 0 0 0 0
2 REVENUES
SWIMMING POOL 5529 7,383 6612 8,331 7000 7100 7150 7150 7200
PICNIC SHELTER 280 200 280 240 300 325 325 325 320
CAMPING FEES 10,030 11051 10,798 12,968 11,000 12000 12000 12000 12000
RECREATION FEES 275 1750 1,672 2,500 500 1500 1500 1500 1500
3 Annual Revenue 16,114 20,384 19,362 24,039 18,800 20,925 19,475 19,475 19,520
4 Total Funds Available 16,114 20,384 19,362 24,039 18,800 20,925 20,975 20,976 19,520
EXPENDITURES
5 PARKS 104,877 76527 119,204 121,805 148,675 148,675 167,395 171,809 160,492
6 CAPITAL OUTLAY 9,998
7 WAGES AND SALARIES 2,853 2,938 3,026 3,117 3 PER CENT
OPERATION AND MAINTENANCE 1,000 1,000 1,000 1,000 OPERATION AND MAINTENANCE
ADMINISTRATIVE CHARGES 14,867 446 450 454 AND TO GENERAL FUND
TOTAL PARKS 114,875 78,527 11!q(4, 121,805 141470 10 171,779 178,285 106,083
,,, ,. ,_ -;: .. - .,,_.i,,.,, ...:. ' u aai ru d�a iiil,a " .t r oaa ,a , xsws- ,y�.Lat, 11;? asi wsr.
RECREATION DEPT 105,937 58785 43,432 48,256 55,451 55,451 56,692 57,940 59,196
8 WAGES AND SALARIES 241 248 256 263 WAGES AND SALARIES 3 PER CENT
OPERATION AND MAINTENANCE 1,000 1,000 1,000 1,000 OPERATION AND MAINTENANCE
9 ADMINISTRATIVE CHARGES 5,545 166 171 173 ADM TO GENERAL FLUND
TOTAL RECREATION DEPT 105,937 58,785 43 411,256 , 551451 , , 02 237 ;;58,106. 59,367 60,632
10 PARKS AND RECEATION k.. ,8.1si<. 35.311 �6Z ikal t�1' L86 , i. -...,gae.ne
16 Annual Revenue Requirements , .., .:235,3,1Zr;� ,142431.0,, 1;70 6 o d 9 , 2 9 6 k ._? 36-si . =4 &$ REE;
20 Ending Balance (204,698) (114,928) (143,274) (146,022)1 (185,326)1 (208,707)1 (208,910)1 (214,677)1 (206,175)1
REVENUE OVER EXPENDITURES - 204,688 - 114,928 - 143,274 - 146,022 - 185,326 - 208,707 - 210,410 - 216,177 - 206,176
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LIBRARY FUND AUGUST 27,2004
Line Description Year Year Year Year Year Year Year Year Year Year
Number 1 2 3 4 6 6 7 8 9 10
FISCAL YEAR JULY 1 1JULY 1 2000JULY 1 2001 July 1 2002 JULY 1 2003 JULY 1 2004 JULY 1 2005 JULY 1 2006 JULY 1 2007 JULY 1 2008
ACTUJ ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ESTIMATED ESTIMATED ESTIMATED ESTIMATED
Sources of Funds
1 Beginning Balance 0 0 0 0
2 REVENUES 2,056 2,002 2,223 3,267 2,650 - 3,200 3,250 3,300 3,350
TRANSFER FROM GENERAL FUND 123935
3 Annual Revenue 2,056 2,002 2,223 3,267 126,685 3,200 3,250 3,300 3,360
4 Total Funds Available 2,056 2,002 2,223 3,267 126,686 i- 3,200 3,250 3,300 3,350
EXPENDITURES
5 LIBRARY EXPENSES 124,015 115365 117,027 119,074 126,585 126 _________ 142811 148,079 152,330 _�
6 CAPITAL OUTLAY
7 OPERATION AND MAINTENANCE 1,000 1,000 1,000 1,000 operation and maintenancce increase
8 WAGES AND SALARIES 2,568 2,645 2,725 2,806 wages and benefits at 3percent per year
9 ADMINISTRATIVE CHARGES 12,658 364 372 381 adm to general fund
10 TOTAL AM1311170.6pE SERVICES .421,011, .
16 Annual Revenue Requirements a ,,,,,,,124015..tiliE,,,A11,02114,6412115/1L2,41,A42.11141,4rAdL8211,1fiLlikattASILfilLgradiliWala
'°`
20 Ending Balance (121,959) (113,363) (114,804) (116,807)1 - 1 (139,611)1 (143,570)1 (148,876)1 (153,167)1
REVENUE OVER EXPENDITURES - 121,959 - 113,363 - 114,804 - 115,807 0 - 139,611 - 143,570 - 148,876 - 163,187
1, -
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Summary of Changes in the Standards
This is a short summary of some of the major changes that will take place with the new public
library standards.
Overview
The public library standards will have 3 tiers: essential, enhanced, and excellent. The essential
standards will be tied to state aid .\ Libraries will be recognized for achieving most of the enhanced
and/or excellent standards. t
Because the essential standards are the only ones tied to state aid, this document will focus on these
standards.
NOTE: We are going from 8 required standards to 47 required standards. These are only
SOME of the standards, so please take the time to look at the draft listed below.
Highlights from each section:
There are five sections. This document only highlights major changes to the standards in each
section. We encourage you to read the full standards at:
http: / /msl. state .mt.us /slr /standardswired.doc
Under Governance
n 1. Library goveming authority adopts emergency response plans that ensure the safety of the public and
staff as the primary priority.
2. Local tax revenues provide at least 50% of the support for the library. Grants, donations, and other
revenue sources supplement but do not supplant local tax support.
Under Human Resources
1. The library board provides continuing education for the director and staff members by allocating
funds to support continuing education costs, including travel expense and salary.
Under Access
1. The library provides access to resources and services for patrons with disabilities.
Under Materials
1. The library provides access to federal, state, and local government documents that are appropriate to
its community.
2. The library offers interlibrary loan and follows the Montana State Interlibrary loan protocols.
3. The library's collection is continually evaluated based on the library's collection management policy.
The entire collection is evaluated within each three -year period.
Under Facilities and Public Relations
1. The board and the director evaluate the library building(s) every three years to determine adequate
space needs.
2. The board and the director address any identified facility shortcomings in a building plan.
3. The library's facilities conform to local requirements for accessibility.
4. The library uses comparative statistics, annual surveys or other methods to evaluate the
services offered.
List of Committee Members for the Revision of the Public Library
Standards
Bette Amnion Debbie Kramer
Missoula Public Library Judith Basin County Free Library
301 E. Main P.O. Box 486
Missoula, MT 59802 -4799 Stanford, MT 59479 -0486
406 -721 -2665 406 -566 -2277 x123
bammon @missoula.lib.mt.us spclk @3rivers.net
Cathy Briden Jean Nielsen
Valier Public Library Three Forks Community Library
P.O. Box 247 P.O. Box 175
Valier-MT 59486 -024 -7 -- Tliree- Forks; M')= 59752-G175
406- 279 -3366 406- 285 -3747
valpubl @3rivers.net tflibrary@mtlib.org
Nancy Brennan Tracy Cook
Bicentennial Library of Colstrip Montana State Library
P.O. Box 1947 301 r Ave. North
Colstrip, MT 59323 -1947 Great Falls, MT 59401
406 - 748 -3040 1- 888 -502 -0012
bicenlibna,tgrsolution.net tcook@mtlib.org
Andrea Hayes Darlene Staffeldt, ex- officio
Roosevelt County Library Montana State Library
220 2 Ave. South P.O. Box 201800
Wolf Point, MT 59201 -1599 Helena, MT 59620 -1800
406 - 653 -2411 1- 800 - 338 -5087
read @,nemontel.net dstaffeldt@state.mt.us
Tom Heyes, Trustee Karen Strege, ex- officio
West Yellowstone Public Library Montana State Library
lakehost2004 @yahoo.com P.O. Box 201800
Helena, MT 59620 -1800
1- 800 - 338 -5087
kstrege @state.mt.us