Home > Community, libraries > February 2016 Library Board Minutes

February 2016 Library Board Minutes

Allegany County Library Board of Trustees

Minutes

Regular Meeting

February 10, 2016

Washington Street Library – 4:00 p.m.

PRESENT:  

Bill Devlin, Tom Finan, Deb Hendrickson, John Persons, Steve Sniderman, and John Taube. 

The meeting was called to order by Bill Devlin.

A motion to accept the minutes of the regular meeting of the December 9, 2015 meeting was made by Tom Finan seconded by  Deb Hendrickson and was approved.   (note: John Persons was not yet present for this vote)

  • Review of Usage Statistics
  • Review of Income & Expense Report for the month of December 2015 and January 2016.
  • Review of Profit & Loss, Budget vs Actual Report for the Fiscal Year (YTD, July 1, 2015- January 31, 2016)
  • Review of Special Accounts

A motion to accept both the statistical report and the financial reports of December 2015 and January 2016 was made by Steve Sniderman seconded by Tom Finan and was accepted.    (note: John Persons was not yet present for this vote)

NEW BUSINESS

Discussion on FY 2017 Operating Budget Proposal

In our proposed FY 2017 budget we are seeking funds to restore the LaVale branch to 54 hours per week of operation.  To accomplish that we will need an additional 1.5 FTE staff for that location.     The new costs of the additional 1.5FTE staff is $37,000 per year.

To fully fund the 3% wage increase that took effect in January 2016, we must also budget for the increase in all 12 months of fiscal 2017.   We calculate that an additional $32,500 will need to be budgeted.

With no other adjustments,  FY 2017 Wages and Salaries expenses have increased by just under $71,000.    This increase is offset by the suspension of rebuilding the special accounts in FY 2017 due to South Cumberland renovation.

The State’s preliminary allocation is up by $10,365 over the current year.   John Taube proposed  that we request an additional $50,000 from Allegany County for FY 2017.

After discussion of the library’s cooperation with limiting County request for additional funds in previous budget cycles that resulted in reductions in library  hours and services for the past decade.  The Board agrees with the need for this increase as the great work that is done by library staff can only be done when the library is open.  If the County is unable to fully fund our request, ACLS will be unable to restore the hours at the LaVale branch.  John Taube stated that he will draft the budget presentation to highlight the work that we do and that ACLS is requires the additional funding because of the impact our work does to enrich the community.

Steve Sniderman moved to approve the proposed FY2017 operating budget for submission to the county; the motion was seconded by John Persons and was approved by the Board.

UNFINISHED BUSINESS

South Cumberland Library Renovation –Update

We received notification that the community legacy grant application for South Cumberland Furniture and Equipment was not funded.

John Taube’s and library staff efforts to find a suitable temporary location during the renovation have proved unsuccessful.     Since moving to a temporary location or shutting down during renovation has significant budget implications for FY 2017, John requested the Board’s consent that, we will proceed with a plan to position the bookmobile in the parking lot to deliver services and host children’s programs at alternate locations such as HRDC and the Salvation Army.      The Board was in agreement with this plan.

John Taube reported the encouraging news that funds for the  South Cumberland Library renovation was included in the FY 2017 Governor’s Capital Budget.

Discussion of creating an additional investment policy for non-operating gift funds.

John Taube spoke to Sandi Rowland of the Community Trust Foundation on January 13, 2016 about some of our questions.   Sandi reported that the CTF does not have the personnel or capacity to raise additional funds for established accounts.   To increase the principal of a fund with additional gifts is primarily the role of the Board or person who started the fund.   CTF does highlight accounts on their website and Facebook pages to attract awareness, but these efforts do not produce significant additions.  

The Board agreed that we would continue to seek estate gifts and bequests and that we would revisit using the CTF when those gifts were forthcoming.

Friends of the Library groups – update

Friends of the South Cumberland Library-  we held a successful recruitment meeting on 2/2/2016 to introduce the idea of a friends group to the community.  It was well received and generated many good ideas.  Mary Jane O’Rourke did a superb job of facilitating the discussion and is working with attendees to create a steering committee, mission statement and operating procedures.  

The Friends of the Washington Street Library will hold their introductory meeting on February 18, 2016 to recruit members and set a course of action.  The Friends will be chaired by Mary Beth Young and will have as one of its main goals to restore the columns.  The Friends have already raised $10,000 toward the restoration.  Unfortunately, the capital grant program that we are using to renovate the South Cumberland branch cannot be used to restore the columns.  Consequently, the Friends will need to brainstorm for new ideas.  John will also be meeting with the County to discuss the columns and what options they see.  

The Friends of the LaVale Library are sponsoring a series of 12 science, technology,  and engineering programs at the LaVale Library starting March 1, 2016.

PUBLIC COMMENT

ANNOUNCEMENTS and UPDATES

The Guys Read Program is proceeding very well and the readers and boys all report having a good time.

There was an error at the Maryland State Department of Education that caused them to rescind their $13,000 grant for staff development.    Unfortunately, we had already encumbered most of it, but will use regional library resources to cover the expenditures.

Jeff Getty has served as our informal legal counsel and now that he has been named Circuit Court Judge, we will have to find other legal counsel.  

The Maryland Library Legislative Reception was well attended and John was able to speak to all our elected representatives about our needs and hope for this session.

John Taube reported that we are in our final contract year with our auditor and that we would request proposals for that service in Late 2016.

Next Board Meeting is March 9, 2016 at 4PM at the Washington Street Library

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