Library Board Minutes – May 2016
Allegany County Library Board of Trustees
May 11, 2016
South Cumberland Library – 4:00 p.m.
PRESENT: Bill Devlin, Deb Hendrickson, Terry Michels, 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 April 13, 2016 meeting was made by Steve Sniderman seconded by Deb Hendrickson and was approved.
- Review of Usage Statistics
- Review of Income & Expense Report for the month of April 2016.
- Review of Profit & Loss, Budget vs Actual Report for the Fiscal Year (YTD, July 1, 2015- April 30, 2016)
- Review of Special Accounts
A motion to accept both the statistical report and the financial reports of April 2016 was made by John Persons seconded by Terry Michels and was accepted.
Washington Street Library is hosting Allegany County Chamber of Commerce After Hours reception
We are the host of the May 18, 2016 chamber after-hours reception from 5:30 to 7:30. The Washington Street LIbrary will be decorated in a “Alice in Wonderland” theme. Staff are planning numerous stations throughout the building to highlight the many services and activities you can experience at your library. We have registered all Board members for this event.
Changes to Book Keeping Processes
With the rearrangement of administrative duties in January we have created the equivalent of an internal 2 person accounting department. We approached our auditor and asked if we brought the book keeping functions back inside the department would we have sufficient separation of duties? Their opinion was that we would and offered to answer any questions. John Taube then spoke to Bernie Kahl of our bookkeeper, Turnbull, Hoover and Kahl notifying them of the change and requested a proposal for them to continue to complete the end of year work, but not the monthly book keeping duties. The new processes will be effective on July 1, 2016 and will allow us to better track our income and expenses as well as reduce our monthly accounting fees.
Review Proposed Tuesday meeting day for Board meetings
John presented a draft of our FY2017 meeting schedule that changed our of Board meetings to the 2nd Tuesday of the month as the standing date of our meetings rather than the 2nd Wednesday. After brief discussion, the Board agree to adopt the new schedule. John will provide copies of the schedule at the June meeting.
South Cumberland Library Renovation –Update
We are finalizing the RFP and bid opening timeline so that work can begin in July 2016.
The South Cumberland Lego club is moving to the Washington Street Library during renovation.
We had 4 general contractors show up for our pre-bid meeting on May 3, 2016. Only 2 of them had purchased drawings and specifications as of that date.
South Cumberland Library closing ceremony reminder is Friday May 27 at 4PM.
Pre-bid meeting on 5/3/2016.
Bids due on 5/24/2016.
Library closing ceremony 5/27/2016.
Library closes for packing 5/28/2016.
Renovation begins on July 5, 2016.
Friends of the Library groups – Update
The Friends letter to the editor campaign is proceeding with a letter a week during budget deliberation time.
Washington Street Library Columns Restoration – Update
Allegany County is interested in completing the columns restoration analysis and costs estimate study as soon as possible. They have reached out to several firms seeking quotes to complete the work. I hope a firm would be selected in early May. Based on the analysis of the study, we would then determine the best course of action to get the actual restoration completed.
Discussion on FY 2017 Operating Budget Proposal
John updated the Board on considerations as staff refine the FY2017 operating budget. Items included:
- The proposed County budget does not fully fund our $50,000 request, but adds $9500.
- The State appropriation is increased by $9868.
- To maintain staff at current wage rates will require an additional $32,000.
- We are looking to reduce our accounting Services expenses from $12,000 to $4000.
- We are not budgeting any rebuilding of special accounts.
- We anticipate a $20,000 drop in revenue in fines from South being closed.
- This will be offset by decreased spending on collections for South.
- We are budgeting for decreases in USF-eRate reimbursements.
- Any fund balance will be set aside for unexpected expenses related to the South Cumberland renovation.
A full budget proposal will be delivered to the Board prior to the June 8, 2016 meeting, where we will adopt the operating budget for FY2017.
ANNOUNCEMENTS and UPDATES
John reported that our annual Food for Fines day during National Library Week was a success gathering over 1400 pounds of food for the Western Maryland Food bank.
Next Board Meeting is June 8, 2016 at 4PM at the Frostburg Library