CUTPL Board Minutes for August 18, 2009
Time: 7:00 pm – 8:57 pm
Place: Library Conference Room
Members: Ron Cole, Jim Hahn, Joyce Greeson, Colleen McCarty, Rita Lawson, Carol Saft, Peg Schuldt
Absent: Melanie Robertson
The meeting was called to order by President Jim Hahn and a quorum was established.
The President led the members of the board and the public in the Pledge of Allegiance.
Public Comment: Jim Sawhook presented a proposal to erect signage in front the of Library by the Antiquarian Society indicating the presence of the History Department within
Rita moved to allow the committee to pursue permits, prepare a prototype to be presented to the Board for final approval; Peg seconded the motion.
The minutes from July 21, 2009 meeting were approved with these 2 corrections:
- 1. MSC (motion seconded and carry) will be used in minutes
- on page 2 near the top, the work "Commission" should read "Foundation"
Treasurer’s Report for August 2009 presented by Jim Faulkner, financial manager
1) Monthly claim Register.
|August expenses to date and expected:|
|Claims paid since the printed July report:||$10,520.42|
|Payroll claims so far this month (one more scheduled):||9,522.89 *includes FICA & ADP fee|
|Payroll claims still scheduled for this month (average):||9,522.89 (Month total $17,035.03)|
|Outstanding ordinary August invoices:||4,028.19|
|Anticipated ordinary August Total:||$33,594.39|
|Outstanding September invoices:||$0.00|
2) Tonight we will be presenting our proposed budget for 2010. The ad hoc finance committee has met several times to review our recent financial performance, and to work out the details of this new budget proposal in order to ensure that it complies with all State requirements and represents an accurate representation of our needs for the coming year. Initial
3) publication of our proposed Library Budget Estimate must be made no later than September 2nd, but we expect to publish on August 24th.
4) We have been awarded a The Big Read grant from the National Endowment for the Arts. A condition of the grant award is that we must keep detailed records of our use of the grant money and provide complete reporting to the NEA at the completion of our The Big Read event. When we receive the funds for this grant we will establish a separate The Big Read Gift Fund in our accounting system that will appear as a new item in your monthly Financial Report by Fund document.
5) Due to a recent audit by our Workers Comp Insurance provider we have received a refund of $595.00. This represents a savings that results from contracting our custodial service rather than having an on-staff janitor. The insurance rate for this type position is considerably higher than the rate for any of our regular employees’ positions.
6) We recently received our E-Rate reimbursements on our phone expenses for the first half of this year. The total reimbursement was $511.02.
7) We requested full distribution of our Humbert Gift Fund from the Marshall County Community Foundation in early July. They have indicated that they will be making that distribution this week. We expect to invest the proceeds of this Fund into a laddered series of CDs at both of our local banks. This gift was given for the purposes of library improvement and maintenance; there are no current plans for expenditures from this gift, so we are seeking to earn a reasonable investment return while ensuring preservation of the principal of this bequest.
8) The State is currently conducting its biennial audit of our financial records. The auditor expects to complete her review in a few days, after which we can expect an exit interview, followed by an official Audit Report.
9) We are still waiting for our semi-annual “June” distribution of property-tax-based revenue from the County. They have indicated that they hope to make that distribution by the end of this month. We currently have sufficient funds remaining in our regular checking account to cover something over two months of operations, in addition to $150,000 of Operating Fund money in our money market fund account. These strong balances are a reflection of the success of our recent contract renegotiations and other cost-cutting efforts.
#3 The Big Read Grant, detailed records of expenditures will be made and a new line item will be added to the financial report
#4 We have received a refund from Workman’s Comp
#6 Marshall Co Foundation was notified on July 3, 2009 but no response to date
#7 Our books are presently being audited, four board members may be present to attend the final interview, as will our attorney Ken Lukenbill , Colleen, and Jim Faulkner; a Monday or Tuesday would be best;
2009 Operating Fund spreadsheet line items do not correlate easily with the Financial Report; our system needs to be adjusted so that the categories are the same on both CompUTrain and our tracking report.
Peg moved to accept the Treasurer’s report and Ron seconded it
Stats for computer use are up over 2008, with more patrons using the Children’s
Stats for Circulation are up over 2008 figures
New materials are being used a lot
Friends of the Library have given;
- $400.00 for an online data base for newspaper archives
- certificates of $25.00 and $50.00 from the Plymouth bookstore for the summer reading were awarded
- the computer lab will be receiving sleeving for wiring
- $100.00 will be presented to the Children’s area for crafts and puppets
The Big Read
- Tuesday Sept 1st will be an open house to launch our program; staff will represent characters from The Bridge of San Lois Rey or Our Town
- 9th and 10 graders from CCHS will hear Dr. Bayless
- Closing activity will be the play Our Town presented by CCHS
- Our website will include information about the Big Read
AFLAC, an employee’s insurance program may be schedule in the near future, this is a supplemental for our existing program ; CUTPL is only a billing center for employees, payment is an individual cost
2010 Health insurance program should be considered in September
Budget presented by Colleen and Jim Faulkner
- Form 1, estimates for 2010 expenditures #1782, our allowable budget order for 2009; 3.8% is our allowable growth quote bringing us to $828,000 as a working figure
- State standards for Library collections should be 12.5% for a good rating
- Capital Outlay on p 3
- Form 2 Operating Funds: haven’t received 2009 monies from excise tax
- Form 4B – a continuation of Form 1
- line 2 DLGF meeting in July to determine funds remaining for 2009
- line 8 shows amount to be raised
- line 11 June distribution needed for Jan-June 2011
- line 13 a comparison of net assessed value for 2008-2009 show an increase
- line 16 shows a realistic request for 2010 of $512,000.00
- Form 3 adjustment date to be changed to September 29 for publishing in Pilot News
- new ruling budget must be presented to the County Council 9-14-09
- Board may adopt 15 days later, 9-29-09; a meeting will be held 9-29-09 at 6:00 pm to sign
- Motion was made to accept the proposed budget by Ron, seconded by Rita
- Purchasing Policy to be reviewed before the October 20, 2009 board meeting
- Salary Schedules to be discussed at the October 20, 2009 board meeting
- Resolution presented for Marshal County Community Foundation regarding the Designated Endowment Fund Agreement to be adopted
- Motion made to accept proposed MCCF Resolution by Ron, seconded by Joyce
motion made by Joyce, seconded by Peg
Transcribed by S Gut Reviewed by Carol Saft, Secretary
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