-

5-27-14-minutes

St. Charles City-County Library District
Board of Trustees – Budget Work Session Minutes
May 27, 2014

The St. Charles City-County Library District Board of Trustees held a budget work session on Tuesday, May 27th, at the General Administration Offices located at 77 Boone Hills Drive in St. Peters, Missouri.

Board Members present:

  • Mr. Justin Collier
  • Ms. Myra Crook
  • Ms. Lisa DeClue
  • Ms. Georganne MacNab
  • Ms. Mary Reese
  • Mr. John Thoelke
  • Ms. Gail Zumwalt

Board Members absent:

  • Dr. Jerry Cook
  • Ms. Joann Leykam

Library Staff present:

  • Jim Brown, Director
  • Margaret Conroy, Assistant Director
  • Pat Batzel, Human Resources Manager
  • Richard Schultz, Finance and Support Services Manager
  • Maggie Preiss, Children’s Resources and Marketing Manager
  • Frank Noto, Information Technology Manager
  • Karen Golab, Purchasing & Building Project Manager
  • Laurie St. Laurent, Spencer Road Branch Manager

Vice-president Mary Reese called the meeting to order at 7:01 pm with the Pledge of Allegiance. The seven members of the Board listed above as present responded to roll call.

FORMAL AGENDA
OLD BUSINESS

Jim Brown informed Board members that the preliminary FY15 budgets for personnel, furnishings/equipment and technology and telecommunications (presented at the March and April board meetings) remained unchanged. Minor changes were made to the Materials Budget.
Agenda Item 14-45: Preliminary FY15 Materials Budget – Revised: Margaret Conroy reviewed the adjustments to the FY15 Materials Budget. The Materials Budget bottom line had an increase of $5,000. We have a verbal commitment from the Library Foundation for $5,000 in funding for our outreach programs. This $5,000 will be spent on adult books ($4,000) and audio materials ($1,000). Also, the Consortia line item was decreased by $10,000 with the funds being distributed equally among Periodicals and Video media. A line item was added, as a placeholder, for A&E fund purchases. A&E funds are received from the state of Missouri and are our portion of a non-resident athletes and entertainers income tax. We received $50,000 in FY14 and an undetermined amount will be received in FY15. State statute requires that we spend this money on additional materials. This line item will be adjusted when we receive the funds. Total FY15 materials budget presented was $3,380,687.

Agenda Item 14-46: Preliminary FY15 Personnel Budget: No changes had been made to the preliminary FY15 personnel budget presented at the April meeting. Total FY15 personnel budget presented was $11,692,772.

Agenda Item 14-51: Preliminary FY15 Budget – Furnishings/Equipment: No changes had been made to the preliminary FY15 budget for Furnishings/Equipment presented at the May meeting. Total FY15 Furnishings/Equipment budget presented was $302,940.

Agenda Item 14-52: Preliminary FY15 Budget – Technology and Telecommunications: No changes had been made to the preliminary FY15 Technology and Telecommunications budget presented at the May meeting. Total FY15 budget for Technology and Telecommunications presented was $559,951.

NEW BUSINESS
Agenda Item 14-53: Preliminary FY15 Budget – Operations: The Board reviewed the preliminary FY15 Operations budget. Rick Schultz provided a FY12 through projected FY14 comparison of expenditures for operations. Expenditures in the Operations budget include supplies, insurance, utilities, rent, travel & training, professional fees, building maintenance, programs, postage, equipment (purchases, rental and service contracts) and data processing. The total FY15 Operations budget presented was $2,953,909.
It was noted and discussed that there was a variance between preliminary revenue projections and proposed expenditures. Additional discussion was held regarding the revenue projections for FY15. The revenue projections are expected to change prior to the approval of the FY15 budget at the June meeting and again before our tax rate is set in September. We anticipate revised information that would affect revenue projections. Based on that new information, additional revisions to the proposed expenditures will be made.

OTHER BUSINESS
Georgeanne MacNab inquired about action items from the May 13th Board Meeting with regard to updates to the Board of Trustees Bylaws. Jim Brown scheduled a meeting with Georgeanne MacNab, Margaret Conroy and himself to discuss proposed changes.
MOTION: Gail Zumwalt moved to adjourn the meeting. Lisa DeClue seconded. Motion approved seven affirmative, zero negative, zero abstentions and two absent.
The meeting adjourned at 7:46 p.m.

Respectfully submitted
Robin L. Lunatto, Recording Secretary
Approved:
Secretary Board of Trustees Date