• Abstract and Figures
• Public Full-text

PUBLIC MEETING AGENDA KALAMAZOO PUBLIC LIBRARY BOARD OF TRUSTEES BOARD ROOM – THIRD FLOOR, CENTRAL LIBRARY 315 S Rose St., Kalamazoo, MI 49007 June 18, 2018, 4:00 p.m. PUBLIC HEARING ON PROPOSED 2018-2019 PRELIMINARY BUDGET An opportunity will be provided for public comment on the proposed budget. Approval of Agenda I. RECOGNITIONS, RESOLUTIONS AND COMMUNICATIONS A. Resolution to Approve the Preliminary Budget and Authorize Millage Levy for 2018-2019 II. PERSONS REQUESTING TO ADDRESS THE BOARD III. CONSENT CALENDAR A. Minutes of the Meeting of May 21, 2018 B. Personnel Items IV. FINANCIAL REPORT A. Financial Reports for the Period Ending May 31, 2018 V. REPORTS AND RECOMMENDATIONS Recommendations A. Salary Pools for Supervisory-Technical and Administrative Staff for 2018-2019 B. Revised Capital Improvement Plan Reports C. ONEplace Board Services – Matt Lechel D. Legislative Update – Ryan Wieber VI. COMMITTEE REPORTS A. Finance and Budget Committee B. Personnel Committee C. Fund Development Committee D. Director’s Building Advisory Committee VII. OTHER BUSINESS A. Director's Report VIII. PERSONS REQUESTING TO ADDRESS THE BOARD IX. COMMENTS BY TRUSTEES X. EXECUTIVE SESSION A. Executive Session for Director’s Evaluation XI. ADJOURNMENT I. A. MEMO TO: Library Trustees FROM: Ryan Wieber Library Director RE: Resolution to Adopt the Budget and DATE: June 18, 2018 Authorize a Millage Levy for 2018-2019 Recommendation: I recommend the Board adopt the attached resolution to approve the General Operating Fund – Preliminary Budget for FY 2018-2019 and authorize that 3.9437 mills be levied for Library operations for FY 2018-2019. Executive Summary: The budget was reviewed at the regular Board Meeting on May 21, 2018. Prior to this meeting a Public Hearing was conducted for consideration of the budget and millage rate by the public and the budget was brought before the Board. Kalamazoo Public Library RESOLUTION TO ADOPT THE BUDGET AND AUTHORIZE A MILLAGE LEVY FOR 2018-2019 Minutes of a Meeting of the Board of Trustees of the Kalamazoo Public Library, Kalamazoo Michigan, held on June 18, 2018 at 4:00 p.m. TRUSTEES PRESENT: ______ ______ TRUSTEES ABSENT: ______ ______ The following preamble and resolution were offered by Trustee _______ and supported by Trustee _____ . WHEREAS, it is necessary for the Board of Trustees of the Kalamazoo Public Library to adopt a budget for fiscal year 2018 – 2019 to support the Library’s operation and millage levy; and WHEREAS, a public hearing was held pursuant to public notice on June 18, 2018 at which time all interested persons were given an opportunity to comment on the proposed budget and the millage levy for fiscal year 2018 – 2019; and WHEREAS, the Board of Trustees has given due consideration to the budget and operational requirements of the Library and the proposed millage levy; and WHEREAS, the Board of Trustees desires to provide for the appropriate certification of the operational millage levy for the Library; NOW, THEREFORE, BE IT HEREBY RESOLVED that for the 2018 – 2019 fiscal year, the Board of Trustees hereby adopts and approves the budget as recommended for the Library by the Director in the total amount of $12,297,074. BE IT FURTHER RESOLVED that as to the 2018 – 2019 fiscal year, the millage for the Library operational purposes shall be in the amount of $11,240,954. BE IT FURTHER RESOLVED that the foregoing amounts are hereby levied by the Kalamazoo Public Library in the following manner: The above-enumerated millage amount shall be levied on December 1, 2018, and is based upon a maximum allowable 3.9487 mills for Library operational purposes. BE IT FURTHER RESOLVED that the Secretary of the Board of Trustees is hereby authorized and directed to report the aforementioned levies to the proper assessing officer or officers of the appropriate agencies, and the Secretary may provide copies of this Resolution when requested by an appropriate agency. AYES: Trustees NAYS: Trustees RESOLUTION DECLARED ADOPTED. Jannie Williams, Secretary Certificate I hereby certify that the foregoing is a true and complete copy of a resolution adopted by the Board of Trustees of the Kalamazoo Public Library, Kalamazoo, Michigan at a meeting held on June 18, 2018, and that said meeting was conducted and public notice of said meeting was given pursuant to and in full compliance with the Open Meetings Act, being Act 267, Public Acts of Michigan 1976, as amended, and that the minute of said meeting were kept and will be or have been made available as required by said Act. Jannie Williams, Secretary III. A. Kalamazoo Public Library OFFICIAL MINUTES OF THE BOARD OF TRUSTEES PUBLIC MEETING Date: May 21, 2018 Time: 4:00 p.m. Location: Board Room, Central Library TRUSTEE ROLL CALL: Present: Robert Brown, Lisa Godfrey, Cheryl TenBrink, James E. VanderRoest, Jannie Williams, and Valerie Wright Absent: Kerria Randolph CALL TO ORDER: President VanderRoest called the meeting to order at 4:00 p.m. AGENDA APPROVAL: The agenda was approved. I. RECOGNITIONS, RESOLUTIONS, COMMUNICATIONS There were no recognitions, resolutions, or communications. II. PERSONS REQUESTING TO ADDRESS THE BOARD No one addressed the Board. III. CONSENT CALENDAR A. Minutes of the Meeting of April 23, 2018 B. Personnel Items IV. FINANCIAL REPORTS A. Financial Reports for the Month Ending April 30, 2018. Recommendation: Director Wieber recommended the Board accept the Financial Reports for the month ending April 30, 2018. Discussion: Director Wieber stated revenues and expenses are where they are to be expected for this time of year. He then drew attention to funds received from the Friends of Kalamazoo Public Library in the amount of $8,000 for their annual mini grant and scholarship offerings. MOTION: L. GODFREY MOVED AND C. TENBRINK SUPPORTED THE MOTION TO ACCEPT THE FINANCIAL REPORTS FOR THE MONTH ENDING APRIL 30, 2018. MOTION CARRIED 5-0. V. REPORTS AND RECOMMENDATIONS RECOMMENDATIONS: A. Budgets 80 III. A. Recommendation: Director Wieber recommended the board take the following actions by separate motions and votes: 1. Approve the “General Operating Fund Final Close Estimate Budget Revision for Fiscal Year 2017 – 2018” 2. Approve the “Special Revenue Fund Final Close Estimate Budget Revision for Fiscal Year 2017 – 2018” 3. Receive the “General Operating Fund Preliminary Budget for Fiscal Year 2018 – 2019“ 4. Approve the “Special Revenue Fund Preliminary Budget for the Fiscal Year 2018- 2019” 5. Approve the “Capital Improvement Plan Budget for the Three Years Ending June 30, 2021” Executive Summary: 1. The Kalamazoo Public Library typically amends the Library’s General Operating Fund budget prior to fiscal year-end when final revenues and expenditures for the fiscal year can be more closely projected (the “Final Close Estimate Budget”). Administration has continued that practice with this Final Close Estimate Budget. Salaries and benefits were revised to reflect vacancies and new hires; certain allowances were reduced and budgetary reserves have been eliminated. For the fiscal year ending June 30, 2018, we project that the Library’s Operating Fund will generate net income from operations, as shown in the line “Net Operating Surplus / (Deficit)” of $170,785. 2. The Special Revenue Fund budget is also revised at close to the end of the fiscal year. For the fiscal year ending June 30, 2018, the Special Revenue budget reflects gifts and grants received during the fiscal year, including donations and mini-grants from the Friends of KPL, as well as the continued receipt of bequeaths from both the Jochem Fund and the Mesara Trust. The Special Revenue budget revision also includes a forecast of Library funds assigned for the Local History Room that are managed by Kalamazoo Community Foundation. 3. Notes attached to the Preliminary Estimate Budget (or “PEB”) for FY 2018–2019 summarize our assumptions and / or inclusions in each line item. A few highlights: a. Revenue: Property tax revenue from the Library’s taxing districts is budgeted to increase modestly. The Library’s property tax revenue forecast in the PEB is based upon a millage of 3.9487 mills levied for operational purposes. We budget for a reduction in fines and fee revenues from KPL Circulation that is offset by increased forecasts for payments in lieu of taxes and interest earnings on Library investments. District Court Penal Fines for the PEB have been reduced to the approximate amount received in FY 2016-2017. The Library’s share of the State’s Local Community Stabilization Fund (Personal Property Tax replacement revenue) –was budgeted for FY 2018-2019 at 70% of that which KPL received in the current fiscal year. The net result of these revenue 81 III. A. assumptions is a projected increase in revenue of $306,069 in the Preliminary Estimate Budget for FY 2018-2019 compared to the Final Close Estimate Budget for the fiscal year ending June 30, 2018. b. Expenditures: Among Salary and Benefits the only new position included in the PEB for FY 2018-2019 is a Youth Programming Librarian at the Oshtemo branch. However please note, the full-year impact of a for the Head of IT, a new IT Library Assistant and the upgrade of an existing position at Oshtemo to Assistant Branch Manager are reflected in the preliminary budget. A total compensation reserve has be set aside for salary and benefit changes as of July 1. Retirement expenses are reduced considerably due to the Library voluntary $200,000 contribution to MERS to reduce its unfunded pension liability during FY 2017-2018. A similar contribution is not recommended by Administration at this time but could be reconsidered at mid-year. Please note that the PEB also reflects a continuing shift in spending on Materials for use by Library patrons towards electronic and digital materials. While the overall expenditures for physical materials have dipped slightly over the past three fiscal years, expenditures for E-Books and digital material has risen sharply.

Load more

  38

Copy Link