Board of Library Trustees Meeting
February 5, 2008

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

MaryAnn Cabibbo, Vice Chairman
Elliott Edwards
William Roberts, Secretary
Wendy Rowe, Chairman

Citizens:

Margaret Perkins


Minutes:

  1. Approval of agenda
  2. Motion to approve agenda: MAC1, EE2, passed unanimously

  3. Secretary's report
  4. Motion to approve January minutes, MAC1, WLR2, passed unanimously

  5. Citizens Speak
  6. Margaret attended the Minuteman strategic planning meeting, enjoyed a good lunch and discussed general site issues.

  7. Budget Report
  8. Various budget flavors have been submitted and they've been assured that any funding over the bare minimum would be welcome, even if it didn't rise to the "extra" budget levels.

  9. Acting Director's Report
  10. Old business
  11. New Business
  12. Fundraising
  13. On Sunday, May 4, volunteers from a local temple are going to shelve books preparatory to the Friends booksale which will then be on a weekend afterwards.

  14. Next Meeting: Tues Mar 4 7pm

Welcome Adjournment: 7:37, EE1, WLR2, all rose


Attachments


Town's multipage budget form as corrected by the Town Accountant

Overview
Overview
Pg_ 1_Department Cover
pg_ 2 Personnel Detail
Pg_ 3_Expense Detail
Pg_ 4_level service_supplementl



Sheet 1: Pg_ 1_Department Cover
FY 2009 DEPARTMENT BUDGET COVER SHEET
















Department Name: Library


Department No: 610




























Actual BUDGET YTD 12/31/07 LEVEL FUNDED LEVEL SERVICE SUPPLEMENTAL


FY07 FY08 FY08 FY09 FY09 FY09
Salaries:

$91,767 $45,214 $91,767 $91,767 $133,806
Expenses:

$9,991 $631 $15,575 $19,406 $93,165
Employee Benefits:

$5,584



Total Dept Budget:
$0 $107,342 $45,846 $107,342 $111,173 $226,971
















Statement of Programs/Responsibilities/Goals/Legal Mandates






If level funded (dollars or service) in FY09, the Library will deplete its donations/trust fund and will have to shut down partway through FY10 unless fully funded. Any amount of money from the Supplemental Budget that you are able to fund will prolong the Library's life. To be eligible in FY10 for state certification (and hence grants and resource sharing), the Library must be open at least 32hrs/wk including some evenings September 2008 -June 2009, must not charge for regular library service, and must expend an amount equal to at least 12.8% of its town allocation on books and other materials. The Library is not eligible for state certification in FY09.

Sheet 2: pg_ 2 Personnel Detail
FY 2009 DEPARTMENT BUDGET PERSONNEL DETAIL





















Department Name: Library




Department No: 610





















Job Title Grade/Step July 1, 2008 Pay Rate Hours/ wk BUDGET YTD 12/31/07 LEVEL FUNDED LEVEL SERVICE SUPPLEMENTAL





FY08 FY08 FY09 FY09 FY09
1 Tech Services 5-5 $19.24 40 $40,019
$40,019 $40,019 $44,824
2 Circ Lib 5-5 $19.24 35 $35,017
$35,017 $35,017 $35,017
3 Lib Assistant 3-5 $16.50 15.5 $16,731
$13,299 $13,299 $16,731
4 Lib Assistant 3-5 $16.50 4

$3,432 $3,432 $3,432
5 Lib Assistant 3-3 $14.53 12



$6,451
6 Lib Assistant 3-2 $13.52 4



$2,001
7 Director's Assist. NA $25.00 19.5



$25,350
8


40
$45,214 $0 $0 $0

Total


$91,767 $45,214 $91,767 $91,767 $133,806

































































Employees (Individuals not positions/slots/FTE's)












Full-Time:

2 2 2 2 2












Part-Time

1 2 2 2 5












On Call Inspectors


































































Sheet 3: Pg_ 3_Expense Detail
FY 2008 DEPARTMENT BUDGET EXPENSE DETAIL









Department Name: Library


Department No: 610









Acct No Account Name BUDGET YTD 12/31/07 LEVEL FUNDED LEVEL SERVICE SUPPLEMENTAL Explanation/Calculations/Other Information


FY08 FY08 FY09 FY09 FY09

Longevity $400
$600 $600 $600

Telephone $1,500
$1,500 $1,500 $1,500

OPS $8,091 $631




Minuteman

$13,475 $13,839 $19,592

Electricity


$3,467 $20,967

Heating Fuel



$8,806

Water/Sewer



$400

Trash



$1,800

Repairs & Maintenance



$8,000

Postage



$500

Supplies



$3,500

Books/Periodicals/Media



$27,000

Dues, Meetings



$100

In State Travel



$400

+EmployeeBenefits FY08 $5,584











See additional “Total Budget” sheet for explanation.







All but $2000 Supplemental Budget EXPENSES are







Paid for by Library donations in both Level budgets.







Also in this budget, part-time consulting Director







assistant is moved from donation-paid OPS expense







to Supplemental Budget PT Salaries
















































































































Total: $15,575 $631 $15,575 $19,406 $93,165

Sheet 4: Pg_ 4_level service_supplementl
TOWN OF MEDWAY----FY09 LEVEL SERVICE AND SUPPLEMENTAL PRIORITIES







Department Name:
Library
Department No:
610












$107,342 Total Level Funded








ITEM DESCRIPTION COST RATIONALE CUMULATIVE TOTAL







Level Service 1. Minuteman Membership Fee increase $363.58 Fee paid for by non-Town funds, but this funds the forecast increase $107,706
2. Electricity increase over FY08 $3,466.79 Electricity paid for by non-Town funds, but this funds the forecast increase $111,172
3.


$111,172
4.


$111,172
5.


$111,172
6.


$111,172 Total Level Service















ITEM DESCRIPTION COST RATIONALE CUMULATIVE TOTAL







Supplemental 1. Salaries $42,039.47 Additional staff hours to meet minimum requirements, Sat. hrs & PT Director help $153,212
2. Rest of Minuteman Membership Fee $5,753.00 Otherwise must be paid for with donations $158,965
3. Other Operating Expenses $41,006.00 Otherwise must be paid for with donations $199,971
4. Books & Materials $27,000.00 Meets minimum requirement at this expenditure level; otherwise less bought, via donations $226,971
5.


$226,971
6.


$226,971 Total Supplemental

Total Budget - 2/5/2008 W.E.Rowe
Medway Public Library
FY 09





Account Level Budget LevelFund Source Level Serv Source Supplemental Budget
Salaries Full Time $75,036 general lib General lib $79,841
Salaries Part Time $16,731 general lib General lib $53,965
Longevity $600 general lib General lib $600
Telephone $1,500 general lib General lib $1,500
Other Purchased Services * $25,350 Tuchinsky Tuchinsky $0
Minuteman $19,592 $13,475 general lib $13,839 general lib $19,592


+$6,117 Tuchinsky +$5,753 Tuchinksy
Electricity $20,967 Tuchinsky $3,467 Genlib, rest T $20,967
Heating Fuel $8,806 Tuchinsky Tuchinsky $8,806
Water & Sewer $400 Tuchinsky Tuchinsky $400
Trash $1,800 Tuchinsky Tuchinsky $1,800
R &M Miscellaneous $8,000 Tuchinsky Tuchinsky $8,000
Postage $500 Mem donation Mem donation $500
Supplies $3,500 Mem donation Mem donation $3,500
Books /Periodicals/Media $24,000 Mem donation Mem donation $27,000
Dues, Meetings $100 Mem donation Mem donation $100
In State Travel $400 Mem donation Mem donation $400
Total $207,282 $207,282 $207,282.00 $226,971


$107,342 Town $111,173 Town Shifts all costs to Town;


$99,940 Donations $96,109 Donations Moves PT Dir to Salary;
*OPS funds PT Director help


Ups PT staff by $16,689
(MLS degreed Librarian)


& Materials up $2,000




To meet State minimum




Requirements















Account Dec 31 2007
MOTT reimburse Account Balance
Free Public Library Grant $0

$0
Memorial Donations $21,884
$24,273 $46,157
Tuchinsky Donation Interest $32,919
$4,200 $37,119
Tuchinsky Donation Principal $83,641
$19,228 $102,869















Level Funded Budget Uses $207,282 from:



General Library account = $ 107,342



Tuchinsky interest = $37119 (all of the Fund's interest)



Combined donations including Tuchinsky principal = $62,821




Earmark Spending halfway

Financial & Program Report, January 2008: $250,000 Earmark for the Medway Public Library



The Library is open increased hours thanks to the grant, and were able to hire a few additional part-time staffers to work those hours. We are making great strides in updating our outdated reference collection and buying new library materials for other areas. The first-tier maintenance has been completed and the issues requiring repair are underway. Technology improvements are in the final stage before going out for quotation.


Grant expenses through January 2008:


Materials (Book/Periodical/Newspaper/Book-on-CD/DVD) $7,206


Technology Improvements $4,200


Additional Maintenance and Repair $8,412


Operating Expenses Not Funded by Town $12,603

(excluding books and other materials purchased)





___________________________________________________________________

TOTAL $32,421


Actual Earmark Budget

Attachment B, Budget: FY08 $250,000 Earmark for the Medway Public Library





Materials (Book/Periodical/Newspaper/Book-on-CD/DVD) $70,000


Technology Improvements $26,400


Additional Maintenance and Repair $60,500


Operating Expenses Not Funded by Town $93,100

(excluding books and other materials purchased)





___________________________________________________________________

TOTAL $250,000