610 Quincy St. Rapid City, SD 57701

605-394-6139 www.rapidcitylibrary.org

January 8, 2004 To: RCPL Trustees From: G. Chapman, Director Re: Budget Recommendations County Budget: $11,000 carryout to 2004 Budget County Budget shows an overage of ($8,800). However, until the city closes out the budget which is due in Feb. this figure is not final. As the County Budget is a 5 yr. contract ending balances are carried over into the next year’s budget. However, an error was made from the 2002 ending budget balance in that the $20,309 did not get carried over into the 2003 budget. The revenue still remains within the account even though it was not appropriated in the 2003 Budget. It is estimated when subtracting $8,800 from the $20,309, this leaves $11,509 as an ending balance of revenue for the 2003 Budget. The recommendation to the Board is to add the approx. $11,000 to the 2004 budget. Final figures will be presented at the Feb. Board meeting pending city closing information. Auxiliary Funds: Allocate $27,000 appropriation for temporary page salaries in 2004 Budget The $25,000 allocated to carpet will not be needed given the ending city balance will pay for the bid of $35,590. In that regard however, the $25,000 will need to be allocated towards wages for existing page positions in the 2004 Budget. An error was made in not allocating for existing page positions in 2004 Auxiliary Budget. We believe this is related to changes in budgeting for 2003. All temporary positions were moved to benefited positions except for page positions given the nature of their job description. In planning the 2004 budget, we failed to account for the temporary page salaries. The Board recommendation is to designate $27,000 in the 2004 Auxiliary Budget for temporary page positions currently held. City Budget: Ending Balance projected at approx. $18,000 At the end of each budget year we confirm with Finance final payroll figures. We have routinely been told to budget for 27 payrolls and benefits. We found out after the close of the year however, only 26 pay periods were charged. The difference between our projections based on 27 pay periods and the carpet bid leaves approx. $18,000 that will be returned to the General Fund. Routinely we are within several thousand dollars for closing out the end of the year. However, given the pay period differences it was more than anticipated. In closing out for 2004 budget we will to the best of our ability have accurate communications between the Library and Finance. The final 2003 figure is scheduled to come from Finance in Feb. but we are expecting to have more of a remaining amount then usual due to the problem noted.