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610 Quincy St. Rapid City, SD 57701

605-394-6139

www.rapidcitylibrary.org
 
 

 

 

 

 

 

 


Date:   January 2, 2008

To:       RCPL Board of Trustees

From:   Greta Chapman

Re:       December 2007 Budget Narrative

 

Date:   January 2, 2008

To:       Greta Chapman

From:   Kimberly Hodgson, Administrative Assistant

Re:       December 2008 Budget Narrative

 

By the end of December, our budgets should be 100% expended, or 0% remaining.  To date, there is 5.61% of the City budget remaining, 2.93% of the County budget remaining and 53.49% of the Library Board Funds budget remaining. The following is a list of line items of interest for each budget:

 

I.             The City budget is under spent by 5.61%.  However, an amount is turned back to the city at the end of each budget year; this amount has averaged $43,355.18.  We have projected to turn back approximately $42,000 which includes about $12,000 in vacancy savings and $30,000 in operational costs.  Additionally, there are remaining salaries that will be deducted after the last pay period of 2007 for 9 days of wages.

 

II.          We are on track with County expenditures.  The Salary/Wages and Benefits for the remainder of the year have been calculated and will be deducted after the last pay period of 2007 for 9 days of wages.  We have projected the budget to be completely expended. 

 

III.       There are no new line items of interest.

 

IV.       Previously Discussed City Budget Items

a.       4223 – Consultant Services – 8% remaining

                                                               i.      This amount expended is high for the year so far due to the consulting services requested from Casey Peterson and Associates and Virginia Wood Nelson.  Costs should be minimal for the remainder of the year.

b.       4225 – SDLN – 55% expended

                                                               i.      The first two quarterly payments to SDLN have been made. 

c.        4225 – Maintenance Services – 28% remaining

                                                               i.      This expenditure is high due to a previous vacancy in the Maintenance Department.  Temporary help was hired to cover the custodial duties of the position until a permanent staff member was hired.

d.       4225 – Other Services/Temporary Help – 0% remaining

                                                               i.      The Administrative Secretary was out until January 29 for maternity leave.  A temporary staff person was employed to perform her duties. 

                                                              ii.      The Administrative Assistant position was vacant from February 2 to March 1.  Temporary staff was contracted to perform duties in the Business Office during the interim.

e.        4230 – Publishing – 0% remaining

                                                               i.      This line item is used for publishing advertisements for vacancies throughout the year or outsourcing printing and publications for the library.  Recently, the Library has had several vacancies which were advertised in the Rapid City Journal to fill these positions.

f.        4240 Total Rentals – 38% remaining

                                                               i.      This line item includes lease/purchases and parking.  We are currently overspent in this line item by $2,969.46, due to an incorrect lease cost that was entered in the contract approval list.  With the actual lease costs, this line item is projected to be over-expended by approximately $7,500.00 by the end of the year.  This has been offset for 2007 through a reallocation in the Board Funds budget, and will be corrected in future years.

g.        4251 – Rolling Stock – 0% remaining

                                                               i.      This line item had not been budgeted in previous years; however. City Finance has now instructed us to use this line item for vehicle parts and equipment.

h.       4253 – Repair Equipment – 28% remaining

                                                               i.      The library has worked to begin aligning all maintenance and service contracts to renew at the beginning of each calendar year.  So far, the Johnson Control and photocopier and self-check machine maintenance contracts have been renewed in January, thus increasing this line item total for the year.

i.         4253 – Johnson Controls – 26% remaining

                                                               i.      This expenditure is due to the maintenance contract renewal with Johnson Controls and the purchase of an additional temperature sensor control in the computer room.  At this time, we don’t foresee large additional expenses in this line item for the remainder of the year. 

j.         4263 – Clothing, Food – 41% remaining

                                                               i.      Work boots were purchased for the facilities maintenance staff; we do not foresee any major expenses for the remainder of the year.

k.       4264 Janitorial/Chemical – 49% remaining

                                                               i.      The expenditures from this line item are for facility purchases needed to maintain the building cleanliness and supplies.  There have been no out the ordinary purchases. We are looking for further efficiencies and ways to lower costs in this line item in order to remain within our budgetary guidelines.  We also have funding available in County funds for this line item.

l.         4264 Building Supplies – 35% remaining

                                                               i.      As we continue with the space use project, there will be continual expenditures out of this line item.  Our spending in this item should slow down for the remainder of the year in order to remain within our budgetary guidelines.

m.     4265 – Minor Tools – 0% remaining

                                                               i.      Tools for the space use projects were purchased at the beginning of the year in order to begin projects and save money by not outsourcing smaller welding projects and minor repair work. 

n.       4270 Travel/Training – 48% remaining

                                                               i.      The amount expended from this line item is high for the year due to installation and training for the new GoPrint System.  Costs should be minimal for the remainder of the year.

o.       4292 Dues – 39% remaining

                                                               i.      This line item represents fees associated with membership renewals to ALA, annual membership dues to the Rapid City Area Chamber of Commerce and membership dues to the SDLA.  Costs should be minimal for the remainder of the year.

p.       4294 – Adult Programming Materials – 9% remaining

                                                               i.      There was a significant purchase from Sign Express for library banners that are currently displayed in the downtown area. 

q.       4300 Capital Outlay – 23.62% remaining

                                                               i.      This line item includes General Materials and Furniture/Minor Equipment.   We are currently overspent in this line item due to the purchase of the two self-check machines.  These machines budgeted in the 4295 Computers and Software line item.  However, by City directive, these are fixed asset items which must be paid from line item 4350 Furniture/Minor Equipment.  The amount remaining in line item 4295 at the end of the year will offset the overage in the 4350 line item. 

r.         4410 – Principal – 0% remaining

                                                               i.      The city purchased new Automated External Defibrillation (AED) machines for all city departments in 2006.  These have been encumbered into our 2007 budget by the City for payment this year. 

 

V.    Previously Discussed County Budget Items

a.       4246 Parking – 4% remaining 

                                                               i.      A large payment has been made to Highmark Federal Credit Union for the parking lot lease for the months of April and May.  We also have funding available in the City funds for this line item.

b.       4261 Office Supplies/LCards – 0% remaining

                                                               i.      While this line item appears to be overspent, it in fact is not.  For budget planning purposes, the Library separates out this line item into four categories.

c.        4261A – Office Supplies/Library Cards

4261B – Printing

4261C – Book/AV Processing

4261D – Postage

                                                               i.      The city will not differentiate between these fields until they go live with the new system

d.       4341 General Materials – 0% remaining

                                                               i.      Similarly this line item appears to be overspent, however, it is not.  We cannot separate the individual items purchased into separate groups when entering them into the accounting system.  This would not be cost effective in terms of staff time to do this.  The General Materials line item will be supplemented with line items 4342 - Reference Materials/Databases and 4343 - Youth Materials.

 

VI. Previously Discussed Board Funds Budget Items

a.       4530 Reimbursements (Friends of the Library and Returned Books) – 33.46% remaining

                                                               i.      This item houses two pieces of information, the reimbursement of book sales and the refunds for materials.  Since the City only has one code for us to use, both of these items are included in the total paid to date.  The Friends are simply a pass through cost and returns for lost materials don’t seem to follow a pattern at this time.

 

 

 

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