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Date:    February 3, 2008

To:       RCPL Board of Trustees

From:   Greta Chapman, Director

Re:       January 2009 Budget Narrative

 

Date:    February 3, 2008

To:       Terri Davis, Assistant Director

From:   Kimberly Hodgson

Re:       January 2009 Budget Narrative

 

The Library estimates spending approximately 8.3% of its budget on a monthly basis.  At the end of January, the remaining budget balance should have approximately 91.7% remaining.  To date there is 90.18% remaining of the City budget, 86.60% remaining of the County budget and 96.30% remaining in the Library Board Funds budget.

 

The following is a list of line items of interest for each budget:

 

City Budget

·         4100 Salary & Wages:

o   4118 – Temporary Wages – 80.24% remaining 

§  Temporary Wages to cover vacancies. 

·         4110 Benefits:

o   4140 – Workman Comp – 81.67% remaining

§  These are fixed costs defined by the city finance office.  We are on track for the year.

·         4210 Insurance:

o   4211 General & Auto Liability, 4212 Boiler Coverage, 4213 Fire & Ext Coverage, 4214 Other Insurance – 51.53% remaining 

§  These are fixed costs and defined by City Finance.  At the beginning of each year the Assistant Finance Director calculates the insurances paid for the year by each department.  This insurance payment paid out of line item 4214 was for property and terrorism insurance.  According to the Assistant Finance Director, this was taken out of 4213 in previous years, however, due to accounting purposes, it should be taken out of 4214.  The amount budgeted in 4213 will offset the difference.  There will be minimal expenditures out of 4213 for the remainder of the year.

·         4220 – Professional Services:

o   4225 Other Professional Services – 89.41% remaining

§  The expenditures in this line item are high due to the first semi-annual payment made to Minitex.  We are on track for expenditures in this line item for the year.

·         4230 – Publications:

o   4230 Publishing – 83.33% remaining

§  Advertising for vacancies.

·         4250 – Repair & Maintenance:

o   4252 Repair - Structures – 86.78% remaining

§  This line item shows high due to the Youth Services Painting project.  The funds for this project were encumbered from the 2008 budget. The funds were supplemented to the 2009 budget from the 2008 budget to offset this expenditure.  The Current Year Working Budget column reflects the approved budget amount plus the supplement from the encumbered 2008 funds.

o   4253 Repair - Equipment – 63.53% remaining

§  Johnson Repair maintenance contract was.  Also, the 3M Self Check Machine contract came out of this line item.  Expenditures in this line item should be minimal for the remainder of the year.

o   4255 Repair – Water & Sewer – 88.00% remaining

§  The costs out of this line item were due to a repair needed on a restroom sink.  Expenditures in this line item should be minimal for the remainder of the year.

·         4280 – Utilities

o   4282 Natural Gas – 71.75% remaining

§  These are fixed costs, on track for the remainder of the year.

·         4290 Miscellaneous:

o   4294 Other Miscellaneous Expenses – 89.36% remaining

§  Expenses in this line item consist of youth services programming materials and supplies.  Programming has been planned for the year and these costs are on track. 

o   4295 Computers & Software – 85.70% remaining

§  This line item is high due to the costs associated with scheduled replacement of two new servers. 

·         4300 – Capital Outlay:

o   4341 General Materials – 84.38% remaining

§  Expenditures in this line item include several subscriptions and online database contracts which renew at the beginning of each calendar year.  These costs are on track for the year.

o   4350 Furniture & Minor Equipment – 36.41% remaining

This line item is high due to the purchase of a self-check machine.  The self-check machine was a planned expenditure. These funds were encumbered from the 2008 budget.  The funds were supplemented to the 2009 budget from the 2008 budget to offset this expenditure.  The Current Year Working Budget column reflects the approved budget amount plus the

supplement from the encumbered 2008 funds.

 

 

County Budget & Board Funds Budget

 

The actual budget numbers will not be loaded in the city’s accounting system until the first supplemental appropriation of the year.  Until then, a spreadsheet format will be available for board review. 

 

County Budget:

·         4220  – Professional Services:

o   42205A SDLN – 55% remaining

§  One SDLN payment has been paid; this was the 4th installment for 2008.  These funds were encumbered to the 2009 budget as the purchase request was done in December of 2008. The funds were supplemented to the 2009 budget from the 2008 budget to offset this expenditure.  The Current Year Working Budget column reflects the approved budget amount plus the supplement from the encumbered 2008 funds.

·         4260 – Supplies/Materials:

o   4261 Office Supplies – 76.24% remaining

§  The amount in this line item is due to the purchase of library cards.  These funds were encumbered from the 2008 budget. The 2008 funds were supplemented to the 2009 budget to offset this expenditure.  The Current Year Working Budget column reflects the approved budget amount plus the supplement from the encumbered 2008 funds.

o   4264 Janitorial/Chemical – 77.46% remaining

§  Higher seasonal supply costs due to weather and traffic within the library.  These costs will even out as the weather gets milder..

·         4270 – Travel/Training:

o   4270 Travel/Training – 86.52% remaining

§  The expenditures in this line item are due to the ALA Midwinter Conference in Denver.  All travel and training is planned for the year.  These costs are on track.

·         4290 – Other Current Expenses:

o   4295 Computers and Software – 73.24% remaining

§  This line item is high due to the purchase of two replacement computers.  These are within the replacement cycle.

·         4300 – Capital Outlay:

o   4341 General Materials – 79% remaining

§  Expenditures in this line item include several subscriptions and online database contracts which renew at the beginning of each calendar year.  These costs are on track for the year.

 

Board Funds Budget:

To date expenses have been minimal out of the Board Funds Budget. 

·         4290 – Miscellaneous:

o   4296 Office Equipment and Furniture - -93% remaining

§  This line item shows as overspent.  However, the Board Funds budget will be adjusted to reflect the actual revenue carryover from 2008.  This update will take place during the supplemental appropriation process through the city. 

 

 

 

 

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