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HomeMy WebLinkAbout1999 06.29 Library Special MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Apache Junction, AZ 85219 Special Meeting - June 29, 1999 A Special Meeting of the Board of Trustees of the Apache Junction Public Library was held on June 29, 1999 at 6:05 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call -- Present Absent Gardner, Barbara L.Little, Millie Nesser, Theresa Nolan, Peter Poteet, Joyce Rineholt, Pamela J. Schoeph, John Staff Pamela Loui, Library Director 1. Acceptance of Agenda: 2. Approval of Library Board Annual Report: The question of accepting the agenda was placed before the Board and was accepted by general consent. Pamela Loui, Library Director, presented the Annual Report.The Financial Statement is based on statistics that come from the Finance Department and reflects the appropriations and expenditures for the General Fund (001), Grants Fund (004) and the Library Fund (007). Because of the State Statute requirement that this report must be filed with the Council on or before the first Monday of July, the year must always end early. These are not the "final" audited figures for the year but are the Library's receipts City of Apache Junction Library Board of Trustees Special Meeting June 29, 1999 Page 2 and expenditures for 1998/1999 as of June 27, 1999.Also shown is the carryover for the Library Fund (007). The only other fund that can carry over is the Grant Fund (004). Peter Nolan commented that since the printout is, as of the 28th of June, the figures are probably off since a lot of money is left in the General Fund. Pamela Loui stated that there will probably be more money left than usual because earlier in the year there were some problems with the Accounting Department's software and it was showing balances that the Library had exceeded some line items by a considerable amount.Few orders were placed for about three months because it was understood that the Library over- encumbered since it relies on the reports from Finance to tell where it stands.The software problem has since been corrected and ordering has continued. The balance isn't nearly as much as it looks like on this report.There is a pay period that will be coming out of this. There will also be items that come in before the end of June and as long as the Library receives the items and invoices by the end of the 30th, that will still come out of the 1998/99 fiscal year.The books will not be balanced until sometime in August or September but because of the State Statute requirements the Library files the best information it has to meet the requirements the law. City of Apache Junction Library Board of Trustees Special Meeting June 29, 1999 Page 3 John Schoeph asked if the city could transfer funds, that have already been designated, between departments. Barbara Gardner commented that she thought that since the City filed its budget with the State they would have to do some amending before they could start switching between the departments. Pam stated to her knowledge they could not take money from the Library and put it in the Parks or other Department budgets.Once the tentative budget is passed they can reduce a budget but not transfer money between departments. When Pam asked if there were any other questions or comments about the Financial Statement John Schoeph stated that it should look more like a balance sheet and that even though it meets the State requirement he would expect a different representation. Pam explained the following: What is listed under receipts does not come to the Library.The page tells what the Library collects as an agency, but it goes directly to the General Fund. Grants, donations, etc. do come to the Library Fund and can be carried over. Receipts and expenditures don't balance. The balancing comes when you add Personnel Costs, Commodities and Capital Outlay, plus the amount of money that is left in the budget and compare it to the Library's total appropriation from the City budget.She also commented that if this report wasn't City of Apache Junction Library Board of Trustees Special Meeting June 29, 1999 Page 4 required until after the end of the true fiscal year, there would be time to collect the actual data and make more sense of it. Peter Nolan commented that there is probably a better way to format this financial statement and perhaps we could work on it for next year's report. Barbara Gardner suggested a spreadsheet look.Her main concern is that receipts show $17,000 but the Library really didn't get that money. Pam Loui stated that what the State is concerned about is "when you got money, was it handled right or was it slipped under the table".This money goes to the Finance Department every week and that department produces a report of what the Library contributed to the General Fund.This report is what the contribution was for last year, according to the printouts the Library received.The Library has accounted for any money that was taken in.The same was done with the Grants and Donations fund. Peter stated that as a financial statement it isn't complete because typically you can see where money went, who has it and who doesn't.This is only the Library's portion of the financial statement of the City.The Library is only a part of a financial organization. This is the Library's input into a whole set of numbers used for the City City of Apache Junction Library Board of Trustees Special Meeting June 29, 1999 Page 5 statement and that's what the statute calls for. When Barbara commented that the way it is printed makes it confusing, Peter stated that you have to know a whole lot more than what's on this page to be able to say "0" at the end and that the purpose is to show what the Library put in and what it took out. Joyce Poteet thought it looked good. Theresa Nesser commented that when Pamela Rineholt signed this statement she was attesting to the fact that this is nothing more than receipts and expenditures.You cannot tell what the budget is by looking at these two figures. That's not the purpose of this page of the report. Peter stated that they were satisfied that it does what they want it to do even though it may be a bit confusing.Maybe the figure for the total budget appropriation should be left out since it is neither a receipt or disbursement. Barbara commented that the indents be repositioned and make the statement more uniform. Everyone agreed that they now understood the figures. Pamela Loui continued with the report presentation.She stated that with all the different programs the Library offers the staff is really busy and without the help City of Apache Junction Library Board of Trustees Special Meeting June 29, 1999 Page 6 of the volunteers they wouldn't be able to accomplish everything on their own. Barbara is very positive about reporting the volunteer hours in the annual report. Peter questioned why the patron visits were not reported and Pam stated that this would be reported on the state report.She also stated that since the count was so off for a few months, she didn't feel real good about the number. The counter has been moved to right between the gates so it should be giving a much more accurate count now.A rounded attendance figure is in the narrative. Following the discussion, motion was made by Pamela Rineholt and seconded by John Schoeph to approve the Library Board Annual Report as written. Motion passed unanimously with a roll call vote. 4. Adjournment:Meeting adjourned at 7:00 p.m. President Secretary