Finance Committee Meeting Minutes November 24, :30 p.m. Conference Room A/B, Parma-Snow Branch

Transcription

1 Finance Committee Meeting Minutes November 24, :30 p.m. Conference Room A/B, Parma-Snow Branch Call to Order Finance Committee Chair Blakemore called the meeting to order at 4:32 p.m. In attendance were Committee member Patricia Shlonsky as well as Executive Director Sari Feldman, Deputy Director Tracy Strobel, Operations Director and Fiscal Officer Scott Morgan, Communications & External Relations Director Hallie Rich, Human Resources Director Dan Hauenstein, Literacy & Learning Division Director Pam Jankowski, IT Director Jim Haprian, Technical Services Director Daniel Barden, Assistant Facilities Director Donna Checki, Assistant Finance Director Robert Dolan, Assistant Development Director Tina Austin, Library Union Representatives, and other interested observers. Board President Maria Spangler and Trustee Elizabeth Hijar arrived toward the end of the meeting. Financial Statement Overview Operations Director and Fiscal Officer Morgan informed the Committee that CCPL has received over what was budgeted for the annual property tax allocation. When combined with what has been received from other inter-governmental agencies, CCPL has received about $150,000 more than expected. Director Morgan stated that this amount should be close to the final overage as typically the Library doesn t receive much revenue from these entities in the months of November or December. Director Morgan reminded the Committee that the report in front of them reflects through October. Only about one more month of revenue from the Public Library Fund is needed to equate to the amount that had been budgeted for the year. Director Morgan stated that the November payment has been received, and although not reflected in the report as presented, he stated that the payment did make the total revenue in excess of the anticipated budget. The payment received in December will continue to be in excess of the anticipated amount for the year. At this time, Chairman Blakemore offered his kudos to the Operations and Finance staff for their effective forecasting, and wisdom to estimate conservatively through the tough economic times. Director Morgan reminded the Committee that revenue is also in excess of the anticipated amount in patron fines and fees. Director Morgan stated that it is still believed that most of the overage is due to the continued increase in popularity for our Passport services. Director Morgan reminded the Committee that the refunds and reimbursements are still behind the anticipated budget due to the BABs reimbursement. He noted that the final CCPL Finance Committee November 2015 Page 1 of 7

2 decision on applying for BABs repayment is still being determined, however he stressed that even if CCPL does apply it is likely the funds will not be received this year. Director Morgan also reminded the Committee that while the salaries line-items are on target for the year, employee benefits will likely need additional funds due to shortages in the PERS (pension benefit) and healthcare accounts. The funds transfer request will likely appear before the Board for consideration next month. There was nothing to note in the special revenue funds. Director Morgan informed the Committee that the principle and interest payment was just made on the note retirement funds. He stated that those payments would be reflected in the November report next month. Additional capital projects have been added to the completed column. Director Morgan reminded the Committee that Brooklyn Branch had some renovations completed early in the facilities master plan process that was paid out of the general fund capital budget. CCPL has refunded itself for some of that work, and the budget will be increased to reflect this decision, however, that is why the project is currently in red. The project was also expanded from the original plan. Director Morgan informed the Committee that work is still being completed on the Orange Branch punch list. He stated that this project will likely not be finalized before the end of the year. The Maple Heights and Southeast Branches projects are also in red. Director Morgan reminded the Committee that the Maple Heights project included work beyond the original project scope, as did the Southeast Branch project. Southeast Branch includes the new roof and HVAC system. He stated his hope that the Maple Heights Branch project will be finalized before the end of the year. Investments October Director Morgan noted the certificates of deposit reflected in the investment report. He noted that some investments had matured, and had been reinvested in traditional CDs. The new investment was made with several banks to keep the deposits under the $250,000 FDIC threshold to ensure the funds were insured. The investment reports were approved for vote by the full Board Purchase Approval List Director Morgan noted there are twelve (12) items on the list for review. Deputy Director Strobel shared that the first item is funds for Zepheria, a new organization that will add our catalog to Google results for people doing searches in our area. These annual subscription funds will bring all CCPL bibliographic entries into Google searches. CCPL will not be the first, but an early adopter of the service. The fees reflect a onetime set-up fee and an annual serve fee. CCPL Finance Committee November 2015 Page 2 of 7

3 Director Morgan shared that the second item would allow CCPL to replace a truck. The truck s engine recently went out and the cost to replace the engine and its warranty versus purchasing a new truck was not cost effective. This request will cover the cost of replacing the truck which will be used soon for snow removal efforts. Director Haprian stated that the third item reflected the user licenses for the staff migration to Office 365. Director Morgan stated that the fourth item is an increase to an existing encumbrance for work to deal with a foundation issue at Fairview Park Branch. The repair needed was more significant than originally anticipated. The work has been completed, and the increase will cover the additional foundation, plumbing and sidewalk repairs that were required. Director Hauenstein explained that the fifth item is an encumbrance increase to address a shortage for Bravo Wellness to process some additional documentation that was submitted by providers and staff to achieve their annual wellness goals. The increase is $3,000. Director Morgan explained that items six, seven, and eight are increases to standing orders to purchase parts to have in house for building and auto repairs. These additional dollars will ensure that CCPL has the supplies necessary to get through the end of the year. Director Jankowski indicated that this request would provide for the coordination of the next Encore Entrepreneurs Series that is supported by the Cleveland Foundation. The programs will be held at different locations than the first round of programming. Director Jankowski also explained that item 10 will provide for coaching and mentoring during the next round of the Entrepreneurs Series. This will be a new aspect to the program. The Business Advisers of Cleveland will provide this new portion and assist the attendees in developing business plans by the end of the series. Item 11 is also related to the Entrepreneurs Series, and Director Jankowski shared that this request would provide for equipment needed in the forthcoming Innovation Center to be built at Garfield Heights Branch. Director Morgan shared that the final item on the list was an encumbrance increase for the capital fund construction project at South Euclid-Lyndhurst Branch. The increase is for the GPD Group which was the architect for the project. They expended additional dollars due to delayed opening. This increases their standing PO, and Sona will be ultimately responsible through change order. The Purchase Approval List was approved for vote by the full Board Gift Report Director Morgan noted that there are nine gifts reflected in the report. Seven of the gifts were to specific branch trust funds. The in-kind donation was for the annual CCPL Finance Committee November 2015 Page 3 of 7

4 maintenance of the elm tree in the parking lot of the new South Euclid-Lyndhurst Branch. One gift was for the purchase of books for the genealogy collection at Fairview Park Branch. The significant gifts from an estate were also noted, and it was shared that this was the second disbursement CCPL had received from the estate. The Gift Report was approved for vote by the full Board. Voucher List The Voucher List, itemizing expenses in excess of $5, was presented for informational purposes Temporary Annual Appropriation Resolution Director Morgan informed the Committee that he would request adoption of the temporary budget during the Board meeting to be held later in the evening. He stated that the request for passage of the final budget will likely occur in February He directed the Committee to first view the chart provided in the Board book on page 76. He stated that the carry over figure is an estimate until the year is closed out. Under revenue, he noted that the Public Library Fund estimate has been increased slightly over 2015 number due to what will likely be the final number this year. The local property taxes income estimate is based on the information provided by the County Budget Commission. Director Morgan also highlighted the miscellaneous category, and noted that the amount is reduced, and does not reflect the BABs reimbursement. The total budget as proposed for 2016 is $64,424, Under expenditures, Director Morgan stated that salaries were based on the actual number from The amount for supplies will be kept near the 2015 amount, although the budget for materials has been slightly reduced. The difference in the materials budget of $300,000 will be used to support Library programming. Chairman Blakemore asked why there was a decrease in the anticipated property tax revenue next year. Director Morgan indicated that due to House Bill (HB) 920, the amount a levying entity receives goes down over time. This effect accounts for the decrease in the actual property tax estimation. Director Morgan stated that the total budget, including all funds, is estimated to be $71,212, Resolution for 2016 Tax Advances Director Morgan reminded the Committee that this is an annual resolution requested to ensure that CCPL receives tax advances on the levied property tax dollars. The County asks that this resolution be considered annually to make this request. CCPL Finance Committee November 2015 Page 4 of 7

5 2016 Standing Orders Director Morgan stated that most of the vendors on the 2016 standing orders list had been adopted previously. The standing orders list was approved for vote by the full Board. Resolution Authorizing the Library to Enter into an Agreement with Professional Roofing Services (PRS) and North Shore Mechanical Regarding the Administration Building Roof and HVAC Replacement Director Morgan shared that there had been a public bid for the construction contract to replace the roof and HVAC system at the Administration Building. Four responses were received for the roof and five for the HVAC system. After review, the lowest bidder was accepted for both aspects of the construction. The total cost of the roof will be $1,581,000, which includes an alternate. The HVAC system will be $1,254,467, which also includes an alternate. Director Morgan noted that a substantial portion of the project cost will be encumbered this year with the remaining funds encumbered next year to make up the difference. Resolution Authorizing the Library to Enter into an Agreement with Building Technicians Corporation and ABC Piping Company Regarding the Southeast Branch Roof and HVAC Replacement Director Morgan shared that this project was also put to public bid, and the lowest bidders were awarded the contract in both cases as well. The roof replacement will cost $247,390, and the HVAC system replacement will be $424,600. Director Morgan also noted that the bid tabulations and engineer s recommendations are included in the packet provided for both resolutions. The work will commence in the spring. The funds for this Southeast Branch project are coming from the capital fund. Resolution to Advertise for Competitive Bids for the Renovation of the Cuyahoga county Public Library Parma Heights and Brooklyn Branches Director Morgan reminded the Committee that CCPL is currently working with Richard Fleischman + Partners Architects on the design and drawings for the renovations. This resolution will allow CCPL to seek bids for the actual construction work for the renovations. Resolution to Approve Change Order Number Six for Infinity Construction Regarding the New Parma-Snow Branch Construction Project Director Morgan stated that this should reflect the final change order for this project. This change order accounts for the charges by RoofTec, which was brought in to CCPL Finance Committee November 2015 Page 5 of 7

6 address the issues with the green roof. This deduction of $32, to Infinity Construction will cover RoofTec s expenses. Director Morgan reminded the Committee that this project was over budget due to the utilities issues, so this deduction will not put the project in the black. Resolution to Approve Change Order Number One for United Mechanical Regarding the New South Euclid-Lyndhurst Branch Library Construction Project Director Morgan informed the Committee that this change order was caused by the delayed grand opening. As a result, there will be a deduction change order coming from Sona to cover these costs in the future. This request covers United Mechanical s extra time on the project. Resolution to Approve Change Order Number One for Fox Fire, Inc. Regarding the New South Euclid-Lyndhurst Branch Library Construction Project Director Morgan informed the Committee that this change order was caused by the delayed grand opening. As a result, there will be a deduction change order coming from Sona to cover these costs in the future. This request covers Fox Fire s extra time on the project. Board President Spangler and Trustee Hijar arrive. Discussion: Cyber Insurance Director Morgan informed the Committee that as a result of some discussions he had with CCPL s insurance broker, he wanted to share information on a new product in the marketplace. Cyber insurance would provide coverage for CCPL if someone was injured as a result of our electronic business activity, or if CCPL was injured as a result of someone breaching our firewalls. This coverage can be obtained at a fairly low cost. One year of coverage would cost between $7,000 and $11,000. The exact figure would be determined through an application process that would determine CCPL s liability. CCPL would injure someone else through our business activity, if for example, CCPL failed to protect private information such as credit card information. The coverage would include cyber breach itself, failure to notify an individual of the breach, and if someone was able to attach a virus to our equipment and someone received the virus from our equipment. If someone was able to breach our firewalls, and we were injured, it would also cover those costs along with associated crisis. CCPL Finance Committee November 2015 Page 6 of 7

7 The other items listed as coverable, are covered through other insurance that we currently carry. Director Morgan s intention, as long as there are no objections, would be to proceed with the application and see what the policy would cost and proceed to encumber the funds. Chairman Blakemore asked if the computer fraud coverage in our existing policy would cover what was being discussed, and requested some additional clarity. Director Morgan s request to move the discussion forward in the interim, however, was approved. Other: No other items were discussed. Adjournment There was no other business before the Finance Committee, and Trustee and Finance Committee Chairperson Blakemore called the meeting adjourned at 5:17 pm. CCPL Finance Committee November 2015 Page 7 of 7