New Orleans Public Library Board

Finance Committee Report

Date: Wednesday, March 14, 2019, 4:30pm

Present: James K. Chassee Vonda Flentroy-Rice (via phone) Jessica Styons Michel N. Thompson

Next meeting: TBD

I. Discussion Highlights

1. Reviewed FYE 2018 and Feb 2019 Budget vs Actual.

2. Reviewed capital project submissions for 2020-2024.

3. Discussed notice of land lease tenant of 740 Iberville Street to exercise its

third option to renew lease.

II. Outcomes / Board Recommendation(s)

Summary:

- Financial report expenditures will be trimmed down to 6 major categories listed

below and only line items with a negative balance will require a footnote(s).

Personnel Facilities

Outreach/Programs Collections

Technology Other Operating

- Budget request forms will be created and submitted to department heads late

April early May. Departmental budget requests will be reviewed and submitted to

Finance Committee and Board for approval in preparation of NOPL’s annual

budget submission.

- Michel will report back to Finance Committee date of presentation to City

Planning Commission on capital project requests.

- Investigating lease modification options with Jennifer R. Kretschmann, City

Property Management, Real Estate Administrator, for land lease located at 740

Iberville Street.

Transforming Lives, Enriching Neighborhoods, and Preserving History.

Finance Committee Meeting

March 13, 2019 4:30 pm

AGENDA

Present: James K. Chassee Vonda Flentroy-Rice (via phone) Jessica Styons, Interim Director Michel N. Thompson, Business Manager

1. Call to order 2. Review

a. Review Budget vs Actual as of December 31, 2019 b. Review Budget vs Actual as of February 28, 2019

c. Review of Capital Projects Submission 3. Discuss

a. Tenant third lease extension request for land lease located at 740 Iberville Street 4. Adjournment

2019 Goals (subject to change):

o Create/add budget process procedures to board orientation and for new committee guidelines

Next scheduled meeting: TBD

New Orleans Public Library

Budget vs Actual

as of December 2018

Line# Description Oct Nov Dec2018

YTD Total

2017

YTD Total

2018

Budget

2018

Budget vs Actual

Difference

% of

Budget

1 FUNDING

2 Millage 261,099 83,103 - 19,647,838 19,140,443 20,140,000 492,162

3 Subtotal 261,099 83,103 - 19,647,838 19,140,443 20,140,000 492,162 98%

4 Plus Other Funding

5 Library Donations Trust (Rent) 10,833 10,833 10,833 130,000 130,000 130,000 -

6 Self-Generated (Fines/Fees) 1,856 8,360 12,787 135,438 139,596 160,000 24,562 f

7 BP Settlement - 506,501 506,501

8 TOTAL FUNDING 273,788 102,296 23,621 19,913,276 19,410,039 20,936,501 1,023,225

9

10 (Over) / Under

11 EXPENSES Budget

12 Personnel

13 Salaries 615,935 639,826 1,044,433 7,955,249 7,481,312 9,000,435 1,045,186

14 Overtime 13,730 10,332 18,126 150,358 140,759 219,298 68,940

15 Retirement 131,908 138,516 224,766 1,703,617 1,471,700 1,751,155 47,537

16 Payroll Taxes 45,605 47,085 76,171 584,769 544,878 666,077 81,307

17 Hospitalization Insurance 143,998 145,729 228,014 1,748,008 1,716,558 2,151,316 403,308

18 W/C, UI, Life, Uniform 14,071 14,126 22,138 188,176 183,049 211,719 23,544

19 Total Personnel 965,247 995,615 1,613,648 12,330,178 11,538,256 14,000,000 1,669,822 88%

20

21 Other Operating

22 Admin./Staff Training/Memberships 3,197 1,012 1,759 31,144 37,572 50,000 18,856

23 Automotive - 63,319 - -

24 Building Lease/Rent 13,794 13,795 13,795 179,718 143,639 160,000 (19,718)

25 Collection 284,245 236,300 166,221 2,700,926 2,560,980 3,000,000 299,075

26 Equipment Lease 1,053 5,054 36,133 28,202 65,000 28,867

27 Equipment Maint/Repair 6,741 880 57,182 65,557 70,000 12,818

28 Facilities Repair/Maint./Supplies 32,226 43,297 12,283 542,980 330,822 350,000 (192,980) a

29 Furniture/ General Equip - 916,769 492,753 610,000 (306,769) b

30 Marketing/PR 5,580 4,125 70,124 14,973 80,000 9,876

31 Meeting/Programs - 4,351 696 5,661 3,058 5,000 (661)

32 Office Supplies/Expense 8,693 1,814 12,954 154,473 151,603 150,000 (4,473)

33 Postage 787 4,893 6,754 5,000 107

34 Professional/Consulting Svcs 450 450 571 45,706 16,344 20,000 (25,706) d

35 Prof. Assn./Continued Education 3,573 2,356 2,356 62,073 79,294 30,000 (32,073) e

36 Programming/OutReach 15,028 6,349 3,256 86,277 80,809 150,000 63,723

37 Security and Safety 107,239 59,728 66,655 678,696 666,739 500,000 (178,696) g

38 Telephone/Internet/Cellular 30,919 24,609 1,850 (1,798) 224,371 400,000 401,798 c

39 Technology/Support/Equipment 132,578 8,640 313 442,884 473,720 780,000 337,116

40 Miscellaneous 896 3,835 3,244 5,000 1,165

41 Prior Year Expenditures - 3,455 - -

42 Total Other Operating 646,998 406,825 288,642 6,017,675 5,447,209 6,430,000 412,325 94%

43

44 TOTAL PERSONNEL/OPERATING 1,612,245 1,402,439 1,902,289 18,347,853 16,985,465 20,430,000 2,082,147 90%

45

2017 Fund Balance (audited) $5,546,618

g - Security and Saftery - Additional guards requested for branches and programs.

f - Self Generated Fines and Fees - 2018 Year end deposits posted in 2019 totaled $27,326.18, therefore if deposited and posted in 2018 we would have exceeded

budget by 2%.

Notes

a - Facilities Repair/Maint./Repair - Includes new flooring for the 1st and 2nd floors of Main with a pending credit of $50,000 for construction grant receivied from The

b - Furniture/Equipment - Includes new furniture for the 1st and 2nd for Teen Tech Center with a pending credit of $30,000 for furniture grant recevied from The

c - Telecommunications - eRate funding totaling $213,998.78 was received in February 2018.

d - Professional/Consulting Svcs - Additional cost occurred for the disassembly/discarding shelving for the Main Library renovation.

e - Prof Assn/Con't Education - Pending credit of $3,000 for travel reimbursable from The Clubhouse Network/Best Buy Grant to attend their Teen Tech Center annual

Questions? mthompson@nolalibrary.org

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

Personnel Operating BP Settlement

$12,330,178

$6,017,675

$1,669,822

$412,325

$506,501

Expenses Budget Remaining

New Orleans Public LibraryBudget vs Expenditures as of December 31, 2018

Personnel$12,330,178

67.20%

Facilities$542,980 2.96%

Programs$86,277 0.47%

Collection$2,700,926

14.72%

Technology$442,884 2.41%

Other Operating$2,244,609

12.23%

New Orleans Public LibraryExpenditures

as of September 30, 2018

New Orleans Public LibraryExpenditures

as of December 31, 2018

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$16,000,000

$18,000,000

$20,000,000

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr2016 2016

$306,052 $209,615

2017 2017

$736,688 $300,909

2018 2018

$417,440 $344,201

New Orleans Public LibraryMillage Funding

as of December 31st FY 2016 - 2018

Questions? mthompson@nolalibrary.org

New Orleans Public Library

Budget vs Actual

as of February 28, 2019

Line# Description Jan Feb2019

YTD Total

2018

YTD Total

2019

Budget

2019

Budget vs Actual

Difference

% of

Budget

1 FUNDING

2 Millage - 383,838 383,838 2,312,414 20,147,000 19,763,162

3 Subtotal - 383,838 383,838 2,312,414 20,147,000 19,763,162 2%

4 Plus Other Funding

5 Library Donations Trust (Rent) 10,833 10,833 21,667 10,833 130,000 108,333.32

6 Self-Generated (Fines/Fees) - 22,085 160,000 160,000

7 BP Settlement - 506,501 506,501

8 TOTAL FUNDING 10,833 394,671 405,504 2,345,332 20,943,501 20,537,997

9

10 (Over) / Under

11 EXPENSES Budget

12 Personnel

13 Salaries 639,869 677,692 1,317,561 1,145,884 9,250,435 7,932,874

14 Overtime 11,124 12,693 23,817 13,338 219,298 195,482

15 Retirement 133,498 146,134 279,632 246,244 1,751,155 1,471,522

16 Payroll Taxes 45,668 49,619 95,287 83,589 666,077 570,790

17 Hospitalization Insurance 135,443 146,075 281,518 164,124 2,151,316 1,869,798

18 W/C, UI, Life, Uniform 12,888 13,855 26,743 27,476 211,719 184,976

19 Total Personnel 978,489 1,046,068 2,024,557 1,680,655 14,250,000 12,225,443 14%

20

21 Other Operating

22 Admin./Staff Training/Memberships 314 2,354 2,668 15,448 60,000 57,332

23 Automotive - 60,000 60,000

24 Building Lease/Rent 13,795 13,795 26,018 170,000 156,205

25 Collection 77,319 82,825 160,144 613,603 3,000,000 2,839,856

26 Equipment Lease 3,879 3,879 14,454 77,000 73,121

27 Equipment Maint/Repair 488 488 8,477 80,000 79,512

28 Facilities Repair/Maint./Supplies 6,359 92,310 98,668 56,992 450,000 351,332

29 Furniture/ General Equip 96,384 96,384 480 650,000 553,616

30 Marketing/PR 44,939 44,939 19,417 145,000 100,061

31 Meeting/Programs - 5,000 5,000

32 Office Supplies/Expense 762 13,051 13,813 14,837 200,000 186,187

33 Postage 5,000 5,000 196 5,000 -

34 Professional/Consulting Svcs 14,848 10,723 25,571 900 50,000 24,429

35 Prof. Assn./Continued Education 955 4,328 5,283 1,784 70,000 64,717

36 Programming/OutReach 3,484 3,484 4,210 150,000 146,516

37 Security and Safety 236 720 956 138,246 700,000 699,044

38 Telephone/Internet/Cellular 713 24,391 25,104 (176,162) 450,000 424,896

39 Technology/Support/Equipment - - 153,165 860,000 860,000

40 Miscellaneous 230 284 514 202 5,000 4,486

41 Prior Year Expenditures - - - -

42 Total Other Operating 115,531 385,161 500,692 892,268 7,187,000 6,686,308 7%

43

44 TOTAL PERSONNEL/OPERATING 1,094,020 1,431,229 2,525,249 2,572,923 21,437,000 18,911,751 12%

45

2017 Fund Balance $5,546,618

2018 Anticipated Fund Balance Rollover $2,082,147

2018 Approx. Fund Balance YE Total $7,628,765

Questions? mthompson@nolalibrary.org

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Personnel$2,024,557

80.17%

Facilities$98,668 3.91%

Programs$3,484

Collection$160,144 6.34%

Technology $-0.00%

Other Operating$238,395 9.44%

New Orleans Public LibraryExpenditures

as of September 30, 2018

New Orleans Public LibraryExpenditures

as of February 28, 2019

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

Personnel Operating BP Settlement

$2,024,557

$500,692

$12,225,443

$6,686,308

$506,501

Expenses Budget Remaining

New Orleans Public LibraryBudget vs Expenditures as of February 28, 2019

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$16,000,000

$18,000,000

$20,000,000

1st Qtr

2017 2018 2019

New Orleans Public LibraryMillage Funding

as of February 28, 2019 FY 2017 - 2019

Questions? mthompson@nolalibrary.org

CITY OF NEW ORLEANS

CAPITAL BUDGET REQUEST

SUMMARY PAGE

Department

Agency

Number

630 Contact Name

Department

Name

New Orleans

Public LibraryContact Number

Date Contact E-Mail

Request #

Department

Ranking

Prioirty Criteria

Ranking Project Name Project Amount 2019 2020 2021 2022 20231 1 114 Main Modernization $ 20,000,000 $ - $ 20,000,000 $ - $ - $ -

2 2 120

Repair Roof and HVAC

System $ 2,500,000 $ - $ - $ 2,500,000 $ - $ - 3 3 99 Keller Extension $ 5,000,000 $ - $ - $ 5,000,000 $ - $ -

4 0 0 0 $ - $ - $ - $ - $ - $ - 5 0 0 0 $ - $ - $ - $ - $ - $ -

6 0 0 0 $ - $ - $ - $ - $ - $ - 7 0 0 0 $ - $ - $ - $ - $ - $ - 8 0 0 0 $ - $ - $ - $ - $ - $ - 9 0 0 0 $ - $ - $ - $ - $ - $ -

10 0 0 0 $ - $ - $ - $ - $ - $ - TOTAL $ 27,500,000 $ - $ 20,000,000 $ 7,500,000 $ - $ -

Department Head

Signature Printed Name

Date

Michel Thompson

March 7, 2019

2020 - 2024 Capital Budget Request Form

(504) 596-2603

Michel Thompson

Agency Number 630 Department Name New Orleans Public Library

Project Name Main Modernization Department Priority Ranking 1

Project Type Renovation Is a Land acquisition needed? (Y/N) No

Will this project be a permanent

immovable improvement?Yes

Does the request meet the General

Obligation Bond requirement?Blank

Project Address 219 Loyola Ave Council District B

Detailed Summary: Include Scope of

work, parking requirements,

landscaping, etc.

Five Year Summary

Has an Architect or Engineer

prepared drawings for this project?No

If Yes please explain how this was

funded and current status

Will this project increase your

department's current operating

expenses? (i.e. require additional

staff, maintenance, utilities)

Please provide estimate of increase

or decrease operating costs.

Estimated Cost of Project: (include

Design, Construction, Testing,

Contingency, etc.)

$20,000,000 Proposed Funding Source

Does this project fall in line with the

current Zoning requirementsYes If no please list required change

Please discuss how the project

conforms to objectives and

recommendations of the Master

Plan:

Does the project improve runoff

water quality or reduce the impacts

of flooding? If yes, please explain

how this is achieved, describing the

area that is impacted. If no, please

describe any negative impacts, and

the area impacted.

2019 -$ 2020 20,000,000.00$ 2021 -$ 2022 -$ 2023 -$

Is the surrounding infrastructure(i.e.

utilities, road network) sufficient to

support the intended use of the

project?

YesIf no please discuss required

improvements and estimated costs

Capital Budget Request Form

HVAC replacements: to include new cooling towers, chillers, boilers and required supporting structures. Elevators replacement: I freight

and 2 passengers to included ADA components. Proper removal of all textured ceilings and walls, patch and paint. Replace perforated

ceiling tiles with updated version. Installation of new lighting on first floor interior and exterior of building. Removal of City archives

from basement levels 1 and 2 into new structure for proper storage, climate control and better access for the public, nationally and

internationally. Removal/replacement of patio flooring to investigate/repair roof leaks to first floor below.

The proposed project aligns with Goal 4 of Chapter 10 of the Master Plan which requires the City to have “cost-efficient, resource

efficient, well maintained public facilities and services.”

For what year are you requesting the Project? 2019, 2020, 2021, 2022 or 2023? Enter

amount in requested year below.What Benefit(s) will be provided to

Public from this project?

Replace original equipment to building with

newer equipment to reduce downtime and

increase energy efficiency. Parts to repair

antiquated equipment are or have been

hard to locate as well as experienced

technicians to make repair. Mitigate

imminent damage or permanent lose of

300+years of City Archives by removing

them from basement to higher grounds.

Agency Number 630 Department Name Library

Project Name

Main Modernization

Department Priority Ranking

1

Categories Rating

Public Health and Safety

3

External Requirements

0

Protection of Capital Stock

3

Economic Development

3

Operating Budget

1

Life Expectancy of Project

3

Percent of Population Served by Projects

3

Relation to adopted Plans

3

Intensity of Use

3

Scheduling

2

Benefit/ Cost

3

Potential for Duplication

2

Availability of Financing

0

Special Need

2

Entergy Consumption

3

Timeliness/ External

0

Public Support

3

Environmental Quality and Storm

water Management1

TOTAL Ranking

38 114

9

9

9

6

9

6

0

6

9

0

9

3

9

Capital Budget Request Priority Rating Form

Score

9

0

9

9

3

Agency Number 630 Department Name Library

Project Name Repair Roof and HVAC System Department Priority Ranking 2

Project Type Repairs Is a Land acquisition needed? (Y/N) No

Will this project be a permanent immovable improvement?

YesDoes the request meet the General

Obligation Bond requirement?

Project AddressAlgiers - 3014 Holiday Drive, Mayer - 3001 Gentilly Blvd, Smith - 6301 Canal Boulevard

Council District C, D and A

Detailed Summary: Include Scope of work, parking requirements,

landscaping, etc.

Five Year Summary

Has an Architect or Engineer prepared drawings for this project?

NoIf Yes please explain how this was

funded and current status

Will this project increase your department's current operating

expenses? (i.e. require additional staff, maintenance, utilities)

NoPlease provide estimate of increase

or decrease operating costs.

Estimated Cost of Project: (include Design, Construction, Testing,

Contingency, etc.)$2,500,000 Proposed Funding Source

Does this project fall in line with the current Zoning requirements

Yes If no please list required change

Please discuss how the project conforms to objectives and

recommendations of the Master Plan:

Does the project improve runoff water quality or reduce the impacts of flooding? If yes, please explain

how this is achieved, describing the area that is impacted. If no, please describe any negative impacts, and

the area impacted.

2019 -$ 2020 -$ 2021 2,500,000.00$ 2022 -$ 2023 -$

Is the surrounding infrastructure(i.e. utilities, road network) sufficient to

support the intended use of the project?

YesIf no please discuss required

improvements and estimated costs

Capital Budget Request Form

Investigate and repair faulty roofs and HVAC systems, for leaks and cause of multiple compressor purchases, respectively, since opening in 2012.

The proposed project aligns with Goal 4 of Chapter 10 of the Master Plan which requires the City to have “cost-efficient, resource efficient, well maintained public facilities and services.”

What Benefit(s) will be provided to Public from this project?

Eliminate damage to assets due to intruding rain water and the need purchase and replace compressors and library closure due to extreme temperatures inside building.

For what year are you requesting the Project? 2019, 2020, 2021, 2022 or 2023? Enter amount in requested year below.

Agency Number 630 Department Name Library

Project Name

Repair Roof and HVAC System

Department Priority Ranking

2

Categories Rating

Public Health and Safety

3

External Requirements

0

Protection of Capital Stock

3

Economic Development

3

Operating Budget

3

Life Expectancy of Project

3

Percent of Population Served by Projects

3

Relation to dopted Plans

3

Intensity of Use

3

Scheduling

2

Benefit/ Cost

3

Potential for Duplication

2

Availability of Financing

0

Special Need

2

Entergy Consumptiom

3

Timeliness/ External

0

Public Support

3

Environmental Quality and Stormwater Management

1

TOTAL Ranking

40

0

0

9

9

9

9

9

9

9

6

9

6

9

Score

Capital Budget Request Prioirty Rating Form

6

9

0

9

120

3

Agency Number 630 Department Name Library

Project NameKeller Extension (Manager/Staff Offices/Breakroom/Restroom)

Department Priority Ranking 3

Project Type Renovation Is a Land acquisition needed? (Y/N) No

Will this project be a permanent immovable improvement?

YesDoes the request meet the General

Obligation Bond requirement?

Project Address 4300 S. Broad Avenue Council District B

Detailed Summary: Include Scope of work, parking requirements,

landscaping, etc.

Five Year Summary

Has an Architect or Engineer prepared drawings for this project?

NoIf Yes please explain how this was

funded and current status

Will this project increase your department's current operating

expenses? (i.e. require additional staff, maintenance, utilities)

NoPlease provide estimate of increase

or decrease operating costs.

Estimated Cost of Project: (include Design, Construction, Testing,

Contingency, etc.)5,000,000.00$ Proposed Funding Source

Does this project fall in line with the current Zoning requirements

Yes If no please list required change

Please discuss how the project conforms to objectives and

recommendations of the Master Plan:

Does the project improve runoff water quality or reduce the impacts of flooding? If yes, please explain

how this is achieved, describing the area that is impacted. If no, please describe any negative impacts, and

the area impacted.

2019 -$ 2020 -$ 2021 5,000,000.00$ 2022 -$ 2023 -$

Is the surrounding infrastructure(i.e. utilities, road network) sufficient to

support the intended use of the project?

YesIf no please discuss required

improvements and estimated costs

Capital Budget Request Form

Current library has insufficent space for staff to prepare projects, collaborate or break without possible interaction from public as they have no private space out of the public view. The staff of 10 currently shares a green cubicle like structure which is approximately 90sqft with exposed external work space surrounding green cubicle. This request is to add an annex on part of the green space next to building

with a staff break area/kitchenette, unisex restroom and open staff area with modular desks and a separate office for the manager to council/meet with staff privately. This will open the main floor to multiple possibilities of a more efficient circulation desk, addtional

technology and dedicated teen space.

What Benefit(s) will be provided to Public from this project?

Staff space to be more productive/improve operations and to provide more technology and usable space for public with ability to have dedicated space for the youth teens.

For what year are you requesting the Project? 2019, 2020, 2021, 2022 or 2023? Enter amount in requested year below.

The proposed project aligns with Goal 4 of Chapter 10 of the Master Plan which requires the City to have “cost-efficient, resource efficient, well maintained public facilities and services.”

Agency Number 630 Department Name Library

Project Name

Keller Extension (Manager/Staff Offices/Breakroom/Restroom)

Department Priority Ranking

3

Categories Rating

Public Health and Safety

1

External Requirements

0

Protection of Capital Stock

1

Economic Development

3

Operating Budget

2

Life Expectancy of Project

3

Percent of Population Served by Projects

3

Relation to dopted Plans

3

Intensity of Use

3

Scheduling

2

Benefit/ Cost

3

Potential for Duplication

2

Availability of Financing

0

Special Need

2

Entergy Consumptiom

1

Timeliness/ External

0

Public Support

3

Environmental Quality and Stormwater Management

1

TOTAL Ranking

33

0

0

3

9

6

9

9

9

9

6

9

6

3

Score

Capital Budget Request Prioirty Rating Form

6

3

0

9

99

3