TRUSTEES IN ATTENDANCE: Jim Wilder, James T. Walker, Esq. and
Paula A. Lewis, County Commissioner.
OTHERS IN ATTENDANCE: Nora J. Everlove, Librarian & Lynn T. Atkinson,
Judge Conner was unable to attend the meeting so the meeting was conducted by Paula A. Lewis. The minutes were approved unanimously as presented by the secretary.
II. FINANCIAL STATEMENTS:
Law Library Balance Sheet for June 2010. The reserve account is now a specific line item, $120,000.00.
Revenues: Our monthly revenues for May and June, 2010 are a lot less than March and April, but May and June are still well above what we based our budget on this year. We have averaged about $28,500.00 per month this year. Ms. Everlove reported that 80% of our income is coming from the traffic fines.
Expenses: We have spent $170,000.00 to date, $70,000.00 of which was book shelves.
Ms. Everlove reported that we are in a much better position than we were last year at this time. The AED Equipment has been ordered. She met with the West representative and took care of repurchasing the Florida Juror. By cancelling and repurchasing we saved $10,000.00 by “rolling” it. Lexis-Nexis is calling at this time to set up a time to go over some more reinstatements.
We now have a much better pricing on WestLaw. We pay a 6% increase next year versus a 15% to 18% that we were facing in the past.
The May and June, 2010 Financial Statements were unanimously approved as presented.
III: LIBRARIAN’S REPORT:
Court Security/Law Library After-Hours Access Procedure: There are three forms. There is an Application, a Law Library Access Card Agreement and a Procedural Memo for obtaining the Law Library Access Card and processing. The Clerk’s Office is charging a $20.00 fee. A fee for the Law Library was discussed. It was decided that there would be no such charge at this time as the revenue that would be generated would be minimal at best and there is no additional cost to the Law Library for the after-hours use. Mr. Walker made a motion that the $20.00 fee be accepted. Mr. Wilder seconded the motion to approve the $20.00 fee and it was unanimously approved. Ms. Everlove will make every effort to disseminate this information to the Bar Association.
Purchase Trial Guide, Rules of the Road: Ms. Everlove asked permission to purchase this Guide for Personal Injury/Auto Accidents in the amount of $90.00. Mr. Walker made a motion to approve the purchase. Mr. Wilder seconded the motion and it was unanimously approved.
Attendance Report: Attendance is up. The pro se numbers are higher than the attorney attendance numbers. Ms. Everlove reported she would like prepare some handouts and to attend more of the Bar Meetings to elicit more attorney use of the Law Library. The Law Library is being used for studying as well. Mr. Walker asked for a comparison to 2009 numbers. Ms. Everlove reported that the 2010 numbers are less than the 2009 numbers. She attributes this to the location and lack of attorney drop-ins between court appearances.
IV. PROPOSED BUDGET FOR NEW FISCAL YEAR:
Ms. Everlove presented a proposed budget for the new fiscal year (see copy of proposed budget attached for reference). Ms. Everlove is projecting that we will have over $340,000.00 in revenues at the end of the current fiscal year. She reported that since there is no way to tell what next year will bring, she conservatively estimated next fiscal year’s revenues at 90%. Next fiscal year’s estimated revenues are at just over $300,000.00.
The projected expenditures for this fiscal year will be approximately $237,000.00, $70,000.00 of which was the purchase of bookcases. We would have an end of the fiscal year balance of $338,000.00. Projecting next year’s expenditures Ms. Everlove believes that we will have a balance of $400,000.00 at the end of September 2011.
Discussion was had concerning the Proposed Budget as presented. It was decided that Ms. Everlove would continue to work on reinstating the subscriptions already approved and then observing the income and expenditures over the next several months. She suggested that the trustees prioritize what is to be reinstated beyond what has already been approved. If the revenues stay up they can be reinstated in steps.
Mr. Walker stated that he is uncomfortable approving a proposed budget that shows revenues that substantially exceed expenditures; most every budget that he has seen these are in balance. He suggested the Library allocate on paper for budgetary purposes the remaining surplus to a separate line item, “Unallocated Expenses.” Ms. Everlove suggested that the Library take the surplus amount of $68,578.13 into this line item. This amount can be drawn on when it is needed.
Mr. Walker made a motion that the Proposed Budget for the fiscal year 2010-2011 to be approved with the amendment of a line item being created and titled “Unallocated Expenses” and that $68,578.13 be put into this line item which will balance the Revenues and Expenditures. Mr. Wilder seconded motion and it was unanimously approved.
V. PARKING SPACE: Mr. Walker brought up the parking space issue. Ms. Lewis reported that she spoke to Roger Shinn and Joe Smith. The courier spaces are used in the evenings to store the Clerk’s Vehicles overnight. Mr. Shinn suggested that he has people in the building (cleaning people) and he feels that the space in front of the building would be available. He suggested that some of his people could cover the door at some point between 4:30 p.m. – 5:00 p.m. while after-hours Law Library personnel move their vehicles and again at 7:00 p.m. to watch to make sure that the personnel get safely to their car, presumably the car will be close to the Law Library front door.
Mr. Walker inquired if Ms. Everlove was satisfied with this solution. Ms. Everlove stated that she is satisfied with the solution.
VI: TOM A. KING’S CONTRIBUTION TO THE LAW LIBRARY: Mr. Wilder wanted to formally acknowledge the help that Tom A. King gave the Law Library in determining not only computer needs, but exactly what hardware and software was necessary. Additionally Mr. King volunteered in the actual installation of same.
Mr. Walker made a motion that Mr. Wilder draft a letter of thanks for Judge Conner’s signature on behalf of the Trustees to Mr. King. Ms. Atkinson advised that Mr. Wilder could e-mail the letter to her and she would take care of having the Judge sign it and she would send it out. Mr. Wilder seconded the motion and it was carried unanimously.
As there was no further business to discuss the meeting was adjourned.
Approved: August ______, 2010.
BURTON C. CONNER, Chairman
JIM WILDER, Member
JOHNATHAN FERGUSON, Member
PAULA A. LEWIS, Member
JAMES T. WALKER, Member