Trustees approve FY22 budget with 1% COLA, wipe minors' fines and adopt policy updates

At their June meeting, the St. Mary's County Library trustees voted to adopt a proposed fiscal 2022 budget that includes a 1% cost-of-living adjustment for employees and approved several administrative policy changes, including formal adoption of Maryland's law eliminating overdue fines for minors.

The board approved the budget after discussion about using $33,000 from fund balance to cover the 1% COLA and related step increases for staff. Michael Dunn, who delivered the director's report, said the county and state contributions cover a 2.5% step increase and that the 1% COLA would be paid on July 1. "I do think that our staff have shown resilience, creativity, and perseverance during the pandemic, and I strongly recommend that we consider that," Dunn said during debate on the budget. Trustees also agreed to fund additional hours to restore Sunday library service at Lexington Park, described in the meeting as "additional hours" rather than new full-time positions.

The board also approved a set of budget adjustments totaling about $47,163 to reallocate funds between lines where spending was below or above expectations. Belinda Lloyd, who answered finance questions during the meeting, confirmed that a quarterly payment to an asset strategy consultant listed on the expense ledger was billed as Q1 of 2021 and comes from the library's contracts/accounting budget lines.

In a separate, statute-driven change, trustees adopted updates to the library's loan, fees and lost-items policy to comply with the recently enacted Lifelong Learners Act. The board formally forgave outstanding fines and balances for patrons under 18, effective July 1, and updated procedures so that minors will not be charged overdue fines going forward. During discussion, trustees clarified that fees for lost or damaged materials may still be charged and that interlibrary loan (ILL) items remain an exception in which the library may assess charges when necessary. "On July 1st, all young people are getting their slates wiped completely clean," Dunn said.

Trustees also approved several nonfinancial manual updates with voice votes: shortening the public meeting-room reservation window from 120 to 90 days, adjusting the inclement-weather staff-comfort temperature threshold to 85 degrees Fahrenheit, and adding language that the library is not responsible for loss or theft of unattended items. The board voted to move the treasurer's report from a monthly to a quarterly schedule.

Votes at a glance - Approve May meeting minutes — motion carried (voice vote). - Accept EALs (expense approval list) — motion carried (voice vote). - Accept treasurer's report — motion carried (voice vote). - Approve budget adjustments (approx. $47,163) — motion carried (voice vote). - Approve policy change: meeting-room reservation window (120 → 90 days) — motion carried (voice vote). - Approve policy change: inclement-weather temperature threshold (to 85°F) — motion carried (voice vote). - Approve policy change: rules of behavior adding lost/unattended-item disclaimer — motion carried (voice vote). - Adopt loan/fees policy changes to comply with Maryland law removing juvenile fines; forgive past fines for patrons under 18 — motion carried (voice vote). - Approve proposed FY22 budget including 1% COLA and additional hours to restore Sunday service — motion carried (voice vote). - Move treasurer's report to quarterly — motion carried (voice vote).

Why it matters: The budget vote sets staffing and service levels for the coming year and the policy change implementing the Lifelong Learners Act immediately affects families and minors who borrow materials, removing overdue fees and clearing past minor balances. The decision to restore Sunday service and to allocate the modest COLA were presented as measures to support staff retention and to expand access to library services.

The board set the next schedule for treasury reporting to quarterly and said it will review the year-end audit in early September. Several trustees and staff said they expect donation and friends-group revenues to exceed conservative budget estimates and will monitor whether that reduces use of fund balance later in the fiscal year.

Ending note: Trustees and staff said they will continue to monitor operating costs (including utilities and contracts) and will present any necessary budget adjustments following the audit and evolving county funding decisions.