Library board retroactively approves $500 from special projects account

At the trustees’ request, staff audited the library’s special projects account covering 2015–2023 and identified one discrepancy tied to a February 2017 volunteer luncheon.

Leticia Lyle, management analyst for the Community Services Department, said the special projects account showed a $1,000 charge for the 2017 volunteer luncheon while meeting minutes reflected only a $500 approval. Lyle said, "we are requesting that the library board of trustees retroactively approve the $500 withdrawn from the special projects account of the library trust fund." She added that the overall trust-fund balance remains accurate because finance had already accounted for the expense.

Trustees questioned whether similar unapproved withdrawals occurred in other years. Lyle said her review found that the special projects account contained only that one unapproved entry dating to 2017; other volunteer-appreciation expenses since 2022 were funded through city supplemental funds or Friends of the Library contributions, she said.

A trustee moved to retroactively approve the additional $500 for Feb. 2017; the motion was seconded and the board approved the request unanimously, 5–0.

Board members and city staff said they will continue reviewing other trust accounts and will place any future trust withdrawals on board agendas for prior approval.