Carnegie Public Library interim director Mary Caradine and Library Board Chairman Shelia Winters announced at Tuesday’s board meeting they found the money that was supposed to be allocated from the Coahoma County Board of Supervisors for the 2020-21 budget.
The 2020-21 fiscal year came to an end October 1.
The budget shows, as of September 30, the County appropriated $221,934.17 to the Carnegie Public Library. The library budgeted for $269,295.96 from the County.
When the discussion came up during the September board meeting, it was reported only $87,355.24 that had been allocated – a discrepancy of more than $100,000.
“It was stated in the last meeting that the library did not receive all of the funding from the city of Clarksdale and Coahoma County,” Caradine said. “After investigating, I found all of the money from the city and the county and it is in the bank.”
The amount of money the city of Clarksdale allocated was never in question. The city appropriated $253,197.47 as of September 30. The library budgeted just $230,552.90.
“That completes the 2021 budget, right?” said chairman Winters.
Board member Nancy Foley asked if this was all the money the library expected to get from the Board of Supervisors.
“I have located all of the money that they allocated for the library for the fiscal year 2021,” Caradine said.
Winters praised the city of Clarksdale for appropriating $22,644.57 more than expected.
Foley questioned why there was a lag between what was appropriated, processed and sent.
Winters said, at this time, all that needs to be said is the money was sent.
“Was my question inappropriate?” Foley said.
“At this time, it is,” Winters replied. “We will get into this conversation later in the meeting.”
Winters said all that needed to be printed in the newspaper was the Carnegie Public Library received all its money after the deposits.
The Clarksdale Press Register has repeatedly published accounts of a lack of hard numbers provided by Winters to the public and even other board members. Financials were only given to the board recently, after threats of a lawsuit seeking those numbers was raised by the Clarksdale Press Register.
“If you don’t mind, no further discussion,” said Winters as she went back and forth with Foley.
Winters said the finances would be discussed later in the meeting.
“If you don’t mind, what item?” Foley asked, referring to the place on the agenda.
Winters said it would be later in the agenda and in closed session.
“Where?” Foley said.
“I feel like I’ve answered your question,” Winters said.
Caradine also said it would be discussed in executive session.
Discussing budgets or government finances in executive session and away from the eyes and ears of taxpayers and the public is a violation of Mississippi’s Open Meeting laws.
Board member Christopher Coleman questioned how there was an error to the point where it was unknown that the Board of Supervisors appropriated most of the money as expected.
“The money was not deposited into the proper account,” said accountant Dena Upchurch, adding once it was discovered, the money was transferred.
The board was told the county made their allocation in January.
“The error was not found until October,” Upchurch continued.
“Who is responsible for making deposits?” asked Coleman in response.
“The staff of the library,” said Upchurch.
Coleman raised concern that many financial mistakes were being made and it was difficult for board members to understand budgets, plan and manage the library because of inaccurate data.
“We’ve had more than a few mistakes on the numbers,” Coleman said
Upchurch said they were not mistakes.
“It’s just different accounts,” Upchurch said.
Winters said the secretary deposits the money.
“The money didn’t go anywhere,” Upchurch said. “It was there the whole time.”
Upchurch said it was coded incorrectly in QuickBooks.
“The bank coded it wrong, which is normal,” Upchurch said. “I overlooked it.”
Coleman again stressed this was not the first problem encountered with financial records at the Library.
“We have been having issues with numbers being off,” Coleman said.
“Budgets are estimates,” Upchurch replied.
“Not significantly off like that,” Coleman countered. “Madame chair (Winters) thought the money was missing. Do you see how problematic this is? This is why I have not approved any financials. I don’t mean to be the mean guy, but this is the reason I have not approved financials.”
Upchurch expressed her regrets for any mistakes.
“I apologize. If you want a different bookkeeper, you’re welcome to hire somebody else,” Upchurch said.
Coleman stood his ground.
“I’m a numbers guy,” Coleman said. “You can’t afford to make mistakes.”
Winters said there would be other opportunities to get questions in.
“I think Ms. Caradine has learned quite a bit in the last two weeks and she knows what to look for,” Winters said.
The board voted to approve the open items list and voided checks from financials following the discussion. The board tabled monthly financials, profits and losses.
Winters said the 2021-22 fiscal year budget would be presented at the November board meeting; the 2020-21 budget had to be closed out.
Executive Session
When the board did go into executive session, it was announced that it was for personnel and they did not define what person or even department would be discussed. The finances were not announced as a reason for the executive session.
After more than an hour behind doors closed to the public, the board approved letting the library executive director handle all personnel.
As part of the director’s report, discussion surfaced about fixing the library roof.
Coleman asked about the city and county working together to fund the fixing of the roof and phases for the project.
Caradine said the first phase would be fixing the roof. The second phase would be repairing the damage caused inside the library from roof issues.
Caradine said the Board of Supervisors have seen the damage to the roof, but the city of Clarksdale and commissioners have not toured the building.
Winters said Board of Supervisors President Johnny Newson told her to just go ahead and get bids for the repairs. Winters also said the county knows they are responsible for the repairs.
“He asked that we go on and put the bid out,” Winters said.
Foley asked if the roof would be repaired or replaced.
Winters said it would be replaced.
Winters said every board member would have input on the company installing the new roof.
Caradine announced the library would be closed Nov. 11 for Veterans Day. She said the library would close at 1 p.m. Nov. 24 for Thanksgiving and remain closed the remainder of that weekend.
The Library Board voted to meet again Nov. 18.
