At the Feb. 19 meeting, Town of Southborough Library Director Ryan reviewed recent financial reports and explained why month-to-month variances sometimes appear larger than expected.

Ryan said payroll timing — the date payroll falls relative to the reporting month — creates apparent differences in monthly totals and that final year-end figures are typically available in early July. “I can give you a really good idea in June of a ballpark of what we're gonna turn back. And usually, I'm pretty close, but I can't give you an exact number until probably July 1 or July 2,” Ryan said.

He also noted that certain line items shown on the report are historic or inactive (for example, the library previously paid water bills directly; those costs now go to town facilities). Ryan said some computer- and subscription-related line items remain on the spreadsheet for administrative reasons and that he would ask the finance director to remove inactive lines or make them clearer.

On the FY26 budget outlook, Ryan said the library had not been summoned to present before Advisory in this budget cycle; he believes that because the requested increase is approximately 4.5 percent, Advisory may not require a formal presentation. He committed to notify trustees if advisory requested a presentation and to invite trustees to attend if so.

Trustees asked for clearer labeling of line items, and Ryan agreed to work with the town finance director to clean up the spreadsheet and to provide more precise monthly figures when payroll falls near month boundaries.

Next steps: Ryan will request that the finance director remove inactive line items for clarity, will report back with a cleaned-up expense report, and will notify trustees if Advisory requires a budget presentation.