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MILTON PUBLIC LIBRARY
FY16 Budget Presentation for the
Presentation for the Warrant CommitteeFebruary 19, 2015
FY14 METRICS
In FY14, Library patrons… Checked out over 26,000 items a month. Downloaded over 50 items a day. Asked almost 300 reference questions a week. Attended more than 530 Library sponsored programs. Visited us over 4,500 times a week. Checked out each new book an average of 18 times. Borrowed each new DVD an average of 26 times.
We delivered services with a lean staff and budget 35% of checkouts were self service
LIBRARY FIVE-YEAR GROWTH
FY09 FY14 % Growth
Circulation 200,926 Vs. 315,415 57%
Programs Offered
149 Vs. 581 290%
Program Attendance
5,162 Vs. 13,537 162%
Reference Questions
7,876 Vs. 14,556 85%
Computer Use
17,053 Vs. 47,445 178%
Library Attendance
132,445 Vs. 237,214 79%
Downloads 0 Vs. 18,840
STRONGER TOGETHER
The Library continues to explore opportunities to provide more efficient and cost effective services for Milton residents Town IT Consolidated Facilities Department Old Colony Library Network
STRONGER TOGETHER: TOWN IT
Over the past year, the Library has become more integrated with the Town IT Department We have switched to the Town’s IT provider
Improved cost savings for Town Improved service for Library
Collaborated with Town IT on technology upgrades and purchases
Replacement of aging computers and WiFi
STRONGER TOGETHER: CONSOLIDATED FACILITIES DEPARTMENT
The Library is fully integrated with the CFD HVAC issues Grounds issues Lighting & Electrical Any and all building related issues
Collaborate on preventative maintenance Negotiates maintenance contracts Works with us on long range/capital planning
Consolidated Facilities is very responsive and supportive of the Library’s needs
Benefits for the Library include: Significant savings in labor costs Immediate response times as compared to outside vendors
STRONGER TOGETHER: OCLN
The Old Colony Library Network (OCLN) is a 29 library collaborative, including towns and academic institutions.
Benefits include: Shared collections – Milton residents can borrow from
surrounding towns Cost savings from collaborative purchasing.
Library Catalog eBooks, and other services Database
Staff training Technical support Long Range Planning
STATE STANDARDS FOR PUBLIC LIBRARIES
What are State Standards? MAR (Municipal Appropriation Requirement) - This
mandates that the Library budget be at least the average of the previous three municipal appropriations for library services, multiplied by 2.5%.
MER (Materials Expenditure Requirement) – This mandates what percentage of total operating costs must be spent on circulating materials based on population. Ours is 13%.
Hours Open Requirement – This mandates the weekly hours of service required based on population.
Be meeting state standards, we anticipate receiving ~$32,000 in FY15
STATE AID: MUNICIPAL APPROPRIATIONS
FY16 MAR = $1,242,540Budget Revolving Total
Level Service
$1,309,398 $80,000 $1,389,398
Level Dollar
$1,230,675 $80,000 $1,310,675
Reduced Budget
$1,206,062 $80,000 $1,286,062
STATE AID: MUNICIPAL APPROPRIATIONS
How we got to FY16 MAR numbers
Year
Budget Revolving Total
FY13
$1,075,039 $73,000 $1,148,039
FY14
$1,145,740 $72,311 $1,218,051
FY15
$1,170,611 $100,000 $1,270,611
$3,636,701
SUM
3 year average
$1,212,234
X 2.5% $1,242,540
= MAR
STATE AID: MATERIALS
FY16 MER ScenariosFY15 Level Service Level Dollar Reduced
Budget
Budget $1,170,611 $ 1,309,398 $ 1,230,675 $ 1,206,062 Revolving $100,000 $ 80,000 $ 80,000 $ 80,000 Total $1,270,611 $ 1,389,398 $ 1,310,675 $ 1,286,062 X 13% $165,179 $ 180,622 $ 170,388 $ 167,188
How to get there
budget $78,301 $ 112,000 $ 102,000 $ 99,000
revolving $85,000 $ 65,000 $ 65,000 $ 65,000
Deficit $1,878 $ 3,622 $ 3,388 $ 3,188
$165,179 $ 180,622 $ 170,388 $ 167,188
STATE STANDARDS FOR PUBLIC LIBRARIES
You need to have the materials that people want. Increased emphasis on digital collections
There is a direct correlation between the library’s materials budget and the value that patrons get from the Library.
Annual circulation measures this value. More materials = more selection = more
circulation
EBOOKS AND OUR REVOLVING FUND
Materials Revolving Fund Driven by overdue fines collected at the Library There is no mechanism to collect overdue fines for
eBooks This will lead to a gradual decrease in the money
collected for the revolving fund, leading to a gap in our materials budget
eBooks Current pricing model for libraries challenges our
budget Average new print cost for libraries: $12.00 Average new eBook cost for libraries $38.00
BUDGET SCENARIOS
Level Service Meets the current demands for Library
services Level Dollar
Maintains current staffing levels, but underfunds many general expenses
Reduced Budget Reduces operating hours and underfunds
many general expenses
LIBRARY BUDGET SCENARIOS
Level Service Budget = $1,309,398 Adds minimal staffing hours to meet current demand Increases Materials budget to meet demand Adjusts expenses to meet needs based on FY14 and FY15
numbers Close to meeting all state minimum requirements
Level Dollar Budget = $1,230,675 Maintains current staffing Maintains current level of general expenses, creating
possibility of Reserve Fund Transfer request to meet building maintenance needs
Does not meet state minimum Materials Expenditure Requirement
LIBRARY BUDGET SCENARIOS
Reduced Budget Scenario = $1,206,062 Eliminates Sunday hours Maintains current level of general
expenses, creating possibility of Reserve Fund Transfer request to meet building maintenance needs
Does not meet state minimum Materials Expenditure Requirement
LEVEL SERVICE BUDGET ALLOWS US TO: Increase staffing levels to meet current demands for
Library services Maintain current hours of operation Adequately fund the Milton Public Library book
budget Meet incremental increases to operational expenses
including: utilities, facilities, and technology Meet all state aid obligations * Meet the goals established for FY16 Meet the steadily increasing demand for Library
collections and services
IMPACT OF A LEVEL DOLLAR BUDGET Materials expenditures below minimum standards
Below MER minimum by $3,388 Unable to meet growing demand for eBooks and other digital
services, while also maintaining popular print collection Grounds and Building Maintenance
Inadequate budget for non-contractual maintenance and basic repairs
The Library will not be able to maintain and repair this new facility, used by more than 700 people a day
Any Supplies We will be underfunding the supplies needed to prepare new
materials for borrowing and would limit our ability to make basic repairs on our collection
IMPACT OF A REDUCED BUDGET
Reduction in operating hours Elimination of Sunday hours
Limits opportunities for residents to visit us on the weekends Limits programming opportunities
Materials expenditures below minimum standards Below MER minimum by $3,188. Unable to meet growing demand for eBooks and other digital services,
while maintaining popular print collection. Grounds and Building Maintenance
Inadequate budget for non-contractual maintenance and basic repairs. The Library will not be able to maintain and repair this new facility, used
by more than 700 people a day. Any Supplies
We will be underfunding the supplies needed to prepare new materials for borrowing and would limit our ability to make basic repairs on our collection
FY16 LIBRARY GOALS
Support reading, viewing and listening pleasure
Encourage lifelong learning Promote young readers and early literacy Provide high-speed access to the digital
world Enable people to find, evaluate, and use
information Make the Library a comfortable place to visit
FY16 LIBRARY GOALS
Increase per capita borrowing to 80th percentile levels Maintain state standards for municipal
appropriations and materials Grow the number of library card holders Expand the number of library sponsored
programs Enhance the library’s online presence
PER CAPITA BORROWING IS OUR KEY METRIC
FY11
FY12
FY13
FY14
Med
ian
Hingh
am
Belm
ont
Win
ches
ter
0
5
10
15
20
25
30
11.7
11.8
12.4
13.7
10.3
20.9
24 27.3
Per Capita Borrowing for FY14
Although improving and above the median, Milton trails similar towns.
PER CAPITA SPENDING COMPARISON
Leve
l Ser
vice
Leve
l Dol
lar
Reduc
edFY
15
Med
ian
Hingh
am
Belm
ont
Win
ches
ter
$0.00
$20.00
$40.00
$60.00
$80.00
$100.00
$48.50 $45.58 $44.69 $43.36$36.45
$75.84 $80.46$88.24
Municipal Library Appropriation per Capita
INCREASE THE NUMBER OF LIBRARY USERS
Increase the awareness of library services More users = more potential borrowers Meet people where they are: in house, online, outreach
2012
2013
2014
Stat
e Av
erag
e
Hingh
am
Belm
ont
Win
ches
ter
50%
60%
70%59% 60% 61%
56% 58% 61%66%
percentage of population with library cards
INCREASE PROGRAMMING
Programs and events bring in new people who become Library patrons.
Increases the frequency of visits by existing patrons. Creates an interest in specific topics (quilting, history,
etc.) All of the above increase borrowing.
FY11 FY12 FY13 FY140
5000
10000
15000
663510447
12278 13537
Library Program Attendance
EXPAND THE LIBRARY’S ONLINE PRESENCE
FY15 goal to redesign library website Improve online visibility
Advertise services & collections Leads to increased use and circulation
Utilize social media to promote collections and programs
FY16 LIBRARY GOALS Library Priorities:
1. To maintain state standards for municipal appropriations and materials
2. To bring new and repeat users to the library3. To improve and expand library programs4. To improve and update library computers and online
presence
RECENT PEW INSTITUTE STUDY
Compares Milton residents to national average Findings:
Milton residents are ‘Library Lovers’, with 58% percent of results falling in this category, versus 10% nationally
Milton scores above the national average in frequency of use of the Library and our website
83% of Milton respondents visit at least once a month 94% of Milton respondents find the building to be a
nice, pleasant space Milton residents believe the Library to be an important
part of the community
THE LIBRARY RECOMMENDS A LEVEL SERVICE BUDGET THAT ALLOWS US TO:
Increase staffing levels to meet current demands for Library services
Maintain current hours of operation Adequately fund the Milton Public Library book
budget Meet incremental increases to operational expenses
including: utilities, facilities, and technology Meet all state aid obligations * Meet the goals established for FY16 Meet the steadily increasing demand for Library
collections and services
THANK YOU FOR YOUR CONSIDERATION Milton Library Trustees:
Kristine Hodlin, Chair Elizabeth Alvarez, Secretary Raymond Czwakiel, Treasurer Hyacinth Crichlow John Folcarelli Barbara Mason Brendan McLaughlin Frank Schroth Herb Voigt
Library Director, William Adamczyk
RESULTS FROM LOCAL PEW SURVEY
At least once a week Several times a month At least once a month Less often0
5
10
15
20
25
30
35
40
45
28
36
19
8
14
17
26
43
How often do you visit the Library?
Milton General Public
RESULTS FROM LOCAL PEW SURVEY
Strongly agree Somewhat agree Somewhat disagree Strongly disagree0
10
20
30
40
50
60
70
80
90
100 93
7
0 0
69
24
3 2
Agree or Disagree: Having a public library improves the quality of life in a community
Milton General Public
RESULTS FROM LOCAL PEW SURVEY
Strongly agree Somewhat agree Somewhat disagree Strongly disagree0
10
20
30
40
50
60
70
8076
21
1 0
48
33
11
5
Agree or Disagree: Libraries provided many services people would have a hard time finding elsewhere
Milton General Public
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