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1
Budget Study Session
FY 2011-12
Library
May 11, 2011
Library– Introduction
Department Overview
– Mission Statement, Core Service, Performance Measures,
Organization Chart & Consultant Services
– Fund Summary & Proposed FY 2011-12 Budget
– Full Time Equivalents
General Fund
– Overview & Past Reductions
– Program/Function Listing
– Proposed FY 2011-12 Budget
– Guiding Principles
– Staff & Service Level
Impacts
All Other Funds
– Core Functions
– Proposed FY 2011-12 Budget
Budget Recap
Challenges and Future Outlook
Comments & Questions
2
3
Library
Department Overview
Mission Statement
The Glendale Public Library provides services, materials and activities
to enrich life, foster literacy, inspire intellectual curiosity and stimulate
the imagination.
–Strategic Goals:
Provide free and equal access to literary and cultural programs
and services, and to information resources through a variety of
technological and print formats.
Impact Glendale’s youth through a variety of programs and
services.
Contribute to a dynamic arts and culture community.
Contribute to a vibrant downtown and to distinct neighborhoods.
Provide civic spaces for community activities.
Preserve Glendale’s history.
4
Library
Department Overview
Core Service Divisions
–Programs and Services Division (50.25 FTE)
Services for Teens and Adults (System)
Services for Children (System)
Neighborhood Services (Neighborhood Libraries)
Art and Music Services – (Brand Library)
Core services within Programs and Services Division:
Availability of print resources in multiple languages, e-books, enewspapers & magazines, DVDs, online databases, etc.
Internet and software access through 80 in-house computers and 12
laptops.
Wi-Fi access.
Computer workshops/computer literacy.
Library
Department Overview
Core Service Divisions (continued)
Core Services within Programs and Services Division (continued)
Children’s programming related to reading readiness and ongoing
development of reading skills for success in school. Homework Help.
Teen Council. Teen programming.
Programming in multiple languages.
English as a second language programming. Language learning materials.
Specialized art and music collections and programming.
Author events.
Community read program. One Book, One Glendale.
Local history archive.
Adaptive Services (Central Library and Montrose).
Research and Reader’s Advisory Services (in house, online and by phone).
Availability of meeting spaces, Central Library auditorium, Brand Library
recital hall.
5
6
Library
Department Overview
Core Service Divisions (continued)
–Development, Technology, and Collection Services Division
(29.87 FTE)
Borrowing services
Acquisitions/Technical Services
Fundraising, grant procurement
Strategic direction on technology issues
–Capital Projects and Facilities Division (1 FTE)
Works in partnership with library staff and the Public Works
Department to ensure that renovations of existing buildings are
designed to meet community service needs and all library facilities
are maintained.
7
Library
Department Overview
Core Service Divisions (continued)
–Library Administration (7.08 FTE)
Oversees all library operations including budget, personnel, policy, and
community relations. Directs the development and implementation of
programs and services in support of the library’s mission. Fosters
communication and collaboration with individuals and organizations in the
community and with City Council, City commissions and other City
departments. Provides support to the Friends of the Glendale Public Library
who raise funds to benefit library programming.
8
Library
Department Overview
Library Facilities
– Central Library
– Brand Art and Music Library, Gallery and Recital Hall
– 6 neighborhood libraries
Casa Verdugo
Chevy Chase
Grandview
Library Connection at Adams Square
Montrose
Pacific Park
– Bookmobile
– Library Website (wwww.glendalepubliclibrary.org)
Library
Department Overview
9
Performance Measures
Circulation
%
Gate
Count
09/10
Gate
Count
%
775,269
59%
526,950
53%
36/Week
149,598
11%
79,786
8%
Montrose
35/Week
115,127
9%
134,073
14%
Pacific Park
34/Week
71,328
5%
94,258
10%
Adams Square
36/Week
66,782
5%
50,817
5%
Casa Verdugo
34/Week
55,885
4%
38,959
4%
Grandview
32/Week
46,160
4%
29,810
3%
Bookmobile
39/Month
26,682
2%
27,536
3%
Chevy Chase
11/Week
5,912
-
5,620
1%
278/Week*
1,312,743
100%
987,809
100%
Library
Open
Hours
09/10
Circulation
09/10
Central
60/Week
Brand
Total
* Total number of open hours does not include Bookmobile.
Library
Department Overview
Performance Measures
Library Programs (09/10)
– 1,766 Programs for Children (40,833 Attendance)
– 704 Programs for Adults (39,205 Attendance)
– 98 Programs for Teens (2,648 Attendance)
– Total Programs – 2,568
– Total Attendance – 82,686
10
11
Library
Organization Chart
Director
of
Libraries
(1 FTE)
Administration
(5.08 FTE)
Development,
Technology &
Collection Services
(29.87 FTE)
Community
Relations
(1 FTE)
Programs &
Services
(50.25 FTE)
Building
Management,
Facilities & Capital
Projects
(1 FTE)
12
Library
Department Overview
FTE by Site
Library
Budget
10/11
FTE
10/11
Mgmt/
Prof./
Tech.
Central
$ 6,214,054
61.72
12.00
31.67
18.05
Brand
$
576,469
6.18
1.00
3.00
2.18
Bookmobile
$
66,583
0.90
0.55
0.35
Adams Square
$
322,248
3.19
0.50
1.00
1.69
Casa Verdugo
$
289,389
3.63
0.50
2.00
1.13
Chevy Chase
$
29,163
0.52
Grandview
$
275,290
3.58
0.50
2.00
1.08
Montrose
$
377,095
4.98
1.00
2.45
1.53
Pacific Park
$
322,044
3.50
0.50
2.00
1.00
Total
$ 8,324,842
88.20
16.00
44.67
27.53
NonMgmt
FTE
Hourly
0.52
13
Library
Department Overview
Consultant Services
– City of Pasadena – Online Catalog System ($345,000)
– Unique Management Services – Collection Agency ($8,000)
– Tri-Signal – Fire Alarm Monitoring/Service ($3,480)
Professional Services
– Online Computer Library Center (OCLC) – Shared Cataloging Service
($38,000)
– Alpha & Omega Security Services – Security Guards ($64,000)
Library
Fund Summary
General Fund
Library Fund 275
CIP 401-681
15
Library
Proposed FY 2011-12 Budget
General Fund
Library Fund
Library CIP 401-681
Sub Total
Proposed Budget
FY 2011-12
$8,324,842
$8,770,101
$445,259
5.3%
209,974
221,290
11,316
5.4%
1,750,000
3,970,701
2,220,701
126.9%
$10,284,816
$12,962,092
$2,677,276
26.0%
($486,139)
($486,139)
$12,475,953
$2,191,137
General Fund
Proposed Reductions
Total
Increase/Decrease
Adopted Budget
FY 2010-11
$10,284,816
$
%
21.3%
16
Library
Full Time Equivalents - FY 2011-12
Mgmt/
Prof./
Tech.
General Fund
Library Fund
Total
Non Mgmt
Sub Total
Hourly FTE
Total
FTE
16.00
45.00
61.00
27.36
88.36
0
0
0
1.17
1.17
16.00
45.00
61.00
28.53
89.53
17
Library
General Fund
Library
General Fund Reductions
Since FY 2007-08
Summary of Reductions
– Budget Reduction since 07/08
$765,028 (9% of total)
– Service reductions
34 hours system-wide
– Staffing reductions
11.32 FTE Positions
– 2 management positions
– 3 non-management positions
– 6.32 FTE hourly
2 downgrades of salaried positions
– Efficiencies
18
Library
General Fund Reductions
Since FY 2007-08
Library Staffing
–
–
–
–
–
–
Consolidated management of neighborhood libraries. Eliminated 2
vacant management positions ($127,535 ).
Library transitioned from adult literacy to ESL (English as a Second
Language) program, consolidated management of program, and
eliminated Literacy Coordinator position (vacant). Lost State funding for
adult literacy program ($75,192).
Eliminated vacant Customer Service Representative position/Brand
Library and vacant Senior Office Services Specialist position /Reference
Department ($113,449 ).
Reduced overtime at Central on Sundays with more reliance on hourly
staff. ($17,647 Savings)
Downgraded Assistant Director position to Library Services
Administrator ($18,444 ).
Downgraded Librarian (professional) to Library Assistant
(paraprofessional) in the Children’s Room at Central Library ($12,682 ).
19
Library
General Fund Reductions
Since FY 2007-08
Library Hours
–
–
–
–
Central Library closed at 8:00 p.m. instead of 9:00 p.m. (MondayThursday) – Currently open 60 hours per week.
Neighborhood and Brand Libraries – total reduction of 30 hours, from
248 to 218 hours. Adams Square closed on Sundays.
Holiday Weekend Closures (13 days annually).
Loss of hours resulted in hourly wages reductions of $328,145 or 6.32
FTE.
Maintenance and Operations
– Reduced costs ($71,934). Includes staff training, memberships, travel,
advertising, utilities, contractual services.
20
21
Library
General Fund Budget
Adopted Budget
FY 2010-11
Proposed Budget
FY 2011-12
$4,073,064
$3,981,556
($91,508)
962,143
962,143
0
5,831
5,831
0
PERS
476,665
654,787
178,122
Benefits
722,236
1,031,055
308,819
2,084,903
2,134,729
49,826
0
0
0
$8,324,842
$8,770,101
$445,259
($486,139)
($486,139)
$8,283,962
($40,880)
Salaries
Hourly Wages
Overtime
M&O
Capital Outlay
Sub Total
Net Proposed
Reductions
Total
$8,324,842
Increase/
(Decrease)
22
Library
General Fund Program Budget
Proposed Budget
FY 2011-12
Essential
$7,923,112
Priority
433,277
Discretionary
413,712
Sub Total
$8,770,101
Net Proposed
Reductions
($486,139)
Proposed Budget
$8,283,962
23
Guiding Principles
in determining levels of service
Avoid reducing service to the point of ineffectiveness
Maximize service at fewer sites by focusing on where there is the greatest
need
Consider geographic distribution of library sites and proximity to Central
Library
Explore alternative uses for sites
Minimize reductions to book and materials budgets
Account for anticipated reductions in State Library funding
Pursue partnership opportunities with other City departments
Continue to streamline existing functions
Continue to develop improved service delivery through technology
Avoid layoffs of salaried personnel
24
Library
General Fund - Essential Programs & Services
Program/Function
Programs & Services
Proposed
Budget
$3,923,389
-Services to Adults – Administrator & Online Catalog Shared
with Pasadena
$ 336,823
-Services to Adults – Research & Reference Services - Central
$ 828,250
-Services to Adults - Computer Literacy Workshops
$
13,137
-Services to Adults - Local History Archives and Services
$
22,676
-Services to Adults – Outreach to Armenian Community
$
83,240
-Services to Children – Central Library
$ 593,330
-Neighborhood Libraries Management
$ 124,875
-Brand Library, Art Gallery, & Recital Hall
$ 513,903
-Library Connection @ Adams Square
$ 265,097
-Pacific Park
$ 284,615
Library
General Fund - Essential Programs & Services
Program/Function
Proposed
Budget
Programs & Services (Continued)
-Full-Time Staff Retention if Branches Closed
$ 219,534
-Books/Periodicals/Online Resources/E-books
$ 558,538
-Book Budget Retention from Closed Sites
$
Development, Technology, & Collection Services
79,371
$2,420,452
-Administrator & Online Catalog shared with Pasadena
$ 319,172
-Collection Services
$1,007,898
-Collection Services – Delivery & Security
$ 104,496
-Technical Services
$ 505,172
-Acquisitions
$ 165,939
-Library Technology Services
$ 317,775
25
26
Library
General Fund - Essential
Program/Function
Proposed
Budget
Capital Projects/Facilities/Personnel
$ 165,791
Administration
$1,413,480
-Administration Staff and M&O
$ 588,845
-Community Relations/PIO
$ 138,545
-ISD Cost Allocation Charge
$ 363,952
-Central Library Overhead
- Overtime for Sunday custodial ($5,831)
- Utilities ($279,800)
- M&O ($35,852) repairs to equipment, alarm service,
postage, insurance, membership, equipment
$ 322,138
Total Budget /Essential
$7,923,112
27
Library
General Fund - Priority
Program/Function
Proposed
Budget
Grandview Library (Current Budget = $296,297)
$160,136
Montrose Library (Current Budget= $414,305)
$205,585
Reference – Librarian Position – Central Library - Vacant
$67,556
Total Budget/Priority
$433,277
28
Library
General Fund - Discretionary
Program/Function
Proposed
Budget
Chevy Chase Branch Library (Current Budget = $23,857)
$
18,986
Bookmobile (Current Budget = $66,560)
$
48,249
Casa Verdugo Branch Library (Current Budget = $301,370)
$ 190,286
Reference Desk Service Model Change – Central (3 to 2 people
on desk)
$
36,630
Scheduling Efficiencies /Reduction in Hourly Support
$
47,142
Departmental Audit Efficiencies/Technical Services
$
10,000
Acquisitions Library Technician position – Vacant
$
56,569
Community Events, Bookmark Contest & Film Program
$
5,850
Total Budget/Discretionary
$ 413,712
Library
General Fund
Summary of Proposed Reductions
Staff Reductions/Discretionary
– 2 vacant salaried positions (1 management, 1 non-management)
– 5.187 Total Hourly FTE Reductions
– 7.187 Total FTE’s reductions - $385,676
Staff Reductions/Priority
1 vacant salaried position (non-management) $67,556
M&O Reductions/Discretionary
– Utility costs at closed sites - $17,000
– Office supplies/graphics - $3,190
– Fleet charge - $4,036
– Contractual services - $2,310
– Community events/supplies - $1,500
M&O Reductions/Essential
Chevy Chase book budget - $4,871
29
30
Library
General Fund Service Level Impact
Chevy Chase Neighborhood Library: Transfer management of Chevy Chase
Branch Library to the Community Services and Parks Department to further
develop community center concept and transition to a self supporting
service through rental programming. Continue to provide limited library
service based on volunteer availability to conduct programming. Potential
for relocation of Brand Studios during renovation. Savings: $23,857
Casa Verdugo Neighborhood Library: Closure of library as we know it but
continue as a temporary location for Brand Library during 18 – 24 month
renovation. Maximize service at other libraries by transferring salaried staff
and book budget. At end of Brand Library renovation consider site for
expansion of Fire Station 26 or reopen neighborhood library. Eliminate CIP
funding for library upgrades. Savings: $190,286
Library
General Fund Service Level Impact
Bookmobile: Discontinue traditional bookmobile service. 30 year old
bookmobile does not meet pollution standards and will be de-commissioned
by the State at end of year. Relinquish $320,000 in depreciation funding for
new bookmobile and instead request $70,000 for retrofitted vehicle to
accommodate some level of mobile service to pre-schools, elementary
schools, and/or to homebound residents. Absorb costs of new service.
Savings: $48,249 plus fleet costs
Programs: Discontinue Tuesday Film Program, Bookmark Contest for
children, Tree House Tales, and outreach at community events including
Unity Fest, Cruise Night, etc. Savings: $5,850
Central Library: Reopen Central Library until 9:00 p.m. (Monday-Thursday).
Achieve through reorganization, rescheduling of staff, and transfer of
salaried staff from closed sites. Enhance books and materials budget to
serve a greater need. Consolidate internal support functions in light of lost
positions. Adjust public desk service from 3 to 2 person model. Implement
efficiencies recommended by an internal audit of the Technical Services
Department. Savings: $217,897
31
32
Library
Other Funds
– Library Fund – 275 – This fund is for Library Grants, Cost Neutral
Services, and Donations.
– Library Capital Improvement Program – 401 – This fund is for various
library capital projects.
Library
Library Fund - 275
Functions
–
–
–
–
Library Room/Auditorium Rentals. Average revenue: $37,000 .
Brand Library Recital Hall Rentals. Average revenue: $32,000.
Copier and Printing Services. Average revenue: $32,000.
Collection Agency Average revenue: $15,000 (Recouped $755,640
since inception)
– Lost Books: Average revenue $8,000.
– Filming Fees : Varies. $17,000 in 09/10
– Donations: Varies.
33
Library
34
Library Fund 275 Budget
Salaries
Hourly Wages
Overtime
PERS
Benefits
M&O
Capital Outlay
Total
Adopted Budget
FY 2010-11
Proposed Budget
FY 2011-12
Increase/
(Decrease)
$0
$0
$0
45,868
47,868
2,000
500
0
(500)
0
0
0
1,829
2,506
677
161,777
144,416
(17,361)
0
26,500
26,500
$209,974
$221,290
$11,316
Library
Capital Improvement Projects 401-681
Core Projects
– Brand Library and Art Center Renovation
Architects in design development phase. Anticipated construction
start date is January 2012.
– Central Library Renovation (Glendale Redevelopment Tax Allocation
Bond 247-701)
City team in process of hiring an architectural firm to begin design.
– Chevy Chase improvements
Recommend transfer of funding to Community Services and Parks
Department to accommodate new service model.
– Branch Library improvements
Ongoing maintenance.
– Casa Verdugo Library improvements
Discontinue plan for library upgrades if library closes.
– Montrose Library
Minor improvements in 2011/12. Consider renovation for
2013/2014 in partnership with Fire Department (Station 29)
35
Library
Capital Improvement Projects 401-681
Adopted Budget
FY 2010-11
Proposed Budget
FY 2011-12
Increase/
(Decrease)
Capital Projects
$1,750,000
$3,970,701
$2,220,701
Total
$1,750,000
$3,970,701
$2,220,701
Salaries
Hourly Wages
Overtime
PERS
Benefits
M&O
36
37
Library
Proposed FY 2011-12 Budget
General Fund
Library Fund
Library CIP 401-681
Sub Total
Proposed Budget
FY 2011-12
$8,324,842
$8,770,101
$445,259
5.3%
209,974
221,290
11,316
5.4%
1,750,000
3,970,701
2,220,701
126.9%
$10,284,816
$12,962,092
$2,677,276
26.0%
($486,139)
($486,139)
$12,475,953
$2,191,137
General Fund
Proposed Reductions
Total
Increase/Decrease
Adopted Budget
FY 2010-11
$10,284,816
$
%
21.3%
Library
Challenges & Future Outlook
Increased demand for service while at the same time budgets are
reduced and costs are increasing.
Impact of declining and/or loss of State funding.
– Public Library Funds ($72,000 10/11)
– Inter-Library Loan Funding ($90,000 09/10)
– Grant Funding ($114,000 09/10)
Aging buildings, limited CIP funding.
Impact on staff.
Revenue for room rentals does not recover costs.
38
39
Library
Questions and Comments
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