The following is an explanation of budget requests for the Mathews Memorial Library for the period FY 2014-2015. In compliance with instructions received from the Office of the County Administrator, the proposed budget includes no salary or benefits adjustments. It does reflect increases in several line items, which are described below.
The current budget for the Library is $341,693 (Note approved change in line item 1300 from $29,000 to $38,526 per Kaylor memo dated 4/2/13). The proposed budget for FY 2014-2015 (based on no change in salaries and associated benefits) is $352,808, an increase of $11,115. A comparison of per patron expenditures reveals that the FY 2013-2014 investment in library services is $31.70 per patron while the proposed budget for FY 2014-2015 is 33.96
At present, the Library of Virginia advises that State Aid funding for Mathews Memorial Library in FY 2015 is estimated at $61,359. It should be noted that reducing local support of the library where not accompanied by a locality-wide reduction would result in the loss of additional State Aid.
The Library currently generates revenue through various sources; namely, overdue fees, public copying and faxes. No increase in fees is proposed. The total projected revenue based on the current fee base is $10,000.
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1100 |
Salaries and Wages – Full-Time Staff: $81,097 Currently, there are three proposed full-time staff positions Head, Technology Services (Gregory Lewis) Head, History/Genealogy (Rebecca Barnhardt) Head, Adult/Teen Services (Mary Bull) Information provided for line item 1100 (Salaries/Wages-Full time) by the Office of the County Administrator is listed at $100,152, which includes the salary of Head, Youth Services. Currently, this is a part-time position with compensation shown at $19,055. Moving this item, the appropriate line item (1300) is increased and 1100 decreased by the stated amount. The overall amount for budgeted salaries remains the same. |
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1102 |
Salaries and Wages-Director: $53,636
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1300 |
Salaries and Wages-Part-Time: $57,581(Note approved change from $29,000 dated 4/2/13) Currently, there are five part-time staff members. Head, Youth Services (Carol McCormack) – 24 hours per week Library Assistant (Michael Fisher) - 29 hours per week Library Assistant (Diane McKnight) – 28 hours per week Library Assistant (Raquel Ott) - 24 hours per week Library Assistant (unfilled ) - 8 hours per week See explanation above for increase in amount shown on the FY 2014-2015 budget request worksheet provided by the Office of the County Administrator. |
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2100 |
FICA: $13,983 |
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2210 |
Retirement: – VRS: $12,078. |
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2300 |
Hospital/Medical Plan: $35,902 |
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2400 |
Group Insurance – VRS: $481
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3000 |
Professional Services/Training: $5,000 No change in the budgeted amount is proposed. Funds are used to support computer workshops offered by the library, which include basic instruction as well as Internet, e-mail, Microsoft Office and a variety of short workshops. Funding for special programs and associated participants is also allocated to this line item. |
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3160 |
Computer/Installation & Maintenance: $5,000 No change in the budgeted amount is proposed. The library currently has 69 computers, 10 of which are staff desktops and 58 of which are available for public use. Twenty-six (26) of the computers are laptops, 17 of which are used in computer training (16 for students and 1 for instructor), 6 for teen use, 2 for eBranch services and 1 for the Career Connect Center. The library does not anticipate the need for additional funding to obtain computers as a result of renovation on the adjacent building. Funds are needed, however, to replace 2 desktop computers in the youth center. The estimated cost of replacement is $2,200. Replacement of the above computers and continued support for existing staff and public computers ($1,300), andback-up support for library servers ($1,500), are included in the budget request of $5,000, which is unchanged from the previous fiscal year.
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3310 |
Repairs and Maintenance: $500 The proposed budget remains the same ($500) as the previous budget period. Line item includes repairs and maintenance to library equipment such as microfilm machines, fax machine and audio/video equipment. It also includes maintenance coverage of elevator ($235). |
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3320 |
Maintenance Service Contracts: $9,100 The proposed budget amount is increased to $9,100 from the previous amount of $5,200, an increase of $3,900. Included is the ILS (integrated library system) service contract ($6,598), reflecting an increase of $3,274.00 over the previous service cost, due to expansion of service to include library digital collections to catalog content. It includes an increase of $750 in the licensing fee for the patron computer sign-up system, CybraryN ($1,500), due to expansion of service area, and the annual maintenance contract for filtering software ($960).
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3600 |
Advertising: $2,000 The budgeted amount proposed for advertising is $2,000, an increase of $1,000. The request for an increase is based on the importance of promotion in ensuring that the community is aware of programs the library sponsors for all ages and, particularly, the new Teen Territory. In 2013, attendance at programs was over 4,000 with youth program attendance totaling over 3,000.
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5210 |
Postage: $1,600 The proposed budget amount is $1,600, an increase of $600 over the previous budget . This item covers transactions with U.S. PostOffice, FedEx and UPS. The cost of communicating with patrons, including overdue notices and program notices, annually is estimated at $1,200.00. Costs, estimated at $400 are generated by the Inter-Library Loan service whereby patron requests are filled through holdings in participating libraries, Increase in the number of patrons expands the use of this service as well as greater service communication costs, impacted also by increased postage fees. |
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5230 |
Telephone: $6,000 The budgeted amount proposed for telephone is increased to $6,000 from the previous budget amount of $3,000. The overall cost of service is reduced through the application of e-rate, a program available to libraries and schools that reduces the cost of Internet service based on the location’s poverty level. The library is now eligible for a 60% rebate on services. However, it was recommended that a backup service be established, thus a second contract with MetroCast for internet services supplementing that received from Verizon was negotiated.
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5240 |
Database User Fees: $12,000 The proposed budget for this line item remains the same at $12,000, which reflects the investment needed in electronic databases used for information retrieval and reference. Resources subscribed to include Ancestry Library Edition, Heritage Quest and NewsBank. The library’s investment in electronic services, which include eBooks and other similar services-OneClick Digital, Freegal and participation in the Overdrive eBook consortium - is demonstrated to be important to patrons and library users. Services procured through networks such as OCLC significantly improve access to information needed for cataloging and interlibrary loan. The annual fee for such services is budgeted at $3,775. |
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5410 |
Lease/Rental of Equipment: $5,500 The budget level is proposed to be increased to $5,500 from the previous amount of $2,885. The amount reflects the leasing of an integrated copy machine service, including equipment at a monthly service rate of $269 and toner cartridges averaging $195 per month. The library has experienced a significant increase in supporting printing, both for library activities and patron services. This is due both to increased number of patrons and service improvement. |
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5510 |
Travel/Mileage: $100 No change is recommended for this item, which is currently budgeted at $100. This amount is needed to cover local program and outreach travel by staff.
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5540 |
Travel-Convention and Education: No funding is proposed.
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5810 |
Dues and Memberships: $250 No increase is proposedfor this line item, which is currently $250 for professional memberships. |
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6001 |
Office Supplies: $3,000 It is proposed that the budgeted amount be remain at $3,000.The line item is budgeted to cover supplies not specific to library operations, primarily copy machine paper and other general office supplies Patrons are currently charged a fee of 15¢ per page for black/white copies and 30¢ for color copies, which is treated as a portion of library revenue projections. Copy fees are estimated to produce approximately $5,000 for the fiscal year. |
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6012 |
Books and Subscriptions: $42,000 The budget amount for purchasing library materials is proposed to remain the same at $42,000. eBooks are increasingly popular at the library and account for approximately 6% of the acquisitions budget. |
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6014 |
Library Supplies: $3,500 The line item is budgeted to cover items specific to library operations. The budgeted amount is proposed to remain at $3,500. Costs for library specific supplies are directly related to library patron services such as library cards, checkout equipment, etc.. The number of patrons has grown from 9,990 in December 2012, to 10,388 in November 2013, an increase of 398, which equates to an increase in the cost of services. Economies to address this issue will be sought in lieu of a budget increase.
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8101 |
Machines and Equipment: $1,500 The budget for this line item is proposed to remain the same at $1,500. |
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8102 |
Furniture and Fixtures: $1,000 The proposed budget amount remains at $1,000. Although the renovation of the adjacent building creates the need for changes in the existing facility, this is not expected to impact the 2014/2015 budget. |