Budget Study Session FY 2011-12

1. Budget Study SessionFY 2011-12 Library May 11, 2011

2. Library– Introduction

3. LibraryDepartment 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. 4 LibraryDepartment 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, e-newspapers & magazines, DVDs, online databases, etc. • Internet and software access through 80 in-house computers and 12 laptops. • Wi-Fi access. • Computer workshops/computer literacy.

5. LibraryDepartment 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.

6. LibraryDepartment 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. LibraryDepartment 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. LibraryDepartment 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)

9. LibraryDepartment OverviewPerformance Measures * Total number of open hours does not include Bookmobile.

10. Library Department OverviewPerformance 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

11. LibraryOrganization Chart

12. 12 LibraryDepartment Overview FTE by Site

13. LibraryDepartment 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)

14. LibraryFund Summary • General Fund • Library Fund 275 • CIP 401-681

15. 15 LibraryProposed FY 2011-12 Budget

16. 16 LibraryFull Time Equivalents - FY 2011-12

17. Library General Fund

18. LibraryGeneral Fund ReductionsSince 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

19. LibraryGeneral Fund ReductionsSince 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 ).

20. LibraryGeneral Fund ReductionsSince FY 2007-08 • Library Hours • Central Library closed at 8:00 p.m. instead of 9:00 p.m. (Monday-Thursday) – 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.

21. 21 LibraryGeneral Fund Budget

22. 22 Library General Fund Program Budget

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. LibraryGeneral Fund - Essential Programs & Services

25. LibraryGeneral Fund - Essential Programs & Services

26. LibraryGeneral Fund - Essential

27. LibraryGeneral Fund - Priority

28. LibraryGeneral Fund - Discretionary

29. LibraryGeneral 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

30. LibraryGeneral 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

31. LibraryGeneral 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

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.

33. LibraryLibrary 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.

34. 34 LibraryLibrary Fund 275 Budget

35. LibraryCapital Improvement Projects 401-681 35 • 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)

36. 36 LibraryCapital Improvement Projects 401-681

37. 37 LibraryProposed FY 2011-12 Budget

38. LibraryChallenges & 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.

39. Library • Questions and Comments