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Planning and Developing a Library Budget

Planning and Developing a Library Budget. July 2007 John Thompson, Director Indianhead Federated Library System. Outline. Planning for the Budget Types of Budgets Library Costs Library Standards Presenting the Budget to Boards Additional Resources. What is a Plan. Where are we going?

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Planning and Developing a Library Budget

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  1. Planning and Developing a Library Budget July 2007 John Thompson, Director Indianhead Federated Library System

  2. Outline • Planning for the Budget • Types of Budgets • Library Costs • Library Standards • Presenting the Budget to Boards • Additional Resources

  3. What is a Plan • Where are we going? • How will we get there? • Did we get there? • Includes short mission statement • Library and Community Background • Goals and Objectives

  4. Planning • Types of Plans • Long Range Plans • Short Term Plans • Multi-year versus single year Plans

  5. Planning Process • Who should be involved • 1 to 9 people • Library Director • Library Board • Library Staff • Library Users • Non-library Users • Municipal Officials

  6. Gathering the Information • Current Long Range Plan • Census http://quickfacts.census.gov/qfd/index.html State and County Information • Wisconsin Datahttp://www.doa.state.wi.us/dir/index.asp • Library Annual Report • Wisconsin Public Library Standards http://www.dpi.state.wi.us/pld/standard.html • Survey Results • Suggestion Box • Visiting with Patrons • GIS Mapping http://dunncountywi.govoffice2.com/ Link to Dunn County’s GIS Map

  7. Gathering the Information • Municipal Budgets – Operating and Capital • Municipal Plans • Chamber of Commerce • School District • County Development Organizations • Demographic snapshots http://neighboroo.com/ Neighborhood information for Real Estate Agents and Marketing

  8. Appleton Public Library Long Range Plan 2005-07http://www.apl.org/policies/plan04.html

  9. Ladysmith Mission Statement The mission of the Rusk County Community Library is to provide quality materials and services that fulfill educational, informational, cultural, and recreational needs of the entire community in an atmosphere that is friendly, respectful, and professional.

  10. Ladysmith Goals and Objectives http://www.ladysmithpl.org/mission.asp

  11. Kraemer Library & Community Center-- Long Range Planhttp://www.scls.lib.wi.us/pla/longrange.html Role 1: As a Popular Materials Center, the Kraemer Library & Community Center will feature current, high-demand, high-interest materials in a variety of formats for persons of all ages. Role 2: As a Children’s Door to Learning, the Kraemer Library & Community Center will encourage children of all ages to develop an interest in reading and learning through materials in the children’s collection and programs offered. Role 3: As an Information Resource Center, the Kraemer Library & Community Center will provide materials, programming and technology that contribute to lifelong learning and personal growth for every resident in its service area. (Charles R. McClure, et at., Planning and Role Setting for Public Libraries: A Manual of Options and Procedures. Chicago: ALA, 1987, p.28)

  12. Kraemer Library & Community Center-- Long Range Plan POPULAR MATERIALS CENTER ROLE GOAL STATEMENT: The library collection will be made up of current, high-demand, high-interest materials in varied formats for all age groups. The library actively promotes and encourages the use of its collection. OBJECTIVES: • The Library will acquire materials of current popular interest for people of all ages in the community by increasing the materials budget by a minimum of 4% annually.

  13. The Plan as an End Product • Brochure • Web Based Plan • Flyer • Handout

  14. Long Range Plan Review • Is the plan current? • Is the plan functional? • Is it clear and easy to understand? • Is it a reasonable length? • Can it be used for preparing a budget?

  15. Connecting the Plan to the Library Budget • “This is the way it’s always been done”.. Using the predecessor’s plan • Compare budgets from libraries similar in size • Using a five-year plan to develop a library budget • Put your budget into simple terms • Stay away from library jargon • Ask for support from the library trustees • Expect positive results, but be prepared for failure

  16. Types of Budgets • Zero Based (least desired) • Incremental (traditional yet lacking) • Line item (used often yet incomplete) • Program Based or “Combination” (most desired)

  17. Library Costs • IFLS Budget Checklist http://www.ifls.lib.wi.us/about/budget_checklist.asp • Projected Budget Costs • Fixed Costs -- such as rent, union negotiated raises, health insurance, or utilities • Variable – material budget, raises, professional development, programming • Direct/Indirect – i.e. does the library pay for the utilities or paid by municipality

  18. Using Graphs Compiled from the 2006 WAPL Salary Survey

  19. Using Graphs

  20. Laws affecting Budgets • Chapter 43 http://www.legis.state.wi.us/statutes/01Stat0043.pdf • Maintenance of Effort -- Average of the last three years • Exclusive Control • County Reimbursement Act 150/420

  21. Library Standards • Voluntary Wisconsin Public Library Standards http://dpi.wi.gov/pld/standard.html • Service Standards • Youth Services • Special Needs • Reference • Staff Development • Collection Development

  22. Library Standards • Quantitative Standards • Staffing Levels • Collections • Open Hours • Expenditures

  23. Presenting the Budget • Library Board • Involve them in the process • Provide Documents to support the budget • Form a budget subcommittee to preplan

  24. Presenting the Budget • Municipal Board • Know your audience • How do you they like their information presented • Do they know you • Try to attend other meetings of the board and not just at budget time • Format of Presentation • Bring your Board • Bring your Friends • No Jargon

  25. Possible Budget Barriers • Levy Limits • Address library needs, not all levy limits are imposed uniformly • Other Community Projects • Operating versus capital • Schools versus community • Other

  26. Additional Resources • http://www.dpi.wi.gov/pld/ Public Library Development, Wisconsin Department of Public Instruction • http://www.dpi.wi.gov/pld/ae13.html Administrative Essentials Developing a Budget (DPI) • http://dpi.state.wi.us/pld/te8.html Trustee Essentials Developing the Library Budget (DPI) • http://www.dpi.state.wi.us/pld/te11.htmlTrustee Essentials Planning for the Library’s Future • http://www.owlsweb.info/L4L/wistds.asp OWLS Library Standards Website

  27. Additional Resources • http://www.ifls.lib.wi.us/links_for_librarians.asp#financial • Including Foundations in Wisconsin Online http://www.wifoundations.org • http://www.dpi.state.wi.us/pld/act150.html County Library Planning (WI DPI) • http://www.owlsweb.info/L4L/plans.asp OWLS Planning Page • http://www.ala.org/ala/olosbucket/supporttoolkit/toolkithome.htm ALA Small is Powerful Online Toolkit

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