Memo
To: Tony Basile
From: Emily Bader and Lee Fogarty
Date:
Subject: FY2004 Library Budget
Attached please find the Springfield Library budget for FY2004. Projected expenses are based on the following projected revenues:
|
Municipal: |
$5,172,522 |
|
|
$ 270,000 |
|
Regional C-2: |
$ 67,000 |
|
Fines and Fees: |
$ 100,000 |
|
Endowment Income: |
$ 365,000 |
|
Tributes and Gifts: |
$ 50,000 |
|
Mass DOE |
$ 225,242 |
|
TOTAL: |
$6,249,764 |
|
Service Plan: |
|
The Central Library Hours will be reduced to 54 hours/week. We must be open at least 54 hours/week to be in compliance with State Regional Reference Center Standards.
All Branches (not including Brightwood ) will be open six days/week, each with a total
of 40 hours/week. Since the Chestnut Accelerated Middle School is not available
on Saturdays. Brightwood will be open five days /week with a total of 40
hours/week. We are not sure if we will operate
All of the 600 accounts (personnel) are based on budget projections for FY2004. Staffing includes current staff, additional staff (both call-backs and additional existing positions. ) Staffing also includes the creation of a part-time Volunteer Coordinator which is a new position. The 700 accounts (programs and Materials) are estimates based on FY2002 audited expenses. The two
exceptions are 7011-7097 (materials) and 7114 (Library Data Process Fees) which are based on actual projections for FY2004. The 800 (Occupancy)and 900 ( Administrative)account expenses are estimates based on FY2002 audited expenses.
We have included estimated costs for service contracts for building related issues such as HVAC. We are planning to discuss this with the City Facilities Management Department to project accurate costs.
Individual Line Item narratives:
6011-6114: Salaries and Wages: Sunday Overtime
The Central Library is open every Sunday from Labor Day to
Memorial Day from
6011-6114: Salaries and Wages RWN Staff
The Read/Write/Now Adult Literacy Program is grant funded. All revenues for this program are restricted. The Massachusetts Department of Education provides the majority of the funding.
6011-6114: Salaries and Wages: IT
We plan to contract with the Springfield Library and Museums Association for IT support.
6011-6114: Salaries and Wages: Custodial and Maintenance
We have included salaries for six custodians.. Two for the Central Library and four for the Branch system. We have also included a salary for one and one- half Maintenance staff. While, we have included the salaries as an expense in our budget, it would not be our intent to manage custodial or maintenance services.
Options include:
A. contracting with SLMA for the six custodians and Maintenance staff.
B. contracting with SLMA for two custodial and Maintenance services for the Central Library and working with the City Facilities Management Department to contract for custodial and maintenance services for the Branch system.
6011-6114: Salaries and Wages: Mail Room, Security, payroll clerk
We have included a portion of the Centralized SLMA Mail Room salaries and salaries for Security and a part-time payroll clerk for the Central Library and the Branch system. While, we have included the salaries as an expense in our budget, it would not be our intent to manage mail or security services. We assume that these services will be provided through a contract with SLMA.
6011-6114: Salaries and Wages: Step increases
$65,000 has been budgeted for previously negotiated step increases for staff.
6221-6341: Employee Benefits
All benefits have been calculated based on 37% of the total Salaries and Wages. This includes custodial, maintenance, IT, Mail Room and security expenses.
7011-7097: Library Materials
These line items are for all expenses incurred by the library for books, audio visual materials, periodicals, and on-line databases. In order to be in compliance with the Massachusetts Board of Library Commissioners State Standards for Local Aid for Libraries, we must spend 12% of our total operating budget on Materials. There is no waiver available for this standard.
7111: Freight and Shipping
We currently have a contract with Courier Express for our in house delivery system of materials. This contract also includes delivery to the Cooperating College Libraries of Greater Springfield. These Libraries pay the Springfield Library for this service. Revenues from this source are reflected in our Fines and Fees Revenue Line.
7114: Library Data Processing Fees
This line item includes fees for C. W. Mars and Nelinet. C. W. Mars provides our online circulation system, online public access catalog , our online acquisitions system and access to various databases. Nelinet is the Regional Cooperative that provides our online cataloging system.
7118: Telephone Services
We have included our FY2002 audited expense for telephone services. It is unclear to us at this time, how our telephone services will be provided for once we become a City Department. This is an estimated expense for FY2004 and may need to be adjusted.
8231: Building Insurance:
SLMA currently budgets for building insurance for all of our buildings. We are unclear as to whether this will be a Library expense, or will be part of a contract of service between the City and SLMA
8331: Groundskeeping:
This line item covers current contracts for snowplowing, mowing and shoveling. New costs and contracts will have to be negotiated for FY2004.
9011 and 9012: Administrative and staff support travel
This account is used to reimburse staff for attendance at mandated Regional and State meetings. It is also used, on a limited basis, for attendance at State and National Conferences.
9141: Computerized Services:
This line item is used for Software Licenses for administrative and public service software. Includes costs for Cyber Patrol used to filter some of our Internet Computers.
9211: Equipment Purchase:
This line item is used to purchase replacements for staff and public computers as well as other items, such as reader printers and fax machines.
9211: Equipment Repair/Upkeep
This line item is used to pay for service contracts for existing equipment.
9321: Courses, Seminars, Fees
Staff is reimbursed for workshop attendance for professional development.
9323: Memberships:
This line item covers expenses for Membership fees for the Urban Libraries Council and the American Library Association.
9331: Refunds:
We budget money to refund patrons who have paid for lost items and then find and return them to the library.
Library Services-FY2004 Proposed Total Costs
6011-6114 Salaries & Wages-Sundry $70,000
6011-6114 Salaries & Wages-Branches $1,222,676
6011-6114 Salaries & Wages-Central Library $1,556,659
6011-6114 Salaries & Wages-Sunday Overtime $60,000
6011-6114 Salaries & Wages-RWN Staff $225,242
6011-6114 Salaries & Wages-IT $83,347
6011-6114 Salaries & Wages-Custodial $174,795
6011-6114 Salaries & Wages-Maintenance $44,328
6011-6114 Salaries & Wages-Mail Room,payroll $27,629
6011-6114 Salaries & Wages-Security $185,000
6011-6114 Salaries & Wages-Step Increases $65,000
Total Salaries & Wages $3,644,676
6221-6341
Employee Benefits $937,417
Total
Benefits $937,417
7011-7097
Materials $695,000
7111
Freight & Shipping $48,811
7112 Insurance $5,709
7113 Printing for Prog/Exhib $1,677
7114
Library Data Process Fees $179,632
7117 Computer Online Services $0
7118
Telephone Services $29,786
7162
General Promotion $10,328
7211
Equipment Purchase $11,523
7221 Equipment Repair/Upkeep $1,723
7318 Preservation of Collections $319
7341-7346
Library Supplies $25,873
7362
Postage for Prog/Exhib $19,190
7364 Educational Supplies $2,500
Total Programs & Materials $1,032,070
8011
Building Maintenance $50,000
8012
Building Service Contract $40,000
8013 Building Improvements $ 696
8111
Purchase of Equipment $19,940
8121
Repair/Upkeep of Equip $11,423
8131 Rental of Equipment $1,404
8212 Uniform Purchase/Rental $268
8213 Exterminating $313
8214 Licenses/Perm its $239
8215 Landscaping $9,204
8216 Trash Removal $5,015
8221 Outside Security Services $5,859
8222 Telephone Monitoring $1,924
8231
Building Insurance $51,348
8243
Property Lease/Taxes $48,133
8311 Cleaning Supplies $7,739
8312 Sanitary Supplies $6,000
8321 Hardware $402
8322 Paint $538
8324 Lighting $1,624
8331 Groundskeeping $15,000
|
Library
Services-FY2004 Proposed |
Total
Costs |
|
|
6011-6114
Salaries & Wages-Sundry |
$70,000 |
|
|
6011-6114
Salaries & Wages-Branches |
$1,222,676 |
|
|
6011-6114
Salaries & Wages-Central Library |
$1,556,659 |
|
|
6011-6114
Salaries & Wages-Sunday Overtime |
$60,000 |
|
|
6011-6114
Salaries & Wages-RWN Staff |
$225,242 |
|
|
6011-6114
Salaries & Wages-IT |
$83,347 |
|
|
6011-6114
Salaries & Wages-Custodial |
$174,795 |
|
|
6011-6114
Salaries & Wages-Maintenance |
$44,328 |
|
|
6011-6114
Salaries & Wages-Mail Room,payroll |
$27,629 |
|
|
6011-6114
Salaries & Wages-Security |
$185,000 |
|
|
6011-6114 Salaries & Increases |
$65,000 |
|
|
Total |
Salaries & Wages |
$3,644,676 |
|
6221-6341 Em~Ooyee Benefits |
$937,417 |
|
|
Total |
Benefits |
$937,417 |
|
7011-7097
Materials |
$695,000 |
|
|
7111 |
Freight
& Shipping |
$48,811 |
|
7112 |
Insurance |
$5,709 |
|
7113 |
Printing
for Prog/Exhib |
$1,677 |
|
7114 |
Library
Data Process Fees |
$179,632 |
|
7117 |
Computer
Online Services |
$0 |
|
7118 |
Telephone
Services |
$29,786 |
|
7162 |
General
Promotion |
$10,328 |
|
7211 |
Equipment
Purchase |
$11,523 |
|
7221 |
Equipment
Repair/Upkeep |
$1,723 |
|
7318 |
Preservation
of Collections |
$319 |
|
7341-7346
Library Supplies |
$25,873 |
|
|
7362 |
Postage
for Prog/Exhib |
$19,190 |
|
7364 |
Educational Su*Vo)lies |
$2,500 |
|
Total |
Programs & Materials |
$1,032,070 |
|
8011 |
Building
Maintenance |
$50,000 |
|
8012 |
Building
Service Contract |
$40,000 |
|
8013 |
Building
Improvements |
$696 |
|
8111 |
Purchase
of Equipment |
$19,940 |
|
8121 |
Repair/Upkeep
of Equip |
$11,423 |
|
8131 |
Rental
of Equipment |
$1,404 |
|
8212 |
Uniform
Purchase/Rental |
$268 |
|
8213 |
Exterminating |
$313 |
|
8214 |
Licenses/Permits |
$239 |
|
8215 |
Landscaping |
$9,204 |
|
8216 |
Trash
Removal |
$5,015 |
|
8221 |
Outside
Security Services |
$5,859 |
|
8222 |
Telephone
Monitoring |
$1,924 |
|
8231 |
Building
Insurance |
$51,348 |
|
8243 |
Property
Lease/Taxes |
$48,133 |
|
8311 |
Cleaning
Supplies |
$7,739 |
|
8312 |
Sanitary
Supplies |
$6,000 |
|
8321 |
Hardware |
$402 |
|
8322 |
Paint |
$538 |
|
8324 |
Lighting |
$1,624 |
|
8331 |
Groundskeeping |
$15,000 |
|
8341 Security Supplies |
$446 |
|
|
8351 Other Supplies |
$597 |
|
|
8411 Oil |
$7,596 |
|
|
8421 Electricity |
$109,667 |
|
|
8431 Gas |
$51,743 |
|
|
8441 Water & Sewer |
$1,304 |
|
|
Total Occupancy |
$448,424 |
|
|
9011 Support Staff Travel |
$4,696 |
|
|
9012 Administrative |
$6,919 |
|
|
9141 Computerized Services |
$8,500 |
|
|
9151 Consultant Fees |
$15,000 |
|
|
9162 Promotional Expenses |
$957 |
|
|
9171 Printing |
$2,570 |
|
|
9172 Stationary |
$1,000 |
|
|
9211 Equipment Purchase |
$51,481 |
|
|
9221 Equipment
Repair/Upkeep |
$35,564 |
|
|
9231 Equipment Rental |
$9,638 |
|
|
9321 Courses, Seminars,
Fees |
$2,995 |
|
|
9323 Memberships |
$3,891 |
|
|
9324 Recruitment |
$2,500 |
|
|
9331 Refunds |
$1,448 |
|
|
9332 Telephone |
$8,743 |
|
|
9333 Other |
$1,647 |
|
|
9411 Office Supplies |
$24,838 |
|
|
9412 Duplicating Supplies |
$2,235 |
|
|
9421 Postage/Mailing |
$1,019 |
|
|
9431 Books - Office Use
Only |
$481 |
|
|
9441 Periodicals |
$1,056 |
|
|
Total Administrative |
$187,178 |
|
|
|
|
|
|
Expense Totals |
$6,249,764 |
|