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Home My Public Portal AboutLibraryGENERAL FUND FY2018 FY2019 BREWSTER LADIES LIBRARY FY2017 DEPT HEAD TOWN ADMINISTRATOR % CHANGE YR / YR $ CHANGE YR / YR EXPENDED EXPENDED APPROPRIATED REQUEST #1 RECOMMENDED WAGES: Salaries/Wages $ 227,459 240,904.55 $ 285,523 $ 284,431 -0.4% $ (1,092) Part Time Wages $ 169,835 188,483.39 $ 172,004 $ 184,161 7.1% $ 12,157 Longevity $ 3,150 2,475.00 $ 3,750 $ 1,575 -58.0% $ (2,175) Sunday hours $ 6,615 8,518.81 $ 9,000 $ 9,500 5.6% $ 500 Education Pay $ 3,000 4,250.00 $ 3,000 $ 3,000 0.0% $ - Holiday Pay $ 2,383 2,443.18 $ 2,395 $ - -100.0% $ (2,395) Overtime $ - 25.28 $ 600 $ 600 0.0% $ - SUBTOTAL 412,442.00 447,100.21 476,272$ 483,267$ -$ 1.5% $ 6,995 GENERAL EXPENSES; Natural Gas 10,166.00 $ 12,000 $ 13,000 8.3% $ 1,000 Telephone $ 1,351 895.53 $ 1,400 $ 1,000 -28.6% $ (400) CLAMS Assessment $ 31,420 35,879.87 $ 37,300 $ 38,238 2.5% $ 938 R & M Building $ 17,871 17,844.30 $ 14,500 $ 15,252 5.2% $ 752 Contracted Services $ 10,990 13,198.77 $ 13,325 $ 14,000 5.1% $ 675 Postage $ 490 441.00 $ 500 $ 500 0.0% $ - Custodial/Supplies $ 1,042 1,350.97 $ 1,375 $ 2,000 45.5% $ 625 Library Supplies $ 7,627 8,825.97 $ 8,160 $ 9,000 10.3% $ 840 Mileage $ 444 337.86 $ 500 $ 300 -40.0% $ (200) Dues $ 110 0.00 $ 110 $ - -100.0% $ (110) Materials/Books $ 69,999 74,999.45 $ 78,000 $ 79,985 2.5% $ 1,985 SUBTOTAL 141,344.00 163,939.72 167,170$ 173,275$ -$ 3.7% $ 6,105 GRAND TOTAL 553,786.00 611,039.93 643,442$ 656,542$ -$ 2.0% $ 13,100 FY2020 Library 2/21/2019 FY 20 Budget Questions Department 1. What are the differences between the FY19 & FY20 proposed budget? There was an increase in Union wages negotiated with SEIU that raises the salaries between 7-8% for library employees. Those costs were offset by a retirement and new hirers brought in at entry levels. 2. What are the reasons for any increases or decreases? Increases are wages, CLAMS assessment, R& M, Custodian Supplies & Materials based on formula from the MA Board of Library Commissioners required expenditures. Decreases are Holiday Pay & Longevity due to retirement. Telephone & Mileage based on past years expenditures. 3. Are you adding/reducing any personnel or programs? Unfortunately no personnel at this time could be added. We have managed to maintain our core programs with heavy reliance on substitute staffers especially in the busiest of summer season. 4. What are your top budgeting priorities for FY20? Both Full Time & Part Time Wages including Substitutes are critical for the daily operations especially in the summer. There were @ 20,000 visitors to our library in the months of July & August 2018. This dramatic increase in library services and activities are done without additional staff. Dedication, commitment and perseverance of our staff members are what make our library flourish. 5. Are there any expenses that could be deferred? What would be the impact? We have little that can be deferred in terms of meeting our contractual obligations with the Union, CLAMS consortium, annual maintenance demands. Maintenance and repairs have been kept to a minimum in anticipation of a building project and relocation. 6. Recap of revenues and their sources? Funding is shared with the Town paying 75% of Budget and 25% coming from the Brewster Ladies Library Association. Additionally we receive grants from the MBLC and the Eddy Foundation annually. 7. Any pricing/fee changes proposed? We librarians take pride in making assurances that the library is Free for All. This is particularly important for all programming and allowing all children to participate. 8. If your budget was level funded what would be a few major impacts to your operations? I would propose to reduce the wages by cutting Sunday hours. I could not absorb and reductions in personnel without cuts in services. 9. Are any revolving fund or receipts reserve changes proposed and for what reason? There are none. Budget Justification FY2020 Overview: The town funds roughly 75% of the Brewster Ladies Library Association library expenses to provide free public library access to programs and materials sponsored by the library. This year the library has moved up on to #18 on the MBLC Building Construction Wait List. We were awarded a provisional grant from the Massachusetts Board of Library Commissioners for $4,655,737 for a renovation and expansion of the library. To remain eligible for state grant monies we must annually continue to certified and meet the Municipal Appropriations Requirement (MAR) of a 2.5% . This formula increases every year and we are required to spend 19% of our annual budget on materials for the library. Currently the town meets 12% of this materials spending requirement and the Brewster Ladies Library Association supplements those funds to meet the certification requirements. Wages The library has three service desks, which we staff throughout our open hours Tuesday through Sunday (November – March) and Tuesday through Saturday the rest of the year. We are open weekends and two evenings a week to make the library available to patrons who work on weekdays. The library has five full-time and six regular part-time employees to cover these desks and manage the support tasks involved, including adding new materials to the collection, maintaining circulation records, creating programming for all ages in the community, ordering supplies, continuing learning of electronic resources, managing the building and answering the information needs of library visitors.  FY 20 wages were negotiated with the SEIU Union agreement with a range between 7.75% to 8.36 % increases which are included in the FY20 wages budget.  There are 5 full-time positions. Director, Asst. Director/Children’s Librarian, Reference Librarian, Head of Circulation, and Building Custodian.  The library depends on the work of a core of volunteers who in FY19 contributed 5,741 hours of labor helping to return books to the shelves, find books for interlibrary loan to CLAMS libraries, prepare children’s crafts, and other general work. We have a Volunteer Coordinator to manage new volunteers, continuous staffing and training.  Staffing these desks is so essential for the service and safety of library visitors that we also heavily depend upon substitutes when our regular staff is taking sick or vacation leave.  There must be a minimum of three staff people to operate the library when open. This facility has over 21,000 sq footage of building with two separate floors and multiple entrances. Utilities Our utilities request is based on an extrapolation from the expended amounts from the past three years. The hours of operation are 41.5 hours for library services. There are many additional hours that the library is closed that this building remains in use for a vast number of meetings. In just the past month of January 2019 there were 109 meetings held in our facility, 46 in the Auditorium and the remaining in various meeting rooms. CLAMS Assessment For the benefit of our users, libraries on the Cape combine their resources through an integrated library system, ILS known as the CLAMS. Through CLAMS we can fulfill about 90% of the requests Brewster Ladies’ Library users have for materials we do not have in our collection. This networking of resources saves all the towns from having to house as many older titles, as we all share requests daily throughout the system. The network facilitates the availability of newer titles, as well. The CLAMS cooperative is managed through membership committees from local libraries, a monthly membership meeting, and a monthly executive board meeting. I have been asked to serve as a member of the Finance Committee and have agreed to serve. The Executive Board is made up of Directors from member libraries. Our budget assessment is calculated through a formula based on circulation usage, collection size, and population. The fees for FY20 will be $38,238.00. Included is a consortium assessment for shared OverDrive EMaterials , totaling $2,625.61. Technology All services in the library are now dependent upon technology, from internal bookkeeping to information databases, eMaterials, and public access computers. Part of the library’s mission is making access to information and learning universal. A number of people do not have Internet access in their home. For this reason we have eight public access computers in adult services and four in the Children’s room. There are annual software licenses renewal costs and upgrades to maintain. R & M Building The building is aging and needs constant repair and improvements. Our custodian does many of the repairs as possible to contain costs. There is an aging elevator from 1997 and HVAC system both requiring multiple repairs were the major expenses in the FY19 budget. Indications are this pattern will follow. Contracted Services It is impossible to project how our venders might increase fees over the next year, so we have increased this budget to 5%. These services range from Irrigation, sceptic, website development, removal of disposables, trach pick up, photocopy machine rentals, elevators, alarm systems and multiple inspections. Postage Most communication about overdue materials is done electronically through the CLAMS system but we still mail letters regarding lost items, grant requests and acknowledgements, and other regular business when we can’t email. The monthly library E-newsletter that has 2,701 subscribers is sent electronically which results is a considerable savings with postage. Custodial Supplies This budget area includes paper products for the building and restroom maintenance and cleaning supplies, paint, and other supplies needed to keep our building welcoming and sanitary for the public. During the summer months we are heavily used and our use of supplies greatly increases. With the recently hired custodian we anticipate the need to supplement some necessary tools to adequately maintain this building. Our library has customized lighting dated from 1997, the replacement fixtures, and bulbs are hugely expensive and not energy efficient. Library Supplies There are a variety of collections and containers that we use to protect our materials so they will last as long as possible for the heavy usage. This category includes paper for our copies and printers, stationary and envelopes, DVD cases and business supplies. Mileage Staff members are reimbursed mileage to attend software trainings and meetings for the CLAMS network and other meetings to improve their job knowledge and performance. Dues The professional staff belong to the Massachusetts Library Association or the New England Library Association so they can network with their colleagues to learn current trends and practices in library service delivery. Materials To maintain certification through the Massachusetts Board of Library commissioners we must spend 19% of our annual budget on materials. The Municipal Appropriation Requirement (MAR) is the average of the last 3 years municipal appropriations to the library for operations, increased by 2.5% in order to be certified for State Aid to Public Library & Building Construction Grants. In FY19 Brewster Ladies Library calculated MAR is $115,055. FY 20 the calculated MAR will be $120,354 reaching 19%. We purchase materials for all ages of our community which is the population that we serve. This includes not only books but online databases, ebooks, audiobooks, magazines, emagazines, music, museum passes, children’s stem kits, and DVDs. CAPITAL PROJECTS 1. Construction Grant $5,000,000.00 Matching MBLC $4,6000,000 Grant 2. Fence Repairs $9,500.00 Neighbor boundary between driveway replacement 3. Gutter Replacement $30,000.00 Damage to siding and surrounding areas