2. Public Library Budget Basics May 20, 2004 John Thompson, Prairie du Sac Public Library

3. Program Outline Planning for the Budget Types of Budgets Library Costs Break Library Standards Presenting the Budget to Boards Closing Comments

4. 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

5. Planning Types of Plans – Long Range Plans – Short Term Plans – Multi-year versus single year Plans

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

7. The Plan as a End Product Brochure Web Based Plan Flyer Handout

8. Sample Plan Mission Statement: Library Service Plan 2003-2006 Adopted November 20, 2003 The Prairie du Sac Public Library provides the widest range of educational, informational and recreational materials and services in an accessible, efficient and timely manner. Vision Statement: The Prairie du Sac Public Library strives to meet the ongoing and ever changing educational, informational and recreational needs of the community through traditional materials and services, as well as, emerging materials, services and technologies. The Library provides a friendly and inviting environment for library users. An expanded and diverse funding base will sustain current operations and provide support for the anticipated growth of the community and library service.

9. Sample Plan STAFFING The library will provide staff that is friendly, knowledgeable and responsive to patron needs. Goal 1: Improve intra-library communication. Objective 1: Continue monthly staff meetings. Objective 2: Consolidate pertinent memos, information and e-mails to one central, organized location that all staff members are responsible to check on a daily basis. Activity 1: Each day, post relevant information to the central location for all staff members to access. (We need to maintain this for a week to ensure everyone reviews the information) Activity 2: Maintain 3-ring binder with memos compiled for referral. Young Adult Goal 1: Increase young adult participation in the library community. Objective 1: Develop partnership with middle and high school librarians. Activity 1: Visit middle school each September (for Library Card signup month) to promote library card registration. Activity 2: Provide an informational booth promoting summer program at the high school and middle school prior to the end of the school year, during summer school registration and district school registration. Activity 3: In conjunction with the school, offer tours to young adults. Activity 4: Co-sponsor "Turn off the TV Week" held each spring.

10. Middleton Long Range Plan

12. Kraemer Library & Community Center-- Long Range Plan 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)

13. 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.

14. Long Range Plan Activity- 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. Gathering the Information Current Long Range Plan Census Library Annual Report Wisconsin Public Library Standards Surveys Suggestion Box Visiting with Patrons GIS Mapping

16. Gathering the Information Municipal Budgets – Operating and Capital Municipal Plans Chamber of Commerce School District County Development Organizations

17. 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

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

19. Library Costs Fixed Variable Direct/Indirect

20. Using Graphs Compiled from the 2003 WAPL Salary Survey

21. Using Graphs Prairie du Sac Public Library

22. Break

23. Budget Activity Comparing 2003 and 2004 samples What types did they use? How does it address the library’s objectives? Are the budgets clear and easy to read?

24. Laws affecting Budgets Chapter 43 http://www.legis.state.wi.us/statutes/01Stat0043.pdf http://www.legis.state.wi.us/statutes/01Stat0043.pdf – Average of the last three years – Exclusive Control

25. Library Standards Voluntary Wisconsin Public Library Standards http://www.dpi.state.wi.us/dpi/dltcl/pld/standard.html http://www.dpi.state.wi.us/dpi/dltcl/pld/standard.html – Service Standards Youth Services Special Needs Reference Staff Development Collection Development

26. Library Standards – Quantitative Standards Staffing Levels Collections Open Hours Expenditures Mandatory Dane County Standards

27. Presenting the Budget Library Board – Involve them in the process – Documents to support the budget – Form a budget subcommittee to preplan

28. Presenting the Budget Municipal Board – Know your audience – Do they know you – Format of Presentation – Bring your Board – Bring your Friends – No Jargon

29. Conclusion Network with fellow library directors Ask lots of questions Listen Evaluation – did we do it? Or not? Why? Questions and Answers