7 - Library SectionMay 12, 2011 PROPOSED
D – 213
Library Department
DEPARTMENT PURPOSE
The Los Gatos Public Library serves as the Town’s primary provider of information services. The
Library is committed to:
• Promoting lifelong learning by collecting current, high-demand materials as well as traditional
resources for customers of all ages, including youth and seniors
• Facilitating access to library materials and digital resources
• Providing educational support by making available appropriate materials and services for students
at the elementary and secondary levels
• Preserving and providing access to the history of the Town
• Encouraging an interest in reading and learning
• Providing library programs for all ages
• Providing a knowledgeable and service-oriented staff responsive to the community’s need for
information
BUDGET OVERVIEW
The FY 2011/12 Library budget reflects a slight increase in total expenditures. Revenues are anticipated
to decline moderately and salaries and benefits have been adjusted slightly for budgeting purposes.
Overall, most programs reflect a decrease in expenditures, with the exception the Circulation Program.
Internal service charges in this program have increased due to maintenance costs associated with the new
library.
Program expenditure savings are due to the reduction of library service hours; the Library would close on
Sundays and Saturday hours would be expanded for an additional 2 hours, generating an anticipated
savings of $65,000. Multiple reduction scenarios were studied and the elimination of Sundays provides
the most cost savings, while maintaining current weekday and evening hours. Online services such as the
library catalog, databases, e-books, downloadable audiobooks, library mobile application, and the Library
website will continue to be available 24 hours per day, seven days a week. In addition, the Library
collection budget will be reduced, focusing on collections of least use, but will be augmented by increased
use of trust funds.
During FY 2011/12, the Library will focus its efforts on developing a transition plan to address its
physical move to the new library building, including the purchase of additional items for the new library’s
“opening day” collection from existing trust funds. The transition plan will also address the strategic use
of resources as it relates to Library operations to enhance services. Last, staff will continue to work
collaboratively with the Friends of the Library as it conducts a capital campaign to raise $2.1 million for
furniture, fixtures, and equipment for the new building.
May 12, 2011 PROPOSED
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LIBRARY DEPARTMENT
The Library remains successful in streamlining work processes and promoting the concept of self-service
through the use of technology, where appropriate. The use of the self-checkout machines continues to
grow; self-checkout now accounts for over 80% of all library circulation. This increased use of self-
checkout machines allows additional time for staff to address customer service and circulation
activities. Additionally, the implementation of a new open-source online catalog will bring a projected
cost savings over the next 5 years. The Library continues to develop and refine the use of the Koha open
source catalog and improve its usability for patrons and staff. Downloadable eBook offerings will also
be expanded in response to the significant rise in eBook sales, which now surpass per-unit sales for paper
books.
ACCOMPLISHMENTS
Core Values Accomplishments
Good
Governance
Ensure
responsive,
accountable
and
collaborative
government
• Upgraded the Library’s mobile application to enhance access to library
information and catalogs, and patron accounts and booklists. To date about
20% of library cardholders have downloaded the mobile application.
Civic
Enrichment
Foster
opportunities
for citizen
involvement,
and cultural,
recreational and
individual
enrichment
• Created a series of nine weekly computer and internet-oriented classes with
alternating topics.
• Introduced new programs for adult patrons, including book club kits and adult
summer reading activities.
• With the continued support of the Friends of the Library, the Tuesday night
knitting program remains one of the most popular adult programs.
• Established study halls, provided volunteer training, and expanded resources
for school-aged youth, helping to increase teen program attendance by 300%.
• Launched a new volunteer program to attract and retain quality volunteers
and enhance the overall volunteer experience at the library. Continued
expansion of the Library and Museum History project, including Hooked on
Los Gatos and new collections such as the John Schmuck Oral History
collection, Los Gatos Then and Now Historic Videos, and the Forbes Mill
Footbridge Mural Collection.
May 12, 2011 PROPOSED
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LIBRARY DEPARTMENT
The above program totals reflect General Fund programs. Additional Library Department programs are reflected
in separate Trust Funds following the General Fund portion of this section.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenues11,409 10,462 13,996 5,300 5,300 5,300
Service Charges1,751 1,727 1,416 1,700 1,700 1,700
Fines and Forfeitures58,037 54,650 56,143 55,500 38,670 39,800
Other Sources335 555 1 250 50 50
TOTAL REVENUES71,532$ 67,394$ 71,556$ 62,750$ 45,720$ 46,850$
EXPENDITURES
Salaries and Benefits1,276,511 1,384,771 1,341,203 1,227,202 1,204,980 1,252,639
Operating Expenditures269,537 238,704 301,965 298,960 300,912 274,712
Fixed Assets- - - - - -
Internal Service Charges401,967 395,115 351,402 335,048 333,925 340,168
TOTAL EXPENDITURES1,948,015$ 2,018,590$ 1,994,570$ 1,861,210$ 1,839,817$ 1,867,519$
EXPENDITURES BY PROGRAM
Administration289,536 310,562 306,663 301,058 332,068 323,255
Adult Services547,512 559,681 564,511 471,924 482,939 421,507
Children's Services384,377 408,925 374,580 406,945 390,455 404,534
Acquistions & Cataloging220,128 224,882 205,435 177,900 161,445 182,621
Circulation Services506,462 514,540 543,381 503,383 472,910 535,602
TOTAL EXPENDITURES1,948,015$ 2,018,590$ 1,994,570$ 1,861,210$ 1,839,817$ 1,867,519$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
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LIBRARY DEPARTMENT
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
General Fund
PositionsFundedFundedFundedFundedFunded
Library Director1.00 1.00 1.00 1.00 1.00 1.00
Assistant Library Director- 1.00 1.00 1.00 - -
Library Manager2.00 - - - - 2.00
Principal Librarian- 2.00 2.00 2.00 2.00 -
Librarian2.25 2.25 2.25 2.25 2.25 2.25
Circulation Supervisor1.00 1.00 1.00 1.00 1.00 1.00
Library Assistant1.50 2.50 2.50 2.50 1.75 1.50
Secretary III0.60 0.60 0.60 0.60 0.60 0.60
Total General Fund FTEs8.35 10.35 10.35 10.35 8.60 8.35
Temporary Staff
Librarian683 683 683 810 -
Library Clerks5,434 5,434 5,434 5,564 5,304
Library Pages3,976 3,976 3,976 4,776 4,776
Total Annual Hours10,093 10,093 10,093 11,150 10,080
DEPARTMENT STAFFING
May 12, 2011 PROPOSED
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Library Department
LIBRARY ADMINISTRATION
PROGRAM 7101
PROGRAM PURPOSE
Library Administration provides staff support to ensure the development of quality and cost effective
library services that are responsive to community needs. Library Administration’s core services are to:
provide administrative and managerial oversight for programs and services, provide clerical and
administrative assistance for day-to-day operations, provide personnel management, coordinate
purchasing and physical plant maintenance, as well as fiscal management and budget preparation, and
provide support for the Library Board and Friends of the Library Board.
BUDGET OVERVIEW
The FY 2011/12 budget assumes a slight decrease in revenue from the State Public Library Fund (PLF)
due to state budget cuts and adjustments in salaries and benefits salaries for budgeting purposes.
Additionally, the appointment of a new Library Director will be delayed to avid redundant management
staffing
The Library Administration Program will continue to focus on the opening of the new Library building,
managing the relocation of the existing Library collection. The Administration will continue to work
collaboratively with the Friends of Los Gatos Library, a nonprofit 501c3, which is coordinating the
fundraising efforts for the new library building, including furniture, fixtures, and equipment.
May 12, 2011 PROPOSED
D – 218
LIBRARY DEPARTMENT
Administration
FY 2011/12 KEY PROJECTS
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenues11,409 10,462 13,996 5,300 5,300 5,300
Service Charges1,751 1,727 1,416 1,700 1,700 1,700
Fines and Forfeitures- - -
Other Sources335 555 1 250 50 50
TOTAL REVENUES13,495$ 12,744$ 15,413$ 7,250$ 7,050$ 7,050$
EXPENDITURES
Salaries and Benefits170,556 193,867 194,817 198,735 227,086 230,088
Operating Expenditures38,751 37,350 40,151 32,250 34,202 33,002
Internal Service Charges80,229 79,345 71,695 70,073 70,780 60,165
TOTAL EXPENDITURES289,536$ 310,562$ 306,663$ 301,058$ 332,068$ 323,255$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational and
individual
enrichment
New Library Project
• Develop transition plan in preparation of the relocation of existing library
collections and placement of new building furniture, fixtures, and
equipment. A new opening day collection will also be included in the
relocation plan.
• Conclude design and construction activities for new library building.
• Move and install collections, equipment, and other necessary items to new
library building, optimizing Library operations.
May 12, 2011 PROPOSED
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LIBRARY DEPARTMENT
Administration
KEY PROGRAM SERVICES
• Administer and supervise four operating programs in the department
• Provide oversight of day-to-day operations and scheduling
• Prepare and monitor Library Department budget
• Provide staff support to the Town Library Board and Friends of the library meetings, programs,
and activities
• Contribute to the planning for and the opening of the new library building.
• Coordinate the move of the library collection to the new library building.
• Collaborative with area libraries by serving on the Pacific Libraries Partnership Administrative
Council
• Collaborate with libraries nationwide by serving on national committees
• Increase public awareness of library services and programs through effective public relations,
marketing of library services, and periodically presenting programs at Library conferences
• Provide oversight of library staff training and development
• Provide oversight and direction for information technology and systems administration
developments
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Library Director1.00 0.40 0.40 0.40 1.00 1.00
Assistant Library Director- 0.40 0.40 0.40 - -
Secretary III0.60 0.60 0.60 0.60 0.60 0.60
Total Administration FTEs1.60 1.40 1.40 1.40 1.60 1.60
ADMINISTRATION PROGRAM STAFFING
May 12, 2011 PROPOSED
D – 220
May 12, 2011 PROPOSED
D – 221
Library Department
ADULT SERVICES
PROGRAM 7201
PROGRAM PURPOSE
The Adult Services Program supports Library services for adults 18 years of age and older. Adult
Services anticipates and meets community information needs, providing opportunities for lifelong
learning. The Adult Services Program’s core services are to provide: reference services to all clientele,
reader’s advisory services, instruction in the use of computerized resources, and management of
collections, including the local history collection.
BUDGET OVERVIEW
The FY 2011/12 Adult Services Program budget reflects a decrease in total expenditures due to collection
and staff reductions. The Adult Services budget includes the elimination of On-Call Librarian hours and
given the recommended change in Library hours. The Library will continue to plan, implement and
expand services that are available online, 24/7, thus increasing access beyond the open hours of the
physical building. Operating expenditures for collection materials will be reduced by $23,000.
May 12, 2011 PROPOSED
D – 222
LIBRARY DEPARTMENT
Adult Services
FY 2011/12 KEY PROJECTS
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenues- - - - - -
Service Charges- - - - - -
Fines and Forfeitures- - - - - -
Other Sources- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits321,755 350,734 334,388 253,982 263,454 247,664
Operating Expenditures128,693 109,345 142,171 136,530 136,530 113,530
Internal Service Charges97,064 99,602 87,952 81,412 82,955 60,313
TOTAL EXPENDITURES547,512$ 559,681$ 564,511$ 471,924$ 482,939$ 421,507$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborative
government
Open Source Project
Refine and enrich the capabilities and features of the Koha open source ILS.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Information Literacy - Adult Enrichment
Offer a series of continually evolving computer and internet classes, focusing on
computer and internet skills.
Local History Project
Expand the Hooked on Los Gatos: Library and Museum History Project to include
audio, video, and realia and enhance the local history of Los Gatos.
May 12, 2011 PROPOSED
D – 223
LIBRARY DEPARTMENT
Adult Services
KEY PROGRAM SERVICES
Meeting Information Needs
• Provide ready reference, reader’s advisory, information literacy, and roaming reference services
• Maintain vibrant reference and circulating collections
• Respond to patrons’ suggestions for materials to be included in the collection
• Provide Interlibrary Loan and proctoring services for our customers
• Expand patron access to new and emerging formats such as eAudio books and eBooks
• Enrich the local community by being a premier repository for local history materials in multiple
formats
Information Technologies and Training
• Develop online and social media counterparts to services traditionally available only within the
library’s walls, such as Ready Reference, Readers Advisory, Information Literacy, and Roving
Reference
• Provide access to the internet and training for the public in basic searching and navigational skills
• Maintain a library mobile application for use with smart phone and mobile multifunction devices
Web Management
• Design and maintain the library website
• Maintain History Project, HistoryLosGatos.org, online photo archive
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 0.15 0.15 - -
Assistant Library Director- 0.15 0.15 0.15 - -
Library Manager0.90 - - - - 0.90
Principal Librarian- 0.90 0.90 0.90 0.90 -
Librarian0.90 1.10 1.10 1.10 0.90 0.90
Circulation Supervisor0.10 0.25 0.25 0.25 0.10 0.10
Library Assistant0.18 0.50 0.50 0.50 0.18 0.18
Total Adult Services FTEs2.08 3.05 3.05 3.05 2.08 2.08
2007/082008/092009/102010/112011/12
Temporary Staff
FundedFundedFundedFundedFunded
Librarian310 310 310 374 -
Total Annual Hours310 310 310 374 -
ADULT SERVICES PROGRAM STAFFING
May 12, 2011 PROPOSED
D – 224
LIBRARY DEPARTMENT
Adult Services
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1
a.Percentage of collection systematically evaluated and
updated:
20%100%25%30%30%
b.Percentage of available internet training sessions used
by public:
99.9%99.9%99.9%99.90%99.90%
c.Percentage of clientele rating computerized
instruction sessions as "improved/greatly improved
my skills":
100%100%100%100%100%
d.Percentage of Reference Services clientele rating
staff assisted reference service as good/excellent:
99.9%100.0%100.0%100%100%
e.Percentage of public contacts received by library that
are online vs. through the doors:*
Data Not
Available
Data Not
Available 47.0%47.00%47.00%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.9,2009,0148,5899,0009,000
2.0.60.650.31****0.30.3
3.22,41927,96931,57632,00032,000
4.127197323**325325
5.15623417075***75
6.5454545048
7.23,34723,29723,73826,00026,000
* A new measure introduced in FY 2009/10.
** Increase in lending means an offset to our bill from OCLC meaning a net savings.
**** Population increase and reference question decrease.
*** Decrease in borrowing reflects the increase of ILL fee to patrons from $2 to $5,
but also reflects a savings from the standpoint of labor as it costs us more to borow than to lend.
Number of inter-library loans borrowed:
Number of patrons using the Library's public access
computers
Hours of service per week at adult services desk:
Reference questions per capita:
Number of patrons' materials reserves processed:
Number of adult reference questions received:
Number of inter-library loans loaned:
Manage adult library collections to anticipate and meet
community information needs.
May 12, 2011 PROPOSED
D – 225
Library Department
YOUTH SERVICES
PROGRAM 7202
PROGRAM PURPOSE
Youth Services supports youth and their parents--from newborn babies through high school by providing
age-appropriate programs, services, and materials in support of education as well as current high-demand,
high-interest materials in a variety of formats. Youth Services also creates a welcoming environment for
children and teens that encourages their curiosity, imagination, creativity, and a permanent love of
reading. Differentiated programs are provided for children 0-14 years of age and teens from 13-17 years
of age. The purpose of the Youth Services Program is to provide reference and advisory services,
computer resources, manage youth collections, and provide a variety of programs throughout the year
both in the library, at local schools, and in the community.
BUDGET OVERVIEW
The FY 2011/12 Youth Services budget reflects a slight decrease in salaries and benefits and operating
expenses. Staffing changes include a .25 FTE reduction of the Library Assistant and temporary librarian
hours. Service impacts are expected to be minimal. Additionally, collections will strategically be
reduced, eliminating those of least use to ensure a well-rounded youth collection. Multiple formats
focusing on educational support as well as current high-demand, high-interest materials for children of all
ability levels will still be purchased.
May 12, 2011 PROPOSED
D – 226
LIBRARY DEPARTMENT
Youth Services
FY 2011/12 KEY PROJECTS
Core Values Key Projects
Civic Enrichment
Foster opportunities
for citizen , and
cultural,
recreational and
individual
enrichment
Expanded Enrichment Programs and Community Partnerships
Enhance relationships with local youth-friendly businesses and organizations to
create a network of readers throughout the community. Work closely with local
elementary, middle, and high schools to provide relevant programming for children
of all ages in the town.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenues- - - - - -
Service Charges- - - - - -
Fines and Forfeitures- - - - - -
Other Sources- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits259,167 289,029 249,791 293,198 277,660 292,432
Operating Expenditures48,000 46,830 62,532 51,980 51,980 49,980
Internal Service Charges77,210 73,066 62,257 61,767 60,815 62,122
TOTAL EXPENDITURES384,377$ 408,925$ 374,580$ 406,945$ 390,455$ 404,534$
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D – 227
LIBRARY DEPARTMENT
Youth Services
KEY PROGRAM SERVICES
Meeting information needs for children 0-17 years of age and their parents
• Provide reference and reader’s advisory services
• Manage children’s and teens’ web pages
• Maintain vibrant and diverse collections for children, teens, and parents/caregivers
• Respond to patron suggestions for materials to be included in the collection
Providing programs to youth
• Provide year-round programming for infants, toddlers, preschoolers, school-age children, teens,
and families
• Plan and promote annual Summer Reading Club to listeners from ages 0-5, readers from ages 5-
12, and teen readers from ages 13-17
Outreach to youth
• Raise awareness of youth about collections, services, and programs available at the Library
• Respond to requests for field trips to the library and Librarian visits to schools and community
events
Web Management
• Design and maintain the youth portions of the library website
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 0.15 0.15 - -
Assistant Library Director- 0.15 0.15 0.15 - -
Library Manager0.90 - - - - 0.90
Principal Librarian- 0.95 0.95 0.95 0.90 -
Librarian0.75 0.65 0.65 0.65 0.75 0.75
Library Assistant0.83 0.89 0.89 0.89 1.08 0.83
Total Youth Services FTEs2.48 2.79 2.79 2.79 2.73 2.48
2007/082008/092009/102010/112011/12
Temporary Staff
FundedFundedFundedFundedFunded
Librarian233 233 233 296 -
Total Annual Hours233 233 233 296 -
YOUTH SERVICES PROGRAM STAFFING
May 12, 2011 PROPOSED
D – 228
LIBRARY DEPARTMENT
Youth Services
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage agree/strongly agree that youth services
programs enhance my child's development:
96%100%100%100%100%
b. Percentage of request for outreach that are delivered:100%100%90%95%95%
c.Percentage of cards issued through 2nd grade library
card campaign:
30%30%35%35%35%
2.
a.Percentage of Youth Reference Services clientele
rating staff assisted reference service as
good/excellent:
100%100%100%100%100%
3.
a.Percentage of total circulation that is youth
collections:
45%45%45%48%49%
b.Percentage of collection systematically evaluated and
updated:
25%100%25%35%45%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.322407413410410
2.8,59412,54616,10516,00016,000
3.1.21.61.71.71.7
4.7,53111,0619,63710,00010,000
5.5454545048
Provide a variety of programs throughout the year that
encourage curiosity, imagination, creativity, love of
reading.
Hours of public service per week at youth services desk:
Total annual attendance at youth programs:
Assure the delivery of reference service to youth
clientele.
Manage youth library collections to anticipate and
meet community information needs.
Annual number of youth reference questions received:
Program attendance per youth capita:
Number of youth programs per year:
May 12, 2011 PROPOSED
D – 229
Library Department
ACQUISITIONS & CATALOGING
PROGRAM 7203
PROGRAM PURPOSE
The Acquisitions & Cataloging Program provides customers with access to a broad range of up-to-date
library materials and technology, and ensures customers have ready, user-friendly access to the collection.
The Acquisitions & Cataloging Program’s core services are: creation and maintenance of an online
catalog (available both in-house and through the internet), collection maintenance, acquisition of all
library materials, and general support services.
BUDGET OVERVIEW
The Acquisitions & Cataloging FY 2011/12 program budget reflects no significant budgetary changes in
total expenditures. The Library continues to implement system enhancements and expand downloadable
audiobooks options and DRM free music. The use of social networking tools are being expanded to
market collections to patrons. The Acquisitions & Cataloging program will continue to refine and
develop Los Gatos Library’s implementation of Koha open source software, which will allow the library
to be more flexible in developing new workflows and features to meet customer needs.
May 12, 2011 PROPOSED
D – 230
LIBRARY DEPARTMENT
Acquisitions & Cataloging
FY 2011/12 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborative
government
Integrated System Plans
Develop the Los Gatos Library’s use of Koha for managing and cataloging the
library collection.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Fines and Forfeitures4,682 4,558 4,813 4,500 3,506 4,000
TOTAL REVENUES4,682$ 4,558$ 4,813$ 4,500$ 3,506$ 4,000$
EXPENDITURES
Salaries and Benefits146,708 153,169 142,738 109,740 94,160 112,961
Operating Expenditures6,629 6,635 5,141 14,700 14,700 14,700
Internal Service Charges66,791 65,078 57,556 53,460 52,585 54,960
TOTAL EXPENDITURES220,128$ 224,882$ 205,435$ 177,900$ 161,445$ 182,621$
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D – 231
LIBRARY DEPARTMENT
Acquisitions & Cataloging
KEY PROGRAM SERVICES
• Maintain online catalog to assure customer access to library materials
• Acquire library materials
• Maintain library collections, including shelving of materials
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 0.15 0.15 - -
Assistant Library Director- 0.15 0.15 0.15 - -
Librarian0.60 0.50 0.50 0.50 0.60 0.60
Library Assistant0.30 0.59 0.59 0.59 0.30 0.30
Total Technical Services FTEs0.90 1.39 1.39 1.39 0.90 0.90
2007/082008/092009/102010/112011/12
Temporary Staff
FundedFundedFundedFundedFunded
Library Clerk- - - 130 130
Library Page- - - 800 800
Total Annual Hours- - - 930 930
ACQUISITIONS & CATALOGING PROGRAM STAFFING
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of high demand items processed within
four (4) days
99%99%99%99%99%
b. Percentage of items received cataloged within 30
days.
100%100%100%100%100%
b. Percentage of items processed and shelf ready within
30 days.
100%100%100%100%100%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.83148183873188008800
2.225215211191191
Provide customers with access to a broad range of up-
to-date library materials and multimedia .
Number of periodical subscriptions checked-in, processed
and exchanged
Number of items ordered, checked-in and cataloged
May 12, 2011 PROPOSED
D – 232
May 12, 2011 PROPOSED
D – 233
Library Department
CIRCULATION/SYSTEM ADMINISTRATION
PROGRAM 7204
PROGRAM PURPOSE
The Circulation Program enables customers to access library materials for use outside the library. The
System Administration Program manages all automated services and technology systems.
Circulation/System Administration’s core services are to: manage the circulation process; maintain
circulation records; and to implement and support the Library’s computer network, the integrated library
automation system, and public internet access.
BUDGET OVERVIEW
The FY 2011/12 budget reflects an increase slight decrease in salaries and benefits and a significant
increase in internal service fund charges due to maintenance costs associated with the new library. There
are not anticipated changes to operating expenses which provide support to maintain the Library’s
technology systems.
The Library continues to register many new card holders, most likely related to enthusiasm about the
construction of the new library, marketing, outreach, and the overall status of the economy. The
percentage of circulation attributed to Los Gatos residents has risen to about 45%, and online services
continue to be high. Additionally, Horizon, the Library’s former integrated system, has been replaced
with a new, lower cost, open source catalog called Koha. Program staff has been instrumental in
managing this new system to enhance public access.
Last, the Library has engaged Pacific Design Engineering IT consultants to develop a remote public
computer management system to maintain all public computers from a single location. This system will
dramatically reduce maintenance costs and will improve performance in the current building and in the
new library.
May 12, 2011 PROPOSED
D – 234
LIBRARY DEPARTMENT
Circulation / System Administration
FY 2011/12 KEY PROJECTS
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Fines and Forfeitures53,355 50,092 51,330 51,000 35,164 35,800
TOTAL REVENUES53,355$ 50,092$ 51,330$ 51,000$ 35,164$ 35,800$
EXPENDITURES
Salaries and Benefits378,325 397,972 419,469 371,547 342,620 369,494
Operating Expenditures47,464 38,544 51,970 63,500 63,500 63,500
Internal Service Charges80,673 78,024 71,942 68,336 66,790 102,608
TOTAL EXPENDITURES506,462$ 514,540$ 543,381$ 503,383$ 472,910$ 535,602$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborate
government
Time and Print Management
Implement Envisonware time and print management software, as part of the iMac
deployment, to manage public use of internet computers, limit free printing, and
better manage the existing fee for additional copies.
Monitor Integrated System Developments
Deploy dual booting iMac workstations, providing patrons a much richer
computing environment, with the choice between Windows or Mac operating
systems.
May 12, 2011 PROPOSED
D – 235
LIBRARY DEPARTMENT
Circulation / System Administration
KEY PROGRAM SERVICES
• Management of circulation process
• Management of all Library automated systems, including the Library’s network
• Management of remote authentication server
• Management of public computer terminals and printers
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 0.15 0.15 - -
Assistant Library Director- 0.15 0.15 0.15 - -
Library Manager0.20 - - - - 0.20
Principal Librarian- 0.15 0.15 0.15 0.20 -
Circulation Supervisor0.90 0.75 0.75 0.75 0.90 0.90
Library Assistant0.19 0.52 0.52 0.52 0.19 0.19
Total Circulation/System FTEs1.29 1.72 1.72 1.72 1.29 1.29
2007/082008/092009/102010/112011/12
Temporary Staff
FundedFundedFundedFundedFunded
Librarian140 140 140 140 -
Library Clerk5,434 5,434 5,434 5,434 5,174
Library Page3,976 3,976 3,976 3,976 3,976
Total Annual Hours9,550 9,550 9,550 9,550 9,150
CIRCULATION / SYSTEMS ADMINISTRATION PROGRAM STAFFING
May 12, 2011 PROPOSED
D – 236
LIBRARY DEPARTMENT
Circulation / System Administration
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of Los Gatos residents holding a library
card
42%57%*37%**57%57%
b. Percentage of circulation attributed to Los Gatos
Residents in the last twelve months
61%60%54%60%60%
2.
b.Percentage of time library online services are
available
99.9%99.9%99.9%99.9%99.9%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.102,331116,093120,254121,000121,000
2.133,237158,332164,310165,000165,000
3.95,916116,640135,875135,000135,000
4.26,03426,75027,61828,00028,000
5.30,94033,38431,14931,00031,000
6.12.714.517.111717
7.198,656267,672237,200270,000270,000
8.2,6502,8952,793*3,0003,000
9.5454545048
* Reflects more patrons from outside town boundaries getting library cards
** Anticipated growth in resident cardholders due to new library construction.
Assure access to library online services.
Number of new patrons registered:
Hours of public service per week at circulation:
Circulation: printed material - youth:
Circulation: videos/DVDs:
Door count:
Provide customer access to materials for use outside
the library.
Circulation: printed material - adult:
Circulation: audio books:
Circulation: CDs:
Circulation per capita:
May 12, 2011 PROPOSED
D – 237
Library Trust Fund
FUND 711
FUND PURPOSE
The Library Trust Fund was established to provide for the servicing of donations and bequests to the
Town’s Library Program. A Los Gatos Friends of the Library organization exists for the benefit of the
Library, and this fund allows the Town to plan for and recognize the numerous bequests this non-profit
group makes to the Library. In addition, numerous local service organizations and individuals make
generous donations and memorial bequests to the Library, sometimes for specific purposes. This fund
provides for retaining these donations until they can be used as designated.
BUDGET OVERVIEW
The Friends of Los Gatos Library contributed more than $20,000 to the Library during the past fiscal
year, providing funds for the “Summer Reading Clubs” for children, teens, and adults; the “Silicon Valley
Reads” program, and the family-focused programs. Additionally, they have provided funding for
furniture and equipment for public use and monies to support a small collection of new bestselling books.
Other library supporters have made donations to the Library Trust Fund to purchase memorial books and
equipment.
The entirety of this fund will be budgeted for FY 2011/12 in support of Library programming.
May 12, 2011 PROPOSED
D – 238
LIBRARY DEPARTMENT
Library Trust Fund
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Undesignated 28,654 *34,698 51,002 53,623 53,623 80,312
Total Beginning Fund Balance
28,654 34,698 51,002 53,623 53,623 80,312
Revenues
Lib Services & Tech Acct- - - - - -
Interest 990 960 920 900 800 800
Donations23,394 30,972 19,681 30,000 45,700 45,000
Total Revenues
24,384 31,932 20,601 30,900 46,500 45,800
TOTAL SOURCE OF FUNDS53,038$ 66,630$ 71,603$ 84,523$ 100,123$ 126,112$
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures18,340 15,628 17,980 43,875 19,811 38,155
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures
18,340 15,628 17,980 43,875 19,811 38,155
Ending Fund Balance
Designated for Volunteer Project- - - - - -
Undesignated 34,698 51,002 53,623 40,648 80,312 87,957
Total Ending Fund Balance
34,698 51,002 53,623 40,648 80,312 87,957
TOTAL USE OF FUNDS53,038$ 66,630$ 71,603$ 84,523$ 100,123$ 126,112$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D – 239
History Project Trust Fund
FUND 712
FUND PURPOSE
The History Project Trust Fund was established to provide for the servicing of donations, bequests, grant
monies, and expenditures to the history project partnership of Los Gatos Public Library and The
Museums of Los Gatos. The joint history project, named “Hooked on Los Gatos,” began in 2003
to create and disseminate a searchable database of Los Gatos historical images and materials over the
internet, preserve archival materials owned by each institution, to index and catalog the materials, scan
the materials so that they are saved and available in a digital format, and make available cultural heritage
educational resource materials to schools and lifelong learners. Some genealogical information is
available, especially that which is related to early Los Gatos settlers.
The work of this project has been performed in the local history room at the library and will continue in
the new history reference center in the new library building. The project is overseen by the Adult Library
Services Manager, and is now largely staffed by volunteers. The major goals of this project have been
accomplished, but the work is ongoing. Contributions to the collection continue to be donated and
reference questions are received on a daily basis. The database of historic images and other materials will
continue to evolve beyond the 6,000 items it now contains.
Daily operating costs have been assumed by the Adult Services budget. The limited amount of money in
this trust fund will be used for maintenance and licensing of the remotely hosted server and for limited
local history collection development.
BUDGET OVERVIEW
The History Project Trust Fund was set up in FY 2004/05 to provide better tracking of the monies
received by the joint project through grants, benefits and donations, and of the expenditures made to
accomplish the goals of the project. In FY 2011/12, funding will continue to be generated via royalties
from the sale of previously published books on Los Gatos history. The completion of a full-length
historical documentary film in 2005 has continued to produce limited additional revenue. The Digital
History Collection is accessible at www.historylosgatos.org.
The entirety of this fund will be budgeted for FY 2011/12 in support of local history.
May 12, 2011 PROPOSED
D – 240
LIBRARY DEPARTMENT
History Project Fund
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated16,173 9,464 3,366 850 850 850
Total Beginning Fund Balance
16,173 9,464 3,366 850 850 850
Revenues
Interest / Dividends1,260 150 20 100 18 18
Donations1,881 1,369 1,056 - 3,317 3,000
Total Revenues
3,141 1,519 1,076 100 3,335 3,018
TOTAL SOURCE OF FUNDS19,314$ 10,983$ 4,442$ 950$ 4,185$ 3,868$
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures9,850 7,617 3,592 - 3,335 2,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures
9,850 7,617 3,592 - 3,335 2,000
Ending Fund Balance
Designated- - - - - -
Undesignated9,464 3,366 850 950 850 1,868
Total Ending Fund Balance
9,464 3,366 850 950 850 1,868
TOTAL USE OF FUNDS19,314$ 10,983$ 4,442$ 950$ 4,185$ 3,868$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D – 241
Clelles Ness Trust Fund
FUND 713
FUND PURPOSE
The Clelles Ness Trust Fund was established in January 1961, by Ansten R. Ness, M.D. and the Board of
Library Trustees for the Town of Los Gatos, as a memorial to his wife, Clelles Ness. Mrs. Ness was a
long-time Los Gatos resident who was active in civic life, winning the 1947 Citizen of the Year award.
Among her many contributions to the Town, she was heavily involved with the arts. She helped to bring
the Los Gatos Pageants and numerous other play productions to the Town, was an avid reader, and wrote
for the Los Gatos Times (the local newspaper). She was also involved with bringing a hospital to the
Town, and with her husband started the “Holiday Circle” social club which required at least one spouse to
be active in civic planning to join.
The intention of the memorial fund was to use the income and principal of the trust estate to provide
materials and services not ordinarily available from public funds. An amendment to the trust agreement
in 1983 relinquished control over the management and investment of the trust to the Town Council.
Historically, the Library has used money from the trust to purchase art books for Los Gatos Public
Library. The Library is no longer able to spend the money in this manner, due to the building’s space
constraints. As a result, in July of 1999 an agreement was entered into with the daughter of Clelles Ness
to use the trust fund for a new library facility, should one be built in the future.
Per the agreement, the trust fund principal and interest may be used for library building plan documents
and studies, such as but not limited to, a building program and architectural drawings. The balance of the
trust not spent on the planning documents and studies will be placed in a Library Building Fund to be
used for the purchase of items for the new library building, such as furniture, shelving, and equipment.
BUDGET OVERVIEW
Interest continues to increase the fund balance, to be used when determined appropriate.
A portion of this fund will be budgeted for FY 2011/12 in support of the new library building, including
furniture, shelving, and equipment.
May 12, 2011 PROPOSED
D – 242
LIBRARY DEPARTMENT
Clelles Ness Trust Fund
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated174,568 179,518 185,008 188,718 188,718 190,218
Total Beginning Fund Balance
174,568 179,518 185,008 188,718 188,718 190,218
Revenues
Interest / Dividends4,950 5,490 3,710 2,000 1,500 1,500
Donations- - - - - -
Total Revenues
4,950 5,490 3,710 2,000 1,500 1,500
TOTAL SOURCE OF FUNDS179,518$ 185,008$ 188,718$ 190,718$ 190,218$ 191,718$
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures- - - 189,007 - 191,750
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures
- - - 189,007 - 191,750
Ending Fund Balance
Designated- - - - - -
Undesignated179,518 185,008 188,718 1,711 190,218 (32)
Total Ending Fund Balance
179,518 185,008 188,718 1,711 190,218 (32)
TOTAL USE OF FUNDS179,518$ 185,008$ 188,718$ 190,718$ 190,218$ 191,718$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D – 243
Susan McClendon Trust Fund
FUND 714
FUND PURPOSE
A bequest to the Los Gatos Public Library from the estate of the late Susan E. (Betty) McClendon was
established in support of children’s services. Betty McClendon was a long-time resident and dance
instructor. She is especially remembered as the choreographer of the Town’s 1940 pageant, “Trail Days,”
which celebrated the completion of the final section of the new four-lane highway from Santa Cruz into
Los Gatos. Betty McClendon’s mother, Mrs. Hilda McClendon, served as Children’s Librarian at Los
Gatos Memorial Library from 1923 – 1929. Ms. McClendon left this gift in memory of her mother and
her mother’s husband, Gorman Burtner.
These funds are restricted for use for children’s services at the library, and will be directed toward support
of reading clubs, book discussion groups, evening family programs, and equipment and furniture needs of
children’s services that are not met by other funding. This funding will also be used for enhancement of
children’s collections.
BUDGET OVERVIEW
This fund is established to better track and assure funds from this trust are expended for children’s
services in line with the wishes of the bequestor.
A portion of this fund will be budgeted for the new library building, including children’s collections,
children’s furniture, and children’s equipment.
May 12, 2011 PROPOSED
D – 244
LIBRARY DEPARTMENT
Susan McClendon Trust Fund
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated94,030 91,379 94,179 96,069 96,069 97,069
Total Beginning Fund Balance
94,030 91,379 94,179 96,069 96,069 97,069
Revenues
Interest / Dividends- - - - 1,000 1,000
Donations3,040 2,800 1,890 1,000
Total Revenues
3,040 2,800 1,890 1,000 1,000 1,000
TOTAL SOURCE OF FUNDS97,070$ 94,179$ 96,069$ 97,069$ 97,069$ 98,069$
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures5,691 - - 96,179 - 97,629
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures
5,691 - - 96,179 - 97,629
Ending Fund Balance
Designated- - - - - -
Undesignated91,379 94,179 96,069 890 97,069 440
Total Ending Fund Balance
91,379 94,179 96,069 890 97,069 440
TOTAL USE OF FUNDS97,070$ 94,179$ 96,069$ 97,069$ 97,069$ 98,069$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D – 245
Barbara Jones Cassin Trust Fund
FUND 716
FUND PURPOSE
The Barbara Jones Cassin Trust Fund was established by endowment upon the death of Ms. Cassin on
May 10, 2010. Ms. Cassin was a graduate of Los Gatos High (class of ’37) and San Jose State, where she
majored in biological and physical sciences. After a successful career in hospital laboratories, she turned
to watercolors, and donated 25 lovely views of Los Gatos to the Library. A reception showing these
works was sponsored by the Library in August 2008. Ms. Cassin’s art has been widely exhibited and is
held in public and private collections. In response to Hurricane Katrina, Ms. Cassin hosted a workshop to
encourage children to draw and write their responses to the disaster, including its effects on animals.
The initial project funded by the Barbara Jones Cassin Trust will be the purchase of opening day
collections for the new Los Gatos Public Library. In following years, the interest earned by the trust will
be budgeted annually to enhance collections and informational programming, per Ms. Cassin’s wishes.
BUDGET OVERVIEW
This fund is established to better track and assure funds from this trust are expended for children’s
services in line with the wishes of the bequestor.
A portion of this fund will be budgeted for FY 2011/12 to support purchases for an opening day
collection.
May 12, 2011 PROPOSED
D – 246
LIBRARY DEPARTMENT
Barbara Jones Cassin Trust Fund
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated- - - - - 501,250
Total Beginning Fund Balance
- - - - - 501,250
Revenues
Interest / Dividends- - - - 1,250 5,000
Donations- - - - 500,000
Total Revenues
- - - - 501,250 5,000
TOTAL SOURCE OF FUNDS-$ -$ -$ -$ 501,250$ 506,250$
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures- - - - - 150,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures
- - - - - 150,000
Ending Fund Balance
Designated- - - - - -
Undesignated- - - - 501,250 356,250
Total Ending Fund Balance
- - - - 501,250 356,250
TOTAL USE OF FUNDS-$ -$ -$ -$ 501,250$ 506,250$
STATEMENT OF SOURCE AND USE OF FUNDS