26 - Library SectionPROPOSED
D – 225
Library Department
DEPARTMENT PURPOSE
The Los Gatos Public Library serves as the Town’s primary provider of information services, engaging in
the following service responses:
Satisfy Curiosity: Lifelong Learning - Library users will have the resources they need to
explore topics of personal interest and continue to learn throughout their lives.
Stimulate Imagination: Reading, Viewing and Listening for Pleasure - Library users who
want materials to enhance their leisure time will find what they want when and where they want
them and will have the help they need to make choices from among the options.
Create Young Readers: Early Literacy - Children from birth to age five will have programs
and services designed to ensure that they will enter school ready to learn to read, write, and listen.
Discover Your Roots: Genealogy and Local History - Library users will have the resources
they need to connect the past with the present through their family histories and to understand the
history and traditions of the community.
Enjoy a Welcoming Environment: Physical and Virtual Spaces - Library users will enjoy
free public internet access, top-notch reference and customer service, and a comfortable physical
environment.
BUDGET OVERVIEW
The FY 2012/13 Library Department budget reflects an increase in collection revenue supplemented by
the Cassin Fund to offset prior year collection reductions. However, it is anticipated State library revenue
received by the Town may be eliminated as part of the State budget. Operating expenditures, including
temporary staff hours, have increased to address greater service demands due to the opening of the new
Library. Opportunities to expand previously reduced Saturday library hours will be considered by the
Council as part of the budget development process. Other expenditure adjustments include changes to
internal service costs for library maintenance needs.
During FY 2012/13, the library will focus its efforts on refining operations in the new library building,
including adjusting collections, refining our use of technology, and scaling up our service to meet rapidly
increasing demand. Last, staff will continue to work collaboratively with the Friends of the Library in the
ongoing campaign to support the library operations, collections, and special services.
The library remains successful in streamlining work processes and promoting the concept of self-service
through the use of technology, where appropriate. The library will continue to refine operations within
PROPOSED
D – 226
LIBRARY DEPARTMENT
the new library building in an effort to provide the highest levels of customer service. 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 continued use of the new open-source online
catalog will bring a projected cost savings over the next 5 years. 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
Expanded the library mobile app to include an iPad version, a mobile tour
channel with environmental feature information, and a local history
channel.
Achieved LEED Gold certification for the new library building.
Installed an educational monitor in the lobby, accessible by the public,
which monitors how efficiently the building is operating.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Transitioned from the old library building to the new library building
with a two-day grand opening, more than double the amount of public
computers, more than double the public space, and a significant increase
in book collections.
Created a series of instructional sessions about borrowing ebooks from
the library, focusing on the three major device groups used by patrons.
Continued to expand the volunteer program, including regular hours for
history docents to be available in the history area.
Enhanced collaboration with Los Gatos-Saratoga Community Education
and Recreation to provide cross-promotional programs that expand
library services and offer a broad range of community information to
patrons.
Worked closely with local preschool, elementary, middle, and high
schools to increase collaboration and enhance services for school-aged
children and their families. This has resulted in a significant number of
field trips to the library as well as an increase in the number of students
who hold library cards and visit the library in the after-school hours.
Continued to partner with Los Gatos High School to offer current
collection high school textbooks for use by students in the library.
PROPOSED
D – 227
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.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmental Revenues 10,462$ 13,996$ 10,662$ 5,300$ 150$ 100$
Service Charge 1,727 1,416 1,445 1,700 1,800 1,700
Fines & Forfeitures- - - - - -
Other Revenues 55,205 56,144 37,995 39,850 29,863 41,500
TOTAL REVENUES 67,394$ 71,556$ 50,102$ 46,850$ 31,813$ 43,300$
Transfers In
Transfer from Trust- - - - - 20,000
Total Transfers In- - - - - 20,000
Total Revenues & Transfers In 67,394 71,556 50,102 46,850 31,813 63,300
EXPENDITURES
Salaries and Benefits 1,384,771$ 1,341,203$ 1,180,498$ 1,286,606$ 1,206,841$ 1,388,303$
Operating Expenditures 238,705 301,965 304,869 274,712 256,812 294,710
Fixed Assets- - - - - -
Internal Service Charges 395,114 351,402 332,476 342,039 339,135 509,677
TOTAL EXPENDITURES 2,018,590$ 1,994,570$ 1,817,843$ 1,903,357$ 1,802,788$ 2,192,690$
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
PROGRAM
Administration 310,562$ 306,663$ 319,672$ 319,095$ 282,822$ 355,703$
Adult Services 559,681 564,512 496,928 442,424 451,114 491,299
Youth Services 408,925 374,579 369,331 420,566 360,846 447,303
Acquisitions & Cataloging 224,883 205,435 152,106 180,935 155,716 207,265
Circulation Services 514,539 543,381 479,806 540,337 552,290 691,120
TOTAL EXPENDITURES 2,018,590$ 1,994,570$ 1,817,843$ 1,903,357$ 1,802,788$ 2,192,690$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 228
LIBRARY DEPARTMENT
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
General Fund Positions Funded Funded Funded Funded Funded
Library Director 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Library Director- 1.00 1.00 - - -
Library Manager 2.00 - - - 2.00 2.00
Principal Librarian- 2.00 2.00 2.00 - -
Librarian 2.25 2.25 2.25 2.25 2.25 2.25
Circulation Supervisor 1.00 1.00 1.00 1.00 1.00 1.00
Library Assistant 1.75 2.50 2.50 1.75 1.75 1.75
Administrative Assistant 0.60 - - - - 0.60
Secretary III- 0.60 0.60 0.60 0.60 -
Total General Fund FTEs 8.60 10.35 10.35 8.60 8.60 8.60
Temporary Staff
Librarian 683 683 810 556 556
Library Clerks 5,434 5,434 5,564 5,564 7,124
Library Pages 3,976 3,976 4,776 4,776 6,440
Total Annual Hours 10,093 10,093 11,150 10,896 14,120
DEPARTMENT STAFFING
PROPOSED
D – 229
Library Department
LIBRARY ADMINISTRATION
PROGRAM 7101
PROGRAM PURPOSE
The Library Administration Program 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, provide fiscal management and budget preparation, and
provide support for the Library Board and Friends of the Library Board.
BUDGET OVERVIEW
The FY 2012/13 budget assumes an elimination of the revenue from the State Public Library Fund (PLF)
due to state budget cuts, and adjustments in salaries and benefits for budgeting purposes.
The Library Administration Program will continue to focus on the operation of the new library building,
and handling the increased workload caused by the marked increase in circulation and library
visitors. Administration staff will continue to work collaboratively with the Friends of Los Gatos Library,
a nonprofit 501c3 organization, in coordinating ongoing fundraising efforts. In addition, we will continue
to reach out to improve partnerships within our community, such as the growing partnership with the Los
Gatos History Museum and the ongoing cooperation with Los Gatos High School and the Adult
Recreation Center.
PROPOSED
D – 230
LIBRARY DEPARTMENT
Library Administration
FY 2012/13 KEY PROJECTS
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmental Revenue 10,462$ 13,996$ 10,662$ 5,300$ 150$ 100$
Service Charges 1,727 1,416 1,445 1,700 1,800 1,700
Fines & Forfeitures- - - - - -
Other Revenues 555 1 (51) 50 963 6,000
TOTAL REVENUES 12,744$ 15,413$ 12,056$ 7,050$ 2,913$ 7,800$
Transfers In
Transfer from Trust- - - - - 20,000
Total Transfers In- - - - - 20,000
Total Revenues & Transfers In 12,744 15,413 12,056 7,050 2,913 27,800
EXPENDITURES
Salaries and Benefits 193,867$ 194,817$ 218,556$ 226,108$ 195,087$ 232,577$
Operating Expenditures 37,350 40,151 30,338 33,002 29,802 33,000
Fixed Assets- - - - - -
Internal Service Charges 79,345 71,695 70,778 59,985 57,933 90,126
TOTAL EXPENDITURES 310,562$ 306,663$ 319,672$ 319,095$ 282,822$ 355,703$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Library Operations
The operations, collections, equipment, and staffing of the department will be
optimized to make the best use of staff and resources to serve the public in the
new library building.
PROPOSED
D – 231
LIBRARY DEPARTMENT
Library Administration
KEY PROGRAM SERVICES
Administers and supervises four operating programs in the department
Provides oversight of day-to-day operations and scheduling
Prepares and monitors Library Department budget
Provides staff support to the Town Library Board and Friends of the Library meetings, programs,
and activities
Collaborates with area libraries by serving on the Pacific Libraries Partnership Administrative
Council
Collaborates with libraries nationwide by serving on national committees
Increases public awareness of library services and programs through effective public relations,
marketing of library services, and periodically presenting programs at library conferences
Provides oversight of library staff training and development
Provides oversight and direction for information technology and systems administration
developments
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Library Director 1.00 0.40 0.40 1.00 1.00 1.00
Assistant Library Director- 0.40 0.40 - - -
Administrative Assistant 0.60 - - - - 0.60
Secretary III- 0.60 0.60 0.60 0.60 -
Total Administration FTEs 1.60 1.40 1.40 1.60 1.60 1.60
ADMINISTRATION PROGRAM STAFFING
PROPOSED
D – 232
PROPOSED
D – 233
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 2012/13 Adult Services Program budget reflects an increase in total expenditures due in part to
restoration of collection funds and building maintenance needs for the new library building. 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.
PROPOSED
D – 234
LIBRARY DEPARTMENT
Adult Services
FY 2012/13 KEY PROJECTS
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 350,734$ 334,389$ 259,712$ 267,470$ 275,200$ 285,604$
Operating Expenditures 109,345 142,171 155,312 113,530 113,530 113,530
Fixed Assets- - - - - -
Internal Service Charges 99,602 87,952 81,904 61,424 62,384 92,165
TOTAL EXPENDITURES 559,681$ 564,512$ 496,928$ 442,424$ 451,114$ 491,299$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Mobile App
The use of the library’s mobile app will be expanded to include increased features
such as the patron account barcode, mobile tour channel and mobile history
channel, as well as an iPad version of the app.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Technology Training
The new Tech lab will be leveraged to provide ongoing technology training as
well as internet and general interest classes.
Records Digitization
Program staff will digitize the funeral and death records that the library acquired
from The Museums of Los Gatos.
History Docents
History volunteer hours will be rescheduled to provide regular hours during
which history docents will be available to help interpret the history collection.
PROPOSED
D – 235
LIBRARY DEPARTMENT
Adult Services
KEY PROGRAM SERVICES
Meeting Information Needs
Provides ready reference, reader’s advisory, information literacy, and roaming reference services
Maintains vibrant reference and circulating collections
Responds to patrons’ suggestions for materials to be included in the collection
Provides Interlibrary Loan and proctoring services for customers
Expands patron access to new and emerging formats such as eAudio books and eBooks
Enriches the local community by being a premier repository for local history materials in multiple
formats
Information Technologies and Training
Develops 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
Provides access to the internet and training for the public in basic searching and navigational
skills
Maintains a library mobile application for use with smart phone and mobile multifunction devices
Web Management
Designs and maintains the library’s website
Maintains History Project, HistoryLosGatos.org, online photo archive
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Library Director- 0.15 0.15 - - -
Assistant Library Director- 0.15 0.15 - - -
Library Manager 0.90 - - - 0.90 0.90
Principal Librarian- 0.90 0.90 0.90 - -
Librarian 0.90 1.10 1.10 0.90 0.90 0.90
Circulation Supervisor 0.10 0.25 0.25 0.10 0.10 0.10
Library Assistant 0.18 0.50 0.50 0.18 0.18 0.18
Total Adult Services FTEs 2.08 3.05 3.05 2.08 2.08 2.08
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Funded Funded Funded Funded Funded
Librarian 310 310 374 556 556
Total Annual Hours 310 310 374 556 556
ADULT SERVICES PROGRAM STAFFING
PROPOSED
D – 236
LIBRARY DEPARTMENT
Adult Services
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1
a.Percentage of collection systematically evaluated
and updated:100%25%30%20%20%
b.Percentage of available technology training
sessions used by public:99.9%99.9%99.9%100%100%
c.Percentage of clientele rating technology
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:100%100%100%100%100%
e.Percentage of public contacts received by library
that are online vs. through the doors:New Measure/
Data Not
Available
47%63%31%31%
f.Percentage of library users who percent of users
who agree or strongly agree that they received the
information/item that they were seeking.
New Measure/
Data Not
Available
New Measure/
Data Not
Available
New Measure/
Data Not
Available
New Measure/
Data Not
Available
New Measure/
Data Not
Available
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.9,014 8,589 9,064 20,246 20,250
2.0.65 0.31*0.3 0.7 0.7
3.27,969 31,576 11,930 21,500 22,000
4.197 323**323 173 175
5.234 170 56***113 115
6.54 54 50 53 53
7.23,297 23,738 25,551 25,000 25,000
* Population increase and reference question decrease.
** Increase in lending is an offset to OCLC expense, resulting in a net savings.
***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 more to borrow than to lend.
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:
Number of inter-library loans borrowed:
Manage adult library collections to anticipate and
meet community information needs.
PROPOSED
D – 237
Library Department
YOUTH SERVICES
PROGRAM 7202
PROGRAM PURPOSE
Youth Services supports youth - from newborn babies through high school - and their parents 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 welcoming
environments for children and teens that encourage 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 and computer resources, manage youth collections, and provide a variety of programs
throughout the year in the library, at local schools, and in the community.
BUDGET OVERVIEW
The FY 2012/13 Youth Services reflects a status quo budget. Staffing will remain at current levels,
focusing on new & innovative efficiencies in program development and implementation. Collection
funding will continue to be used strategically, eliminating those materials 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.
PROPOSED
D – 238
LIBRARY DEPARTMENT
Youth Services
FY 2012/13 KEY PROJECTS
Core Values Key Projects
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Educational Programming
Educational programming for youth that highlights online databases as research
tools will be increased.
Storytimes
Regular storytimes will be expanded to include multi-media and multi-sensory
experiences, to enhance and expand these educational programs for children of
different learning styles.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 289,029$ 249,790$ 265,318$ 307,746$ 250,025$ 304,256$
Operating Expenditures 46,830 62,532 43,602 49,980 49,980 49,980
Fixed Assets- - - - - -
Internal Service Charges 73,066 62,257 60,411 62,840 60,841 93,067
TOTAL EXPENDITURES 408,925$ 374,579$ 369,331$ 420,566$ 360,846$ 447,303$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 239
LIBRARY DEPARTMENT
Youth Services
KEY PROGRAM SERVICES
Meeting information needs for children 0-17 years of age and their parents
Provides reference and reader’s advisory services
Manages children’s and teens’ web pages
Maintains vibrant and diverse collections for children, teens, and parents/caregivers
Responds to patron suggestions for materials to be included in the collection
Providing programs to youth
Provides year-round programming for infants, toddlers, preschoolers, school-age children, teens,
and families
Plans and promotes 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
Raises awareness of youth about collections, services, and programs available at the library
Responds to requests for field trips to the library and librarian visits to schools and community
events
Web Management
Designs and maintains the youth portions of the library’s website
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Library Director- 0.15 0.15 - - -
Assistant Library Director- 0.15 0.15 - - -
Library Manager 0.90 - - - 0.90 0.90
Principal Librarian- 0.95 0.95 0.90 - -
Librarian 0.75 0.65 0.65 0.75 0.75 0.75
Library Assistant 1.08 0.89 0.89 1.08 1.08 1.08
Total Youth Services FTEs 2.73 2.79 2.79 2.73 2.73 2.73
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Funded Funded Funded Funded Funded
Librarian 233 233 296 - -
Total Annual Hours 233 233 296 - -
YOUTH SERVICES PROGRAM STAFFING
PROPOSED
D – 240
LIBRARY DEPARTMENT
Youth Services
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage agree/strongly agree that youth services
programs enhance my child's development:100%100%100%100%100%
b. Percentage of request for outreach that are
delivered:100%90%95%98%97%
c.Percentage of cards issued through organized class
visits:30%35%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%48%49%47%
b.Percentage of collection systematically evaluated
and updated:100%25%35%75%25%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.407 413 410 325 350
2.12,546 16,105 16,000 17,000 18,500
3.1.6 1.7 1.7 1.7 1.8
4.11,061 9,637 10,000 25,142 25,000
5.54 54 50 53 53
Program attendance per youth capita:
Number of youth programs per year:
Provide a variety of programs throughout the year that
encourage curiosity, imagination, creativity, and 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:
PROPOSED
D – 241
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 Program’s FY 2012/13 budget reflects no significant budgetary changes
in operating expenditures; Internal Service Charges will increase due to the building maintenance needs
of the new library building. The use of vendor preprocessing has allowed staff to devote more time to
labor-intensive onsite cataloging activities. The Library continues to implement system enhancements and
expand downloadable ebooks, audiobooks 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, and experiment
with local resource sharing options to increase the efficiency of interlibrary loan. This will allow the
library to be more flexible in meeting customer needs by taking advantage of local library networks and
economies of scale.
PROPOSED
D – 242
LIBRARY DEPARTMENT
Acquisitions & Cataloging
FY 2012/13 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Preprocessing Services
Preprocessing services will be used in order to have books arrive in shelf-ready
condition, reducing staff workload and increasing customer satisfaction.
KEY PROGRAM SERVICES
Maintains online catalog to assure customer access to library materials
Acquires library materials
Maintains library collections, including shelving of materials
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues 4,558 4,813 3,391 4,000 1,900 3,000
TOTAL REVENUES 4,558$ 4,813$ 3,391$ 4,000$ 1,900$ 3,000$
EXPENDITURES
Salaries and Benefits 153,169$ 142,738$ 93,590$ 111,354$ 95,388$ 112,824$
Operating Expenditures 6,636 5,141 5,933 14,700 6,300 9,700
Fixed Assets- - - - - -
Internal Service Charges 65,078 57,556 52,583 54,881 54,028 84,741
TOTAL EXPENDITURES 224,883$ 205,435$ 152,106$ 180,935$ 155,716$ 207,265$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 243
LIBRARY DEPARTMENT
Acquisitions & Cataloging
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Library Director- 0.15 0.15 - - -
Assistant Library Director- 0.15 0.15 - - -
Librarian 0.60 0.50 0.50 0.60 0.60 0.60
Library Assistant 0.30 0.59 0.59 0.30 0.30 0.30
Total Technical Services FTEs 0.90 1.39 1.39 0.90 0.90 0.90
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Funded Funded Funded Funded Funded
Library Clerk- - 130 130 130
Library Page- - 800 800 800
Total Annual Hours- - 930 930 930
ACQUISITIONS & CATALOGING PROGRAM STAFFING
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of high demand items processed within
4 days:99%99%99%95%95%
b. Percentage of items received cataloged within 30
days:100%100%100%100%100%
c.Percentage of items processed and shelf ready
within 30 days: 100%100%100%100%100%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
8,183 8,731 12,974 14,814 15,000
2.215 211 206 209 209Number of periodical subscriptions checked in,
processed, and exchanged:
Number of items ordered, checked in, and cataloged:
Provide customers with access to a broad range of up-
to-date library materials and multimedia .
PROPOSED
D – 244
PROPOSED
D – 245
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
To address increased service demands associated with the new Library, the FY 2012/13 budget reflects an
increase in temporary hours. Other expenditure changes include resources to maintain the library’s
technology systems, which have more than doubled in the new library. Internal service fund charges have
also been adjusted due to additional maintenance needs.
The library continues to register many new card holders as a result of 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 usage of online services
continues to be high. With the new library opening, library use has more than doubled and is projected to
remain at an increased level. The new library contains more than double the number of public computers
and the demand for maintenance and support has grown accordingly.
Last, the library is deploying a self-service print release and cost recovery system that will allow patrons
to manage their own print jobs. This system will dramatically reduce the cost of public printing, which
has traditionally been supported by the library budget. This system will also allow the library to devote
more staff time to customer service.
PROPOSED
D – 246
LIBRARY DEPARTMENT
Circulation / System Administration
FY 2012/13 KEY PROJECTS
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues 50,092 51,330 34,655 35,800 27,000 32,500
TOTAL REVENUES 50,092$ 51,330$ 34,655$ 35,800$ 27,000$ 32,500$
EXPENDITURES
Salaries and Benefits 397,972$ 419,469$ 343,322$ 373,928$ 391,141$ 453,042$
Operating Expenditures 38,544 51,970 69,684 63,500 57,200 88,500
Fixed Assets- - - - - -
Internal Service Charges 78,023 71,942 66,800 102,909 103,949 149,578
TOTAL EXPENDITURES 514,539$ 543,381$ 479,806$ 540,337$ 552,290$ 691,120$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Self-Service Cost Recovery and Print Release System
A self-service cost recovery and print release system will be implemented in
order to regulate printing from public computers in the library.
ADA Computer Station
The program will install and maintain a fully ADA compatible computer
workstation for use by the public.
PROPOSED
D – 247
LIBRARY DEPARTMENT
Circulation / System Administration
KEY PROGRAM SERVICES
Manages circulation process
Manages all library automated systems, including the library’s network
Manages remote authentication server
Manages public computer terminals and printers
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Library Director- 0.15 0.15 - - -
Assistant Library Director- 0.15 0.15 - - -
Library Manager 0.20 - - - 0.20 0.20
Principal Librarian- 0.15 0.15 0.20 - -
Circulation Supervisor 0.90 0.75 0.75 0.90 0.90 0.90
Library Assistant 0.19 0.52 0.52 0.19 0.19 0.19
Total Circulation/System FTEs 1.29 1.72 1.72 1.29 1.29 1.29
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Funded Funded Funded Funded Funded
Librarian 140 140 140 - -
Library Clerk 5,434 5,434 5,434 5,434 6,994
Library Page 3,976 3,976 3,976 3,976 5,640
Total Annual Hours 9,550 9,550 9,550 9,410 12,634
CIRCULATION / SYSTEMS ADMINISTRATION PROGRAM STAFFING
PROPOSED
D – 248
LIBRARY DEPARTMENT
Circulation / System Administration
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of Los Gatos residents holding a library
card:57%37%*57%**24%25%
b. Percentage of circulation attributed to Los Gatos
residents in the last 12 months:60%54%59%60%60%
c.Percentage of people rating staff assistance at
circulation desk as good/excellent:
New Measure/
Data Not
Available
New Measure/
Data Not
Available
New Measure/
Data Not
Available
New Measure/
Data Not
Available
New Measure/
Data Not
Available
2.
a.Percentage of time library online services are
available:99.9%99.9%99.9%99.9%99.9%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.116,093 120,254 117,826 108,812 110,000
2.158,332 164,310 104,609 104,145 105,000
3.116,640 135,875 79,340 73,616 75,000
4.26,750 27,618 16,162 14,733 15,000
5.33,384 31,149 16,203 14,509 15,000
6.14.5 17.11 7 19 19
7.267,672 237,200 270,000 492,000**450,000
8.2,895 2,793 3,000*10,000 10,000
9.54 54 50 53 53
* Reflects more patrons from outside municipal limits getting library cards.
** Anticipated growth in door count due to new library building.
Number of new patrons registered:
Hours of public service per week at circulation:
Circulation of printed material - youth:
Circulation of videos/DVDs:
Door count:
Provide customer access to materials for use outside
the library.
Circulation of printed material - adult:
Circulation of audio books:
Circulation of CDs:
Circulation per capita:
Assure access to library online services.
PROPOSED
D – 249
Library Trust Fund
FUND 711
FUND PURPOSE
The Library Trust Fund was established to provide for the servicing of donations and bequests to the Los
Gatos Library. The 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 $20,000 to the library during the past fiscal year,
providing funds for the “Summer Reading Clubs” for children, teens, and adults; the “Silicon Valley
Reads” program; and the family-focused programs. Additionally, it has provided funding for furniture
and equipment for public use and monies to support a small collection of new bestselling books. Other
library supporters have made donations to the Library Trust Fund to purchase memorial books and
equipment.
A portion of this fund will be budgeted for FY 2012/13 in support of Library programming and
specialized collections.
PROPOSED
D – 250
LIBRARY DEPARTMENT
Library Trust Fund
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 34,699 51,002 53,623 51,936 51,936 42,594
Total Beginning Fund Balance 34,699 51,002 53,623 51,936 51,936 42,594
Revenues
Interest 960 920 620 800 358 358
Other Revenues 30,971 19,681 16,285 45,000 15,500 15,500
Total Revenues 31,931 20,601 16,905 45,800 15,858 15,858
TOTAL SOURCE OF FUNDS 66,630$ 71,603$ 70,528$ 97,736$ 67,794$ 58,452$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 15,628 17,980 18,592 38,155 25,200 58,452
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures 15,628 17,980 18,592 38,155 25,200 58,452
Ending Fund Balance
Designated- - - - - -
Undesignated 51,002 53,623 51,936 59,581 42,594 -
Total Ending Fund Balance 51,002 53,623 51,936 59,581 42,594 -
TOTAL USE OF FUNDS 66,630$ 71,603$ 70,528$ 97,736$ 67,794$ 58,452$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D – 251
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.
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 tracks monies received by History Services, a library service that
originally began as a project funded by grants and donations. These Trust Funds are mostly royalties and
digitization and licensing fees for proprietary images, and donations received. The money received from
donated royalties has been decreasing over the past years, and in FY 2012/13 this decreasing will
continue. Money received from the digitization of photographs will be the major source of income for
this fund.
The remaining fund balance will be budgeted for FY 2012/13 in support of the licensing and hosting costs
for the online digital archive of Los Gatos history materials.
.
PROPOSED
D – 252
LIBRARY DEPARTMENT
History Project Fund
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 9,464 3,367 851 58 58 809
Total Beginning Fund Balance 9,464 3,367 851 58 58 809
Revenues
Interest 150 20 24 18 1 1
Other Revenues 1,370 1,056 2,617 3,000 750 1,000
Total Revenues 1,520 1,076 2,641 3,018 751 1,001
TOTAL SOURCE OF FUNDS 10,984$ 4,443$ 3,492$ 3,076$ 809$ 1,810$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 7,617 3,592 3,434 2,000 - 1,810
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures 7,617 3,592 3,434 2,000 - 1,810
Ending Fund Balance
Designated- - - - - -
Undesignated 3,367 851 58 1,076 809 -
Total Ending Fund Balance 3,367 851 58 1,076 809 -
TOTAL USE OF FUNDS 10,984$ 4,443$ 3,492$ 3,076$ 809$ 1,810$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D – 253
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 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 large portion of this fund will be budgeted for FY 2012/13 in support of the new library building,
including furniture, shelving, and equipment.
PROPOSED
D – 254
LIBRARY DEPARTMENT
Clelles Ness Trust Fund
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 179,518 185,008 188,718 191,179 191,179 88,679
Total Beginning Fund Balance 179,518 185,008 188,718 191,179 191,179 88,679
Revenues
Interest 5,490 3,710 2,461 1,500 1,500 1,500
Other Revenues- - - - - -
Total Revenues 5,490 3,710 2,461 1,500 1,500 1,500
TOTAL SOURCE OF FUNDS 185,008$ 188,718$ 191,179$ 192,679$ 192,679$ 90,179$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - - 191,750 104,000 45,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures- - - 191,750 104,000 45,000
Ending Fund Balance
Designated- - - - - -
Undesignated 185,008 188,718 191,179 929 88,679 45,179
Total Ending Fund Balance 185,008 188,718 191,179 929 88,679 45,179
TOTAL USE OF FUNDS 185,008$ 188,718$ 191,179$ 192,679$ 192,679$ 90,179$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D – 255
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 to 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 was established to monitor that funds from this trust are expended for children’s services in
keeping with the wishes of the bequestor. While the remaining fund balance was budgeted in FY
2011/12, no funds were spent. Approximately $50,000 has been budgeted for FY 2012/13 for new library
building, including children’s collections, children’s furniture, and children’s equipment.
PROPOSED
D – 256
LIBRARY DEPARTMENT
Susan McClendon Trust Fund
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 91,379 94,179 96,069 97,320 97,320 98,020
Total Beginning Fund Balance 91,379 94,179 96,069 97,320 97,320 98,020
Revenues
Interest 2,800 1,890 1,251 1,000 700 700
Other Revenues- - - - - -
Total Revenues 2,800 1,890 1,251 1,000 700 700
TOTAL SOURCE OF FUNDS 94,179$ 96,069$ 97,320$ 98,320$ 98,020$ 98,720$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - - 97,629 - 50,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures- - - 97,629 - 50,000
Ending Fund Balance
Designated- - - - - -
Undesignated 94,179 96,069 97,320 691 98,020 48,720
Total Ending Fund Balance 94,179 96,069 97,320 691 98,020 48,720
TOTAL USE OF FUNDS 94,179$ 96,069$ 97,320$ 98,320$ 98,020$ 98,720$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D – 257
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 was 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 was 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 2012/13 to support ongoing development of the library’s
collection in the face of overall Town budget reductions.
PROPOSED
D – 258
LIBRARY DEPARTMENT
Barbara Jones Cassin Trust Fund
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated- - - 666,252 666,252 521,252
Total Beginning Fund Balance- - - 666,252 666,252 521,252
Revenues
Interest- - - 5,000 5,000 5,000
Other Revenues- - 666,252 - - -
Total Revenues- - 666,252 5,000 5,000 5,000
TOTAL SOURCE OF FUNDS-$ -$ 666,252$ 671,252$ 671,252$ 526,252$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - - 150,000 150,000 60,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures- - - 150,000 150,000 60,000
Transfers Out
Transfer to General Fund- - - - - 20,000
Transfer to Capital Projects- - - - - -
Total Transfers Out- - - - - 20,000
Total Expenditures & Transfers Out- - - 150,000 150,000 80,000
Ending Fund Balance
Designated- - - - - -
Undesignated- - 666,252 521,252 521,252 446,252
Total Ending Fund Balance- - 666,252 521,252 521,252 446,252
TOTAL USE OF FUNDS-$ -$ 666,252$ 671,252$ 671,252$ 506,252$
STATEMENT OF SOURCE AND USE OF FUNDS