9 - Library Section5/10/2013 PROPOSED
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Library Department
DEPARTMENT PURPOSE
The Los Gatos Public Library serves as the Town’s primary provider of information services, engaging in
the following service priorities:
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 2013/14 Library Department budget incorporates a library restricting based on a comprehensive
position review and the staffing needed to meet dramatically increased customer use and demands of the
new library. In addition, collections funding is maintained through dedicated trusts and other revenues.
During FY 2013/14, the library will focus its efforts on enhancing operational efficiencies and customer
service. 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 the new library building in an effort to provide the highest levels of customer service. To enhance
customer service the Library is undergoing reorganization, reducing temporary hours and creating
permanent positions. This includes the reclassification and consolidation of four prior management
positions down to two, while retaining a vacant Library Director classification for use when needed. In
addition, the Circulation Supervisor position was reclassified to Library Technology Specialist. The
Library will also be adding .30 FTE to the Librarian classification for teen services, reducing the Library
Assistant by .25 FTE, and adding a .75 FTE Library Specialist position. The library will be consolidating
the administrative function, defunding the part-time administrative assistant position, creating a full-time
Customer Service Supervisor, and adding one and a half Customer Service Specialists.
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LIBRARY DEPARTMENT
In addition to the staffing reorganization, 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 based upon the
continued popularity of and demand for eBooks.
ACCOMPLISHMENTS
Core Values Accomplishments
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Operations, collections, equipment and staffing of the department were
optimized to make the best use of resources in a busier environment.
Preprocessing services were used to have books and media arrive at the
library in shelf-ready condition, reducing staff workload and increasing
customer satisfaction.
A self-service, cost recovery print release system was installed and
deployed to regulate printing from public terminals.
Installed a fully ADA compatible computer workstation for public use.
Developed Customer Service Values to enhance user experience in the
library.
Provided staff with a new framework of adaptive communication
techniques to enhance customer service.
Moved check-in function from clerks to pages in order to maximize
efficiency and productivity.
A “sound zoning system” was implemented helping library users
find the best place for their intended activity.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Expanded the series of instructional sessions about borrowing eBooks
and downloadable audiobooks from the library.
Preschool storytimes were enhanced through the use of technology,
providing multi-media and multi-sensory experiences to reach children
with varied learning styles.
Provided 15 hours of specialized teen services per week during the school
year.
Continued the digitization & indexing of the funeral and death records
acquired from the Museums of Los Gatos.
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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.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenues13,996$ 10,662$ 109$ 100$ 20$ 15$
Service Charge1,416 1,445 1,685 1,700 - -
Fines & Forfeitures- - - - - -
Other Revenues56,144 37,995 36,924 41,500 47,233 48,000
TOTAL REVENUES71,556$ 50,102$ 38,718$ 43,300$ 47,253$ 48,015$
Transfers In
Transfer from Trust- - - 20,000 20,000 54,817
Total Transfers In- - - 20,000 20,000 54,817
Total Revenues & Transfers In71,556 50,102 38,718 63,300 67,253 102,832
EXPENDITURES
Salaries and Benefits1,341,203$ 1,180,498$ 1,192,809$ 1,370,780$ 1,226,861$ 1,392,026$
Operating Expenditures301,965 304,869 279,787 294,710 344,166 239,712
Fixed Assets- - - - - -
Internal Service Charges351,402 332,476 338,213 508,819 502,680 569,416
TOTAL EXPENDITURES1,994,570$ 1,817,843$ 1,810,809$ 2,174,309$ 2,073,707$ 2,201,154$
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
PROGRAM
Administration306,663$ 319,672$ 286,554$ 351,489$ 131,208$ 322,149$
Adult Services564,512 496,928 464,878 486,785 650,462 482,598
Youth Services374,579 369,331 355,078 441,878 431,753 450,822
Acquisitions & Cataloging205,435 152,106 157,653 205,564 180,647 150,193
Circulation Services543,381 479,806 546,646 688,593 679,637 795,392
TOTAL EXPENDITURES1,994,570$ 1,817,843$ 1,810,809$ 2,174,309$ 2,073,707$ 2,201,154$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
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LIBRARY DEPARTMENT
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
General Fund PositionsFundedFundedFundedFundedFunded
Library Director- 1.00 1.00 1.00 1.00 -
Assistant Library Director- 1.00 - - - -
Town Librarian2.00 - - - - 2.00
Library Manager- - - 2.00 2.00 -
Principal Librarian- 2.00 2.00 - - -
Librarian2.55 2.25 2.25 2.25 2.25 2.55
Circulation Supervisor- 1.00 1.00 1.00 1.00 -
Library Technology Specialist1.00 - - - - 1.00
Library Assistant1.50 2.50 1.75 1.75 1.75 1.50
Library Specialist0.75 - - - - 0.75
Administrative Assistant- - - - 0.60 -
Customer Service Supervisor1.00 - - - - 1.00
Customer Service Specialist1.50 - - - - 1.50
Secretary III- 0.60 0.60 0.60 - -
Total General Fund FTEs10.30 10.35 8.60 8.60 8.60 10.30
Temporary Staff
Librarian683 810 556 556 556
Library Clerks5,434 5,564 5,564 7,124 1,050
Library Pages3,976 4,776 4,776 6,440 7,591
Total Annual Hours10,093 11,150 10,896 14,120 9,197
DEPARTMENT STAFFING
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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 2013/14 budget assumes a continued elimination of the revenue from the State Public Library
Fund (PLF) due to state budget cuts, and adjustments in salaries, positions and benefits for budgeting
purposes. These adjustments reflect a flattening of the management structure and thus a small reduction to
the FTE in this program. The Library Director position is retained but unfunded pending other staffing
changes. The Assistant Director and Administrative Assistant positions are eliminated. Duties of the
Director, Assistant Director, and Administrative Assistant will be reallocated to two Town Librarians and
a Library Assistant. Town Librarians will continue to act as working managers within the Adult Services
and Youth Services programs as well. The library will continue to refine operations within the new library
building in an effort to provide the highest levels of customer service. To enhance customer service the
Library is undergoing reorganization, reducing temporary hours and creating permanent positions, using
savings from the consolidated administrative and management positions to fund needed front-line service
delivery.
The Library Administration Program will continue to focus on refining the operation of the new library
building, and handling the increased workload caused by the dramatic increase in circulation and library
visitors. Special attention will continue to be paid to customer service and community engagement.
Administration staff will continue to work collaboratively with the Friends of Los Gatos Library, a
nonprofit 501(c)(3) organization. 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.
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LIBRARY DEPARTMENT
Library Administration
FY 2013/14 KEY PROJECTS
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenue13,996$ 10,662$ 109$ 100$ 20$ 15$
Service Charges1,416 1,445 1,685 1,700 - -
Fines & Forfeitures- - - - - -
Other Revenues1 (51) 947 6,000 5,933 6,000
TOTAL REVENUES15,413$ 12,056$ 2,741$ 7,800$ 5,953$ 6,015$
Transfers In
Transfer from Trust- - - 20,000 20,000 54,817
Total Transfers In- - - 20,000 20,000 54,817
Total Revenues & Transfers In15,413 12,056 2,741 27,800 25,953 60,832
EXPENDITURES
Salaries and Benefits194,817$ 218,556$ 194,434$ 228,560$ 3,771$ 185,023$
Operating Expenditures40,151 30,338 33,434 33,000 47,302 36,902
Fixed Assets- - - - - -
Internal Service Charges71,695 70,778 58,686 89,929 80,135 100,224
TOTAL EXPENDITURES306,663$ 319,672$ 286,554$ 351,489$ 131,208$ 322,149$
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 continually be optimized to make the best use of staff and resources
to best meet the needs of the community.
A Request for Proposal will be issued for library book and media
purchases and preprocessing of materials to insure the most productive
use of library resources.
Adaptive communication training will continue to be provided to library
staff and offered to other town departments by library staff.
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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)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Library Director- 0.40 1.00 1.00 1.00 -
Assistant Library Director- 0.40 - - - -
Town Librarian1.00 - - - - 1.00
Library Specialist0.25 - - - - 0.25
Administrative Assistant- - - - 0.60 -
Secretary III- 0.60 0.60 0.60 - -
Total Administration FTEs1.25 1.40 1.60 1.60 1.60 1.25
ADMINISTRATION PROGRAM STAFFING
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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 2013/14 Adult Services Program budget reflects a reduced collection budget and modest overall
increase to FTE. The Library Director, Assistant Library Director and Library Manager positions are
being consolidated into the Town Librarian positions. In addition to this and the reorganization of the
Library as a whole, .50 FTE Town Librarian position to oversee the Adult Services Program as well as the
addition of a .67 FTE Library Assistant and .10 FTE Library Technology Specialist will be allocated to
this program to oversee technology within the program. Finally, .15 FTE Library Specialist will be
allocated to this program to assist with customer service. Collection reductions will be augmented by use
of library trust funds. The library will continue to plan, implement, and promote services that are
available online, 24/7, thus increasing access beyond the open hours of the physical building. The library
will continue to engage in practical programming that highlights library resources.
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LIBRARY DEPARTMENT
Adult Services
FY 2013/14 KEY PROJECTS
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits334,389$ 259,712$ 278,063$ 281,301$ 399,135$ 317,987$
Operating Expenditures142,171 155,312 124,588 113,530 153,084 58,530
Fixed Assets- - - - - -
Internal Service Charges87,952 81,904 62,227 91,954 98,243 106,081
TOTAL EXPENDITURES564,512$ 496,928$ 464,878$ 486,785$ 650,462$ 482,598$
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 continue to be expanded to leverage
the use of other library resources and apps as well as features from other town
departments. A historic homes walking tour will be added.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Local eBook Self-publishing Partnership
The Los Gatos Library will create a cobranded portal linked from the library
website to encourage local authors to take advantage of free eBook publishing
tools to publish their books and eventually make them available through the Los
Gatos Library.
Technology Training
The new Tech Lab will continue to be leveraged to provide technology training as
well as general interest classes.
Records Digitization
Program staff, history volunteers and student volunteers will continue to digitize,
archive and preserve the funeral and death records that the library acquired from
the Museums of Los Gatos.
History Docents
History volunteer hours will be expanded and docents will continue to be
available to help interpret the history collection during regular hours.
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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, including 6,000 + digital images which are cloud-hosted and available to view
throughout the world
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
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LIBRARY DEPARTMENT
Adult Services
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 - - - -
Assistant Library Director- 0.15 - - - -
Town Librarian0.50 - - - - 0.50
Library Manager- - - 0.90 0.90 -
Principal Librarian- 0.90 0.90 - - -
Librarian0.90 1.10 0.90 0.90 0.90 0.90
Circulation Supervisor- 0.25 0.10 0.10 0.10 -
Library Technology Specialist0.10 - - - - 0.10
Library Assistant0.85 0.50 0.18 0.18 0.18 0.85
Library Specialist0.15 - - - - 0.15
Total Adult Services FTEs2.50 3.05 2.08 2.08 2.08 2.50
2009/102010/112011/122012/132013/14
Temporary Staff FundedFundedFundedFundedFunded
Librarian310 374 556 556 556
Total Annual Hours310 374 556 556 556
ADULT SERVICES PROGRAM STAFFING
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LIBRARY DEPARTMENT
Adult Services
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1
a.Percentage of collection systematically
evaluated and updated:
25%30%20%20%20%
b.Percentage of available technology training
sessions used by public:
99.9%99.9%100%100%100%
c.Percentage of clientele rating technology
instruction sessions as "improved/greatly
improved my skills":
100%100%100%88%90%
d.Percentage of Reference Services clientele
rating staff assisted reference service as
good/excellent:
100%100%100%92%95%
e.Percentage of public contacts received by
library that are online vs. through the doors:
47%63%31%31%55%
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
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.8,5899,06420,24622,63322,000
2.0.31*0.30.70.761
3.31,57611,93022,43128,73930,000
4.323**323212252275
5.17056***128148160
6.5450535454
7.23,73825,55124,10935,56036,000
* 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 inter-library loans borrowed:
Manage adult library collections to anticipate
and meet community information needs.
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:
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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 2013/14 Youth Services reflects a status quo collection budget and a modest decrease to overall
FTE. 0.50 FTE Town Librarian will oversee the Youth program, coupled with .50 FTE increase in
Librarian hours allocated and a .43 FTE reduction in Library Assistant staffing for the program.
However, a .10 FTE Library Specialist will be added to provide additional customer support. Staffing
will focus 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.
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Youth Services
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Educational Programming
Continue educational programming which provides for a variety of
learning styles and interests.
Continue to work with local schools to provide access to online resources
for all students.
Specialized programming for parents will be provided through
community partnerships.
Storytimes
Regular storytimes will continue to be enhanced to incorporate new early
learning technologies including multi-media and multi-sensory
experiences.
Stay-and-Play time, immediately following storytimes, will continue to
be provided to facilitate socialization skills & relaxed playtime learning
for the youngest library users.
Teen Services
Teen services will continue to grow and adapt to the changing needs of
the teen population. Services such as collection development, special
programs, study hall hours, textbooks, and partnerships will be monitored
and assessed for maximum service to this population of library users.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits249,790$ 265,318$ 248,075$ 299,084$ 289,522$ 295,746$
Operating Expenditures62,532 43,602 46,420 49,980 49,980 49,980
Fixed Assets- - - - - -
Internal Service Charges62,257 60,411 60,583 92,814 92,251 105,096
TOTAL EXPENDITURES374,579$ 369,331$ 355,078$ 441,878$ 431,753$ 450,822$
SUMMARY OF REVENUES AND EXPENDITURES
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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)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 - - - -
Assistant Library Director- 0.15 - - - -
Town Librarian0.50 - - - - 0.50
Library Manager- - - 0.90 0.90 -
Principal Librarian- 0.95 0.90 - - -
Librarian1.25 0.65 0.75 0.75 0.75 1.25
Library Assistant0.65 0.89 1.08 1.08 1.08 0.65
Library Specialist0.10 - - - - 0.10
Total Youth Services FTEs2.50 2.79 2.73 2.73 2.73 2.50
2009/102010/112011/122012/132013/14
Temporary Staff FundedFundedFundedFundedFunded
Librarian233 296 - - -
Total Annual Hours233 296 - - -
YOUTH SERVICES PROGRAM STAFFING
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Youth Services
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage agree/strongly agree that youth
services programs enhance my child's
development:
100%100%100%96%97%
b. Percentage of request for outreach that are
delivered:
90%95%98%97%97%
c.Percentage of cards issued through organized
class visits:
35%35%35%40%40%
2.
a.Percentage of Youth Reference Services
clientele rating staff-assisted reference service
as good/excellent:
100%100%100%92%95%
3.
a.Percentage of total circulation that is youth
collections:
45%48%49%46%49%
b.Percentage of collection systematically
evaluated and updated:
25%35%75%25%25%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.413410276300300
2.16,10516,00013,44618,50018,000
3.1.71.72.53.53.4
4.9,63710,00025,14219,95020,000
5.5450535454Hours 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:
Provide a variety of programs throughout the
year that encourage curiosity, imagination,
creativity, and love of reading.
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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 2013/14 budget reflects the Library’s reorganization and
changes in overall FTE’s. Increased use of vendor preprocessing has optimized efficiency in cataloging
and allowed staff to devote more time to labor-intensive onsite cataloging and direct customer service.
Therefore, the Librarian allocation has been reduced from a .60 FTE to a .40 FTE and the .30 Library
Assistant hours have been reclassified to a .25 FTE Library Specialist. The Library continues to
implement system enhancements and expand downloadable eBooks, audiobooks and DRM free music.
The use of library marketing and 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.
5/10/2013 PROPOSED
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LIBRARY DEPARTMENT
Acquisitions & Cataloging
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Preprocessing Services
Preprocessing services will continue to be evaluated and expanded in order to
have books, audiobooks, and DVDs arrive in shelf-ready condition, reducing staff
workload and increasing customer satisfaction.
Local Resource Sharing
Evaluate the efficacy of last year’s local resource sharing pilot project between
Los Gatos and two area library systems to assess fiscal feasibility and overall
value-add to Library users.
KEY PROGRAM SERVICES
Maintains online catalog to assure customer access to library materials
Acquires library materials
Maintains library collections, including shelving of materials
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues4,813 3,391 3,095 3,000 4,000 4,000
TOTAL REVENUES4,813$ 3,391$ 3,095$ 3,000$ 4,000$ 4,000$
EXPENDITURES
Salaries and Benefits142,738$ 93,590$ 94,201$ 111,202$ 87,698$ 45,776$
Operating Expenditures5,141 5,933 9,570 9,700 9,700 9,700
Fixed Assets- - - - - -
Internal Service Charges57,556 52,583 53,882 84,662 83,249 94,717
TOTAL EXPENDITURES205,435$ 152,106$ 157,653$ 205,564$ 180,647$ 150,193$
SUMMARY OF REVENUES AND EXPENDITURES
5/10/2013 PROPOSED
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LIBRARY DEPARTMENT
Acquisitions & Cataloging
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 - - - -
Assistant Library Director- 0.15 - - - -
Librarian0.40 0.50 0.60 0.60 0.60 0.40
Library Assistant- 0.59 0.30 0.30 0.30 -
Library Specialist0.25 0.25
Total Technical Services FTEs0.65 1.39 0.90 0.90 0.90 0.65
2009/102010/112011/122012/132013/14
Temporary Staff FundedFundedFundedFundedFunded
Library Clerk- 130 130 130 -
Library Page- 800 800 800 -
Total Annual Hours- 930 930 930 -
ACQUISITIONS & CATALOGING PROGRAM STAFFING
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of high demand items processed
within 4 days:
99%99%95%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
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.8,73112,97414,81420,00015,000
2.211206206194195Number 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 .
5/10/2013 PROPOSED
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5/10/2013 PROPOSED
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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 2013/14 budget reflects a marked increase in overall FTE to accommodate the dramatic increase
in library use. Circulation and library membership continue to increase and the circulation desk continues
to be the first point of contact for most library users, making customer service of utmost importance.
Library Page hours have increased to account for the added check-in duties assigned to this classification.
Temporary Library Clerk hours have been reduced to create opportunity for 1.5 FTE Customer Service
Specialists. This transition will take place slowly throughout the fiscal year. Additionally, the IT and
Circulation functions have been split into two unique positions, Library Technology Specialist and
Customer Service Supervisor. This allows the Library Technology Specialist to focus on public-facing
technology and technology support for staff while the Customer Service Supervisor focuses on
supervising the human elements of all circulation functions, including the management of employees
within this program and direct customer service.
The library continues to register many new card holders as a result of enthusiasm about the new library
building. The percentage of circulation attributed to Los Gatos residents has risen to about 60%, and
usage of online services continues to skyrocket. Library use and circulation has continued to increase
throughout the first year of operations and is expected to remain constant at this new increased level.
Computer use has risen 1230% due to the increased number of public computers. Demand for
maintenance and support of the technology has grown accordingly.
5/10/2013 PROPOSED
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LIBRARY DEPARTMENT
Circulation / System Administration
FY 2013/14 KEY PROJECTS
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental Revenue-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues51,330 34,655 32,882 32,500 37,300 38,000
TOTAL REVENUES51,330$ 34,655$ 32,882$ 32,500$ 37,300$ 38,000$
EXPENDITURES
Salaries and Benefits419,469$ 343,322$ 378,036$ 450,633$ 446,735$ 547,494$
Operating Expenditures51,970 69,684 65,775 88,500 84,100 84,600
Fixed Assets- - - - - -
Internal Service Charges71,942 66,800 102,835 149,460 148,802 163,298
TOTAL EXPENDITURES543,381$ 479,806$ 546,646$ 688,593$ 679,637$ 795,392$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Online Payments
An online payment system will be implemented to allow library users to pay their
fines remotely. This online payment system will work securely with the library
ILS and PayPal to streamline this process for both library users and staff.
Online Self-Registration
An online self-registration system will be implemented to allow library users to
sign up online for a library card. Upon verification, the card will be available for
pick-up from library staff, saving both library user and staff time.
5/10/2013 PROPOSED
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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)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Library Director- 0.15 - - - -
Assistant Library Director- 0.15 - - - -
Library Manager- - - 0.20 0.20 -
Principal Librarian- 0.15 0.20 - - -
Circulation Supervisor- 0.75 0.90 0.90 0.90 -
Library Technology Specialist0.90 - - - - 0.90
Library Assistant- 0.52 0.19 0.19 0.19 -
Customer Service Supervisor1.00 - - - - 1.00
Customer Service Specialist1.50 - - - - 1.50
Total Circulation/System FTEs3.40 1.72 1.29 1.29 1.29 3.40
2009/102010/112011/122012/132013/14
Temporary Staff FundedFundedFundedFundedFunded
Librarian140 140 - - -
Library Clerk5,434 5,434 5,434 6,994 1,050
Library Page3,976 3,976 3,976 5,640 7,591
Total Annual Hours9,550 9,550 9,410 12,634 8,641
CIRCULATION / SYSTEMS ADMINISTRATION PROGRAM STAFFING
5/10/2013 PROPOSED
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LIBRARY DEPARTMENT
Circulation / System Administration
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of Los Gatos residents holding a
library card:
37%*57%**24%30%30%
b. Percentage of circulation attributed to Los
Gatos residents in the last 12 months:
54%59%60%56%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
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.120,254117,826118,839121,63212,200
2.164,310104,609138,746187,342190,000
3.135,87579,34091,018105,979107,000
4.27,61816,16217,93720,52922,000
5.31,14916,20319,05222,27024,000
6.17.117131617
7.237,200270,000279,627343,188350,000
8.2,7933,000*5,5545,3505,000
9.5450545454
* Reflects more patrons from outside municipal limits getting library cards.
** Anticipated growth in door count due to new library building.
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.
Number of new patrons registered:
Hours of public service per week at circulation:
Circulation of printed material - youth:
Circulation of videos/DVDs:
5/10/2013 PROPOSED
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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 $20,000 to the library during the past fiscal year,
providing funds for the “Summer Reading Clubs” for children, teens, and adults; the “Silicon Valley
Reads” program; and the family-focused programs. Additionally, it has provided funding for new teen
furniture and monies to support a growing collection of new bestselling books & movies. Other library
supporters have made donations to the Library Trust Fund to purchase memorial books and equipment.
A portion of this fund will be budgeted for FY 2013/14 in support of Library programming and
specialized collections.
5/10/2013 PROPOSED
D – 260
LIBRARY DEPARTMENT
Library Trust Fund
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated51,002 53,623 51,936 42,594 30,719 4,048
Total Beginning Fund Balance51,002 53,623 51,936 42,594 30,719 4,048
Revenues
Interest920 620 398 358 484 484
Other Revenues19,681 16,285 488 15,500 26,095 36,300
Total Revenues20,601 16,905 886 15,858 26,579 36,784
TOTAL SOURCE OF FUNDS71,603$ 70,528$ 52,822$ 58,452$ 57,298$ 40,832$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures17,980 18,592 22,103 58,452 53,250 28,350
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures17,980 18,592 22,103 58,452 53,250 28,350
Ending Fund Balance
Designated- - - - - -
Undesignated53,623 51,936 30,719 - 4,048 12,482
Total Ending Fund Balance53,623 51,936 30,719 - 4,048 12,482
TOTAL USE OF FUNDS71,603$ 70,528$ 52,822$ 58,452$ 57,298$ 40,832$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D – 261
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 2013/14 this decrease will level
off. Money received from the licensing of digital images will be the major source of income for this fund.
.
5/10/2013 PROPOSED
D – 262
LIBRARY DEPARTMENT
History Project Fund
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated3,367 851 58 809 753 2,781
Total Beginning Fund Balance3,367 851 58 809 753 2,781
Revenues
Interest20 24 6 1 28 20
Other Revenues1,056 2,617 689 1,000 2,000 2,000
Total Revenues1,076 2,641 695 1,001 2,028 2,020
TOTAL SOURCE OF FUNDS4,443$ 3,492$ 753$ 1,810$ 2,781$ 4,801$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures3,592 3,434 - 1,810 - 2,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures3,592 3,434 - 1,810 - 2,000
Ending Fund Balance
Designated- - - - - -
Undesignated851 58 753 - 2,781 2,801
Total Ending Fund Balance851 58 753 - 2,781 2,801
TOTAL USE OF FUNDS4,443$ 3,492$ 753$ 1,810$ 2,781$ 4,801$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D – 263
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 small portion of this fund will be budgeted for FY 2013/14 in support of special collections.
5/10/2013 PROPOSED
D – 264
LIBRARY DEPARTMENT
Clelles Ness Trust Fund
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated185,008 188,718 191,179 88,679 189,138 190,638
Total Beginning Fund Balance185,008 188,718 191,179 88,679 189,138 190,638
Revenues
Interest3,710 2,461 1,959 1,500 1,500 1,500
Other Revenues- - - - - -
Total Revenues3,710 2,461 1,959 1,500 1,500 1,500
TOTAL SOURCE OF FUNDS188,718$ 191,179$ 193,138$ 90,179$ 190,638$ 192,138$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - 4,000 45,000 - 10,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures- - 4,000 45,000 - 10,000
Ending Fund Balance
Designated- - - - - -
Undesignated188,718 191,179 189,138 45,179 190,638 182,138
Total Ending Fund Balance188,718 191,179 189,138 45,179 190,638 182,138
TOTAL USE OF FUNDS188,718$ 191,179$ 193,138$ 90,179$ 190,638$ 192,138$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D – 265
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. $10,000 is budgeted for FY 2013/14 for enhancements to
children’s collections.
5/10/2013 PROPOSED
D – 266
LIBRARY DEPARTMENT
Susan McClendon Trust Fund
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated94,179 96,069 97,320 98,020 98,331 99,031
Total Beginning Fund Balance94,179 96,069 97,320 98,020 98,331 99,031
Revenues
Interest1,890 1,251 1,011 700 700 700
Other Revenues- - - - - -
Total Revenues1,890 1,251 1,011 700 700 700
TOTAL SOURCE OF FUNDS96,069$ 97,320$ 98,331$ 98,720$ 99,031$ 99,731$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - - 50,000 - 10,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures- - - 50,000 - 10,000
Ending Fund Balance
Designated- - - - - -
Undesignated96,069 97,320 98,331 48,720 99,031 89,731
Total Ending Fund Balance96,069 97,320 98,331 48,720 99,031 89,731
TOTAL USE OF FUNDS96,069$ 97,320$ 98,331$ 98,720$ 99,031$ 99,731$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D – 267
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
A portion of this fund will be budgeted for FY 2013/14 to support ongoing development of the library’s
collection in the face of overall Town budget reductions.
5/10/2013 PROPOSED
D – 268
LIBRARY DEPARTMENT
Barbara Jones Cassin Trust Fund
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated- - 666,252 521,252 540,291 465,963
Total Beginning Fund Balance- - 666,252 521,252 540,291 465,963
Revenues
Interest- - 6,314 5,000 5,672 5,000
Other Revenues- 666,252 26,065 - - -
Total Revenues- 666,252 32,379 5,000 5,672 5,000
TOTAL SOURCE OF FUNDS-$ 666,252$ 698,631$ 526,252$ 545,963$ 470,963$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - 158,340 60,000 60,000 75,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures- - 158,340 60,000 60,000 75,000
Transfers Out
Transfer to General Fund- - - 20,000 20,000 54,817
Transfer to Capital Projects- - - - - -
Total Transfers Out- - - 20,000 20,000 54,817
Total Expenditures & Transfers Out- - 158,340 80,000 80,000 129,817
Ending Fund Balance
Designated- - - - - -
Undesignated- 666,252 540,291 446,252 465,963 341,146
Total Ending Fund Balance- 666,252 540,291 446,252 465,963 341,146
TOTAL USE OF FUNDS-$ 666,252$ 698,631$ 506,252$ 525,963$ 416,146$
STATEMENT OF SOURCE AND USE OF FUNDS