7 - Library SectionPROPOSED D – 237 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 hav e 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 use rs will have the resources need ed to connect the past with the present through family histories and to understand the history and traditions of the community. • Enjoy a Welcoming Environment: Physical and Virtual Spaces - L ibrary users will enjoy free public internet access, top -notch reference and customer service, and a comfortable physical environment. B UDGET OVERVIEW The FY 2014/15 Library Department budget reflects the completion of the library restru c turing in response to the sustained increase in the service demands of the new library . This restructuring was based up on a comprehensive position review and provides for maximum public service response and efficiency in operations. Therefore, the FY 2014/15 Library budget is stable, with the exception that the collection budget has been fully restored to pre recession le vels. Also, a .5 0 FTE Library Assistant position will be transitioned to a 1.0 FTE Librarian position to meet the rising demands of the youth services department and a .5 0 FTE Community Service Intern position, which was piloted during FY 2013/14 , has bee n made permanent as the Library experienced positive results with the presence of this position . The culmination of the prior -year library staff reorganization creates a more fully invested, tightly knit team of library staff that is better able to meet, anticipate , and respond to the needs of customers.
PROPOSED D – 238 LIBRARY DEPARTMENT During FY 2014/15 , the library will continue to focus on enhancing operational efficiencies and customer service. The Library’s use of adaptive communication techniques to improve customer service has been recognized at a national level. 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 co ntinue to refine operations within the new library building in an effort to provide the highest levels of customer service. U pcoming developments to improve the open -source online catalog will bring additional labor savings in the form of patron self -reg istration and online payment functionality . Downloadable eBook offerings will also be expanded based upon the continued popularity of and demand for eBook s and the availability of mor e diverse sources for library eB ooks. ACCOMPLISHMENTS Core Values Acco mplishments 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 t erminals. • 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 servic e. • 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. • Comprehensive restructuring of the library was completed, based on position review and staffing needed to meet dramatically increased customer use and demands, designed to enhance operational efficiencies and customer service. Civic Enrichment Foster opportunities for citizen involvement, and cultural, recreational, and individual enrichment • Expanded the series of instructi onal sessions about borrowing eB ooks 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 Lo s Gatos.
PROPOSED D – 239 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. 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental Revenues 10,662 $ 109 $ 50 $ 15 $ 14,662 $ -$ Service Charge 1,445 1,685 - - - - Fines & Forfeitures - - - - - - Other Revenues 37,995 36,924 50,686 48,000 48,272 48,360 TOTAL REVENUES 50,102 $ 38,718 $ 50,736 $ 48,015 $ 62,934 $ 48,360 $ Transfers In Transfer from Trust - - 20,000 54,817 54,817 - Transfer from General Fund - - - - 1,475 - Total Transfers In - - 20,000 54,817 56,292 - Total Revenues & Transfers In 50,102 38,718 70,736 102,832 119,226 48,360 EXPENDITURES Salaries and Benefits 1,180,498 $ 1,192,809 $ 1,226,299 $ 1,420,618 $ 1,286,777 $ 1,518,959 $ Operating Expenditures 304,869 279,787 326,528 239,712 251,364 285,732 Fixed Assets - - - - - - Internal Service Charges 332,476 338,213 502,243 570,988 567,289 545,242 TOTAL EXPENDITURES 1,817,843 $ 1,810,809 $ 2,055,070 $ 2,231,318 $ 2,105,430 $ 2,349,933 $ 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted PROGRAM Administration 319,672 $ 286,554 $ 129,303 $ 322,149 $ 321,504 $ 360,045 $ Adult Services 496,928 464,878 635,950 482,598 496,514 603,441 Youth Services 369,331 355,078 436,956 480,986 424,781 488,524 Acquisitions & Cataloging 152,106 157,653 180,346 150,193 171,542 163,561 Circulation Services 479,806 546,646 672,515 795,392 691,089 734,362 TOTAL EXPENDITURES 1,817,843 $ 1,810,809 $ 2,055,070 $ 2,231,318 $ 2,105,430 $ 2,349,933 $ DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D – 240 LIBRARY DEPARTMENT Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 General Fund Funded Funded Funded Funded Funded Library Director 1.00 1.00 1.00 - - Assistant Library Director - - - - - Town Librarian - - - 2.00 2.00 Library Manager - 2.00 2.00 - - Principal Librarian 2.00 - - - - Librarian 2.25 2.25 2.25 2.55 3.55 Circulation Supervisor 1.00 1.00 1.00 - - Library Technology Specialist - - - 1.00 1.00 Library Assistant 1.75 1.75 1.75 1.50 1.00 Library Specialist - - - 0.75 0.75 Administrative Assistant - - 0.60 - - Customer Service Supervisor - - - 1.00 1.00 Customer Service Specialist - - - 1.50 1.50 Secretary III 0.60 0.60 - - - Total General Fund FTEs 8.60 8.60 8.60 10.30 10.80 Temporary Staff Librarian 810 556 556 556 556 Library Clerks 5,564 5,564 7,124 1,050 1,050 Library Pages 4,776 4,776 6,440 7,591 7,591 CSO Intern - - - 1,040 1,040 Total Annual Hours 11,150 10,896 14,120 10,237 10,237 DEPARTMENT STAFFING
PROPOSED D – 241 Library Department LIBRARY A DMINISTRATION 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 ma nagement, 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 2014/15 budget reflects a modest increase to staffing and assumes a continued elimination of the revenue from the State Public Library Fund (PLF) due to state budget cuts. The Library Director position is retained but unfunded while the two Town Librarians will continue to act as working managers within the Adult Services and Youth Services programs as well as oversee ing the general operations of the entire library . The library will continue to refine operations within the new library building in an effort to provide the highest levels of customer service. The FY 2014/15 budget includes 1,040 hours of a CSO Intern to assist during peak operat ional hours, providing add itional safety and security and allowing library staff members to better serve the public . The Library Administration Program will continue to focus on refining the operation of the new l ibrary building, and handling the increased workload caused by the drama tic 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, library staff 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 – 242 LIBRARY DEPARTMENT Library Administration F Y 2013/14 KEY PROJECTS 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 a nd resources to best meet the needs of the community . • A Request for Proposal will be issued for library book and media purch ases 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.
PROPOSED D – 243 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)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Library Director 1.00 1.00 1.00 - - Town Librarian - - - 1.00 1.00 Library Specialist - - - 0.25 0.25 Administrative Assistant - - 0.60 - - Secretary III 0.60 0.60 - - - Total Administration FTEs 1.60 1.60 1.60 1.25 1.25 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Funded Funded Funded Funded Funded CSO Intern - - - - 1,040 Total Annual Hours - - - - 1,040 ADMINISTRATION PROGRAM STAFFING
PROPOSED D – 244
PROPOSED D – 245 L ibrary Department A DULT SERVICES PROGRAM 7201 P ROGRAM 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 re ference 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 2014/15 Adult Services Program budget reflects a restored collection budget and a modest increase to FTE . Collection budget restoration will allow library trust funds to be retained for future collection projects . The transition of a .50 FTE Library Assistant to a .25 FTE Librarian will increase capacity to respond to higher level service needs in this department. The library will continu e to plan, implement, and promote services that are available online, 24/7, thus increasing access beyond the open hours of the physical building , with a particular focus on providing services accessible on mobile devices and tablets . The library will continue to engage in practical progr amming that highlights local authors and library resources.
PROPOSED D – 246 LIBRARY DEPARTMENT Adult Services FY 2013/14 KEY PROJECTS 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental Revenue -$ -$ -$ -$ 2,000 $ -$ Service Charges - - - - - - Fines & Forfeitures - - - - - - Other Revenues - - - - - - TOTAL REVENUES -$ -$ -$ -$ 2,000 $ -$ EXPENDITURES Salaries and Benefits 259,712 $ 278,063 $ 405,616 $ 317,987 $ 330,765 $ 366,532 $ Operating Expenditures 155,312 124,588 132,357 58,530 58,530 135,000 Fixed Assets - - - - - - Internal Service Charges 81,904 62,227 97,977 106,081 107,219 101,909 TOTAL EXPENDITURES 496,928 $ 464,878 $ 635,950 $ 482,598 $ 496,514 $ 603,441 $ 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 L ab 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 t he 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 .
PROPOSED D – 247 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 c ustomers • 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 a nd available to view throughout the world Information Technologies and Training • Develop s online and social media counterparts to services traditionally available only within the l ibrary’s walls, such as Re ady Reference, Readers Advisory , Information Liter acy , and Roving Reference • Provides access to the i nternet and training for the public in basic searching and navigational skills • Maintain s a library mobile application for use with smart phone and mobile multifunction devices Web Management • Design s and maintain s the l ibrary ’s website • Maintains History Project , HistoryLosGatos.org , online photo archive
PROPOSED D – 248 LIBRARY DEPARTMENT Adult Services Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Library Director - - - - - Assistant Library Director - - - - - Town Librarian - - - 0.50 0.50 Library Manager - 0.90 0.90 - - Principal Librarian 0.90 - - - - Librarian 0.90 0.90 0.90 0.90 1.40 Circulation Supervisor 0.10 0.10 0.10 - - Library Technology Specialist - - - 0.10 0.10 Library Assistant 0.18 0.18 0.18 0.85 0.60 Library Specialist - - - 0.15 0.15 Total Adult Services FTEs 2.08 2.08 2.08 2.50 2.75 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Funded Funded Funded Funded Funded Librarian 374 556 556 556 556 Total Annual Hours 374 556 556 556 556 ADULT SERVICES PROGRAM STAFFING
PROPOSED D – 249 LIBRARY DEPARTMENT Adult Services Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1 a.Percentage of collection systematically evaluated and updated:30%20%20%35%35%b.Percentage of available technology training sessions used by public:99.9%100%100%100%100%c.Percentage of clientele rating technology instruction sessions as "improved/greatly improved my skills":100%100%Data Not Available 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:63%31%68%59%60%f.Percentage of library 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 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.9,064 20,246 22,008 25,000 25,000 2.0.3 0.7 1.3 1.4 1.4 3.11,930 22,431 28,902 30,000 30,000 4.323 212 252 200 100 5.56***128 150 50 50 6.50 53 54 54 54 7.25,551 24,109 52,142 56,000 58,000 * 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:
PROPOSED D – 250
PROPOSED D – 251 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 F Y 2014/15 Youth Services budget reflects a modest in crease to overall with the replacement of a .25 FTE Library Assistant to .7 5 FTE Librarian. This movement allows for the youth services department to meet the greater collection, programing and customer service needs of the community. S taffing will continue to focus on new and innovative efficiencies in program development and imple mentation. 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 mater ials for children of all ability levels will still be purchased.
PROPOSED D – 252 LIBRARY DEPARTMENT 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 e ducational 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 includ ing 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 n eeds 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. 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental Revenue -$ -$ -$ -$ -$ -$ Service Charges - - - - - - Fines & Forfeitures - - - - - - Other Revenues - - 200 - - - TOTAL REVENUES -$ -$ 200 $ -$ -$ -$ EXPENDITURES Salaries and Benefits 265,318 $ 248,075 $ 290,991 $ 324,338 $ 270,461 $ 337,663 $ Operating Expenditures 43,602 46,420 53,663 49,980 49,980 49,980 Fixed Assets - - - - - - Internal Service Charges 60,411 60,583 92,302 106,668 104,340 100,881 TOTAL EXPENDITURES 369,331 $ 355,078 $ 436,956 $ 480,986 $ 424,781 $ 488,524 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D – 253 LIBRARY DEPARTMENT Youth Services KEY PROGRAM SERVICES Meeting information needs for children 0 -17 years of age and their parents • Provide s reference and reader’s advisory services • Manages children’s and teens’ w eb pages • Maintain s vibrant and diverse collections for children, teens , and parents/caregivers • Respond s to patron suggestions for materials to be included in the collection Providing programs to youth • Provide s year -round programming for infants, toddlers, preschoolers, sch ool -age children, teens , and families • Plan s and promote s annual Summer Reading Club to listeners from ages 0 -5, readers from ages 5 -12 , and teen readers from ages 13 -17 Outreach to youth • Raise s awareness of youth about collections, services, and programs available at the l ibrary • Respond s to r equests for field trips to the l ibrary and l ibrarian visits to schools and community events Web Management • Design s and main tains the youth portions of the l ibrary ’s website Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Town Librarian - - - 0.50 0.50 Library Manager - 0.90 0.90 - - Principal Librarian 0.90 - - - - Librarian 0.75 0.75 0.75 1.25 1.75 Library Assistant 1.08 1.08 1.08 0.65 0.40 Library Specialist - - - 0.10 0.10 Total Youth Services FTEs 2.73 2.73 2.73 2.50 2.75 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Funded Funded Funded Funded Funded CSO Interm - - - 1,040 - Librarian 296 - - - - Total Annual Hours 296 - - 1,040 - YOUTH SERVICES PROGRAM STAFFING
PROPOSED D – 254 LIBRARY DEPARTMENT Youth Services Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 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:95%98%95%99%99%c.Percentage of cards issued through organized class visits:35%35%50%45%45%2.a.Percentage of Youth Reference Services clientele rating staff-assisted reference service as good/excellent:100%100%99%99%99%3.a.Percentage of total circulation that is youth collections:48%49%34%35%35%b.Percentage of collection systematically evaluated and updated:35%75%25%45%35%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.410 276 454 450 450 2.16,000 13,446 15,855 16,500 16,500 3.1.7 2.5 3 3 3 4.10,000 25,142 17,460 20,000 25,000 5.50 53 54 54 54 6.2725 8873 15020 15020 15,500 7.1 3.5 6 6 6 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.Number of teens using library resources per year:Library usage per teen capita: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 – 255 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 materi als, and general support services. BUDGET OVERVIEW T he Acquisitions & Cataloging Program’s FY 201 4/15 budget reflects only modest increases in salary and benefits attributed to contract negotiations with the labor unions . Continued 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 . The l ibrary continues to implement system enhancements and expand down loadable eB ooks , audiobooks and DRM free music. The use of library marketing and social ne tworking tools are being expanded to m arket collections to patrons. The Acquisitions & Catalogin g P rogram will continue to refine and develop Los Gatos Library’s implementation of K oha open source software and will leverage savings gained from obtaining free MARC records through the use of Z39.50 open source sharing reducing dependence on costly OCLC records (MARC records paid for through a library cataloging sharing site).
PROPOSED D – 256 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 pr oject between Los Gatos and two area library systems to assess fiscal feasibili ty and overall value -add to Library users. KEY PROGRAM SERVICES • Maintain s online catalo g to assure customer access to l ibrary materials • Acquires l ibrary materials • Maintain s l ibrary collections, includ ing shelving of materials 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental Revenue -$ -$ -$ -$ -$ -$ Service Charges - - - - - - Fines & Forfeitures - - - - - - Other Revenues 3,391 3,095 4,468 4,000 4,000 4,000 TOTAL REVENUES 3,391 $ 3,095 $ 4,468 $ 4,000 $ 4,000 $ 4,000 $ EXPENDITURES Salaries and Benefits 93,590 $ 94,201 $ 87,738 $ 45,776 $ 68,041 $ 73,508 $ Operating Expenditures 5,933 9,570 9,122 9,700 8,000 - Fixed Assets - - - - - - Internal Service Charges 52,583 53,882 83,486 94,717 95,501 90,053 TOTAL EXPENDITURES 152,106 $ 157,653 $ 180,346 $ 150,193 $ 171,542 $ 163,561 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D – 257 LIBRARY DEPARTMENT Acquisitions & Cataloging Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Librarian 0.60 0.60 0.60 0.40 0.40 Library Assistant 0.30 0.30 0.30 - - Library Specialist 0.25 0.25 Total Technical Services FTEs 0.90 0.90 0.90 0.65 0.65 2010/11 2011/12 2012/13 2013/14 2014/15 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 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percentage of high demand items processed within 4 days:99%95%95%99%99%b. Percentage of items received cataloged within 30 days:100%100%100%99%99%c.Percentage of items processed and shelf ready within 30 days: 100%100%100%100%100%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.12,974 14,814 48,866 63,000 65,000 2.206 206 177 154 155 Number 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 – 258
PROPOSED D – 259 L ibrary 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 2014/15 Circulation budget reflects only modest increases in salary and be ne f its attributed to labor negotiation with labor unions. Circulation and library membership have stabilized at a heightened level which is approximately double what it was in the previous library building. The circulation desk continues to be the first point of contact for most library users, making customer service of utmost importance.
PROPOSED D – 260 LIBRARY DEPARTMENT Circulation / System Administration FY 2013/14 KEY PROJECTS 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental Revenue -$ -$ -$ -$ 12,632 $ -$ Service Charges - - - - - - Fines & Forfeitures - - - - - - Other Revenues 34,655 32,882 40,089 38,000 38,000 38,000 TOTAL REVENUES 34,655 $ 32,882 $ 40,089 $ 38,000 $ 50,632 $ 38,000 $ EXPENDITURES Salaries and Benefits 343,322 $ 378,036 $ 438,087 $ 547,494 $ 436,817 $ 514,466 $ Operating Expenditures 69,684 65,775 86,084 84,600 93,932 63,800 Fixed Assets - - - - - - Internal Service Charges 66,800 102,835 148,344 163,298 160,340 156,096 TOTAL EXPENDITURES 479,806 $ 546,646 $ 672,515 $ 795,392 $ 691,089 $ 734,362 $ 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.
PROPOSED D – 261 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)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Library Manager - 0.20 0.20 - - Principal Librarian 0.20 - - - - Circulation Supervisor 0.90 0.90 0.90 - - Library Technology Specialist - - - 0.90 0.90 Library Assistant 0.19 0.19 0.19 - - Customer Service Supervisor - - - 1.00 1.00 Customer Service Specialist - - - 1.50 1.50 Total Circulation/System FTEs 1.29 1.29 1.29 3.40 3.40 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Funded Funded Funded Funded Funded Librarian 140 - - - - Library Clerk 5,434 5,434 6,994 1,050 1,050 Library Page 3,976 3,976 5,640 7,591 7,591 Total Annual Hours 9,550 9,410 12,634 8,641 8,641 CIRCULATION / SYSTEMS ADMINISTRATION PROGRAM STAFFING
PROPOSED D – 262 LIBRARY DEPARTMENT Circulation / System Administration Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percentage of Los Gatos residents holding a library card:57%**24%39%34%30%b. Percentage of circulation attributed to Los Gatos residents in the last 12 months:59%60%51%50%50%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 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.117,826 118,839 143,345 170,750 180,000 2.104,609 138,746 174,609 190,707 195,000 3.79,340 91,018 95,695 105,500 106,000 4.16,162 17,937 19,564 20,800 21,000 5.16,203 19,052 22,386 23,000 24,000 6.7 13 22 22 22 7.270,000 279,627 389,149 363,000 350,000 8.3,000*5,554 7,074 5,700 5,000 9.50 54 54 54 54 * 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:
PROPOSED D – 263 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 d onations 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 $37 ,000 to t he library during the past fiscal year, providing funds for the “Summer Reading Clubs” for children, teens, and adults; the “Silicon Valley Reads” program; and the family -focused programs. Additionally, it has provided funding to support a growing collect ion of new bestselling books & movies . Other library supporters have made donations to the Library Trust Fund to purchase memorial books and equipment. A portion of this fund will be budgeted for FY 2014/15 in support of Library programming and specializ ed collections.
PROPOSED D – 264 LIBRARY DEPARTMENT Library Trust Fund 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 53,623 51,936 30,719 42,594 13,995 22,429 Total Beginning Fund Balance 53,623 51,936 30,719 42,594 13,995 22,429 Revenues Interest 620 398 295 484 484 484 Other Revenues 16,285 488 26,206 36,300 36,300 35,300 Total Revenues 16,905 886 26,501 36,784 36,784 35,784 TOTAL SOURCE OF FUNDS 70,528 $ 52,822 $ 57,220 $ 79,378 $ 50,779 $ 58,213 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 18,592 22,103 43,225 28,350 28,350 30,700 Fixed Assets - - - - - - Internal Service Charges - - - - - - Total Expenditures 18,592 22,103 43,225 28,350 28,350 30,700 Ending Fund Balance Designated - - - - - - Undesignated 51,936 30,719 13,995 51,028 22,429 27,513 Total Ending Fund Balance 51,936 30,719 13,995 51,028 22,429 27,513 TOTAL USE OF FUNDS 70,528 $ 52,822 $ 57,220 $ 79,378 $ 50,779 $ 58,213 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D – 265 History Project Trust Fund FUND 71 2 FUND P URPOSE 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 rapidly decreasing over t he p ast years, and in FY 2014/15 will anticipate much fewer contributions . Money received from the licensing of digital images has not been a stable source of funding and cannot be relied upon to offset the support and hosting fees for the history website. .
PROPOSED D – 266 LIBRARY DEPARTMENT History Project Fund 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 851 58 753 809 758 - Total Beginning Fund Balance 851 58 753 809 758 - Revenues Interest 24 6 18 20 - - Other Revenues 2,617 689 1,944 2,000 - 500 Transfer In from General Fund - - - - 1,475 - Total Revenues 2,641 695 1,962 2,020 1,475 500 TOTAL SOURCE OF FUNDS 3,492 $ 753 $ 2,715 $ 2,829 $ 2,233 $ 500 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 3,434 - 1,957 2,000 2,233 - Fixed Assets - - - - - - Internal Service Charges - - - - - - Total Expenditures 3,434 - 1,957 2,000 2,233 - Ending Fund Balance Designated - - - - - - Undesignated 58 753 758 829 - 500 Total Ending Fund Balance 58 753 758 829 - 500 TOTAL USE OF FUNDS 3,492 $ 753 $ 2,715 $ 2,829 $ 2,233 $ 500 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D – 267 Clelles Ness Trust Fund FUND 71 3 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 libr ary 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 purch ase 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 , $10,000, will be budge ted for FY 2014/15 in support of building modifications needed for passive noise control .
PROPOSED D – 268 LIBRARY DEPARTMENT Clelles Ness Trust Fund 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 188,718 191,179 189,138 88,679 190,317 183,126 Total Beginning Fund Balance 188,718 191,179 189,138 88,679 190,317 183,126 Revenues Interest 2,461 1,959 1,179 1,500 1,809 1,500 Other Revenues - - - - - - Total Revenues 2,461 1,959 1,179 1,500 1,809 1,500 TOTAL SOURCE OF FUNDS 191,179 $ 193,138 $ 190,317 $ 90,179 $ 192,126 $ 184,626 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures - 4,000 - 10,000 9,000 10,000 Fixed Assets - - - - - - Internal Service Charges - - - - - - Total Expenditures - 4,000 - 10,000 9,000 10,000 Ending Fund Balance Designated - - - - - - Undesignated 191,179 189,138 190,317 80,179 183,126 174,626 Total Ending Fund Balance 191,179 189,138 190,317 80,179 183,126 174,626 TOTAL USE OF FUNDS 191,179 $ 193,138 $ 190,317 $ 90,179 $ 192,126 $ 184,626 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D – 269 Susan McClendon Trust Fund FUND 71 4 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. McClen don 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 pr ograms, 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 w ith the wishes of the bequestor. $10,000 is budgeted for FY 2014/15 for enhancements to children’s collections .
PROPOSED D – 270 LIBRARY DEPARTMENT Susan McClendon Trust Fund 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 69,069 70,320 71,331 98,020 71,944 67,759 Total Beginning Fund Balance 69,069 70,320 71,331 98,020 71,944 67,759 Revenues Interest 1,251 1,011 613 700 815 815 Other Revenues - - - - - - Total Revenues 1,251 1,011 613 700 815 815 TOTAL SOURCE OF FUNDS 70,320 $ 71,331 $ 71,944 $ 98,720 $ 72,759 $ 68,574 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures - - - 10,000 5,000 10,000 Fixed Assets - - - - - - Internal Service Charges - - - - - - Total Expenditures - - - 10,000 5,000 10,000 Ending Fund Balance Designated - - - - - - Undesignated 70,320 71,331 71,944 88,720 67,759 58,574 Total Ending Fund Balance 70,320 71,331 71,944 88,720 67,759 58,574 TOTAL USE OF FUNDS 70,320 $ 71,331 $ 71,944 $ 98,720 $ 72,759 $ 68,574 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D – 271 Barbara Jones Cassin Trust Fund FUND 71 6 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 t he l ibrary. A reception showing these works was sponso red 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 year s, 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 f und will be budgeted for FY 2014/15 to support flexibility in the development of the library’s collection.
PROPOSED D – 272 LIBRARY DEPARTMENT Barbara Jones Cassin Trust Fund 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ 20,000 $ -$ Undesignated - 666,252 540,291 521,252 433,250 320,749 Total Beginning Fund Balance - 666,252 540,291 521,252 453,250 320,749 Revenues Interest - 6,314 3,408 5,000 848 500 Other Revenues 666,252 26,065 - - - - Total Revenues 666,252 32,379 3,408 5,000 848 500 TOTAL SOURCE OF FUNDS 666,252 $ 698,631 $ 543,699 $ 526,252 $ 454,098 $ 321,249 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures - 158,340 70,449 75,000 78,532 60,000 Fixed Assets - - - - - - Internal Service Charges - - - - - - Total Expenditures - 158,340 70,449 75,000 78,532 60,000 Transfers Out Transfer to General Fund - - 20,000 54,817 54,817 - Transfer to Capital Projects - - - - - - Total Transfers Out - - 20,000 54,817 54,817 - Total Expenditures & Transfers Out - 158,340 90,449 129,817 133,349 60,000 Ending Fund Balance Designated - - - - - - Undesignated 666,252 540,291 453,250 396,435 320,749 261,249 Total Ending Fund Balance 666,252 540,291 453,250 396,435 320,749 261,249 TOTAL USE OF FUNDS 666,252 $ 698,631 $ 523,699 $ 471,435 $ 399,281 $ 321,249 $ STATEMENT OF SOURCE AND USE OF FUNDS