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Is Your Library "at the table" or "on the menu"


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Slides from a presentation given by Laura DeBaun, NEKLS Business Manager, at the 2011 KLA conference.

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Is Your Library "at the table" or "on the menu"

  1. 1. 2011 KLA Pre-Conference<br />Is you library “at the table”<br />Or<br />“on the menu”?<br />Laura DeBaun<br />Library Services Consultant & Business Manager<br />
  2. 2. ARE YOU. . .<br />
  3. 3. “AT THE TABLE”<br />
  5. 5. APPETIZER:<br />WHO’S IN CHARGE? SALAD<br />
  6. 6. 3M's OF LIBRARY BOARD LEADERSHIP<br /><ul><li>MISSION:  Setting the library's direction  </li></ul> <br /><ul><li>MANAGEMENT:  Steering the library in that direction</li></ul> <br /><ul><li>MONEY:  Obtaining sufficient funding to get there.</li></ul> <br /> <br /> Budget development and financial oversight fall under all of <br />these three areas.<br /> <br />
  7. 7. TERMS OF ENDEARMENT<br />Fiscal Year, Calendar Year<br />Cash Basis, Cash Accounting<br />Fund Accounting<br />Carryover<br />Revenue, Expense and Encumbrance<br />GAAP (Generally Accepted Account Practices)<br />GASB (Governmental Accounting Standards Board)<br />Debits, Credits, Assets and Liabilities<br />
  8. 8. <ul><li>BUDGET AUTHORITY</li></ul> <br /><ul><li>BUDGET RESOLUTION</li></ul> <br /><ul><li>GAAP WAIVER</li></ul> <br /><ul><li>SPECIAL FUNDS</li></ul>       - Employee Benefit Fund<br />        - Capital Improvement Fund (CIF) <br /><ul><li>Other Income Sources</li></li></ul><li>Budget Creation Timeline<br /> City and Township Libraries<br />March – May – Develop Library Budget<br />Review last year expenses <br />Get prior year’s tax revenue breakout from City, Township or County<br />Use previous year’s November certified valuation<br />June<br />Present to City Council or Township Board<br />
  10. 10. BUDGET ENTREES<br />*YOUR BUDGET<br />
  11. 11. MENU ITEM<br />Your “taxing entity” thinks:<br />There are lots of other “big pots” of money<br /> Friends, Foundation, etc.<br />The truth:<br />The core functions of the public library are <br />a public responsibility.<br />So, what are your library’s core functions?<br />
  12. 12. (c) Bill Barnes & Gene Ambaum Used with permission.<br />
  13. 13. 2012 BUDGET ITEMS<br />FUNDING FOR INTERNET SERVICE<br />Kan-ed has uncertain future<br />Need at least a T1 and most need more<br />Minimal E-Rate<br />E-book Services<br />
  14. 14. WHAT IS A MILL?<br /><ul><li>Mill means one thousand (like millimeter).</li></ul> <br /><ul><li>A tax mill is one one-thousandth (.001) </li></ul>     of a property's appraised tax value.  <br />     The tax levy rate is expressed in mills.<br /><ul><li>What is your Library's 2011 tax levy rate?</li></ul> <br /><ul><li>Property Tax is also called Ad Valorem Tax</li></li></ul><li>BUDGET EXERCISE<br />
  16. 16. MENU ITEM<br />The Library Board is not experienced enough to develop a proper budget.<br />REALLY!?!<br />The Library Board and Director must:<br />Understand state budget law<br />Library law<br />The budget timeline<br />How the library budget impacts the city<br />
  17. 17. WHAT THEY WANT AND WHEN<br />Who is “they”?<br />Do they want all your revenue sources?<br />How detailed are the expenditures to be?<br />In what format do they want the information presented?<br />
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  26. 26. “OWN YOUR NUMBERS”*<br />Know your stuff<br />Know where “your” stuff is in “their” stuff<br />Know how “your” stuff impacts “their” stuff<br />Know why “your” stuff matters to and for the community<br />*Quote from Alice Sizer Warren, Budgeting: A How-To-Do-It Manual for Librarians, Neal-Schuman Publishers, New York, 1998.<br />
  27. 27. MENU ITEM(City Councils, Township Boards & District members)<br />The library is NOT an <br />essential community service. <br />SAYS WHO?!? <br />Public investment for entire community<br />Serves ALL ages, education levels<br />Serves more residents directly than police and fire department combined<br />
  28. 28. BREAK<br />
  29. 29. DESSERT<br />*BE IMPORTANT <br />TO THEM BROWNIES<br />
  30. 30.<br />Final_Mgmt_Prsptv_Libraries_(gates).pdf<br />
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  33. 33. ARE <br />YOU <br />AWARE<br />YOU SHOULD<br />HAVE THE<br />SAME<br />BIRTHMARK?<br />“Bummer of a birthmark, Hal”<br />Gary Larsen – The Far Side cartoons<br />
  34. 34. NUMBER STORIES<br /><ul><li>The Community You Serve
  35. 35. Facts About Your Library
  36. 36. Facts About Other Libraries Like You</li></li></ul><li>REALITY PUBLIC LIBRARY<br />The Facts—<br />5,016 card holders<br />Circulation statistics<br />52,744 Total books circulated<br />Avg. cost for book - $25.00<br />3,034 population in community<br />Total tax support $59,122<br />Library open 51 hours per week<br />Public Access Computers (7) used 15,780 times in 2006<br />Average time of use 1 hour per use<br />
  37. 37. TELL ME A STORY. . .<br />
  38. 38. REALITY PUBLIC LIBRARY THE STORY . . .<br />Reality Public Library saved taxpayers $1,318,600.00 in 2004.<br />Current tax support of library is $19.49 per person<br />Tax support of $19.49 per person returns $434.61 of services per person.<br />
  39. 39. WHY BOTHER?<br />Gives the library positive publicity<br />Gives the City/Township positive publicity<br />May help increase tax support. . .<br />Reaffirms that the public library is a positive public service and important public investment for the community.<br />
  41. 41. The Message<br />What’s great about your library?<br />5 Quick Facts<br />Develop a consistent message – Target Various Groups<br />Use stories to illustrate the message<br />
  42. 42. Targets of the Message<br />Who do you know?<br />Who do “they” know?<br />Develop a contact information list<br />
  43. 43. Police Chief<br />is a cousin<br />Daughter<br />is in<br />National Honor<br />Society<br />Serve on church<br />committee<br />with<br />newspaper editor<br />Best Friend on <br />City Council<br />Parents<br />golf with <br />the banker<br />Husband volunteers<br /> with<br />Parks & Rec<br />Commission<br />You volunteer<br />at the<br />hospital<br />
  44. 44. The Elevator Speech<br /><ul><li>30 seconds
  45. 45. Memorized!
  46. 46. "How To" tips</li></ul> <br /><br />
  47. 47. ANNUAL REPORTS<br /><ul><li>What statistics do you keep? Do you use?
  48. 48. Key off your mission or vision
  49. 49. “NEKLS and its members libraries are leaders and innovators in providing exemplary library services ”
  50. 50. Use pictures (get releases), color, graphs</li></ul><br />
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  52. 52. “Recent cost/benefit analyses using tools developed by business and industry suggest that public librariesoften outpace other sectorsin the efficient use of tax dollars.”*<br />*Key Findings in Brief from the American Council of Libraries Council Report, Worth Their Weight: An Assessment of the Evolving Field of Library Valuation,<br /><br />
  53. 53. In the News<br />Hold a political forum<br />Be a factor in a political campaign<br />Positive Publicity<br />
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  59. 59. PRACTICAL IDEAS<br />THINGS THEY DO <br />Strategic Plan<br />Budget<br />Website<br />Voter Registration<br />Pet Licensing <br />THINGS YOU DO<br />Strategic Plan<br />Budget<br />Website<br />Could you add?<br />Could you add?<br />
  60. 60. City/County Government Wall<br />List City Council names and contact info<br />Display a ward map of the City<br />List City Administration contact info<br />Pictures<br />Meeting Dates<br />Other Ideas?<br />
  61. 61. “OFF<br />THE MENU”<br />REALITY PUBLIC LIBRARY<br />
  62. 62. “AT THE TABLE”<br />
  63. 63. Contact Information<br />Laura DeBaun<br />Library Services Consultant & Business Manager<br />Northeast Kansas Library System<br />4317 W. 6th St.<br />Lawrence, KS 66049<br />1-800-296-6963<br /><br />