MILTON PUBLIC LIBRARY

FY16 Budget Presentation for the

Presentation for the Warrant CommitteeFebruary 19, 2015

THE LIBRARY IS A VITAL PART OF OUR COMMUNITY

FY14 METRICS

In FY14, Library patrons… Checked out over 26,000 items a month. Downloaded over 50 items a day. Asked almost 300 reference questions a week. Attended more than 530 Library sponsored programs. Visited us over 4,500 times a week. Checked out each new book an average of 18 times. Borrowed each new DVD an average of 26 times.

We delivered services with a lean staff and budget 35% of checkouts were self service

LIBRARY FIVE-YEAR GROWTH

FY09 FY14 % Growth

Circulation 200,926 Vs. 315,415 57%

Programs Offered

149 Vs. 581 290%

Program Attendance

5,162 Vs. 13,537 162%

Reference Questions

7,876 Vs. 14,556 85%

Computer Use

17,053 Vs. 47,445 178%

Library Attendance

132,445 Vs. 237,214 79%

Downloads 0 Vs. 18,840

STRONGER TOGETHER

The Library continues to explore opportunities to provide more efficient and cost effective services for Milton residents Town IT Consolidated Facilities Department Old Colony Library Network

STRONGER TOGETHER: TOWN IT

Over the past year, the Library has become more integrated with the Town IT Department We have switched to the Town’s IT provider

Improved cost savings for Town Improved service for Library

Collaborated with Town IT on technology upgrades and purchases

Replacement of aging computers and WiFi

STRONGER TOGETHER: CONSOLIDATED FACILITIES DEPARTMENT

The Library is fully integrated with the CFD HVAC issues Grounds issues Lighting & Electrical Any and all building related issues

Collaborate on preventative maintenance Negotiates maintenance contracts Works with us on long range/capital planning

Consolidated Facilities is very responsive and supportive of the Library’s needs

Benefits for the Library include: Significant savings in labor costs Immediate response times as compared to outside vendors

STRONGER TOGETHER: OCLN

The Old Colony Library Network (OCLN) is a 29 library collaborative, including towns and academic institutions.

Benefits include: Shared collections – Milton residents can borrow from

surrounding towns Cost savings from collaborative purchasing.

Library Catalog eBooks, and other services Database

Staff training Technical support Long Range Planning

STATE STANDARDS FOR PUBLIC LIBRARIES

What are State Standards? MAR (Municipal Appropriation Requirement) - This

mandates that the Library budget be at least the average of the previous three municipal appropriations for library services, multiplied by 2.5%.

MER (Materials Expenditure Requirement) – This mandates what percentage of total operating costs must be spent on circulating materials based on population. Ours is 13%.

Hours Open Requirement – This mandates the weekly hours of service required based on population.

Be meeting state standards, we anticipate receiving ~$32,000 in FY15

STATE AID: MUNICIPAL APPROPRIATIONS

FY16 MAR = $1,242,540Budget Revolving Total

Level Service

$1,309,398 $80,000 $1,389,398

Level Dollar

$1,230,675 $80,000 $1,310,675

Reduced Budget

$1,206,062 $80,000 $1,286,062

STATE AID: MUNICIPAL APPROPRIATIONS

How we got to FY16 MAR numbers

Year

Budget Revolving Total

FY13

$1,075,039 $73,000 $1,148,039

FY14

$1,145,740 $72,311 $1,218,051

FY15

$1,170,611 $100,000 $1,270,611

$3,636,701

SUM

3 year average

$1,212,234

X 2.5% $1,242,540

= MAR

STATE AID: MATERIALS

FY16 MER ScenariosFY15 Level Service Level Dollar Reduced

Budget

Budget $1,170,611 $ 1,309,398 $ 1,230,675 $ 1,206,062 Revolving $100,000 $ 80,000 $ 80,000 $ 80,000 Total $1,270,611 $ 1,389,398 $ 1,310,675 $ 1,286,062 X 13% $165,179 $ 180,622 $ 170,388 $ 167,188

How to get there

budget $78,301 $ 112,000 $ 102,000 $ 99,000

revolving $85,000 $ 65,000 $ 65,000 $ 65,000

Deficit $1,878 $ 3,622 $ 3,388 $ 3,188

$165,179 $ 180,622 $ 170,388 $ 167,188

STATE STANDARDS FOR PUBLIC LIBRARIES

You need to have the materials that people want. Increased emphasis on digital collections

There is a direct correlation between the library’s materials budget and the value that patrons get from the Library.

Annual circulation measures this value. More materials = more selection = more

circulation

EBOOKS AND OUR REVOLVING FUND

Materials Revolving Fund Driven by overdue fines collected at the Library There is no mechanism to collect overdue fines for

eBooks This will lead to a gradual decrease in the money

collected for the revolving fund, leading to a gap in our materials budget

eBooks Current pricing model for libraries challenges our

budget Average new print cost for libraries: $12.00 Average new eBook cost for libraries $38.00

BUDGET SCENARIOS

Level Service Meets the current demands for Library

services Level Dollar

Maintains current staffing levels, but underfunds many general expenses

Reduced Budget Reduces operating hours and underfunds

many general expenses

LIBRARY BUDGET SCENARIOS

Level Service Budget = $1,309,398 Adds minimal staffing hours to meet current demand Increases Materials budget to meet demand Adjusts expenses to meet needs based on FY14 and FY15

numbers Close to meeting all state minimum requirements

Level Dollar Budget = $1,230,675 Maintains current staffing Maintains current level of general expenses, creating

possibility of Reserve Fund Transfer request to meet building maintenance needs

Does not meet state minimum Materials Expenditure Requirement

LIBRARY BUDGET SCENARIOS

Reduced Budget Scenario = $1,206,062 Eliminates Sunday hours Maintains current level of general

expenses, creating possibility of Reserve Fund Transfer request to meet building maintenance needs

Does not meet state minimum Materials Expenditure Requirement

LEVEL SERVICE BUDGET ALLOWS US TO: Increase staffing levels to meet current demands for

Library services Maintain current hours of operation Adequately fund the Milton Public Library book

budget Meet incremental increases to operational expenses

including: utilities, facilities, and technology Meet all state aid obligations * Meet the goals established for FY16 Meet the steadily increasing demand for Library

collections and services

IMPACT OF A LEVEL DOLLAR BUDGET Materials expenditures below minimum standards

Below MER minimum by $3,388 Unable to meet growing demand for eBooks and other digital

services, while also maintaining popular print collection Grounds and Building Maintenance

Inadequate budget for non-contractual maintenance and basic repairs

The Library will not be able to maintain and repair this new facility, used by more than 700 people a day

Any Supplies We will be underfunding the supplies needed to prepare new

materials for borrowing and would limit our ability to make basic repairs on our collection

IMPACT OF A REDUCED BUDGET

Reduction in operating hours Elimination of Sunday hours

Limits opportunities for residents to visit us on the weekends Limits programming opportunities

Materials expenditures below minimum standards Below MER minimum by $3,188. Unable to meet growing demand for eBooks and other digital services,

while maintaining popular print collection. Grounds and Building Maintenance

Inadequate budget for non-contractual maintenance and basic repairs. The Library will not be able to maintain and repair this new facility, used

by more than 700 people a day. Any Supplies

We will be underfunding the supplies needed to prepare new materials for borrowing and would limit our ability to make basic repairs on our collection

FY16 LIBRARY GOALS

Support reading, viewing and listening pleasure

Encourage lifelong learning Promote young readers and early literacy Provide high-speed access to the digital

world Enable people to find, evaluate, and use

information Make the Library a comfortable place to visit

FY16 LIBRARY GOALS

Increase per capita borrowing to 80th percentile levels Maintain state standards for municipal

appropriations and materials Grow the number of library card holders Expand the number of library sponsored

programs Enhance the library’s online presence

PER CAPITA BORROWING IS OUR KEY METRIC

FY11

FY12

FY13

FY14

Med

ian

Hingh

am

Belm

ont

Win

ches

ter

0

5

10

15

20

25

30

11.7

11.8

12.4

13.7

10.3

20.9

24 27.3

Per Capita Borrowing for FY14

Although improving and above the median, Milton trails similar towns.

PER CAPITA SPENDING COMPARISON

Leve

l Ser

vice

Leve

l Dol

lar

Reduc

edFY

15

Med

ian

Hingh

am

Belm

ont

Win

ches

ter

$0.00

$20.00

$40.00

$60.00

$80.00

$100.00

$48.50 $45.58 $44.69 $43.36$36.45

$75.84 $80.46$88.24

Municipal Library Appropriation per Capita

INCREASE THE NUMBER OF LIBRARY USERS

Increase the awareness of library services More users = more potential borrowers Meet people where they are: in house, online, outreach

2012

2013

2014

Stat

e Av

erag

e

Hingh

am

Belm

ont

Win

ches

ter

50%

60%

70%59% 60% 61%

56% 58% 61%66%

percentage of population with library cards

INCREASE PROGRAMMING

Programs and events bring in new people who become Library patrons.

Increases the frequency of visits by existing patrons. Creates an interest in specific topics (quilting, history,

etc.) All of the above increase borrowing.

FY11 FY12 FY13 FY140

5000

10000

15000

663510447

12278 13537

Library Program Attendance

EXPAND THE LIBRARY’S ONLINE PRESENCE

FY15 goal to redesign library website Improve online visibility

Advertise services & collections Leads to increased use and circulation

Utilize social media to promote collections and programs

FY16 LIBRARY GOALS Library Priorities:

1. To maintain state standards for municipal appropriations and materials

2. To bring new and repeat users to the library3. To improve and expand library programs4. To improve and update library computers and online

presence

RECENT PEW INSTITUTE STUDY

Compares Milton residents to national average Findings:

Milton residents are ‘Library Lovers’, with 58% percent of results falling in this category, versus 10% nationally

Milton scores above the national average in frequency of use of the Library and our website

83% of Milton respondents visit at least once a month 94% of Milton respondents find the building to be a

nice, pleasant space Milton residents believe the Library to be an important

part of the community

THE LIBRARY RECOMMENDS A LEVEL SERVICE BUDGET THAT ALLOWS US TO:

Increase staffing levels to meet current demands for Library services

Maintain current hours of operation Adequately fund the Milton Public Library book

budget Meet incremental increases to operational expenses

including: utilities, facilities, and technology Meet all state aid obligations * Meet the goals established for FY16 Meet the steadily increasing demand for Library

collections and services

THANK YOU FOR YOUR CONSIDERATION Milton Library Trustees:

Kristine Hodlin, Chair Elizabeth Alvarez, Secretary Raymond Czwakiel, Treasurer Hyacinth Crichlow John Folcarelli Barbara Mason Brendan McLaughlin Frank Schroth Herb Voigt

Library Director, William Adamczyk

APPENDIX: PEW SURVEY

RESULTS FROM LOCAL PEW SURVEY

At least once a week Several times a month At least once a month Less often0

5

10

15

20

25

30

35

40

45

28

36

19

8

14

17

26

43

How often do you visit the Library?

Milton General Public

RESULTS FROM LOCAL PEW SURVEY

Strongly agree Somewhat agree Somewhat disagree Strongly disagree0

10

20

30

40

50

60

70

80

90

100 93

7

0 0

69

24

3 2

Agree or Disagree: Having a public library improves the quality of life in a community

Milton General Public

RESULTS FROM LOCAL PEW SURVEY

Strongly agree Somewhat agree Somewhat disagree Strongly disagree0

10

20

30

40

50

60

70

8076

21

1 0

48

33

11

5

Agree or Disagree: Libraries provided many services people would have a hard time finding elsewhere

Milton General Public

RESULTS FROM LOCAL PEW SURVEY

All or most Some Not much Nothing0

10

20

30

40

50

6052

46

1 0

23

47

20

10

How well-informed do you feel you are about library services and programs?

Milton General Public