610 Quincy St. Ÿ Rapid City, SD  57701-3655

605-394-4171 Ÿ www.rapidcitylibrary.org
 

 

Date:    May 6, 2008

To:       Mayor Alan Hanks

From:   Rapid City Public Library Trustees

            Greta Chapman, Director

 

Re:       2009 Library Budget

 

The Automated Checkout and Inventory Control was not included in the previous memo and is added. Per discussion at the March 12 budget review meeting, the following details are provided for the library’s 2009 proposed budget:

 

FTE

·         1 FTE for Downtown Library $31,982 for salary and benefits (Requested in 2006)

Existing staffing is under based on industry standards and impacting negatively facilities maintenance. 

  • One full-time employee for every 14,000 square feet of the library building (cleaning aspects only, maintenance not included). The downtown library is 50,000 square feet.
  • Continued increased use of downtown library – 12% entry count, 238% programming attendance, 32% borrowers

 

Comparisons: FTE status for other facilities (cleaning support only)

 

City Hall

60,000 sq ft

4 FTEs

City Airport

90,000 sq ft

6 FTEs

Library

50,000 sq ft

2.5 FTEs

 

Items outside of 2% operational guidelines:

 

Automated checkout and inventory control – one time expenditure.  (Requested in 2007) For the public, this will allow improved access to collections using better inventory and catalog tools, and enhanced self-service, including self-checkout and self-check-in.

 

The library is currently 1.0 FTE understaffed according to national standards for libraries serving populations of similar size.  The implementation of this automated system will allow the library to maintain the growth of library use with current staffing levels.  This is the second year for this request.

 

Total Cost: $108,310

 

  • Upgrade of existing self check machines to handle RFID:  $20,500
  • Upgrade of staff workstations to handle RFID: $46,800
  • Conversion Station rental: $3,850
  • RFID inventory and shelf reader: $12,160
  • RFID tags: $25,000

 

4220 Professional services Total: 121,494

·         Reduction of $18,727 (-13%)

 

Consultant services (4223, 4225)

·         4223

o   Use of consulting services for strategic planning, professional development, and development of library services

·         4225

o   SDLN and OCLC/Minitex - $21,297 less budgeted from city budget; remainder will be budgeted with funding source 610

o   Other services – contracted costs for building supervisor at RCPL North (General Beadle School)

o   Programming services – increase of $2,000 for speakers and presenters at public programs – to meet increased growth

 

 

4270 Travel and training: Total: $12,000

·         Travel to and from satellite services and remote drop boxes will increase in 2009.

·         We have an anticipated need of $1,150 for mileage reimbursements for 2009.

·         Conference attendance:

o   South Dakota Library Association (Aberdeen) - 4 staff attending

o   American Library Association (Chicago) - 2 staff attending

o   Technology In Education – Technology Staff - 2 staff attending

 

 

4290 Other Miscellaneous (4290, 4294, 4295, 4296): Total: $111,450

o   4290 Dues $1,000 South Dakota Library and American Library Association for

§  Director and Board of Trustees

o   4294 Other $2,000 increased use by teens and adults for library programming

o   4295 Computers and Software $84,000

 

Hardware and Software Replacement and/or Maintenance of the System

Quantity

Current Equipment

Planned Estimate Cost

1

Computer projector

$2,000

29

Computer

$38,400

1

Firewall

$3,000

2

Printer

$2,000

2

POE Switch

$6,000

 

Repair & Maintenance

$12,600

1

Server (combined software and hardware)

$10,000

1

Tape backup system

$5,000

Total 2009

$79,000

 

 

 

Software Replacement and/or Maintenance of the System

Software Name

Use

Planned Estimate Cost

Net Tracker

Web statistics program

$500

CybraryN

Patron Logon System (main.)

$1,000

Adobe CS3

Web & Graphic development tools

$3,500

 

Total 2009

$5,000

o   4296 Office Equipment/Furniture $19,250 – furniture replacement schedule – every five to ten years as needed

 

4300 Capital outlay (4320, 4341, 4350) Total: $395,200

Rapid City Public Library – Downtown and North Rapid

·         4341 General Materials $370,200

Industry standards indicate the materials budgets for populations and services of similar size to Rapid City Public Library represents 14% of their total budgets.  The 2009 draft budget represents 11%. 

Funding continues to be phased in to achieve the industry standard for meeting the growth being experienced. This capital cost allows RCPL to deliver library services in traditional and digital formats to patrons at both the Downtown and North Rapid Public Libraries.

·         4350 Equipment

 

Hardware – 4350

Current Equipment

Planned Estimate Cost

VOIP Phone System

$17,000

Total 2009

$17,000

 

One time expenditure: $17,000 Voice Over Internet Protocol VOIP (maintenance of system sustain by existing staff and current network) Eliminates average annual repair costs of $2,578. Recovery of investment six years. Expandability of system does not require additional funding.

4111 Overtime Total: $5,000

·         Facilities space use updates and special projects; inventory control; cataloging

 

 

    EQUAL OPPORTUNITY EMPLOYER