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Home My WebLink About2004.05.25.BLT tA E gyp °e \ / � Cary Memorial Library at Cary Hall Q � D 1605 MASSACHUSETTS AVENUE • LEXINGTON • MASSACHUSETTS • 02420 PHONE: 781-862-6288 • WEBSITE: www.carylibrary.org BOARD OF LIBRARY TRUSTEES EXECUTIVE COMMITTEE )UNE 21 2004 AGENDA 1. Override vote— library plans for passage/defeat ■ Opening Saturdays July/August, opening Sundays September—June ■ Hiring-of library personnel — union contract (1) FT Library Technician, (1) PT Library Technician (14 hrs.), (4) Adult pages (12hrs.) (2) Student pages (10 hrs.) 2. Sunday, September 19, 2004— Dedication Day program ■ Establish a committee 3. Correspondence 4. Director's vacation E Af Q ,. CaryMemorial Librar at Cary Hall r' 1605 MASSACHUSETTS AVENUE • LEXINGTON • MASSACHUSETTS 02420 -� PHONE: 781-862-6288 • WEBSITE: www.carylibrary.org June 1, 2004 Director's Report to the Executive Committee Override vote impact on the library_ Approval If the voters approve the library's question on the override the following will happen: • Saturday hours will be restored for July and August. The library will be open from 9-5 • Sunday hours will be restored and extended. The library will be open on Sundays from September 12, 2004-June 26, 2005. • Personnel One full-time Library Technician will be hired at 37 hours a week with benefits, $22,895. One part-time Library Technician will be hired at 14 hours a week without benefits, $8,,663. Four adult pages/shelvers will be hired at 12 hours a week without benefits, $17,647. Two students pages/shelvers will be hired at 10 hours a week without benefits, $7,,030 Not approved T-F the voters do not approve the library's question on the override none of the hours or staff positions will be gored. The state's financial form is sent out in August and due back to the MBLC October 31, 2004. We will submit another waiver request and then send in the supporting financial documentation and narration as we did this year. The MBLC will schedule hearings for the waivers and we will have to appear before the Board like we did this year in January. If we receive a second waiver we will receive our state aid payment and there will be no impact on library services. If we do not receive a waiver the MBLC will let us know that we will be decertified. It is at this point that the trustees of any public library can vote to deny services or charge fees for any resident of a community who public library is not certified for State Aid to Public Libraries. Dedication Day— Sunday.,,September 19, 2004 ■ Establish a committee to plan the day ■ Dedication plaque decision ■ Keynote speaker 0 Special recognition, gifts Y Carol A. Mahoney TuesdaY, Y Ma 25 2004 Library Director T m MA—Override Information Meeting Presentation Ca ry Memorial Li bra rye,Municipal FY04 Budget Overview The total library budget for FY04 is $1,,478,,184 and this includes the main Library and the branch.The breakdown of the budget is 82% for salaries and18% for expenses. (The branch budget for FY04 was $80,382. The breakdown is 88% for salaries, 12% expenses.) The FY05 budget approved by town meeting is $1,677,172. The breakdown of the budget is 83%for salaries, 17% for expenses, consequences to library services Mao the override fails ➢ 1 FT and 7 PT positions will not be restored. These staff members provide services at all of the public service desks and are responsible for re-shelving the 10,000 items returned each week. ➢ The library will remain closed on Saturdays in July &August and Sundays from September—June. The town will not meet the Municipal Appropriation Requirement (MAR) of the state standards for public libraries and could be decertified by the state agency responsible for public libraries. In January 2004 the TO%Arn received a waiver from the MA Board of Library Commissioners because the FY04 library's budget did n neet the Municipal Appropriation Requirement standard for FY04. This waiver was granted to the town "with reservation". The MA Board of Library Commissioners considers a waiver with reservation to indicate that a significant gap exists between library funding and funding to other departments. If the override fails the town will have to submit a second waiver request to the MBLC and wait for their decision. If the second waiver is not granted the consequences are: Loss of state aid —each year after we are certified we receive a state aid payment(FY04 = $27,288), These funds are designated to purchase adult Library materials or other programs in the library. The town does not provide any funds for the adult library material. Borrowina privileges-surrounding libraries and libraries in the state could deny borrowing privileges to Lexington residents. Lexington library cards will not be honored. Inter-library loan material will not be sent to Lexington. Grants-we would not be able to apply for grants from the MBLC. This agency handles all state and federal grants to libraries. Our strategic plan identifies a number of areas that we have planned on submitting grant requests. Construction funds-when the town accepted the $3 million construction grant from the state they signed assurances of compliance. The state could ask that the final state construction payment($301.,155) be returned to the state since the town was not fulfilling their obligation to meet the state standards for public libraries, which they had to agree to under the assurances. 1 Carol A. Mahoney.. Tuesday, a 25, 2004 Library Director TMMA—override Information Meeting f ont.1 What part of the Library's At Risk budget will cause us to loose certification? We need $167.361 of the $191,730 to meet the Municipal Appropriation Requirement. The additional $24,,369 covers staffing costs for Saturdays and Sundays. What would be the consequences of loosing certification? See above. How much does it cost to keep the library open on Sundays? 38 Sunday openings from September through June for four hours will cost$30,,938. $815.00 per Sunday or $203.75 an hour. This does not include utilities or the DPW cost for custodial coverage. Saturday costs = $71,200 We just gave the Libraty millions of dollars whv do you need move The:state,Trustees, and the Cary Library Foundation provided the town with $8 million towards the construction of the library and the town contributed $75 million dollars. This.is a capital cost not an operating cost. You can build your house but once that is completed you will still - p y - have to heat, light and pay for ongoing expenses.We still need to staff.the library and pay for ongoing expenses such as utilities, equipment, contractual obligations, and purchase library materials.The override request is for the operating budget. 2 , VA E Af Q ,. Cary Memorial brar at Cary Hall I 1605 MASSACHUSETTS AVENUE • LEXINGTON • MASSACHUSETTS • 02420 A PHONE: 781-862-6288 • WEBSITE: www.carylibrary.org e � A June 1, 2004 Board of Library Trustees/Executive Committee Meeting Dates 2004 Tuesday September 28, 2004 8:OOAM Meeting Room Tuesday October 26 8:OOAM Meeting Room —Annual Meeting Tuesday November 23 8:OOAM Meeting Room Tuesday December 21 8:OOAM Meeting Room zd05 Tuesday January 25, 2005 8:OOAM Meeting Room Tuesday February 22 8:OOAM Meeting Room Tuesday March 22 8:OOAM Meeting Room Tuesday April 26 8:OOAM Meeting Room — Semi-annual Tuesday May 24 8:OOAM Meeting Room Tuesday June 28 8:OOAM Meeting Room