Dunlap Public Library District
FY2017 Working Budget
Prepared by Ashley Huffines, MS LIS, Executive Director, Dunlap Public Library District.
Reviewed by the Board of Trustees May 23, 2016.
Table of Contents
Executive Summary
Abstract
Tax Rate
EAV Historical Information
Income
Fund Balances
Historical Information
Assumptions
Operating Budget Funds
Corporate Fund
Grants
Salaries
Continuing Education / Professional Development
Marketing
Technology
Accuracy
Delayed Payments, Cash Shortfalls, and Unaddressed Expenses
FY2016 Working Budget
Executive Summary
Abstract
The Dunlap Public Library District continues to be in good fiscal health. The Equalized Assessed Value of property within the district increased to $199,083,727.00 representing a 1.16% increase. Additionally, the District maintains reserves in all operating and capital funds, expecting to total a little more than $2.4 million at the end of FY2016. Furthermore, the district is expected to operate within expected receipts in FY2017, and conclude the fiscal year with reserves of approximately $2.4million if all budgeted amounts, including contingencies, are expended (additions resulting for interest accumulations are not included).
Tax Rate
The Equalized Assessed Value for the District for Tax Year 2015 (applied to tax monies received during FY2017) is $199,083,727. Total local property tax money to be collected is $684,907.75.
The aggregate tax rate for income to be received during FY2017 (Tax Year 2015, Calendar Year 2016) is $0.34403.
For operating purposes, the tax rate is $0.24639. The remaining $0.09764 is for capital purposes, specifically, for Bonds and Interest.
EAV Historical Information
Tax Year / EAV / % Increase1998 / $101,405,934.00
1999 / $110,896,601.00 / 9.36%
2000 / $119,837,635.00 / 8.06%
2001 / $129,622,271.00 / 8.16%
2002 / $130,571,268.00 / 0.73%
2003 / $136,652,948.00 / 4.66%
2004 / $141,351,436.00 / 3.44%
2005 / $146,470,863.00 / 3.62%
2006 / $149,188,283.00 / 1.86%
2007 / $175,144,679.00 / 17.40%
2008 / $183,139,013.00 / 4.56%
2009 / $189,054,059.00 / 3.23%
2010 / $192,518,111.00 / 1.83%
2011 / $190,443,100.00 / -1.08%
2012 / $190,047,911.00 / -0.21%
2013 / $191,583,217.00 / 0.81%
2014 / $196,765,505.00 / 2.70%
2015 / $199,083,727.00 / 1.16%
Income
Expected FY2017 income is detailed as follows:
INCOME / FY17Corporate Tax / $298,625.59
Bonds and Interest Tax / $194,385.35
Maintenance Tax / $39,816.75
IMRF Tax / $37,029.57
Audit Tax / $5,016.91
Working Cash Tax / $ -
Tort Tax / $75,014.75
Social Security Tax / $35,018.83
Personal Property Replacement Tax / $4,181.26
Total Tax Income / $689,089.01
Interest
Fines, Fees, and Donations (Corporate) / $8,900.00
Per Capita Grant (Corporate) / $5,089.15
Grants - Other / $2,500.00
Total Income / $705,578.16
The total non-capital income for FY2017 is expected to be $511,192.81.
The total non-capital expensefor FY2017 is expected to be $513,192.81.
Fund Balances
FY15 End / FY16 End (est.) / FY 17 End (est.)Corporate / $568,412.00 / $589,655.93 / $589,774.77
Special Reserve / $687,095.00 / $687,095.00 / $687,095.00
Capital Projects (Bond Money) / $163,225.00 / $163,225.00 / $163,225.00
Working Cash / $375,469.00 / $375,469.00 / $372,036.00
Audit / $35,905.00
IMRF / $42,646.00 / $60,643.51 / $71,430.34
Social Security / Payroll Taxes / $41,568.00 / $61,253.69 / $79,282.59
Unemployment Taxes / $3,565.00 / $3,565.00 / $3,565.00
Worker's Compensation / $17,518.00 / $15,518.00 / $13,518.00
Building Maintenance / $130,472.00 / $127,225.83 / $132,242.58
Tort / $128,249.00 / $162,328.29 / $167,393.04
Total / $2,196,124.00 / $2,286,847.16 / $2,320,441.14
Historical Information
FY / Operating Budget* / Salaries / Salaries % of budget / Materials / Materials % of budget2005 / $353,215.63 / $137,499.00 / 38.93% / $27,617.00 / 7.82%
2006 / $368,802.00 / $144,394.00 / 39.15% / $28,184.00 / 7.64%
2007 / $400,565.00 / $137,915.00 / 34.43% / $30,366.00 / 7.58%
2008 / $410,565.00 / $163,000.00 / 39.70% / $41,232.00 / 10.04%
2009 / $423,910.00 / $173,249.00 / 40.87% / $35,118.00 / 8.28%
2010 / $451,000.00 / $216,712.00 / 48.05% / $57,000.00 / 12.64%
2011 / $400,500.00 / $190,000.00 / 47.44% / $25,600.00 / 6.39%
2012 / $412,375.00 / $194,000.00 / 47.04% / $32,000.00 / 7.76%
2013 / $406,590.00 / $200,000.00 / 49.19% / $38,270.00 / 9.41%
2014 / $436,375.42 / $208,000.00 / 47.67% / $42,963.00 / 9.85%
2015 / $441,366.09 / $208,056.80 / 47.14% / $46,950.00 / 10.64%
2016 / $481,718.01 / $221,645.91 / 46.01% / $52,550.00 / 10.91%
2017 / $482,360.17 / $219,600.97 / 45.53% / $53,550.00 / 11.10%
* Operating Budget does not include contingency lines for IMRF, Audit, and Social Security taxes as they are not expected to be expended.
The standard for salaries alone (found in Serving Our Public 2.0) is “up to 60%” of the operating budget. Salaries as percent of the operating budget have decreased slightly over the past several fiscal years but have remained fairly consistent since FY2010.
The standard for material expenditures is a minimum of 12% of the operating budget. The Library continues to grow towards this goal.
Assumptions
Operating Budget Funds
The Operating Budget consists of income and expenses to the Corporate, Maintenance, Social Security, Tort, IMRF, Unemployment, Workers’ Compensation, and Audit Funds. An effort has been made to categorize all expenses in each fund, however, Contingency monies in certain funds allow the Board maximum flexibility under unexpected circumstances and for otherwise uncategorized expenses.
Corporate Fund
Income for the Corporate Fund includes: Corporate Tax receipts, income from fines, fees, and donations, and income from special purpose grants (such as the per capita grant), interest on money in the Working Cash fund (which, as with all interest, has not been accounted for in this document), and any other miscellaneous income. This budget assumes income only from tax receipts, the per capita grant, and from fines, fees, and donations. Special purpose grants and or donations will be allocated for those special purposes as received.
Per best practice as described by legal counsel, this budget is treated as a $0 budget and is not expected to carry a balance at the end of the fiscal year. In practice, a small amount of contingency expense is budgeted and the income and expense is closely monitored throughout the fiscal year so that the budget does not post an unexpected deficit in the event that all expected receipts are not received.
Grants
Per Capita Grants are received from the State of Illinois. As expected, the amount received is less this year because of the financial climate of the state. Library staff will pursue other grants as they come available and are deemed to be supportive of the library’s mission and activities. All grant expenses will be tracked in accordance with the grant funder’s rules and regulations.Currently, the Library has received one grant from Wells Fargo to be used in FY2017.
Salaries
Salaries are budgeted to total $219,600.97, $204,157.68 of which is budgeted for in the Corporate budget and the remaining amount ($15,443.30), is budgeted for in the Tort budget to cover loss prevention, safety, and tort avoidance job duties. An actual total of $19,600.97 is expected, which is 45.60% of the operating budget.
Eligible staff members are budgeted to receive at 3% rate increase. Due to new labor laws expected to roll out in late fall, for any employee to be exempt from overtime regulations their salary must be an estimated minimum of $48,000.00. This minimum salary will increase yearly at a specific rate. The Executive Director’s salary is budgeted to cover this adjustment. All staff increases will take effect July 1, 2015.
Continuing Education / Professional Development
This budget includes money for two staff members (the Executive Director and the Director of Youth Services) to attend the full ILA Annual Conference in Chicago and additional funds for staff and or board members to attend the conference on single day rates. ALA is also in Chicago June 2017. This budget includes money for the Executive Director to attend the full ALA Annual Conference. Full detail of this budget follows:
ConferencesALA - Chicago / $400.00
ILA - Chicago / $500.00
Memberships
ALA/PLA / $198.00
ILA - Institutional / $95.00
ILA – Personal (2) / $215.00
Rotary / $744.00
Staff Incentives
Holiday Party / $500.00
Misc. / $200.00
Other / $500.00
Mileage / $1,000.00
Contingency / $248.00
Grand Total / $4,600.00
Marketing
The Marketing Budget detail is as follows:
Newsletter / $2,000.00Postcards / $300.00
Facebook / $260.00
Magnets / $300.00
Pencils / $350.00
Discretionary / $290.00
Annual Mailing / $3,000.00
$6,500.00
Technology
A total of $11,000 is budgeted for New Equipment in FY2017. Our IT Consultant has recommended the purchase of a new server. Our current server is out of date, and no longer receiving support/updates of any kind through Microsoft. We are taking a large security risk using an outdated server. The majority of the technology funds requested will be used to cover the costs of purchasing and upgrading to a new server. The remainder will be used to purchase new Maker Space Equipment to teach programming and circuitry.
An additional $4,000 is budgeted as contingency to be available if equipment fails and needs to be replaced or if unexpected needs arise.
No. / Unit Cost / TotalsServer Update / 1 / $6,000.00 / $6,000.00
Maker Space Additions / $1,000.00 / $1,000.00
Contingency / $4,000.00
Total / $11,000.00
Accuracy
All amounts presented in this document have been compiled using the most accurate information available at the time of preparation including: FY15 audit, current treasurer reports, Peoria County Tax Computation Report, and historical reports.
The working budget is intended to serve as a guiding document for the day-to-day functioning of the library. Any deviations from approved line-item amounts within the working budget must be approved by the Board of Trustees.
Delayed Payments, Cash Shortfalls, and Unaddressed Expenses
In the event of delayed receipts of expected tax monies, the District may operate utilizing reserve funds and / or working cash monies.
In the event of cash shortfalls where the actual tax income received is less than is expected, the District may cover the shortfall with reserve funds or adjust the Working Budget.
To cover unaddressed expenses, i.e. major repair projects not foreseen at this time, major upgrades in equipment or furnishing not foreseen at this time, etc., the District may use the appropriate reserve
FY2017 Working Budget
EXPENSE / FY17Income for Corporate Expenses / $ 319,296.00
1. For salaries
a. librarian / $ (48,000.00)
b. library benefits / $ -
c. library assistants / $ (171,600.97)
Salaries - Tort / $ 15,443.29
Salaries Total / $ (204,157.68)
Contractual Services - Bookkeeper / $ (7,000.00)
2. For library materials
a. books / $ (27,000.00)
b. periodicals / $ (2,500.00)
c. audio-visual / $ (11,500.00)
d. electronic resources / $ (12,000.00)
e. ADML fees / $ (550.00)
3. For utilities (Electric, Gas, H2O) / $ (10,000.00)
4. For postage / $ (1,200.00)
5. For staff and board development / $ (4,600.00)
6. For library supplies / $ (7,000.00)
7. For public relations - Publications / $ (800.00)
7.a. Marketing / $ (6,500.00)
8. For catalog costs (RSA fees)
a. RSA Expenses / $ (8,500.00)
b. OCLC Expenses / $ (681.08)
b. Telecommunications / $ (3,188.40)
9. For miscellaneous expenses
a. Programs / $ (12,000.00)
b. other Misc. and contingency / $ (118.84)
$ -
Income for Maintenance Expenses / $39,816.75
1. Building Maintenance Costs:
a. General maintenance / $ (3,000.00)
b. custodian / $ (7,800.00)
c. pest control / $ (300.00)
d. landscape / $ (6,000.00)
e. waste removal / $ (700.00)
f. equipment repair / $ (5,000.00)
g. furnishing / $ (1,000.00)
2. New Equipment / $ (11,000.00)
3. Contingency / $ (5,016.75)
$ -
Income for Social Security Expenses / $35,018.83
1. Social Security and Medicare Taxes / $ (16,989.93)
2. Social Security Contingency / $ (18,028.90)
$ -
Income for Tort Expenses / $75,014.75
1. Insurance / $ (10,000.00)
3. Legal Fees / $ (3,000.00)
4. Tort Liability - Other / $ (18,000.00)
5. Snow removal / $ (2,500.00)
6. Salaries - Loss control, risk management, and safety related payroll / $ (15,450.00)
7. Contingency / $ (5,064.75)
8. Misc. - Janitorial and Janitorial supplies / $ (11,000.00)
9. RFID maintenance and supplies / $ (10,000.00)
$ -
Income for Workers' Compensation / $ -
1. Workers' Compensation Insurance / $ (2,000.00)
$ (2,000.00)
Income for IMRF Expenses / $37,029.57
1. IMRF / $ (26,242.74)
2.Contingency / $ (10,786.83)
$ -
Income for Audit Expenses / $5,016.91
1. Contractual Services-Audit / $ (5,000.00)
2. Contingency / $ (16.91)
$ -
Page | 1Rev. 05/23/2016