Present a budget request
Word version of this agreement
Purpose: Evaluate expenditures relative to an adopted budget, establish priorities, revise a budget with amendments and/or enhancements, present for approval the new budget to the city council or county commissioners, etc.
Core skill: II-E-3 "develop prepare, justify, administer and evaluate a budget based on short and long-range goals."
Eligible participants: Librarians and trustees
Do you want help from a CKLS consultant?
___ No help needed.
___ Yes, modify project agreement
___ Yes, suggest other readings or learning
___ Yes, early preparation visit
___ Yes, one-on-one coaching through activity
___ Yes, other: _______________________________
Learning component:Attend a CE event or read the following materials.
- Watch presentation “Budgeting for Greatest Impact” by Cynthia Berner Harris, Director of the Wichita Public Library. DVD in CE Project Collection.
- While watching the DVD presentation, view "PowerPoint handout."
- While watching the DVD presentation, fill out “Budgeting for Greatest Impact” Manual.
- Read Chapter 7, “Securing and Managing Money,” pages 59-68, in Trustees and Librarians Working Together by Jim Swan. Every trustee should have a copy of this book.
- Read “Who determines how much money is raised for the library, the library board or the city? Attorney General Opinion 82-193”
- Read "Answers to city council questions" at http://tinyurl.com/5p5m6z
- Participants view video and read learning materials.
- Participants create two lists.
- Specific needs to keep the library open and running, e.g., new roof to keep out the rain.
- Specific wants that would enhance current services or start new services, e.g., more large-print books or start a DVD or gaming collection.
- Beside each item write an estimate of how much that item would cost.
- Prioritize both lists using the “Everyone can prioritize” method in “Budget for Greatest Impact” handout, page 6.
- If you do not already have a budget, then follow steps 1 through 18 of the “Library Work Component” in CE Project Agreement for III-A-4 (001) Create a Budget at http://tinyurl.com/5mdps4.
- On the new budget worksheet, add in items listed in step #2 above.
- Some items on the Step #2 lists will be added to existing line items.
- Other items on the Step #2 lists will be added as new line items.
- For each item added, write down the cost of that item.
- Compare the total projected expenditures with total projected income. If projected expenditures exceed projected income, then the board can use the must decide to:
- Reduce or eliminate line items including items listed in Step #2, or
- Increase revenue by increasing the budget request, write a grant, hold a fund raiser, or
- A combination of both: reduce/eliminate some items, increase funds for other items.
- Write the final decisions on the Budget Worksheet.
- The library board should pass the budget.
- Prepare your presentation before the city council, county commissioners, etc.
- For each specific change in the new budget, write down the questions or challenges the city council, county commissioners, etc. may ask. “Answers to city council questions” may help identify the questions.
- Write down in clear responses to those challenges.
- Explain the needs, problems, ideas, and/or vision behind those changes.
- Counter arguments against possible challenges to your decision.
- Finally, write an outline of budget presentation that includes:
- The story of the successes and challenges of the year. Include one or two personal stories about specific patrons who benefited from the library.
- Identify the changes in the budget and explain the needs, problems, ideas, and visions behind those changes.
- For credit, submit the following.
- List of who read the learning material
- List of who participated in the library works component of this project.
- List of the “specific needs to keep the library open and running.”
- List of the “specific wants that would enhance current services or start new services.”
- Sheet prioritizing the specific wants and needs.
- Completed final new budget worksheet passed by the board and submitted to the city council, county commissioners, etc.
- Clear responses to potential challenges by the city council, county commissioners, etc.
- Outline of the budget presentation.
- Half-page summary describing the success or failure of the presentation, including what you should have done differently. Please include at least one question the city council, county commissioners, etc. asked and your answer.
- Filled-out copy of the “CE Project Agreement Evaluation” form.
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