ITEM NO. 2.6
NO ORDER ISSUED - SEE OFFICIAL COURT REPORTER TRANSCRIPT
REPORT FROM THE LIBRARY DIRECTOR,
ISSUES BEING DISCUSSED BY THE
LIBRARY BOARD
SPECIAL COMMISSIONERS' COURT AGENDA
MARCH 22, 1999 - 6:30 P.M.
.. -
COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE
REVIEWED BY THE COURT.
MADE BY: Bill Williams
MEETING DATE: March 22. 1999
SUBJECT: (PLEASE BE SPECIFIC)
OFFICE: Commissioners' Court
TIME PREFERRED:
Informational report from the Librazy Director regarding issues being discussed by the LibrarS
Boazd.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDRESSING THE COURT:
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Commissioner Pct. #2/Antonio Martinez
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapte
551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays:
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has beep
prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will b~
appreciated and contribute towazds you request being addressed at the earliest opportunity. See Agenda Request Rule:
Adopted by Commissioners' Court.
5:00 P.M. previous Tuesday.

Mazch 9, 1999
Antonio Martinez
Library Director
800 Junction Highway
Kemille, Texas 78028
Re: Presentation to Commissioners' Court
Deaz Mr. Martinez:
We are requesting a short presentation from you regazding any building plans and an up-
date of current happenings at the library, and extraordinary anticipated budget or capital
expenditures for next fiscal yeaz.. I believe it is very important to have our Commissioners' Court
as informed as possible since we are responsible for partial funding of the jointly owned Library.
Our next meeting is scheduled for March 22, 1999 at 6:30 P.M. I think this will be a
perfect opportunity to inform the court as well as interested public. Please RSVP as soon as
possible so we can schedule this presentation on our Agenda.
Thank you.
Sincerely,
William H. Williams
cc: Glenn Brown, Manager
City of Kerrville
WHW/ts
i'.
P

~~
NOTES ON LIBRARY FUNDING
Prepared by: Victoria Mosty Roberts
Library Director
July 23.1996
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Original funding history
The present facility housing the Butt-Holdsworth Memorial Library was built in 1967
through the efforts of the Friends of the Library, charitable contributions of Mr, and Mrs.
Howard E. Butt of Corpus Christi (originally from Kerr County) and with a subsidy from
the state of Texas and the L'.S. government provided through the Library Services and
Construction Act of 1962. The building cost approximately $600,000, with half that
amount provided by the Butts, 40% through government funding, and the remaining
percent by the City and the Friends of the Library. Not only did Mr. and Mrs. Butt
provide half of the funding, they also traveled to Washington to lobby for the critical
federal support which, according to Mrs. Butt, was not secured without a great deal of
effort on their part. Finally, the project found acceptance in Washington when it was
clearly established that an area library was needed.
Mr. and Mrs. Butt were early proponents of the need for an area library that would serve
residents throughout Kerr County. The library building project was predicated on the
understanding by the federal government and certainly the Butts, that the city and the
county intended to maintain through annual budget support the ongoing operation of the
library. In a letter from Mrs, Butt to Mrs. Margaret Simmons, who had written to inquire
about the history of the project, Mrs. Butt states that "Howard was loathe to begin the
project until we had secured support so we worked with Texas State Library personnel
and with county and city officials to the end that there were on-going funds for operation."
The concept that the City and the County share equally the operating expenses of the
library was also established early in the negotiations and is recorded in the proceedings of
both governmental bodies In the minutes of December 8, 1965, City Council voted to
accept the proposed operating budget for the new library, "provided Kerr County is
~~
willing to assume one-half of that cost, Former Councilmen present at that meeting live
in Kerrville now: F.H. Swayze and Walter Reiffert. D.R. Voelkel was the City Manager.
Tl~e County Commissioners also officially documented their commitment to share equally
the operating costs in their Order Tvo. 10,137 dated December 13, 1965. This order
discussed an offer to contract with the City of Kerrville for the rendering of public library
services and referred specifically to "pay the City of Kerrville fifty percent of the City's
..,
"' ,. ,l
~` \
actual operational and maintenance costs incurred during each fiscal billing year." Scott
Mosty of Center Poigt was the commissioner who made the motion to approve the
contract which was seconded by Mr. Schwethelm.
According to Mrs. Butt, Mr. Howard Butt was so concerned about the funding that he
sent his corporate plane to Kerrville to fetch the current city councilmen and county
pommissioners to Corpus Christi for dinner in the Butt home. When they left, Mr. Butt
was satisfied that the funding question had been resolved. The acquisition of the building
site and plans then continued and the building opened in August of 1967.
City support
in analyzing the scope of support, it should be mentioned that at the time of applying for
the original funding, the City took responsibility for being the governmental entity that
was to "own" the library building. It was appropriate then, as it is now, that the City
administer the library since it has the management team in place to do it efficiently and
effectively. By doing so, however, the City also took responsibility for more than just
half of the annual operating costs. Administering the library's operation and taking care
of the grounds are significant expenses for which the County is not required to allocate
funds,

Grounds maintenance alone requires a full time year round city employee with extra help
for seasonal maintenance and special events such as outdoor children's programs and
public performances. The Parks and Recreation Department maintains the grounds as a
2 1/2 acre park with manicured grass and flowerbeds, a gazebo, an amphitheatre,
benches,, a riverwalk and parking lots.
Administering the library requires the support of many City Departments and includes
supervision and oversight by the City Manager; the Personnel Office handles all
personnel needs, the Finance Department oversees all budget expenditures, private
accounts and the budget preparation, the Legal Department prepares and reviews all
contracts and authorizations. A recent example is the installation of new carpet which has
required the City Engineer to develop and prepare the specifications, the Legal
Department to review and authorize the bids, the City Clerk to advertise in the papers,
the City Council to award the bid and the Purchasing Agent to open the bid. And, of
course, every step of this process has been monitored by the Assistant City Manager and
the City Manager. (Incidentally, neither the City nor the County is paying for this
privately-funded project)
Extraordinary coats
~ Extraordinary costs, because they are usually large capital expenditures, cannot readily
be accommodated within the library's annual operating costs nor within the City's
management costs Over the past ten years, several library needs because of their
extraordinary nature have required an extra boost of support by the City and the County.
,~1-~1
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~1

~ The 1985 emergency removing of asbestos was an unbudgeted hardship for both bodies
at a whopping $67,OQ0. The $75,000 emergency computerization project required both
the City and the County to find $25,000 each to add to the Andrews Trust grant of
$25,000. There have been a other smaller unbudgeted expenses which the Library
Director has requested permission to use "fund balance" or shared monies to cover; e.g.
the 1990 a/c compressor replacement for $8000. Each time the library has had an
extraordinary need, both responsible bodies have struggled to meet that need.
Thirty Years of PArtnership
The next year will culminate thirty years of an exemplary partnership between a Texas
county and city. There are few communities in Texas, and probably in the United States,
who have successfully pooled resources to achieve such a model institution that is
perceived by everyone to be one of the attractions of the region. The library is known
throughout the state for the beauty of its building, the professional quality of its library
services, and its popularity in the community ,
Cooperation and sharing of resources between governmental bodies is problematic at best.
impossible at worst. The Butt Holdsworth Memorial Library is a perfect example of an
~ outstanding institution that could never have been built without a great deal of team work
and sharing of burdens. Elected officials should be proud of this achievement because
neither one indivudually could have developed the library as it is today.


d.u\worlu]0\viaonNlwildin~Wrnlhiq


LIBRARY FUND
FUND 65
TEXAS
The Library Fund is a general governmental fund type established to account for all revenues
and expenditures relating to the operation of the Butt-Holdsworth Memorial Library. In
establishing the Library Fund, revenues and expenditures were separated from the general
fund budget.
As the Library Fund is subsidized by both the City of Kerrville and Kerr County, it is the City's
intent to give Kerr County the benefit of the revenues generated by the library in the form of
fines and miscellaneous service fees.
The following graph illustrates the revenue sources and expenditure categories for the 98-
99 fiscal year:
REVENUES EXPENDITURES
/'~. IntergoYemmental 47.4%
Other 2.7%
i ~'
Fines 2.6%
Personnel Fฐ ฐO'
Misc. 10.1 ฐk
Maintenance 5.5%
..~,,..al 17.6%
LIBRARY FUND 295
Subsidy 47.4ฐh
~ THE CITY OF KERRVILLE, TEXAS
LIBRARY FUND		
BUDGET SUMMARY		
	AMENDED	APPROVED
ACTUAL ACTUAL ACTUAL	BUDGET	BUDGET
FY 94.95 FY 95-96 FY 96-97	FY 97.98	FY 98-99
BEGINNING FUND BALANCE $32,238 $29,611 $77,678	$67,874	$16,317
REVENUES:
Operating Revenues $293,102 $318,112 $319,778 $321,690 $357,626
Operating Trensfers In 259.900 285.890 285.890 285.890 321.626
Total Revenues $553.002 ~~94.442 ~.~ ~ $~~
TOTAL FUNDS AVAILABLE $585,240 $633,613 $683,344 $675,454 $695,569
EXPENDITURES
Operating Expenditures $555,400 $544,214 $615,470 $659,137 $692,689
~,.,~ Operating Transfฎrs Out 22;2 1$4 Q Q ~
Total Expenditures $555.629 $544,394 5615.470 ~41~Z $693.086
ENDING FUND BALANCE $29,611 $89,218 $67,874 $16,317 $2,483
Budget Staff Notes:
In the 94-95 fiscal year, the Library Fund was
divided into 8 separate departments. In fiscal
97-98, the Library Fund was consolidated
into 4 separate departments. For historical
purposes, this fund will be shown as consoli-
dated in the line item expenditure analysis,
,~-~ but will be shown in department detail within
each of the four departments.
296 1998-99 ANNUAL BUDGET
'^ rNF r_~rv of iKERRVILLE. TEXAS
	LIBRARY FUND		
	REVENUE ANALYSIS		
		AMENDED	APPROVED
ACCT	ACTUAL ACTUAL ACTUAL	BUDGET	BUDGET
.
N0.	ACCOUNT NAME FY 94.95 FY 95-98 FY 98-97	FY 97.98	FY 98-99
6300	INTERGOVERNMENTAL REVENUE		
6322	Subsidy -Kerr County $259.900 $285.890 ~
Total 259,900 285,890 285,890	$285.890
285,890	ข
321,626
6400
6425	CHARGES FOR SERVICES
Non-Resident Fees	
1,600	
1,622	
2,075	
2,000	
2,000
6426	Equipment Rental	610	510	525	600	800
8430	Gazebo Rental	270	80	150	50	50
6460	Meeting Room	1,575	1,425	1,540	1,800	1,800
6461	Copies	8,849	8,013	8,316	7,500	7,800
6462	Fax Machine	1,548	1,836	1,339	1,550	1,600
6465	Enter-Library Mailing	2.654	2.464	2.700	2.600	2.900
	Total	17,106	15,951	16,645	16,300	16,750
~,						
6600	FINES AND FORFEITS					
6821	Extended Use Fees	14,244	13,727	15,996	18,000	18,000
6622	Lost BookslEquipment	Q	Q	Q	1.500	1.750
	Total	14,244	13,727	15,996	17,500	17,750
6900	MISCELLANEOUS REVENUE					
6911	Interest Revenue	1,825	2,389	1,237	800	500
6989	Miscellaneous Revenue	?Z	1~	fl	1.200	1.000
	Total	1,652	2,544	1,245	2,000	1,500
7000	OPERATING TRANSFERS IN					
7001	General Fund	259.900	285.890	285.890	285.890	~~
	Total	X59.900	265,890	?8~	285.890	321.626
TOTAL REVENUES	$553,002	$604,002	$605,866	$607,580	$679,253

L18RARY FUND 297
/'`
THE CITY OF KERRVILLE, TEXAS
DESCRIPTION OF REVENUE LINE ITEMS


6323 Subsidy from County
50% of expenses incurred by this fund but not
covered by revenue from other fund sources
or fund balance.
6425 Non-Resident Fees
Fee associated with use of library by non-
County residents.
6426 Equipment Rental Fees
Fee associated with use ofaudio-visual equip-
ment.
6430 Gazebo Rental
Fee associated with rental of the gazebo.
6460 Meeting Room
Fee associated with rental of meeting room
facilities.
6461 Copies
Charges per xerox copy at library.
6462 Fax Machine
Fee charged for use of the fax machine at the
library.
6465. Inter-Library Mailing
Charges to patrons to offset postage costs of
inter-library loans.
6621 Extended Use Fees
Overdue book fines.
6622 Lost Books/Equipment
Replacement cost of lost books and equip-
mentfrom patrons.
6911 Interest Revenue
Interest received on demand account and
investments from financial institutions. The
city uses a consolidated approach to invest-
ments. Interest is calculated monthly based
on the fund contribution toward the consoli-
dated investment.
6989 Miscellaneous Revenue
Unclassified miscellaneous revenue.
7001 General Fund
Transfer of monies from the General Fund for
50% of expenses incurred by this fund but not
covered by revenue from other fund sources
or fund balance.
298 1998-99 ANNUAL BUDGET
~.
		LIBRARY FUND		
	DEPART	MENT EXPENDITURE SUMMARY	
					AMENDED	APPROVED
DEPT.		ACTUAL	ACTUAL	ACTUAL	BUDGET	BUDGET
NO.	DEPARTMENT NAME	FY 9495	FY 95-96	FY 96-97	FY 97-98	FY 98-99
801	Administration	$139,894	$151,437	$178,316	$136,664	$201,792
802	Patron Services	0	0	129,752	127,132	118,566
	Adult Services	104,485	107,957	0	0	0
	Children's Services	32,186	21,505	0	0	0
	Genealogy	2,394	1,315	0	0	0
803	Circulatan Services	0	0	128,732	185,262	187,664
	Circulation	101,543	99,541	0	0	0
	Computer Information Syste	12,623	10,747	0	0	0
	Interlibrary Loan	4,136	5,210	0	0	0
804	Technical Services	158,139	146,503	178,669	210,078	184,687
	Operating Transfers Out	22$	1$Q	1$4	Q	~Z
TOTAL EXPENDITURES	$555,629	$544,394	$615,650	$659,137	$693,086
~						
/'~
LIBRARY FUND 299
THE CITY OF KERRVILLE, TEXAS
LIBRARY FUND
LINE ITEM EXPENDITURE SUMMARY
AMENDED APPROVED
ACCT. ACTUAL ACTUAL ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME FY 94-95 FY 95-96 FY 97-98 FY 98-99 F1' 98-99
PERSONNEL SERVICES
001	Salaries and Wages	$295,707	$291,303	$316,922	$339,209	$348,954
002	Overtime	0	0	0	73	0
003	Temporary Help	0	0	2,450	0	0
004	Longevity	4,216	4,332	4,424	4,760	4,468
005	Social Security	21,775	21,520	22,890	24,924	27,036
006	Retirement	20,241	22,191	26,845	29,628	32,567
007	Group Insurance	22,738	28,684	39,553	38,413	48,805
008	Workers Compensation Ins.	4,358	1,063	970	767	910
010	Professional Development	1,636	547	1,189	1,350	600
011	Local Meeting Expenses	~	~	~$	Q	2$
	Total Personnel Services	370,726	369,777	415,081	439,124	463,385
'~ SUPPLIES AND MATERIALS					
101	Office Supplies	9,088	10,488	11,075	12,597	7,500
102	Small Tools and Equipment	786	711	244	300	400
103	Chemical and Medical Supplies	168	84	0	50	60
104	Fuei and Oil -City Garage	7	0	0	0	0
105	Food Supplies	675	680	983	800	860
106	Janitorial Supplies	622	446	390	300	340
107	Wearing Apparel	102	60	189	100	20
108	Other Supplies	8,720	8,743	6,929	15,644	14,383
110	PostageNPS/Federal Express	0	0	0	38	5,950
112	Computer Software Purchases	Q	Q	Q	Q	2.625
	Total Supplies and Materials	20,166	21,192	19,810	29,829	32,138
MAINTENANCE AND REPAIRS
202	Buildings & Structures	17,460	28,972	19,585	20,000	22,920
203	Maint. Contracts -City Garage	782	844	0	0	0
204	Parts - Ciry Garage	0	62	0	0	0
205	Office Equipment Maintenance	17,027	13,456	272	20,850	14,834
206	Instruments 8 Apparatus Maint.	231	386	50	200	50
212	Repairs -Not City Garage	]~.	ง,~	Q	Q	Q
	Total Maintenance end Repairs	35,492	43,783	19,907	41,050	37,804

300 1998-99 ANNUAL BUDGET
r^
THE CITY OF KERRVILLE, TEXAS
AMENDED APPROVED
ACCT. ACTUAL ACTUAL ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME FY 94-95 FY 95-96 FY 97-98 FY 98-99 FY 98-99
MISCELLANEOUS SERVICES
301	Telephone Service	8,668	8,940	8,210	8,312	9,950
302	Light and Power	17,317	18,892	19,286	17,000	17,000
303	Natural Gas	1,644	1,928	2,091	2,300	2,300
304	Water and Sewer	1,093	2,682	4,181	4,400	3,780
306	Special Services	1,506	3,701	5,604	4,748	2,225
307	Insurance	4,118	3,671	3,248	1,557	2,107
313	Hire of Equipment	1,140	1,387	0	0	0
318	Advertising	Q	Q	144	Q	Q
	Total Miscellaneous Services	33,488	41,181	42,764	38,317	37,362
SUNDRY CHARGES					
402	Dues and Subscriptions	208	135	58	0	0
405	Other Charges	2.854	2.249	4	2.500	Q
	Total Sundry Charges	3,060	2,384	58	2,500	0
/'~ CAPITAL OUTLAY					
502	Buildings and Structures	0	0	0	0	38,000
504	Machinery, Tools $ Equipment	0	0	7,762	0	0
505	Office Equipment	0	1,060	0	1,317	0
506	Instruments & Apparatus	0	0	2,279	0	0
512	Books and Records	92,470	64,857	107,809	102,000	84,000
513	Grant Matches	Q	Q	Q	5.000	Q
	Total Capital Outlay	92,470	65,917	117,850	108,317	122,000
OPERATING TRANSFERS					
990	Insurance Reserve Fund	~,Q	]$Q	Q	Q	~
	Total Operating Transfers	~,ZQ	~.QQ	Q	Q	~Z
TOTALS	$555,629	$544,394	$615,470	$659,137	$693,086

LIBRARY FUND 301

r-'~
f"~
THE CITY OF KERRVILLE, TEXAS
DEPARTMENT: Administration
DEPARTMENT NUMBER: 65-801
DEPARTMENT DESCRIPTION:
Administration coordinates alt other library
functions and acts as liaison to various groups
in the community as well as specific advisory
and governing bodies (Friends of the Library,
the Library Advisory Board, Genealogy Soci-
ety,the City Council and the County Commis-
sioners). The Library Director is also respon-
sible for budgeting, accounting, and the ad-
ministering of privately-raised monies and
fund raising. Other functions include sched-
uling the public meeting room, arranging ex-
hibits, and supervising personnel. Public
relations responsibilities include public speak-
ing, attendance at club and organizational
meetings and community functions, and writ-
ingpress releases and arranging photographic
opportunities for all library departments and
support organizations.
DEPARTMENT FNE YEAR GOALS:
• Replace existing elevator which is no
longer repairable.
• Improve existing handicap access and
provide additional handicap access to Li-
brary.
• Improve staffing and salaries and estab-
lish aladder system.
98-99 OBJECTIVES:
• Develop staff salaries and organization
structure to reflect increased library use,
growth and complexity.
• Seek private funding for library enhance-
ments.
• Coordinate and promote city and county
cooperation in the joint operation of the Li-
brary.
302 1998-99 ANNUAL BUDGET
THE CITY OF KERRVILLE, TEXAS
PERSONNEL SCHEDULE
NUMBER OF BUDGETED POSITIONS
FY FY FY FY FY
EMPLOYEE TITLE 94-95 95-96 96-97 97-98 98-99
Director of Library	1	1	1	1	1
Accounting Clerk	0	0	1	0	0
Secretary	1	1	0	0	0
Clerk/Receptionist	0	0	0	1	1
TOTAL FULL TIME POSITIONS	2	2	2	2	2
TOTAL PART TIME POSITIONS	0	0	0	0	0
98-99 STAFFING CHANGES: None
~ DEPARTMENT EXPENDITURE ANALYSIS
AMENDED APPROVED
ACCT. ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME FY 96-97 FY 97-98 FY 98-99
PERSONNEL SERVICES
22
5
001	Salaries and Wages	$78,726	$53,482	$72,750
003	Temporary Help	2,450	0	0
004	Longevity	532	580	0
005	Social Security	5,571	4,059	5,565
006	Retirement	6,721	4,736	6,919
007	Group Insurance	7,072	2,444	6,761
008	Workers Compensation Ins.	970	767	910
010	Professional Development	213	500	150
011	Local Meeting Expenses	a.@	Q	Q
	Total Personnel Services	102,274	66,567	93,055
SUPPLIES AND MATERIALS			
101	Office Supplies	5,148	10,410	5,000
102	Small Tools and Equipment	177	300	400
103	Chemical end Medical Supplies	0	50	60
105	Food Supplies	939	800	860
106	Janitorial Supplies	390	300	340
107	Wearing Apparel	.189	100	20
108	Other Supplies	5	1	0
''1 110	Postage/UPSfFederal Express	Q	~	5.950
	Total Supplies and Materials	6,847	11,999	12,630
APPROVED
SALARY
GRADE
LIBRARY FUND 303

THE C1TY OF KERRVlLLE, TEXAS
Administration Expenditure Analysis (cont.)
AMENDED APPROVED
ACCT. ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME FY 96-97 FY 97-98 FY 98-99
MAINTENANCE AND REPAIRS
202	Buildings 8 Structures	19,585	20,000	22,920
203	Maint. Contracts -City Garage	0	0	0
204	Parts -City Garage	0	0	0
205	Office Equipment Maintenance	54	101	0
206	Instruments 8 Apparetus Maint.	50	200	50
212	Repairs -Not City Garage	4	Q	Q
	Total Maintenance and Repairs	19,689	20,301	22,970
MISCELLANEOUS SERVICES
~'-`
301	Telephone Service	8,210	8,312	9,950
302	Light and Power	19,286	17,000	17,000
303	Natural Gas	2,091	2,300	2,300
304	Water and Sewer	4,181	4,400	3,780
306	Special Services	2,450	1,728	0
307	Insurance	3.248	1.557	2142
	Total Miscellaneous Services	39,465	35,297	35,137
SUNDRY CHARGES
402 Dues and Subscriptions
405 Other Charges
Total Sundry Charges
0 0 0
Q 2.~Q4 4
0 2,500 0
CAPITAL OUTLAY
502 Buildings 8 Structures 0 0 38,000
504 Machinery, Tools 8 Equipment 7,782 0 0
508 Instruments & Apparatus 2.279 Q Q
Total Capital Outlay 10.041 Q 38.000
DEPARTMENT TOTALS $178,316 $136,664 $201,792

304 1998-99 ANNUAL BUDGET
r

,~
THE CITY OF KERRVILLE, TEXAS
DESCRIPTION OF EXPENDITURES:
008 Workers Compensation Insurance
Workers compensation insurance premium;
($910).
010 Professional Development
Texas Library Association meeting; ($150).
101 Office Supplies
General office supplies for library services;
($5,000).
202 Buildings and Structures Maintenance
Elevator contract, $300; elevator inspection,
$380; elevator certification, $25; elevator re-
pairs, $4,580; pest control, $120; electrical
repair, $1,300; plumbing repairs, $320; air/
climate control equipment repair, $200; air/
climate control equipmentmaintenance agree-
ment, $695; building maintenance and carpet
cleaning, $15,000; ($22,920).
206 Instruments & Apparatus Maintenance
Air conditioner filters; ($50).
102 Small Tools and Equipment
Lock, keys and door handles, $100; light
bulbs, $300; ($400).
103 Chemical and Medical Supplies
First aid supplies, $10, fire extinguisher in-
spection and recharge, $50; ($60).
105 Food Supplies
Coffee service for staff and visitors; ($860).
106 Janitorial Supplies
Dust mat service, $290; cleaning products,
$50; ($340).
107 Wearing Apparel
Name tags for new employees and volun-
teers; ($20).
110 Postage/UPS/Federal Express
Postage; ($5,950).
301 Telephone Service
Regular telephone service, $6,200; long dis-
tance, $1,350; T1 line, $2,400; ($9,950).
302 Light and Power
Electricity service; ($17,000).
303 Natural Gas
Natural gas service; ($2,300).
304 Water and Sewer
Water and sewer service; ($3,780).
307 Insurance
Premiums for general liability, real and per-
sonal property, errors and omissions, combi-
nation crime, boiler and machinery; ($2,107).
502 Buildings and Structures Capital
Replace elevator; ($38,000).
LIBRARY FUND 305
/^.

r
THE CITY OF KERRVILLE, TEXAS
DEPARTMENT: Patron Services
DEPARTMENT NUMBER: 65-802
Society. Future plans include moving this
service to the new History Library at 425
Water Street.
DEPARTMENT DESCRIPTION:
This department is responsible for the Refer-
ence and Information function in the Library.
Degreed librarians answer factual questions,
assist patrons using the library's online com-
puter catalog, Galaxy, and coordinate the
information search through a variety of data-
bases, including encyclopedias, dictionaries,
periodicals, medical literature, business and
financial resources.
This department also instructs children, teach-
ers, parents, and cars givers in how to use the
library collection, including AV and computer
systems. The librarian selects materials that
are age appropriate and that support the
school curricula and reading interests of chil-
dren. This department advises parents and
teachers on children's books and materials
and provides direct reference service for chil-
dren and adults. The department conducts
parent/child story time, daycare events and a
summer reading club. The Department coop-
erates with schools, day-care, civic groups,
and government agencies to promote the
importance of literacy for the children's future
and to serve the information needs of our
constituency.
This department also provides genealogy
services to patrons, and combines the Texana
Collection, the Genealogy collection and a
local history section that includes maps, manu-
scripts, files of businesses and organizations
and old photographs. This service is staffed
entirely by volunteers from the Genealogy
DEPARTMENT FNE YEAR GOALS:
• Refurbish sections of the Library
• Network a CD/Reference/Genealogy/
Internet database for adult reference.
98-99 OBJECTNES:
• Improve accessibility of entire collection
by better space planning, shelving, weeding
the collection on a regular basis, and efficient
collection department.
• Continue to support, for the eighth year,
the HARP tax aide program by assisting with
ordering tax forms, locating tax forms, refer-
ral, and copying.
• Continue for the seventh year, successful
DISCOVER programs, funded with a grant
from the Friends of the Library.
• Continue efforts to promote genealogical
and historical research by supporting Gene-
alogy Society volunteers.
• Continue cataloging Genealogy Collec-
tion.
• Support acquisition and update the col-
lection by Genealogy Society fund-raising
and grant raising.
• Cortinue to provide reference and read-
ers advisory service to children, educators,
and care givers.
• Develop Internet policy.
306 1998-99 ANNUAL BUDGET
r^
THE CITY OF KERRVlLLE, TEXAS
PERSONNEL SCHEDULE
NUMBER OF BUDGETED POSITIONS	APPROVED
	FY	FY	FY	FY	FY	SALARY
EMPLOYEE TITLE	94-95	95-96	96-97	97-98	98-99	GRADE
Librarian II (Part Time - 30hrs/wk)	0	0	1	1	1	18
Librarian (Full Time)	3	3	1	1	2	14
Librarian (Part Time)	0	0	2	0	0	
Children's Librarian (Full Time)	1	1	1	1	0	
Children's Librarian (Part Time)	0	0	0	0	0	
TOTAL FULL TIME POSITIONS	4	4	2	2	2	
TOTAL PART TIME POSITIONS	0	0	3	1	1	
98-99 STAFFING CHANGES: None.
r
DEPARTMENT EXPENDITURE ANALYSIS
AMENDED APPROVED
ACCT. ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME FY 96-97 FY 97-98 FY 96-99
PER50NNEL SERVICES
001	Salaries and Wages	$95,690	$91,852	$85,295
004	Longevity	1,964	1,472	1,568
005	Social Security	6,832	6,651	8,644
006	Retirement	8,370	8,698	8,261
007	Grouplnsurance	13,723	14,490	16,198
010	Professional Development	760	400	150
011	Local Meeting Expenses	24	Q	~
	Total Personnel Services	127,358	123,563	118,141
SUPPLIES AND MATERIALS			
101	Office Supplies	1,639	32	0
102	Small Tools and Equipment	0	0	0
105	Food Supplies	44	0	0
108	Other Supplies	$,'},Q	1.200	4QQ
	Total Supplies and Materials	2,022	1,232	400
r-,,
LIBRARY FUND 307
,r-,.
THE CITY OF KERRVILLE, TEXAS
Patron Service Expenditure Analysis (cont.)			
		AMENDED	APPROVED
ACCT. ACTUAL	BUDGET	BUDGET
NO. ACCOUNT NAME FY 96-97	FY 97-98	FY 98.99
MAINTENANCE AND REPAIRS			
205 Office Equipment Maintenance	$~	Q	Q
Total Maintenance and Repairs	95	0	0
MISCELLANEOUS SERVICES			
308 Special Services	75	1,020	25
316 Advertising	]gg	Q	Q
Total Miscellaneous Services	219	1,020	25
SUNDRY CHARGES			
402 Dues and Subscriptions	~$	Q	Q
Total Sundry Cha-ges	58	0	0
CAPITAL OUTLAY			
505 Office Equipment Capital	Q	1.317	Q
^' Total Capital Outlay	Q	1.317	Q
DEPARTMENT TOTALS	$129,752 ~	$127,132	$118,566
DESCRIPTION OF EXPENDITURES:
010 Professional pevelopment
Alamo Area Library System meetings, Texas
Library Association meetings; ($150).
011 Local Meeting Expense
Hospitality expenses for meetings and work-
shops held in library; ($25).
108 Ofher Supplies
Book lists, posters, pamphlets, $129; film,
$25; blue reservation forms, $246; ($400).
306 Special Services
Film developing to accompany newspaper
rr., articles, document accidents; ($25).
308 1998-99 ANNUAL BUDGET
t^

,-^
THE CITY OF KERRVILLE. TEXAS
DEPARTMENT: Circulation Services
DEPARTMENT NUMBER: 65-803
DEPARTMENT DESCRIPTION:
This department is responsible for managing
the computer system and databases of the
library's collection of 100,000 books and
materials and is wholly responsible for charg-
ing and discharging of all the various materi-
als that circulate. Currently we serve 28,000
patrons each year from Kerr and surrounding
counties. Other areas of responsibility in-
clude the calculation and handling of fines
and fees for such items as: public photocopy
use, fax machine use, rental of audio-visual
equipment, inter-
library loan fees, overdue and lost items,
materials for sale by the Library (T-shirts,
bandanas), Friends of the Library ongoing
book sale and public raffle items such as
quilts through private entities.
This department is also responsible for di-
recting and coordinating the library's com-
puterfunctions. These are administration of
both a local personal computer network, and
the library's main information system, Gal-
axy. Other responsibilities are software in-
stallation and upgrades, equipment mainte-
nance and new computer purchases. This
department also encompasses the library's
use of the Internet for the reference function
that supplies information for library patrons.
In addition, this department maintains the
library's photocopiers, fax machines, and
reader printers.
This department also coordinates the verifi-
cation and the borrowing from other libraries
of books and materials. Using a worldwide
database of libraries (OCLC), the library bor-
rowstwo tothree thousand books annually for
Kerr County residents. Butt Holdsworth leads
the state in this service, which is partially
subsidized by federal and state funds.
DEPARTMENT FIVE YEAR GOALS:
• Add full-time staff to coordinate order/
process/return function materials borrowed
from OCLC and other libraries; Technician to
maintain and troubleshoot computers, copi-
ers, fax machines, etc.; Staff to provide relief
from high stress stations and assist with in-
creasing circulations and shelving.
• Continue upgrading computer hardware
and software used for OCLC computerized
network.
• Upgrade hardware and software for
Gaylord Galaxy computer system, Windows,
Internet, ProGluest and other computer-based
reference sources; provide ongoing training
for staff and patrons for above programs.
• Replace front entrance security gate.
• Increase number of work stations by 2
98-99 OBJECTIVES:
• Coordinate functions of interlibrary loans
with Circulation, Reference and Genealogy.
• CompleteTelecommunicationslnfrastruc-
ture Fund grant installation by October 1998.
• Provide Internet access to the public.
• Upgrade Gaylord Galaxy circulation sys-
temand ProQuest reference source to graphi-
cally-based Windows version.
• Develop and maintain a library web page
and provide Intemeton-line access to library's
computerized catalog.
• Re-design circulation/Internet area.
LIBRARY FUND 309
r-.
THE CITY OF KERRVILLE, TEXAS
Patron Services (cont.)
PERSONNEL SCHEDULE
NUMBER OF BUDGETED POSITIONS	APPROVED
	FY	FY	FY	FY	FY	SALARY
EMPLOYEE TITLE	94-95	95-96	96-97	97-98	98-99	GRADE
Librarian II	0	0	0	0	1	18
Library Assistant	0	1	1	1	1	10
Library Clerk (Full Time)	1	1	1	2	2	5
Library Clerk (Part Time)	3	6	6	4	7	5
Library Shelver (Part Time)	0	0	0	1	1	Unclassified
TOTAL FULL TIME POSITIONS	1	2	2	2	4	
TOTAL PART TIME POSITIONS	3	3	6	4	8	
~'" 98-99 STAFFING CHANGES: None.
f~~
310 1998-99 ANNUAL BUDGET
r^
THE CITY OF KERRVlLLE. TEXAS
DEPARTMENT EXPENDITURE ANALYSIS
AMENDED APPROVED
ACCT. ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME f=Y 96-97 FY 97-98 f=1f 98-99
PERSONNEL SERVICES
001	Salaries and Wages	$94,873	$118,067	$121,530
002	Overtime	0	73	0
004	Longevity	460	1,144	1,240
005	Social Security	6,878	8,750	9,392
008	Retirement	7,392	9,125	10,651
007	Group Insurance	11,652	10,626	14,546
010	Professional Development	ZQQ	~QQ	~Q
	Total Personnel Services	121,254	148,085	157,510
SUPPLIES AND MATERIALS
~^,
101	Office Supplies	4,048	2,155	2,500
108	Other Supplies	2,973	7,933	8,655
112	Computer Software Purchase	Q	Q	2.625
	Total Supplies and Materials	7,021	10,088	13,780
MAIN	TENANCE AND REPAIRS			
205	Office Equipment Maintenance	~	20.589	14.674
	Total Maintenance 8 Repairs	123	20,589	14,674
MISCELLANEOUS SERVICES
306 Special Services	~	1.500	1.700
Total Miscellaneous Services	334	1,500	1,700
CAPITAL OUTLAY			
513 Grant Matches	4	5.000	4
Total Capital Outlay	Q	5.000	Q
DEPARTMENT TOTALS	$128,732	$185,262	$187,664
_,..
,,
LIBRARY FUND 31 ~
rte.
r
~.
THE CITY OF KERRVILLE, TEXAS
DESCRIPTION OF EXPENDITURES:
010 Professional Development
Texas Library Association meetings; ($150).
112 Computer Software
Upgrade from 23 to 32 user licenses, $1,295;
Super Browse license, $770; Graphical Gal-
axy server license, $560; ($2,625).
101 Office Supplies
Photocopier paper and receipt printer paper;
($2,500).
108 Other Supplies
Labels for periodicals, $90; patron barcodes,
$1,500; periodical check in forms, $41; book
supports, $300; overdue self mailers, $950;
library carts, $378; pamphlet files, $58; 500
ALA multi part forms, $25; 3,000 request
forms, $155; 3,000 circulation forms, $270;
video report forms, $180; use fee forms,
$204; med forms, $300; removable loan days
labels, $30; toner, dry ink, copy cartridges,
ribbonsforallcopiers/printers, $3,424; backup
tapes for Gaylord Galaxy computer system,
$500; projectorbulbsforA-V equipment, $250;
($8,655).
205 Office Equipment Maintenance
Xerox maintenance/rental of copiers, $3,425;
Raycom (Minolta) microform readers/print-
ers, $1,250; Gaylord Galaxy 23 user license
software maintenance, $6,531; 1 Gaylord CD
subscription for cataloging, $2,275; Gaylord
hardware maintenance DEC server, $844; 1
multi-tech modem maintenance, $149; other
AV repairs, $200; ($14,674).
306 Special Services
Bindery,$400; lendingfees, $1,300; ($1,700).
312 1998-99 ANNUAL BUDGET
r'`

~~
THE CITY OF KERRVILLE, TEXAS
DEPARTMENT: Technical Services
DEPARTMENT NUMBER: 65-804
DEPARTMENT DESCRIPTION:
This department coordinates the ordering,
acquisition, cataloging, and preparation of
library materials (books, videos, cassettes,
vertical files, CDs and CD-ROMs). The on-
line catalog (database) is also the responsi-
bility of this department -making accurate
description records and keeping status cur-
rent.
This department oversees the maintenance
of the collection through the repair of dam-
aged materials and the withdrawal of items
beyond repair, lost, superseded or obsolete.
Department head supervises 20+ volunteers
who perform a multitude of tasks in this de-
partment.
This department is also responsible for set-
ting up, maintaining, monitoring, and paying
all library accounts, including book publish-
ers, subscription agents, & computer soft-
ware vendors.
DEPARTMENT FNE YEAR GOALS:
• Relocate department to basement where
more space will allow more efficient opera-
tions.
• Add and update computers.
98-99 OBJECTIVES:
• Order new materials every week to keep
materials arriving on a regular basis and
prevent a backlog of materials awaiting pro-
cessing.
• As materials arrive, catalog and process
as soon as possible.
• Expediently manage financial accounts
and payments to vendors.
• Write detailed and explicit procedures for
the many, very technical functions of the
department.
• Increase time spent on database cleanup
to a minimum of 8 hrs. per week.
• Devote one full day per month to continue
cataloging the Genealogy collection.
LIBRARY FUND
313
~ THE CITY OF KERRVlLLE, TEXAS
Technical Services Department (cont.)
PERSONNEL SCHEDULE
NUMBER OF BUDGETED POSITIONS APPROVED
FY FY FY FY FY SALARY
EMPLOYEE TITLE 93-94 94-95 95-96 96-97 98-99 GRADE
Technical Services Supervisor 1 1 1 1 1 12
Library Accountant 1 1 8
Library Technician 1 1 1 1 1 6
TOTAL FULL TIME POSITIONS 2 2 2 3 3
TOTAL PART TIME POSITIONS 0 0 0 0 0
98-99 STAFFING CHANGES: None.

DEPARTMENT EXPENDITURE ANALYSIS
AMENDED APPROVED
ACCT. ACTUAL BUDGET BUDGET
NO. ACCOUNT NAME FY 96-97 FY 97-98 FY 98-99
PERSONNEL SERVICES
001	Salaries and Wages	$47,836	$75,806	$69,381
004	Longevity	1,468	1,564	1,660
005	Social Security	3,409	5,464	5,435
006	Retirement	4,362	7,069	6,756
007	Group Insurance	7,106	10,853	11,298
010	Professional Development	~	],~Q	]~Q
	Total Personnel Services	64,196	100,908	94,679
SUPPLIES AND MATERIALS
101	Office Supplies	240	0	0
102	Small Tools and Equipment	67	0	0
108	Other Supplies	3.612	6.510	5.328
	Total Supplies and Materials	3,919	6,510	5,328
MAIN	TENANCE AND REPAIRS			
205	Office Equipment Maintenance	Q	]~Q	]~Q
	Total Maintenance and Repairs	0	160	160
~`
314 1998-99 ANNUAL BUDGET
r^ THE CITY OF KERRVILLE, TEXAS
		AMENDED	APPROVED
ACCT.	ACTUAL	BUDGET	BUDGET
NO. ACCOUNT NAME	FY 96-97	FY 97-98	FY 98-99
MISCELLANEOUS SERVICES			
306 Special Services	2.745	;44	~
Tota- Miscellaneous Services	2,745	500	500
CAPITAL OUTLAY
512 Books and Records 107.809 102.000 x.000
Total Capital Outlay 107.809 102.000 64.000
DEPARTMENT TOTALS $178,669 $210,078 $184,667
DESCRIPTION OF EXPENDITURES:
010 Professional Development
Texas State Library and/or Alamo Library
~`' System workshops; ($150).
108 Other Supplies
Barcodes, $765; book jackets, $500; paper-
back books, $1,468; labels, $350; catalog
cards, $150; tape, $345; printing order slips,
$250; security strips, $930; containers for A-
V, $450; mending materials, $120; ($5,328).
205 Office Equipment Maintenance
Typewriter maintenance, repairs; ($160).
306 Special Services
Bindery services; ($500).
512 Books and Records
Books, audio cassettes, CD-ROM, multime-
dia kits, microfiche, video cassettes;
($84,000).
i'"`
LIBRARY FUND 315
r'^\
CAPITAL ITEM NEEDS IDENTIFIED
FOR 1997 -1998 BUDGET REQUEST
,--,

New elevator 38,000
Window caulking and repair 24 000
Automatic front door 3,380
Restroom remodeling $5,000 to $7,000 per room (ADA standards) 24,000
Light fixtures estimate 17,400
Window blinds estimate 9,500
Terrace and balcony rail rust removal 2 500
Architect design fee to remodel Circulation Department 2,000
Building and Structures Capital and Special Services
$115,280
HHML 3/19V99
daIXhyPoucyeNapNal Ntm needy


r^
MEMO
Date: Apri128, 1998
To: Victoria Roberts
Subject: Building Committee Report
From: Committee Members: Sharon Neuman, Herb Peterson, Pam Roberts,
Dorothy Miller, and Chair Sherry Hiller
The Building Committee divided the building concerns/issues into categories of repairs
and maintenance, renovation, and additions to the library building. The committee has
prioritized what needs to be done to the building, documented (filmed) the repairs and
maintenance that needs attention, and following are the prioritized recommendations of
the committee
REPAIRS AND MAINTENANCE:
1. Repair and maintain library facility. The windows, especially those which leak into
critical areas every time it rains, need to be repaired, caulked, and painted.
2. Caulk and paint library inside and out.
3. Sandblast and paint railings on the terrace and balcony. They are rusting through and
will soon have to be replaced.
4. Install more lighting in public areas inside library. The lighting in the library at night
is very poor. Replace the yellowed plastic covers on the present lights to maximize
present lighting.
ADDITIONS:
1. Install a new elevator - a necessity for the library. The old one is thirty something
years old and is undependable. Repairs are expensive and parts are unavailable and have
to be especially tooled.
2. Hire a full time maintenance man to clean (janitorial duties), do small repairs,move
furniture, and move chairs for programs, pick up and deliver mail and other errands, carry
heavy loads, install signs, maintain the marquee. A job description is being written - to
be included in 1998-99 budget request proposal.
RENOVATIONS:
1. Retrofit basement to accomodate the Technical Services Department, which is
extremely crowded. There is little work space to accomodate the employees and
volunteers necessary to process all library materials. As library service has escalated, that
area remains the same size to accomodate a much larger workload.
2. Install kitchen (staff break room) and restrooms in the basement.
3. Convert present staff kitchen to a library meeting room for staff.
4. Retrofit library to accomodate handicapped persons, as recommended by the
American Disabilities Act. Ramps, restrooms, doors (need automatic doors) need to be
handicap access.
5. Enlarge and improve Reference Desk to accomodate Internet access station computer,
larger workload, and more librarians and volunteers working at any one time.
y
6. Renovate Meeting Room and modernize the kitchen, install new drapes and wall
coverings. The room needs new audio-visual and technical equipment, a new wall
screen, and a new sound system (portable for children's programs in the amphitheater).
7. Install vertical blinds in Reference area. It is .difficult to see the library's computer
monitors because of the glare in the afternoon and evening sun coming from the big
expanses of glass.
OTHER RECOMMENDATIONS: (these are being discussed and possibly included in
some departmental budget proposals)
exterior lighting in parking lot and between library and history center (very dark)
"reserve" parking signs for staff parking area
"no skateboarding" signs on library property
file public restroom floors
weatherstrip exterior doors
maintain decorative tiles outside
new public area furniture - it is old, dirty and tom
new security system for library materials
new interior library signage
new staff chairs
smaller desks/space saving workstations in staff work areas
,~-~ additional staff PC's
more book trucks
safety signs in parking lot
speed bumps in parking lot
BIdg.Prior.wps in SH Correspondence folder
f~