Minutes from Budget Planning Meeting, 10/28/07
Myka
and Pat Ziebart met during lunch today to discuss the library budget
proposal to be sent to Finance Committee. It was agreed that the most
important thing is for the library to become a line item in the
general church budget. Up to this point, the library has been
operating on a fixed library fund generated by book sales/fundraisers
and donations. Having the church library partially funded by the
general church budget will increase the feeling of congregational
ownership and responsibility over the library ministry.
Myka presented a rough budget and proposed to submit it to the Finance
Committee in time for their next meeting on Oct. 31. An updated
version of this is located in our Google Group file section, "2008
Budget Proposal.xls." There are three main divisions for our budget.
The first is "Supplies." It is very likely that as we continue
cataloging and processing the collection that we will run out of call
number labels, label protectors, and plastic book covers. A
miscellaneous supply expense is anticipated, as we may need to
purchase a different kind of label or book repair supplies. Adding
funds for a replacement toner cartridge was discussed. This would cost
$100, and we are not certain if it will be necessary in the next
calendar year. Gambling that it will last another year, this was
removed from this year's budget to allow additional funds for the
collection. No technology expenses are anticipated as computer and
Internet are now working fine.
The second division is "Church and Synagogue Library Association." The
church is not currently an institutional member of this association.
Myka is an individual member, and all connection to CSLA will be lost
if/when she and her family moves away from Atlanta. Institutional
membership in CSLA will maintain that connection and also allow any
number of DHUMC library folks to join the local chapter of CSLA. This
is currently prohibited as Myka's individual membership only allows
her to join the local chapter. The institutional membership fee and
local chapter membership for 3 people is included in the budget.
The third division is "Collection." This is the actual money allotted
to spend on new materials for the library. These numbers are very low,
but we hope that they will be supplemented by fundraising plans for
2008. We plan to hold our annual used book sale again, and discussed
holding a book fair where we will bring in new books we would like
people to purchase and offer the opportunity to dedicate the book in
honor or memory of someone. It may be possible to do this with
children's books before Christmas.
The library fund has a current balance of $305.25, $25 of which is
reserved for a purchase in memory of Ginger Kaney. We are in desperate
need of a new book cart, which would be easier to push and offer us
the means for making portable library displays to bring out during
lunches, dinners, and other special occasions. A new book truck of
acceptable craftsmanship will cost approximately $282. We are also in
need of a set of The New Interpreter's Bible. This 12-volume plus
index commentary set is a standard in many churches and libraries. It
would be widely used by our pastors, interns, Sunday school teachers,
and other leaders. Cokesbury offers a 20% discount, although a 40-50%
discount may be possible if the set is purchased between Thanksgiving
and the end of the year, courtesy of AAR/SBL Conference attendees.
Other items needed currently and not included in the 2008 budget
proposal are new metal bookends to replace the decorative and non-
functional ones ($2.99/pair + tax), and a book tape dispenser to save
time when applying book covers ($8 + shipping).
Because the book truck and the New Interpreter's would become semi-
permanent fixtures in the library (in use for 40-50 years), Janie
suggested we approach the Memorials team for assistance with funding.
A nice plaque on the book truck and bookplates in each volume of New
Interpreter's would be a nice tribute to many of our congregation who
are no longer with us. Janie offered to speak with someone on
Memorials and find out more.
It was agreed that we would not use the remainder of our funds until
we at least receive word back from the Finance Team that the library
will be added to the general church budget. What remains in our
account could support us for another year or two, if spent frugally
(and not on a new book truck).
Myka
response to them.
Further comments on the budget proposal and minutes are more than
welcome and are encouraged. I plan to send the budget proposal to Doug
Wofford tomorrow (Monday) evening to allow time for receipt before the
Finance Committee meeting on Wednesday. Any suggestions for tweaking
the proposal should be sent within the next 24 hours or so.
I plan to tell Doug that this is not a final proposal and we are open
to negotiation. Therefore, don't feel like this is your only
opportunity to have your voice heard. I anticipate we'll go back and
forth on this a few times, but not having done this before I'm not
completely sure.
I've also uploaded our Collection Development Policy to the files
section of the Google Group. The collection goals and priorities are
included in that, which should be guiding our budget decisions as
well. I also plan to post it on the library website soon, making it
available to everyone in the church.
Thanks in advance for your help and input!
Myka
Dan Browning
From the perspective of the Lay Leader, I would strongly suggest that
you direct the request for funds for a book cart to the Trustees
rather than the Memorials Team. We are, in fact, discontinuing the
Memorials Team as of 2008, and thus allow the Trustees to administer
all such funding.
Dan
Myka Kennedy Stephens
I talked with Rick about it today and actually looked at the toner
cartridge. It is very heavy and looks full of toner (the case is
clear), so I think we're good to go for another year. We can make a
note to include funding for a replacement cartridge in next year's
budget.