SWAN Staffing and Budget Inquiries

Discusses various staffing and budgeting queries related to SWAN, including the roles of current and newly hired staff, budget revisions, LINC and MAGIC reserves, RAILS grant coverage, SWAN membership fees, and software control. Questions also touch upon the implications of new library members on FY19 budget, software customization, and resolution of transit issues.

• SWAN
• Staffing
• Budget
• Membership
• Software

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2. Feedback & Questions Background Costs Approval Process 2

3. 1. Discuss SWAN staffing what do current staff do, and what would newly hired staff do? Are newly hired staff needed only because of the LINC-MAGIC project, or would they be needed anyway? 2. Why wasn t this staffing budget revised when we voted upon the amended budget in September? 3. Tell us about the LINC and MAGIC reserves. 4. Tell us about the RAILS grant what is covered? 3

4. 5. When will the new libraries begin to pay SWAN membership fees? Who covers extra costs until they do? Could the RAILS grant be expanded to pick up other costs in the interim, such as staffing? 6. What is the grant application that is used by RAILS for libraries to join LLSAPS. What is paid for under the grant? 7. What are the true costs of joining SWAN SirsiDynix costs, staff costs? 8. Which of the LINC and MAGIC libraries have agreed to join us? 4

5. 9. In the timeline on page 1 you state SWAN provided membership pricing to LINC and MAGIC. Is this the same information that is in Appendix B of your white paper? 10. On page 6 of the white paper The combined group would rival the largest public library systems in the U.S. Why is that a good thing? SWAN s experience has been that our size has been detrimental to software working as it should. 5

6. 11. If the vote is nowhat would the FY19 budget look like without the new members? What would be the percentage and actual dollar amount assessed to existing members? 12. In regards to the new software what does SWAN have control over to fix/change and what is in the hands of SirsiDynix? 13. Can we set up software set up zones for delivery? 14. Do we have any idea of the number of unique titles? 6

7. 1. What is SWAN s role in resolving the current lost in transit issue? How is SWAN involved with this process? This issue needs resolution prior to migrating in new libraries. 2. How is SWAN involved in communication with delivery issues and others like it? When concerns are raised at Circ Advisory, how are they escalated? 7

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9. 1975 9 1977 13 1982 23 1975 1974 An idea forms CLSI 1989 1997 1989 DATA CLEANUP 1988 GEAC Libraries Migrate WWW website debuts 1990 Diane Wilhelm SWAN 1999 1998 2001 DATA CLEANUP 1999 III 75 -OPS, GHS, BFS OPAC Debuts 2003 Mark Zera Migrate to Innovative 2009 80 + BVS, THS, OPS 2005 77 BKS 2010 SWAN Incorporates 2004 2008 Dean Bryan Aaron Skog 2013 2015 SD 77 2013 SWAN Support Website Launched 2014 2011 ILS SEARCH System Merger - Morton College, Elmhurst & Orland leave Migrate to SirsiDynix 2017 ? 2016 DATA CLEANUP 2016 78 FPD, LSS join, SSC leaves 9

10. 10

11. Brookfield Bridgeview Thornton Oak Park 11

12. Franklin Park Public Library District Lansing Public Library 12

13. MAGIC Libraries LINC Libraries 13

14. Formed SWAN Futures Task Force (SWAN Board Committee) LINC & MAGIC also created Futures committees SWAN Approached the 1st Meeting with the following proposal Not an organization merger, not three groups coming to make a new org Individual libraries decision, not two groups deciding (LINC & MAGIC) Provide the SWAN membership fees (even if it hurts) Open to adding member libraries 14

15. Aug 2015 SWAN Futures Task Force meets Sept 2015 SWAN Quarterly Update Oct 2015 Meeting #1 with LINC, MAGIC, RAILS, SWAN at Theosophical Society Establish Common Goals & Agree to Continue Dec 2015 SWAN Quarterly Update Dec 2015 Meeting #2 with LINC, MAGIC, RAILS, SWAN at RAILS Learn more about SWAN & Agree to Continue Feb 2016 SWAN Futures Task Force meets Mar 2016 SWAN Quarterly Update Mar 2016 Meeting #3 with LINC, MAGIC, RAILS, SWAN at RAILS Membership fees, process discussed Jun 2016 SWAN Quarterly Update July 2016 Meeting #4 with LINC, MAGIC, RAILS, SWAN at RAILS Memorandum of Understanding, which led to an agreement Aug 2016 LINC, MAGIC, RAILS, SWAN Intergovernmental Agreement completed Sep 2016 SWAN Quarterly Update 15

16. YES Symphony ILS supports size Enterprise is a hosted/SaaS by SirsiDynix May 2016 COSUGI meeting between SWAN staff & SirsiDynix SWAN Server Hardware Upgrades Planned in FY17 & FY18 16

17. Intergovernmental Agreement Negotiated & Approved August 2016 LINC & MAGIC Agree to Dissolve RAILS Provides Opportunity for LLSAP Grants SWAN SWAN provides Membership Fee Quotes & Costs before Sept 1, 2016 Requests intent to Join SWAN by Formally Adopting Membership Agreement, Deadline December 31, 2016 SWAN Votes to Approve Libraries in January 2017 17

18. Batavia Public Library District Approved Oak Brook Public Library Approved Poplar Creek Public Library District Declined Bensenville Community Public Library District Approved Saint Charles Public Library District Bensenville Elementary School District #2 Approved Saint Patrick Catholic School Declined Bloomingdale Public Library Approved Sugar Grove Public Library District Approved Carol Stream Public Library Approved Geneva Public Library District Approved Theosophical Society in America Approved Town and Country Public Library District Approved Glen Ellyn Public Library Approved Itasca Community Library Approved Villa Park Public Library Approved Kaneville Public Library District Approved West Chicago Public Library District Approved Messenger Public Library of North Aurora Approved Wheaton Academy Declined National University of Health Sciences 17 yes, 3 no, 2 deciding Wood Dale Public Library District Approved 18

19. FY16, FY17, FY18 FY16, FY17, FY18 Lowered 13% across all libraries Frozen No updating metrics Deficit spending FY19 FY19 Discount would end Difficulty projecting RAILS LLSAP funding (changing) SWAN Membership Fees (revision under consideration) 19

20. Budget Scenario #1: Current 78 Libraries Budget Scenario #1: Current 78 Libraries Scenario #1 Average Increase for Existing 78 Libraries: 14% Facility No new libraries join Budget Scenario #2: Expanded 96 Libraries Budget Scenario #2: Expanded 96 Libraries Scenario #2 Average Increase for Existing 78 Libraries: 14% Facility Increased RAILS support 18 libraries join (based on most current list) 20

21. Our reserve policy is to maintain 4 months operating budget Our running balance is well above the policy Capital expenditures Server hardware replacement ILS migration Deficit budgets planned FY17, FY18 Resume Break-even Budgets in FY19 21

22. Grant purpose Covers one-time project expenses for libraries joining an LLSAP FY2015 was first year of grant Provided $806,000 in funding to 33 libraries so far Priorities Mergers, consolidations, or partial mergers of consortia is top priority Other priorities Nonautomated libraries that can sustain ongoing costs of LLSAP membership (application will require library board vetted 5 year plan for sustaining membership) Libraries with standalone integrated library systems joining an LLSAP Upgrades from union list to online participation (basic or full) Libraries leaving a non LLSAP consortium to join an LLSAP 22

23. Process Library works with consortium director to identify project expenses Completes and submits application posted on RAILS website RAILS internal review of applications and award decisions Award letters, grant agreement, reporting through project completion Eligible expenses major categories Vendor fees licensing, data migration One-time LLSAP fee for new members Retrospective conversion for nonautomated libraries Equipment needed to successfully go live staff and patron workstations dedicated to the ILS, local network equipment, barcode scanners, receipt printers 23

24. Quad Cities 8 (QC8) example Consortial consolidation - migration of 8 RiverShare libraries into PrairieCat Using as an example when thinking about process and precedent for the LINC MAGIC SWAN project Combination of a large group grant for shared costs and grants to individual libraries ($441,000 total) Group grant of $277,000 covered Innovative costs One library served as the fiscal agent and made payments to PrairieCat SWAN has already agreed to serve as the fiscal agent for this project Total of $164,000 awarded to individual libraries for PrairieCat joining fees, computer hardware, and funding to offset up to five years of increased annual costs Each library had different needs; awards ranged from $4000 to $82,000 Hardware needs were more significant than we expect with this project 24

25. SWAN Board Discussions on this Topic Proposed Fee $5,000 / Library Considered Joining Fee August 2016 Meeting Membership Approval Does the membership wish to set a Joining Fee? Consider the $5,000 per Library 25

26. Date Location Task September 1, 2016 RAILS 125 Tower Dr., Burr Ridge, IL 60527 SWAN provides 22 libraries in LINC & MAGIC information packet, including membership pricing. SWAN announces November 1 meeting & forthcoming white paper November 1, 2016 Tinley Park Public Library, 7851 Timber Drive, Tinley Park, IL 60477 SWAN Committee of the Whole meeting to discuss the white paper & process December 1, 2016 RAILS 125 Tower Dr., Burr Ridge, IL 60527 SWAN Quarterly meeting: Further white paper discussion & final decision on Joining Fee December 31, 2016 22 libraries Deadline for 22 libraries to complete SWAN Membership Agreement and submit to SWAN January 2, 2017 Online ballot opens SWAN online ballot opened for library director approval January 31, 2017 Online ballot closes Deadline for online ballot approval 26

27. Discuss SWAN staffing what do current staff do, and what would newly hired staff do? Are newly hired staff needed only because of the LINC-MAGIC project, or would they be needed anyway? SWAN is organized to meet the needs of the current 78 libraries. Services are provided in four departments with 20 staff. How the departments work and an introduction to the them will be covered in more detail at the December Quarterly. The orientation program for new directors includes an org chart and the dept overview (below). Administration (4 FT) IT Services (3 FT) Bibliographic Services (5.5 FTE) Member Services (7 FT) Budget & Membership Fees Governance & SWAN Board Special Projects Migration New Libraries Coordinating Pilot Projects PR , Marketing, Library Relations Network Support Server Support Backup of Data 3rd Party Integration RFID Self-checks SIP2 Connections SWANtech Support & Consulting Statistical Reports Training & in service days Bib database maintenance Upgrading brief pre-cat records to full OCLC MARC Synchronizing SWAN library holdings within OCLC Support & Consulting Statistical Reports Training & in service days Patron notification- overdues, bills, etc. Delinquent Patrons - collections Crediting & Debiting Libraries for RB & ILL 27

28. Why wasnt this staffing budget revised when we voted upon the amended budget in September? We need to allow the process to complete first. The libraries need to decide if they will join SWAN, and the SWAN membership must complete its decision on accepting this expansion. The Revised FY17 Budget only included additional operating costs for its facility. SWAN s FY18 budget will be approved at the March 2017 Quarterly meeting 28

29. Tell us about the LINC and MAGIC reserves. These organizations have reserves and policies surrounding them. Because SWAN approached this at the onset as individual libraries joining SWAN, whatever these reserves for LINC and MAGIC are up to those organizations to disperse to its member libraries when they complete their dissolution. Since this is not an organization merger, SWAN can set a Joining Fee per library as a contribution to its reserves. 29

30. Tell us about the RAILS grant what is covered? This is detailed earlier in the presentation by Anne Slaughter, RAILS Director of Technology. When will the new libraries begin to pay SWAN membership fees? Who covers extra costs until they do? Could the RAILS grant be expanded to pick up other costs in the interim, such as staffing? One-time project costs will be covered by the RAILS LLSAP Grant. It will cover services from SirsiDynix as designed by SWAN and the LINC and MAGIC directors to accomplish this task. This may entail specific needs, such as creating special reports, etc. The grant is not designed to support ongoing consortia operations. Membership fees will be paid in FY18 and FY19. 30

31. What is the grant application that is used by RAILS for libraries to join LLSAPS. What is paid for under the grant? The areas covered by the grant are detailed in this presentation. What are the true costs of joining SWAN SirsiDynix costs, staff costs? Project costs estimated are included in the SWAN Recommendations on Expanded Membership Budget & Costs Information document dated October 26, 2016 Which of the LINC and MAGIC libraries have agreed to join us? Of the 22 libraries considering SWAN, 3 have declined, 2 need to decide, and 17 have approved the SWAN membership agreement 31

32. In the timeline on page 1 you state SWAN provided membership pricing to LINC and MAGIC. Is this the same information that is in Appendix B of your white paper? Yes, the 22 libraries were provided membership pricing in a range to allow for variation in the final number joining and uncertainties around planning for two fiscal years out (FY19). On page 6 of the white paper The combined group would rival the largest public library systems in the U.S. Why is that a good thing? SWAN s experience has been that our size has been detrimental to software working as it should. Expansion from a software side has not been identified as an issue. Symphony has flexibility for growth and contemporary hardware has resolved many bottlenecks experienced in the past. 32

33. If the vote is nowhat would the FY19 budget look like without the new members? What would be the percentage and actual dollar amount assessed to existing members? This question is answered in the SWAN Recommendations on Expanded Membership Budget & Costs Information document dated October 26, 2016. Membership fees more or less revert back to levels in FY15 in either scenario of 78 or 96 libraries. 33

34. In regards to the new softwarewhat does SWAN have control over to fix/change and what is in the hands of SirsiDynix? Some of the details of what is in SirsiDynix hands versus SWAN s was included in the September Quarterly meeting. The SirsiDynix roadmap and SWAN project roadmap include future releases of Enterprise where desired features such as searching improvements and its mobile capabilities, including responsive design, were detailed. Aaron will continue to clarify these areas with membership at these meetings. 34

35. Can we set up software set up zones for delivery? Yes, the Symphony ILS can do this. However, the goal of RAILS delivery is to ease the burden of pre-sorting, so the resource sharing is randomized across the entire SWAN consortia. Do we have any idea of the number of unique titles? This sounds like an easy question, but it would require data analysis services from SirsiDynix to answer it accurately. The SWAN white paper highlights some of the unique qualities of the libraries pursuing SWAN membership. 35

36. Additional Questions? Aaron Skog, SWAN Executive Director 630-326-7022 aaron@swanlibraries.net Rich Wolff, Tinley Park Public Library 708-845-5718 rwolff@tplibrary.org Julie Milavec, Downers Grove Public Library 630-960-1200 x256 jmilavec@dglibrary.org Deadline November 11, 2016 for SWAN Board to review at the November 18, 2016 meeting 36