Cherrydale Branch Library

Serving North Arlington since 1922

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ARLINGTON COUNTY FISCAL AFFAIRS ADVISORY COMMISSION REPORT TO
THE COUNTY BOARD – FY 2010 PROPOSED BUDGET, APRIL 1, 2009

BUDGET AREAS: Libraries
FAAC REVIEWERS: Terron Sims, Mike Lieberman, Michael McMenamin, Susan Robinson
DATE OF FAAC ACTION: April 1, 2009

Summary of Recommendations to the County Board

The proposed FY 2010 Department of Libraries budget represents a reduction from
prior years’ budgets. In brief, Arlington Public Library's budget recommendations
include:

FAAC respectfully recommends to the County Board that it:

1. Accept the Department of Libraries budget recommendations including the
reduction of hours of operation at the Aurora Hills, Cherrydale and Glencarlyn
branch libraries. Consider changing the distribution of the hours if that will result in
the same total budget savings.

2. Direct staff to review and study the physical and economic viability of the low use
branch libraries.

3. Direct staff to investigate the possibility of additional collaboration with the
Schools and other public or private entities. Specifically consider [gap in text in original document]

FAAC thanks DMF and Department of Libraries staff for their assistance in this
review. We respectfully recommend that the Library director and Library leadership
team be commended for their strategic approach to the budget reductions required
by the current economic environment and for their proactive attempts to explain the
reductions to the community.

Department of Libraries FY2010 Reductions

FY 2010 libraries budget is decreased by $961,489 in net tax support through
service and administrative reductions. $434,637 was saved by reducing operating
hours in three branch libraries and re-purposing branch staff. The budget anticipates
a 35% reduction in temporary staff and seven full time positions. It is important to
note that the net reductions include the additional expenses associated with the
opening and staffing of the new Westover Library (which is twice as large as the
existing branch).

Total personnel savings and reallocation from the reduction of branch hours are:

Branch With
Reduced Hours
Permanent
Staff
Reasigned
(FTEs)
Permanent
Staff
Expense
Reallocation
Temporary
Staff
Reduction
(FTEs)
Temporary
Staff
Expense
Reduction
Non-Personnel
Expense
Reduction
Glencarlyn 1.50 $95,755 0.25 $9,537 $1,170
Aurora Hills 2.50 $166,252 0.30 $10,934 $2,070
Cherrydale* 2.00 $135,908 0.30 $11,481 $1,530
Total 6.00 $397,915 0.85 $31,952 $4,770
*Permanent Cherrydale library staff will be reassigned to the Westover Branch Library.

Library staff indicate that they developed their service reduction proposals based on analysis of several factors including:

Library staff chose to reduce hours at three neighborhood branches rather than
adopt a "share the pain" model and curtail hours at the busiest locations. This
decision was based on several factors. Circulation increased system-wide in 2009;
up 5.6% compared with the same period last year and visits to Arlington libraries
increased 7.6 %. At the same time, Glencarlyn, Cherrydale and Aurora Hills together
account for less than 12% of library circulation in this year and the past year and
have the lowest customer visits among full-service branches (Plaza, a unique
weekday-only operation, is excluded).

FY 2008
Actual Data
Glen-
carlyn
Cherry-
dale
Aurora
Hills
Columbia
Pike
Westover Shirling-
ton
Central Website
Circulation (check-outs) 70,288 133,308 149,563 211,086 227,595 255,585 1,269,501 703,304
Percent of System
Circulation
2.3% 4.4% 5.0% 7.0% 7.5% 8.5% 42.0% 23.3%
Annual Patron Visits 69,095 91,993 123,785 195,957 167,737 234,311 910,620 -
Percent of Total Patron Visits 3.9% 5.1% 6.9% 10.9% 9.3% 13.1% 50.8% -

Based on libraries per square mile and libraries per resident, Arlington provides the
highest level of service in the region.

Despite increases in circulation and library visits library service levels have been
affected by staff shortages throughout the library system due to vacancies, a hiring
freeze and position eliminations. These increases are exacerbated by the high
number of library buildings that must be staffed and operated. During fiscal year
2009 the number of temporary employees were reduced. (Temporary employees are
part-time (some nearly full time) employees many of whom have worked for the
department for many years.) The additional reduction of temporary employees in this
budget proposal significantly limits the ability to cover vacation leave, sick leave and
other staff shortages across the entire library system. This budget also provides for
the opening and staffing of the new Westover Library (almost twice as large as the
current one) within the context of a current service level budget.

Library staff also suggested that some increases in fees and fines could be
considered. Charges for printing, lost library cards, overdue materials and interlibrary
loan mailings were included and estimated to increase revenues by approximately
$134,651. This amount may not be realized however, since higher fines and fees
may change library customer behavior resulting in less revenue actually collected.

Public Response to the Libraries Proposed Budget

Library Director, Diane Kresh and members of the Library leadership team have held
seven community meetings to hear the concerns of citizens regarding the proposed
service reductions. Additionally, Ms. Kresh has posted and responded to dozens of
comments on her blog. There is no doubt that Arlingtonians (particularly those
whose branch libraries may see service reductions) are passionate about their
libraries. However, there has been little comment about the reduction in funds for the
“collections and materials” budget which has the potential to have considerable
impact on all library users since fewer books, periodicals and online resources will
be purchased and available for use. There has been little discussion of the physical
condition of the library branches in question or the efficacy of keeping all of the
branches open.

Each constituency believes that their library should not be affected by the cuts in
service. Each has arguments to support the “needs” and “wants” of their
communities. Library staff believe that over the long term reducing hours at
Cherrydale, Glencarlyn and Aurora Hills Branches will enable them to better serve
the community at locations where use is greatest, as well as achieve cost savings
throughout the system.

In a recently published “Fact Sheet” Ms. Kresh indicated that: “Each of the three
designated branches will be open three days (24 hours) per week, down from six
days (49 hours) per week. The Department of Libraries is looking at the best way to
accomplish these reductions, taking into consideration staffing needs and feedback
we are receiving from the community at town meetings and on our director’s blog.”
At the community meetings and County Board hearings community members have
also raised concerns about closing the Westover Library from July through October.
The October date is based on construction estimates for the opening of the new
library.

The closure has two purposes; to prepare for the move into the new facility and to
generate cost savings. Citizen’s primary concern appears to be the loss of summer
children’s programs at the Westover Library especially in addition to the reduced
hours at the Cherrydale branch library. Suggestions range from no closure to a
postponement of the closure until September.

The Library Director indicated in a response on her blog that “Closing the building
allows us to ensure a smooth transition to the new facility. By closing in July, we also
realize a one-time budget savings of $32,000 that would have been designated for
temporary staff.” In another post she responds, “Please know that the staff and I are
committed to ensuring that the children of Westover do not miss out on summer
reading programs and we are actively exploring arrangements with nearby facilities.”

Considerations and Recommendations

Given the analysis by library staff it seems clear that library service levels cannot be
maintained under current and projected economic conditions. The Library leadership
appears ready to take on the challenge of right-sizing the Arlington library system
from a facility-laden organization to one that can be sustained. We respectfully
recommend that the County Board support the Library Staff’s efforts.

It appears that the current budgetary conditions provide an opportunity to investigate
a variety of longer term alternatives that could assure the viability of Arlington’s
library system. These include looking at the capital needs of the libraries as well as
potential collaboration with Schools and other private and public institutions. For
example, Carlin Springs Elementary is Arlington’s model “community school”. It is
used as a base to support students and their families by addressing not only
academic needs, but also social, emotional, and health needs through linkages to
community partners. Most of the opportunities associated with the community
school model occur before and after school, and in the evenings. This site, located in
the same neighborhood as the Glencarlyn branch library, and already open and
operating in the evening to serve the community would seem an appropriate option
for augmenting the lost library operating hours (at least for children).

Although large sums are not generated by fee/fine increases they may be
alternatives to harsher reductions. Library staff could consider closing the Westover
branch library in mid-to late August when children’s programs are over. This would
provide staff with time to pack and move into the new library while not eliminating
the summer programs. The fees/fines could offset some of the projected $32,000 in
savings from the closure.

FAAC Recommendation #1 – FAAC recommends that the County Board
accept the County Manager’s budget proposal for the Department of Libraries to include the
reduction of 24 hours per week at Aurora Hills, Cherrydale and Glencarlyn branch
libraries.

Yes __10___ No __1___ Abstain ____1___

FAAC Recommendation #2 – FAAC recommends that the County Board accept
the County Manager’s budget proposal for the Department of Libraries and ensure
that the collections and materials budget is not further reduced.

Yes __11___ No __1__ Abstain ___0____

FAAC Recommendation #3 – FAAC recommends that the County Board direct
staff to impose an increase in fees and fines to generate additional revenue.

Yes __8___ No __0___ Abstain ___4____

FAAC Recommendation #4– FAAC recommends that should the County Board
direct staff to add back operating hours at the three branch libraries, the Board
provide additional funding to support the hours.

Yes __12___ No ___0__ Abstain ____0____

FAAC Recommendation #5 – FAAC recommends that the County Board direct
staff to further investigate and evaluate the physical plant of each of the branch
libraries to determine and report on the efficacy of continued operation and to
explore co-location of library facilities with public and/or private partners.

Yes __12___ No ___0___ Abstain ___0_____

FAAC Recommendation #6 – FAAC recommends that the County Board direct
staff to investigate further collaboration with the APS staff in relation to shared
resources (such as the evening use of computer labs).

Yes __12___ No __0____ Abstain ____0____

FAAC Recommendation #7 – FAAC recommends that the County Board direct
staff to investigate the possibility of the use of the library at Carlin Springs
Elementary School, a “Community School”, to replace lost hours of operation at the
Glencarlyn branch library.

Yes __12___ No __0____ Abstain ___0_____



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