2019 System Plan of Service and Estimated Budget

Southwest Kansas Library System 100 Military Avenue, Suite 210 Dodge City, Kansas 67801 620-225-1231

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Table of Contents

Introduction ...... Page 3

SWKLS County Map & Member List ...... Page 4-6

System Staff ...... Page 6

Vision & Mission Statement ...... Page 7

Description of Services and Programs ...... Page 8-11

Goals ...... Page 12-13

2019 Budget ...... Page 14-16

Contracting Fee Chart and Fee Formula ...... Page 17

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Southwest Kansas Library System The Southwest Kansas Library System/SWKLS offers services to multi-type libraries in 21 counties with the region. Within the service area, SWKLS levies a tax in seven counties and has contracts for service with libraries in thirteen non-taxing counties. Contracting libraries are eligible for all services except extended service grants. Eighteen public libraries are located in the seven taxing counties and seventeen public libraries contract for system services. Currently, only one county in the region has chosen not to receive system services. The SWKLS service area includes 22 Unified School Districts, three academic libraries, two special libraries, and one institutional library. SWKLS has one joint-use (K-12/public) in the region, which is both a school library and a county library branch. The SWKLS service area is rural with the largest city being close to 27,000 in population.

SWKLS is governed by a Full System Board and an Executive Board. The Full System Board meets twice a year and approves the budget, revision of bylaws, changes in services, and election of officers. The Executive Board meets in the intervening months to oversee operations.

The System provides a broad range of services as described in this plan. The greatest strength of the Southwest Kansas Library System is the membership of librarians who are dedicated to providing outstanding service to their communities and who are willing to embrace the changing profession.

This plan reflects two unique challenges. First, the System is unique among regional systems in the large number of participating counties that are not in the system taxing district but receive system services through contracts for service. That imbalance in funding sources has been a long standing challenge for the system. Second, the System is in a period of evaluation and transition due to significant staff turnover, including the lack of a permanent system director for almost a year. Significant revisions in system policies, services and grants have already been approved and further changes not in included in this plan are anticipated in 2019 following appointment of a new system director and development of a new strategic plan.

The System is implementing a number of changes to address fundamental issues of funding and access to service: • Effective in 2020, changes in system tax levy rates will be linked to proportionate changes in contracting library fee rates. • The public library accreditation program is now the entry point for eligibility for public library grants for both taxing and contracting libraries. • Technology grants and all small “express” grants have been eliminated and replaced with accreditation grants to encourage attainment of library service standards and improved budget planning and management. • The system is placing a renewed emphasis on basic library management training in response to the large number of new library directors in recent years. • Advocacy for increased library funding is emphasized to support stronger local and regional services. SWKLS 2019 System Plan ~ 3 ~

The Southwest Kansas Library System covers 21 counties. It includes:

7 Taxing Counties containing 18 Public Libraries

Clark County Meade County Ashland City Library Fowler Public Library Minneola City Library Meade Public Library Edwards County Plains Community Library Henry Laird Library, Belpre Ness County Kinsley Public Library Brownell Public Library Meadowlark Library, Lewis Ness City Public Library Ford County Ransom Public Library Bucklin Public Library Seward County Dodge City Public Library Kismet Public Library Spearville Township Library Liberal Memorial Library Hodgeman County Hanston City Library Jetmore Municipal Library

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13 Non-Taxing Counties containing 17 Contracting Public Libraries

Comanche County Kearney County Coldwater/Wilmore Regional Library Kearny County Library Protection Township Library Lane County Grant County Lane County Library Grant County Library Morton County Gray County Morton County Library Gray County Library Rolla Library: Joint School Library Cimarron City Library and County Library Branch Montezuma Township Library Scott County Greeley County Scott County Library Greeley County Library Stanton County Hamilton County Stanton County Library Hamilton County Library Stevens County Haskell County Stevens County Library Dudley Township Library Wichita County Haskell Township Library Wichita County Library

2 Non-Participating Public Libraries

Gray County Finney County Copeland Library Finney County Public Library

12 Participating Schools in Taxing Counties

USD #220 Ashland USD #459 Bucklin USD #443 Dodge City USD #225 Fowler USD #227 Hodgeman County USD #347 Kinsley/Offerle USD #483 Kismet/Plains USD #502 Lewis USD #480 Liberal USD #226 Meade USD #219 Minneola USD #303 Ness City USD #381 Spearville USD #106 Western Plains

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2 Academic Libraries

Dodge City Community College Seward County Community College

2 Special Libraries

Boot Hill Research Library Kansas Heritage Center

1 Institutional Library

Kansas Soldiers Home

System Staff

The SWKLS staff is comprised of eight employees (7.125 FTE) in the following positions:

System Director Business Manager (.75 FTE) Office Assistant (.375 FTE) General Consultant/Talking Books Consultant Interlibrary Loan/Reference Librarian Technology Consultant Technology Trainer Technology System Administrator

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Vision Statement

In order to provide excellence in library service to all residents in Southwest Kansas, SWKLS will anticipate the needs of its member libraries and the communities they serve and exceed expectations in delivering responsive, relevant services in a timely manner.

The system encourages and functions as a facilitator for collaboration among trustees, directors, and staffs in member libraries. The system promotes a plan of cooperation and support through the use of technology, enhanced education opportunities, pertinent programs, shared resources and professional expertise.

SWKLS will take full advantage of and assist member libraries in taking full advantage of new and appropriate technologies.

To ensure that system staff, staff of member libraries, and library trustees are knowledgeable in all areas of library and information management, SWKLS will deliver relevant continuing education activities in a variety of formats. The system will assist member libraries in providing services for the public, including the design and implementation of educational and technical services.

In order to secure adequate and stable funding for all libraries in Southwest Kansas, SWKLS staff, member librarians, and library trustees will strive to communicate the value of libraries to all segments of the population.

Mission Statement

The mission of the Southwest Kansas Library System is to provide equal availability of professional resources, knowledge, and service to all libraries in Southwest Kansas.

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Description of Services and Programs

Among the hallmarks of SWKLS system services in 2019 are very strong centralized support for technology infrastructure in member libraries, a transition in system grant programs to emphasize accomplishment of service standard and increased local capacity for budget and planning, and a renewed emphasis on training libraries in basic management and operational knowledge and skills. However, system services are subject to significant potential change following appointment of a system director and completion of a new strategic plan.

Consulting

Onsite and offsite consulting services are provided by the Southwest Kansas Library System‘s professional staff.

General Consulting includes: • Assistance with building and facility projects • Assessment and development of physical and on-line collections, including assistance with weeding • Assistance with fiscal management and budget preparation • Development of and assistance in implementing policy in the areas of personnel, collections, and operations • Development of Friends groups and volunteer programs • Development of foundations and assistance with grants and grant writing • Analysis of local community needs • Consultation in all areas of library services and programming • Effective trustee education • Professional resources • Assistance with E-Rate applications • Interpretation of Kansas law pertaining to libraries • Assessment of ADA compliance • Support for statewide library programming • Children’s programming materials including activity packets, story props, storytime-in-a-box and flannelboard stories • Coordinate and provide support for summer programming • Group purchasing arrangements made by the System.

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Automation and Technology Consulting includes: • Assistance in providing effective electronic access to information for patrons and staff • Provide technology review and assist with technology planning • Provide assistance with Web page development and maintenance • Assistance with specifications and bids for hardware and software • Assistance in achieving the System’s standards for technology in libraries and the SWKLS Library Development Accreditation Program • Implementation of local area networks and wide area networks • Diagnosis and resolution of hardware and software problems • Advocacy in establishing reliable and affordable local Internet access • Regular assessment of need for software and hardware upgrades • Referral of problems beyond the consultant's expertise • Training of library personnel on use of software installed • Consultation on installation and development of local Web servers • Development of services and programs via the World Wide Web based on local community needs • Research current and future technologies • Administer SWKLS listservs

Continuing Education and Training

Workshops and training are provided by the Southwest Kansas Library System encompassing all areas of library and information management. Programs, workshops, online sessions, and on-site visits are conducted by system personnel and visiting presenters throughout the year. Particular emphasis will be placed on basic skills training, including training for new library directors.

Resource Sharing

SWKLS administers the SWiftnet VERSO public library consortium catalog, subsidizes access to OCLC’s CatExpress records for participating member public libraries, and encourages resource sharing through the consortia catalog and the courier network.

Cataloging includes: • Access to OCLC’s CatExpress records, subsidized for participating member libraries according to their service level • Original cataloging of items not available through CatExpress and adding those individual library holdings to OCLC

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Interlibrary Loan includes: • OCLC requesting for items not available on KICNET

Reference includes: • Professional research using print, non-print and database sources • Internet reference and support

SWiftNet includes: • AutoGraphic’s VERSO Integrated Library Management system software, software support, and group pricing including reduced annual maintenance, enhanced content, SIP2/NCIP, federated searching, and faceted searching • Access to OCLC records via consortia catalog • VERSO Users Group Swiftnet libraries must participate in Resource Sharing and Consulting

Courier Subsidies include: • Assistance with annual base fee for libraries meeting SWKLS borrowing/loaning thresholds for three-day and five-day per week service and complying with monthly statistical reporting requirements

Talking Books Service

Talking Books is a reading service provided to visually and physically handicapped patrons of all ages by the Library of Congress and the National Library Service. People of all ages who, because of permanent or temporary visual or physical disabilities, cannot read conventional books are eligible for this service at no personal expense.

The State Library of Kansas operates the Kansas Regional Talking Books Library. The Southwest Kansas Library System is the Subregional Outreach Center for the Talking Book Service. The System Consultant provides information and outreach to local libraries, health care professionals and nursing home administrators across the region. Initial set-up visits and consulting visits to care facilities and individuals using the service can be arranged by calling local libraries or the system offices.

Grants are available to public libraries for presentations promoting the service. Librarians can request training from the system consultant.

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Accreditation Standards Program

The Accreditation Program is the basis for development of improved public library service. Accreditation encourages and recognizes attainment of the standards for public library service in the Southwest Kansas Library System. All public libraries are invited to participate in the accreditation program. The program is being strengthened is several ways in 2019. Accreditation is now a requirement for eligibility for all system grants to public libraries. In addition, the accreditation standards will receive a thorough review and revision during the course of 2019, and at regular intervals thereafter.

Extended Service Grants

The Extended Service Grants (formerly Library Development Grants) both encourage public libraries to achieve accreditation standards and returns a significant portion of system tax income to public libraries in counties that levy the System tax. The Extended Service Grants are associated with the Accreditation program. Standards for all levels are available at www.swkls.org/prog.htm. Because the funding levels of extended service grants have remained unchanged for a number of years, those grant amounts will increase by 3% in 2019 with additional increases anticipated on a periodic basis, linked with upgraded accreditation standards.

Accreditation Grants

Accreditation Grants are a new grant program that provides an equal base grant to all public libraries that meet accreditation standards, regardless of whether or not they receive extended service grants. The accreditation grants replace technology grants as well as the continuing education “express grants”, and allow libraries to make their own decisions about management and use of these grant funds. Accreditation grants will provide $650 to accredited public libraries in 2019.

Discretionary/Continuing Education Grants

SWKLS supports continuing education through Continuing Education Grants which are available to eligible member public libraries for attendance at regional, statewide, and national events. This grant program has been revised to provide funding for Major C.E. Grants, and reimbursement for representation of the library system by member libraries in statewide organizations. Continuing education grants will fully pay for participation by new library directors in the A.P.P.L.E. new directors training program. Continuing education mileage reimbursement express grants are no longer provided.

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Southwest Kansas Library System 2019 Goals

A new strategic planning process is anticipated following the appointment of a new system director. Consequently, it is likely that system goals may take some new directions in 2019 that will differ from the currently established goals.

Resource Sharing SWKLS will assist libraries to meet the needs of their patrons through resource sharing for all types of libraries at the regional, state, and national level • Maintain a leadership role in the development and utilization of the shared ILS software through training and support of enhanced ILS o Continue to be active on the national ILS listserv o Maintain VERSO Users Group at the regional level o Provide dedicated User Group functions at the regional level o Implement a new VERSO Mobile App through a group license with cost sharing by SWKLS and participating libraries. • Continue courier subsidies for multi-type libraries • Facilitate and support member-to-member bulk loaning

Continuing Education SWKLS will present and provide access to theory-based and practical educational experiences and opportunities for member libraries’ staff and trustees • Reemphasize basic skills training to reflect the large numbers of new library directors in SWKLS libraries. • Support participation in the A.P.P.L.E. training program for new library directors. • Utilize multiple methods of delivery including regularly scheduled person- to- person workshops, web-based software, sub-regional training, Directors’ Forums and onsite training • Continue to offer onsite trustee training with enhanced training materials • Use Directors’ Forums as a means to emphasize theoretical underpinnings of practical applications • Local History Emphasis o Conduct a local history inventory with member libraries o Determine areas of need- re training, storage, retrieval, preservation

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Technology and Connectivity SWKLS will provide consulting, training, and onsite or virtual technical support for member libraries so they can provide 21st century library service and delivery • Provide training on downloadable content and devices • Develop new technological solutions to facilitate and enhance library service • Monitor and assist with technology plans for participating member libraries • Continue to facilitate local and regional relationships with ISPs • Assist with digital aspects of local history training, storage, and retrieval

Reading Readiness SWKLS recognizes the importance of early literacy and the library’s role in early childhood education. SWKLS will strengthen that role through education, training, and advocacy • Emphasize children’s programming through continuing education and support of state-wide and national programs o Maintain support for Family Place Libraries regional sites o Promote Six by Six and Family Place concepts to member libraries o Encourage and support libraries’ role in local children’s services networks o Continue to seek partnerships with early childhood service organizations • Facilitate the public library’s role in early childhood education by promoting KS early childhood learning standards • Support state-wide efforts to offer online continuing education related to using early learning standards in library programming

Advocacy SWKLS will assist member librarians and trustees in advocating for library service at the local, regional and state-level • Encourage advocacy at the local, state, and national levels by providing targeted training, by promoting the Kansas Library Association’s Legislative Day and by supporting for advocacy campaigns including Libraries=Education o Develop a continuing education package related to Legislative Day to encourage member participation • Conduct a literature review of methods of civic engagement for youth in order to provide member librarians with a model to implement in their community • Provide models of facilitated discussion so librarians can be active contributors to their community and libraries will continue to be vital community centers o Continue to promote the World Café model of discussion o Present Cafes in communities as requested • Support state-wide efforts to engage USDs in regard to the value of school media personnel and the importance of K-12 bibliographic instruction

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BUDGET

2019 Estimated Income by Fund

General Employee Total Capital Fund Benefits Operating Improvement Fund Income Fund

Cash Balance Ja nuary 1 $215,758 $47,394 $263,152 $80,000 Ad Valorem Tax $483,210 $131,138 $614,348 Other Taxes $23,385 $6,085 $29,470 Contracting Library Fees $245,442 $0 $245,442 Interest Income $500 $0 $500 $50 State Aid $50,000 $0 $50,000 Talking Books/BPH $13,400 $0 $13,400 LSTA $1,000 $0 $1,000 Courier/EZ Library Fees $11,350 $0 $11,350 Miscellaneous Income $0 $0 $1,875

TOTALS $1,044,045 $184,617 $1,230,537 $80,050

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2019 Estimated Budget Expenditures 2017 2018 2019 Final Revised Estimated Salaries $385,843.00 $365,973.00 $387,180.00 Employee Benefits (Total) $145,318.00 $137,735.00 $184,617.00 Health Insurance $78,398.00 $78,499.00 $117,651.00 Employer Share Soc. Sec. $23,922.00 $21,202.00 $24,005.00 Employer Share Medicare $5,595.00 $4,959.00 $5,614.00 Employer Share KPERS $35,517.00 $31,233.00 $35,460.00 Unemployment Insurance $386.00 $342.00 $387.00 Workers Comp Insurance $1,500.00 $1,500.00 $1,500.00 Staff Development $7,200.00 $7,250.00 $7,250.00 Travel (Total) $32,600.00 $24,350.00 $24,850.00 Staff Travel $24,100.00 $16,350.00 $16,850.00 Board Travel $8,000.00 $8,000.00 $8,000.00 Telecommunications (Total) $5,555.00 $5,555.00 $5,555.00 Internet $2,080.00 $2,080.00 $2,080.00 Telephone $3,475.00 $3,475.00 $3,475.00 Licenses and software $17,095.00 $19,817.00 $19,817.00 Materials $18,764.00 $6,764.00 $6,764.00 OCLC Bibliographic Services $15,400.00 $16,150.00 $16,150.00 Postage $1,000.00 $1,200.00 $1,200.00 Insurance and Bonding $3,800.00 $4,700.00 $4,700.00 Supplies $3,850.00 $3,900.00 $3,900.00 Contractual Services (Total) $47,935.00 $71,335.00 $58,335.00 Financial Services $0.00 $10,800.00 $10,800.00 E-rate Solutions $6,400.00 $6,000.00 $6,000.00 Courier Service $41,535.00 $41,535.00 $41,535.00 Search Consultant $0.00 $13,000.00 $0.00 Grants (Total) $195,300.00 $194,800.00 $209,780.00 Extended Service Grants $163,800.00 $173,800.00 $179,580.00 Accreditation Grants $0.00 $0.00 $20,800.00 Discretionary/CE Grants $9,500.00 $9,000.00 $10,000.00 Technology Grants $22,000.00 $22,000.00 $0.00 LSTA Grant Programs $0.00 $0.00 $1,000.00 Advertising and Marketing $2,750.00 $2,750.00 $2,750.00 Audit $6,720.00 $7,050.00 $7,050.00 Budget and Legal Fees $2,000.00 $2,100.00 $2,100.00 SWKLS 2019 System Plan ~ 15 ~

Rent $27,144.00 $27,144.00 $27,144.00 Workshops & Training $6,500.00 $6,500.00 $6,500.00 Maintenance $2,453.00 $2,453.00 $2,453.00 Vehicle Operations $0.00 $2,000.00 $2,000.00 Capital Outlay $2,750.00 $20,750.00 $2,750.00 Contingency and $2,000.00 $19,843.00 $12,000.00 Miscellaneous Rotating Collections $38,900.00 $0.00 $0.00 Summer reading Program $2,200.00 $0.00 $0.00

SUBTOTAL EXPENDITURES $973,077.00 $942,119.00 $996,445.00

Miscellaneous Expenditures $83,817.00 Transfer to Capital $100.00 $100,000.00 $100,000.00 Non-appropriated Funds $0.00 $0.00 $50,000.00

2017 2018 2019 Budget Income Sources Actual Revised Draft

Cash Balance January 1 $403,050.00 $368,322.00 $263,152.00 General Fund 1.140 mills $426,712.00 $432,230.00 $483,210.00 Employee Benefit Fund .310 $117,456.00 $165,632.00 $131,138.00 mills Contracting Library Fees 10.0% $210,738.00 $226,581.00 $245,442.00 State Aid $53,011.23 $50,000.00 $50,000.00 Talking Books/BPH $14,043.00 $13,400.00 $13,400.00 LSTA $0.00 $0.00 $1,000.00 Interest - $326.87 $500.00 $500.00 Vehicle Sale $0.00 $10,000.00 $0.00 Courier & EZ Library fees $10,350.00 $11,350.00 $11,350.00 E-rate $0.00 $0.00 $1,875.00 Est. additional taxes $24,402.00 $26,310.00 $29,470.00 Other Income $270.00 Total $1,260,359.10 $1,304,325.00 $1,230,537.00

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2019 Contracting Fee Chart and Formula

Library General EB Levy Employee Local Tax 2018 Local Tax X Fund Levy Benefits Budget 10.0% Cimarron City $143,609 $19,818 $123,791 $12,379 Coldwater-Wilmore $73,153 $16,289 $73,153 $7,315 Dudley Township $104,981 $7,482 $97,499 $9,750 Grant County $454,910 $114,115 $454,910 $45,491 Gray County $29,045 $0 $29,045 $2,905 Greeley County $99,500 $9,100 $90,400 $9,040 Hamilton County $158,544 $30,604 $158,544 $15,854 Haskell Township $168,898 $14,636 $168,898 $16,890 Kearny County $282,001 $96,115 $185,886 $18,589 Lane County $72,008 $12,950 $59,058 $5,906 Montezuma Township $55,751 $2,279 $53,472 $5,347 Morton County $189,480 $61,784 $127,696 $12,770 Protection Township $30,486 $1,500 $28,986 $2,899 Scott County $219,925 $6,492 $213,433 $21,343 Stanton County $245,506 $58,201 $245,506 $24,551 Stevens County $284,218 $61,529 $284,218 $28,422 Wichita County $63,430 $3,500 $59,930 $5,993 $0 TOTALS $2,675,445 $295,374 $221,020 $2,454,425 $245,442

2019 contract fees are 10% of library tax income less employee benefits: $245,442

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