SCLS All Director’s Meeting March 21, 2013

1. SCLS All Director’s MeetingMarch 21, 2013 ILS & Technology Services & Budget

2. ILS ExpensesBudget 2013

3. ILS Third Party Maintenance & Support ($47,381, 4%) • Cover art, author notes, summaries, tables of contents, first chapters and Publisher Weekly reviews from Syndetics Solutions • Awards, Series, Patron reviews from Library Thing • Library Anywhere Mobile App • Support for RFID conversion kits and wands $ Some annual maintenance increases are expected

4. ILS Contracted Support ($65,000 6%) • Ongoing ILS support costs to PTFS LibLime for LibLimeKoha including cloud hosting, system maintenance and processing and full backup protection. $ There is a contractual annual increase $ Additional maintenance will be required for additional libraries using GetIt (bundles of 5) $ Additional maintenance for new libraries joining

5. ILS Contracted Development ($10,000, 1%) • Covers development management & support at LibLime. • The Carryover/Contingency fund will be used to fund additional development in 2013 and beyond. • The contingency fund stands at $594,371.79 at the start of 2013. • This contingency fund has no planned growth. • The ILS Committee approved spending up to $100,000 for development in 2013. $ In future years, we may need to budget for development

6. ILS Telephone Notice Charges ($9,472, 1%) • Lines and local/long distance charges for the tele-messaging system • Talking Tech maintenance for phone and text notices. $ May be some annual maintenance increases

7. ILS Authority Control ($16,000, 1%) • Vendor authority control (LTI) on LINKcat database • Authority control tools (Library of Congress) for cataloging staff • Annual subscription service (Serials Solutions) that provides MARC records for electronic journals. $ Rarely increases

8. ILS Cataloging Services ($515,984, 46%) • Madison Public Library for the provision of cataloging services to all ILS member libraries, including Madison. ($442,984) • provide full MARC records for each brief bibliographical record entered into the database by a SCLS ILS member as specified in "Materials that Receive MARC Cataloging" • provide bibliographic record database maintenance, including merging duplicates • edit and load records for electronic resources $ # of titles and COL increases affect fees

9. ILS Cataloging Services ($515,984, 46%) • OCLC cataloging subscription ($73,000) $ OCLC may impose an increase in fees (usually no more than 2%)

10. ILS Staff Salaries ($327,094, 29% & Benefits ($122,522, 14%) • Module support for ILS Member Libraries (see services doc) • Provide database maintenance and support (see services doc) • Provide the following miscellaneous support services for ILS Member Libraries: • Provide assistance with library closings and moves • Develop and run custom reports on demand, routine reports & provide various statistical data • Produce a biweekly purchase alert report • Provide reports and memo customized to the State Annual Report for Public Libraries • Assist with identification, investigation and selection of new ILS products • See also the Modules section of the services doc

11. Technology ExpensesBudget 2013

12. Tech Hardware Maintenance ($13,600, 1%) • This account covers the annual maintenance contracts for all the Cisco hardware including switches and routers. • The Cisco SmartNet maintenance subscription allows us to download and install the latest firmware updates, as well as access to Cisco technical support. $ May increase as we add network equipment.

13. Tech Central Server Hardware ($75,120, 8%) • This account includes over 150 network switches and routers located in each member library, the primary servers located at SCLS Headquarters (Windows, Web, E-mail, etc.) as well as the UPS power backup units located at SCLS HQ. • Each piece of equipment is slated for replacement on a 5-year cycle and the replacement costs are pro-rated over 5 years. $ The addition of network equipment for the Badgernet upgrades and a new server for Crystal Reports and e-commerce will require that the proration is recalculated. $ Not all hardware is replaced each year. Funds not expended in the current year are added to the Technology contingency account to use in later years. In 2012, this account was overspent, and contingency was used to offset the over-expenditure.

14. Tech Software Licenses ($72,100, 7%) • Includes various software licenses installed on SCLS supported PCs, both Patron and Staff. • This account also includes the central software licenses for servers. • Nearly all the expenses in this account are offset by the Technology Software Fee which is $65/PC annually. $ This account will increase as more PCs are added to the network, but increases will be covered by the Software Fee. $ Licenses are purchased in bundles, so funds not expended in the current year are added to the Technology contingency account to use in later years.

15. Tech Support Equipment & Services ($5,900, 1%) • This account covers the technicians’ cellular phones, the on-call pagers, the cabling provided by SCLS, miscellaneous expenses such as testing equipment, labelers, and minor software subscriptions necessary to support member libraries.

16. Broadband Lines and Services ($119,800, 12%) • This account covers the expenses associated with the BadgerNet TEACH lines, the SCLS WiscNet Membership Fees, and the MuFN membership fee. • This account increased significantly when compared to 2012 due to the increased cost of BadgerNet broadband lines and the addition of several new BadgerNet locations. $ Will increase when we add new locations (Arpin & Stevens Point) $MuFN for Madison Central will cost more at first, but eventually it may lower costs as we bring more MPL branches and other libraries on. $WiscNet for Stevens Point will provide more bandwidth at a lower cost than BadgerNet.

17. Tech Staff Salaries & Benefits ($702,542, 71%) This account covers the salaries and benefits for the following Technology Team members: • Technology Services Coordinator– @ 50% (TBD) • Computer Systems Integrator – 100% • System Administrator – 100% • Network Administrator – 100% • Technology Services Support Specialist – 75% • PC & Server Support Specialist – 100% • Help Desk Technician – 100% • Computer Technician I – 100% • Computer Technician II – 100% • System Support Specialist – 40% • Web Developer – 30% In 2014, position percentages may be adjusted due to the Technology Team reorganization

18. Technology Contingency • Planned savings for software licenses and hardware purchases. • Also used for unexpected expenses. • At the beginning of 2013, the contingency amount was at $408,364.66

19. Library Online • Support fee ($30.05/workstation) covers: • Annual costs to manage and maintain the Library Online servers housed at SCLS HQ (prorated on a 5 year replacement cycle) • Client software upgrades & software licenses • A portion of the System Support Specialist’s salary • Support fees to Active Net: • Print Management = $66.55 • Time management = $27.65 • Contingency stands at $11,864.25

20. Enterprise Wireless • Startup = @ $1000 per access point • Annual maintenance per access point = $200 The annual fee will be used to pay the support contracts on the wireless server components and to replace the wireless server components at SCLS when the time comes. • Libraries are responsible for replacing access points when necessary • Contingency stands at $16,481.79 • LSTA funds in 2013 will be used to offset startup fees for new libraries participating and the annual maintenance fees. $ Software license fees have increased ; may need to increase startup and/or maintenance.

21. Changes in # of Tech / ILS Staff • 2003 (last time a new position was created) • 364 staff PCs & 308 patron PCs • 50 agencies on Dynix (includes SCLS & MPL branches) • 2008 = 14 Automation + 2.25 SCLS (total 16.25) • 364 staff PCs & 308 patron PCs (does not include SCLS) • 53 agencies on Dynix (includes SCLS & MPL branches) • 2013 = 4.5 ILS + 9.75 Tech • 1,310 supported devices (does not include) • 54 agencies on Koha (soon to be 56)