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HomeMy WebLinkAboutpcl.budget.1980 P.i r f • • • • / /e) / , - /6/ • • • • • ...... ... .;:,�•,wa.r tv,'s�+"xai>•.>' •y�F;c.rf.A`.,:. ..., .:: -�' "'°• - 41>'sL.•i1;'ft V.i'4=K s'.�.':Ls:.. • • • • ...� .Y•�.'1,t `'r�',4�,y1,•I,tw.w,��f�5."w.!5E•^`°`? :. • • • '1' yti'F'4C4•i.!by.,crY,^.l�.i:. sZ;V�..y�...T. • -!.4. • • PITKIN COUNTY LIBRARY BUDGET PROPOSAL, 1980 8/27/79 NARRATIVE Among the responsibilities charged to the Library Board under 24-90-109 of the Colorado Revised Statutes are these: care for all library pro- perty, employ a librarian and other employees, as necessary, and purchase books, periodicals, maps, supplies, and materials for the library on the recommendation of the librarian. The following detail describes the reasoning behind the proposed expenditures calculated with these statutory charges considered. I. ASSET MAINTENANCE AND STANDARD OPERATIONS Funds expended to maintain the library building benefit the public in several ways. The library provides a place to use the library collection and a place for quiet study. A meeting room is available for use free of charge to any non-profit group. The music room, started by a private donation, is a great asset for a community of this size. Its use is continually increasing, with peak periods during the summer when the Music School is in session. The public restrooms and water fountain in the building are heavily trafficked. Besides these direct services to the public, the building provides work space for the staff and, of course, storage for the collection of materials. Maintenance of library equipment is necessary for the typewriters and calculators used by the staff, and for the book detection system used to protect library materials from theft. The majority of the expense of equipment maintenance, though, is to service equipment used by the public. Turntables, tape decks, and headphones used in the music room need to be maintained, as must the film and slide projectors and tape players which the public can borrow. Two typewriters are available in the library for public use. Microfilm readers and reader/printers are used to access the newspapers, documents, and periodicals which the library owns on microfilm. The maintenance for the Xerox machine is the most expensive contract held by the library. Revenues from public use of the machine more than compensate for its upkeep, however. About 31% of the library staff's time is spent either directly or in- directly in actions relating to the protection of the library's collec- tion. Residents are registered as card holders, and a file of their addresses is maintained. Tourists and short-term residents are allowed to borrow materials through a deposit system. Overdue notices and billings are sent out when materials are not returned. Materials are identified as property of the library to deter loss. Magazine subscriptions are checked to make certain that the library receives all of the issues to which it has subscribed. Manning of the main circulation desk and the music room desk consume many staff hours. These hours, too, contribute to the protection of the collection, but many other functions are performed during this time, such as checking materials in and out and registering new patrons. The most important function is helping users find information. 2 The library is open 66 hours a week; from loam to 9pm Mondays through Thursdays, from loam to 6pm on Fridays and Saturdays, and from 12 noon to 6pm on Sundays. The music room is open the same hours during the summer, but it is closed on the weekends during the remainder of the year. Thus, at least 118 man hours are spent each week keeping the library open. The Interim Standards for Small Public Libraries (Public Library Assoc. : American Library Assoc. Chicago: ALA, 1962. p. 15) recommends that a library serving a population of 12,000 to 24,000 residents be open a minimum of 45 to 60 hours per week. The Pitkin County Library exceeds that standard by 6 hours in order to provide greater access to the col- lection. Staffing for these 6 hours over the minimum (set 17 years ago) will cost $1,400 in 1980. An additional 16% of the total staff time is spent in direct service to library users who need help in finding information. Reference ques- tions are answered either over the phone or in person. Interlibrary loan requests are prepared for people needing information not available in the library's collection, and interlibrary loan requests from other libraries are filled. The staff places reserves on materials in cir- culation for people wishing to use them. The staff also provides service to the blind and physically handicapped through the Talking Books program administered by the Library of Congress. Approximately 24% of the staff's time is spent in organizing the collec- tion. Materials are classified by their subject matter and cards for them are prepared and filed in the catalog. Materials are reshelved after use and the shelves are checked often to make sure they are in order. The collection must also be inventoried to check for missing materials. Selection of materials accounts for 9% of the staff time. Reviews are read and selections made to mainain a current, well-rounded collec- tion for all age levels. Gift materials are analyzed and decisions are made to either add them or place them in the biannual book sale. Sections of the collection are checked each year for outdated materials. These are withdrawn in order to maintain a timely and accurate collection. About 10% of the time is devoted to administrative duties such as keeping use statistics and preparing reports and correspondence. Eight people are employed full-time by the library. (Wages for the equivalent of one of these employees are included in the section of this document on special programs.) The average length of employment at the library for these 8 people is almost 5 years, and the average educational level is a little over 4 years of college. Two of the em- ployees are professional librarians. Because of the nature of library work, and the stability and quality of the staff, continuing their training in the field is felt to be a good investment. Three percent of the staff's time is spent in continuing education. A staff meeting is held each week and staff members have attended regional, state, and national conferences. Meetings of the 3 Three Rivers Library System, to which this library belongs, are parti- cularly important in coordinating interlibrary loan and other cooperative activities. Summary of Allocation of Staff Time 31% Circulation desk & pro- 10% Administration tection of materials 3% Staff education 16% Reference 7'/, Programming 24% Organization of materials 9% Material selection Additional money included in the standard operations of the library is for office supplies, most of which are used in buying products used in processing library materials; for advertising job vacancies and pub- lic notices; for postage and rental of a postage meter for interlibrary loan transactions, overdue notices, and mailing borrowers' cards; and for telephone use. II. COLLECTION ACQUISITION The collection of materials owned by a library is that library's lifeblood. Through interlibrary loan, a library can offer access to more materials and information than any single community could ever afford, but often a library user cannot afford the time needed to transmit a request and wait for a reply. People who come to a library seeking information generally want the information now--not a week or ten days from now. It is reasonable to assume that the greater the amount of money which can be budgeted for materials, the greater the odds are that a library will be able to satisfy the needs of its public. In their book, Practical Administration of Public Libraries (N.Y. : Harper & Row, 1962. p.463), Joseph Wheeler and Herbert Goldhor decry the crumbling of materials budgets under the pressure of rising operating costs and advise that the budgeting for materials be maintained at 20% of the library's total budget. It is the opinion of both the Pitkin County Library's Board of Trustees and its administration that the materials budget needs to be substantially increased for 1980. This belief is based on several factors. First, a look at the year-to- date expenditures column for the materials budget this year tells much of the story. As happened last year, the materials budget has been con- sumed long before the end of the year, causing a backlog of orders which will have to be bought from next year's budget. Second, the members of this community are highly educated. They make greater use of the library and have higher expectations for the collection a library should provide. Their informational needs are more varied than the users one would expect to find in the average county of this size. Finally, inflation must also be considered. For example, the prices of U.S. periodicals increased 13.5% in 1972; 22.5% in 1973; 9.3% in 1974; 12.6% in 1975; 12.9% in 1976; and 9.2% in 1977. 1 The list price for record 1The Bowker Annual of Library & Book Trade Information, 1978. 23rd ed. N.Y. : R.R. Bowker, 1978. p.317. 1 4 albums has been steadily increasing at the rate of $1.00 a year for the past several years. Today, hardcover novels priced at $9.00 seem like bargains when compared to the many selling for $11.00 or more. In order to cope with inflation, solve the problem of backlogged orders, and better perform the function for which it was established--to serve the public by providing information--the library's materials budget needs the increase which is proposed. The following table shows how relatively low the book acquistion program has been historically and the steps that have been take to achieve a better balance: Percent of Budgets Spent for Books, Periodical, & Non-Print 1970 20% 1976 11% 1971 10% 1977 12% 1972 11% 1978 13% 1973 12% 1979 17% 1974 14% Proposed 1980 21% 1975 8% III. CAPITAL ADDITIONS AND REPLACEMENTS One of the library's three tape decks needs replacement. The library music room serves as an archival depository for the reel-to-reel tapes of the Summer Music Festival. Purchase of an electric typewriter for public use to replace a manual which was donated several years ago is also suggested. A good second- hand model will suffice. Other needed equipment includes an overhead projector for use by speakers in the meeting room, three additional shelving units for the children's room, and an addition to the present microfilm cabinet for more storage space. IV. ADDITIONAL PROGRAMS A. Programming--Adult & Children About 7% of the library staff time is spent in planning and/or presenting educational programs for children and adults. These include tours of the library, visits to schools to teach library skills, lecture series, film programs, and displays and art exhibits. Time is spent in writing news releases to publicize these events, and specialized subject bib- liographies are often compiled to tie in with the topics at hand. The librarians work with teachers in order to have materials on hand when they are needed for class research projects. They also work with people in charge of special libraries in the area to help them in learning to catalog books. The summer reading programs and story hours provided for children are two of the most traditional and anticipated services of this kind pro- vided by libraries. Their goal is to encourage children to read and to use the library. 5 Money budgeted under "Other Materials and Supplies" is requested to enable the library to buy supplies for craft programs for children, and for refreshments for special events usch as the summer reading program party. B. Microfilm The library purchases several magazine and newspaper titles on micro- film. Benefits derived from this expenditure are the preservation of materials (such as the Aspen Times) through a decrease in vandalism and deterioration, and a decrease in storage space needed. This second point is of major importance in the Pitkin County Library. Purchase of microfilm allows the library to keep more back issues of periodi- cals for research than it would otherwise have space to hold. C. Temporary Help Use of the library increases markedly during the summer months. In order to provide prompt and helpful service to the public an additional staff member working 16 hours per week for approximately 16 weeks is necessary. D. Public Relations Line items for this category cover expenses incurred in printing bib- liographies and informative brochures. Also included is money to pur- chase T-shirts bearing the library's name for children who successfully complete the summer reading program. Library events are sometimes advertised. Usually, though, the staff relies on news releases to publicize activities, rather than paid ads. E. Carpeting This money will only be spent if a grant is received from the City of Aspen enabling the library to purchase carpeting. Carpeting on the stairways of the library is wearing quite thin and should be replaced. F. Visual Arts Center Collection With the opening of the Aspen Visual Arts Center this summer, the first "branch library" of Pitkin County was established. The library purchased materials on art to be housed at the Center, but owned by the library. In turn, the Center purchased the shelving and other equipment necessary for the collection from its own funds and will provide personnel to staff the facility. Slides and periodical subscriptions were also bought from the Center's resources. One thousand dollars is requested to continue the growth of this specialized subject collection. G. Grass Roots Archival Tape Collection One thousand dollars is also being requested to carry on a project be- gun this year with a State grant to preserve some of the productions of the Grass Roots Station. The station has had to erase many of its shows in the past in order to reuse the video cassettes on which they were recorded. Viewing these programs as a unique part of the area's 6. local history, the library trades new tapes for recorded tapes. They are being cataloged and made available for in-house use. This money should be supplimented by some of the funds raised in the station's annual tele- thon. H. Snowmass Library Station The County Librarian and the Board of Trustees have been closely monitor- ing Snowmass as a possible site for a future branch library. As a pre- sent provisionary step, a budget line is proposed for three units of shelving and a small catalog to begin this service. Staffed by trained volunteers, the station will be stocked mainly with gift books and books on rotating collection from the main library in Aspen, although $1000 is budgeted to buy materials in heavy demand or of lasting value. Using a telephone to transmit requests for materials into Aspen and using the bus service to transport materials back and forth, a more localized form of service could be provided to the Snowmass residents at a very minimal cost. Capital Reserve Much thought over the past few years has gone into the question of library expansion or readjustment of the present space to create more useable area. No conclusion has been reached as yet, but it is evident that there is a shortage of staff work area, of storage area, and, on rainy days, of seating space for the public. Most serious, only the main floor is accessible to handicapped people. One point that is evident is that money will be needed before any changes can be made. Because of this $6,000 has been budgeted to add to the library's fund balance in 1980. Several years ago, with the concurrence of the Board of Commissioners, a precedence was established for building a capital reserve against future expansion. This reserve, averaging about $6,000 a year will total $24,974. An additional $6,000 is proposed for 1980. PITKIN COUNTY LIBRARY BUDGET PROPOSAL, 1980 8/27/79 STATISTICAL REVENUES BASIS OF THE LIBRARY BUDGET - 1980 Pitkin County Taxes Estimated valuation of Pitkin $147,065,850.00 County for 1980 Less portion of RE 1 J School District 9,065,433.00 of Pitkin County used for Basalt Library District (Based on 6. 1642% of total) Assessed valuation of Pitkin County used 138,000,417.00 for computation of library Amount available for the library budget 207,000.00 (1.5 mills times assessed valuation) Less treasurer's fees for collection at 5% 10,350.00 Anticipated net amount from Pitkin County Taxes $196,650.00 Additional Income Additional Taxation Revenues 9,628.00 (Motor Vehicle Specific Ownership Tax) (Based on 4% predicted increase) Special Income: City of Aspen 2,500.00 Income from Library Activities: Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 Total Additional Income 23,278.00 TOTAL $219,928.00 2 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7mo) Actual Total Budget REVENUES Library Tax (1.5 mills) less Treasurer's Fees (5%) $196,650.00 Motor Vehicle Specific Ownership Tax 9,628.00 Grant from City of Aspen 2,500.00 Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 TOTAL $219,928.00 EXPENDITURES 1 Utilities 9,312.19 10, 174.00 5,438.44 10,274.00 12,800.00 2 Building & Grounds Main. 2,726.91 1,275.00 392.33 1,200.00 2,000.00 3 Building & Grounds Mat. 3,302. 19 700.00 410.86 3,200.00 3,000.00 4 Janitorial/Cleaning 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 5 Custodial Supplies 161.02 200.00 130.57 250.00 400.00 6 Insurance .00 .00 1,012.00 1,012.00 1,200.00 7 Office Equip. Main. 1,485.73 3,257.00 2,738.18 3,227.00 3,760.00 8 Wages 97,500.06 114,050.00 56,714.14 109,200.00 116,283.00 9 Education 2, 130.30 1,998.00 820.48 1,720.00 3,300.00 10 Office Supplies 3,910.42 5,600.00 2,348.87 5,600.00 6,450.00 11 Media Advertising 281.73 500.00 597.25 627.30 650.00 12 Printing 1,326.60 850.00 824.45 1,097.70 700.00 13 Postage 1,349.45 1,250.00 606.00 1,220.00 1,500.00 14 Telephone 1,567.50 1,635.00 950.21 1,680.00 1,800.00 15 Rental Services 6,077.52 971.00 599.47 932.90 555.00 16 Treas' Clearing Fees 137.70 217.00 87.75 217.00 230.00 17 Collection Acquisition 22,670.32 30,944.00 31,281.06 34,055.25 47,250.00 18 Equip. & Furniture 7,541.83 7,873.00 2,852.50 7,675.85 5,050.00 19 Other Mtrls. & Supplies 864. 10 75.00 124.47 180.00 400.00 20 Professional Services 5,694.96 6,630.00 1,250.00 6,780.00 .00 21 Capital Reserve Fund 6,290.74 5,000.00 .00 5,000.00 6,000.00 TOTAL 177,606.27 198,419.00 113,988.38 200,369.00 219,928.00 CAPITAL RESERVE FUND Carryover from Previous Years $13,478.26 1978 6,290.74 1979 5,000.00 1980 6,000.00 TOTAL (Proposed) $30,769.00 3 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget Revenues from Taxes Library tax (1.5 mills) 207,000.00 Less Treasurer's Collection Fees (5%) -10,350.00 Total $196,650.00 Motor Vehicle Specific Ownership Tax $9,628.00 I. ASSET MAINTENANCE & STANDARD OPERATIONS Revenues from Library Activities Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 Total $11,150.00 Expenditures A. Physical Plant Maintenance la 1. UTILITIES lb Water 242.25 200.00 108.75 200.00 400.00 lc Gas 3,426.78 4, 120.00 2,049.67 4,120.00 4,200.00 ld Sanitation 156.00 170.00 178.50 200.00 200.00 le Electricity 5,358. 16 5,454.00 2,865. 12 5,454.00 7,700.00 if Trash Removal 129.00 230.00 236.40 300.00 300.00 1 Total 9,312.19 10,174.00 5,438.44 10,274.00 12,800.00 2. BUILDING & GROUNDS MAINTENANCE 2a Heat. Maint. 505.60 360.00 10.00 370.00 500.00 2b Grounds Maint. 11.16 140.00 .00 100.00 225.00 2c Snow Removal 2.48 250.00 .00 125.00 500.00 2d Plumb. Maint. 367.19 125.00 82.00 125.00 175.00 2e Elect. Maint. 276. 16 250.00 285.33 300.00 350.00 2f Building Maint. 1,534.32 150.00 .00 150.00 150.00 2g Other Equip. Maint. 30.00 .00 15.00 30.00 100.00 2 Total 2,726.91 1,275.00 392.33 1,200.00 2,000.00 3. BUILDING & GROUNDS MATERIALS 3a Hardware & Elec. 802. 19 700.00 410.86 700.00 500.00 4. JANITORIAL/CLEANING 4a Cleaning Contr. 3,275.00 3,360.00 3,360.00 3,360.00 5,400.00 4b Other Cleaning .00 1,860.00 1,449.35 1,860.00 1,200.00 4 Total 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 5 5. CUSTODIAL SUPPLIES 161.02 200.00 130.57 250.00 400.00 6 6. INSURANCE .00 .00 1,012.00 1,012.00 1,200.00 Physical Plant Maintenance TOTAL 16,277.31 17,569.00 12,193.55 18,656.00 23,500.00 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget B. OFFICE EQUIPMENT MAINTENANCE 7a Audio-visual 317.50 400.00 181.35 400.00 500.00 7b Typewriters 180.74 362.00 315.33 362.00 465.00 7c Microfilm Readers 275.25 265.00 245.00 245.00 270.00 7d Xerox .00 1,450.00 1,460.00 1,460.00 1,700.00 7e Detection System 285.00 480.00 460.00 460.00 525.00 7f Other Equipment 426.24 300.00 76.50 300.00 300.00 7 Total 1,485.73 3,257.00 2,738.18 3,227.00 3,760.00 C. EQUIPMENT PURCHASE AGREEMENTS 18a Xerox .00 2,596.00 .00 2,596.00 1,650.00 18b Book Check-out System .00 291.00 .00 291.00 300.00 Total .00 2,887.00 .00 2,887.00 1,950.00 D. STAFFING 1. WAGES 8a Dept. Head 17,606.66 15,504.00 4,971.50 12,700.00 19,118.00 8b Permanent Staff 63,664.60 77,520.40 38,085.70 73, 100.00 74,852.00 8c Part-Time Staff 3,280. 12 .00 4,278.13 7,800.00 8,440.00 8d Overtime 815.73 .00 336.13 500.00 538.00 Total 85,367. 11 93,024.40 47,671.46 94,100.00 102,948.00 2. STAFF EDUCATION 9a Education 125.00 125.00 54.00 125.00 250.00 9b Dues & Memberships 274.00 295.00 257.00 295.00 300.00 9c Travel, Meals, Lodging 1,731.30 1,578.00 509.48 1,300.00 2,750.00 9 Total 2, 130.30 1,998.00 820.48 1,720.00 3,300.00 STAFFING TOTAL $87,497.41 $95,022.40 $48,491.94 $95,820.00 $106,248.00 10 E. OFFICE SUPPLIES 3,910.42 5,600.00 2,348.87 5,600.00 6,450.00 lla F. ADVERTISING 219.70 100.00 169.95 200.00 250.00 13 G. POSTAGE 1,349.45 1,250.00 606.00 1,220.00 1,500.00 14 H. TELEPHONE 1,567.50 1,635.00 950.21 1,680.00 1,800.00 I. RENTAL SERVICES 15a Postage Meter 94.28 145.00 126.90 126.90 155.00 15b Book Checkout Equip. 182.85 .00 56.25 80.00 .00 15c Book Rental 1,897.33 426.00 303.32 426.00 .00 15d Other Equip. Rental 3,716.06 .00 .00 .00 .00 Total 5,890.52 571.00 486.47 632.90 155.00 16 J. TREAS' CLEARING FEES 137.70 217.00 87.75 217.00 230.00 ASSET MAINTENANCE & STANDARD OPERATIONS TOTAL $118,335.74 $128, 108.40 $68,072.92 $130,139.90 $145,843.00 5 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget II. COLLECTION ACQUISITION 17a A. BOOKS 17,926.46 19,394.00 19,003.58 20,305.25 30,800.00 17b B. PERIODICALS 3,611.33 3,500.00 3,630.03 3,700.00 5,000.00 17c C. REFERENCE .00 3,000.00 2,964.56 3,000.00 4,500.00 17d D. NON-PRINT 730.46 1,050.00 1,218. 17 1,300.00 1,700.00 COLLECTION ACQUISITION TOTAL $22,268.25 $26,944.00 $26,816.34 $28,305.25 $42,000.00 III. CAPITAL ADDITIONS & REPLACEMENTS 18c A. TAPE DECK 500.00 18d B. OVERHEAD PROJECTOR 250.00 18e C. SHELVING 600.00 18f D. MICROFILM CABINET 700.00 18g E. TYPEWRITER 400.00 CAPITAL ADDITIONS & REPLACEMENTS TOTAL $7,541.83 $4,286.00 $2,214.50 $4, 150.85 $2,450.00 IV. ADDITIONAL PROGRAMS A. PROGRAMMING - ADULT & CHILDREN 8e Staff 10,364.00 12,619.60 6,200.00 11,900.00 12, 185.00 15e Film Rental 187.00 400.00 113.00 300.00 400.00 19 Other Materials & Suppl. 864. 10 75.00 124.47 180.00 400.00 Total 11,415. 10 13,094.60 6,437.37 12,380.00 12,985.00 17e B. MICROFILM 402.07 1,500.00 2,464.72 2,500.00 2,250.00 8f C. TEMPORARY HELP 1,768.95 8,406.00 2,842.68 3,200.00 1,150.00 D. PUBLIC RELATIONS llb Advertising 62.03 400.00 427.30 427.30 400.00 12 Printing 1,326.60 850.00 824.45 847.70 700.00 Total 1,388.63 1,250.00 1,251.75 1,275.00 1,100.00 E. BUILDING IMPORVEMENTS (Contingent upon receipt of City Grant) REVENUES (City Grants) 2,500.00 2,500.00 2,500.00 2,500.00 2,500.00 3b _-Carpeting 2,500.00 .00 .00 .00 2,500.00 Insulation .00 .00 .00 2,500.00 .00 Total 2,500.00 .00 .00 2,500.00 2,500.00 Net Cost to County .00 .00 .00 .00 .00 F. VISUAL ARTS CENTER COLLECTION 17f Books .00 2,000.00 2,000.00 2,000.00 1,000.00 WICHE Intern .00 1,000.00 1, 150.00 1, 150.00 .00 Total .00 3,000.00 3, 150.00 3, 150.00 1,000.00 6 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget G. GRASS ROOTS ARCHIVAL TAPE COLLECTION REVENUES (State Grant) .00 .00 1,950.00 1,950.00 .00 17g Video-cassette Tapes .00 500.00 .00 1,250.00 1,000.00 Printing Brochures .00 .00 .00 250.00 .00 Video Moniter .00 700.00 638.00 638.00 .00 Total .00 1,200.00 638.00 2,138.00 1,000.00 Net Cost to County .00 .00 .00 188.00 1,000.00 H. SNOWMASS LIBRARY STATION 17h Books .00 .00 .00 .00 1,000.00 18h Shelving Units .00 .00 .00 .00 600.00 18i Catalog .00 .00 .00 .00 50.00 Total .00 .00 .00 .00 1,650.00 20 I. PROFESSIONAL SERVICES 5,694.96 5,630.00 100.00 5,630.00 .00 ADDITIONAL PROGRAMS TOTAL $23,169.71 $34,080.60 $16,884.62 $32,773.00 $23,635.00 TOTAL EXPENDITURES $171,315.53 $193,419.00 $113,988.38 $195,369.00 $213.928.00 21 CAPITAL RESERVE (carryover 19,769.00) 5,000.00 .00 5,000.00 6,000.00 TOTAL $198,419.00 $113,988.38 $200,369.00 $219,928.00 • $ Net 'itkin County Library Collection Acquisition e collection of materials owned by a library is that library's lifeblood. Through interlibrary loan, a library can offer access to more materials and information than any single community could ever afford, but often a library user cannot afford the time needed to transmit a request and wait for a reply. People who come .to a library seeking information generally want the information now--not a week or ten days from . now. It is reasonable'to assume that the greater the amount of money which can be budgeted for materials, the greater the odds are that a library will be able to satisfy the needs of its public. In their book, Practical Administration of Public Libraries (N.Y. : Harper & Row, 1962. f p. 463) , Joseph Wheeler and Herbert Goldhor decry the crumbling of materials budgets under the pressure of rising operating costs and advise that the budgeting for materials be maintained at 20% of the library's total budget. It is the opinion of both the Pitkin County Library's Board of Trustees and its administration that the materials budget needs to be substantially increased for 1980. . This belief is based on several factors. First, a look at the year-to-date expenditures column for the materials budget this year tells much of the story. As happened last f year, the materials budget has been consumed long before the end of the year, causing a backlog of orders which will have to be bought from next year's budget. Second, the members• of this community are highly educated . They make greater use of the library and have higher expectations for the collection a library should provide. Their informational needs are more varied than the users one would expect to find in the (*rage verage county of this size. Finally, inflation must also be considered. • For ample, the prices of U.S. periodicals increased 13.5% in 1972; 22.5% in 1973; -9.3% in 1974; 12.6% in 1975;12.9% in 1976; and 9.2% in 1977 . The list price for record .albums has been steadily increasing at the rate of $1 .00 a year for the past several years. Today, hardcover novels priced at $9.00 seem like bargains when compared to the many selling for $11 .00 or more. In order to cope with inflation, solve the problem of backlogged orders, and better perform the function for which it was established--to serve the public by providing .information--the library's materials budget needs the increase which is proposed. The following table shows how relatively low the book acquisition program has been historically and the steps that have been taken to achieve a better balance: Percent of Budgets Spent for Books, Periodicals, and Non-Print 1970 20% 1971 10% 1972 11% . 1973 12% 1974 14% 1975 8% • 1976 11% . 1977 12% 1978 13% ( . ,• 1979 17% 411Proposed 1980 21% • Net Pitkin County Libiqry - .educational prurams Library tours School visits to teach library skills Lecture series Film programs Displays Art exhibits Instruct in cateoging to area special libraries • Children's summer reading programs Children's story hour 11, • • • • $• Net Pitkin County,Library - extended pperations .ummer usage additional staffing - . 16 hrs/week - 16 weeks 1 ,150.00 Magazine and newspaper microfilm purchase • 2,250.00. • preservation of non-durable and relevant materials (Aspen Times, etc. ) through decrease in vandalism'and deterioration. decrease in storage space needed resulting • in greater back issue collection. Bibliography and informative brochures 1 ,100.00 . Grassroots archival tape collection 1 ,000.00 continuation of a state grant begun program to preserve sele'ted productions. The station , • has had to erase many past shows to reuse video cassettes. Viewing these programs as a unique part of the area's local history the library trades new tapes for recorded tapes. Visual Arts Center Collection 1 ,000.00 to add to materials purchased in 1979 by grant -11Punding, housed at the Center and owned by the Library. Snowmass Library Station 1 ,650.00 to purchase heavy demand on lasting value . • materials to add to donated and rotating i volumes administered by volunteers in donated • space. • { • • • • • • $ Net Pitkin County_Library CapitalReplacements • Reel-to-reel tape deck -- for archival depository of summer music festival Electrical typewriter -- possibly second hand, to replace donated manual in poor condition. • • • • • • • i • 11 H . •� • • _ 1 ' $ Net Pitkin Count' Literary Capital Acquisition AikOverhead projector -- for use by speakers in eeting room. • Three shelving units -- children's room Addition to microfilm•cabinet • • • • $ • Net Pitkin County Libra capital reserve • • Much thought over the past few years has gone into the question of library expansion �r readjustment of the present space to create more useable area. No conclusion • has been reached as yet, but it is evident that there is a shortage of staff work area, of storage area, and , on rainy days, of seating space for the public. Most serious, only the main floor is accessible to handicapped people. One point that is . evident is that money will be needed before any changes can be made. Because of this, 6,000 has been budgeted to add to the library's fund balance in 1980. Several years ago, with the concurrence of the Board of Commissioners, a precedence was established for building a capital reserve against future expansion. This reserve, averaging about $6,000 a year, will total $24,974. An additional $6,000 is proposed for 1980. • iv • $ Net Pitkin County Li brar f perati ons 4104e and protection of the general collection Use and protection of the microfilm collection Use and protection of-the music collection Use and protection of the periodical collection Use and protection of the video tape collection • Public restrooms and water fountain Public meeting room 1: Public reading rooms ,--,,Public typewriters Projector and tape player loans Xerox se; ice • Talking books program • Interlibrary loans Information and reference information Building operations Building and equipment maintenance Building janitorial = - rounds anitorial rounds maintenance Not included Collection acquisition, Capital replacement, Capital acquisition • • Educot.1oiial program , Extended operations ,. Capital reserve SUPPLIES FOR 1979 BOOK PROCESSING NEEDED UNIT PRICE TOTAL PRICE Book cards 8000 ,/ 0- 5.80M 46.40 Book pockets 4000 13.90 55.60 Adjustable book jacket covers No. 10 2000 / c" '' 8.8o 176.oo No. 12 2000 ' =' ` 11.75 234.00 No. 14 1000 " 15.85 158.50 No. 16 300 `x' ` 23.60 70.80 Catalog cards 5000 5.70 28.50 Transparent tape 60 rolls 2.25 135.00 3M tape 4000 single .12 480.00 7000 double .14 980.00 Wax paper (repair) .' ,, 2 .60 1.20 Book tape (transparent 4 in. ) 12 rolls 5.45 65.40 Cloth tape mystik tape 24 rolls 12.75 306.00 Rubber Cement 6 quarts 3.25 19.50 Adhesive liquid 8 quarts 4.10 32.80 Laminate (1000x 33) 12 rolls 9.00 108.00 Laminate (1000x23) 12 rolls 7.00 84.00 Alcohol 2 pints .65 1.30 Order forms (books) 3000 31.25 93.75 Lift off tape IBM Selectric 36 tapes 29.00 doz 87.00 Typewriter ribbons IBM Selectric (3 ) 6 doz 150.00 Typewriter ribbons IBM(Blue) Music Room Public 150.00 Card sets (B&T) 2000 .39 780.00 Xerox card stock , -6 boxes 39.00 234.00 Coffeepot 1 14.95 14.95 3,047.40 -� I 7SUPPS FOR 19'79itic :` CIRCULATION SUPPLIES RUE TOTAr, NEEDED P IC PtR{ICE Adult borrower cards, numbered salmon 3f3f'f)-__. 49.95 149.25 j borrower cards, numbered ,3-009- 61.50 184.50 j application yards 4000 5.65 22.60 Adult application cards (in lieu of ) 5000 5.65 28.25 Adult card protectors .:1000 10.60 10.60 Date cards-blue 6000 6.10 36.60 Dater plates in book year included 1 29.50 29.50 Book charger ribbons 6 2.00 12.00 Charging tray guides, full cut centers 1 8.25 8.25 Ink pads: black 4 1.85 7.40 Receipt books 10 2.09 20.90 Circulation statistics record 1 3.35 3.35 Fine slips 1 1.75 1.75 Desk calendars 4 2.50 1..00 Cash book Daily desk record 4 1.50 6.00 Postage tapes 4 4.00 16.00 Interlibrary request forms 1000 31.00 per 500 62.00 Visible periodical record cards 100 3.25 9.75 Periodical binders 30 3.95 118.50 _ .742.20. m0 VD LOM0Ui -N Lo W NN000 h-+ tri '.O00` � v) CD v) NJ CM W 0 u--• O O\ C 0 0 0 0 0 0 0 0 0 0 0 0 0 O C=! 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I-t 0 ri O 0 U) H b A) n IT/ A) G' G C G Cro CD DC CD U) (D rt H. O 0 DC H. rt CD r h CD I a U) CD C) ri G O CD H. CD 0 tri 'd tri (D rt n 'd G G H• G < H. G 7y o a"d H C) 0 rt .0 tri CD W tri u) H• (D (D UQ Iy 21 H C) H. C) a CD CJQ U) O CD G 0 G .0 G G H. G .0 A) G CD 5 CD Co gu H. rd H �t Z ~d 0 G H• G U) a G H. G H u) H tri G H rt rt A) W CD P) 5 a 'd H (D () 'd H (D 5 Q.,a ¢) U) G O rt 5 5 0 CD C) tri to 5 d m td H 5 't7 Cl) CO 'd G H 11 UQ H. U) 0' a0 rt 4 O CD 5 0 G CD 5 CD I tri H. CD ri O CD rt H• 0 G CD 0 a G CD 11 0 .0 '0 (r U) N G ri Z < (D ; rt G CD rt G C C G 5 0 0) co CD rt 0 rt Co Cl- H. CD H. CD Z H. rt H. CD CCD rt CD (CD rGr C• 0 H m p UH. O) rCO dr �H C) rt0 () P> H o' rt rd It 0 II 0 0 r x U) w U) CD U) -CO- I--' -CO- -Cn I-' A I--' I--' I-' Ni A Ni I--' O, Ui W I--' U) CO V -P UI CO -N I--' a% CO r--' � -C> -P W .L- I-, 0 Ni U) -O 1O -N 0 Ni V I--' .P IN In UI CO H 0 V I-' 0 -P- 0 UI 0 ON V ON 0 0 CO V 00 U) 00 10 U- 0 UI0 OU - 000N 10 V-CO. W -CO- Ni I-' CO 0 I.JI O\ O I--' 0' Ut V lO .� l0 A I_, N -N I--' U'I Ni {n ill I-' -Cl)- -Co- Ni Ni H 0 -N W V CO IV -P•• I , Ui CO F-' CO Ui UI 10 Ni I-- V Ni Ni Ni A 1/40 O, r Ni Ui UI 0 I--' IO 0 U 0I--' W LA UI ON -Ps CO 0' V U) 010 N0000 co 0 0 O Ni 0 0 0 U-1 0 0 I-' 0 UI 0 UI W In 0 0 0 H 0 -Cll -U) Co-co- -co- -co- -D- 1/40 UI U) CO I--, IN ' , N V '. I..., (..,.) Cb O' 0 tO Ni V N 0 W 0' 0 CS I H Ni I--' -N UI n '-O f- CO lri XI N.I XI oKI \ ((D Cb 0 (.1) rh CD 1979 Budget .6 mo. Exp. Est.. of Total 1980 1979 Expenditures Budget Request 80211 Education 1125.00 1204.00 1275.00 200.00 Tuition for workshops and workshop registration fees for staff and Board. 80220 Dues & Member. 295.00 257.00 257.00 300.00 Maintain current memberships in the following organizations: Colorado Library Assoc. for Trustees Mountain Plains Library Association Universal Book Exchange American Library Trustee Assoc. Colorado Historical Society American Library Association Chamber of Commerce 80310 Transportation 224.00 00.00 100.00 40.00 Cab or bus transportation needed to travel to and from airports when attending meetings. 80311 Air Fare 250.00 158.00 233.00 320.00 3 trips to Denver @$50.00 1 trip to New York (ALA) @$170.00 80320 Lodging 500.00 173. 16 323.00 700.00 Conventions and Workshops: 3 people, 2 nights, twice @$30.00 per day =$360. 1 person, 1 night, 5 times @30.00 per day $150. 1 person, 5 nights, once at $38.00 per day= $190. 80330 Meals 380.00 121.32 280.00 502.00 Conventions, Workshops and Meetings: 33 staff days spent in meetings @$14.00 per day=$462. 10 lunches @ $4.00 per lunch =$ 40. 80340 Personal Mileage 224.00 57.00 169.00 350.00 Trips to Colorado Springs, Denver, Glenwood Springs, etc. , for meetings and workshops 2,500 miles @ 14 2. 1979 Budget 6 mo. Exp. Est. of Total 1980 1979 Expenditure Budget Request 81041 Info System 500.00 00 00 00 81154 Postage Meter 145.00 126.90 145.52 155.00 Rental Presently, rental is $36.38 per quarter. A small increase is anticipated. 81821 Typewriter 112.00 71.50 91.50 165.00 Repair Cont. Service contracts for two IBM typewriters. 81833 Microfilm 265.00 245.00 245.00 265.00 Repair Cont. Anticipate possible price increase by 3M. 81840 Xerox 1450.00 1460.00 1460.00 1700.00 Repair Cont. Anticipate price increase by Xerox. 81840 3M Tattle Tape 480.00 460.00 460.00 515.00 Re.air Cont. Increase predicted by sales representative. 81872 Heating Repair 360.00 10.00 210.00 380.00 Funds are needed for work on the furnace, such as belt adjustment and filter changes. 81881 Janitorial 3360.00 3431.50 3431.50 5400.00 Cleaning The rate of our current cleaning contract is $420.00 per month. An increase is expected. 82000 Professional 100.00 100.00 100.00 00 Services 3. 1979 Budget 6 mo. Exp. Est. of Total 1980 1979 Expenditure Budget Request 82111 Newspaper 100.00 164.05 164.05 100.00 Advertising Classified ads, promotion of library programs and legal notices. 82120 Other Adv. & 400.00 427.30 427.30 450.00 Promotion Funding for the summer reading program and for story hour. Library T-shirts for small children successfully completing the reading program are included. 82141 Printing 800.00 711.70 800.00 700.00 Items to be printed are informational brochures, bookmarks, bibliographies and special program brochures. 82142 Bookbinding 550.00 177.79 550.00 550.00 These funds are used to bind periodicals and to rebind paperbacks and worn hardbacks. 82151 Intergov't 2596.00 0 2596.00 1625.00 Xerox Monthly payments of $135.40 are required under the 5-year purchase plan. 82154 Microfilming 1000 899. 18 899. 18 00 82210 Postage 1250.00 602.52 1250.00 1500.00 Due to increases in the postage rate and increases in interlibrary loan, the budget has been increased. 82220 Telephone 1635.00 840.32 1635.00 1800.00 This item has been increased in anticipation of beginning a library branch for which a phone will be needed. 82310 Water 200.00 93.00 220.00 400.00 4. 1979 Budget 6 mo. Exp. Est. of Total 1980 1979 Expenditure Budget Request 82320 Gas 4120.00 1791.37 3600.00 3900.00 82330 Sanitation 170.00 178.50 178.50 186.00 82360 Electricity 5454.00 2352.44 5300.00 7705.00 82380 Trash Removal 230.00 221.40 221.40 250.00 These 1980 estimates of useage were all provided by the Finance Dept. 82501 Book Rental 1440.00 882.00 1000.00 00 The McNaughton Book Rental Plan will be dropped. It is an expensive service which will be replaced by the expanded book budget. 82505 Film Rental 400.00 108.00 400.00 400.00 This money is used to rent films for both adult and children's programs. 82821 Typewriter 250.00 243.83 270.00 300.00 Repair & Maint. Maintenance includes nine typewriters, an adding machine, calculator and spirit duplicator. 82840 Other equip. 300.00 76.00 180.00 300.00 repair/maint. This is an emergency fund used for repairing building equipment. 82843 Audio equip. 400.00 139.00 400.00 500.00 repair/maint. The library maintains over 60 pieces of audio-visual equipment, including projectors, turntables, etc. As this collection grows older, repair needs increase. 5. 1979 Budget 6 mo. Exp. Est. of Total 1980 1979 Expenditure Budget Request 82850 Ground Maint. 140.00 00 140.00 225.00 Service Lawn mowing, ground pickup, general outside maintenance. 82854 Snow Removal 250.00 00 250.00 500.00 Service Estimate provided by the Finance Dept. 82871 Plumbing 125.00 82.00 125.00 150.00 Estimate increase due to age of plumbing and increased rates. 82874 Electrical 250.00 285.33 310.00 350.00 Increase based on current year's expenses. 82880 Building Repair 150.00 00 85.00 150.00 A contingency fund used for misc. repairs in carpet, windows, etc. 82913 Treasurer's Fees 217.00 87.75 200.00 230.00 Increase based on projected increase in revenues. 83180 Hardware & 200.00 16.32 150.00 220.00 Utilities This fund is used for items such as door mats, paint, and small hardware items. 83600 Office Supplies 4850.00 1773.21 4850.00 5385.00 Supplies needed to process books with cards, pockets, labels, jackets, detection tape, etc. 6. 1979 Budget 6 mo. Exp. Est. of Total 1980 1979 Expenditure Budget Request 83610 Stationery 200.00 110.65 200.00 250.00 Supplies Funds used for the printing of library stationery and envelopes. 83622 Microfilm 350.00 00 350.00 375.00 Supplies Expenses in buying paper and activator fluid for the microfilm reader/printer. 83660 Photographic 50.00 00 25.00 50.00 Supplies Film supplies for library public relations activities. 83970 AV Supplies 800.00 269.36 800.00 1200.00 For use in purchasing video-tape cassettes to carry on the program of preserving Grass Roots materials (40 cassettes @ $25=$1000) and for audio cassette tapes. 83930 Custodial 200.00 116.99 200.00 750.00 Paper products, light bulbs, vacuum and cleaning supplies. Increase due to deple- tion of light bulb stock pile. 83980 Food & Bever- ages 75.00 61.20 90.00 150.00 Summer reading program and misc. library events. 86220 Office Equipment1425.00 971.54 1425.00 300.00 Typewriter for public use. 86263 Storage Furniture625.00 306.34 625.00 3372.50 5 metal shelving units for main library - adult - $1000.00 3 metal shelving units for Snowmass Station - 600.00 2 metal shelving units for main library - juvenile 300.00 1 wooden shelving unit - Colorado Collection 700.00 1 microfilm cabinet with lock 675.00 2 2-drawer units for shelf list 65.00 1 2-drawer unit for Snowmass 32.50 7. 1979 Budget 6 mo. Exp. Est. of Total 1980 1979 Expenditure Budget Request 86265 Display Furniture200.00 00 200.00 2 025.00 2 card catalogs - $2000.00 1 step stool - 25.00 86600 Special & Tech. Equip. 1236.00 1235.65 1235.65 80.00 1 book press - $40.00 1 paper cutter - $40.00 86640 Comm. & AV equip. 2125.00 638.00 2125.00 500.00 1 reel to reel tape deck 82572 Book Checkout 56.25 Equipment ($291 budgeted in #86600) 291.00 291.00 Contracted expense. 82881 Janitorial/ 1359.35 1860.00 500.00 Cleaning ($1860 budgeted in #81881?) Extra cleaning duties such as windows & carpets. 83621 Xerox Supplies 200.00 82.80 200.00 250.00 For imager, developer & fuser oil. 83900 Other Mater- ials & Supplies 00 58.27 58.27 200.00 Contingency fund for unanticipated needs. 8. 1979 Budget 6 mo Exp. Est. of Total 1980 1979 Expenditure Budget Request 86911 Book Acq. 20,844.00 20,547.48 20,844.00 28,101.50 86912 Music Acq. 750.00 681.38 750.00 1,500.00 86913 Microfilm Acq. 500.00 1,565.54 1,565.54 2,225.00 86914 Periodical Acq. 3.500.00 3,630.03 3,630.03 5,000.00 86915 Reference Acq. 3,000.00 2,923.71 3,000.00 4,500.00 / iffi ' . . � ��.` = ~ ~..`.��__ ~ ` . • ` . ~ . , . ^ =,. •---- ` ~ • • . . . � `����� ~ ` ` .^ `-`, 1. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD Actual Total Budget Among the responsibilities charged to the Library Board under 24-90-115 of the Colorado Eevised Statutes are these: care for all library property, employ a librar- ian and other employees, as necessary, and purchase books, periodicals, maps, supplies and materials for the library on the recommendation of the librarian. I. ASSET MAINTENANCE (Care for all library Property) A. Physical Plant Maintenance (14% of total budget) Total : 20,263.04 20,826.00 13,919.73 23,371.00 29,750.00 Services: 1. Storage for the library collection_ 2. Place to use library materials 3. Place for quiet study 4. Free meeting room 5. Music room 6. Public restrooms and water fountain 7. Staff workspace 1. UTILITIES a. Water Service 242.25 200.00 108.75 200.00 400.00 b. Gas Service 3,426.78 4,120.00 2,049.67 4,120.00 4,120.00 c. Sani . Serv. 156.00 170.00 178.50 200.00 200.00 d. Elec. Serv. 5,358. 16 5,454.00 2,865.00 5,454.00 7,700.00 e. Trash Removal 129.00 230.00 236.40 300.00 300.00 Total 9,312.19 10,174.00 5,438.44 10,274.00 12,800.00 2. JANITORIAL/CLEANING a. Cleaning Cont. 3,275.00 3,360.00 3,360.00 3,360.00 5,400.00 b. Other Clean. (carpet,etc) .00 1,860.00 1,449.35 1,860.00 1,200.00 Total 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 3. BUILDING & GROUND MAINTENANCE a. Heat. Maint. 505.60 360.00 10.00 370.00 500.00 b. Grounds " 11.16 140.00 00 100.00 225.00 c. Snow Removal 2.48 250.00 00 125.00 500.00 d. Plumb. Maint. 367. 19 125.00 82.00 125.00 175.00 e. Elect. " 276.16 250.00 285.33 300.00 350.00 f. Building u 1,534.32 150.00 00 150.00 150.00 g. Other Equip: Maintenance 30.00 00 15.00 30.00 100.00 Total 2,726.91 1,275.00 392.33 1,200.00 2,000.00 2. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited), Budget YTD Actual Total Budget 4. BUILDING & GROUNDS MATERIALS a. Hdwr./Elect. 802. 19 700.00 410.86 700.00 500.00 b. Carpeting (pending grant) 2,500.00 00 00 00 2,500.00 c. Insulation 00 00 00 2,500.00 00 3,302.19 700.00 410.86 3,200.00 3,000.00 5. CUSTODIAL SUPPLIES Total 161.02 200.00 130.57 250.00 400.00 6. INSURANCE Total 00 00 00 00. 1,200.00 B. Office Equipment Maintenance (2% of total budget) Total. 1,485.73 3,257.00 2,738. 18 3,227.00 3,750.00 --Services: (Maintenance of: ) 1 . Turntables, tape decks & headphones in Music Room 2. Film & filmstrip projectors and stpe players for staff or public use 3. Microfilm reader & reader/printer for access to newspapers, documents, & periodicals on microfilm 4. Xerox machine for public and staff use 5. Typewriters for public use 6. Staff typewriters and calculators 7. Book detection system to protect collection. 1. OFFICE EQUIPMENT a. Audio-Visual 317.50 400.00 181.35 400.00 500.00 b. Typewriters 180.74 362.00 315.33 362.00 465.00 c. Microfilm 275.25 265.00 245.00 245.00 270.00 d. Xerox 00 1,450.00 1,460.00 1,460.00 1,700.00 e. Detection Syst. 285.00 480.00 460.00 460.00 515.00 f. Other Equip. 427.24 300.00 76.50 300.00 300.00 Total 1,485.73 3,257.00 2,738.18 3,227.00 3,750.00 C. Staff Time for Protection of Assets (31% of total staff time) --Services: 1. Registering borrowers and maintaining a file of their addresses _ 2. Circulation materials on deposit to tourists 3. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD Actual Total Budget 3. Sending Overdue notices 4. Processing materials as property of the library 5. Claiming ordered ordered materials which do no t arrive 6. Mending damaged materials 7. Maning the main desk 661 hours per week2 8. Maning the music room 52 hours per week (66 hours in the summer) II. STANDARD OPERATIONS ("Employ a librarian and other employees, as necessary, and purchase . . . supplies") A. Wages (53% of total budget) Total : 97,500.06 114,050.00 56,714. 14 104,200.00 116,019.00 --Services: 1. Administration - 10% -keeping use statistics, budgeting, etc. 2. Organization of the Collection - 24% -classifying & labeling materials according to the subject matter -maintaining the card catalogs -re-shelving materials & checking the shelves for order inventorying the collection 3. Selection of Materials - 9% -reading reviews of materials and making selections to maintain a current, well-rounded collection for all age levels. -sorting gift materials for the collection or the semi-annual booksale -weeding old materials to maintain a timely collection 4. Helping Users Find Information - 16% 3 -reference questions answered over the phone or in person -placing reserves on materials checked out for people wishing to use them, & notifying the people when the materials are returned. -sending inter-library loan requests for patrons needing information not in the library's collection -filling inter-library loan requests from other libraries -providing service to the blind and physically handicapped-through the program administered by the Library of Congress 1. The Interim Standards for Small Public Libraries (Public Library Assoc.; American Library Assoc. Chicago, ALA 1962, p. 15) recommends that a library serving a population of 12,000 to 24,000 residents be open a minimum of 45 to 60 hours per week. This library exceeds that standard by 6 hours in order to provide greater access to the collection. Staffing for these 6 hours over the minimum (set 17 years ago) will cost $1,400. in 1980) 2. Many other functions are performed during these hours besides 'guarding' the collection, such as helping users find information; checking materials in and outs and registering new patrons, but at least two staff members must be present when the library is open on weekdays, and one staff member on weekends, 3. This is in addition to the minimal desk coverage discussed under 'assets main- tenance' , a large portion of which is devoted to helping patrons. 4. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited), Budget YTD Actual .Total Budget 5. Organize Special Programs and Displays - 7% -tours of the library -lecture series -film programs -story hours -summer reading programs -displays and art exhibits -visits to schools to teach library skills -work with teachers to have materials available for class research projects -create specialized subject bibliographies -write news releases to publicize all the above activities 1. WAGES a. Dept Head _ 17,606.66 15,504.00 4,971.50 12,700.00. 19,118.00 b. Perm Staff 74,028.60 90,140.00 44,285.70 85,000.00 87,037.00 c. Parttime Stf. 3,280. 12 00 4,278.13 7,800.00 8,512.00 d. Temp. Help 1,768.00 8,406.00 2,842.68 3,200.00 814.00 e. Overtime 814.73 00 336. 13 500.00 538.00 Total 97,500.06 114,050.00 56,714. 14 104,200.00 116,019.00 B. Continuing Staff Education (15% of total budget) Total 2,130.30 1,998.00 820.48 1,720.00 3,300.00 Considerations. -The average length of employment at the library for the 8 full time employees is almost 5 years. -The average educational level for the 8 full time employees is a little over 4 years of college. -Two of the 8 full time employees are professional librarians -Because of the nature of library work and the stability and quality of the staff, continuing their training is felt to be a good investment. Funding Results: -Send staff members to the state conference, System Workshops, and inter-library loan meetings -Send two staff members to. the American Library Association's conference in New York City. -Pay dues for the library's participation in regional and national organizations which work on library research, legislation and education. 1. EDUCATION & FITNESS -- (3% of staff tinge) a.Education 125,00 125.00 54.00 125,00 250,00 b.Dues/Memberships 274.00 295.00 257.00 295.00 300.00 c.Travel ,Meals & Lodging 1,731.30 1,578.00 509,48 1,300,00 2,750.00 Totals 2,130.30 1,998.00 820.48 1,720.00 3,300.00 5. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited), Budget YTD Actual Total Budget C. Supplies Total 4,774.52 5,675.00 2,473.34 5,780.00 6,700.00 --Uses: a. The majority of the supplies are for use in processing books: tape, labels, cards and pockets, etc. b. Office supplies also include standards such as; typewriter ribbons, and stationary. V C. 'Other materials and supplies' includes supplies for craft programs and refreshments for events such as; the summer reading program party. 1. OFFICE SUPPLIES 3,910.42 5,600.00 2,348.87 5,600.00 6,300.00 2. OTHER MATERIALS AND SUPPLIES 864. 10 75.00 124.47 180.00 400.00 Total 4,774.52 5,675.00 2,473.34 5,780.00 6,700.00 D. Advertising Total 1,608.33 1,350.00 1,421.70 1,550.00 1,350.00 --Uses: a. Purchase printed T-shirts for children competing in the summer reading program b. Print bibliographies, bookmarks and handouts publicizing the library's services and collection. c. Advertising job vacancies d. Printing public notices e. (rarely) Purchase ads to publicize library services and programs 1. ADVERTISING and PRINTING a. Media Adver. 281.73 500.00 597.25 650.00 650.00 b. Print/Graphic 1,326.60 850.00 824.45 900.00 700.00 Total 1,608.33 1,350.00 1,421.70 1,550.00 1,350.00 E. Other Operating Expenses Total h 6. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD Actual Total Budget 1. COMMUNICATION & FREIGHT a. Postage 1,349.45 1,250.00 606.00 1,220.00 1,500.00 b. Telephone 1,567.50 1,635.00 950.21 1,680.00 1,800.00 Total 2,916.95 2,885.00 1,556.21 2,900.00 3,300.00 Services: -Mail overdue notices, library cards, & inter-library loan materials - Phone-in access to the library - Notify patrons of the arrival of inter-library loan or reserved materials 2% RENTAL SERVICES a. Postage Meter 94.28 145.00 126.90 126.90 155.00 b. Film Rental 187.00 400.00 113.00 300.00 400.00 c. Book Check-out Equipment 4 182.85 291.00 56.25 80.00 00 d. Book Rentals 1,897.33 426.00 303.32 426.00 00 e. Other. Equip. Rental 3,716.06 00 00 00 00 Total 6,077.52 1,262.00 599.47 932.90 555.00 Services: - Postage meter saves staff time in preparing materials for mailing - Films rented ofr some library programs and story hours. 3. OTHER PURCHASED SERVICES a. Treas. Clearing Funds 137.70 217.00 87.75 217.00 230.00 III. COLLECTION ACQUISITION ("purchase . . . materials for the library on the recom- mendation of the librarian") Total 22,670.32 30,194.00 30,321.37 33,670.90 47,250.00 --Services: 1. Provide access to information and to educational and recreational materials to meet the needs of the community 2. Preserve materials about the community for the future Note: The collection of materials owned and maintained by the library justify the existance of the library and the expenses of the rest of the budget. )(Notes 4. Book check-out equipment is now owned by the library. 5. The book rental program is being dropped because it is more economical to buy the books outright. 7. 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited), Budget YTD Actual Total Budget It is recommended that the materials budgets be 20% of the total library budget.6 In this County which is isolated from major academic libraries and which is populated with individuals whose educational levels far exceed the national average, it is importatn that the public library provide the best collection the budget can afford. A. LIBRARY BOOK ACQ 17,926.46 21,394.00 20,725.27 22,920.90 32,800.00 B. LIB MICROFILM ACQ 402.07 1,500.00 2,464.72 2,500.00 2,250.00 C. LIB PERIODICAL AC 3,611.33 3,500.00 3,630.03 3,700.00 5,000.00 D. LIB REFERENCE ACQ .00 3,000.00 2,964.56 3,000.00 4,500.00 E. LIB NON-PRINT ACQ 730.46 1,550.00 1,218. 17 1,550.00 2,700.00 22,670.32 30,194.00 30,321.37 33,670.90 47,250.00 IV. CAPITAL REPLACEMENT --Purpose:. 1. To replace the manual typewriter for the use of the public with a used electric typewriter A. TYPEWRITER • .00 800.00 665.20 665.20 400.00 V. CAPITAL ADDITIONS Total : 7,541.85 6,782.00 2,187.38 6,782.00 4,750.00 --Purposes: 1. To purchase an additional paper cutter ($50) 2. To purchase an additional book press for book mending ($50) 3. To purchase an additional reel to reel tape deck for the music room ($500) 4. To fulfill purchase agreements on the Xerox machine ($1650) and the book check out system ($300) 5. To purchase an overhead transparency projector for use in the meeting room ($250) 6. To purchase 3 sections of shelving for the children's room ($600) 7. To purchase an additional step stool ($25) 8. To purchase three shelving units for Snowmass ($600) 9. To purchase a 2 draw catalog for Snowmass ($50) A. Work & Service Equipment 1. OFFICE EQ 750.46 .00 .00 .00 50.00 2. INDOOR FURN 3,046.40 825.00 313.73 825.00 1,950.00 3,796.86 825.00 .313.73 825.00 2,000.00 B. Special & Technical Equipment 3,744.97 5,957.00 1,873.65 5,957.00 2,750.00 VI. ADDITIONAL PROGRAMS A. Professional Ser 5,694.96 6,630.00 1,250.00 6630.00 .00 Note: 6. Wheeler, Joseph L. and Herbert Goldhor, Practical Administration of Public Libraries. N.Y. : Harper & Row, c1962. p. 463. 1978 1979 1979 1979 1980 • Actual Present Actual & Enc. Est. of Proposed (Unaudited) E-2.get YTO Actual Total Budget . Utilities 9,312. 19 10,174.00 5,438.44 10,274.00 12,800.00 Building & Grounds Main. 2,726.91 1,275.00 392.33 1,200.00 2,000.00 Building & Grounds Mat. 3,302. 19 700.00 410.86 3,200.00 3,000.00 Janitorial/Cleaning 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 Custodial Supplies 161.02 200.00 130.57 250.00 400.00 Insurance .00 .00 1,012.00 1,012.00 1,200.00 Office Equip Main 1,485.73 3,257.00. 2,738.18 3,227.00 3,760.00 Wages . 97,500.06 114,050.00 56,714.14 109,200.00 116,283.00 • Education 2,130.30 1,998.00 820.48 1,720.00 3,300.00. Office Supplies 3,910.42 5,600.00 2,348.87 5,600.00 6,450.00 Media Advertising 281.73 500.00 597.25 627..30 650.00 Printing 1,326.60 850.00 824.45 1,097.70• 700.00 . Postage 1,349.45 1,250.00 606.00 1,220.00 1,500.00 Telephone 1,567.50 1,635.00 950.21 1,680.00 1,800.00 Rental Services 6,077.52 971.00 599.47 932.90 555.00 Tress' Clearing Fees 137.70 217.00 87.75 217.00 230.00 Collection Acquisition 22,670.32 30,944.00 31,281.06 34,055.25 47,250.00 Equip & Furniture 7,541.83 7,873.00 2,852.50 7,675.85 5,050.00 Other Mtrls & Supplies 864. 10 75.00 124.47 180.00 400.00 Professional Services 5,694.96 6,630.00 1,250.00 6,780.00 .00 TOTAL 171,315.53 193,419.00 113,988.38 195,369.00 213,928.00 1978 1979 1979 1979 1980 Actual Pr_sent Actual & Enc. Est. of Proposed (Unaudited), E-..?.get YTO Actual Total Budget . I. ASSET MAINTENANCE & STANDARD OPERATIONS ' Revenues from Library Activities Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 Total $ 11,150.00 Expenditures A. Physical Plant Maintenance • 1. UTILITIES Water 242.25 200.00 108.75 200.00 400.00 ' Gas 3,426.78 4,120.00 2,049.67 4,120.00 4,200.00 Sanitation 156.00 170.00 178.50 200.00 200.00 Electricity 5,358. 16 5,454.00 2,865.12 5,454.00_ 7,700.00 Trash Removal 129.00 230.00 236.40 300.00 300.00 Total 9,312. 19 10,174.00 5,438.44 10,274.00 12,800.00 2. BUILDING & GROUNDS MAINTENANCE Heat. Maint. 505.60 360.00 10.00 370.00 500.00 Grounds Maint. 11. 16 140.00 .00 100.00 225.00 Snow Removal 2.48 250.00 .00 125.00 500.00 Plumb. Maint. 367.19 125.00 82.00 125.00 175.00 Elect. Maint. 276.16 250.00 285.33 300.00 350.00 Building Maint. 1,534.32 130.00 .00 150.00 150.00 Other Equip Maint: 30.00 .00 15.00 30.00 100.00 Total 2,726.91 1,275.00 392.33 1,200.00 2,000.00 3. BUILDING & GROUNDS MATERIALS Hardware & Elec. 802.19 700.00 410.86 700.00 500.00 4. JANITORIAL/CLEANING Cleaning Contr. 3,275.00 3,360.00 3,360.00 3,360.00 5,400.00 Other Cleaning .00 1,860.00 1,449.35 1,860.00 1,200.00 Total 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 5. CUSTODIAL SUPPLIES 161.02 200.00 130.57 250.00 400.00 6. INSURANCE .00 .00 1,012.00 1,012.00 1,200.00 Physical Plant Maintenance TOTAL $ 16,277.31 $ 17,569.00 $ 12,193.55 $ 18,656.00 $ 23,500.00 B. OFFICE EQUIPMENT MAINTENANCE Audio-visual 317.50 400.00 181.35 400.00 500.00 Typewriters 180.74 362.00 315.33 362.00 465.00 Microfilm Readers 275.25 265.00 245.00 245.00 270.00 Xerox .00 1,450.00 1,460.00 1,460.00 1,700.00 Detection System 285.00 480.00 460.00 460.00 525.00 Other Equipment 426.24 300.00 76.50 300.00 300.00 Total 1,485.73 3,257.00 2,738. 18 3,227.00 3,760.00 2 1973 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed • (Unaudited) 8:;dget YTO Actual Total Budget . C. EQUIPMENT PURCHASE AGREEMENTS Xerox .00 2,596.00 .00 2,596.00 1,650.00 Book Check-out System .00 291.00 .00 291.00 300.00 Total .00 2,887.00 .00 2,887.00 1,950.00 D. Staffing 1. WAGES Dept. Head 17,606.66 15,504.00 4,971.50 12,700.00 19,118.00 Permanent Staff 63,664.60 77,520.40 38,085.70 73,100.00 74,852.00 Part-Time Staff 3,280.12 .00 4,278.13 7,800.00 8,440.00 Overtime 815.73 .00 336. 13 500.00 538.00 Total " 85,367. 11 93,024.40 47,671.46 94, 100.00 102,948.00 2. STAFF EDUCATION Education 125.00 125.00 54.00 125.00 250.00 Dues & Memberships 274.00 295.00 257.00 295.00 300.00 Travel, Meals, Lodging 1,731.30 1,578.00 509.48 1,300.00 2,750.00 Total 2,130.30 1,998.00 820.48 1,720.00- 3,300.00 . Staffing TOTAL $87,497.41 $95,022.40 $48,491.94 $95,820.00 $106,248.00 E. OFFICE SUPPLIES 3,910.42 5,600.00 2,348.87 5,600.00 6,450.00 F. ADVERTISING 219.70 100.00 169.95 200.00 250.00 G. POSTAGE 1,349.45 1,250.00 606.00 1,220.00 1,500.00 H. TELEPHONE 1,567.50 1,635.00 950.21 1,680.00 1,800.00 I. RENTAL SERVICES • Postage Meter 94.28 145.00 126.90 126.90 155.00 Book Checkout Equip. 182.85 .00 56.25 80.00 .00 Book Rental 1,897.33 426.00 303.32 426.00 .00. Other Equip. Rental 3,716.06 .00 .00 .00 .00 Total. 5,890.52 571.00 486.47 632.90 155.00 J. TREAS' CLEARING FEES 137.70 217.00 87.75 217.00 230.00 ASSET MAINTENANCE & STANDARD OPERATIONS TOTAL $118,335.74 $128,108.40 $68,072.92 $130,139.90 $145,843.00 II. COLLECTION ACQUISITION A. BOOKS 17,926.46 19,394.00 19,003.58 20,305.25 30,800.00 B. PERIODICALS 3,611.33 3,500.00 3,630.03 3,700.00 5,000.00 C. REFERENCE .00 3,000.00 2,964.56 3,000.00 4,500.00 D. NON-PRINT 730.46 1,050.00 1,218. 17 1,300.00 1,700.00 COLLECTION ACQUISITION TOTAL $22,68.25 $26,944.00 $26,816.34 $28,305.25 $42,000.00 3 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited)_ Eget YTD Actual Total Budget . III. CAPITAL ADDITIONS & REPLACEMENT A. TAPE DECK 500.00 B. OVERHEAD PROJECTOR 250.00 C. SHELVING 600.00 D. MICROFILM CABINET 700.00 E. TYPEWRITER 400.00 CAPITAL ADDITIONS & REPLACEMENT TOTAL $7,541.83 $4,286.00 $2,214.50 $4,150.85 $2,450.00 IV. ADDITIONAL PROGRAMS A. PROGRAMMING - ADULT & CHILDREN Staff 10,364.00 12,619.60 6,200.00 11,900.00 12,185.00 Film Rental 187.00 400.00 113.00 300.00 400.00 Other Materials & Suppl. 864. 10 75.00 124.47 180.00 400.00 Total 11,415. 10 13,094.60 6,437.37 12,380.00. 12,985.00 B. MICROFILM 402.07 1,500.00 2,464.72 2,500.00 2,250.00 C. TEMPORARY HELP 1,768.95 8,406.00 2,842.68 3,200.00 1,150.00 D. PUBLIC RELATIONS Advertising 62.03 400.00 427.30 427.30 400.00 Printing 1,326.60 850.00 824.45 847.70 700.00 Total 1,388.63 1,250.00 1,251.75 1,275.00 1,100.00 E. CARPETING (Contingent upon receipt of City Grant) Revenue 2,500.00 .00 .00 .00 2,500.00 Carpeting 2,500.00 .00 .00 .00 2,500.00 F. VISUAL ARTS CENTER COLLECTION Books .00 2,000.00 2,000.00 2,000.00 1,000.00 WICHE Intern .00 1,000.00 1, 150.00 1,150.00 .00 Total .00 3,000.00 3, 150.00 3,150.00 1,000.00 G. GRASS ROOTS ARCHIVAL TAPE COLLECTION Revenue (State Grant) .00 .00 1,950.00 1,950.00 .00 Video-cassette Tapes .00 500.00 .00 1,250.00 1,000.00 Printing Brochures .00 .00 ,00- 250.00 .00 Video Moniter .00 700.00 638.00 638.00 .00 Total .00 1,200.00 638.00 2,138.00 1,000.00 H. SNOWMASS LIBRARY STATION Books .00 .00 .00 .00 1,000.00 Shelving Units .00 .00 .00 .00 600.00 Catalog .00 .00 .00 .00 50.00 Total .00 .00 .00 .00 1,650.00 I. INSULATION Revenue (City Grant) .00 2,500.00 2,500.00 2,500.00 .00 Insulation .00 .00 .00 2,500.00 .00 4 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited), Budget YTO Actual Total Budget . J. PROFESSIONAL SERVICES 5,694.96 5,630.00 100.00 5,630.00 .00 ADDITIONAL PROGRAMS TOTAL 23,169. 71 34,080.60 16,884.62 32,773.00 23,635.00 TOTAL EXPENDITURES 171,315.53 193,419.00 113,988.38 195,369.00 213.928.00 BUDGETED INCREASE IN FUND BALANCE Previous Carryover 19,769.00 5,000.00 .00 5,000.00 6,000.00 198,419.00 200,369.00 219,928.00 PITKIN COUNTY LIBRARY BUDGET PROPOSAL, 1980 8/27/79 STATISTICAL REVENUES BASIS OF THE LIBRARY BUDGET - 1980 Pitkin County Taxes Estimated valuation of Pitkin $147,065,850.00 County for 1980 Less portion of RE 1 J School District 9,065,433.00 of Pitkin County used for Basalt Library District (Based on 6.1642% of total) Assessed valuation of Pitkin County used 138,000,417.00 for computation of library Amount available for the library budget 207,000.00 (1.5 mills times assessed valuation) Less treasurer's fees for collection at 5% 10,350.00 Anticipated net amount from Pitkin County Taxes $196,650.00 Additional Income Additional Taxation Revenues 9,628.00 (Motor Vehicle Specific Ownership Tax) (Based on 4% predicted increase) Special Income: City of Aspen 2,500.00 Income from Library Activities: Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 Total Additional Income 23,278.00 TOTAL $219,928.00 2 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7mo) Actual Total Budget REVENUES Library Tax (1.5 mills) less Treasurer's Fees (5%) $196,650.00 Motor Vehicle Specific Ownership Tax 9,628.00 Grant from City of Aspen 2,500.00 Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 TOTAL $219,928.00 EXPENDITURES 1 Utilities 9,312.19 10,174.00 5,438.44 10,274.00 12,800.00 2 Building & Grounds Main. 2,726.91 1,275.00 392.33 1,200.00 2,000.00 3 Building & Grounds Mat. 3,302. 19 700.00 410.86 3,200.00 3,000.00 4 Janitorial/Cleaning 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 5 Custodial Supplies 161.02 200.00 130.57 250.00 400.00 6 Insurance .00 .00 1,012.00 1,012.00 1,200.00 7 Office Equip. Main. 1,485.73 3,257.00 2,738.18 3,227.00 3,760.00 8 Wages 97,500.06 114,050.00 56,714.14 109,200.00 116,283.00 9 Education 2,130.30 1,998.00 820.48 1,720.00 3,300.00 LO Office Supplies 3,910.42 5,600.00 2,348.87 5,600.00 6,450.00 L1 Media Advertising 281.73 500.00 597.25 627.30 650.00 12 Printing 1,326.60 850.00 824.45 1,097.70 700.00 13 Postage 1,349.45 1,250.00 606.00 1,220.00 1,500.00 L4 Telephone 1,567.50 1,635.00 950.21 1,680.00 1,800.00 15 Rental Services 6,077.52 971.00 599.47 932.90 555.00 16 Treas' Clearing Fees 137.70 217.00 87.75 217.00 230.00 17 Collection Acquisition 22,670.32 30,944.00 31,281.06 34,055.25 47,250.00 L8 Equip. & Furniture 7,541.83 7,873.00 2,852.50 7,675.85 5,050.00 19 Other Mtrls. & Supplies 864.10 75.00 124.47 180.00 400.00 ?0 Professional Services 5,694.96 6,630.00 1,250.00 6,780.00 .00 21 Capital Reserve Fund 6,290.74 5,000.00 .00 5,000.00 6,000.00 TOTAL 177,606.27 198,419.00 113,988.38 200,369.00 219,928.00 CAPITAL RESERVE FUND Carryover from Previous Years $13,478.26 1978 6,290.74 1979 5,000.00 1980 6,000.00 TOTAL (Proposed) $30,769.00 3 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget ` Revenues from Taxes Library tax (1.5 mills) 207,000.00 Less Treasurer's Collection Fees (5%) -10,350.00 Total $196,650.00 Motor Vehicle Specific Ownership Tax $9,628.00 I. ASSET MAINTENANCE & STANDARD OPERATIONS Revenues from Library Activities Photocopy Machine 6,000.00 Book Sales 500.00 Non-Resident Library Fees 450.00 Library Fines 4,200.00 Total $11,150.00 Expenditures A. Physical Plant Maintenance la 1. UTILITIES lb Water 242.25 200.00 108.75 200.00 400.00 lc Gas 3,426.78 4,120.00 2,049.67 4,120.00 4,200.00 ld Sanitation 156.00 170.00 178.50 200.00 200.00 le Electricity 5,358. 16 5,454.00 2,865.12 5,454.00 7,700.00 if Trash Removal 129.00 230.00 236.40 300.00 300.00 1 Total 9,312. 19 10,174.00 5,438.44 10,274.00 12,800.00 2. BUILDING & GROUNDS MAINTENANCE 2a Heat. Maint. 505.60 360.00 10.00 370.00 500.00 2b Grounds Maint. 11. 16 140.00 .00 100.00 225.00 2c Snow Removal 2.48 250.00 .00 125.00 500.00 2d Plumb. Maint. 367. 19 125.00 82.00 125.00 175.00 2e Elect. Maint. 276.16 250.00 285.33 300.00 350.00 2f Building Maint. 1,534.32 150.00 .00 150.00 150.00 2g Other Equip. Maint. 30.00 .00 15.00 30.00 100.00 2 Total 2,726.91 1,275.00 392.33 1,200.00 2,000.00 3. BUILDING & GROUNDS MATERIALS 3a Hardware & Elec. 802.19 700.00 410.86 700.00 500.00 4. JANITORIAL/CLEANING 4a Cleaning Contr. 3,275.00 3,360.00 3,360.00 3,360.00 5,400.00 4b Other Cleaning .00 1,860.00 1,449.35 1,860.00 1,200.00 4 Total 3,275.00 5,220.00 4,809.35 5,220.00 6,600.00 5 5. CUSTODIAL SUPPLIES 161.02 200.00 130.57 250.00 400.00 6 6. INSURANCE .00 .00 1,012.00 1,012.00 1,200.00 Physical Plant Maintenance TOTAL 16,277.31 17,569.00 12,193.55 18,656.00 23,500.00 4 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget B. OFFICE EQUIPMENT MAINTENANCE 7a Audio-visual 317.50 100.00 181.35 400.00 500.00 7b Typewriters 180.74 362.00 315.33 362.00 465.00 7c Microfilm Readers 275.25 265.00 245.00 . 245.00 270.00 7d Xerox .00 1,450.00 1,460.00 1,460.00 1,700.00 7e Detection System 285.00 480.00 460.00 460.00 525.00 7f Other Equipment 426.24 300.00 76.50 300.00 300.00 7 Total 1,485.73 3,257.00 2,738. 18 3,227.00 3,760.00 C. EQUIPMENT PURCHASE AGREEMENTS 18a Xerox .00 2,596.00 .00 2,596.00 1,650.00 .8b Book Check-out System .00 291.00 .00 291.00 300.00 Total .00 2,887.00 .00 2,887.00 1.,950.00 D. STAFFING 1. WAGES 8a Dept. Head 17,606.66 15,504.00 4,971.50 12,700.00 19,118.00 8b Permanent Staff 63,664.60 77,520.40 38,085.70 73,100.00 .74,852.00 Sc Part-Time Staff 3,280. 12 .00 4,278. 13 7,800.00 8,440.00 8d Overtime 815.73 .00 336.13 500.00 538.00 Total 85,367.11 93,024.40 47,671.46 94,100.00 102,948.00 2. STAFF EDUCATION 9a Education 125.00 125.00 54.00 125.00 250.00 9b Dues & Memberships 274.00 295.00 257.00 295.00 300.00 9c Travel, Meals, Lodging 1,731.30 1,578.00 509.48 1,300.00 2,750.00 9 Total 2,130.30 1,998.00 820.48 1,720.00 3,300.00 STAFFING TOTAL $87,497.41 $95,022.40 $48,491.94 $95,820.00 $106,248.00 .0 E. OFFICE SUPPLIES 3,910.42 5,600.00 2,348.87 5,600.00 6,450.00 _la F. ADVERTISING 219.70 100.00 169.95 200.00 250.00 .3 G. POSTAGE 1,349.45 1,250.00 606.00 1,220.00 1,500.00 .4 H. TELEPHONE 1,567.50 1,635.00 950.21 1,680.00 1,800.00 I. RENTAL SERVICES .5a Postage Meter .94.28 145.00 126.90 126.90 155.00 .5b Book Checkout Equip. 182.85 .00 56.25 80.00 .00 L5c Book Rental 1,897.33 426.00 303.32 426.00 .00 .5d Other Equip. Rental 3,716.06 .00 .00 .00 .00 Total 5,890.52 571.00 486.47 632.90 155.00 u6 J. TREAS' CLEARING FEES 137.70 217.00 87.75 217.00 230.00 ASSET MAINTENANCE & STANDARD OPERATIONS TOTAL $118,335.74 $128, 108.40 $68,072.92 $130,139.90 $145,843.00 j 5 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget II. COLLECTION ACQUISITION 1.7a A. BOOKS 17,926.46 19,394.00 19,003.58 20,305.25 30,800.00 17b B. PERIODICALS 3,611.33 3,500.00 3,630.03 3,700.00 5,000.00 17c C. REFERENCE .00 3,000.00 2,964.56 3,000.00 4,500.00 1.7d D. NON-PRINT 730.46 1,050.00 1,218.17 1,300.00 1,700.00 COLLECTION ACQUISITION TOTAL $22,268.25 $26,944.00 $26,816.34 $28,305.25 $42,000.00 III. CAPITAL ADDITIONS & REPLACEMENTS .8c A. TAPE DECK 500.00 18d B. OVERHEAD PROJECTOR 250.00 1.8e C. SHELVING 600.00 l8f D. MICROFILM CABINET 700.00 1.8g E. TYPEWRITER 400.00 CAPITAL ADDITIONS & REPLACEMENTS TOTAL $7,541.83 $4,286.00 $2,214.50 $4,150.85 $2,450.00 IV. ADDITIONAL PROGRAMS A. PROGRAMMING - ADULT & CHILDREN 8e Staff 10,364.00 12,619.60 6,200.00 11,900.00 12,185.00 5e Film Rental 187.00 400.00 113.00 300.00 400.00 9 Other Materials & Suppl. 864. 10 75.00 124.47 180.00 400.00 Total 11,415. 10 13,094.60 6,437.37 12,380.00 12,985.00 _7e B. MICROFILM 402.07 1,500.00 2,464.72 2,500.00 2,250.00 8f C. TEMPORARY HELP 1,768.95 8,406.00 2,842.68 3,200.00 1,150.00 D. PUBLIC RELATIONS _lb Advertising 62.03 400.00 427.30 427.30 400.00 12 Printing 1,326.60 850.00 824.45 847.70 .700.00 Total 1,388.63 1,250.00 1,251.75 1,275.00 1,100.00 E. BUILDING IMPORVEMENTS (Contingent upon receipt of City Grant) L REVENUES (City Grants) 2,500.00 2,500.00 2,500.00 2,500.00 2,500.00 3b Carpeting 2,500.00 .00 .00 .00 2,500.00 Insulation .00 .00 .00 2,500.00 .00 Total 2,500.00 .00 .00 2,500.00 2,500.00 1 Net Cost to County .00 .00 .00 .00 .00 1 F. VISUAL ARTS CENTER COLLECTION L7f Books .00 2,000.00 2,000.00 2,000.00 1,000.00 WICHE Intern .00 1,000.00 1,150.00 1, 150.00 .00 Total .00 3,000.00 3,150.00 3,150.00 1,000.00 . i 6 1978 1979 1979 1979 1980 Actual Present Actual & Enc. Est. of Proposed (Unaudited) Budget YTD (7 mo) Actual Total Budget G. GRASS ROOTS ARCHIVAL TAPE COLLECTION REVENUES (State Grant) .00 .00 1,950.00 1,950.00 .001 7g Video-cassette Tapes .00 500.00 .00 1,250.00 1,000.00 Printing Brochures .00 .00 .00 250.00 .00 Video Moniter .00 700.00 638.00 638.00 .00 Total .00 1,200.00 638.00 2, 138.00 1,000.00 Net Cost to County .00 .00 .00 188.00 1,000.00 H. SNOWMASS LIBRARY STATION 7h Books .00 .00 .00 .00 1,000.00 8h Shelving Units .00 .00 .00 .00 600.00 8i Catalog .00 .00 .00 .00 50.00 Total .00 .00 .00 .00 1,650.00 !0 I. PROFESSIONAL SERVICES 5,694.96 5,630.00 100.00 5,630.00 .00 ADDITIONAL PROGRAMS TOTAL $23,169.71 $34,080.60 $16,884.62 $32,773.00 $23,635.00 TOTAL EXPENDITURES $171,315.53 $193,419.00 $113,988.38 $195,369.00 $213.928.00 '1 CAPITAL RESERVE (carryover 19,769.00) 5,000.00 .00 5,000.00 6,000.00 TOTAL $198,419.00 $113,988.38 $200,369.00 $219,928.00 .„PI.TKIN COUNTY LIBRARY BUDGET PROPOSAL, 1980 8/27/79 NARRATIVE Among the responsibilities charged to the Library Board under 24-90-109 of the Colorado Revised Statutes are these: care for all library pro- perty, employ a librarian and other employees, as necessary, and purchase books, periodicals, maps, supplies, and materials for the library on the recommendation of the librarian. The following detail describes the reasoning behind the proposed expenditures calculated with these statutory charges considered. I. ASSET MAINTENANCE AND STANDARD OPERATIONS Funds expended to maintain the library building benefit the public in several ways. The library provides a place to use the library collection and a place for quiet study. A meeting room is available for use free of charge to any non-profit group. The music room, started by a private donation, is a great asset for a community of this size. Its use is continually increasing, with peak periods during the summer when the Music School is in session. The public restrooms and water fountain in the building are heavily trafficked. Besides these direct services to the public, the building provides work space for the staff and, of course, storage for the collection of materials. Maintenance of library equipment is necessary for the typewriters and calculators used by the staff, and for the book detection system used to protect library materials from theft. The majority of the expense of equipment maintenance, though, is to service equipment used by the public. Turntables, tape decks, and headphones used in the music room need to be maintained, as must the film and slide projectors and tape players which the public can borrow. Two typewriters are available in the library for public use. Microfilm readers and reader/printers are used to access the newspapers, documents, and periodicals which the library owns on microfilm. The maintenance for the Xerox machine is the most expensive contract held by the library. Revenues from public use of the machine more than compensate for its upkeep, however. About 31% of the library staff's time is spent either directly or in- directly in actions relating to the protection of the library's collec- tion. Residents are registered as card holders, and a file of their addresses is maintained. Tourists and short-term residents are allowed to borrow materials through a deposit system. Overdue notices and billings are sent out when materials are not returned. Materials are identified as property of the library to deter loss. Magazine subscriptions are checked to make certain that the library receives all of the issues to which it has subscribed. Manning of the main circulation desk and the music room desk consume many staff hours. These hours, too, contribute to the protection of the collection, but many other functions are performed during this time, such as checking materials in and out and registering new patrons. The most important function is helping users find information. • 2 The library is open 66 hours a week; from loam to 9pm Mondays through Thursdays, from loam to 6pm on Fridays and Saturdays, and from 12 noon to 6pm on Sundays. The music room is open the same hours during the summer, but it is closed on the weekends during the remainder of the year. Thus, at least 118 man hours are spent each week keeping the library open. The Interim Standards for Small Public Libraries (Public Library Assoc. : American Library Assoc. Chicago: ALA, 1962. p.15) recommends that a library serving a population of 12,000 to 24,000 residents be open a minimum of 45 to 60 hours per week. The Pitkin County Library exceeds that standard by 6 hours in order to provide greater access to the col- lection. Staffing for these 6 hours over the minimum (set 17 years ago) will cost $1,400 in 1980. An additional 16% of the total staff time is spent in direct service to library users who need help in finding information. Reference ques- tions are answered either over the phone or in person. Interlibrary loan requests are prepared for people needing information not available in the library's collection, and interlibrary loan requests from other libraries are filled. The staff places reserves on materials in cir- culation for people wishing to use them. The staff also provides service to the blind and physically handicapped through the Talking Books program administered by the Library of Congress. Approximately 24% of the staff's time is spent in organizing the collec- tion. Materials are classified by their subject matter and cards for them are prepared and filed in the catalog. Materials are reshelved after use and the shelves are checked often to make sure they are in order. The collection must Also be inventoried to check for missing materials. Selection of materials accounts for 9% of the staff time. Reviews are read and selections made to mainain a current, well-rounded collec- tion for all age levels. Gift materials are analyzed and decisions are made to either add them or place them in the biannual book sale. Sections of the collection are checked each year for outdated materials. These are withdrawn in order to maintain a timely and accurate collection. About 10% of the time is devoted to administrative duties such as keeping use statistics and preparing reports and correspondence. Eight people are employed full-time by the library. (Wages for the equivalent of one of these employees are included in the section of this document on special programs.) The average length of employment at the library for these 8 people is almost 5 years, and the average educational level is a little over 4 years of college. Two of the em- ployees are professional librarians. Because of the nature of library work, and the stability and quality of the staff, continuing their training in the field is felt to be a good investment. Three percent of the staff's time is spent in continuing education. A staff meeting is held each week and staff members have attended regional, state, and national conferences. Meetings of the 3 Three Rivers Library System, to which this library belongs, are parti- cularly important in coordinating interlibrary loan and other cooperative activities. Summary of Allocation of Staff Time 31% Circulation desk & pro- 10% Administration tection of materials g% Staff education 16% Reference 7% Programming 24% Organization of materials 9% Material selection Additional money included in the standard operations of the library is for office supplies, most of which are used in buying products used in processing library materials; for advertising job vacancies and pub- lic notices; for postage and rental of a postage meter for interlibrary loan transactions, overdue notices, and mailing borrowers' cards; and for telephone use. II. COLLECTION ACQUISITION The collection of materials owned by a library is that library's lifeblood. Through interlibrary loan, a library can offer access to more materials and information than any single community could ever afford, but often a library user cannot afford the time needed to transmit a request and wait for a reply. People who come to a library seeking information generally want the information now--not a week or ten days from now. It is reasonable to assume that the greater the amount of money which can be budgeted for materials, the greater the odds are that a library will be able to satisfy the needs of its public. In their book, Practical Administration of Public Libraries (N.Y. : Harper & Row, 1962. p.463), Joseph Wheeler and Herbert Goldhor decry the crumbling of materials budgets under the pressure of rising operating costs and advise that the budgeting for materials be maintained at 20% of the library's total budget. It is the opinion of both the Pitkin County Library's Board of Trustees and its administration that the materials budget needs to be substantially increased for 1980. This belief is based on several factors. First, a look at the year-to- date expenditures column for the materials budget this year tells much of the story. As happened last year, the materials budget has been con- sumed long before the end of the year, causing a backlog of orders which will have to be bought from next year's budget. Second, the members of this community are highly educated. They make greater use of the library and have higher expectations for the collection a library should provide. Their informational needs are more varied than the users one would expect to find in the average county"of this size. Finally, inflation must also be considered. For example, the prices of U.S. periodicals increased 13.5% in 1972; 22.5% in 1973; 9.3% in 1974; 12.6% in 1975; 12.9% in 1976; and 9.2% in 1977. 1 The list price for record 1The Bowker Annual of Library & Book Trade Information, 1978. 23rd ed. N.Y. : R.R. Bowker, 1978. p.317. 4 albums has been steadily increasing at the rate of $1.00 a year for the past several years. Today, hardcover novels priced at $9.00 seem like bargains when compared to the many selling for $11.00 or more. In order to cope with inflation, solve the problem of backlogged orders, and better perform the function for which it was established--to serve the public by providing information--the library's materials budget needs the increase which is proposed. The following table shows how relatively low the book acquistion program has been historically and the steps that have been take to achieve a better balance: Percent of Budgets Spent for Books, Periodical, & Non-Print 1970 20% 1976 11% 1971 10% 1977 12% 1972 11% 1978 13% 1973 12% 1979 17% 1974 14% Proposed 1980 21% 1975 8% III. CAPITAL ADDITIONS AND REPLACEMENTS • One of the library's three tape decks needs replacement. The library music room serves as an archival depository for the reel-to-reel tapes of the Summer Music Festival. Purchase of an electric typewriter for public use to replace a manual which was donated several years ago is also suggested. A good second- hand model will suffice. Other needed equipment includes an overhead projector for use by speakers in the meeting room, three additional shelving units for the children's room, and an addition to the present microfilm cabinet for more storage space. IV. ADDITIONAL PROGRAMS A. Programming--Adult & Children About 7% of the library staff time is spent in planning and/or presenting educational programs for children and adults. These include tours of the library, visits to schools to teach library skills, lecture series, film programs, and displays and art exhibits. Time is spent in writing news releases to publicize these events, and specialized subject bib- liographies are often compiled to tie in with the topics at hand. The librarians work with teachers in order to have materials on hand when they are needed for class research projects. They also work with people in charge of special libraries in the area to help them in learning to catalog books. The summer reading programs and story hours provided for children are two of the most traditional and anticipated services of this kind pro- vided by libraries. Their goal is to encourage children to read and . to use the library. S Money budgeted under "Other Materials and Supplies" is requested to enable the library to buy supplies for craft programs for children, and for refreshments for special events usch as the summer reading program party. B. Microfilm The library purchases several magazine and newspaper titles on micro- film. Benefits derived from this expenditure are the preservation of materials (such as the Aspen Times) through a decrease in vandalism and deterioration, and a decrease in storage space needed. This second point is of major importance in the Pitkin County Library. Purchase of microfilm allows the library to keep more back issues of periodi- cals for research than it would otherwise have space to hold. C. Temporary Help Use of the library increases markedly during the summer months. In order to provide prompt and helpful service to the public an additional staff member working 16 hours per week for approximately 16 weeks is necessary. D. Public Relations Line items for this category cover expenses incurred in printing bib- liographies and informative brochures. Also included is money to pur- chase T-shirts bearing the library's name for children who successfully complete the summer reading program. Library events are sometimes advertised. Usually, though, the staff relies on news releases to publicize activities, rather than paid ads. E. Carpeting This money will only be spent if a grant is received from the City of Aspen enabling the library to purchase carpeting. Carpeting on the stairways of the library is wearing quite thin and should be replaced. F. Visual Arts Center Collection With the opening of the Aspen Visual Arts Center this summer, the first "branch library" of Pitkin County was established. The library purchased materials on art to be housed at the Center, but owned by the library. In turn, the Center purchased the shelving and other equipment necessary for the collection from its own funds and will provide personnel to staff the facility. Slides and periodical subscriptions were also bought from the Center's resources. One thousand dollars is requested to continue the growth of this specialized subject collection. G. Grass Roots Archival Tape Collection One thousand dollars is also being requested to carry on a project be- gun this year with a State grant to preserve some of the productions of the Grass Roots Station. The station has had to erase many of its shows in the past in order to reuse the video cassettes on which they were recorded. Viewing these programs as a unique part of the area's 6. local history, the library trades new tapes for recorded tapes. They are being cataloged and made available for in-house use. This money should be supplimented by some of the funds raised in the station's annual tele- thon. H. Snowmass Library Station The County Librarian and the Board of Trustees have been closely monitor- ing Snowmass as a possible site for a future branch library. As a pre- sent provisionary step, a budget line is proposed for three units of shelving and a small catalog to begin this service. Staffed by trained volunteers, the station will be stocked mainly with gift books and books on rotating collection from the main library in Aspen, although $1000 is budgeted to buy materials in heavy demand or of lasting value. Using a telephone to transmit requests for materials into Aspen and using the bus service to transport materials back and forth, a more localized form of service could be provided to the Snowmass residents at a very minimal cost. Capital Reserve Much thought over the past few years has gone into the question of • library expansion or readjustment of the present space to create more useable area. No conclusion has been reached as yet, but it is evident that there is a shortage of staff work area, of storage area, and, on rainy days, of seating space for the public. Most serious, only the main floor is accessible to handicapped people. One point that is evident is that money will be needed before any changes_ can be made. Because of this $6,000 has been budgeted to add to the library's fund balance in 1980. Several years ago, with the concurrence of the Board of Commissioners, a precedence was established for building a capital reserve against future expansion. 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