Fundamentals of Library Supervision by Beth McNeil
Author:Beth McNeil
Language: eng
Format: epub
Tags: LAN025010 Language Arts & Disciplines / Library & Information Science / Administration & Management
Publisher: American Library Association
Expenditures
It is also important to understand the different types of expenditures you may face. Some expenditures, such as utilities, are considered nondiscretionary costs that must be paid and over which most supervisors have little control. While you can effectively work with your unit to decrease utility costs by turning off lights, unplugging equipment during off times, or lowering office thermostats, as a unit manager you are not likely to have responsibility for ensuring that the utility bills are paid.
Some expenditures are more discretionary. These are the budgets that you as a supervisor will be able to influence and control. For example, a budget for student assistants or library pages is often the responsibility of a unit supervisor to monitor to ensure that the unit spends only the amount of money it has been allocated. A materials budget is another example of a discretionary budget, one the collections manager can control and, with subject librarians, use to determine the titles that will be purchased for the area. Again, the manager needs to be sure that expenditures do not exceed the budget allocation.
Often a supervisor is asked to put together a budget request for the next budget cycle. In putting the request together, the supervisor should review the overall goals and objectives for the library as well as the goals for his or her own unit to be sure that the budget request reflects the priorities of the library as a whole. For example, if the library has made a commitment to expand electronic reference resources, the department manager will want to put together a budget that emphasizes electronic resources rather than print resources. For a help desk service unit, the request for student assistants to help at the desk should reflect the hours of operation and the duties assigned to the unit. If student assistants sort and shelve materials as well as staffing a desk, the budget request should reflect how much time is needed for these two major duties so that the correct number of students can be hired to cover the unit responsibilities.
The budget request should provide a justification for the items in the budget as well as the dollars requested. Simply listing the dollar figure for student help will not provide the budget decision makers with adequate information to assess the request. The decision makers will want to know what tasks the students will cover, how many hours a week these tasks take, and how the budget will be expended throughout the year. Will more money be needed as school starts or will less money be needed around holidays or school breaks? This type of question should be answered in the request so the decision makers do not have to guess at why you are requesting the budget you presented.
Also, be sure that your budget request reflects the reality of your unit. Ask yourself what changes have occurred in your unit that impact your budget. Has scanner use increased and printing and photocopying declined? What impact will an
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