Expense Questions

Get (Budget) Smart Budget Helper (EXPENSES) Question What is the rate of inflation for next year? (percent) What will your Expenses for Salaries be in the coming year? (Net) What will your CPP expenses be? What will your EI expenses be? What will your Vacation Pay be? What will your contribution to Medical be? Total Salaries and Benefits Will you be paying any volunteers for their services? How many volunteers will you be giving an honeraria too? What will the honeraria be? Will you be paying for gifts for volunteers? How many volunteers do you have? How much do you want to spend on gifts? Will you have staff or volunteer incentive Programs that you anticipate costing money next year? How much Total Honoraria (volunteers) Will you be moving in the next year? What do you anticipate those expenses to be? (Total Moving Expenses) What conferences will you be attending? And what is the registration fee per person for that conference(list) a. Parkland Reagional Library Conference b. The Alberta Library Conference c. Netspeed d. PD Days How many people are you planning on sending to each conference? a. Parkland Reagional Library Conference b. The Alberta Library Conference c. Netspeed d. PD Days Total Course and conference fees Will you be doing any local purchasing? How much? Total Books How many subscriptions do you want to purchase next year? What is the average cost of subscription you paid in the previous year? Total Periodicals and Newspapers Cost 0.00% $ - $ - $ $ - $ - How many audio books are you planning on adding to your collection? What is the average cost per audio book? How many DVD's are you adding to your collection this year? What is the average cost per DVD? How many music CD's are you wanting to ad to your collection? What is the average cost per Music CD? Total Audio-visual materials and Micro Materials $ How many books do you anticipate having to repair next year? What is the cost to repair a book? What is the cost of processing a DVD for your library? What is the cost of processsing an Audio Book for your library? What is the cost of processing a Music CD for your library? Do you have a security system? How many tags do you anticipate purchasing and how much will that cost you? Are there any other expenses that you can anticipate with processing and repairing of library materials? Total Binding and Repair $ Do you subscribe and pay for Digital and online resources? How many and what are the costs? (list below) a. - - b. c. Total Digital and Electronic Resources Do you pay to get an audit done? What was your cost the previous year? What conferences will your board be attending? And what is the registration fee per person for that conference(list) a. Parkland Reagional Library Conference b. The Alberta Library Conference c. Other PRL Training d. How many people are you planning on sending to each conference? a. Parkland Reagional Library Conference b. The Alberta Library Conference c. Other PRL Training d. How many Kilometers do you anticipate board members driving to conferences and training sessions? How much do you reimburse per Kilometer for travel costs? Will you be paying for any meals while board members are at training? How much do you anticipate spending? Will your board be hosting any open houses or planning sessions outside of your regular board meetings? How many? What are the anticipated costs per meetings? Will any of your board members require membership in ALTA? How many? What is the cost for an ALTA membership? Total Board Expenses Are you planning on replacing any computers next year? How many need replacing? Does the whole thing need to be replaced or just parts (i.e. tower) What is the average cost of purchasing the computer you are wanting to buy? Do you want to add any other equipment into your library collection for programming or public use? (i.e. scanners, projectors, etc?) (List below) a. b. c. d. What will your contingency be for repairs of equipment and IT costs? Total Equipment Rental and Maintenance $ - $ - $ - What was your average cost of legal and bank fees the previous year? What was your average cost of library and office supplies per month last year? What memberships are you or your staff planning on signing up for next year? And what is the cost of those memberships? (this can include the Chamber of Commers, LAA, ALTA, etc) a. LAA b. Chamber of Commerce c. d. How many of the above memberships are you requireing? a. LAA b. Chamber of Commerce c. d. Total Association Memberships $ - What is the library book rate? How many books are you anticipating sending through the mail next year? What is your anticipated Couriour expenses next year? Do you rent a postage box? What is the rental per month? Total Postage and Box Rental Do you pay a private landlord or your municipality for facility rentals? What is your fee per month? What programs are you anticipating running next year? a. b. c. d. e. f. g. h. i. How many sessions are you anticipating running for each program (a session means each time you bring the group together. If you have story hour twice a week for 10 months out of the year then you would count 88 sessions) a. b. c. d. e. f. g. h. i. What is your anticipated cost per session for the programs you plan on running? (this may include author fees, food expenses, materials, etc.) a. b. c. d. e. f. g. h. i. Will you hold any special one time events during the year? What will those events be? a. Family Literacy Day (January) b. Library Month (October) c. d. e. f. What is the cost for running each of those events? (this may include author fees, food expenses, materials, etc.) a. Family Literacy Day (January) b. Library Month (October) c. d. e. f. $ - Are there special items or programming supplies other than crafts that you would like to purchase next year. This could include puppets, flannel boards, programming carts, large story books etc.) a. b. c. d. e. f. What are the costs of these program supplies? a. b. c. d. e. f. Total Program Expenses How many copies dopies do you make per year? What is the cost per copy? Do you have a rental fee for your photocopier? How much is the cost per month? Do you have a separate Black and white printer? How many prints do you do per month? What is the cost per print (ink only)? Do you have a colour printer? How many prints do you do per month? What is the cost per print (ink only)? How much did you spend on paper last year? Are you planning any special advertising? Will there be extra costs for printing from professional printers? What do you anticipate those costs being? a. b. c. Total Stationery, printing and copier supplies What was your average cost for phone service last year per month? $ - $ - What was your average cost for internet service last year per month? Total Telephone and telecommunications $ How many Kilometers do you anticipate staff members driving for conferences, training, and LAG meetings in the next year? How much do you reimburse per Kilometer for travel costs? Are you going to be paying for hosting an author or guest over night? How much are you budgeting for that? Are there hotel costs and accomodation costs for guest speakers or training and conferences? Will you be taking anyone on staff, board, or guests out to lunch over the next year? Total Travel and Hospitality $ Are there any other materials and supplies not accounted for that you will need to purchase in the following year? What are the costs associated with them? a. GST Paid General b. GST Paid Books c. Advertising and Recruitment d. Total Other Materials and Supplies $ What fees did you pay in the previous year related to insurance? What fees did you pay in the previous year related to Janitorial? - - - Do you anticipate any building repairs and maintenance? How much? (you should put at least some money in this line as a contingency) Total Janitorial and Maintenance What was your average cost per month for Power in the previous year? What was your average cost per month for Natural Gas in the previous year? What was your average cost per month forWater, Sewer, and Garbage service in the previous year? Extra Costs related to Utilities? Total Utilities Will you be performing any major building repairs in the following year (i.e. roof, carpets, patitions)? What will the costs of each be? a. b. c. Total Building Repair and Renovation Will you be purchasing any new furniture or equipment in the following year? What will the cost of each be? a. b. c. Total Furniture and equipment Do you have other expenses not yet mentioned? a. b. c. Total Other Expenses $ - $ - $ - $ - $ - ENSES) Cost + Inflation Note on Inflation: The inflation rate will be closely tied to COLA. This is a contingency to ensure that you take into account that there may be an increase in costs each year depending on the consumer market. Some years this may be 0% some years more. Where we have put in numbers based on previous years, there will be a second cost that includes your projections plus inflation in costs. $ - $ $ - $ $ - $ - $ - $ - $ $ - $ - $ $ $ - $ - $ $ - Cost per year $ $ $ $ $ $ $ $ $ - $ - $ - $ - $ - $ $ - $ - $ - $ - $ - $ - Get (Budget) Smart Budget Helper (Revenue) Question What is the rate of inflation for next year? (percent) What is your total municipal population How much per capita did your minicipality give you the previous year? Total Local Appropriation What was your previous years provincial operating grant Will you be receiving a transfer from an MD/County Library Board? If so how much will that be? Will you be receiving a tranfer from your Regional Library system (not allotment)? [Rural Services Transfer Grant] What is your total rural population (Assigned county population) Cost 0% $ - How much per capita did your county give you the previous year? Total from MD/County $ Will you be receiving money from ID or Summer Village? If so how much did you receive last year? Do you receive funding from a school board or Recreation board? How much did you receive the previous year? Will you be applying for Employment Grants in the following year? What are they and how much will you be applying for? a. STEP b. Young Canada Works c. CAP YI d. Total Employment Programs $ Will you be applying for other Grants to help supplement your income? If so, what are they? a. CIP b. Community Spirit Grant c. d. e. f. Total other Grants $ What was your revenue the previous year for booksales? Are you intending to keep that the same? What do you intend your Book Sale Revenue to be this year? How much do you intend to bring in from private donations next year? How much do you intend to bring in from Fundraising efforts next year? Is your Friends of the Library going to conribute to your operating or Capital purchase next year? Will you obtain donations from service clubs next year? How much revenue do you intend to bring in from donations. (private and fundraising activities?) How much revenue do you intend to bring in from fines in the following year? (use previous year as a guide) - - - $ - How much revenue do you intend to bring in from lost or damaged books in the following year? (use previous year as a guide) How much revenue do you intend to bring in from Membership fees in the following year? (use previous year as a guide) Total Fees and Fines $ Do you have a room you can rent out? How many times does it get rented out during a year? What is your rental fee? Total Room Rentals $ What programs are you anticipating running next year? - - a. b. c. d. e. f. g. h. i. How many sessions are you anticipating running for each program (a session means each time you bring the group together. If you have story hour twice a week for 10 months out of the year then you would count 88 sessions) a. b. c. d. e. f. g. h. i. How many participants are you anticipating in each session? a. b. c. d. e. f. g. h. i. What is your Registration Fee for each program? a. b. c. d. e. f. g. h. i. Total Revenue Per Program a. b. c. d. e. f. g. h. i. Total Program Revenue Will you be charging for any of your planned special events? How much do you anticipate making from each event? a. Family Literacy Day (January) b. Library Month (October) c. d. e. f. 0 0 0 0 0 0 0 0 0 $ $ $ $ $ $ $ $ $ $ - Total Program Revenue and Special Event Revenue $ Do you charge for Photocopies and prints? How much did you make last year on photocopying? Do you rent out equipment? How much did you make last year on equipment rentals Are there other services you charge for? What is your anticipated revenue for these services? Total Other Services Revenue $ Do you anticipate making any money on interest in the coming year? Will you use this money toward your operations budget? How much do you intend to use? Do you have reserves? How much money do you intend on contributing to your budget from reserves? Do you have other forms of income not yet mentioned? a. GST Collected b. GST Refund c. PRL Postage Reimbursment Total other income $ - - - Cost + Inflation Last year? % increase/Decrease? #DIV/0! $ - Last Year? $ $ $ - % increase/Decrease? #DIV/0! (Books) (Dependant on how much we get in for personal donations) $ - $ - $ - $ - Total Program Expenses $ $ $ $ $ $ $ $ $ - Loss or Profit $ $ $ $ $ $ $ $ $ - $ - $ - $ - Government Contributions 07 08 09 10 cash transfer from Regional Library System (do not include system book allotment account) 11 12 13 14 14a 14b 14c 14d 15 15a 15b 15c 15d 15e 15f 16 17 18 19 20 21 22 23 24 24a 24b 24c 25 from MD/county $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Local appropriation (contribution of your municipal Council to the operation of library) Provincial Library Operating Grant $ $ $ - Other Local Government Contributions cash transfer from MD/county library board from ID, Summer Village Other Revenue School Board, Recreation Board Employment Programs a. STEP b. Young Canada Works c. CAP YI d. Other Grants (please list) a. CIP b. Community Spirit Grant c. d. e. f. Book Sales Donations (private monetary contributions and results of fundraising activities) Fees and Fines (card fees, fines, non-resident deposits) Room Rentals Program Revenue (receipts from programs sponsored by library) Other Service Revenue (e.g. photocopier, equipment rentals) Interest Transfers from reserve accounts Other Income (please list) a. GST Collected b. GST Refund c. PRL Postage Reimbursment TOTAL CASH RECEIPTS (add lines 07 to 24) ESTIMATE OF EXPENDITURE Staff 27 Salaries and Benefits 28 29 30 31 Honoraria (volunteers) Moving Expenses Course or conference fees TOTAL STAFF EXPENSES (add lines 27 to 30) Budget $ $ $ $ $ - Library Resources 32 Books (include freight and purchased cataloguing; do not include money you transfer to your library system for book purchases) 33 Periodicals and Newspapers 34 35 36 37 Audio-visual materials and micro materials Binding and repair Digital and electronic resources TOTAL LIBRARY RESOURCES (add lines 32 to 36) $ $ $ $ $ $ $ $ $ $ $ $ $ $- Administration 38 Audit 39 40 41 42 43 44 45 46 47 48 49 50 50a 50b 50c 50d 51 Board expenses (incl. honoraria, travel, course and conference fees) Equipment rentals and maintenance Legal fees, bank charges, refunds and deposits Library supplies Association memberships (do not include transfer payments to your library system) Postage and box rental Program expense (including publicity and advertising, rental of supplies, volunteer appreciation, artist’s fees) Rent (to private landlord) Stationery, printing and copier supplies Telephone and telecommunications, incl. internet connections Travel and hospitality (staff) Other materials and supplies a. GST Paid General b. GST Paid Books c. Advertising and Recruitment d. TOTAL ADMINISTRATION EXPENSE (add lines 38 to 50) $ $ $ $ $ $ $ $ $ $ Budget 2009 $ $ $ - ESTIMATE OF EXPENDITURE (cont'd) Building Maintenance 52 Insurance 53 54 Janitorial and maintenance (janitorial service and supplies, maintenance and minor repairs to building and grounds) Utilities - 55 TOTAL MAINTENANCE EXPENSES (add lines 52 to 54) $ - Transfer Payments 56 Transfer to other library boards (please specify boards: may include town or village boards or library system boards) 57 Contract payment to library societies (payment to library societies that manage library(ies) for the board) 58 TOTAL TRANSFER PAYMENTS (add lines 56 and 57) 59 60 61 TOTAL OPERATING EXPENDITURE (add lines 31, 37, 51, 55, and 58) LOAN INTEREST AND PAYMENTS TRANSFER TO OTHER ACCOUNTS (i.e., capital, operating reserves) $ $ - Capital Expenditures 62 Building repairs and renovations (major renovations or repairs such as roof, carpet, partitions) 63 Furniture and equipment 64 64a 64b 64c 65 66 Other (please specify) a. b. c. TOTAL CAPITAL EXPENDITURE (add lines 62 to 64) TOTAL ESTIMATE OF EXPENDITURE (add lines 59, 60, 61, 65) $ $ $ $ $ $ $ $ - Cash over or short $ -