Expending the Materials Budget
Topic A
Collection Managers Forum
August 16, 2000
Expending the Materials Budget
Background/Context:
Monograph budget -- The following chart shows the pattern of spending that has occurred for the monograph portion of the materials budget for the past three years (this pattern has been a historic one going back well beyond the last three years).
| Year | Allocation | Funds carried forward from previous year | Total funds available | Funds expended | Balance at end of Year | % Expended |
| 98 | 2,064,125 | 977,834 | 3,041,959 | 2,123,977 | 917,982 | 69.82% |
| 99 | 2,118,441 | 917,982 | 3,036,423 | 2,123,094 | 913,329 | 69.92% |
| 00 | 2,005,793 | 919,728 | 2,925,521 | 2,113,742 | 811,779 | 72.25% |
In each of these three years, we actually spent close to the amount which was allocated for the
year. However, we continue to carry an unexpended balance from year to year of between
$800,000 and $900,000. The potential problem this creates is the perception that we have more
money than we need in the materials budget. This money is already allocated to your individual
funds, it just has not been encumbered and/or spent. It is not money being held in reserve in
general funds.
Question for discussion: How can we accelerate/expedite the encumbrance and expenditure of a
portion of the materials budget? One goal could be to reduce this balance by 50% in the coming
fiscal year (July 1, 2000 through June 30, 2001).
Ground rule for discussion: The money cannot be transferred out of the materials budget for
expenditure elsewhere such as for positions, equipment or other items. It must be spent on
library materials for addition to the collection.
Prepared by Carol P. Diedrichs
July 31, 2000
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