PLA Board of Directors
Annual Conference 2013
2013.83
TO:
PLA Board of Directors
RE:
Adoption of the 2014 Fiscal Year Budget
ACTION REQUESTED/INFORMATION/DISCUSSION/REPORT
ACTION
ACTION REQUESTED BY:
Jo Pinder, Budget & Finance Committee Chair
DRAFT OF MOTION:
BACKGROUND:
Attached is the summary overview of the 2014 fiscal year budget as well as a overview of the budget broken
down by project. The PLA Budget & Finance Committee recommends that the PLA Board of Directors adopts the
FY2014 Budget.
______________________________________________________________________________
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PLA Board of Directors
Annual Conference 2013
2013.83
FY2014 Projected
Operating Fund Balance Summary
2013 Projected Fund Balance:
2012 Beginning Fund Balance
2012 Revenue (actual)
Subtotal
2012 Expense (actual)
2013 Opening Fund Balance
$1,049,598
+ 4,243,107
5,292,705
- 3,163,579
$ 2,129,052
2013 Estimated Budgetary Ceiling:
2013 Opening Fund Balance
2013 Revenue Budgeted
Subtotal
2013 Expenses Budgeted
2013 Estimated Budgetary Ceiling
Budgeted Transfer to Endowment 2013
2013 Ending Fund Balance
$2,129,052
+ 867,428 (actual: $626,185 5/2013)
$2,996,480
- 1,564,636 (actual: $921,729 5/2013)
$1,431,844
0
$1,431,844
2014 Projected Fund Balance:
2013 Estimated Budgetary Ceiling
2014 Revenue Budgeted
Subtotal
2014 Expenses Budgeted
2014 Projected Year End Fund Balance
$1,431,844 (FY14 opening fund balance)
+ 3,997,194
$ 5,429,038
- 3,487,254
$ 1,941,784
Note: For financial planning purposes, ALA uses the budget submitted for the previous fiscal year to
project the year-end fund balance for the 2014 fiscal year that is in development. Actual revenues
and expense are noted as of May 2013 performance report.
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PLA Board of Directors
Annual Conference 2013
2013.83
FY2013 Projected LTI Balance
FY13 Beginning Fund Balance
$1,084,448
Revenues (as of 5/2013)
Interest Dividends Spending Act
Total Revenues
$ 27,123
$ 27,123
Expenses (as of 5/2013)
Bank Service Fee
Total Expenses
$ 5,643
$ 5,643
Net Revenue (expense) as of 5/2013
$ 21,480
FY13 Transfer to endowment
$
0
Projected amount of net dividends that can be transferred to Board-designated project:
$28,000. Final amount will be calculated at close of fiscal year in September.
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PLA Board of Directors
Annual Conference 2013
2013.83
FY 2014 Budget by Project
Revenue
Project
0000 Administration
3000 Service to Members
3007 Regional CE
3020 Partners
3026 AC Preconference
3030 Public Libraries Mag
3040 Web Based CE
3058 Publications
3120 Preschool Lit (ECRR)
3172 PLDS
3189 Certified Pub Lib Admin.
3174 Leadership Initiative
3145 PLA 2016 Planning
3061 PLA 2014 General Program
3062 PLA 2014 Exhibits
3064 PLA 2014 Registration
3063 PLA 2014 Promotion
3066 PLA 2014 Programs
3065 PLA 2014 OGS, CGS, Big Ideas
3069 PLA 2014 Meal Events
3070 PLA 2014 Preconferences
3173 PLA 2014 Virtual Conference
3188 digital learn.org cost share
TOTALS
$0
$440,520
$52,437
$104,500
$11,105
$91,338
$90,000
$37,900
$40,000
$24,793
$13,000
$0
$0
$1,163,955
$1,520,896
$0
$107,000
$0
$0
$83,250
$108,500
$48,000
$60,000
$3,997,194
$3,487,254
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Expenses
$881,620
$172,650
$49,545
$18,350
$11,037
$135,717
$32,090
$37,798
$56,873
$63,259
$12,854
-$38,838
$8,000
$573,677
$857,530
$30,250
$82,647
$84,250
$162,000
$79,500
$85,207
$45,758
$45,480
Net
-$881,620
$267,870
$2,892
$86,150
$68
-$44,379
$57,910
$102
-$16,873
-$38,466
$146
$38,838
$8,000
$590,278
$663,366
-$30,250
$24,353
-$84,250
-$162,000
$3,750
$23,293
$2,242
$14,520
$509,940
PLA Board of Directors
Annual Conference 2013
2013.83
Projected Ending Bal.
Net Assets at Beginning of Yr
Revenues
Expenses
Net Budget FY2014
Net Assets at Yr End
Sept.1, 2014
$1,431,844
$3,997,194
$3,487,254
$509,940
$1,941,784
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PLA Board of Directors
Annual Conference 2013
2013.83
PLA FY2014 – Key Points
Revenue
PLA Conference
The conference is PLA’s largest source of revenue. In a typical conference year, the PLA conference accounts for 75%
of revenue while dues account for 10%. Conference revenue includes registration, exhibits, pre-conferences,
sponsorships and advertising.
For FY 2014, conference registration is budgeted at the same level as actual registration from the PLA 2012
conference ($1,163,955). Rationale:

PLA 2012 was held in Philadelphia (with a large population base); however, PLA has a strong Midwestern
member base; 32% of members reside in the Midwest region (vs. 19% in West; 23% in South and 26% in
East). Registration at PLA’s 2008 conference in Minneapolis enjoyed the 2 nd highest registration for a PLA
conference ever.

That history, combined with a slight increase in registration fees (average $10/), form the basis for
determining we will be able to meet the same revenue level for registration in 2014 in Indianapolis.

Exhibits are budgeted at 10% under actual from PLA 2012 ($1,520,896). Rationale:
As of June 4, 2013, 173 companies were confirmed in 451 booths. This compares to 183 companies in 525 booths
as of 6/3/11. We are 14% behind on sales from 2012. We budgeted to close this gap but not completely. A
10% decrease from 2012 addresses vendor consolidations and downsizing that we anticipate.
Dues
The next largest portion of PLA revenues is membership dues. In FY2014, they are budgeted to be at the same level
as our last conference year ($440,520). Dues in 2012 did not get the typical “conference bump.” We are budgeting
accordingly. Given the dues increase, we may see higher revenue in dues. We will adjust mid-year if that is the case.
Education
The CE budgets include webinars, Bootcamp and pre-conferences at ALA. These are budgeted at FY12 levels.
Webinar offerings have been growing each year; however, we may be approaching staff capacity in terms of adding
more webinars to the schedule. Additionally, competition continues to increase both internally (within ALA) and
externally. We need to continue to explore new education models that meet member needs and provide income.
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PLA Board of Directors
Annual Conference 2013
2013.83
Expenses
Salaries
PLA staff salaries are budgeted at same level as FY12 ($514,820). Benefits are budgeted at 33% of salaries from 30%
in FY13 ($174,616).
Conference
PLA 2014 conference expenses are based on convention center contract rates and cost history from previous PLA
conferences. We have increased the conference budget by $45,000 for the “big idea” series where PLA will start
each conference day (Thursday, Friday and Saturday) with major, thought-provoking speakers in a no-conflict time
period. Additionally, we have added $10,000 for ten $1,000 travel grants to Spectrum Scholars to attend the PLA
conference. This was a program PLA had in place up until 2006; we are recommending it be reinstated.
Digital Literacy
In FY2014, PLA will continue to administer the IMLS-funded digital literacy grant; grant funding ends August 2014.
Total grant awarded was $465,475. PLA is responsible for in-kind staff support as well as the costs to host the
digitallearn.org site, which will be $46,000 in FY2014. This is a new expense for PLA. We hope to secure sponsorships
to cover as much of this expense as possible.
Publications
Public Libraries magazine is budgeted to end FY14 with a net of -$44,379. PL is consistently cited as a key member
benefit so we will continue with print while at the same time building the new Public Libraries Online. PL has always
operated in the negative but over the last three years, has significantly decreased costs due to cutting page lengths,
decreased paper costs and more positive advertising. Here are the nets for the last five years:
FY08
FY09
FY10
FY11
FY12
-$74,452
-$89,200
-$57,214
-$45,137
-$43,001
Every Child Ready to Read
The ECRR budget includes $40,000 in revenue (total for project is $80,000, revenues split 50/50 with ALSC) and total
expenses of $56,873. Expenses include up to $33,333 for cost share if PLA/ALSC receive IMLS grant funding for
research on the impact of ECRR on parent behavior.
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