Memorandum 18-052 Library Copy Fees

Memorandum 18-052

TO:                        City Council

THROUGH:       Katie Koester, City Manager

FROM:                 Ann Dixon, Library Director

DATE:                   April 17, 2018

SUBJECT:          Recommendations on Library Photocopy Fees

Thank you for postponing your decision and giving me the opportunity to provide input on the proposed changes to the Library’s photocopy fee schedule. The updated resolution reflects my recommendations, based on calculation of library expenses and a survey of local photocopy services.

Library fines and fees are normally discussed with and approved by the Library Advisory Board as part of the annual budget process. Without the benefit of their input, which may differ from my conclusions, I suggest the attached fee schedule for the following reasons.

The cost to the Library per black-and-white letter-size side is $0.17, slightly higher than our current charge of $0.15. Fees for single copies at the three businesses surveyed range from $.20 to $0.23 to $0.25. Our goal with providing a photocopier for public use is to facilitate people’s ability to obtain and utilize information, whether for personal, financial, business, or educational reasons. Unlike a business, the mission of the Library is not to make a profit but to serve “the diverse needs of our community members by providing access to information, promoting literacy, and facilitating lifelong learning.” However, we do want to cover our expenses for photocopying. Therefore I recommend increasing the current charge to $0.20 per side, which more than covers our expenses and meets the lowest business charge.

The cost to the Library per color letter-size side is $0.39, well below our charge of $0.50. The two businesses surveyed that provide color photocopying charge $0.45 and $0.65. I recommend keeping our current charge of $0.50 since it more than covers our expenses and is only slightly higher than the lowest business charge.

The photocopier is also used by library staff but the majority of use is by the public. We do not have a mechanism to separate the two types of use. Also, it should be noted that the Library does not offer discounts for bulk copying, as some businesses do. And our copy machine is self-service – we do not make copies for patrons, although we assist them with problems and show them how to use the copier if needed. The majority of copies are letter-size black-and-white.

To maintain a consistent approach of covering expenses while meeting the lowest business charge (without involving pennies, since we use a coin box) we might consider lowering the cost of color copies in the letter and 11”x17” sizes. However, since Council has proposed raising, not lowering, fees and the Library Advisory Board has not had an opportunity to consider the matter, for now I recommend maintaining the existing fees for color letter and 11”x17” sizes.

I’m happy to answer any further questions about photocopy fees and use.