The Tech Stack Explainer Your Board Needs

You've seen this conversation play out at a library board meeting. The director presents the technology budget. A board member asks why the library needs to spend money on computers when "everything is in the cloud now." Another asks why the WiFi costs anything when their home router was $80. A third suggests a high school volunteer could handle IT.

The conversation goes sideways because the board doesn\'t understand what a library technology stack actually is, what it costs, or why it matters. That\'s not their fault. Nobody has explained it in terms that make sense.

This article is the explainer you bring to that meeting. Print it. Share it. Use it as the foundation for your next technology budget presentation. It covers what you actually have, what it costs, why it can\'t be free, and how to talk about it without everyone\'s eyes glazing over.

Part 1: The Full Stack (Everything Your Library Runs On)

A "tech stack" is every piece of technology your library depends on to operate. Most board members think of computers and WiFi. The actual list is a lot longer.

The Integrated Library System (ILS)

The ILS is the backbone of library operations. It handles cataloging, circulation, patron records, acquisitions, and reporting. Without it, you can't check out a book, place a hold, or tell a patron whether something is available.

Options range from Apollo (designed specifically for small public libraries, with 990 installations as of 2024) to Koha (open source, supported by providers like ByWater Solutions) to proprietary systems from SirsiDynix and Clarivate. Pricing is custom-quoted by all vendors, but this is typically one of the largest recurring technology line items.

Board translation: The ILS is the library's operating system. It is like the point-of-sale system in a retail store. Nothing moves without it.

Discovery Layer

The discovery layer is what patrons see when they search the catalog. Many libraries layer a product like BiblioCore (used by over 550 libraries across 2,300 locations) or the open-source Aspen Discovery on top of their ILS. Why? Because the built-in catalog search is often terrible.

Board translation: This is the library's search engine. If patrons cannot find what they are looking for, they leave and do not come back.

Website and Content Management

Most small libraries run WordPress or Drupal. Hosting runs $50 to $500+ per year. Add domain registration ($12 to $20/year), SSL certificates, theme and plugin updates, accessibility compliance (the DOJ's ADA Title II update requires WCAG 2.1 AA compliance by April 2026 for larger entities), and ongoing content management. A professionally maintained library website costs $2,000 to $10,000+ annually when you account for all real costs.

Board translation: The website is the library's front door for people who do not drive to the building. It requires ongoing maintenance, just like the physical building does.

WiFi Infrastructure

99.4% of public libraries offer WiFi. It's the single most-used technology service. Equipment options include Cisco Meraki (cloud-managed), HPE Aruba, and Ubiquiti (budget-friendly). Access points need replacement every 3 to 5 years as WiFi standards evolve. E-Rate can cover infrastructure costs.

Board translation: WiFi is a utility, like water or electricity. Patrons expect it. The equipment that delivers it wears out and needs replacement on a regular cycle.

Public Computers and Management Software

Libraries provide desktop computers for patron use, managed with session software like EnvisionWare (used by over 10,000 libraries worldwide) or SAM by Comprise Technologies. Deep Freeze restores computers to a clean state on every reboot. Public-use computers need replacement every 4 to 5 years due to heavy use.

Print Management

EnvisionWare, Pharos, and PaperCut handle patron payment, job release, and usage tracking. Most systems now support mobile printing (email-to-print, web upload, or app-based). Pricing is custom-quoted by library size.

Digital Content Platforms

This is where costs have jumped the fastest:

• Libby/OverDrive: Libraries circulated over 739 million digital items in 2024, a 17% increase over 2023. A popular ebook license costs $55 to $68 and expires after 2 years or a set number of checkouts. Libraries must repurchase the same titles repeatedly to maintain access.
• Hoopla: Uses a cost-per-checkout model. In 2025, Hoopla raised its per-item cost from approximately $2 to $3 to approximately $11, an increase of over 450%. Many libraries have been forced to cut patron borrows from 4 to 2 per month or drop the service entirely.
• Kanopy: Streaming video on a cost-per-play model. Reached a record 27.8 million plays in 2024.
• Databases: EBSCO, Gale, and ProQuest are the dominant vendors. EBSCO projects 3.5% to 6% annual increases in 2025. Many states negotiate statewide contracts to reduce individual library costs.

Libraries in Allegheny County, Pennsylvania, spend over $3 million annually on Libby and Hoopla combined, with spending up 51% since 2019.

Board translation: Digital content is not like buying a book. It is like renting one that disappears from the shelf after two years. And the landlord just raised the rent by 450%.

Self-Check and RFID

Bibliotheca (which acquired 3M Library Systems) dominates the self-check and RFID market. RFID tags cost approximately $0.28 each. Self-check kiosks are capital investments with 7 to 10 year lifespans. They reduce staffing pressure at the circulation desk but require ongoing maintenance.

Network Infrastructure

Switches, routers, firewalls, and cabling. Invisible to patrons and boards, but critical to everything. Network switches last 5 to 7 years. Firewalls should be replaced every 3 to 5 years because they're threat-facing devices.

Everything Else

MakerSpace equipment (3D printers: $500 to $15,000+). Staff computers and laptops (3 to 4 year replacement cycle). Phone systems. Security cameras. Digital signage. Meeting room booking software. Each with its own cost and lifecycle.

The total picture: A small library may depend on 15 to 20 distinct technology systems. None of them are optional. All of them cost money to operate, maintain, and replace.

Part 2: The Questions Your Board Will Ask (And How to Answer Them)

"Why can't we just use free software?"

Open-source software like Koha is free to download but not free to operate. You still need hosting, a support contract from a provider like ByWater Solutions, staff time for configuration and troubleshooting, and migration costs from any existing system. The total cost of ownership for open source is often comparable to proprietary solutions, especially for small libraries without IT staff.

Open source can save money in specific situations: libraries paying excessive licensing and SIP2 fees, libraries in consortia that share support costs, or libraries with some internal technical capacity. But "free" in software terms means free to acquire, not free to run.

"Why do we need to upgrade when everything works?"

This is the most dangerous question. The answer only becomes obvious after something breaks.

In February 2025, the Fort Bend County Library system in Texas was hit by a ransomware attack. A post-attack risk assessment found outdated operating systems, unsupported hardware, and no security monitoring. The library had requested cyber security resources in every budget submission and been denied.

Recovery cost taxpayers $5.8 million: $1 million on new equipment, $3.8 million on software, $1 million on new IT staff. The library's annual operating budget was $24 million. That attack added 25% to their yearly costs.

Board translation: "Everything works" means "nothing has broken yet." Software upgrades apply security patches. Hardware replacement prevents failures. The choice is between planned spending and emergency spending. Planned spending is always cheaper.

"Can't a volunteer handle IT?"

No. And this one isn't even close:

• Volunteers can't be given access to staff systems containing patron data. Library privacy laws (and basic data security) prohibit it.
• 71% of library services identify lack of staff time as their biggest challenge in managing volunteers. IT volunteers require more supervision, not less.
• A volunteer who misconfigures a firewall or mishandles a security incident creates liability.
• Volunteers can't provide the consistent, reliable coverage that essential IT services require.

Professional IT doesn\'t have to mean a full-time hire. Many small libraries use shared IT arrangements with their municipality, managed service providers, or consortium-level IT support. These options cost money but provide accountability and expertise that a volunteer arrangement can\'t.

"Why are ebooks so expensive?"

Publishers charge libraries a premium because each library copy can be lent to many patrons. A popular ebook that costs a consumer $14.99 on Kindle costs a library $55 to $68, and that license expires after two years or a set number of checkouts.

The annualized price of library ebooks has increased 1.9% per year, more than 6 times the increase in retail ebook prices. Libraries must repeatedly repurchase the same titles to maintain access. It's the single largest cost escalation in library technology right now.

Board translation: Digital content is a subscription, not a purchase. The library does not own it. When the license expires, the book disappears from the shelf and the library pays again.

"Why does the website cost money?"

Even a basic WordPress site requires hosting, domain registration, SSL management, accessibility compliance, security monitoring, and ongoing content updates. The "free" part is the WordPress software itself. Everything else has a cost, including the staff time to keep it running. And the DOJ now requires all local government digital services to meet ADA accessibility standards, with compliance deadlines starting in 2026.

Part 3: Technology Is Infrastructure, Not a Line Item

The most important framing shift for boards: technology isn\'t a discretionary expense. It\'s infrastructure, the plumbing and wiring of a modern library.

As Marshall Breeding of Library Technology Guides puts it, "fast internet connectivity is essential, as inadequate internet bandwidth impairs almost all aspects of technology use and constrains the ability to implement new services." You wouldn\'t run a library without heat or water. You can\'t run one without functional technology either.

The Staffing Gap

According to the PLA 2023 Technology Survey:

• Only 20.7% of public libraries have full-time IT staff
• 3.3% have zero IT support of any kind (5.8% for rural libraries)
• 39% cite lack of funds as the top barrier to providing digital literacy services
• 85.7% say subscription costs are the top factor limiting digital content offerings

Technology demands keep growing. 95% of libraries offer ebooks. 63% offer laptops for onsite use (up 18% since 2020). 46.9% lend hotspots. 95.3% offer digital literacy training. Nearly 30% have a digital navigator program.

The services have expanded dramatically. The staff and budgets to support them haven't.

Analogies That Work With Boards

• The ILS is the electrical system. You don't see it, but nothing works without it.
• WiFi is a utility. Like water or heat, patrons expect it to be on when they walk in.
• Think of digital content licenses like magazine subscriptions. They expire and must be renewed. You never own the content.
• cyber security is insurance. You pay for it hoping you never need it. But the alternative is catastrophic.
• Hardware replacement works like road maintenance. You can do it on schedule, or you can wait for potholes and pay emergency rates.

Part 4: Replacement Planning (How to Budget Without Surprises)

The single most useful thing you can bring to a board meeting is a technology replacement schedule. It turns unpredictable emergencies into predictable annual expenses.

Recommended Replacement Cycles

• Public desktop computers: 4 to 5 years (heavy public use shortens lifespan)
• Staff laptops: 3 to 4 years
• Network switches: 5 to 7 years
• WiFi access points: 3 to 5 years (standards evolve rapidly)
• Firewalls: 3 to 5 years (threat-facing devices need shorter cycles)
• Printers/copiers: 5 to 7 years
• Self-check kiosks: 7 to 10 years

The Math That Makes It Click

A library with 20 public computers on a 5-year replacement cycle should budget for 4 replacements per year. At roughly $800 per desktop, that\'s $3,200 annually. Without a replacement plan, all 20 fail within the same window and you're asking the board for $16,000 as an emergency.

The Valparaiso Public Library's 2025-2027 Technology Plan is a good model. It maintains a complete inventory with asset identification, last replacement date, anticipated replacement date, need assessment, and estimated replacement cost. WebJunction offers a sample technology budget spreadsheet designed for libraries with 1 to 20 staff members.

What a Technology Plan Should Include

1. Current technology inventory (hardware, software, network equipment, with age and condition)
2. Replacement schedule with anticipated dates and costs
3. Software and subscription inventory with renewal dates
4. Network infrastructure assessment (bandwidth, WiFi coverage, security)
5. Staffing and support arrangements
6. Goals aligned with the library's strategic plan
7. Budget projections for 3 to 5 years
8. cyber security posture and plan

Technology plans should be reviewed annually and fully revised every 3 to 5 years. Many state libraries require a current technology plan as a condition of eligibility for LSTA or state technology grants.

Part 5: cyber security (The Conversation Nobody Wants to Have)

Boards don\'t want to spend money on something they can\'t see. cyber security is invisible until it fails. And then it's the most expensive line item on the budget.

The "We're Too Small" Myth

88% of all ransomware incidents involve small organizations. Ransomware attacks on libraries surged 73% in 2023. Libraries are explicitly targeted because they\'re perceived as underfunded and unable to defend themselves. Being small doesn\'t make you safe. It makes you an easier target.

What Attacks Actually Cost

• Fort Bend County Libraries (TX), Feb 2025: $5.8 million recovery. Months of degraded service. The library had asked for cyber security resources in every budget and been denied.
• Seattle Public Library, May 2024: Over $1 million in recovery costs. Months of degraded service.
• British Library (UK), Oct 2023: Approximately $8 million, consuming 40% of their financial reserves. Over a year to recover.

The average ransomware recovery cost (excluding any ransom payment) is $1.53 million in 2025. Average downtime is 24 days. Downtime alone frequently costs 50 times more than the ransom demand itself.

What Prevention Costs

Small organizations should allocate 4% to 10% of their IT budget to cyber security. For a library spending $50,000 annually on technology, that means $2,000 to $5,000 for:

• Endpoint protection software
• Firewall maintenance and licensing
• Staff security awareness training
• Backup systems (the single most important ransomware defense)
• Managed security services (if no in-house IT)

Free resources exist: CISA maintains a catalog of no-cost cyber security services and tools for state, local, and tribal governments. The FCC's $200 million cyber security Pilot Program selected over 700 schools, libraries, and consortia in January 2025.

Board translation: Spending $5,000 a year on prevention is cheaper than spending $5.8 million on recovery. This is not a hypothetical. Fort Bend County is a real library system that learned this the hard way.

Part 6: Funding Sources (Where the Money Comes From)

E-Rate

E-Rate reimburses libraries for internet service and internal network infrastructure. For the FY2026-2030 cycle, the Category Two funding floor increased from $25,000 to $30,175 per library (a 20.7% inflation adjustment). Tribal libraries received an increase from $55,000 to $66,385. 52% of libraries apply for E-Rate either individually or as part of a consortium.

Important change: In September 2025, the FCC removed hotspot lending from E-Rate eligibility. E-Rate still covers internet service and internal network infrastructure but no longer supports at-home device lending.

LSTA and IMLS

In March 2025, an executive order directed the elimination of IMLS, the only federal agency dedicated to funding library services. The FY2026 presidential budget proposed just $6 million for "orderly closeout" versus IMLS's $313 million budget.

Congress pushed back. LSTA was funded at $212.5 million for FY2026, a $1.4 million increase. Federal funding for libraries survived, but the Museum and Library Services Act of 2018 requires reauthorization. Without congressional action, IMLS's authorization expires.

Board translation: Federal library funding is not guaranteed. It survived this time. Libraries should diversify their funding sources rather than assuming federal money will always be available.

State Library Grants

States distribute LSTA funds through competitive grants. Examples from recent cycles: North Carolina awarded 41 grants for 2025-2026. Utah offered up to $250,000 in competitive grants. California received $15.7 million in FY2024-2025.

Other Sources

• CISA no-cost cyber security services for local governments
• FCC cyber security Pilot Program ($200 million, libraries eligible)
• State broadband and digital equity grants
• Local community foundations
• Library Friends groups (especially for specific equipment like MakerSpace tools)

Bringing This to Your Board

Your board isn\'t hostile to technology spending. They\'re hostile to spending they don\'t understand. The gap between what your library needs and what your board approves isn\'t really a budget gap. It's a communication gap.

You close it by making technology concrete, predictable, and comparable to things they already understand. Infrastructure, not accessories. Utilities, not luxuries. Insurance, not gambling.

Before your next board meeting, get these four things ready:

1. Build a technology inventory. List every system your library depends on, what it costs annually, when it needs replacement, and what happens if it fails.
2. Create a replacement schedule. Turn emergency purchases into predictable annual expenses. WebJunction has a sample budget template for small libraries.
3. Prepare the Fort Bend County slide. $5.8 million in recovery costs after years of denied cyber security requests. One slide. It speaks for itself.
4. Write your technology plan. Many state library systems require one for grant eligibility. Even if yours doesn't, a 3-year technology plan gives your board the context they need to make informed decisions instead of reactive ones.

Technology isn\'t a department. It\'s the foundation every other library service runs on. Your board needs to understand that, and now you've got the language to explain it.