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Home My WebLink About13 - Library Budget AmendmentCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 13 May 24, 2005 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: LINDA KATSOULEAS LIBRARY SERVICES DIRECTOR, 949 - 717 -3810 Ikatsouleas @city.newport- beach.ca.us SUBJECT: BUDGET AMENDMENT TO ACCEPT A CHECK FROM THE NEWPORT BEACH LIBRARY FOUNDATION AND APPROPRIATE FUNDS FOR MAINTENANCE AND OPERATIONS BUDGET FOR FY 2004105. RECOMMENDATION: Approve a Budget Amendment to increase revenue estimates by $166,708.00 in Account No. 4010 -5893 (NBPL Foundation Donations) and increase expenditure estimates by the same amount in Division 4090, Foundation. DISCUSSION: A check from the Newport Beach Public Library (NBPL) Foundation in the amount of $166,708, approved by the Library Board of Trustees on Tuesday, May 17, 2005, will be presented to City Council. The entire donation will be deposited into 4090 (NBPL Foundation) expenditure accounts to support innovative Library services as detailed below. The funds will allow us to introduce new resources to our sophisticated users. iPod Audio Books The Library will use $4,000 to fund an experimental program to circulate iPods preloaded with audio books. This service is offered on the East Coast but we appear to be one of the first to offer it in Southern California. We expect other libraries to follow suit. Student Data Bases We will also fund two years of a new data base, "Opposing Viewpoints Resource Center ". The first year we will record use and survey customer satisfaction. If the data bases prove useful to our customers, we will reexamine our budget priorities during the second year and reallocate funds to incorporate the data bases into our regular services. The young adult librarians highly recommend this resource, "Opposing Viewpoints Resource Center', since it provides access to authoritative pros and cons on most of the topics covered in high school and college courses. The cost is $7,130 per year for a total of $14,260. Another data base we are acquiring is the "Literature Resource Center/ Biography Resource Center." In December of 2004 we purchased this suite of data bases which include the traditional school assignment related information which used to be contained in endless rows of books. The salesperson assured us two concurrent users would be an adequate subscription. They were wrong! We are turning away multiple users (with a busy signal) on a daily basis. To purchase unlimited concurrent use will cost $36,724 for one year. The issue of the number of concurrent users is significant because discouraged students seldom return to use library services. Our young adult librarians are beginning an aggressive outreach program to students, teachers and PTA's. We do not want to promote this vital resource if it is unavailable. The potential use, particularly during term paper deadlines and finals, is very high. The cost for two years while we realign the materials budget is $73,448. Projector for Presentations The speakers we have for community events, city committees, Library Foundation and Library programs sometimes illustrate or augment their speeches with PowerPoint or other visuals. Leonard Shlain is an excellent example. Our projector is adequate but, as attendees know, it is noisy, must be placed in the center aisle, is hard to adjust and requires dangerous cords be run through seating areas. We have investigated various types of projectors and we believe a permanently mounted and wired projector placed in one of the false pillars on the side of the meeting room is the solution. This projector, like other Foundation purchases, takes the services the Library provides from good to superb. The cost of the camera will run between $10,000 and $12,500 and construction will be about $2,500. This entire project should cost about $15,000. Self Check -Out Machine Our final purchase is two, new, state of the art self check -out machines. While we never want to remove the personalized, human element from our service, we do want to accommodate our many customers who want the quick automated service they experience in other venues. Most libraries provide this service. The new, self check- out machines are small, tidy and will convert to Radio Frequency Identification (RFID) when needed. They cost about $30,000 for a total of $60,000. Any remaining funds will be placed in an account restricted to support our December 2005 reorganization. In preparation for closing for carpeting in December, we are extensively reevaluating our collection, removing materials which are worn or which contain dated information. A recent survey revealed only 25% of our collection is five years old or newer. Many of the older items will need to be replaced with current, correct information. Our goal is to have at least 33% of our collection purchased in the last five years. Summary of Requests iPod Audio Books $ 4,000 Opposing Viewpoints Resource Center (2 years) $ 14,260 Literature Resource Center /Biography Resource Center (2 years) $ 73,448 Meeting Room Projector $ 15,000 Self Check -Out Machines (2) $ 60,000 Total $166,708 The entire donation will be used to improve Library Services in the expenditure accounts as specified below: 4090 -8260 (Library Materials) Collection Support $91,708.00 iPod Audio Books .................................... ..............................$ 4,000 Opposing Viewpoints Resource Center (2 years) . ........................$14,260 Literature Resource Center /Biography Resource Center (2years) ... $73,448 4090 -9000 (Office Equipment) Interior Support $75,000 Meeting Room Projector .. ............................... ........................$15,000 Self Check -Out Machines (2) ........................... ........................$60,000 Total Amount of Check Submitted by: Li da Ka tso Library Services Director Attachments: Copy of check for $166,708 from NBPL Foundation $166,708 Newport Beach Library Foundation mo2 1000 Avocado Ave. Newport Beach, CA 92660 -7915 949 - 717 -3890 WELLS FARGO BANK NATIONAL ASSOCIATION AGOURA HILLS, CA 91301 16-24!1220 5/6/2005 1524 PAY TAE ORDER OF Newport Beach Public Library $ * *166,708.00 ORDER One Hundred Sixty -Six Thousand Seven Hundred Eight and 00/ 100"""""'""""""*"""*"*" " " * " " * " " " " " * * "' * * * * * * * * *` * * * * ** 8 w DOLLARS Newport Beach Public Library 1000 Avocado Avenue Newport Beach, CA 92660 1400IS2L,o 1:122000247r:32125416051• City of Newport Beach NO. BA- 064 BUDGET AMENDMENT 2004 -05 AMOUNT: $�ss,7oa.00 EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates Increase in Budgetary Fund Balance �X Increase Expenditure Appropriations ANQ Decrease in Budgetary Fund Balance Transfer Budget Appropriations X No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase revenue estimates and expenditure appropriations due to receipt of a donation from the Newport Beach Library Foundation. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account 4010 5893 EXPENDITURE APPROPRIATIONS (3603) Description Description Library - Library Foundation Description Division Number 4090 Library - Library Foundation Account Number 8260 Library Materials Account Number 9000 Office Equipment Division Number Account Number Division Number Account Number Signed: A—Ic � C Financial Approval: Administrative Services Signed Signed: Approval: City Manager City Council Approval: City Clerk Amount Debit Credit $166,708.00 • Automatic $91,708.00 $75,000.00 Date s�lIIa-s- Date Date