HomeMy WebLinkAbout1999-02-16 City Council (5)TO:
FROM:
City
City of Palo Alto
Manager’s Report
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE:FEBRUARY 16, 1999 CMR:140:99
SUBJECT:ACCEPTANCE OF GIFT FROM THE FRIENDS OF THE PALO
ALTO PUBLIC LIBRARY AND BUDGET AMENDMENT
ORDINANCE FOR $52,000 IN SUPPORT OF NEW ADDITIONS TO
LIBRARY COLLECTION.
RECOMMENDATION
Staff recommends Council accept a monetary gift of $52,000 from the Friends of the Palo
Alto Public Library (Friends) for collection enrichment and approve the attached Budget
Amendment Ordinance to reflect receipt and appropriation of the gift in the Library Services
budget.
BACKGROUND
For years, the Friends have contributed significantly in direct financial support of library
programs, furniture, equipment and collection needs. Purchases on behalf of the library are
authorized by the Friends Board, and ordering and payment is overseen by the Friends’
treasurer. Friends’ fund-raising efforts have broadened and the amount of support over the
last five years has risen (see Attachment 1). It is estimated that in 1998-99, the Friends will
contribute approximately $70,000 in support of library programs, services and collections.
DISCUSSION
As the dollar amount of the Friends’ gifts targeted for the library collections has increased,
coordination of materials selection, ordering, and invoicing with the library acquisition
system (Ameritech’s Dynix software), and payments through the Friends’ treasurer have
become cumbersome and labor-intensive for both parties. A simple solution was sought to
reduce the paperwork and time involved. Since City contracts are established with many of
the same vendors to whom the Friends are paying bills, the Friends’ treasurer proposed and
the Board approved the presentation of a direct grant to the City for purchase of new
materials from the Library’s 1998-99 budget. In discussion with staff, the Friends have
requested that the gifted funds be used for collection purchases including:
CMR:140:99 Page 1 of 3
Spanish books and magazines for children and~adults, and Russian books for
adults at Mitchell Park Library.
Tapes, CD’s, and videos for non-English speakers at College Terrace,
Downtown, Main, and Mitchell Park libraries.
Replacement of classic literature videos for children, and videos of foreign
films and those by great directors at all libraries.
Lease of additional copies of adult fiction and popular titles for new book
shelves at College Terrace, Downtown, Mitchell Park and Terman Park.
Added and/or replacement copies of high-demand reference titles for children,
worn copies of adult fiction, and outdated nonfiction at all libraries except
Terman Park.
General collection enrichment for all libraries.
The Friends are prepared to present a ~check to the City for $52,000 to cover the purchase of
these items.
The Friends will continue to handle all non-collection gift transactions (for example, support
of expenses associated with the Summer Reading Program for preschool and school-age
children).
RESOURCE IMPACT
These gifts will be selected, ordered, cataloged and processed for circulation by library staff
as with similar gifts in the past. Invoices will be paid through routine City processes along
with other payments for library materials. The workload will not adversely affect
achievement of impact measures. This will have no impact on the Budget Stabilization
Reserve.
.POLICY IMPLICATIONS
This gift is consistent with the City’s gift policy.
TIMELINE
Staff has planned for this gift and arranged the internal selection and acquisitions structure,
via the library’s Dynix system, to encumber and complete expenditure of funds by the end
of June 1999.
ENVIRONMENTAL REVIEW
This program is not a project as defined by the California Environmental Quality Act
(CEQA) and is not subject to its requirements.
CMR: 140:99 Page 2 of 3
ATTACHMENTS
Attachment 1:
Attachment 2:
Attachment 3:
PREPARED BY:
Friends of the Palo Alto Public Library Contributions to Palo Alto City
Libraries
Budget Amendment Ordinance
Impact on the General Fund
Mary Jo Levy, Director of Libraries
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
PAUL THILTI
Director, Community Services
I-IARRISON
Assistant City Manager
cc: Mary Jean Place, President, Friends of the Palo Alto Library
CMR:140:99 Page 3 of 3,
ATTACHMENT 1
FRIENDS OF THE PALO ALTO PUBLIC LIBRARY (FOPAL) CONTRIBUTIONS TO
PALO ALTO CITY LIBRARIES
1993/94-1997/98
1998/99 (est)
1997/98
1996/97
1995/96
1994/95
1993/94
TOTAL
LIBRARY
LOVER’S FUND*
$20,000
15,052
12,617
9,998
10,256
15,503
$63,426
EQUIPMENT,
PROGRAMS, SERVICES
$10,000
10,249
7,650
4,400
10,911
7,167
$40,377
FOPAL
COLLECTIONS GIFT
$4O,OOO
15,429
26,310
14,972
6,374
4,253
$67,338
TOTAL
$70,000
40,730
46,577
29;370
27,541
26,923
$241,141
The Library Lover’s Fund began in 1992 as a way for people to recognize a friend or an occasion
through a gift to improve collections of books, videos, books-on-tape and other materials in our
libraries. All contribtuions of $25 or more insures purchase of one new item with a gi~ plate inside.
Previous names of the fund are: Library Centennial Fund and Collections Fund. Since 1992 over
$107,000 has been contributed to the fund.
ATTACHMENT 2
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1998-99 TO ACCEPT
A $52,000 GRANT FROM THE FRIENDS OF THE PALO ALTO PUBLIC
LIBRARY AND TO PROVIDE AN ADDITIONAL APPROPRIATION FOR
THE COMMUNITY SERVICES DEPARTMENT OF $52,000 IN SUPPORT
OF NEW ADDITIONS TO LIBRARY COLLECTIONS
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June 22,
1998 did adopt a budget for fiscal year 1998-99; and
WHEREAS, for many years the Friends of the Palo Alto Public
Library (Friends) have provided significant financial support for
Library programs, furniture, equipment, and collection needs; and
WHEREAS, previously this support has been provided by the
Friends directly purchasing and paying for items, but as the level
of support has increased, this has become an increasingly burdensome
process for the Friends and City staff; and
WHEREAS, it is proposed that the Friends provide a direct
grant of funds to be used in support of Library programs, furniture,
equipment, and collection needs, and that such items be purchased
by City staff; and
WHEREAS, City Council authorization is needed to accept and
expend the grant receipts; and
WHEREAS, City Council authorization is needed to amend the
1998-99 budget as hereinafter set forth.
NOW, THEREFORE, the.Council of the City of Palo Alto does
ORDAIN as follows:
SECTION i. Grant revenue in the Library Functional Area of
the Community Services Department is increased by the sum of Fifty
Two Thousand dollars ($52,000) for receipt of funds from the Friends
of the Palo Alto Public Library.
SECTION 2. The sum of Fifty Two Thousand dollars ($52,000) is
hereby appropriated to non-salary expenses in the Library Functional
Area of the Community Services Department.
SECTION 3. This transaction will have no impact, on reserves.
SECTION 4. As specified in Section 2.28.080(a) of. the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 5. The Council of the City of Palo Alto hereby finds
that this is not a project under the California Environmental
Quality Act and, therefore, no environmental impact assessment is
necessary.
SECTION 6. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:City Manager
Senior Asst. City Attorney Director of
Services
Administrative
Director of Community Services
\\CH_ASD_ADMIN2\SHARED\ASD\Budget\9899
BAO\WordPerf\frnlibgt.doc
BUDGET\99
Attachment 3
Budget Amendment Ordinances Impacting General Fund Reserves Approved To Date in 1998-99
Estimated Beginning Budget Stablization Reserve (BSR)
Balance
Net Cost
Placeholders Impacton the Estimated FutureAlready in the
1998-99 Adopted General Fund Year Ongoing
BSR CostsBudget
$19,050,000
Reduction in Rental Income from Utilities Due to Relocation ofUtilities Engineering and Creation of Capital Improvement
Project 19921, Relocation / Consolidation ofLevd A Storage
Increase in the City’s Annual Rental Payment to the Palo Alto
Unified School District for Lease and Covenant Not to Develop
for an Extended Day Care Center at the New Hoover School Site
Salary and Benefit Increases Retroactive to May 1, 1998 for
Classified Personnel (SEIU) *
Salary and Benefit Increase Retroactive to July 1, 1998 for Police
Personnel
Addition of Five Full-Time Positions and Associated Resources to
the Planning and Community Environment Department
Interim Historic Inventory Consultant
Interim Historic Regulations Administration
Phase 1 - San Francisquito Creek Bank Stabilization and
Revegitation Study
Reclassification of CDBG Position to Senior Planner Position
Acquire Leased Space and Cover Associated Support Costs for a
One-Stop Development Center at 285 Hamilton Avenue
Recruitment Assistance
Formation of Library Advisory Commission
Golf Course Clubhouse and Related Improvements
Salary and Benefit Increases Retroactive to July 1, 1998 for
Management and Confidential EmplOyees
Emergency Repairs (Basements, Creek, Arastradero Pres.)
Council Chambers Refurbishing Capital Project Number 19625
Emergency Management Plan Impelmentation
Automatic Public Toilets
Total
($231,700)
($34,792)
($260,000)
($182,200)
($231,700)($221,000)
($34,792)($36,000)
($260,000)($702,000)
($182,200)($265,000)
($488,364)$300,000 ($188,364)
($437,400)($437,400)
($269,600)($269,600)
($112,500)($112,500)
’($7,400)($7,400)
($507,000)($507,000)
($60,000)($60,000)
($22,500)($22,500)
$33,430 $33,430
($334,000)($334,000)
($142,895)($142,895)
($238,000),($238,000)
($308,500)$200,000 ($108,500)
($106,000)($106,000)
($410,743)
($370,000)
($14,280)
($624,900)
$294,000
$140,000
($3,709,421)$500,000 ($3,209,421) ($2,209,923)
BSR Balance After BAO’s $1~840,579
* The estimated increase for the SEIU agreement in1999-2000 is the cumulative increase beyond the 1998-99 Adopted Budget.
02/11/99