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Home My WebLink About1999-09-21 City Council (15)City of Palo Alto City Manager’s Report 5 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:SEPTEMBER 21, 1999 CMR: 360:99 SUBJECT:ACCEPTANCE OF $58,000 GIFT FROM THE FRIENDS OF THE PALO ALTO PUBLIC LIBRARY AND APPROVAL OF RELATED BUDGET AMENDMENT ORDINANCE FOR NEW ADDITIONS TO LIBRARY COLLECTION RECOMMENDATION Staff recommends Council accept a monetary gift of $58,000 from the Friends of the Palo Alto Public Library (Friends) for collection enrichment and approve the attached Budget Amendment Ordinance (BAO) 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 (see Attachment 1). In February 1999, City Council accepted a direct grant in the amount of $52,000 for support of library collections. DISCUSSION The Friends have budgeted $70,400 for 1999-00 in support of library programs, services and collections. Continuing the practice established in 1998-99, the Friends Board recommends that the $58.000 targeted for collection support be granted directly to the City and added to the Library Services budget. Staff will handle all ordering of and payment for these collection items. In discussion with staff, the Friends have requested that these gifted funds be used for collection purchases including: Russian books and Spanish magazines for adults at the Mitchell Park Library. Adults books on tape for the Main. Mitchell Park. College Terrace, and Downtown Libraries. Juvenile books for the Children’s. College Terrace, and Mitchell Park Libraries. Lease of additional copies of adult fiction and popular titles for new bookshelves at the College Terrace, Downtown, Mitchell Park and Terman Park Libraries. CMR:360:99 Page 1 of 3 Biographical reference works for Main and Mitchell Park Libraries. Investment loose-leaf services for the College Terrace Library. Books to support homework assignments for the Mitchell Park, Main, College Terrace, and Children’s Libraries. Art books for the Main, Mitchell Park, and Downtown Libraries. General collection enrichment for all libraries. The Friends are prepared to present a check to the City for $58,000 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. The attached BAO requests an additional appropriation of expenses and has no impact on the Budget Stabilization Reserve, and no future year General Fund ongoing costs are anticipated as a result of this BAO. Attachment B summarizes the BAO’s approved to date in 1999-00 that impact the General Fund Budget Stabilization Reserve. This attachment also estimates future year ongoing costs associated with BAO’s approved to date to provide a projection for the future resource needs from the General Fund for those programs approved after the adoption of the 1999-00 Budget. 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 computerized acquisitions system, to encumber and complete expenditure of funds by the end of June 2000. 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:360:99 Page 2 of 3 ATTACHMENTS: Attachment A: Attachment B: Attachment C: Budget Amendment Ordinance Budget Amendment Ordinances Impacting the General Fund Approved to Date in 1999-00 Friends of the Palo Alto Public Library Contributions to Palo Alto City Libraries PREPARED BY: Mary Jo Levy, Director of Libraries DEPARTMENT HEAD: PAUL THILTGEN Director, Community Services CITY MANAGER APPROVAL: E~’~LY "HAI~ISON Assistant City Manager cc: Marx; Jean Place. President. Friends of the Palo Alto Library CMR:360:99 Page 3 of 3 ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 1999-00 TO ACCEPT A $58,000 GRANT FROM THE FRIENDS OF THE PALO ALTO PUBLIC LIBRARY AND TO PROVIDE AN ADDITIONAL APPROPRIATION FOR THE COMMUNITY SERVICES DEPARTMENT OF $58,000 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 28, 1999 did adopt a budget for fiscal year 1999-00; 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, the Friends have offered a direct grant of $58,000 to the City in support of library collection needs and prefers that City Library staff administer the ordering and payment of these items; and WHEREAS, the additional appropriation of funds requested has no impact on the Budget Stabilization Reserve and no future year General Fund ongoing costs are anticipated as a result of this ordinances; and WHEREAS, City Council authorization is needed to accept and expend the grant receipts; and WHEREAS, City Council authorization is needed to amend the 1999-00 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: B2~C_T_l~lh~l. Grant revenue in the Library Functional Area of the Community Services Department is increased by the sum of Fifty Eight Thousand Dollars ($58,000) for receipt of funds from the Friends of the Palo Alto Public Library. ~:T_I~IN_~. The sum of Fifty Eight Thousand Dollars ($58,000) is hereby appropriated to non-salary expenses in the Library Functional Area of the Community Services Department. ~ This transaction will have no impact on reserves. ~. 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. B2!:LLQ~. 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 environmenta! impact assessment is necessary. ~. 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 Attachment B Budget Amendment Ordinances Impacting General Fund Reserves Approved To Date in 1999-00 Estimated Beginning Budget Stabilization Reserve (BSR) Balance Adopted Budget Addition to BSR Downtown Urban Design Improvements, CIP 19608 Do~’ntown Parking Structure Feasibility Study, CIP 19530 Salary and Benefit Increases Relxoactive to July 1, 1999 for Management and Confidential Employees City Manager Executive Recruitment Friends of the Palo Alto Library Grant Total BAOs :, " $18,877,888 S1,214,000 ($120,349)($120,349) ($70,000)($70.000) ($432,200)($432.200) ($26,000)($26,000) ($58,000)$58.000 $0 ($432,200) BSR Balance After BAO’s $19,443,339 ATTACHMENT C FRIENDS OF THE PALO ALTO PUBLIC LIBRARY ~OPAL) CONTRIBUTIONS TO PALO ALTO CITY LIBRARIES 1993/94-1999/00 YEAR TOTALLIBRARY LOVER’S FUND* $26,000 20,000 15,052 12,617 9,998 10,256 15,503 $109,426 EQUIPMENT, PROGRAMS, SERVICES $12,400 11,295 10,249 7,650 4,400 10,911 7,167 $64,072 FOPAL COLLECTIONS GIFT $32,000 40,240 15,429 26,310 14,972 6,374 4,_5~ $139,578 1999/00 (est)$70,400 1998/99 71,535 1997/98 40,730 1996/97 46,577 1995/96 29,370 1994/95 27,541 1993/94 26,923 TOTAL $313,076 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 gift plate inside. Previous names of the fund are: Library Centennial Fund and Collections Fund.