Loading...
HomeMy WebLinkAbout2003-05-19 City Council (2)City of Palo Alto CRy anager s Repor TO:HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:MAY 19, 2003 CMR: 236:03 SUBJECT:REQUEST FOR APPROVAL OF BUDGET AMENDMENT ORDINANCE AUTHORIZING RECEIPT AND EXPENDITURE IN THE AMOUNT OF $14,000 FROM THE FRIENDS OF THE PALO ALTO PUBLIC LIBRARY AND $54,482 FROM THE PUBLIC LIBRARY FUND RECOMMENDATION Staff recommends Council: 1. Approve the receipt and appropriation of a monetary gift of $14,000 from the Friends of the Palo Alto Public Library (Friends) for collection enrichment. 2. Approve the receipt and appropriation of Public Library Fund monies in the amount of $54,482 for library supplies and materials. 3. Approve the attached Budget Amendment Ordinance (BAO) to reflect receipt and appropriation of funds. BACKGROUND Historically, the Friends has contributed significant direct financial support to library progams, furniture, equipment and collection needs (see Attachment B). Last year. the City Council accepted a ~ant in the amount of $ ! 36,020 for support of library, collections and to offset a portion of the City’ capital improvement pro~am budget to enable completion of substantia! library building planning work. Since Fiscal Year 1983-84, the Public Library Fund, authorized by State law and supported annually through the Governor’s budget, has distributed funds to public libraries in California. Eligibility to receive funding requires certification, through the California State Library, of local revenue appropriated for public library service, which demonstrates the maintenance or increase of loca! support compared with the previous fiscal year. A forn~ula based on population and per capita financial support determines how much funding each jurisdiction receives. The funds may not be used for building construction. CMR 236:03 Page 1 of 3 DISCUSSION The Friends has budgeted $75,400 to support library programs, services and collections in 2002-03. The Friends’ Board has recommended that the $14,000 of this total, targeted for collection support, be granted to the City and added to the Library Services budget. Staff will administer ordering and payment for these collection items. The Friends will continue to administer the remaining non-collection gift transactions. These include support for the Libra13r’s Centennial celebration, expenses associated with the summer reading programs for children and teens, costs for other children’s programs, a homework help program at Mitchell Park Library. and multicultural performances at the libraries. The library applied for, and received funding from the Public Library Fund, in the amount of $54,482. Staff proposes that these funds be used for collection needs; ergonomic workstations for staff at the Downtown Library; furniture and equipment at several libraries; and library supplies. RESOURCE IMPACT The attached BAO in the amount of $68,482 requests an appropriation of expenses that will be reimbursed by the gift from the Friends ($14,000) and a grant from the Public Library Fund ($54,482). This BAO will have no impact on the Budget Stabilization Reserve and no future year General Fund ongoing costs are anticipated as a result of this BAO. The workload to select, order, catalog and process the new collections for circulation will be handled bv library staff and will not adversely affect achievement of impact measures. POLICY IMPLICATIONS This gift and grant is consistent with existing City policies. TIMELINE Staff anticipates to complete the selection and acquisition of the new collection materials and to expend the gift funds by the end of June 2003. The expenditure or encumbrance of the grant funds will occur by the end of June 2003. ENVIRONMENTAL REVIEW This program is not a project as defined by the California Environmental Quality Act and is not subject to its requirements. ATTACHMENTS: Attachment A: Attachment B: Budget Amendment Ordinance Friends of the Palo Alto Public Library Contributions to Palo Alto City Library. CMR 236:03 Page 2 of 3 PREPARED BY: DIANE R. JENNINGS Acting Director of Libraries REVIEWED BY: PAUL THILTGEN Director, Community Services CITY MANAGER APPROVAL: HARRISON Assistant City Manager CMR 236:03 Page 3 of 3 ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2002-03 TO ACCEPT A $14,000 GIFT FROM THE FRIENDS OF THE PALO ALTO LIBRARY AND TO ACCEPT A $54,482 GRANT FROM THE PUBLIC FUND OF THE STATE LIBR~-RY AND TO PROVIDE AN ADDITIONAL APPROPRIATION FOR THE COMMUNITY SERVICES DEPARTMENT OF $68,482 The Council of the City of Palo Alto does ORDAIN as follows: SECTION i. Findings and Declarations. finds and declares as follows: The City Council (a) Pursuant to the provisions of Section 12 of Article Iii of the Charter of the City of Palo Alto, the Council on June 17, 2002 did adopt a budget for fiscal year 2002-03, and (b) For many years the Friends of the Pa!o Alto Public Library (Friends) have provided significant financial support for Library programs, furniture, equipment, and collection needs; and (c) The Friends have offered a direct grant of $!4,000 to the City in support of library collection needs and prefers that City Library staff administer the ordering and payment of these items; and (d) The State’s Public Library Fund distributes funding through the State Library to be used by loca! jurisdictions for any library-related purpose except building construction; and <~) The Community Services Department a~plied for and received a grant of $54,482 from the State Library’s 2002-03 Public Library Fund, which will be used to augment collections, furnishings, and materials ; and (f) City Council authorization is needed to accept and expend the grant receipts and authorization is needed to amend the 2002-03 budget as hereinafter set forth. SECTION 2. Grant revenue in the Library Functional Area of the Community Services Department is increased by the sum of Sixty Eight Thousand Four Hundred, Eighty-Two Dollars ($68,482) for receipt of funds from the Friends of the Palo Alto Public Library and the Public Library Fund. SECTION 3. The sum of Sixty Eight Thousand Four Hundred, Eighty-Two Dollars ($68,482) is appropriated to non-salary expenses in the Library Functional Area of the Community Services Department. SECTION 4. The additional appropriation of funds has no impact on the Budget Stabilization Reserve and no future year General Fund ongoing costs are anticipated. SECTION 5. As specified in Section 2.28.080(a) of the Palo Alto Municipa! Code, a two-thirds vote of the City Counci! is required to adopt this ordinance. SECTION 6. 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 7. 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 City Manager Director of Administrative Services APPROVED AS TO FORM: City Attorney Director of Community Services ATTACHMENT B CMR Friends of the Palo Alto Public Library Contributions To Palo Alto City Libraries 1993/94 - 2001/02 Year 2001/02 2000/01 1999/00 1998/99 1997/98 1996/97 1995/96 1994/95 1993/94 Total Library Lover’s Fund Friend’s General Fund Collections Gift Capital Support 100,00036,020 22,000 26,000 20,000 15,052 12,617 9,998 10,256 15,503 Equipment/ Programs/Services 48,759 42,489 33,118 11,295 10,249~ 7,650 4,400 10,911 7,167 15,095 32,000 32,000 40,240 15,429 26,310 14,972 6,374 4,253 15,000 Endowment Fund 5,000 $167,446 $176,038 $186,673 $115,000 $5,000 Annual Gift Total $199,874 $101,489 $91,118 $86,535 $40,7301 $46,577 $29,370 $27,541 $26,923 $650,157 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 contributions of $25 or more insure the purchase of one new item with a gift plate inside. Previous names of the fund are Library Centennial Fund and Collections Fund.