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Home My WebLink About2000-11-20 City Council (10)City of City Manager’s TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: SUBJECT: NOVEMBER 20, 2000 CMR: 402:00 ACCEPTANCE OF A GIFT IN THE AMOUNT OF $59,000 FROM THE FRIENDS OF THE PALO ALTO PUBLIC LIBRARY AND APPROVAL OF A RELATED BUDGET AMENDMENT ORDINANCE FOR NEW ADDITIONS TO THE LIBRARY COLLECTION. RECOMMENDATION Staff recommends Council: 1. Accept a monetary gift of $59,000 from the Friends of the Palo Alto Public Library (Friends) for collection enrichment. 2. Approve the attached Budget Amendment Ordinance (BAO) to reflect rec~::~pt and appropriation of the gift in the Library Services budget. BACKGROUND For years, the Friends have contributed significant direct financial support to library programs, furniture, equipment and collection needs (see Attachment C). Last year, the City Council accepted a grant in the amount of $59,000 for support of library collections. DISCUSSION The Friends has budgeted $87,000 to support library programs, services and collections in 2000-01. The Friends’ Board has recommended that the $59,000 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 areas in which these funds will be used include: ~ o Russian books and Spanish magazines for adults at Mitchell Park Library. ¯Audio books for the Terman Park Library. ~Lease of additional copies of adult fiction and popular titles for new book- shelves at College Terrace, Downtown and Mitchell Park. ¯Juvenile books in Chinese for Children’s Library and Mitchell Park. ¯Multiple copies of high demand books for all libraries. ¯Investment loose-leaf services for the College Terrace Library. CMR: 402:00 Page 1 of 3 ® ® o Travel books for College Terrace, Downtown, Main and Mitchell Park. Adult audio books in CD format. General collection enrichment for all libraries. The Friends will continue to administer non-collection gift transactions, support of expenses associated with the Summer Reading Program for preschool and school-age children, decorative story time rugs at Children’s, College Terrace and Mitchell Park and multicultural performances on grounds of all libraries. These will total approximately $28,000 in additional support for the libraries. RESOURCE IMPACT The attached BAO in the amount of $59,000 requests an appropriation of expenses that will be reimbursed by the gift from the friends and will have no impact on the Budget Stabilization Reserve. 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 by library staff and will not adversely affect achievement of impact measures. Attachment B summarizes the BAOs approved to date in 2000-01 that impact the General Fund Budget Stabilization Reserve. This attachment also estimates future year ongoing costs associated with BAOs 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 2000-01 Budget. POLICY IMPLICATIONS This gift is consistent with the City’s gift policy. 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 2001. 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: Attachment C: Budget Amendment Ordinance Budget Amendment Ordinances Impacting the General Fund Approved to Date in 2000-01 Friends of the Palo Alto Public Library Contributions to Palo Alto City Libraries. CMR: 402:00 Page 2 of 3 PREPARED BY:Mary Jo Levy,Director of Libraries PAUL/~ILTGEN Direr, Community Services CITY MANAGER APPROVAL: AUD Assistant to the City Manager Shelby Valentine, President, Friends of the Palo Alto Library Bob Jack, Treasurer, Friends of the Palo Alto Library CMR: 402:00 Page 3 of 3 ORDINANCE NO. Attachment A ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2000-01 TO ACCEPT A $59,000 GRANT FROM THE FRIENDS OF THE PALO ALTO PUBLIC LIBRARY AND TO PROVIDE AN ADDITIONAL APPROPRIATION OF $59,000 FOR THE COMMUNITY SERVICES DEPARTMENT 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 19, 2000 did adopt a budget for fiscal year 2000-01; 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 $59,000 to the City in support of library collection needs; and WHEREAS, the additional receipt and appropriation of funds requested has no impact on the Budget Stabilization-Reserve and no future year General Fund bngoing costs are anticipated as a result of this ordinance; and WHEREAS, City Council authorization is needed to accept and expend the grant receipts; and WHEREAS, City Council.authorization is needed to amend the 2000-01 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: ~2~. Grant revenue in the Library Functional Area of the Community Services Department is increased by the sum of Fifty Nine Thousand Dollars ($59,000) for receipt of funds from the Friends of the Palo Alto Public Library. ~. The sum of Fifty Nine Thousand Dollars ($59,000) 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. ~/IT_~. 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. Attachment A ~. 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. ~.~.T./_Q~i_~. 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 APPROVED AS TO FORM: Mayor City Manager Senior Asst. City Attorney Director of Services Administrative Director of Community Services c ty o!paSo ATTACHMENT B Budget Amendment Ordinances Impacting General Fund Reserves Approved-To-Date in 2000=01 BAO Description Cost Revenue Placeholders Already in the Impact on the Estimated General Fund Future Year2000-01 Adopted BSR Ongoing CostsBudget Estimated Beginning Budget Stabilization Reserve (BSR) Balance Adopted Budget Addition to BSR Public Safety Building - CIP 19820 Planning Transcription Services Office of Transportation Safety Grant Cubberley Theatre Chiller Replacement- CIP 10120 Arts Council Silicon Valley Grant Police Department Grants (1) Zoning Ordinance Update Office Space Renovation - CIP 10020 Friends of the Palo Alto Library Grant ($74,000) ($40,000) ($187,065)$187,065 ($22,000) ($5,192)$5,192 ($277,314)$277,314 ($110,000)$110,000 $411,000 $156,000 ($59,000)$59,000 $13,385,753 $1,075,000 ($74,000) ($40,000) $o ($22,000) $0 $0 $0 ($255,ooo) $40,000 $17,000 $188,000 BSR Balance After BA O’s 514,069,753 I (1) Of this amount $12i,259 will be deposited in the General Fund and $156,055 deposited in the Special Revenue Fund. ATTACHMENT C FRIENDS OF THE PALO ALTO PUBLIC LIBRARY CONTRIBUTIONS TO PALO ALTO CITY LIBRARIES 1993194 - 2000101 FRIEND’S GENERAL FUND YEAR LIBRARY EQUIPMENT,ENDOWMENT ANNUAL GIFT LOVER°S FUND PROGRAMS, SERVICES COLLECTIONS GIFT FUND TOTAL 2000/01 (est)$22,000 $28,000 $32,000 $5,000 $87,000 1999/00 $26,000 $33,118 $32,000 $91,118 1998/99 $20,000 $11,295 $40,240 $71,535 1997/98 $15,052 $10,249 $15,429 $40,730 1996/97 $12,617 $7,650 $26,310 $46,577 1995/96 $9,998 $4,400 $14,972 $29,370 1994/95 $10,256 $10,911 $6,374 $27,541 1993/94 $15,503 $7,167 $4,253 $26,923 TOTAL $131,426 $112,790 $171,578 $5,000 $420,794 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 Centeni~ial Fund and Collections Fund.