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Home My WebLink About09 - 05BA-006 - Receipt of Donations from the Newport Beach Library FoundationCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 9 August 10, 2004 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 CIP BUDGET FOR FY 2004105. RECOMMENDATION: Approve a Budget Amendment to increase expenditure appropriations by $97,798 in Account No. 7011- C4010796 and to increase revenue estimates for the same amount in Account No. 4010 -5901. DISCUSSION: A check from the Newport Beach Public Library Foundation in the amount of $97,798 approved by the Library Board of Trustees on July 20, 2004 will be presented to City Council. The entire amount of the check will be deposited into 4010 -5901. Each year the Newport Beach Public Library Foundation Board reviews the budget and determines the amount of money the Foundation can donate to the Library. The Foundation sees its role as enhancing the excellent Library services funded by the City. The Library submits a "Wish List" and the Foundation Board selects those enhancements it wishes to support. These gifts make it possible to provide the community with outstanding services. The items selected are listed below. When an outside agency or another city department is involved in a project, they are included in discussions prior to the creation of the 'Wish List." Mariners Migration $10,000 The contents of the Mariners School Library electronic catalog must be integrated into the NBPL electronic catalog prior to the opening of the new Mariners Library. This complex task will be completed by our catalog provider, Dynix and our staff. Because the school uses a different system, the cost of the migration is set at $10,000. DVD's $10,000 The community demand for this format has increased dramatically. We need to order multiple copies of popular titles to satisfy requests. Music on CD $3,500 There is still demand for this product. We are reviewing the collection and need new copies of recordings to replace old and worn out items. Audio Books $10,000 We have both commuters and older populations who prefer the CD and cassette formats for "reading ". We need more current materials to fill requests. New York Times Historical Data Base $5,000 Los Angeles Times Historical Database $1,200 These electronic resources are heavily used by students, genealogists and history buffs. They are an integral part of our collection. Circulation Gates $22,000 The current circulation gates at Central Library, which detect items that have not been checked out, will no longer be maintained by the vendor after January of 2005. To deter theft we need to have operating gates. The circulation gates at the branches are newer and do not need replacement at this time. Youth Programs $5,600 Each year the Youth Services Department has presented a variety of programs for our community. These programs have become traditions with our community families and we believe it is important to continue them. In the past, some of these programs were "absorbed" into our regular budget. All publicity will note Foundation sponsorship. Imagination Celebration ($1,500) Author's Festival ($600) Young Adult Programs ($500) Special Children's Programs ($1,000) START Program ($500) American Girls Tea Party ($200) YAAC (Young Adult Advisory Council) ($400) Mothers & Daughters Book Club ($300) Corona del Mar Christmas Walk ($600) Increase Bandwidth $16,000 An important problem we are facing is limited bandwidth. We cannot provide access to audio resources, access new Internet children's resources or expand our technology to the levels our customers expect. We provide 24/7 access to our resources and are open at Central 71 hours a week. Some downtime cannot be avoided with a shared City system. By upgrading equipment ($1,000), supporting T -1 Internet access for 2 years (24 mos. @ $350 = $8,400) and adding software and a firewall ($6,600) we will be able to provide excellent new customer services and perhaps most important, have less down time. Additionally, we would serve as back up for the City and the City would back us up. Sunday Musicales These Sunday afternoon events are a community tradition. Support has not increased in 10 years. To continue quality programming we need to increase the budget from $3,000 to $5,000. Furniture for "Kids Kits" Both children and their parents have requested the kits that include a CD and a book in a plastic case. These are hanging items and require special furniture. Children's Computer Table Corona del Mar lost a piece of furniture when the new printer /copier system was installed. We need a table for the children's computer which is size appropriate. A Special Training Computer and Table for In Library Use We do a great deal of training in the Library and currently borrow the Friends Room public training computers. These are neither truly portable, nor always available when we need them. This will give us much needed flexibility. Computer Training Tables (5) We provide both group and individual training for the public and for the staff on the electronic library resources. The City uses this equipment for regular technology classes for City staff. The tables currently available are both wearing out and ergonomically unsound. We need to replace them. Bind Nautical Magazines at Balboa Branch These magazines are of great interest to this boat oriented community. To preserve them they must be bound. Historically this has been supported by the Foundation. Ellison Dies (12) and Holder Each year the Children's staff uses these dies to mass - produce cut -outs for children's programming. The order is specifically tailored to the upcoming Summer Reading Program. End Panels for Branches The end panels at the branches, which identify the content of the stacks, are fixed and do not reflect the changing contents of the stack. These new end panels are similar to the end panels used here at Central and have a space where computer printed placards with Dewey Decimal numbers can be inserted, removed and changed. $5,000 $300 $200 $1,500 $2,700 $450 $650 $400 All Staff Training $2,000 We would like to bring in a speaker on customer service and hold an all staff training day. Children's Paperback Books at Puppet Show $1,298 Each year Clarence Turner donates funds for a holiday puppet show for children. In order to make the event a learning experience, we will honor his suggestion that we give books to the young attendees. This money will be used to purchase those books. Total Amount of Check $97,798 In addition to the "Wish List' items listed above, the Newport Beach Public Library Foundation funded wireless installation for all Library branches ($10,000), a special order of DVDs for all the branches ($10,000) and $9,350 in restricted funds. These funds have already been presented to the Council. The NBPL Foundation also restricted $37,500 for either the Crean Mariners Branch Library Fund or another Library need. The Board also restricted $7,000 for the October program that features Victor Davis Hanson. Total Support Provided to the Library by the Foundation this Calendar Year is $171,648. Submitted by: Linda Katsoule6s,'Library Services Director Attachments: Copy of check for $97,798 from NBPLF Newport Beach Library Foundation 09/02 WELLS FARGO BANK 1300 NATIONAL ASSOCIATION 1000 Avocado Ave. AGOURA HILLS. CA 91301 Newport Beach, CA 92660 -7915 16 24/1220 949 -717 -3890 ��I oq - �F14/38@4' PAY TO ORDER THE Newport Beach Public Library _� $ ""97,798.00 OF Ninety-Seven Thousand Seven Hundred Ninety-Eight and 001100•"«.« r««♦« w.««+•• r«« x««« r««« a«««««.«a«s««« *r««s«ss..rr• +..« DOLLARS Newport Beach Public Library 1000 Avocado Avenue Newport Beach, CA 92660 ` MEMO FY 03 -04 Gift it200 L 30011' 1: 1 2 2000 24 71:3 2 1 2S4 160 Sill Newport Beach Library Foundation 1300 Newport Beach Public Library 7040 Transfers to Library Mariners Migration 10,000.00 7040- Transfers to Library DVD Collection 10,000.00 7040- Transfers to Library Music on CD 3,500.00 7040 Transfers to Library Audio Books (Adult) 10,000.00 7040 Transfers to Library NY Times Database 5,000.00 7040- Transfers to Library LA Times Database 1,200.00 7040 Transfers to Library Circulation Gates 22,000.00 7040 Transfers to Library Youth Programs 5,600.00 7040- Transfers to Library Bandwidth Insrease 16,000.00 7040 Transfers to Library Sunday Musicales 5,000.00 7040 - Transfers to Library Kids Kits Furniture 300.00 7040 - Transfers to Library Children's Computer Table 200.00 7040 Transfers to Library Training Computer & Table 1,500.00 7040 Transfers to Library Balboa - Nautical Binding 450.00 7040- Transfers to Library Ellison Dies - for Children's Program 650.00 7040. Transfers to Library End Pancls for Branches 400.00 7040 Transfers to Library Staff Training for Customer Service 2,000.00 7040 Transfers to Library Training Tables 2,700.00 Wells Fargo Business -4160 FY 03 -04 Gift 97,798.00 City of Newport Beach NO. BA- 006 BUDGET AMENDMENT 2004 -05 EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates X Increase Expenditure Appropriations AMU Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: AMOUNT: 597,798.00 J Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment Is requested to provide for the following: To increase revenue estimates and expenditure appropriations due to receipt of donation from the Newport Beach Library Foundation. ACCOUNTING ENTRY: BUDGETARYFUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account 4010 5901 EXPENDITURE APPROPRIATIONS (3603) Description Description Library - Donations & Contributions Signed: Signed: Financial approval: Administrative Services Director Administrative Approval: City Manager Amount Debit Credit $97,798.00 Automatic $97,798.00 � - -2 Date D to Signed: City Council Approval: City Clerk Date Description Division Number 7011 Gen Fund - Facilities Account Number C4010796 Library Service Improvements Division Number Account Number Division Number Account Number Division Number Account Number Signed: Signed: Financial approval: Administrative Services Director Administrative Approval: City Manager Amount Debit Credit $97,798.00 Automatic $97,798.00 � - -2 Date D to Signed: City Council Approval: City Clerk Date