HomeMy WebLinkAbout17 - Library Check DonationCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 17
September 11, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: LINDA KATSOULEAS
LIBRARY SERVICES DIRECTOR, 949 - 717 -3810
lkatsouleas@city.newport-beach.ca.us
SUBJECT: BUDGET AMENDMENT TO ACCEPT A CHECK FROM THE MARTHA
JANE FLEENER TRUST AND APPROPRIATE FUNDS FOR
MAINTENANCE AND OPERATIONS BUDGET FOR FY 2007108.
RECOMMENDATION:
Approve a Budget Amendment to increase revenue estimates by $30,000 in Account
No. 4010 -5901 (Private Donations and Contributions) and to increase expenditure
appropriations in 4017 -9006 (Software Licenses) by the same amount due to the receipt
of funds from the Martha J. Fleener Trust.
DISCUSSION:
A check to the Newport Beach Public Library from The Martha Jane Fleener Trust in the
amount of $30,000 was accepted by the Board of Library Trustees on August 21, 2007.
The donation was received by the Library on August 6, 2007 from Gerald A. Wolf,
Successor Trustee of The Martha Jane Fleener Trust. The entire amount will be
deposited into 4017 -9006 expenditure account toward payment for new library software.
An Integrated Library System (ILS) includes modules for: acquisitions (ordering,
receiving, and invoicing materials), cataloging (classifying and indexing materials),
circulation (loaning materials to patrons and receiving them back), serials (tracking
magazine and newspaper holdings), and the OPAC (public interface for users). Each
patron and item has a unique ID in the database that allows the ILS to track its activity.
Public library software is complex and has many specialized activities. A new ILS will
cost about $200,000. The Library's current software Dynix "Horizon" has been sold and
resold several times in the last five years. The most recent owner has made the
business decision to stop supporting our current ILS "Horizon ". There are only three
major companies that provide public library software. The library staff is investigating
our limited options, which include migrating to our current vendor's product "Unicom ",
using "Polaris ", moving to Innovative Interface's "Millennium ", or developing 'an open
source' platform" which uses multiple vendors and consultants. The staff has spent the
past six months attending meetings with vendors and peer libraries. The Board of
Library Trustees has directed the Library Services Director to explore possible funding
through support groups.
The funds from this donation will be deposited in the expenditure account as specified
below:
4017 -9006 (Software Licenses)
Integrated Library System (ILS)
Total Amount of Check
Submitted by:
LiMa Katso as Library Services Director
Attachments: Copy of letter and check for $30,000 from Wolf Law Firm.
$30,000
$30,000
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I(L AC�MINISTRAT ON
NE"ORT BEACH PUBLIC LIBRARY
City of Newport Beach
BUDGET AMENDMENT
2007 -08
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations PX
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
NO. BA- 08BA -009
AMOUNT: $30,000.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase revenue estimates and expenditure appropriations to accept a check from the Martha J. Fleener Trust
to go toward payment for new library software.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Amount
Fund Account
Description Debit Credit
REVENUE ESTIMATES (3601)
Fund/Division Account
Description
4010 5901
Support Srvcs - Private Donations/Contributions $30,000.00
EXPENDITURE APPROPRIATIONS (3603)
Description
Division Number 4017
Systems Services
Account Number 9006
Software Licenses $30,000.00
Division Number
Account Number
Division Number
Account Number
Division Number
Account Number
Division Number
Account Number
` Automatic System Entry.
Signed:
Approval: AdministratV Services Director
Signed: /C..
Signed:
City Manager
Date
D e
City Council Approval: City Clerk Date