HomeMy WebLinkAbout12 - Radio Frequency ID System� �tiW PORT
CITY OF
NEWPORT BEACH
Cq<F00.N`P City Council Staff Report Agenda Item No. 12
April 24, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Library Services Department
Cynthia Cowell, Library Services Director
949 - 717 -3810, ccowell @newportbeachca.gov
PREPARED BY: Melissa Kelly
APPROVED: o'
TITLE: Budget Amendment Allocating Donated Funds for the Purchase of a
Library Radio Frequency Identification System
ABSTRACT:
Staff requests that funds currently being held in a special purpose deposit account and
funds from the Ackerman Trust reserved for High Tech Library Equipment be allocated
to an expenditure account for the purchase of Library Radio Frequency Identification
hardware and software
RECOMMENDATION:
Approve a Budget Amendment to increase expenditures by $120,000. This includes
$95,000 in Division 4093 -9000, Library Donations -Office Equipment and $25,000 in
Division 8500 -8512, Ackerman Fund -High Tech Library Trust. Funding of this
expenditure will be achieved in part by appropriating $95,000 from the 030 -2248 special
purpose deposit account and increasing revenue in 4093 -5901. The balance of
$25,000 will be appropriated from the Ackerman Trust Fund unappropriated fund
balance, account 850 -3605.
FUNDING REQUIREMENTS:
The Budget Amendment records and appropriates $95,000 in additional revenue from
the special purpose deposit account 030 -2248 and $95,000 in increased expenditure
appropriations. The revenue will be posted to the Private Donations & Contributions
account in the Library Department, 4093 -5901, and the purchase will be expensed to
the Library Donations - Office Equipment account in the Library Department, 4093-
9000. The Budget Amendment also records and appropriates $25,000 from the
Ackerman Fund High -Tech Library Trust unappropriated fund balance, account 850-
85123605
Budget Amendment Allocating Donated Funds for the Purchase of a Library Radio
Frequency Identification System.
April 24, 2012
Page 2
DISCUSSION:
The Library currently uses barcodes and electromagnetic strips in books and media to
facilitate circulation, inventory control and security of materials. The newer technology
of Radio Frequency Identification (RFID) improves these processes. The RFID tagging
allows for faster and more accurate checkout of materials at self- checkout and staffed
workstations. The tag also holds a security chip which is deactivated /activated during
the circulation process helping to diminish loss of materials. This RFID system will be
implemented at the Central Library with the opening of the second floor entrance where
new security gates which work with the RFID system are being installed during the
Library expansion project.
In past years donations from The Newport Beach Public Library Foundation were held
in a special purpose deposit account to be added to revenues and appropriated into
Library expenditure accounts as needed. There is currently $95,000 in that account and
the Library requests that the funds be used toward upgrading to the RFID system.
Additionally, the Library requests that $25,000 of the available funds in the Ackerman
Trust be appropriated for the RFID purchase. The Ackerman funds were designated for
the purchase of Library Technology. Staff believes that the initiation of the RFID system
is a great step up in the provision of high tech Library service. With the approval of the
recommended Budget Amendment in the amount of $120,000, the Library will purchase
the hardware and software of a Radio Frequency Identification system for the Library.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Budget Amendment Allocating Donated Funds for the Purchase of a Library Radio
Frequency Identification System
April 24, 2012
Page 3
Submitted by:
C this Cowell
Library Services Director
Attachment: Bugget Amendment No. 12BA -035
City of Newport Beach
BUDGET AMENDMENT
2011 -12
EFFECT ON
BUDGETARY FUND BALANCE:
Description
Increase Revenue Estimates
X
4093
Increase Expenditure Appropriations AND
Account
Number
Transfer Budget Appropriations
SOURCE:
Division
Number
8500
from existing budget appropriations
X
Number
from additional estimated revenues
X
from unappropriated fund balance
EXPLANATION:
NO. BA- 12BA -035
AMOUNT: $1zo,000.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
X 1 e
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase revenue and expenditure appropriations from the Ackerman Trust unappropriated fund balance and the
Special Purpose Deposit - Library Foundation Account for the purchase of Library Radio Frequency Identification
hardware and software.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
850 3605
Amount
Description Debit Credit
Ackerman Trust - Fund Balance $25,000.00
REVENUE ESTIMATES (3601)
Fund /Division Account Description
4093 5901 Designated Gifts - Private Donations /Contribu $95,000.00
EXPENDITURE APPROPRIATIONS (3603)
Division Number
Account Number
Division Number
Account Number
Automatic System Entry.
Signed: lam' & G% (+ � l • 1
Financi pproval: m Jn ce Director Date
Signed:
Administrative Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date
Description
Division
Number
4093
Designated Gifts
Account
Number
9000
Office Equipment $95,000.00
Division
Number
8500
Ackerman Trust
Account
Number
8512
High -Tech Library Trust $25,000.00
Division Number
Account Number
Division Number
Account Number
Automatic System Entry.
Signed: lam' & G% (+ � l • 1
Financi pproval: m Jn ce Director Date
Signed:
Administrative Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date