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1999/05/06 - Agenda Packet - Library Board of Trustees
DECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on ~-o~9-~ , at ~./),~. , I posted a true and correct copy of the meeting agenda dated ~/~J ~/ /~ at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on ~1 //9 ~, at ~a.cho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga Vi c'a, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. May 6, 1999 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Bob Dutton, Councilmember Boardmembers Robert Howdyshell, President Edward E. Swistock, President Pro Tem Donna Bradshaw, Boardmember Doris Dredd-Lee, Boardmember Joyce Womack, Boardmember PAGE , Board of Library Trustees Agenda Regular Meeting, May 6, 1999 1 A. CALL TO ORDER 1. Roll Call: Howdyshell , Bradshaw Dredd-Lee , Swistock __ and Womack B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion. 1. Approval of Minutes: January 7, 1999 1 April 8, 1999 C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. 1. Library Status Report: oral report presented by staff. 2. Budget report: presented by Deborah Clark, Library Director. a 3. Update on "Back to Basics" grants: oral report presented by Staff. 4. Telethon Update: oral report presented by Deborah Clark, Library Director. 5. In Service Training Session: presented by Deborah Clark, Library 14 Director. D. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Rules for Board of Library Trustees. Questions from the Board. PAGE Board of Library Trustees Agenda 2 Regular Meeting, May 6, 1999 2. Proposed Library Budget for 1999/2000. Presented by Deborah is Clark, Library Director. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian Garcia, Library Administrative Secretary of the City of Rancho Cncamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Friday, April 30, 1999, 6:00 p.m. seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: May 6, 1999 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of minutes of the regular meetings of the Library Board of Trustees for January 7 and April 8, 1999. BACKGROUND Attached, please find the minutes for the regular meetings of the Library Board of Trustees listed above, taken and compiled by Library Secretary, Vivian Garcia. pectfully submitted, LDiebbr ° r a ~BI~;Yc: o r C~ CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on January 7, 1999, in the Council Chambers of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Dredd Lee and Womack. Also present were: Deborah Clark, Library Director, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of Minutes: November 5, 1998 (Dredd Lcc abstained) December 3, 1998 MOTION: Moved by President Howdyshell to approve the consent calendar, seconded by Boardmember Dredd Lee. Motion carried 3-0-2 (with Bradshaw and Swistock absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Report: oral report presented by staff. Deborah Clark, Library Director, gave an oral report on the status of the Library. Renee Tobin, Children's Services Supervisor, stated that the children's department had been working on a resource book for the ILS Summer Reading Program. She also stated that this past summer under the supervision of Jacquie Cox, Page II, the volunteers started alphabetizing picture books. The staff and the public has been very appreciative of this expanded service. Deborah Clark, Library Director, stated that 105 to 110 hours per month of volunteer time was used to achieve alphabetizing the picture books. Robert Karatsu, Principal Librarian, stated that December was a quiet month. Staff had presented two HTML Web classes in December and were planning on having more offered after March. 2 Library Board Minutes January 7, 1999 Page 2 C2. Budget Report: presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the budget sheets with the Library Board. C3. Update on "Back to Basics" grant: oral report presented Staff. Renee Tobin, Children's Supervisor, stated that she and Lori Hopkins had interviewed and selected Marsha Bracco as the new staff person to coordinate the Back to Basics grant. She is a junior high teacher and is very enthusiastic about the position. She stated that staff will be mailing brochures to schools very soon. The times for the program will 3:30 p.m. to 7:00 p.m. The ages of the students are 7 to 12. The tutors will have one and half hour shifts with two or three students. C4. Telethon Update: oral report presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the packets with the Board. She thanked Michelle Perera, Reference Librarian, for designing the website page on the disc inside of the packet. Staff is planning the addition of a Jr. Trivia contest for the Telethon. D. BOARD BUSINESS D1. Joint Meeting with City Council: oral report presented by Deborah Clark, Library Director. Deborah Clark, Library Director, stated that there is to be a Goals session with Council in January, followed by one for staff. She will send a newsletter stating the results of the planning session. Information from this session will help with the joint meeting. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Telethon. E2. Update on Policies for the Library. E3. Update on Back to Basics grant. 3 Library Board Minutes January 7, 1999 Page 3 F. COMMUNICATIONS FROM THE PUBLIC Robert Daylon of Rancho Cucamonga High School asked about the Trivia Teams for students. Robert Karatsu, Principal Librarian, explained to him how to enter a Team for the Telethon. G. ADJOURNMENT MOTION: Moved by Boardmember Dredd Lee to adjoum to Thursday, February 4, 1999 at 7:00 p.m. inthe Council Chambers at the City of Rancho Cucamonga, seconded by President Howdyshell. Motion carried, 3-0-2 (with Bradshaw and Swistock absem). The meeting adjourned at 7:41 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 4 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on April 8, 1999, in the Council Chambers of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:02 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Bradshaw and Womack. Also present were: Deborah Clark, Library Director, Robert Karatsu, Principal Librarian and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of Minutes: January 7, 1999 March 4, 1999 President Howdyshell stated that a quorum was needed to pass the minutes. He requested that the minutes be held over to the next meeting. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library Status Report: oral report presented by staff. Deborah Clark, Library Director, gave an oral report on the status of the Library. Robert Karatsu, Principal Librarian, stated that March was a record month for the Library. Not only was March of 1999 the month with the most items checked out, but Telethon III was held and the Back to Basics Program started. C2. Budget Report: presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the budget sheets with the Library Board, showing 70 percent of library funds expended or encumbered. Boardmember Swistock arrived at 7:08 p.m. Library Board Minutes April 8, 1999 Page 2 After discussion of the 1999/2000 budget process and in response to an offer from staffto do so, President Howdyshell requested that staff hold a budget workshop for the Library Board. Deborah Clark, Library Manager, stated staff would contact the Board for a convenient day. C3. Update on "Back to Basics" grant: oral report presented by staff. Deborah Clark, Library Manager, gave an oral report. C4. Telethon Update: oral report presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed handouts with the Library Board on the Telethon. She stated that the Executive Telethon Committee felt that this year's Telethon was a good mixture, the number of days and hours. They enjoyed the variety of entertainment. The production company also liked the event being held over the three days. D. BOARD BUSINESS D1. Telethon Issues: an open forum for the Library Board to discuss the Telethon, recommend changes. Boardmember Womack enjoyed the Junior Trivia. She suggested that two or three months prior to the Telethon, a representative from each school could be invited to attend an informational meeting on the Telethon. Boardmember Swistock stated the feedback he had received on the Telethon was extremely positive. President Howdyshell stated that the Telethon was a great event. He enjoyed the Junior Trivia. He commended staff on their hard work. Boardmember Bradshaw stated that at this year's Telethon, the camera work had improved. President Howdyshell returned to the Consent Calendar and asked for a motion for the minutes for March 4. MOTION: Moved by Boardmember Swistock to approve the minutes for March 4, seconded by Boardmember Bradshaw. Motion carried, 4-0-1 (with Dredd Lee absent). D2. Central Park Task Force: Status report from staff, questions from the Library Board. Library Board Minutes April 8, 1999 Page 3 Deborah Clark, Library Director, stated that the survey had just been completed and more information would be available from the Community Development Department at the next meeting. D3. Rules for Board of Library Trustees. Questions from the Board. Boardmember Bradshaw requested that this item be held for the next meeting when Boardmember Dredd Lee would be present. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Central Park Task Fome E2. Rules for Library Board of Trustees E3. Problem Patrons - memo from staff E4. Budget E5. Collection Agency F. COMMUNICATIONS FROM THE PUBLIC None G. ADJOURNMENT MOTION: Moved by Swistock to adjourn to Thursday, May 6, 1999 at 7:00 p.m. in the Council Chambers at the City of Rancho Cucamonga, seconded by President Howdyshell. Motion carried, 4-0-1 (with Dredd Lee absent). The meeting adjourned at 7:34 p.m. mX ed, Vivian Garcia Administrative Secretary Approved: 7 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: May 6, 1999 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF 1998/99 BUDGET RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled Revenue Report April 1999 will be available at the meeting. Schedule B, titled "Balance Sheet April FY 1998/99" will be available at the meeting. Schedule C*, titled "Library Expenditures 1998/99" is an accounting of all funds expended so far this fiscal year, showing 80% of library funds expended or encumbered at 83% into the fiscal year. Also included are the expenditure figures for Literacy, and Redevelopment Agency funds. Respectfully submitted, Library Director * Funds encumbered through April 30, 1999. LIBRARY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB MAR APR TOTALS SPENT PE FUNDS % % OF '1998199 CATEGORY REMAININ SPENT yEAR 83% PERSONNEL 1100 REGULAR SALARIES $450,530 $21,068 $33,685 $33,971 $50,729 $37,027 $33,819 $33,984 $34,149 $34,149 $51,785 $364,365 $364,365 $86,165 81% 1200 OVERTIME SALARIES $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 ERR 1300 PART TIME SALARIES $264,380 $6,423 $19,227 $23,346 $31,943 $21,046 $23,070 $19,249 $23,356 $21,542 $32,470 $223,673 $223,673 $40,707 85% 1900 FRINGE BENEFITS $174,290 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $145,240 $145,240 $29,050 83% TOTAL PERSONNEL $889,200 $44,0t5 $67,439 $7t,84t $97,196 $72,596 $71,413 $67,757 $72,029 $70,2t5 $98,778 $733,278 $733,278 $'155,922 82% OPERATIONS 3t00 TRAVEL & MEETINGS $5,500 $4,016 $1,484 73% ALA Conference ($202) ($113) ($315} Urban Libraries Workshop $781 $781 $0 Karatsu-workshops Meeting Supplies $43 $11 $279 $69 $17 $106 $524 California Air Tickets $512 ($236) $276 ILS Workshops $45 $50 $95 CLA Conference $1,686 $245 $258 $2,189 CALTAC Workshop $69 $69 CLA Legislative Day $200 $197 $397 3300 MILEAGE $5,000 $3,687 $1,313 74% Auto Allowance $4,200 $323 $323 $323 $485 $323 $323 $323 $323 $323 $323 $3,392 $3,392 $808 81% Reimbursement $800 $0 $295 $505 37% Garcia ($87) $22 $20 $62 $26 $27 $49 $23 $21 $164 Pages $29 $3 $32 Manela $10 $8 $18 Corwin $21 $22 $43 Tobin $6 $10 $19 $38 $115,540 $47,790 71% 3900 MAINTENANCEIOPER $163,330 $0 Visa $0 Cash Receipts $0 $1,374 $626 69% Pdnting/Postage $2,000 Pdnting $1 ~349 $16 $1,366 Postage $8 $8 b3 Office Supplies $18,000 $0 $12,437 $5,563 69% Cataloging Supplies $3,155 $154 $1,783 $1,627 $563 $66 $2,587 $65 $10,004 Computer Table/Book trucks $372 $234 $606 Photography $106 $63 $44 $22 $25 $54 $200 $512 8 Ave. graphics $0 Of~ce DepOt $288 Office machine repair $56 $233 $0 Letterhead Miscellaneous $56 $146 $86 $22 $42 $199 $75 $28 $633 $0 Petty Cash Computer supplies $42 $119 $160 $0 Stationan/ Federal Express $22 $17 $16 $25 $80 Board Supplies $79 $75 $154 Special Program Supplies $8,000 $9 $4,711 $3,289 59% Children's Supplies $77 $48 $55 $4 $31 $136 $18 $33 $6 $407 Children's Programs - Friends $4 $5 $27 $36 Administration Office supplies $199 $199 $0 Tech Center $0 Moving message sign Summer Reading Program (FR) $692 $355 $335 $1,382 Foundation Expenses $240 $5 $245 $0 Literacy Projects Volunteer Supplies $43 $259 $144 $39 $1,940 $15 $2,439 Reference On-line $2 $2 $12 $2,989 0% Advertising/Promotions $3,000 $0 National LibraP/Week - Friends $0 Recruitments $12 $12 Telethon $0 Float (Friends funded) $85,971 $30,859 74% Books/Materials $116,830 Bookstore rush $15 $1,000 $5 $100 $1,120 Childrens Books $1,384 $12 $369 $7,211 $5,491 $5,000 $1,257 $198 $2,000 $100 $23,022 Adult Books $19,434 $254 $6,371 $775 $10,218 $2,574 $69 $9 $39,703 Reference BOOI(S $572 $441 $124 $183 $194 $1,489 $1,129 $317 $34 $558 $5,041 Reference CD's $750 $750 $0 Circulating Instructional CD's Large Pdnt Books - Friends $2,211 $2,211 Books on Tape - Fdends $4,099 $12 $500 $16 $20 $45 $73 $4,765 Video $152 $1,000 $631 $1,888 $388 $81 $500 $300 $4,940 CD's (music} $2,013 $1,000 $1,000 $4,013 Spanish Language $100 $306 $406 Magazines/Publications $10,000 $2,138 $41 $113 $500 $6,870 $64 $9,725 $9,725 $275 97% Training $4,500 $310 $310 $310 $4,190 7% BindeP/ $1,000 $1,000 $1,000 $1,000 $0 100% 3932 Equipment Malnt/Deprec. $9,920 $1,930 $2,510 $4,440 $4,440 $4,440 45% 3933 Emergency Equip. Rental $0 $0 $0 $0 ERR 3956 DUES $2,100 $2,059 $41 98% American Library Assoc. $450 $195 $195 $195 $255 43% MCLS Associate Merdbership $150 $150 $150 $150 $0 100% California Librap/Assoc. $0 $85 $400 $485 $485 ($485) ERR Intand L[bran/system $1,500 $1,184 $1,184 $1,184 $316 79% CALTAC 0 $40 ($40) $45 $45 $45 ($45) ERR 3966 GENERAL LIABILITY $4,220 $4,220 $4,220 $4,220 $4,220 100% 6028 CONTRACT SERVICES $182,150 $3,683 $166,121 $t6,029 91% Encumbrances $27,728 Offic Equip/Maintenance $6,000 $1,721 $6~000 29% Xerox Fund $861 $861 $1,721 Book Processing $25,000 $1,497 $1,506 $1,716 $3,654 $383 $2,261 $896 $1,794 $3,000 $16,707 $16,707 $8,293 67% OCLC $0 $76 $128 $72 $62 $39 $92 $132 $601 ($601) ERR Landscape Maintenance $7,150 $902 $874 $437 $467 $991 $445 $4,115 $4,115 $3,035 58% S.B. County $100,000 $100,000 $100,000 $100,000 $0 100% Collection Agency $9,000 $2,799 $503 $423 $640 $205 $1,188 $339 $306 $6,402 $6,402 $2,598 71% Self Check Maintenance $3,000 $2,828 $2,828 $2,828 $172 94% Telephone Maintenance $3,000 $2,772 $351 $3,123 $3,123 ($123) 104% Computer Tech Services $29,000 $30,483 $140 $30,623 $30,623 ($1,623) 106% 80t9 TELEPHONE $15,000 $14,042 $958 94% 989-6277 (Rotan/line) $355 $308 $311 $231 $296 $1,136 $349 $385 $417 $425 $4,211 181-1185 (T1 line) $226 $443 $221 $221 $211 $206 $206 $209 $1,943 948-9900 $455 $439 $452 $462 $450 $446 $438 $434 $465 $4,040 476-2793 (ISDN Line) $222 $217 $218 $218 $218 $211 $213 $212 $207 $1,934 980-0871 (EMS & Security} $57 $57 $56 $57 $57 $55 $59 $55 $55 $508 980-4361 (Elevator) $28 $28 $28 $28 $28 $27 $27 $27 $27 $248 987-3271 (Irrigation Spdnk.) $24 $24 $24 $24 $24 $23 $23 $23 $24 $212 $0 987-9671 989-6904 (Public Fax) $30 $64 $31 $32 $32 $30 $29 $29 $29 $308 MCI $66 $72 $66 $73 $134 $68 $72 $85 $637 8021 WATER UTILITIES $3,000 $1,843 $1,157 61% Inside Use $325 $264 $241 $830 Landscaping $435 $293 $138 $866 Fireline water $37 $37 $37 $37 $147 8022 ELECTRIC UTILITIES $48,000 $0 $4,990 $4,889 $4,783 $3,790 $3,243 $3~169 $3,431 $3,140 $3,140 $34.575 $34,575 $13,425 72% CAPITAL OUTLAY 7047 COMPUTER EQUIPMENT $32,000 $0 $9,525 $22,475 30% Dynlx Software $6,371 $3,154 $9,525 $0 Dynix Hardware TOTAL LIBRARY BUDGET $1,359,420 $85,465 $123,396 $90,358 $127,701 $91,725 $125,793 $84,988 $186,163 $90,119 $109,523 $1,115,232 $1,083,821 $275,899 80% LITERACY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB MAR APR SPENTPE FUNDS % % OF 1998199 CATEGOR REMAININ SPENTYEAR CITY VERSION PERSONNEL 63% 1100 REGULAR SALARIES $25,130 $1,834 $1,834 $1,834 $2,158 $2,483 $2,483 $1,936 $1,946 $1,946 $1,946 $20,398 $4,732 81% 1900 FRINGE BENEFITS $9,300 $775 $775 $775 $775 $775 $775 $775 $775 $775 $775 $7,750 $1,550 83% TOTAL PERSONNEL $34,430 $2,609 $2,609 $2,609 $2,933 $3,258 $3,258 $2,711 $2,72t $2,72t $2,721 $28,148 $6,282 82% OPERATIONS 3100 TRAVEL & MEETINGS $800 $7 $630 $133 $770 $30 96% 3300 MILEAGE $670 $124 $99 $92 $144 $459 $21t 69% 3900 MAINTENANCE/OPER $2,500 $2,500 0% $0 Printing/Postage $0 Printing $500 $0 Postage $649 $351 65% Office Supplies $1,000 $23 $627 Instructional Materials $1,000 $120 $75 $48 $179 $423 $577 42% 59t 0 LIBRARY OVERHEAD $0 $0 $0 $0 ERR 6028 CONTRACT SERVICE $46,730 0% Literacy Coordinator $46,730 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $37,860 $8,870 81% Tutor Training $0 TOTAL LITERACY BUDGET $85,130 $6,402 $6,395 $7,149 $6,852 $7,t43 $7,044 $6,589 $6,507 $6,507 $6,650 $67,238 $t7,892 79% REDEVELOPMENT EXPENDITURES FY 1998199 TOTALS FUNDS % % OF JUL AUG SEP OCT NOV DEC JAN FEB MAR APR SPENT REMAINING SPENT YEAR 83% OPERATIONS Maintenance/Operations $80,000 $9,987 88% Books $646 $567 $1,221 $199 $2,633 LA Times for LAN $860 $432 $1,293 Magazine Index $31,300 $31,300 Discovering Career & Jobs $638 $638 SIRS Reseamher $0 BIP on Disc $1,783 $1,783 World Book Encyclopedia $1,506 $1,506 West Codes $1,413 $1,413 Value line $570 $570 Computer Books $1,500 $1,500 CD ROM software to circulate $1,500 $74 $1,574 Upgrade CD ROM LAN software $5,000 $5,000 Chairs for Tech Center $2.069 $2,069 Computer Hardware/Software $5,000 $5,000 Computer/Printer $6,152 $6,152 Internet Portable Workstation $337 $337 Standard & Poore Guides $2,397 $1,923 $4,320 Morningstar $425 $425 Bar Code Scanners (1 replacements) $1,500 $1,500 CD ROM Six Packs (2) $1,000 $1,000 SubTotal $570 $3,627 $1,838 $6,152 $10,104 $32,299 $3,429 $11,721 $273 $0 $70,013 Contract Services $0 $0 $0 Planning, Survey & Design $10,000 $0 $.10,000 CAPITAL OUTLAY Project Improvement Costa $13,700 $0 $'13,700 Fixed Asset Acquisition $10,010 $5,247 48% Paperback Rack $1,417 $1,417 Shelving $256 $3,091 $3,347 Sub Total $1,417 $0 $0 $0 $0 $0 $0 $256 $3,091 $0 $4,763 TOTALS $113,7t0 $1,987 $3,627 $1,838 $6,152 $10,104 $32,299 $3,429 $11,976 $3,363 $0 $74,776 $38,934 66% CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: May 6, 1999 TO: President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: IN SERVICE TRAINING SESSION RECOMMENDATION: That the Library Board approve closing the Library on Friday, June 18, 1999, allowing Library Staff to conduct the second o£two full 8 ho~r in-service sessions, as approved by the Board on August 6, 1998. BACKGROUND: This year, the budget o£the Rancho Cucamonga Public Library contains $$,000 in funds to conduct training programs for staff training. Staff held the first session in December, focusing on Disaster Preparedness Training. Thanks to a program conducted by the City, Customer Service Training has been provided to all staff members over the past several months. Therefore, Administration proposes a £our hour Diversity Training program and a four hour emergency training class in either CPR or First Aid for the training in June. The date proposed was chosen due to its history of low circulation and information transactions over the past four years. FISCAL IMPACT: Funds are budgeted for the event. Each session would be limited to a budget of $2,500, unless approval for a larger expenditure is requested officially from the Board of Library Trustees at a Regular meeting prior to the training event. ~R~e pectfully submitte~d, /%/q Debo Kaye {~lakk I Library DirectoY-~_fl CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: May 6, 1999 TO: President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF PROPOSED LIBRARY BUDGET FOR 1999/2000 RECOMMENDATION: Review and discussion of attached proposed library budget for 1999/2000. Staff recommends that the Library Board, after discussion, either approve the budget or instruct staff to adjourn the May 6 meeting of the Library Board to a special Budget Study Session on a date selected by the Board. BACKGROUND: Attached you will find the finalized budget proposal for fiscal year 1999/2000. The major goals of this budget are as follows: Reduce Literacy staffing by 50%, reflecting the 50% reduction in funding · Absorb Literacy staff by other divisions, retaining trained employees · Continue to offer both the "Back to Basics" program and Adult Literacy · Increase the number of full time positions to decrease staff turnover · Add part time hours to accomplish the following: · Add a second Toddler Storytime · Add a second School Aged Storytime · Replace 12 hours per week currently spent in updating the City Web Page · Provide clerical support for the increased number of books processed and cataloged in house The attached document was reviewed by the City Manager on April 28. FISCAL IMPACT: The attached budget represents revenues and expenditures in balance. ( R~es ectfully submitte~l, Deborah Kaye Cl~k Library Director PROPOSED LIBRARY BUDGET Adopted Estimated Dept. % 1999/0 98~99 Budget Budget Request Change PERSONNEL 1100 Regular Salaries (includes 5% increase for COLA and Steps) $450,530 $450,530 $516,030 14.54% Creation of Page 2 Full Time $20,090 Creation of Page 1 Full Time $12,272 Creation of Librarian Full Time (Child./Lit) $19,800 Sub Total $516,030 1200 Overtime Salaries $0 $0 $0 1300 Part time Salaries $254,380 $264,380 $296,140 12.01% 1900 Fdnge Benefits $174,290 $174,290 $199,480 14.45% Personnel Total: $879,200 $889,200 $1,011,650 13.77% OPERATIONS/MAINT. DETAIL 3100 TRAVEL & MEETINGS Library Meetings $4,000 $5,500 $5,000 -9.09% Subtotal: $4,000 $5,500 $5,000 -9.09% 3300 MILEAGE Auto Allowance $4,200 $4,200 $4,200 0.00% Reimbumement $800 $800 $800 0.00% Subtotal: $5,000 $5,000 $5,000 0.00% 3900 MAINTENANCE/OPER Office Supplies $18,000 $18,000 $18,000 0.00% Printing/Postage $2,000 $2,000 $2,000 0.00% Special Program Supplies $8,000 $8,000 $10,000 25.00% Advertising/Promotions $0 $3,000 $3,000 0.00% Library Materials $100,000 $100,000 $100,000 0.00% Book replacement Fund $16,830 $16,830 $15,000 -10.87% Magazines/Publications $10,000 $10,000 $10,000 0.00% Training $500 $500 $2,500 400.00% Bindery $1,000 $1,000 $1,000 0.00% Collection Agency $3,000 $0 $0 ERR Training $4,000 $4,000 Subtotal $163,330 $163,330 $161,500 -1.12% 3932 EQUIPMENT MAiNTENANCE/DEPRECIATION Depreciation: Equipment $1,930 $1,930 $0 Computers $2,510 $2,510 $7,390 Subtotal $4,440 $4,440 $7,390 3933 EMERGENCY & ROUTINE EQUiP.RENTAL Credit Card Equipment $380 $380 $380 Subtotai $380 $380 $380 3956 DUES American Library Assoc. $450 $450 $450 0.00% California Library Assoc. $150 $150 $150 0.00% Professional Publications $0 $0 $0 Library System membership $1,500 $1,500 $1,500 0.00% Subtotal $2,100 $2,100 $2,100 Q00% 3960 GENERAL LIABILITY $4,220 $4,490 $4,490 0.00% Subtotal $4,220 $4,490 $4,490 6028 CONTRACT SERVICES 16 Office Equip/Maintenance $6,000 $6,000 $6,000 0.00% Book Processing & T.S. $25,000 $25,000 $20,000 -20.00% Information Access Serv. $6 $6 $0 San Bernardino County Cont. $100,000 $100,000 $50,000 -50.00% Computer Tech Services $32,000 $29,000 $35,000 20.69% Computer maintenance $3,000 $3,000 $3,000 0.00% Telephone Maintenance Service $3,000 $3,000 $3,000 0.00% Landscape Maintenance $6,450 $7,150 $0 -100.00% Collection Agency $0 $9,000 $5,000 -44.44% Library Master Plan/General Plan Supplement $20,000 Subtotal $175,450 $182,150 $142,000 -22.04% 8019 TELEPHONE $15,000 $15,000 $16,000 Subtotal $15,000 $15,000 $16,000 6.67% 8021 WATER UTILITIES $4,000 $3,000 $3,000 Subtotal $4,000 $3,000 $3,000 0.00% 8022 ELECTRIC UTILITIES $48,000 $48,000 $48,000 Subtotal $48,000 $48,000 $48,000 0.00% OPERATIONS TOTAL $425,920 $433,390 $394,860 -8.89% DEPARTMENT TOTAL $1,305,120 $1,322,590 $1,406,510 6.35% 7.77% REVENUE INCOME $1,414,080 $7,570 Current hrs. Hrs. per wk Hrs. per year Hourly rate Annual total LIBRARIANS 3.5 4 204 $15.20 $3,101 CHILDREN'S SUPPORT 40 50 2550 $13.91 $35,471 REFERENCE SUPPORT 30 30 1530 $13.91 $21,282 TECH CENTER 60 60 3060 $12.50 $38,250 CLERKS 150 146 7300 $12.84 $93,732 Vicki 30 30 1530 $13.43 $20,548 PAGES 173 140 7000 $7.20 $50,400 Processing 0 20 1020 $9.66 $9,853 MONITORS Varies 2,765 $8.50 $23,503 26,959 $296,139 Monitor Worksheet 8 months at 67 hours 2077 1 month at 28 hours 112 3 months at 48 hours 576 2765 CITY OF RANCHO CUCAMONGA FISCAL YEAR 1999/2000 ANNUAL BUDGET SUMMARY DEPARTMENT: Community Services FUND: 111 DIVISION: California Literacy Campaign Grant COST CENTER: 4532 APPROPRIATION DETAIL 1997/98 Fiscal Year 1998/99 Fiscal Year 1999/2000 California Literacy Campaign Grant Adopted Adopted Estimated Dept Manager OBJECT # Budget Budget 630/99 Request Rcmd PERSONNEl. 1100 Regular Salaries 24,020 25,130 25,780 47,510 40,600 1300 Part time Salaries 0 0 0 11,210 0 1900 Fdnge Benefits 10,330 9,300 9,300 17,800 15,020 Pemonnel Total: 34,350 34,430 35,080 76,520 55,620 OPERATIONS 310~ Travel & Meetings 800 800 800 1,000 1,000 330~ Mileage 400 670 670 800 800 390(;Maintenance & Operations 4,850 2,500 2,500 2,800 3,290 591(;Library Admin/General Overhead 7,670 4,000 4,000 0 0 6028 Contract Services 48,500 46,730 46,730 0 0 8019 Telephone Utilities 400 0 0 0 0 Operations Total: 62,620 54,700 54,700 4,600 5,090 CAPITAL OUTLAY Capital Outlav Total: 0 0 0 0 0 Department Total: 96,970 89,130 89,780 81,120 60,710 CITY OF RANCHO CUCAMONGA FISCAL YEAR 1999/2000 OPERATIONS AND MAINTENANCE DETAIL DEPARTMENT: Community Services FUND: 111 DIVISION: California Literacy Campaign Grant COST CENTER: 4532 APPROPRIATION DETAIL 1997/98 Fiscal Year 1998/99 Fiscal Year 1999/2000 Adopted Adopted Estimated Dept Manager OBJECT # Budget Budget 630/99 Request Rcmd 3100 TRAVEL ~& MEETIN(~ 800 800 800 1,000 1,000 Subtotal: 800 800 800 1,000 1,000 3300 MILEAGE Reimbursement 400 670 670 800 800 Subtotal: 400 670 670 800 800 3900 MAINTENAN(~E & OPERATIONS Office Supplies 1,500 1,000 1,000 1,000 1,490 Pdnting 1,850 500 500 300 300 Instructional Resources 1,500 1,000 1,000 1,500 1,500 ~ubtot~l: 4,850 2,500 2,500 2,800 3,290 3960 (~ENERAL LIABILITY Subtotal: 0 0 0 0 0 5910 LIBRARY ADMINISTRATIVE/GENERAL OVERHEAD 7,670 4,000 4,000 0 0 Subtotal: 7,670 4,000 4,000 0 0 6028 CONTRACT SERVICES Literacy Coordinator 43,500 46,730 46,730 0 0 Tutor Training 5,000 0 0 0 0 ~ubtot{il 48,500 46,730 46,730 0 1 0 801-q iTeleDhone Utilities 400 0 0 0 0 Subt0t~l: 400 0 0 0 0 DEPARTMENT TOTAL: 62,620 54,700 54,700 4,600 5,090 ? R.C.R.D.R. ID:909-477-2848 HRR 25'99 14:07 No.O06 P.01 REDEVELOPMENT AGENCY BUDGET FISCAL YEAR BUDGET SUMMARY DEPARTMENTffUND. Library FUN~ NUMBER; 13 APPROPRIATION DETAIL 1~17/~8 [:1~1 Year lgg~8~ F~,Oal Yea; 1 ~ ' ACTIVITY A~ol~ed /~opled Estlmalad Del~lmerd Manager Adopted ~c. cou~l e Budge~ E3udgel 6,'30~99 Requested ROT~i. Budge! OI?ERATION$ 50130 Idalntenance & O~ermlo~ F50,00¢ GO,00C 70,000 140,000 5OgOO Cant~act Se~vicea 20,0OC 10,000 10,000 50~00 Planning, Survey & Doslgrt lo.goo 10.000 0 i ) ., , FUHD TOTAL 1L~O.000 113,7{x '~ la,710 107,~30 ...... ~-25-99 15:22 RECEIVED FROM:9~9 477 2848 P.~l R.C.R.D.R. ID:909-477-2848 MAR 25'99 14:08 No.O06 P.02 REDEVELOPMENT AGENC¥ BUDGET FISCALYEAR199{;~2000 OPERATION~&MAINTENANCE ~,~PRC)P~La. TI~ DE-TAIL t~7~6 Fiscal Year I~ F~al Yom ~ ~ B~ Budget ~ ~ues~ ~ ~d T~n~ C~ Impm~ 0 0 ~ 0 ~ ~smm Upgm~ 0 0 1,~ 70,~ 3/24/99; 9:57 ,AM R.C.R.D.fl. ~D:909-477-2848 HgR 25'99 ~4:08 No.O06 P.O$ REDEVELOPMENT AGENCY BUDGE'Ir FISCAL YEAR 1999/2000 CAPITAL DETAIL DEPARTMENT/FUND: Ubra4y FUND NUMI3ER: 13 APPROPRIATION DETAIL © 3/24/9D: ~§7 AM FISCAL YEAR 1999-2000 BUDGET 'REVENUE WORKSHEET O POPULATION ESTIMATES: CENSUS 1990 = 104,887 116,045 117,474 120,240 SPECIAL FUNDS F",~,~ Year ~ Yea' FTa, c:d Y#r Fts~l Y#r ~ DetcrlptJoe 1997-199~ 199~-199~ 1~96-199~ 1999/2000 LIBRARY 02-3~ 1020 R C Ubr~r/P~op T~dCurrent Year Se~u~d 851,120 854,000 8~4,000 871,080 O2-~0 1030 R C Ubrl~ Prop TIx/C Y Unlecumd 27,610 27,710 27,710 28,260 02-39~0 1040 R C Ubrl~ Prop TIx/Prior Yr Sec&Un~ 14.500 14~0 14,5~0 14,850 )2-3¢J(X) 1065 R C Ubra~/Prop T~pplementa! Taxes 2,iX)0 2,010 2010 2,050 32-.~i 4600 Interest Em~lng~ 0 3,000 6,000 6,000 02-3¢JO1 1502 CLSA: Direct Loan 1 6,~3~0 2~,000 32.000 32.000 02-.:~i 1506 Ub~ry C~d Sale~ 0 0 200 200 ~ 1509 Info~matiea ~ Fee~ 1,000 1 ~ .~,~'-'~ O2-3901 1510 Private ~ 50,0~0 S0,~00 50,000 1 50,000 02-3~01 1511 Pulfllc Library Foundati~l 41,9~0 6~,0~O 139,140 139,140 ~-- 02-3~O1 151:] Co~t~lb~mt I Fund ReJsing I Telethon 30,~o 20,000 27,000 30,000 O2-~i 1514 Afinit~ Cm~t Card Revenue 9 4,000 "~ O2-3901 7910 Sale Of Printed Mate~ale 4,0~0 5,000 10,0oo 10,0~0 O2-3901 8520 'Othe~ Re.hue: 96,~7 & 97/98 From Fd 111 7,b-/0 4,000 9,390 0 02-3901 1515 Te~hnolo~/Cent' Revenue 5,1~0 15,000 10,000 10,000 O2-~.~ ~ Tr&nsfe~ tn: 9~97 & 97/98 Tr&rrsfar In From F~J 25 100,1X~ 100,000 100,000 50,000 Total LJIxa~ Fund 1,304.8~0 1~47,780 1,448,010 1,414,080 Reimb. State & Co~mt~ Pa~dng ~ Surcharge !03-3901 2463 County j.a P~k C9. Sumharge ~ 4,750 4.750 4,750 03-.~i 24~4 County Co~t Par1[ ell Sul~harge ~ 6,750 4,750 4,?S0 Total Reimb. Sta~ & C~mt~ Park:lng C't. Sur~hg 6,50~ 16,000 16,000 16,000 C CITY OF RANCHO CUCAMONGA FISCAL YEAR 1999-2000 BUDGET · REVENUE WORKSHEET~ POPULATION ESTIMATES: CENSUS 1990 = 104,887 116,~45 117,474 120,240 SPECIAL FUNDS Bud~ ~ Y~Ir ~ Yea~ ~ Y~r ~ y~ Cll~om~ 111-3~1 ~ Gm~ I~ ~,g70 70,8~ 70,~ ~,710 111-3~1 ~ ~ C~ ~ F~n~n S~ 0 10,~ 10,~ 1~ 111-3~1 ~ ~si~ ~ ~ 0 10,~ 5,~ 0 111-*~-~ ~vv~ T~ In: Frm Fu~ Ba~ 3,~ 0 To~l Calif. ~ Clmplign Grant ~,gT0 ~,8~ 8g,7~ ~,710 Major ~n 11~3~1 ~ G~ I~ 13,~ 13,~ 1~ 0 To~l MaWr U~ ~ur~ ~IW Gr~ 13,~ 13,~ 13,~ 0 Unive~ CO~ T~ Uni~ ~ G~ 1~,~ 1~,~ t~,~ 1~,~ CiTY OF RANCHO CUCAMONGA - - FISCAL YEAR 1999-2000 BUDGET REVENUE WORKSHEET~ POPULATION ESTIMATES: CENSUS 1990 = 104,887 116,045 117,474 120,240 ·SPECIAL FUNDS Amended Budge~d Budgef~d RevemJ. Revenue ~ Y~ ~1 Y~ ~ y~ ~ y~ CO~ ~ ~ 11~3~1 ~ ~ I~ ~,~ 0 0 0 T~ CO~ ~m Gr~t ~,~ 0 0 0 ~ ~ ~fo~t (~E~ ~ 117-3~1 ~ ~ I~ 15,7~ 0 ~,~ 0 ' 117-3~1 ~ ~ I~ ~,~ 2~,~ 2~,~ 117-~ ~ T~ In: From Fu~ Balan~ 1~,~ T~ ~nt ~ E~f~-~,.~ (SLE~ ~s; ~ 2~,~ 4~,7~ 0 A~ F~ A~ P.L. 1~ 11~3~1 ~ G~ I~ 3~ 3,~ 3~ 3,~ Gra~p~ ~ ~k~ Gra~ 11~3~1 ~ G~ ~ 5,~ 0 0 0 T~ ~an~i~,~ ~ ~ Grtm 5,~ 0 0 0 STATISTICS MAR 99 MAR 98 FY 98~99 FY 97~98 Days Open 31 31 262 263 Items Borrowed 67,259 65,981 515,273 526,708 Average Daily 2,170 2,128 1,967 2,003 % Change 2% -2% Patrons Registered 1,160 1,180 9,287 10,116 Average Daily 37 38 35 38 % Change -2% -8% Information Questions 11,056 10,235 81,189 77,539 Average Daily 357 330 310 295 % Change 8% 5% Items Classified 1,170 1,393 14,811 12,749 % Change -16% 16% Volunteer Houm 982 489 3,519 2,778 % Change 101% 27% InteHibrary Loan Books Borrowed 11 8 85 56 ADULT SERVICES Information Questions 5,765 5,877 50,308 47,016 Average Daily 186 190 192 179 % Change -2% 7% Programs/Classes Attendance 0 0 185 221 # of Sessions 0 0 10 8 Aver. per session 0 0 19 28 ToumlGroup Visits To the Library 0 15 150 313 Number of Tours 0 I 4 13 Aver. per session 0 15 38 24 CHILDRENS SERVICES Information Questions 5,291 4,358 30,881 30,742 Average Daily 171 141 118 117 % Change 21% 1% ERR Preschool Storytime Attendance 369 495 2,871 3,474 # of Sessions 16 16 138 127 Aver. per session 23 31 21 27 Afterschool Storytime Attendance 152 116 1,314 1,029 # of Sessions 4 4 39 40 Aver. per session 38 29 34 26 Special Events Program Attendance 10 7 674 544 # of Sessions 1 I 47 41 Aver. per session 10 7 7 13 Group Visits to Library 0 56 812 909 # of Sessions 0 4 38 47 Aver. per session 0 14 21 19 School Visits by Staff 0 0 740 259 # of Visits 0 0 3 6 STATISTICS APR 99 APR 98 FY 98199 FY 97/98 Days Open 29 29 291 292 Items Bowowed 58,167 58,709 573,440 585,417 Average Dai~y 2,006 2,024 1,971 2,005 % Change -1% -2% Patrons Registered 1,056 1,139 10,343 11,255 Average Daily 36 39 36 39 % Change -7% -8% Information Questions 8,689 9,001 89,878 77,539 Average Daily 300 310 309 266 % Change -3% 16% Items Classified 1,442 1,147 16,253 13,896 % Change 26% 17% Volunteer Hours 185 251 3,704 3,029 % Change -26% 22% Interlibrary Loan Books Borrowed 6 5 91 61 ADULT SERVICES Information Questions 5,430 5,450 55,738 52,466 Average Daily 187 188 192 180 % Change -0% 7% ProgramsJClasses Attendance 18 0 203 221 # of Sessions 3 0 13 8 Aver. per session 0 0 19 28 Tours/Group Visits To the Library 0 65 150 378 Number of Tours 0 2 4 15 Aver. per session 0 33 38 25 CHILDRENS SERVICES Information Questions 3,259 3,551 34,140 34,293 Average Daily 112 122 117 117 % Change -8% -0% Children's Storyflmes 494 469 5,92g 51516 # of Sessions 24 20 268 228 Aver. per Session 21 23 22 24 Preschool Storytime Attendance 333 381 3,204 31855 # of Sessions 16 16 154 143 Aver. per session 21 24 21 27 Afterschoof Storyflme Attendance 88 88 1,400 1,117 · of Sessions 4 4 43 44 Aver. per session 22 22 33 25 Toddler Time 75 0 651 0 # of Sessions 4 0 24 0 Aver. per session 19 0 27 0 Special Events Program Attendance 0 0 674 544 # of Sessions 0 0 47 41 Aver. per session 0 0 7 13 Group Visits to Library 99 126 911 1,035 · of Sessions 6 6 44 53 Aver. per session 17 21 21 20 School Visits by Staff 0 0 740 259 · of V'~its 0 0 3 6 TELETHON 99 REG. PRE EVENT FRIENDS BANKS TOTALS Preliminary Breakdown FEES PLEDGES PLEDGES MATCHING April 9, 1999 Monies pledged $1,005 $25,960 $18,944 $5,031 $330 $51,270 Monies received $1,005 $25,160 $17,225 $5,031 $330 $48,751 Monies outstanding $0 $800 $1,719 $0 ? $2,519 9% 5% Pledges % of Received Pledges Telephone Pledges 248 65% In Person 20 5% VIP Pledges 35 9% Pre Pledges 65 17% After Donations 15 TOTAL PLEDGES 383 Average Pledge Amount $134 TIME FRAMES FOR Friday Sat. Aft. Sat. Eve Sunday TELEPHONE PLEDGING 48 36 88 76 248 Total pledges Friday night: Saturday afternoon: Saturday evening: LIBRARY BUDGET BULLET POINTS · The allocation of local dollars, minus all State funds, must equal or exceed the level of appropriation in 1998/99 to qualify for Public Library Foundation funds. ($139,140 located in Revenue account 02-3901 1511). Issued by the State Library, the allocation of these funds is population based and controlled by state legislation. · The State support for Adult Literacy is reduced to 50% of the original grant amount. The program has consequently been reduced by 50% of it's original staffing. Staffhave been shifted to other critical areas for which they are crossed trained. No lay-offs will result. A reduction in service will occur, particularly visible in the number of open office hours for literacy. · "Back to Basics" will be continued at it's current level through CDBG funds and Children's Service staff. · The Redevelopment Agency budget contains a major upgrade of the library's automation system, evolving the catalog and associated data files into windows format. · To provide $20,000 for the Library Master Plan, the Library proposes to reduce part time hours requested and withdraws it's request to increase open hours for 1999/2000. · The remaining increase in part time salaries will be used to provide additional Children's Programming (a second Toddler Storytime and a second Storytime for older youngsters) and support for the "Back to Basics" tutoring program. · Revenues in 1998/99 jumped $70,000, courtesy of a major increase in Public Library Foundation dollars. As yet, those dollars remain unallocated and unspent for this year. · Staff requests the funds allocated in Redevelopment Agency for the Donor Wall roll over for 1999/2000. CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: May 6, 1999 TO: President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: JUSTIFICATION FOR PROPOSED BUDGET BACKGROUND: This year's budget proposal was achieved by Library Division Heads and is based on needs expressed by the public through the 1994 users survey and by staffthrough a series of interviews conducted in December of 1998 to determine how we could best serve our customers. Providing more new books, additional storytimes, shorter information and check-out lines, faster processing of materials to get new items on the shelves and a faster method of replacing staff vacancies were identified by staffas goals to achieve for service excellence in 2000. The current proposed budget addressed those issues to the best of our ability, while continuing to balance our revenues with our expenditures and was reviewed by the City Manager on April 28. The current proposal reflects the following: · A reduction in Literacy staffing by 50%, reflecting a 50% reduction in state support · Absorption of Literacy staff by other divisions, retaining trained employees · Increase in the number of full time positions to decrease staff turnover · Addition of part time hours Approval of this budget will result in: · Continuation of both the "Back to Basics" program and Adult Literacy · Addition of a second Toddler Storytime · Addition of a second School Aged Storytime · Support of the Reference Staff currently updafmg the City Web Page · Clerical support for the increased number of books processed and cataloged in house, resulting in a lower cost for processing selected materials · A Libra~ Master Plan process to move us into the new decade in step with the City's General Plan process · An updated windows based On-Line Catalog and Notification System (RDA Budget) REVENUE INCREASES: For budget year 1999/2000, the Rancho Cucamonga Public Library estimates the following increases in revenue accounts: Increase in Public Library Foundation (State funds) of $71,140 Increase in Direct Loan (State funds) of $12,000 Increase in Property Tax of 2% or $17,000 STAFFING JUSTIFICATION: Total New Costs for all Positions: $52,438 Full Time Positions: Total New Costs: $45,248 Librarian I New Cost: $26,928 Source of Funds: Public Library Foundation Salary: $19,800 Benefits: $7,128 This position is split between Adult Literacy ( with 50% of the funding supplied by the State Library) and Children's Services. The specific task that the successful candidate for this position will be asked to undertake in Children's Services, is the supervision of the "Back to Basics" program. Page II New Cost: $8,087 Source of Funds: General Library Revenue Salary: $5,750 Benefits: $2,337 This position is currently being filled as a Part Time Temporary position at 30 hours per week. As such, the City is already paying approximately 20% benefits. The elevation of this position to full time will result in an increase of 10 hours and an increase of benefits for the employee of approximately 18%. The position will be used to train volunteers and new Pages. The position will also be used in Circulation to check out materials. Paid at $9.66 per hour as opposed to the Library Clerk pay of $12.40, the position is seen as extremely cost effective for the Library. Page I New Cost: $5,338 Source of Funds: General Library Revenue Salary: $920 Benefits: $4,418 Turn over amongst Library Pages last year was approximately 30%, resulting in valuable staff time lost in recruitments, interviews and training. The full time position will be paid at approximately $7.20 per hour. The Page duties will include assistance in training other Pages and assistance on the Circulation desk. Paid at $7.20 per hour as opposed to the Library Clerk pay of $12.40, the position is seen as extremely cost effective for the Library. PART TIME POSITIONS Total New Costs: $12,085 POSITION: Library Assistant (10 hrs.) New Cost: $7,235 Source of Funds: General Library Revenue Salary: $7,235 The addition of these part time hours will enable the Children's Department to offer an additional Toddler Storytime and an additional School Age Storytime. Both sessions currently have waiting lists of over 20 youngsters. POSITION: Page (20 hrs.) New Cost: $4,850 Source of Funds: General Library Revenue Salary: $9,850 Since the opening of the Library, processing has been largely done through a contract agency. While the library will continue having the bulk of it's materials requiring complex cataloging processed by a vendor, simple basic processing is extremely cost effective when performed "in- house" by Pages and Clerks. To pay for this position, staff shifted $5,000 from the Processing account in Contract Services. $4,850 of the costs are new costs, which will be absorbed by general library revenue. FISCAL IMPACT: The attached budget represents revenues and expenditures in balance. Respectfully submitted, Deborah Kaye Clark Library Director Impact on Literacy Program if Literacy Coordinator shared with Children's Department Staff time: · Lose 5 hours of"clerical" support. · Reduce literacy service by 9 hours a week. Program impact: · Reduce tutor training workshops from 6 to 4 annually. · Reduce rotor inservice support and tutor/learner support meetings from 4 to 2 annually. · Eliminate monthly potential tutor orientations. IMPACT ON LITERACY IF SPLIT WITH UPLAND Staff time: Lose 12 hours of"administrative" stafftime. · Lose 5 hours of"clerical" support. · Reduce literacy service by 9 hours a week. Program impact: · Reduce tutor training workshops from 6 to 4 annually. · Reduce tutor inservice support and tutor/learner support meetings from 4 to 1 annually. · Eliminate monthly potential tutor orientations. · Eliminate monthly tutor support newsletter. · Could not begin/sustain a workplace literacy program. · Eliminate monthly Family Literacy Outreach to local Head Start programs. Library impact: · Could no longer offer "administrative" support for the Back to Basics program which would include: tutor training, tutor support, tutor substitution, parent contact, and creation of instructional materials. · Reduced other library program support. · Eliminate 2 ½ hours a week of service desk support. Schedule A C2 REVENUE REPORT FINES MEDIA LIBRARY REF REFUNDS April'1999 & FEES RENTALS SALES SERV. Apdl I $334.80 $205.22 $0.00 $0.00 $40.00 Apdl 2 $190.00 $150.62 SQ00 $6.00 $40.00 Apdl 3 $319.95 $275.76 $0,00 $0.00 $20.00 Apdl 4 - CLOSED April 5 $383.45 $264.60 $0.00 $8.00 $60.00 April 6 $344.41 $269,53 $2,78 $0.00 $60.00 April 7 $406.96 $276.64 $2,78 $0.00 $0.00 April 8 $425.79 $268.74 $0,00 $15.00 $40.00 April 9 $291.80 $165.69 $0,00 $0.00 $20.00 April 10 & 11 $579.35 $307.36 $0.00 $4.14 $20.00 $0.00 $0.00 $0.00 $0.00 $0.00 April 12 $766.55 $191.23 $0.00 $0.00 $0.00 Apd113 $593.55 $161.11 $0.00 $66.00 $60.00 April 14 $562.75 $210.77 $0.00 $15.00 $40.00 April 15 $568.44 $179.90 $0.00 $15.00 $40.00 April 16 $208.10 $118.84 $0.00 $0.00 $20.00 April 17 & 18 $492.78 $253.91 $0.00 $0.00 $140.00 $0.00 $0,00 $0.00 $0.00 $0.00 April 19 $641.35 $136.24 $0.00 $6.00 $40.00 April 20 $391.95 $186.38 $0,00 $0.00 $60.00 April 21 $520.24 $187.35 $0.00 $0.00 $20.00 April 22 $335.90 $179.16 $2.78 $1.40 $20.00 April 23 $278.59 $152.74 $0.00 $0.00 $0.00 Apd124 & 25 $629.40 $259.03 $0.00 $1.00 $100.00 $0.00 $0.00 $0.00 $0.00 $0.00 Apdl 26 $508.95 $159.94 $0.00 $0.00 $100.00 Apd127 $554.70 $218.83 $8.34 $0.00 $40.00 April 28 $503.35 $158.32 $2.78 $0.00 $20.00 April 29 $443.26 $182.48 $0.00 $1.50 $40.00 April 30 $232.25 $143.45 $0.00 $0.00 $40.00 $11,508.62 TOTALS: $10,428.62 $5,263.84 $19.46 $133.04 $1,080.00 April 98 TOTALS $10,509.47 $5,646.11 $19.27 $99.43 % CHANGE -1% -7% 1% 34% Apr 99 Apr 98 TOTAL LIBRARY INCOME $15,845 $16,274 98/99 Proj: Daily Average Fines $396.85 $273,24 Daily Average Media $181.51 $176.06 Daily Average Sales $0.63 $0.00 Daily Average Ref. Fees $4.29 $2.82 Daily Average APS $21.70 28.17 Includes Technology Fees of: Includes Photocopy Fees of: $650.85 DALLY TOTALS $604.98 $480.29 GAIN/LOSS ON PRO J: $3,865 PERSONNEL EXPENSES Part time Salaries $21,870 $21,029 GAIN/LOSS ON PRO J: ($840) BALANCE $3.025 Schedule B C2 BALANCE SHEET APRIL FY 1998199 RevenUes Earned Projected Loss/Gain Fines & Fees $87,543 $82,338 $5,205 6.3% Media Rentals $46,066 $53,053 ($6,987) -13.2% Sales $267 $0 $267 ERR APS $18,452 $8,468 $9,984 117.9% Information Services Fees $1,884 $850 $1,034 121.7% Misc. Revenues $0 $0 $0 Totals: $154,212 $144,709 $9,602 6.6% Part Time Salaries Spent Projected Loss/Gain $213,966 $217,980 $4,014 Balance for Year through Apr I $13,516 Projected End of the Year Donations: Received Projected Over/Under Friends $40,000 $50,000 ($10,000) Foundation $10,000 $27,000 ($17,000)