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HomeMy WebLinkAbout1994-01-05 BOLT MINS J" MINUTES LIBRARY BOARD OF TRUSTEES BUDGET WORKSHOP JANUARY 5, 1994 LIBRARY CONFERENCE ROOM 3 : 30 PM BOARD MEMBERS PRESENT: Chair Viesca, Trustees Alexander and Williams BOARD MEMBERS ABSENT: Vice Chair Donovan CITY STAFF PRESENT: Library Director Palmer, City Budget Officer Dawn Herring, Principal Librarian Paula Brown OTHERS PRESENT: Constance Clover-Byram I. DAWN HERRING, CITY BUDGET OFFICER City Budget Officer Dawn Herring outlined the City's budget process and discussed how the City may begin Fiscal Year 1994-95 with . a deficit. She indicated that each department had been requested to prepare a base budget, a potential two and five percent cut list, and outline any supplemental requests. Ms. Herring acknowledged that the City would need to find the funds to pick up six Police Officers and pay the operating expenses for the new library. Trustee Williams asked about the City's Reserve Fund. Ms. Herring indicated that the reserve is in the range of $8 million, but that Council has traditionally not wanted to touch the reserve fund. II. FY 1994-95 LIBRARY BUDGET Library Director Palmer began the presentation by describing a public service goal that the Library has traditionally used in preparing its budget: All public service ' desks will be staffed during open hours with the appropriate level of City staff. The effectiveness of this goal is measured through a variety of standards that come from both the Library's own experience and the Library Master Plan. The measurements include such factors as a maximum five minute wait at Circulation, all materials shelved within 4 48 hours, and 1 professional librarian for every 6, 000 residents. LIBRARY BOARD OF TRUSTEES - 2 - JANUARY 5, 1994 Trustees asked whether there were national library standards. Director Palmer explained that the American Library Association abandoned national standards in the early 1960's and instead went to a system of output measurements. The Chula Vista Public Library has not conducted these output measures in the past, but Director Palmer indicated that he hoped the system would begin doing so soon. Mr. Palmer then introduced Principal Librarian Paula Brown, who is coordinating the development of this year's Library budget. Ms. Brown outlined the Library Base Budget which she explained is approximately $3 , 410, 000 and is divided between personnel costs (74. 30) , maintenance and operations (11. 10) , and books and AV materials (14 . 6%) . Ms. Brown then outlined the Library's preliminary list of proposed two and five percent budget cuts. At the conclusion of this review, Chair Viesca expressed his concern about cutting the out-of-town newspapers. The trustees also expressed their overall concern about the proposed deep cuts in materials. Director Palmer then turned the discussion to the Supplemental Budget Request to. bring the South Chula Vista Library online. He outlined the Library's proposal to open South Chula Vista 40 hours per week, including Tuesday and Thursday evenings. The trustees all expressed their concern about the limited number of proposed hours and indicated that they wanted the Library staff to reevaluate their proposal and add Monday nights and possible Sunday afternoons. III. FY 1994-95 LIBRARY BOARD BUDGET The Board reviewed their budget by examining each line item account. VI. FY 1994-95 CAPITAL IMPROVEMENT PROGRAM Mr. Palmer outlined the Library's three Capital Improvement Projects: South Chula Vista Library: Construction will be completed in FY 1994-95. The Foundation or Opening Day Book Collection will be acquired over at least a three year period beginning in FY 1994-95. Total Cost: $15, 445, 000 r. y f � r' r LIBRARY BOARD OF TRUSTEES - 3 - JANUARY 5, 1994 Library Automation Project: Although the Inlex system was implemented in 1991, there is a debt service that runs through FY 1995-1996. Total Cost: $723 , 413 Rancho Del Rey Library: Although pencilled in to start construction in FY 1996-97, this 29, 000 square foot facility is . funded by Library Development Impact Fees, which are being accumulated at a less than expected rate. This negatively impacts the proposed schedule. Total Cost: $11, 133 , 940 In addition, Director Palmer indicated that the Library had identified one "Unfunded Need" : two self checkout terminals and related theft detection strips for the Civic Center Library. Total Cost: $1001000 V. ADJOURNMENT The meeting was adjourned at 5: 40 PM. The next Library Board of Trustees meeting will be held on January 26, 1994 .