HomeMy WebLinkAboutAgenda Statement 1981/07/28 Item 10COUNCIL AGENDA STATEMENT
Item 1, 0 r
Meeting Date 7/2g/gl
ITEM TITLE:
Resolution ~p S~- Approving the Purchase of Certain Capital Equipment
and Appropriating monies from the State Library Act
Fund
SUBMITTED BY: Acting City Librarian ~ (4/5ths Vote: Yes Nom)
The Library budget for the 1981-82 Fiscal Year did not include an appropriation for
capital outlay items. The City Council was advised during budget deliberations that
a subsequent report and recommendation would be made on needed capital items and all
such expenditures could be funded from California State Library Act monies. A
summary of these capital items believed necessary has been developed and it is
therefore my
RECOMMENDATION:
That the City Council:
1. Adopt the resolution.
BOARD/COh1MISSION RECOMMENDATION:
At the Library Board meeting held l~lednesdayt July 15, 1981, a motion carried 6y
a 5-0 vote to "endorse the Acting City Librarian's recommendation".
DISCUSSION:
The California State Library Act requires that the expenditure of these funds be for Library
purposes only and prohibits their use where they would supplant oast funding of Library
operations. Funds that the City receives under the State Library Act are substantial
and are derived primarily through the City's participation in the Serra System. The City
is paid for each transaction involving that system.
As of June 30, 1981, the State Library Act revenue account has a balance of about $147,000.
Revenue expected to be generated during the 1981-82 Fiscal Year is $70,000, for an esti-
mated grant total available for appropriation of about $217,000 through June 30, 1982.
The Library Act due to the restrictions contained therein creates some practical problems
for the City in that if substantial reductions in City expenditures are required, including
Library operations, theoretically the City could not use Library Act funds to finance
any part of Library expenditures. l~lhile the 1981-82 Library budaet was reduced sub-
stantially from what was originally requested by the department, the total appropriated
expenditures excluding capital outlay is below that expended during FY 1980-81. Conse-
quently, the City may use all or any part of the estimated $217,000 available for any
legitimate Library purpose. The list of capital items proposed for acquisition meet the
requirements of the State Act and at the same time do not establish an ongoing operational
,Form A-113 (Rev. 11/79)
Page Two, Item ' 1 Q
P1eeting Date 7/~/f~l
expense. I believe these funds should be used for such purposes and in addition for
possible augmentation of the book budget. It is our intent after the Library study
is complete to make further recommendations for expenditure of these funds, but I believe
those decisions should await the completion of the study.
The following capital expenditures are pro nosed:
Item Description Amount
1. Shelving The shelving in the Adult and Children $14
000
areas is at or beyond capacity. Books are ,
being stored in temporary locations or
double-shelved and additional acquisition
without consideration of augmentation of
the book budget will require additional
shelving.
2. Microfilm Reader/Printer, Due to the increasing use of microfilmed $ 5
670
Reader/Printer and Coin material and the trend towards microfilmed ,
Boxes documents, demand requires an additional
reader/printer to be provided in the public
service area. Two existing reader/printers
were acquired without coin boxes which
inhibits the standard practice of charging
10~ per copy. For the amount indicated,
one new microfilm reader/printer, including
a coin box and 2 additional coin boxes can
be acquired.
3. Computer Disc Space, <<lhen the initial computer hardware was $32,925
Terminal and Operations purchased, it was calculated that disc
Training capacity was sufficient to accommodate
existing and projected database for up to
5 years. That nro,jection was reasonably
accurate but it has now become apparent
that additional capacity will be needed,
not only to meet the requirements of
normal input of additional titles but to
permit more complete cataloging information.
It will also allow the City to take advan-
tage of future software updates so that
the system avill be capable of performing
other labor-saving and desirable operations.
The additional computer disc will not
~
/~ 5 /~ actually involve the acquisition of new
dis
d
i
b
il
- c
r
ves
ut w
l involve the upgrading
of the 2 existing drives so that the
capacity of each will be doubled. Included
in the requested purchase will be 7 disc
packs and cassette tapes necessary in the
technical operation involved in going to
"double density" discs. The new computer
terminal included in the package would
allow reference librarians to place books
on reserve from the reference desk.
Page Three, Item lU '
Meeting Date 7/28/81
4. Citizen/Patrol Survey
5. Dictation Equipment
6. Film Splicer, Visible
Card File, Stapler,
Printing Calculator,
Pin-Fed Platen, Tacking
Device and Book Shelves
FISCAL IP~PACT
With the assistance of SANDAG, a user/non- $ 500
user needs assessment to help guide the future
of the Library will be conducted. The amount
of funds required is minimal but will provide
much needed information to assist in future
planning for the Library.
Per the ~Jord Processing study. This amount 975
will provide the necessary funds for dictation
equipment.
These minor capital items are for the purpose of 1,195
maintaining existing services.
TOTAL $55,265
Approximately $147,000 is currently available for appropriation, not including an esti-
mated $70,000 that will be generated during the 1981-82 Fiscal Year. All expenditures
for the proposed capital equipment would be approved from these funds.
ERA:mab
',
"~
E
Y
ti
Form No. F-229
12/73
' ~ CERTIFICATE OF CITY/DIRECTOR OF FINANCE '
Certification of Una ropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount S_ 55,265.00 Fund Fund 216
Purpose Purchase of Certain Capital Equipment
Bidder
o: 216-2160-5202 500.00 ~ ~~
216-2160-5568 54,765.00
55, 265.00 ~ ~~~ '"!
"~ Director of Finance
The City of Chula Vista
Date 7/28/81 By
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $
Director of Finance
The City of Chula Vista
Date
Fund
Purpose
Bidder
By
Dept./Activity
Certificate No. 8
/O~ ~s