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Home My WebLink About23-Library ORIGINA1. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Ophelia Roop, Director Subject: Authorize funding for one time set-up cost and annual maintenance of a citywide Dept: Library Mobile Library Unit beginning with the FY08-09 budget. Date: February 12, 2008 Synopsis of Previous Council Action: 2/5/08 Recommended for approval by Legislative Review Committee. Recommended Motion: That the request to fund a one time setup cost of$62,000 and an ongoing annual maintenance cost of$133,504 for the operation of a mobile library unit to provide library services to the underserved areas of the city beginning with the FY 08-09 budget, be approved. Signature Contact person: Ophelia Roop Phone: 381-8210 Supporting data attached: yes Ward: city wide FUNDING REQUIREMENTS: Amount: $195,504 Source: (Acct. No.) General Fund (Acct. Description) Finance: Council Notes: Agenda Item No. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT: Funding for the one-time set-up cost and the annual maintenance of a mobile library unit to provide library services to the underserved areas in the City of San Bernardino. BACKGROUND: Every year, the City Library Foundation, a 501 (c) (3) charitable institution, selects to fund a special library project from a list of library needs presented to them by the library director and the management team. The list of needs presented to the Foundation Board at their meeting on December 5, 2007 included the purchase of a mobile library to serve Verdemont, the fastest growing area of the city, yet without a library. The suggestion to include a mobile library on that list came from Dr. Dorothy Garcia, formerly the president of the Library Board of Trustees and currently on the Board of Directors of the Library Foundation. The cost of a bookmobile is between $80,000 and $110,000. The Foundation Board was concerned about the ongoing maintenance cost of such a mobile library in the event they decided to fund its purchase. Following protocol, the library director took the question for the ongoing funding of a mobile library to Councilman Chas Kelley, chair of the Council Legislative Review Committee. The Committee recommended a mobile library to serve all the underserved areas of the city, in particular— home schooled children, residents of mobile home parks, senior centers, Head Start programs and pre-schools. Possible underserved populations 1. Home-schooled children 2. Head Start programs — 9 programs with 790 children 3. Preschools —26, estimated 35-45 children per school 4. Children under age 5 — 19,357 5. Seniors over age 65 — 17,233 6. Mobile Home parks residents —4,500 7. Senior Centers — 7 centers with 4,369 seniors Original proposal: The original proposal called for a mobile library unit operating six(6)days per week,nine(9)hrs per day for a total of 54 weekly hrs with two full time librarians and one library services technician acting as a driver and a page: 1 Opening day/set up/one time cost: •Books:2,500 bks @ $25 = $62,500 •Children's props: $ 2,000 *Electronic equipment: $10,000 Total: $74,500 Ongoing annual maintenance costs *Books: 600/yr @$25= $ 15,000 •Staff: 2 fulltime librarians @$57,116(includes benefits)_ $114,232 1 fulltime library services technician @$42,501(includes benefits)_ $ 42,501 *Replacement of children's props: $ 2,000 •Equipment upgrades and maintenance: $ 10,000 *Gas: 50 mi/day X 6 days/wk=300mi/week 300mi/wk X 52 weeks= 15,600mi/yr 15,600 mi/yr X 48.5 cents= $ 7,566 Total: $191,299 Summary: Onetime/opening day: $ 74,500 Ongoing annual maintenance: $191,299 Total: $265,799 The committee asked the library director to come back with a scaled down funding proposal. Revised scaled down proposal: The revised,scaled down in cost proposal calls for a mobile library operating four(4)days per week,nine(9)hrs per day for a total of 36 weekly hrs and 50 weeks per year(taking into account holidays and vacations),with one fidltime Librarian I one fulltime library services technician acting as a driver and a page and one 15 hr per week part-time Librarian I. Opening day/set up/one time cost: Books: 2,000bks @$25= $50,000 Children's props: $ 2,000 Electronic equipment: $10,000 Total: $62,000 2 Ongoing annual maintenance costs: *Books:400 per year @$25= $ 10,000 •Staff: 1 fulltime Librarian I @$57,116(includes benefits)_ $57,116 1 fulltime library services technician @$42,50 1(includes benefits)_ $ 42,501 1/ 15 hr/week librarian 421/hr(plus$257 benefits)_ $ 16,007 (15 hrstweek X 50 weeks/yr=750 hrs/yr) (750 hrs/yr X$21+257 benefits=$16,007) *Replacement of children's props: Friends of the Library $ 00000 •Equipment upgrades and maintenance: $ 4,000 *Gas: 40 mi/day X 4days/wk= 160mi/week 160mi/wk X 50 weeks=8,000mi/yr 8,000 mi/yr X 48.5 cents= $ 3,880 Total: $133,504 Summary: Onetime/opening day: $ 629000 Ongoing annual maintenance: $133,504 Total: $1959504 Comparison: First proposal: Opening day and ongoing annual maintenance: $265,799 Revised proposal: Opening day and ongoing annual maintenance: $195,504 Savings: $ 70,295 FY 07-08: No cost for this fiscal year; lead-time on delivery of vehicle from the time the order is placed is 6 to 7 months. FY 08-09: Create a new library fund division: Mobile Library Unit One-time start up cost - $62.000 Books: 2,000bks @$25= $50,000 Children's props: $ 2,000 Electronic equipment: $10,000 3 On-going annual maintenance costs - $133,504 *Books: 400 per year @$25= $ 10,000 •Staff: 1 fulltime Librarian I @$57,116(including benefits)_ $57,116 1 fulltime library services technician @$42,501(includes benefits)_ $ 42,501 1 /15 hr/week librarian @21/hr(plus$257 benefits)_ $16,007 (15 hrs/week X 50 weeks/yr=750 hrs/yr) (750 hrs/yr X$21+257 benefits=$16,007) *Replacement of children's props: Friends of the Library $00000 *Equipment upgrades and maintenance: $4,000 *Gas: 40 mi/day X 4days/wk= 160mi/week 160mi/wk X 50 weeks=8,000mi/yr 8,000 mi/yr X 48.5 cents= $ 3,880 The cost for operating a mobile library unit was reduced by$70,295. At its February 5, 2008 meeting, the Legislative Review Committee recommended unanimously that the issue be taken to the full Council for consideration. The mobile library is to operate four (4) days per week, nine (9) hours per day for a total of thirty-six (36) weekly hours for 50 annual weeks. The mobile library will be staffed by one special license driver, one professional librarian and one part-time librarian. In addition to books, it will be equipped with three public computer stations and props and puppets for story telling and other children's programs. It will make 22 stops — 11 stops per week to be alternated every week by another set of 11 stops. The stops could always be changed depending on need. The library staff receives daily requests for special library programs at Head Start programs, pre-schools and elementary schools as well as for service to senior centers and shut-ins. The intent of the mobile library is to deliver services precisely to those areas of the city that are in greatest need of library services. In drafting the schedule of stops, we considered proximity to Head Start programs, schools, mobile home parks, senior centers and shopping areas. A schedule of mobile library stops is attached. FISCAL IMPACT: Onetime start up cost: $ 62,000 Ongoing annual maintenance cost: $133,504 4 RECOMMENDATION: At its February 5, 2008 meeting, the Legislative Review Committee unanimously recommended approval of funding the one time set up cost of $62,000 and the annual ongoing maintenance cost of$133,504 for a mobile library unit to deliver library services to all underserved areas in the city be approved. s