HomeMy WebLinkAbout01-Closed Session
Attachment A: Summary of Mayor's Recommended Program Change Requests
Updated 0612112001
Estimated General Fund budget excess: 3,404,600
~~y'or's 6/14 Recommendations:
Cit~ Clerk Reorganization 0
Qty Clerk Redu~ Area Tax bv 50% 54 700
~odeS:ompliance Project Curb ApP,eal - Los Padrinos 2~,000
Code Compliance landscape and/or provide decorative accents on various vacant lots throughout the 100,000
CityJp_qcket parks)
Development Servi~s A9dition~.tp~~~iQgjlt the _~Qcce1-~~plex 15Q,~gg
~~~ment Services Reorganization 83.20Q
p~velQPment ~ervices General Plan u~~ates 180.000
facilities Mana9.ement Facili~ repairs anc!l!!!Provemenls 260.000
F acilities Manag~ment Reoraanization 11,1QQ
Fire ~al~ty clothing..@pJ!3cementand washing-Lother ORerating_~~_~~~es 61000
Fire Vardemant station desian/enQineerinQ 1 ,50.000
Fire Reoroanization 0
Finance Reon:Janization 0
General Govt Increase cve Fundino 20 000
General Govt UUT rebate on electricity - July and August 2001 (estimated) 1 500 000
Police !\dd 1 lieutenant 126.100
Police Pistol range reconstruction purchase materials (for use with Army Corp of Engineers 100.000
labor contribution \
Public Services Additional contract sidewalk/curb/gutter repairs 175.000
Public Services Additional asohalt, contract machinery and operators for aSRhalt renair 100.000
Public Services Additional contract tree trimming. various areas (see list) 174,000
Public Services Contract tree removal/stump grinding/tree replacement 141,100
Subtotal. Mayor's 6/14 Recommendations 3,411,~
Additional recommendations:
Animal Control ~8 Vallev Human Society - fundinQ for mobile sp'av/neuter unit 3Q,QQQ
Animal Control Refurbish/install modular office buildina 37,200
~cilities Mgmt Animal Control Drain Imorovements 28.000
Facilities ~gmt._ Animal Control Geothermal Repairs 22'QQQ
Public Services/Code Compliance Materials and services related to Code Comoliance abatements 25,0,0.9
Subtotal. Additional Recommendations: 142,200
- T.otal Mayor's Recommendations: 3,553,700
Un designated budget excess remaining: -149,100
Other funds:
R_efuse Add one (1) Route Supervisor 47100
Sewer Set aside funding to enhance sewer maintenance services (via contract or additional 100.000
employees). Specific recommendations will be made to the Mayor and Council in
FaIL~Q01
IS Various PC, software, and bandwidth upgrades - specifiC plan to be presented to the 380,000
Mavor and Council in Fall 2001
0/~~/OI
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City Administrator's Office
CITY OF SAN BERNARDINO
CITY ADMINISTRATOR'S OFFICE
INTEROFFICE MEMORANDUM
TO: Mayor and Common Council
FROM: Fred Wilson, City Administrator
SUBJECT: Additional Recommended Items
DATE: June 21, 2001
COPIES:
On June 14, 2001, Mayor Valles' recommendations were presented for the allocation of anticipated
budget excess. Since that time, five (5) other pressing needs have been identified for inclusion in this
list ofrecommendations. This memo briefly outlines each ofthese items.
Funding for Humane Society of San Bernardino Valley mobile spay/neuter unit:
$30,000
At the last budget workshop, a representative of the Humane Society presented this request. Further
infonnation is included in today's budget packet, including a memo from Animal Control Director Jon
Cicirelli and a letter from the Humane Society (yellow pages).
Refurbish/install modular office building at the Animal Shelter:
$37,200
The City Yards have been storing a double-wide trailer that was fonnerly used as a Police Department
substation. It is proposed that this building be located at the Animal Shelter and used to provide office
space that is needed to adequately accommodate the Division's staff. The cost includes relocation, set-
up, tie downs, skirting installation, ADA-compliant ramps, refurbishment, and other necessary repairs
and improvements. It also includes funding for additional ongoing utility costs.
Animal Control drain improvements:
$28,000
Facilities Management has identified a need to install catch basins for Animal Control's kennel
drainage system. Because of flaws in the way the system was originally designed, and the presence of
old metal dog collars in the pipes, a plumber must clear system back-ups every 2-3 weeks. These
funds would be used to install catch basins that will resolve the problem.
Animal Control geothermal repairs:
$22,000
During the winter months, the floors of Animal Control's dog kennels are heated using the City's
geothennal system. According to Facilities Management, the pipe system supplying geothennal water
must be replaced in order for the system to be functional in the upcoming winter months.
1
Materials/services related to Code Compliance abatements:
$25,000
For the past two years, the Public Services Department has provided board-up and abatement services
to Code Compliance. Given Code Compliance's level of clean-up and abatement activities, both
departments feel that the current funds available for supplies and support services are inadequate to
fully meet needs in the coming fiscal year. These additional funds would be budgeted in the Public
Services' department budget to be used for materials and contract services related to Code abatements.
If you need any additional information, please let me know.
,~~
I. vr/~ -fj '-
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Fred Wilson
City Administrator
2
CITY OF SAN BERNARDINO
CITY ADMINISTRATOR'S OFFICE
INTEROFFICE MEMORANDUM
TO: Mayor and Common Council
FROM: Fred Wilson, City Administrator
SUBJECT: Follow-up information re: SO/50 Sewer Lateral and SidewalklDriveway Repair
Programs
DATE: June 21, 2001
COPIES:
At the June 14 budget workshop, the Council requested information concerning the status of the SO/50
sewer lateral and sidewalk/driveway repair programs. This memo is provided in response to that
request.
During the FY 2000-01 budget process, the Mayor and Council increased the Public Services
Department budget by $60,000 for a total allocation of $70,000 to fund this program. This program
was designed to assist low-income property owners in making needed repairs to their existing,
damaged sewer laterals and/or concrete sidewalks and driveways. Under this program, property
owners would pay 50% of the cost of the repair or installation, and the City would fund the remaining
50% of the cost.
Subsequent to the budget process, it was noted that EDA housing funds may be used for this program.
In fact, EDA was in the process of developing a similar program that is administered through the
Agency's contract with Neighborhood Housing Services (NHS). Rather than create a duplicate
program with separate administrative processes, it was suggested that the new EDA program could be
used to provide these repairs for low-income residents. This action would then free up the City's funds
for other uses that had been proposed to be funded by the Economic Development Agency.
On July 24, 2000, the Mayor and Council approved a budget amendment reallocating $45,000 of the
$70,000 originally budgeted for the SO/50 program. Of that amount, $30,000 was reallocated for the
purchase and operation of the downtown sidewalk cleaning machine; $5,000 was reallocated for
unanticipated downtown maintenance and repairs; and $10,000 was reallocated for fountain
enhancements to the City Hall reflecting pool. The remaining $25,000 was kept in the Public Services
budget for a smaller-scale SO/50 program.
Since during the fiscal year, only one property owner has made use of the SO/50 program funded
through Public Services; the City's cost for that project will be approximately $1,000. Through EDA's
Single Family Maintenance Grant Program, repairs have been completed to 86 homes since the
program's inception in August 2000. (At this time, further research is in progress to determine how
many of those repairs were for sewer laterals and/or sidewalks and driveways.) There continues to be
an overwhelming need for the EDA program, and funding is insufficient to accommodate all requests;
currently there are 100 applicants awaiting to be assisted.
1
The Mayor and Council also requested more specific information regarding the EDA program.
According to Maggie Pacheco, the program is available to all lower income owner occupied residents
who need a variety of home improvements or repairs. The improvements could include: roof
replacement, exterior or interior painting, plumbing, sewer connections, electrical, lead-based paint
eradication, etc. The maximum grant amount per homeowner is $5,000. The Agency has created a
brochure that is used to help publicize the program.
For FY 2001-02, $10,000 is available in the Public Services Department budget for the 50/50 program.
If you need any additional information, please let me know.
/i
IiL.;,
Fred Wilsorl
City Administrator
2
VACANT LOT BEAUTIFICATION (Pocket Parks)
Program Concept
Allow the interim use of vacant land for community benefit and beautification activities.
The program would move beyond just cleaning vacant lots by using art, landscaping, and
decorative accents.
Project Examples
. Pocket Darks - Working with owners of vacant lots, the city enters into no cost lease
agreements to maintain the land as parks, accepting liability while the land is in the
public domain. The owner retains the right to sell, and is relieved of ongoing
maintenance. The City installs landscaping and amenities, such a picnic tables and
decorative benches.
. White Picket Fences - The White Picket Fence Program offers sturdy, rust and
graffiti-resistant polyurethane fences. The fences are installed about four feet back
around the parameter of the property. Low maintenance landscaping can be installed
in front of the fence. Entire blocks are often targeted for the greatest effect.
. Mural Paintings - Paint scenes on the walls of existing buildings.
. Berm - Berm the parameter of the property with landscaping to hide the inner lot.
Benefits
1. Revitalize neighborhoods
2. Build sense of community
3. Create a healthy safe environment for youth
4. Improve city appearance
5. Increase economic development
6. Reduce code enforcement
Administration
. Develop a process for project approval and application
. Develop a no cost lease agreement
. Develop controls to ensure sites are properly maintained.
The City of Paramount has a similar program. In a two year period Paramount has
increased park space by two acres through this program. Had the City purchased this
land, the price tag would have been more than $1 million. By working with private
property owners, the city only spent $77,600 to create 8 parks.
City of San Bernardino
Animal Control
Interoffice Memorandum
TO: Fred Wilson, City Administrator
FROM: Jon Cicirelli, Director of Animal Control
SUBJECT: Timeline for new animal control program
DATE: June 18. 2001
COPIES:
This memo outlines a phase-in proposal for the animal control program change request.
In order to increase the collection of dog license revenue in the city of San Bernardino
and to increase the level of animal control services to the community, this program calls
for:
1. The addition of four (4) License Checkers
2. The addition of one (1) Typist Clerk II
3. The addition of two (2) Animal Control Officers
4. The addition of one (1) Animal Shelter Technician
The dog license collections will help offset the costs of new staff positions in the Animal
Control Division.
June 2001
Hire four additional License Checkers, begin training and equipping them. Obtain an
additional vehicle for new group of checkers. Establish scheduling for new personnel.
Hire Typist Clerk II to begin at the start of fiscal year.
July 2001
All eight License Checkers in San Bernardino working a full schedule. Begin advertising
and low cost shot clinics to promote increased enforcement. Begin recruitment for
Animal.Control Officers and Shelter Attendants.
August 2001
Continue recruitment. Initiate purchase orders and specifications for new animal control
trucks.
September 2001
Recruitments close.
Hire two Animal Control Officers and one Animal Shelter Attendant. Order new animal
control vehicles. Begin training of new employees.
----
City of San Bernardino
Animal Control
Interoffice Memorandum
SUBJECT:
Fred Wilson, City Administrator
Jon Cicirelli, Director of Animal Control ~ (.
Humane Society Budget Request
TO:
FROM:
DATE:
June 20, 2001
COPIES:
Attached is a request to the City of San Bernardino from the Humane Society of San
Bemardino Valley for $30,000.00 to help support a mobile spay/neuter clinic. I have met
with the Humane Society and believe this is a worthwhile request. The funding would be
used to support the following services:
1. The Humane Society has agreed to provide the City animal control officers with free
spay/neuter vouchers to distribute to people in the community that the officers feel it
would most benefit.
2. The Humane Society will provide low cost subsidized spay and neuter surgeries to
residents within the community, in their neighborhoods. .
3. The Humane Society will help with the spaying and neutering of some of the adopted
animals at the animal shelter, thereby saving staff time for transport to an offsite
veterinarian.
4. The mobile clinic is an innovative service for our community and we have the
opportunity to participate in its success.
We, as a City, must take advantage of any opportunities that will help us control pet
over-population in our City. This program is the first of its kind in the region and our
support is critical to its success. Each dog or cat that is spayed or neutered represents an
animal that will not produce more offspring and that translates into fewer dogs roaming
our streets. Our animal control division is unable to provide spay and neuter services to
the community, so investing in the Humane Societies efforts is complementary to our
objectives as an organization.
- -
/YIw .#!cunane /7od~ty of .(jJan $eMUVtdMw Ya&;yJ !7nc.
San Bernardino, California 92405 . Telephone: (909) 882-2934/886-5026
June 19,2001
Mayor Judith Valles
Members of the Common Council
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
RE: $30,000.00 Mobile Spay/Neuter Clinic Subsidy Request.
Dear Mayor Valles and Members of the Council:
This communication is to formalize our request of $30,000.00 to support the operation of
our new mobile spay and neuter clinic. As outlined in our letters of May 3 and June 12,
we are asking for these monies to help offset the projected cost of $300,000.00 for this
exciting community outreach project.
Our new mobile spay and neuter vehicle has been purchased with a very generous grant
from the D. J. & T. Foundation and Bob Barker of "The Price is Right." The purchase-
price of this unit is approximately $170,000.00, inclusive of medical equipment and
initial surgical supplies.
Representatives of our organization recently met with Jon Cicirelli, Director of Animal
Control to finalize our program goals and objectives for the city of San Bernardino. The
following objectives were discussed and agreed upon during our recent meeting on
Monday, June 18,2001:
. We will provide 108 "free" spay and neuter vouchers for Animal Control Officers to
distribute to needy residents during the course of our first year's operation. The
Animal Control Department has identified a need to provide free spay and neuter
surgery vouchers to pet owners as being a priority for their department at this time.
By reducing the number of unwanted animals being born, ultimately it will decrease
the number of animals being turned into the shelter.
. Our mobile clinic initially will be made available to the animal control department
one day per week to assist with pet sterilizations at the city animal shelter. This will
reduce the cost of having to transport animals to other veterinary clinics. While at the
shelter, the Humane Society's veterinary staff will be available to assist the animal
control staff with other animal health care concerns or questions about medical care
for shelter animals.
Offices and Clinic located at
763 West Highland Avenue, San Bernardino, CA 92405
--
.
"
Mayor Valles and Council
Mobile Spay/Neuter Clinic Funding Request
Page 2
. The city of San Bernardino will have available for its residents the first mobile "low-
cost" spay and neuter clinic to provide services to needy pets in our community. The
concept of this program is to bring affordable spay and neuter services to those pets
who are most in need. We are extremely fortunate that Mr. Barker has entrusted his
confidence in our organization, and our community, to make this program a reality.
We hope that we can count on our city's support of this unique community outreach
project. With the allocation of $30,000.00 we are committed to accomplishing the
objectives outlined herein.
Very truly yours,
Susan Dawson
Special Projects Coordinator
cc: Jon Cicirelli, Director
San Bernardino Animal Control
1995- 2001
Sidewalk Repairs
BASELINE
FOOTHILL:
RIAL TO
MILL
30
-
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Legend
__ Completed Areas
__ City crew 2001-2002
__ Proposed 2002
"I
~995
- 2002 Tree Trimming
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Priority 2
Trees: 4,346
Cost: $174,000
;HLAND Priority 1
Trees: 3,253
Cost: $132,000
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Tree Trimming 2001-2002 /
.. Priority 1
. Priority 2
. Completed /
,
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f----------------------------------------------------------------------------------------------------------------,
City of San Bernardino, California
.~ Department of Development Services/Public Works Division
PROPOSED
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FOR
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Library Needs for Additional Funding for FY 2001/2002
The Library Board of Trustees appeals to the Mayor and Common Council
to consider the following library funding needs in alphabetical order:
. Books
$50,000
. Child Internet Protection Act compliance
$47,390
. Electronic database subscription fees
$19,200
. Additional staff - to be considered at the
Council Personnel Committee meeting
on June 20, 200 I at 11 :00 am
$189,783
. Theft Detection Gates
One time purchase cost & first year maintenance
[Annual maintenance every year thereafter
$207,341.88
$22,405]
TOTAL:
$513,714
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ATTACHMENT 5
PROGRAM CHANGE REQUEST
DEPARTMENT: Library
DIVISION: 471
In keeping with the Mayor's and Council's goals to "seek opportunities
for education, recreation, and personal growth of the citizenry," the
Library asks for a $50,000 increase in its book budget in order to
continue to provide the people of San Bernardino with reading material
to meet the above mentioned goals. Community members are extremely
vocal in expressing their concern about the lack of current books in a
..variety of subject areas.
ACCOUNT
NUMBER
EXPENDITURE JUSTIFICATION
AMOUNT +(-)
5123
Library Books
+ $50,000
TOTAL NET CHANGE
+ $50,000
Books/electronic reference sources subscription
Books: 550,000
Electronic references: 519,200
There is a great demand for more new books on every topic and for books in foreign languages,
especially in Spanish. The current budget for Spanish language books is $18,000 for all four libraries,
obviously insufficient to meet the needs of the city's large Spanish speaking population. At the same
time the demands ofstudents and of the homework assistance centers for expensive reference sources
bas increased, as has the demand for multiple copies of best sellers and multiple copies ofself-help
books. The requests for children's books have also increased significantly due to an increased use of
the library by children and participation in library children' s programs.
In keeping with the Mayor's and the Council's goals to "seek opportunities for education,
recreation, and personal growth of the citizenry", the library asks for 550,000 to supplement the
already severely depleted book budget.
Last year the library's book budget was increased by $40,000 - 535,000 by the Mayor and
55,000 by the increase in library revenue. Half of these funds, or $20,000 were used for purchasing an
electronic subscription to a reference database - a full text magazine index available to everyone from
home, school or the libraries.
However, in order to meet the FY2001l2002 budget bottom line allocated to the library by the
Finance Department, the library book budget was depleted by $12,500, thus reducing it to $195,700.
And in order to me~t the same bonom line, an additional $19,200 were cut from the subscriptions line
item, thus eliminating the funds for the electronic subscription of the full text magazine index. The
library asks for $19,200 to continue its subscription to the electronic full-text magazine index. the
single most popular homework reference source.
A book budget of $195,700 means that the City spends approximately $1.03 per citizen of San
Bernardino for books -less than a greeting card or a cup of coffee. At the same time the cost of books
continues to rise, The average cost of a library book (including substantial library discounts) is $26.00.
Year-to-year price increase of children's books is 9.5% and of general fiction is 7.3%.
As an example of how drastically the book budget has been affected by budget cuts over the
years - the library's allocation for books during FY 1994/1995 was $225,000. The amount for
FY2001l2002 of$195,700 pales in comparison especially when one factors the increase in cost of
books due to inflation.
61200 I
,.
.' .
ATTACH!1ENl' 5
PROGRAM CHANGE REQUEST
DEPARTMENT: LIBRARY
DIVISION: 471
Library specific filters to meet the requirement of the Children's Internet Protection
Act (CIPA) and library specific firewall and virus protection essential for public
library computers. The Children's Internet Protection Act (CIPA) makes it mandatory
for public libraries, which receive E-Rate funding, to have filters on all public
workstations. The Universal Service E-Rate program provides federal subsidies to
libraries for technology to support public use computers, SBPL currently receives a 77%
E-Rate subsidy. The Library will have to start installing filters during this upcoming
fiscal year in order to continue to qualify for E-Rate and any other current or future
federal funding. The Library Management Team recommends a program that is compatible
with existing library specific technology including TLC Library.Solution integrated
library system, the Gates computers received under the grant and the existing computer
network. Without E-Rate funding the Library will not be.able to continue to bridge the
digital divide by providing free access to technology to the citizens of San Bernardi~
ACCOUNT
NUMBER
EXPENDITURE JUSTIFICATION
AMOUNT +(-)
5181
Other Operating Expenses
+ $47,390
TOTAL NET CHANGE
+ $47,390
,. .
.'
Library specific filters to meet the requirements of The Children's Internet Protection Act (CIPA)
"SAM" Public Library Internet Access Program from Comprise Technologies, Inc. $ 35,890.00
Provides content management in compliance with CIP A. Is compatible with TLC, Gates
machines and other existing hardware.
$8,972.50 each site for unlimited # of computers (quote from vendor) $1.100 per year thereafter each site
The Library Management Team recommends this product because of its comprehensive approach to
content management and Internet blocking, compatibility with existing Iibrdry technology, computer
hardware, equipment and library policy. Providing free public access to the public is very challenging and
adding another laycr of software onto our public workstations is complicated by very many security issues.
This includes the security of the piece of hardware itself, existing library specific software progmms and
because we are in a networked environment, the ongoing risk to our network. When adding a new software
program, compatibility issues in these areas must be considered. We hope to implement a product that is
secure and instrumcntal in improving our sen'ice provided to the community of San Bernardino and fit in
witb the library's existing technology. The library does not own the equipment, such as card reader
machines and smart cards, used to opemte all public access control systems. The SAM product will work
with our existing vendor and not require the purchase of these items. Whereas, a similar product, the
LibraryGuardian, would require such investment: this is how we were able to reduce our initial quote.
Additionally, since the implementation of the CIPA law, many vendors are working hard to reduce their
costs in order to sen'e libraries and schools more fully.
One time cost to purchase and install product:
S 35.890.00
"SA1v!" Year 1 maintenance fee $1.100 each building
S 4.800.00
Firewall (annual cost)
$ 365 per month. is provided by Ultimate Internet Access (UIA) on a 14/7 basis.
S 4,380.00
Firewall protection is a security measure necessary for every network in today's environment. A Firewall is
a piece of computer hardware adjacent to the Network the function of which is dedicated function is to
monitor the network. It serves as an invisible barrier between our network and anyone on another
computer who shares our database and website resources. Since we are a public library, all of our resources
are freely available including access to the Internet. Our Firewall is set to protect our network from the
public workstations within the library as well as from any 01T site computer. Our network needs protection
from anyone attempting to obtain the personal information from our records and anyone tbat may wish to
disrupt our service just because they are able to. "The biggest reason to have a separate firewall is that the
Iibmry has the unique situation of having the public both inside and outside the network. The library must
protect dilTerent sections of the network from each other. The only way to do this is for the library to
physically separate each node (section) of the library with the Firewall." This is how Wes Zuber, the
president of Ultimate Internet Access (UIA), describes our situation. In addition, UL<\ is our Internetse.rvice
provider and this service has been covered under the E-rate program for the last three years. We hope in
the future that the UIA Firewall sen'ice will also be covered under the E-rate program.
Antivirus (renewal for public machines)
$ 1.310.00
S 29 per each (80) public machine - Antivirus protection is essential for any computing environment,
especially with free public acce~s to the Internet. The library is requesting funds for the renewal of the
Antivirus program for the public computing workstations in the library.
Total Request:
$ 47,390.00
t\llAl:HHENl' 5
PROGRAM CHANGE REQUEST
DEPARTMENT: LIBRARY
DIVISION: 471
In order to continue to provide the community and especially student homework
support, with electronic resources, the Library asks that $19,200 be allocated to
purchase subscriptions to online databases including Magazine Index with full text
articles, American Business Directory, Social Issues Resources Services, Electric
Library and LearnATest. The use of these database are in high demand. In order
to meet the bottom line, for FY 2001/2002 an additional $19,200 was cut from the
subscriptions line items, eliminating the funds for electronic databases.
These subscription fees must be paid annually in order to continue these requested
services.
ACCOUNT
NUMBER
EXPENDITURE JUSTIFICATION
AMOUNT +(-)
5122
Dues & Subscriptions
+ $19,200
TOTAL NET CHANGE
+ $19,200
Books/electronic reference sources subscription
Books: S50,000
Electronic references: S19,200
There is a great demand for more new books on every topic and for books in foreign languages,
especially in Spanish. The current budget for Spanish language books is $18,000 for all tour libraries,
obviously insufficient to meet the needs of the city's large Spanish speaking population. At the Same
time the demands of students and of the homework assistance centers for expensive reference sources
has increased, as has the demand for multiple copies of best sellers and multiple copies of self-help
books. The requests for children's books have also increased significantly due to an increased use of
the library by children and participation in library children's programs.
In keeping with the Mayor's and the Council's goals to "seek opportunities for education,
recreation, and personal growth of the citizenry", the library asks for S50,000 to supplement the
already severely depleted book budget.
Last year the library's book budget was increased by $40,000 _ $35,000 by the Mayor and
$5,000 by the increase in library revenue. Half of these funds, or $20,000 were used for purchasing an
electronic subscription to a reference database - a full text magazine index available to everyone from
home, school or the libraries.
However, in order to meet the FY200 I/2002 budget bottom line allocated to the library by the
Finance Department, the library book budget was depleted by $12,500, thus reducing it to $195,700.
And in order to meet the same bottom line, an additional $19,200 were cut from the subscriptions line
item, thus eliminating the funds for the electronic subscription of the full text magazine index. The
library asks for $19,200 to continue its subscription to the electronic full-text magazine index, the
single most popular homework reference source.
A book budget of $195, 700 means that the City spends approximately $1.03 per citizen of San
Bernardino for books -less than a greeting card or a cup of coffee. At the same time the cost of books
continues to rise. The average cost of a library book (including substantial library discounts) is $26.00.
Year-to-year price increase of children's books is 9.5% and ofgeneral fiction is 7.3%.
As an example of how drastically the book budget has been affected by budget cuts over the
years - the library's allocation for books during FY 1994/1995 was $225,000. The amount for
FY200I/2002 of$195,700 pales in comparison especially when one factors the increase in cost of
books due to inflation.
61200 I
n..L.LI\l..-t1l1EN1' 5
PROGRAM CHANGE REQUEST
DEPARTMENT: LIBRARY
DIVISION: 471
The detection gates and the detection strips for books are an absolute necessity
for libraries to protect their. property from theft. The detection gates at Feldheym
Central Library are old and broken and need to be replaced as parts for their
maintenance no longer exist. The branches do not have detection gates. We estimate
that the library loses 1% of its collection each year through theft.
The self-check units are very cost effective. Libraries that have them report that
23% of their materials are checked out through the self-check unit.
ACCOUNT
NUMBER
EXPENDITURE JUSTIFICATION
AMOUNT +(-)
One time cost plus first year maintenance
+ $207,341.88
Annual maintenance after the first year
+ $22,405.00
TOTAL NET CHANGE
+
$207,341.88
--
Theft detection gates and self check units for all four libraries; one
magnetic strip inserter
I
I
Theft Detection Gates:
The Library Board firmly believes that it has a responsibility to protect the
property of the citizens of San Bernardino. For that reason it is requesting funds for the
purchase and maintenance of theft detection gates for all four libraries.
,.
I
I'
I'
The theft detection gates, the detection strips for books and the book-check or
desensitizer units, are an absolute necessity for libraries to protect their property from theft. The
detection gates at Feldheyrn Central Library are old and broken and need to be replaced, as parts
for their maintenance no longer exist. The branches have never had detection gates. We estimate
conservatively, that the library loses I % of its collection each year through theft. Even at that
conservative estimate, a 1% annual book loss of the library collection averages to be $55,718.
(The total collection of volumes is 214,350; 1% of that is 2,143.5 books; at an average cost of
$26.00 per book = $55,718).
The proposed library books budget for FY2001/2002 is $195,700. Nearly one-third of
these moneys are lost through theft.
Branches are in a particularly vulnerable position. Their book budgets are small: Inghram
library - $14,800; Rowe library - $40,424; Villasenor library - $17,600. We estimate that the
loss of books at the branches is greater than that at Feldheyrn Central because they don't have
even a broken down theft detection system. However, even a I % loss depletes their book
collections faster than the lost books can be replaced.
There are two companies with library specific theft detection gates. 3M Library Systems
is the company used by most libraries. The malfunctioning theft detection gates at Feldheyrn
Central Library are 3M Library Systems gates. And that is the only system that is compatible
with the magnetic strips already inserted in the book collection at Feldheyrn.
I.
'"
.' ,
The book,checks or desensitizers are a vital part of a theft detection system - they are
units, which desensitize the magnetic tapes inserted in books to allow them to pass through the
detection gates.
Magnetic Tape Inserter:
The book collections at the branches will have to have magnetic strips inserted in them,
as would all incoming new books thereafter. The quantity of books, which will require the
insertion of magnetic tapes, is huge. The purchase of an automatic magnetic tape inserter will be,
in the long run, more cost effective as it will expedite the process and require less staff and less
staff time.
Self-Check Units:
The self check units which work in conjunction with the theft detection gates will enable
library users who do not have outstanding fines or overdue books, to check out their own library
materials, thus eliminating the long wait in lines during peak times at the check out desk. This
alone will improve the quality of library services the community receives and again, in the long
run will prove to be more cost effective. The current long lines at the check out desk, which
occasion many complaints from frequent library users, are due to insufficient circulation staff.
We hope that a self-check unit will accommodate at the moment the circulation desk overflow.
The theft detection gates, the self-check units and the magnetic strip inserter and
their first year maintenance are a one-time expense of $207,341.88.
The estimated annual maintenance on aU after the first year would be $2~,405.00.
The Library Board is committed to protecting the public library property of the citizens of
San Bernardino and believes that theft detection gates and the accompanying circulation
equipment is the most cost effective way to solve the problem of book theft.
'1;"
6/2001
2
,
3IVI
Materials Flow Management
Systems Proposal
31\1 Library Systems
'.". .. , - - --. H
l.lbrary f'ufch;l~eOlder=
San Bernardino PL. Feldhevm Librarv
ConlaClt\ame .\ulhonled B\
Michael Clark, Associate Director
Phone Number 1~~~~n;'81_8229 Dale
909-381-8215
Address MadTe: 3M Librar} Systems
555 W. Sixth Street P.O. Box 33682
CIl)",Counl)'. Slale.Zlp 51. Paul. M}': 55133-3682
San Bernardino. CA 92410-3001 01 Fa'\. To' Fax 1-800<~13-5563
..,~ O~QQ 6";0 - (Fonn ;~050. B - PWO)
P.O. Box 33682
S1. Paul. rvfN 55133-3682
1 ROO ,2R 00n7 ext ?
Fax 1_800_"l"~_'=:''i6;
I:
I.
System Description
Marker
Quantity
Unit Price
Install Price
Item Price
I..
N/A 50.00
N/A 5000
N/A 50.00
N/A 5000
N/A 5000
N/A 50.00
N/A 50.00
I.'
Equipment
Subtotal Markers
5000
Model 3802 detection system 50.00
(replacement of old Model 618-2) 1 58.620.00 5660.00 59.28000
Model 3801 detection system 1 57.005.00 561000 57.615.00
Model 6210 selfcheck system 2 522.250.00 5800.00 546.100.00
Model 955 bookcheck 2 52.365.00 5000 54.730.00
5000
50.00
Service Agreement
Subtotal Equipment
564,855.00
""'" """
""", ...."
567.725.00
Equipment Zone Duration Price Total Unit Price 564.855.00
Mdl 3802 3 12 mos. 51,230.00 Unit Tax I 7.50% 54.864.13
Mdl 3801 3 12 mos. 5940.00 Install Charge 52.870.00
Mdl 955'(2 units) 3 12 mos. 5310.00 Install Tax I 50.00
Total 52.480.00 Service Aqreement 52.480.00
Service aqreements cover Darts and labor Freiqht 5800.00', "
after standard 90-day warranty expires. Total Proposal 575.869.13
Lease Purchase 0 tion
Interest Rate
Per
Down Pa ment
5/31/01
5
Includes 5
3M Reore~enlall\e
Art Leoncio
Phone
800-328-0067 ex! 3.-19
Quotations are good for 90 days from the above date.
Mail or Fax purchase order to the address above.
3IVI
Materials Flow Management
Systems Proposal
31\1 Library Systems
, " , - , - , - ,_. ..
Library f'urchascOHkr"
San Bernardino P.L. Rowe Librarv
Conl3CINamc AUthOlllcd By
Michael Clark. Associate Director
Phone Number l~ax~um~l Dale
909-381-8215 909-381-8229
Address Mail 10: 31\1 Library Systems
108 E. Marshall Boulevard P.O. Bo'\ 33682
Cll). Count), Slale. Zip S1. Paul. t-.1N 55133-3682
San Bernardino. CA 92404 olF:1\ To' Fax 1-800-223-5563
-~.(l~IlQ."~"'O.7 (fonn ,40~O. 8 - PWOl
P.O. Box 33682
St. Paul. r-.fN 55133-3682
1 800 "8 0067", 7
Fa'\: 1-800. "'''';.''''6;
Svstem Description
Marker
Quantity
Unit Price
Install Price
Item Price
Tattle Taoe brand R2 securitv N/A 5000
strips for use with the Model 611 N/A 5000
strio insertion svstem N/A 5000
(Roll of 7.500 strips) 3 51 350.000 N/A 54050.00
N/A 50.00
N/A 50.00
N/A 50.00
Equipment
Subtotal Markers
$4,050.00
Model 3502 detection svstem 1 $7,770.00 $605.00 58.375.00
5000
Model 6210 selfcheck svstem 1 $22.250.00 580000 52305000
5000
Model 966 in-counter bookcheck 2 $2,375.00 5465.00 $5.68000
$0.00
50.00
Service Agreement
Subtotal Equipment
534,770.00
"""""""
"... "p' "
$37,105.00
Equipment Zone Duration Price Total Unit Price 538.82000
Mdl 3502 3 12 mos. 5925.00 Unit Tax I 7.50% $2.91150
Mdl 966 (2 units) 3 12 mos. 5310.00 Install Charoe 52.335.00
Total $1.235.00 Install Tax I 5000
Service Aoreement $1.235.00
Service aoreements cover parts and labor Freioht 5500.00,
after standard 90-day warranty expires. Total Proposal 545.801.50
$
Includes 5
ment
:1MReoreScm311\"t
Art Leoncio
Plume
800-328-0067 ex\. 3--19
Quotations are good for 90 days from the above date.
Mail or Fax purchase order to the address above.
5/31/01
3IVI
Materials Flow Management
Systems Proposal
3M Libra!')' Systems
, -. , - - --- --
Llbran' Pur,hll~(Ordc:r.
Sa~ Bernardino PL. Inahram Librarv
ConU'I~amc ....ulhonud B\'
Michael Clark. Associate Director
Phone Numbcr I~O~~n~81-8229 Date
909-381-8215
AddlC'55 \1:11110' 3M Libral~' Systems
1505 W. Highland Avenue P.O. Box 33682
Clf)".Counl), Slale.lIp 51. Paul. ~1~ 55133-3682
San Bernardino. CA 92411 or Fa, To Fax 1-800-223-5563
7~.O"'99.6"'.O-7 (Foml ~40~O. B. PWO)
P.O. Box 33682
St. Paul. MN 55133-3682
1-~on-'''8-0n67 ext ')
Fax l-sr 0.,.,,,.'\-=161
System Description
Marker
Quantity
Unit Price
Install Price
Item Price
Tattle Tape brand R2 security N/A SO.OO
strips for use with the Model 611 N/A SO 00
strip insertion system N/A SOOO
(Roll of 7,500 strips) 2 S1.350.000 N/A S2.70000
N/A SO.OO
N/A SODa
N/A SOOO
Equipment
Subtotal Markers
$2.70000
Model 3801 detection system 1 S7.005.00 S610.00 S7.615.00
SO.OO
Model 6210 selfcheck system 1 S22.250.00 S800.00 S23.050.00
SOOO
Model 966 in-counter bookcheck 1 S2.375.00 S465.00 S2.840.00
SOOO
SOOO
Service Agreement
Subtotal Equipment
S31,630.00
"""""""
'" """""
S33,505.00
Equipment Zone Duration Price Total Unit Price S34.33000
Mdl 3801 3 12 mos. S940.00 Unit Tax I 7.50% S2.574.75
Mdl 966 3 12 mos. $155.00 Install Charqe S1.87500
Total $1.095.00 Install Tax I SOOO
Service Aqreement $1.095.00
Service aqreements cover Darts and labor Freioht $500.00'. '.
after standard 90-day warranty expires. Total Proposal $40.374.75
Other Information
Service aqreement renewal on the Model 6210 Lease Purchase Option
selfcheck system. after first-year coveraqe I nterest Rate
expires. is $3.300.00 annually per unit (this $ Per
amount not included in total proposal price). Includes $ Down Payment
jMReoruenl311vc rll:naturc Phone JDate
Art Leoncio 800-328.0067 ex!. 3-.19 5/31/01
Quotations are good for 90 days from the above date.
Mail or Fax purchase order to the address above.
3IVI Materials Flow Management
Systems Proposal
3M Library Systems
, - - n. p
Libra!)' P\llthaM'OrdClli
San Bernardino P.L. Villasenor Librarv
Conlacl Name ",uthOnlC'd S,
Michael Clark. Associate Director
PhonC'!\ulTlt>er I~~~~;'~ 1-8229 Dale
909-381-821 5
Address 1\lailTo 3M Library Systems
525 N. Mount Vernon Avenue p.o. Box 33682
City. Counly. Slale. ZIp St. Paul. MN 55133.3682
San Bernardino. CA 90411 (II Fa" To: Fax ).800-223-5563
':'~_O:9Q.6:!:;(I.7 (Fonn :;-1050 - B. PWO)
P.O. Box 33682
51. Paul. :vO\ 55133-3682
I-ROO-,'g.0067 exl ")
fax l-ROO."'''';.''''6;
Svstem Description
Marker
Quantity
Unit Price
Install Price
Item Price
Tattle Tape brand R2 securitv N/A 50.00
strips for use with the Model 611 N/A 5000
strip insertion svstem N/A 50.00
(Roll of 7.500 strips) 2 51.350000 N/A 52.700.00
N/A 50.00
N/A 50.00
N/A 50.00
Equipment
Subtotal Markers
52,700.00
Model 3801-42 detection system 1 58.405.00 574500 59.15000
50.00
Model 6210 selfcheck system 1 522.250.00 5800.00 523.050.00
5000
Model 966 in-counter bookcheck 1 52.375.00 5465.00 52,84000
50.00
50.00
Service Agreement
Subtotal Equipment
533,030.00
""....... ..
... """".
535,040.00
Equipment Zone Duration Price Total Unit Price 535.730.00
Mdl 3801 3 12 mos. 5940.00 Unit Tax I 7.50% 52.679.75
Mdl 966 3 12 mos. 5155.00 Install Charqe 52.010.00
Total 51.09500 Install Tax I 50.00
Service Agreement 51.095.00
Service aoreements cover parts and labor Freiaht 5500.00.
after standard 90-day warranty expires. Total Proposal 542.014.75
Other Information
Service a reement renewal on the Madel 6210
selfcheck s stem. after first- ear caveraae
ex ires. is 53.300.00 annuall er unit (this
amount not included in total 1'0 osal rice.
Lease Purchase 0 tion
Interest Rate
Per
Down Pavment
5
Includes 5
Art Leoncio
Pholle D;\l('
3~1 RenrC~Cnlall\'C
800-328-0067 ex\. 3--19 5/31/01
Quotations are good for 90 days from the above date.
Mail or Fax purchase order to the address above.
, .
,'. ~
3IVI
Materials Flow Management
Systems Proposal
, - - - - --
Librar) Pureha5eOrdelrl
San Bernardino Public Librarv
(onllel Name -'.ulhonledB\,
Michael Clark, Associate Director
Phone1'\umbef I~o~~~~ 1-8229 OllIe
909-381-8215
AddrC'S!o 1\biITo. 3M Library Systems
555 W Sixth Street P.O. Bo\ 33682
(IIY, County. Slale. ZIp 51. Paul. Ml\ 55133,3682
San Bernardino. CA 92410-3001 (If Fa\ To. Fax 1.800.223.5563
7~.O::!99.6230.7 (Fonn :-40~O. B. P\\'O)
3M Library Systems
P.O. Box 33682
51. PauL!vlN 55133,3682
1.ROO.,;'g.0067 ex' ")
Fax 1-800.")2';.';;';;6';
System Description
Marker
Quantity
Unit Pnce
Install Pnce
Item Price
NIA SO.OO
NIA SO.OO
N/A SO.OO
N/A SO.OO
N/A SO.OO
N/A SO.OO
N/A SO.OO
Equipment
SubtDtal Markers
SO 00
Model 611 strip inserter 1 S1.995.00 S:1.00 S1.995.00
SO.OO
Optional cart 1 S495.00 SO.OO S495.00
SO.OO
SO.OO
SO.OO
SO.OO
Service Agreement
SubtDtal Equipment
S2,490.00
SO.OO
S2,490.00
EQuipment Zone Duration Price Total Unit Price S2.490.00
Mdl611 strip Unit Tax I 7.50% S186.75
inserter 3 12 mos. S525.00 Install Charqe SO.OO
Install Tax I SO.OO
Service aqreement covers parts. labor and Service Aqreement S525.00
service. includinq freiqht charaes to and Freiaht S80.00. ,
from the service depot. I Total Proposal S3.281.75
Other Information
Model 611 strip inserter rental rates: Lease Purchase Option
Per month - S200.00. Per 6 months - S800.00. Interest Rate
Per year - S1.200.00. S Per
One-time shippinqlhandlinq - S450.00 Includes S Down Pavment
3M ReolC"f>CnlJ.ll\e rU:nalUfe Phone 1 1 Dille
Art Leoncio 800-328-0067 ext. 3--19 5124/01
Quotations are good for 90 days from the abDve date.
Mail Dr Fax purchase order to the address above.
\
.
. -
'.
CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: Ed Raya
Subject: Establish New Positions
Dept: Human Resources
Date: June 7, 2001
Synopsis of Previous Council Action:
No Previous Council Action:
Recommended Motion:
Establish one (1) Reference Librarian, Range 1351, $2,556-$3,107.
Establish one (1) California Room Librarian, Range 1371, $2,824-$3,433.
Establish one (1) Youth Services Coordinator, Range 1371, $2,824-$3,433.
Establish two (2) Library Technician, Range 1334, $2,348-$2,854.
Direct the Human Resources Department to update Resolution 6413, Section 10 and
11, Resolution 1999-336 to reflect this particular action.
Signature
Contact Person:
Supporting Data Attached:
Phone:
Ward:
fUNDING REQUIREMENTS:
Amount:
Source: (Acct No)
(Acct Description)
Finance:
Council Notes:
.
-
_CITY OF.SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
BackQround
The new Library Information Technology and free public computing services, an increase of public use of all
libraries due to population growth, and insufficient staff to meet public needs make it increasingly difficult for
the San Bernardino Public Libraries to maintain current services and to open the Inghram and Villasenor
branch libraries additional hours in the evenings and on Saturday as the community has demanded.
Therefore the Library Board of trustees is requesting five staff positions vital for the accomplishment of this.
Analvsis:
The 1998 survey conducted by the Library showed that the public wanted more books, more hours and
more technology. Twenty.four Focus Groups conducted in 1999-2000 as part of the Library Board's planning
process, reinforced these community needs. Library Information Technology, which provides to everyone in
the community free computing services, free Internet access, a web-based computer catalog and free
electronic reference sources such as encyclopedias and a full text magazine index, was implemented in
October 2000 causing the use of the library to skyrocket The number of computer users from October 2000
- May 2001 is nearly 26,000 and the number of total registered borrowers has increased by 8,000.
1. Maintaining current services: Budget cuts in the last ten years have resulted in the loss of ten positions.
At the same time use of the library continues to increase each year. Population growth and new services
such as Homework Assistance Centers, a Teen Zone and Library Information Technology have drawn many
more new library users who require specialized assistance with homework assignments and with the
computers. Technology is complex and only staff with library technology expertise can assist the public best
in their search for information. Although finding an answer may be quicker with new technology, explaining
and instructing the new technology to a diverse clientele requires time and specialized knowledge. It is also
necessary to allocate time for training staff in new computer applications, new databases and virtual library
web sites. At least one more Reference Librarian is necessary at Feldheym Central Library to handle the
increased workload and to serve the large number of users of library computers. This restores a position
which was previously lost in the 1990 budget process. The Youth Services Coordinator position is necessary
to coordinate the tremendous increase in library services to children, youth, the Teen Zone, and the
homework assistance programs throughout the four libraries. This restores a position that was lost in 1992.
The California Room is embarking on a long-term collaborative project with high school students of the
Virtual Hi-Tech High program, a consortium of San Bernardino City Unified School District, San Bernardino
County Superintendent of Schools, Redlands Unified School District and Rialto Unified School District,
through which students would digitize California Room documents to be made available to the public via the
Library's and City's web pages. The California Room Librarian position would restore a position that was lost
during the 1997 budget process. Since that time the California Room has been open to the public only
limited hours due to the efforts of volunteer docents.
2. Increasing the hours open for service at the Dorothy Inghram Branch Library (serving an African
American community) and the Paul Villasenor Branch Library (serving a Hispanic community): The
two ethnic communities the~e libraries serve have been very vocal about the need for evening and Saturday
hours. These branches have also drawn new users as a result of the new technology, the homework
assistance centers and an increase in children's programming. Each branch is open only 40 hrs/per week.
Inghram Branch Library has only one full-time person and the Villasenor Branch Library has only two full-
time persons. The two Library Service Technician positions will enable these branches to provide some
evening and weekend service. One person will be assigned full,time to Inghram and the other person will
provide homework and free public computing assistance at both libraries.
The Library Board deems these five positions essential in enabling the library to meet the community's
needs and demands for library services and increased hours of service for two branch libraries. This request
is also consistent with City Personnel practices.
.
Costin!!:
1. Establish (1) Reference Librarian, Range 1351, $2,556-$3,107.
FYO 1102 Budget
Salary $31,439
Benefits 6,224
Total $37,663
2. Establish (1) California Room Librarian, Range 1371, $2,824-$3,433.
FYOII02 Budget
Salary $34,734
Benefits 6,224
Total $40,958
3. Establisb (1) Youtb Services Coordinator, Range 1371, $2,824-$3,433.
FYOII02 Budget
Salary $34,734
Benefits 6,224
Total $40,958
4. Establish (2) Library Technician, Range 1334, $2,348-$2,854.
FYOl/02 Budget
Salary $57,756
Benefits 12,448
Total $70,204
TOTAL COST OF #1,2,3 & 4 $189,783