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VI ClJ -0 ClJ ClJ..... -"" U'- .~ ClJ '-U> ClJ::> +-> U>>, e( .n -I< n./ ,:, I " I ^I'. ,"' . ! -----! >, .n +-> ClJ U> ..... ..... o >, ~ ~ ::> ..... ClJ '- '" U> E '" '- 0> o '- a. "0 ClJU> -""OJ UClJ -~..... '- ClJ'- +->ClJ U> U> e(::> -I< -I< ..-..... 'J ....I o c '0 h '" C h " m c .:l - o > ~ u ..---:. --" 7 / .--/ \. ,,"'" ,~"'" :) C IT. F'-'SAN BER~R". JO INTEROFFICE MEMORANDUM 8603-704 FROM: Raymond D. Schweitzer., Acting City Administrator Susan choy_senior Management Analyst Analysis of the Proposed Purchase of an Automated "Starter" Checkout System for the Central Library TO: SUBJECT: DATE: March 19, 1986 (6653) COPIES: Steve Whitney, Stephen Hale ------------------------------------------------------------- The features of the proposed system were evaluated against the present photographic system for potential increase in benefits. The automated "starter" checkout system contains features that can better monitor overdue materials, streamline current procedures used to track overdue materials and maintain an up-to-date library collection. The analysis concludes that the cost of the system can be recovered by the elimination of existing labor intensive procedures in both hard dollar savings and increased efficiency. FEATURE TO TRAP DELINQUENT PATRONS The existing photographic system is incapable of "trapping" delinquent patrons. Those with overdue books can and do continue to borrow under this system. The library staff experienced alot of lost books through this system. The library estimates that lost books (never returned) are valued . at 14% of the annual book budget which is approximately $25,000. Since the price of books keeps increasing, the actual replacement cost is obviously more expensive. Rare collections are irreplaceable. ~he proposed system displays a list of books checked out by each patron. Overdue books are flagged. Therefore, when a patron with overdue materials attempts to make another checkout, overdue fines must be paid off to override the system to allow future checkouts. Pasadena's library attributed the increase in their fines collection from $32,000 to $86,000 mostly to the automated system. It is anticipated that the current fine collection of $15,000jyear will increase. FEATURE TO MONITOR OVERDUE MATERIALS The current procedure of sending overdue notices is labor intensive and time consuming. Two clerks each spend an average of 6 hours daily looking up the addresses on the microfilm; then notices are typed and sent out. Because of the cumbersome routine, notices are normally not sent until 3 weeks after the due date in hopes that the patrons will return the materials within this period. Fines are set c INTEROFFICE MEMO~ JM~ 8603-704 ,:.) Analysis of the Proposed Purchase of an Automated "starter" Checkout System for the Central Library March 19, 1986 Page 2 ~) artificially low at $1.00 maximum to encourage returns. The proposed system can be programmed to automatically print overdue notices one day after the due date at the city's Data Processing Center to insure a timely issuance of notices. The streamlining of the current procedure would also result in the salary and benefit savings of one clerk at approximately $18,000/year. PROPOSED AUTOMATIC "STARTER" SYSTEM The first year cost for the proposed system is $12,440 for hardware and $15,540 for software for a total of $27,980. The balance of the software costs will be paid over the next three (3) years at approximately $10,550 per year which would be paid from the funds budgeted by the library every year for outside data processing services. These services are related to the operation of the current checkout system. The proposed system calls for the distribution of six termin- als around the Central Library - 3 in circulation front desk, 1 in circulation back office, 1 in technical services and 1 in reference. This set up will automate the basic operations at the Central Library such as: 1. Check-in and check-out 2. Track overdue materials 3. Place reserves on wanted materials 4. Maintain a data base of the library's collection. However, according to the vendor at Microdata Corporation, in order to have full control of all library materials, the branches will eventually need to be converted to the automa- ted system. But this can wait until more funds are available and after the Central Library has proven the benefits of an automated system. The city Librarian proposes the transfer of the existing cameras (3) to the branches. Both the Inghram and Villasenor branches are still writing out each checkout! According to the vendor, a period of about nine months to one year is needed to convert all of the library's material. It is suggested that those materials that are in regular circu- lation be converted first because they are being used frequently. This will take about 6 months. As early as six months after installation, the Central Library can begin to operate on the new automated system. The Librarian has indicated that much of the work will be done through the use of volunteers with assistance from staff. However, experi- L c :) INTEROFFICE MEMO~, ,M: 8603-704 Analysis of the Proposed Purchase of an Automated "starter" Checkout system for the Central Library March 19, 1986 Page 3 :J ence from other libraries showed that some current work may still need to be put aside. For example, Pasadena's library didn't send overdue notices out for a year in order to maximize staff time in the conversion process. It will be the Librarian's responsibility to adjust the workload and to exercise extreme prudence in the transition process. There is no request for additional personnel. RECOMMENDATION 1. Approve the library'S request to purchase an automated checkout "starter" system from Microdata Corporation. The Data Systems Manager concurred that it is a good system and linking it to the main frame is the most cost effective means. The cost to support the additional system is approximately $3,000 which is included as a part of the hardware cost. 2. Before consideration is made to expand the "star- ter" system to other branches or enhance the Central Library's system, the Librarian must present tangible benefits attributable to the system, i.e., increased in fines collection; decrease in "nonreturned books', etc. The Library should begin to document measurable benefits as soon as the system is in full operation which is projected at approximately 1 year after the purchase of the system. 3. Phase out one clerical staff who is currently spending the majority of her time (6 hours per day) manually tracking and notifying delinquent patrons. The savings from salary and benefits estimated at $18,000jyear can be used to offset the cost of the proposed system. However, this will probably occur after the system is in full operation. Unless the librarian can justify the need for the position due to other factors, the position will be eliminated from the FY87j88 Budget through attrition. - - l INTEROFFICE MEMOk.._, MC8603-704 ;:) Analysis of the Proposed Purchase of an Automated "Starter" Checkout System for the Central Library March 19, 1986 Page 4 --\ ,j 4. The current fine structure should be evaluated. The maximum fine now is $1.00 inorder to encourage the return of library materials. But it appears to have an adverse affect. Since the fine is not "steep" enough, delinquent patrons tend to just keep the materials borrowed. Pasadena charges a maximum of $5.00 on adult books and more for other materials such as records and tapes. SUSAN CHOW Senior Management Analyst SLCjmd \ \ ( C J I - I T Y o F SAN B ERN A ~ D II~rERlJ; F1::.::: ;,:~~,;(;j-~.A.NDUi1 :::.;." 4 - 7 ;.,:3 t-! (I RAY SCH~~jT2ER, D~~jl\ C~.'( ADMli.:2.~'.~Gi\ .- r:UJ:;: ~0HN A. (RAH~S, F[C~~A~IGN SUPfRlhTENDE~T ~:l;r::J EC T: REVISED NiCHOLSON CENTER BUDGET DATE: A p,- i I 17, 1 98.~_ (/36:'::2 ) (:OPIES: MAYOR EVLYN WILCOX: DIRECTOR: ANNIE R4MOS, & COM~U~ITY SERVICES WARREN KNUDSEN, FINANCE DIRECTOR, PARKS, RECREA~ION, ------------------------------------------------------------- Please find attached a revised proposed budget for the Nicholson Park Community Center which is expected to be opened ir. Ju.ly. Revised figures a,-e in the area' eof custo- dial, building maintenance, and utilities, and rep,-esent an increase of $12,796. These figures need to be increased based on my error of prorating costs for six months. Revised fi8ures were provided by Wayne Overstreet in his memo of !1arch 28. Based on that meme., the suppo,-t se,-vices and uti I ity costs in the R e ere a t ion D i vis ion b u oj get can bed e ct. e.a.s ed, sir, c e the p,'oposed increases \<.Iere dupl icated in New and Expanded Budget Proposals for Nicholson Center, Sturges .Auditorium, and the IRS Building at See combe Lake. Please reo:Hrt-e. the following bU,jsets: 383-53105 (Bldg. Maint.): 383-53115 (Custodial): 383-53402 (Electrical): 383-53403 (Gas): 383-53404 (Water): 383-53406 (Sewer): -$ 23,034 to $ 95,120 -$ 31,797 to $ 67,522 -$ 34,780 to $189,598 -$ 11,020 to $ 13,980 -$ 2,300 to $ 31,940 -$ 2,500 to $ 22,500 TOTALS -$105,431 ~- JAK/pw ,) ~ . ~ t'. t i;, ~ ~ ~~ ... ..~ N:", iT\~2 t1.~ ~f-<~ ,;t,.,. ".,.!-' i<'i.;~ ",,";!./- t,'c. tll,." .'~: ,"."\ ~~ ~:~ Ii'" ~,:: ..."C;<.:...~ ... ..._~,t_. . ~~-- c j 'i" , , : c "".''', !j ~) -../ 0.-:- SAl'-~ [;::.F:NAF~[JI,-,C: INTEROFFICi ~[MORANDUlrl :.,: ,:. ( ) .,: .. -,. ;~-; '-" f'i'Y ::~,_,:',~'EIT.:::~r;:l ri::.:i'u;. CI"f'( 1~l)r'iINISTf~JT:>: F ;-C:i': = JCic-::"~ P,. V:~i\i"t::f:, f::~::CFt:i.'-, : Ur-i SUFE~:Ii'lTt:~,\Dt.)'J;- - . - . - -. - :=';Lb-J t:-_ . PEViS~D STURGES BUD~E-r D~; ':-E: Apr i i 17 OF 1 ';)~:~6 ( ,c..c,:::Z ) CC;:'IES; MAYOR EVLYN WILCOY; WARREN DIRECTOR: AN~~IE RAMOS, DIRECTOR, 8 COMMUN!'fY SERVICES ~::: l"J U '-..'; '3 [ (~.~ F I ~,i;.d,j:E PARKS~ RECREATIG:~, -------------------------------.--,-----------------.------~----- Please find attached a revised bl~j3et for StUfg2S Auditorill~. You wi l I note th~t the equipM2~t budget has beer r2duci~ from $24l252 to $7,510. This amount is intended to cover E'sO",ential equipvrent that Thelma Press. fe21,::. she cannr:,i; acqujre through community resourCGs. Personl1 services are reduced f'"om $18,988 to $4,420 to cover one part-time staff for fac~ 1 ity rentals. ~-h~s staff co~t wi i I be recouped from ;~ental tees. R~venlie from rentals and class f-~gjstration is estimat~d at *:~::~;,;:::30. This is based Of'l '''"'; a.udit(lr~illm rer.j::?.1 of 2.5 rentals pet" we-ek, aver-aging (I)U( hout.s,. and f"c;etln'~ t-O):) /- t-fntal of one time per t.,;eek, civer3.ging .-t"'~)' h,)urs. F:entai costs for the auditorium and meEting room wi!! be proposed through a revision of Resolution ?~=gQ!, governing fees ana charges. Rental. of the offici" a.nd gallery ~}ill be worked (;ut on a lease bas~s. The auditorium fee wi I I be proposed at approximately $60 for the first hour and $20 for each additional hour. Rental fee for the meeting room wi I I be proposed at 'approximately $25 for the first hour and $10 for each additional hi)Ut.. ~-\a C'..-~ ' . .,. .//;._ ::l ./~ /\-"^-- , '',-,H/..I ^ /.'A-'AI' R /1'_'."0_ m ~ ~RECREAT:ON ~UPERINTENDENT JAK/p'~ ... '-cITY OF SAN BE~ARDINOQ.- MEMORANDU~ To The Hororable t1ayor And Common Council From Warren A. Knudson Director Of Finance June 25, 1986 Subject Potential State Reimbursement For Costs to r10nitor Underground Fuel Tanks Date Approved Date At the Budget meeting held on June 9, 1986, the Director of Public Works requested that funds be added to the Garage Budget for the purpose of monitoring underground fuel tanks at the City Yards. This monitoring requirement is the result of a recently passed state law. The question posed was whether the costs of this program would be reimbursed by the State since it is a State-mandated cost. The cost of this program is recognized by the State and is included in the proposed State budget. The amount which will be approved is still unknown so the extent of the City's potential reimbursement would depend upon the amount of the State appropriation and the amount of statewide claims submitted for reimbursement. Past experience on reimbursement of State- mandated costs is that less than half of the costs incurred are recovered. The Director of Public Works has identified a cost estimate of $25,000 for . first year cost and $4,500 per year thereafter for 14 tanks. This 'cost is based upon an estimate from one vendor and competitive bidding could result in a lower cost. The Fire Department has nine. (9) fuel tanks that fall under the same require- ment. The 1986-87 Fire Department budget proposal contains $3,000 which was their estimate of the new requirement. If the proposal for the Public Works tanks is accurate, the Fire Department's cost could be $16,000 initially. The costs to be incurred by the Fire Department which would be above the $3,000 included in the 1986-87 Budget could be taken from the proceeds of the sale of the helicopter equipment. Recommendation: Public Works and Fire Department are still in the process of gathering information on what exactly ~lill be necessary to meet the requirements of the new law. The costs of the monitoring program are not known with any degree of certainty and a competitive bidding process would be utilized to get the best price. Staff recommends that additional funding be identified at the time the actual costs are known later in the fiscal year. (J__e:;~~ WARREN A. KNUDSON Director Of Finance I.JAK/vm C.., Y' 0" ., H . ;;M1)Yl! f ~ITY OF SAN BEMARDINOO- MEMORANDUO To THE HONORABLE f1AYOR ArlD Cm1t1otl COUNCIL From WARRErJ A. KNUDSON Director Of Finance Date June 30, 1986 Subject Report On Police Department Staffing Approved Date At the meeting of the Mayor and Common Council on June 25, 1986, the Finance Director was directed to prepare a report identifying certain staffing costs associated with the 1986-87 Police Department budget. The items requested include the following items: 1. Identify the added cost to restore the personnel to full level which is 243 sworn and 128 civilian positions. Note that in 1985-86 three sworn positions, 1 captain, and 2 P-l's were not funded. The positions requested by the Chief Of Police reflect some changes related to his proposed reorganization plan. The additional cost for this re-align- ment of positions is $17,780 more than the cost for funding current positions. These additional costs are included in the following calculations. SWORN PERSONNEL NUf1BE R SALARY AND OF EACH BENEFITS FOR TOTAL COST POSITION POSITION EACH OFFICER BY RANK Captain (P-5) 1 @ $76,564 = $ 76,564 Lieutenant (P-4) 1 @ 65,259 = 65,259 Sergeant (P-3-E) 5 @ 53,206 = 266,030 P-2-C 5 @ 43,018 = 215,090 P-l-A 14 @ 35,848 = 501,872 26 $1,124,815* * At Current Pay Rates CIVILIA~ PERSON~EL The restoration of two civilian personnel (from 126 to 128) would involve some re-alignment, since the proposed cut involved some changes in positions. The following two positions are recommended for restoration: e,ry Oil rH.~~ C THE HONORABLE MAYOR AND COM~ COUNCIL MEt10RANDUM JUNE 30, 1986 PAGE - 2 "''' ...) ., ..J POSITION NUt1BER 1 1 SALARY AND BENEF ITS COST BY POSITION Complaint Desk Coordinator 1. D. Techni cian $23,723 29,920 = $23,723 = 29,920 $53,642 OVERTIME The Police Department has indicated that additional overtime in the amount of $48,000 would be required to support the additional personnel. TOTAL COST OF RESTORING 28 POSITIONS Sworn (26) Civilian (2) Overtime $1,124,815* 53,642 48,000 $1,226,457 *At Current Pay rates 2. Provide a realistic estimate of salary savin9s for 1986-87. The Police Department indicates that they can expect eight police officers (P-1-A) positions to be vacant throughout 1986-87. The cost of each P-1-A (salary and benefits) is $35,848 for a total estimated savings of $286,784. 3. Identify the estimated cost of Charter Section 186 increases for the 26 officers if funding for them is restored. 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