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June 17, 2003
| SUBJECT: | Authorization to Allocate $119,591 of State Public Library Fund Grant Moneys and Budget Modification No.46 |
REPORT IN BRIEF
Since 1984, the state has funded a grant program for Public Libraries. This funding is an on-going project, although appropriations made by the state on a per capita basis may fluctuate depending on the annual legislative process. The grant for FY 2002/2003 is $119,591.
BACKGROUND
In 1982, the State Legislature adopted State Education Code 18010 which is a section of Chapter 1.5 Public Library Finance, providing State funding to support Public Libraries. This chapter calls for continuing support each subsequent year, based on the availability of State funds with an allocation formula set by the State. The Sunnyvale Library has received $1,827,151 in Public Library Funds from the beginning of the program.
To date, the Public Library Fund has never been fully funded by the State Legislature. In 1996, the City participated in legislature advocacy efforts that resulted in an increase in state-wide funding for the program. In 1998, due to the State’s improving economy these funds were doubled and came even closer to full funding. Since 2000, economic downturn in California has resulted in a reduction of funds. Funding decreased from $203,975 in fiscal year 2001/2002 to $119,591 in fiscal year 2002/2003. If fully funded by law, the Sunnyvale Library would have been awarded $303,979 in fiscal year 2002/2003. Due to the uncertain levels of funding the library has been careful to expend funds only as needed thereby insuring that necessary funds would be available in times of economic crisis.
EXISTING POLICY
The 2003 Legislative Action Policies and Intergovernmental Relations Priorities of the City Council state support for this program in Section 6.1.1, "Support full funding for the State Public Library Fund."
DISCUSSION
Authorization to Allocate $119,591 of State Public Library Fund Grant Moneys
The library proposes to use funds for the following special projects which are not currently funded by the General fund, but which will improve the efficiency and effectiveness of library services.
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ITEMS |
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$20,000 |
Children’s Library Provide funds to support childhood literacy and the needs of families using the library. Also provide funds to meet the great demand for additional programs for children and teens. Provide multiple copies and replacements of highly used children’s library materials. |
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$25,591 |
Outreach Programs Explore new methods for providing library outreach programs and services successfully. In response to the recent Library Future Needs Assessment conducted for the new library sub-element, provide enhanced communications for residents and local businesses about library services and collections. This includes a Library Newsletter for the community. Participate fully in a wide range of City and Community events and continue programs such as the annual Library Volunteer recognition event, Library Patron Appreciation Day and presentations of general interest to library users. |
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$30,000 |
Acquire and Prepare Children’s Materials The library operations budget was augmented in Fiscal Years 2002-2003 and 2003-2004 in the total amount of $60,000 to provide an adequate level of children’s materials. Public Library Foundation Funds were to be used to acquire and prepare these materials through cataloging and processing. |
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$25,000 |
Library Materials Acquire and prepare materials in special areas and new formats including recorded books on compact disc, English as a Second Language materials, materials in languages other than English and materials in digital or new formats. |
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$19,000 |
Staff Development Continue staff development activities as funded in prior years by Public Library Foundation Funds. These activities include the annual staff development day and other conference and training opportunities for the staff library. |
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$119,591 |
Total |
FISCAL IMPACT
Each fiscal year, the State Librarian certifies the population of each jurisdiction to receive State Public Library Fund Grant moneys. The current level of State Public Library Fund Grant moneys has brought Sunnyvale’s allocation of funds to $119,591 for fiscal year 2002/2003. These revenues can only be used to supplement, not supplant local revenues for basic library services. Staff proposes a budget modification to add these funds to the Library Foundation Program Grant project and to spend these funds for the purposes described in the discussion section of the report. Continuing projects from previous years include consultant services for the library automation replacement or upgrade and which may be expanded software if replacement funds are insufficient; converting Chinese language materials into the up-to-date transliteration format (Pinyin); graphic arts; services to upgrade the Library Web Page; continued support for the Library Oral History/Sunnyvale Voices project; library signage and purchases of popular materials. Since these are multi-year projects, a significant amount of Public Library Foundation Fund resources are being carried forward into Fiscal Year 2002-2003.
BUDGET MODIFICATION NO. 46
FISCAL YEAR 2002/2003
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General Fund |
Current |
Increase (Decrease) |
Revised |
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Expenditures: |
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Library Foundation Grant Project |
$504,608 |
$119,591 |
$624,199 |
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Revenues: |
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State Library Foundation Grant |
$ 0 |
$119,591 |
$119,591 |
PUBLIC CONTACT
Public contact was made through posting of the Council agenda on the City's official notice bulletin board, posting the agenda and report on the City's web page, and the availability of the report in the Library and the City Clerk's Office. Reviewed by the Board of Library Trustees at their regular meeting on June 2, 2002. The Board voted unanimously to recommend to City Council Alternative #1 which approves the expenditure of funds as presented and approves Budget Modification No. 46 in the amount of $119,591.
ALTERNATIVES
RECOMMENDATION
Staff recommends Alternative #1.
Prepared by:
Karen Willes
Library Manager, Special Projects
Reviewed by:
Victoria L. Johnson
Director of Libraries
Mary Bradley
Director of Finance
Approved by:
Robert S. LaSala
City Manager
Attachments
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