June 15, 2004
SUBJECT: Authorization to Allocate FY 2003/2004 State Public Library Fund Grant Moneys, Reallocate Unspent State Public Library Fund Grant Moneys, and Budget Modification No. 42
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 2003/2004 is $59,517.
In addition to the grant received this fiscal year, the Library is seeking to reallocate $142,000 of previously authorized but unspent State Public Library Fund grant money.
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 $1,886,668 in Public Library Funds from the beginning of the program.
To date, the Public Library Funds 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, the economic downturn in California has resulted in a reduction of funds. Funding decreased from $119,591 in fiscal year 2002/2003 to $59,517 in fiscal year 2003/2004. If fully funded by law, the Sunnyvale Library would have been awarded $309,255 in fiscal year 2003/2004. 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 2004 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
This report seeks authorization to allocate $59,517 in new State Public Library Fund Grant moneys in Fiscal Year 2003/2004 and also to reallocate $142,000 of these grant funds from previous years.
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.
NEW FUNDS – FISCAL YEAR 2003/2004
|
ITEMS |
|
$29,517 |
Outreach Programs
Explore new methods for providing library outreach programs and services successfully. 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. |
|
$30,000 |
Acquire and Prepare Children’s Media
Augment the library materials budget to provide additional children’s media materials to meet the strong demand for these items from children and their parents. |
|
$59,517 |
Total Request for Allocation |
REALLOCATE $142,000 OF PREVIOUS YEARS GRANT MONEYS
The City Council has previously authorized the use of Public Library grant funds, and the funds for five of these projects were partially or entirely unspent. The following descriptions provide details about the projects and an explanation for why the money was unspent, due primarily to staff efficiencies, evolving technology, and changing economic conditions.
|
ITEMS |
|
$100,000 |
Pinyin Conversion
Convert Chinese language materials into up-to-date language transliteration (Pinyin). Library staff found a more economical way to the transliteration within operating resources. |
|
$10,000 |
KSUN Library Programs
Record library programs for broadcasting on KSUN. The library aired a few programs on KSUN as a test, however, it was quickly determined that the Library does not have adequate facilities to produce quality programming. |
|
$12,000 |
Sc[i]3 Orientation Video
Record an orientation video for services provided by the Sunnyvale Center for Innovation, Invention, and Ideas (Sc[i]3). Sc[i]3’s services have been changing in response to a sluggish economy, and so an orientation video would be inappropriate until we achieve more stabilization. |
|
$10,000 |
Library Subelement
Provide consulting services, research, focus groups and staff support for the Library Sub-Element revision. This revision was completed more economically than originally estimated. |
|
$10,000 |
Purchase educational CD-ROMs
Purchase and process educational CD-ROMs and software programs for library or home use by children and adults. The format of CD-ROM was judged to be out-dated. |
|
$142,000 |
Total Unspent |
The library therefore proposes to reallocate 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.
|
ITEMS |
|
$50,000 |
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. |
|
$87,000 |
Library Materials
Enhance popular library collections such as foreign languages, language learning materials, audiobooks, music, and films. In addition, purchase materials to be used in the Special Outreach Services program to help ease the hardship of residents who lost bookmobile services in 2003. Funds would be used to acquire and process these items. These funds will also help support revenue generation through the assessment of fines on the use of Library’s feature film collection. |
|
$5,000 |
Library Security
Enhance the effectiveness of library security systems and equipment in order to protect library materials so that they may continue to be used by all Sunnyvale residents. |
|
$142,000 |
Total Request for Reallocation |
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 $59,517 for fiscal year 2003/2004. 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 purpose described in the discussion section of the report. Continuing expenditures categories from previous years include outreach, staff development, electronic library, library signage, City-wide continuous improvement, and public relations/graphics. Since these are multi-year projects, staff has prudently expended funds and a significant amount of Public Library Foundation Fund resources has been carried forward into Fiscal Year 2003/2004.
BUDGET MODIFICATION NO. 42
FISCAL YEAR 2003/2004
|
General Fund |
Current |
Increase
(Decrease) |
Revised |
|
Revenues:
State Library Foundation Grant |
$0 |
$59,517 |
$59,517 |
|
Expenditures:
Library Foundation Grant Project #805150 |
$588,006 |
$59,517 |
$647,523 |
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 report is available in the Library and the City Clerk’s Office. At their May 27, 2004 Board of Library Trustees meeting, the Board voted unanimously to recommend to City Council Alternative #1 which approves the expenditure of funds as presented and approves Budget Modification No. 42 in the amount of $59,517. The Board further recommends that should Budget Supplement #1, entitled Request to Continue Additional Funding for Sunnyvale Library’s Children Collection, dated May 18, 2004 not be approved by Council that the Director of Libraries be authorized to reallocate an additional $40,000 of Public Library Fund Grant Moneys.
ALTERNATIVES
1. Council approves Budget Modification No. 42 in the amount of $59,517 and the expenditure of these funds. Council further approves the expenditure of reallocated funds from previous Public Library Fund grants.
2. Council recommends alternative expenditure of funds.
RECOMMENDATION
Staff recommends Alternative #1 which includes a reallocation of $40,000 for Children's materials consistent with the City Manager's 2004-05 recommended budget.
Prepared by:
Steve Sloan
Acting Supervising Librarian
Reviewed by:
Victoria L. Johnson
Director of Libraries
Reviewed by:
Mary Bradley
Director of Finance
Approved by:
Amy Chan
City Manager
Attachments
A. Draft Board of Library Trustees Meeting Minutes of 5/27/04