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HomeMy WebLinkAboutAGENDA REPORT 2005 1005 CC REG ITEM 09CTO: FROM: DATE: SUBJECT: DISCUSSION CITY OF MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council ITEM.- °I • C CITY OF MOORPARK, CALIFORNIA City Council Meeting of JO -D 5 -,2005 ACTION:�a[ � BY. Mary K. Lindley, Parks, Recreation, and Community Services Director September 27, 2005 (Meeting of October 5, 2005) Consider Library Study Scope of Work and Resolution Amending the FY 2005/06 Budget On September 21, the City Council agreed to retain the services of Arroyo Associates to prepare a library feasibility study. Staff was directed to return with a proposed scope of services for Council consideration and additional information regarding the use of the City's Library Facilities Fee to fund the study. Based on previous discussions with the City Council and input from Arroyo Associates, staff is proposing the following scope of services: ■ Document and analyze the level of service and delivery system currently being provided to the service areas under the current Ventura County Library System (System) MOU. Summarize the current revenue sources in place and the expenditure demands (including administrative costs and overhead) experienced within the System. Provide projected revenues and expenditures over the next five years. • Meet with individuals who represent library users and hold a general public forum to receive input (this would include the Council, City staff, Moorpark Friends of the Library, and possibly County Library staff). M: \MLindley \LIBRARY \Library Study Scope of Work ccagda 10- 5- 05.doc 0 0 0 3*OZZ, 9 Honorable City Council October 5, 2005 Page 2 ■ Conduct a benchmark survey of library services provided by comparable communities throughout the state. Provide recommendations on the types and levels of service enhancements for the Moorpark Library, including, but not limited to: hours of operation, staffing levels, collections, computer center, and programs and services. ■ Document and analyze the financial resources (revenues and expenditures) that would be required to operate the Moorpark Library as a stand - alone, municipal library at the current service level and at an enhanced service level. Identify the level of necessary City administrative staff hours and overhead costs to manage library operations. Include the anticipated start up costs required to transfer from a System library and set up an independent library (i.e. catalog and circulation equipment, collection, cooperative membership, etc) , as well as annual ongoing operational costs. ■ Identify and evaluate the various alternative methods of providing library service that should be considered if the City decides to withdraw from the System. Identify areas where cost efficiencies may be realized in library operations through such means as using volunteer resources, implementation of technologies, and /or other innovative approaches to library staffing and administration. ■ Identify steps and time line for withdrawing from the System. The Council is being asked to approve and /or provide revision to, the proposed scope of services. Based on the proposal from Arroyo Associates, the estimated cost of the proposal, pending finalization of the scope of services, is $35,000. The Council expressed an interest in funding the study from the City's Library Facilities Fee. This is a development fee with a fund balance of approximately $700,000. Monies in the Library Fund can only Q0©� ,30 Honorable City Council October 5, 2005 Page 3 be spent on "Library Facilities" which is defined in the Ordinance as "library collection materials including books, video and audio materials, periodicals, CD rom disks, and other related materials which are available in, or for loan from, Moorpark library; computers for public access, and designed for use by library patrons; and library capital improvements, including financing, acquiring, constructing, remodeling, landscaping, lighting, and or furnishing such public library facilities." In staff's opinion, a library feasibility study concerning operational issues would not qualify as an eligible expenditure. If the Council wishes to amend the Ordinance to revise the definition of Library Facilities, it would need to hold a public hearing. Staff recommends that the Council appropriate $40,000 from the General Fund Reserve Balance. This amount allows for a $5,000 contingency. If approved, attached Resolution would amend the budget and appropriate the necessary funds. STAFF RECOMMENDATION (Roll Call Vote) Approve the library study scope of services as outlined in the Agenda Report, authorize the City Manager to execute an agreement with Arroyo Associates, subject to final language approval by the City Attorney and City Manager, and adopt Resolution No. 2005- . Attachment: Draft Resolution No. 2005- 0 0®331 Honorable City Council October 5, 2005 Page 4 RESOLUTION NO. 2005- ATTACHMENT RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 2005/06 BUDGET TO ALLOCATE $40,000 FROM THE GENERAL FUND RESERVE BALANCE (1000) TO THE PARK, RECREATION, AND COMMUNITY SERVICE DEPARTMENT'S LIBRARY DIVISION EXPENDITURE BUDGET (7640) WHEREAS, on June 15, 2005, the City Council adopted the budget for Fiscal Year 2005/06; and WHEREAS, a staff report has been presented to said Council requesting a budget amendment allocating $40,000 to the Park, Recreation, Community Service Department's Library Division expenditure budget from General Fund Reserve; and WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impacts to the budget line item(s) . NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment allocating $40,000 to the Library Division expenditure budget from the General Fund Reserve as more particularly described in Exhibit "A" attached hereto is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this day of , 2005. ATTEST: Patrick Hunter, Mayor Deborah S. Traffenstedt, City Clerk 0 Q0 "IT.?2 Honorable City Council October 5, 2005 Page 5 Attachment: Exhibit A Exhibit A Budget Amendment Parks, Recreation, and Community Service Dept. FY 2005/06 Budget Revision A. Fund Allocation: Fund No. Fund Name Amount 1000.5500 General Fund Reserve $40,000 $40,000 $40,000 B. Budget Appropriation: BUDGET NUMBER BUDGETED REVISION NEW BUDGET 1000.7640.0000.9103 $0 $40,000 $40,000 Approved to Form: 000333