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HomeMy WebLinkAboutResolution - 3258 - Goundation Grant - Meadows Foundation - Library Automation Project - 12_07_1989Resolution # 3258 December 7, 1989 Item #17 DGV:dw QGcni iirrnni BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City of Lubbock Library Director BE and is hereby authorized and directed to make application upon behalf of the City of Lubbock for a Foundation Grant from the Meadows Foundation, Dallas, Texas, for the Library Automation Project and such other applications for grants upon similar terms from private foundations, corporate foundations or other sources as may be deemed beneficial for the City of Lubbock library. Passed by the City Council this 7th day of December , 1989. B. C. McMINN, MAYOR AZ. Ran tte Boyd, City Sec etary A AS TO CONTENT: Rita Harmon, Assistant City Manager APPROVED AS TOJ/^(,/,F\ORM- i�' A.3 , Dbifald G. Vandiver, First Assistant City Attorney 1 - CITY OF LUBBOCK Grant Proposal Evaluation' I. State, as clearly as possible, the goals and objectives of the proposed project. AUTOMATE.FOR ACCESS is a project to "computerize" libraryfiles & processes, with the primary goal of .increasing'& improving patron access to books and information. Also, the Library improves its asset control and accountability for public assets. A. Is this the fulfillment of an identifiable community goal? if so, list source. _ Yes. LUBBOCK-2005, Health, Education & Human Services,' Goal.5.3: '.-Encourage the utilization of new technologies in the extension of library programming."' B. is this the fulfillment of an identifiable community need? if so, please provide quantifiable data studies, etc.).. 16 Yes. "Due to the archaic circulation equipment, it is almost impossible to determine if a book missing from the shelf is borrowed or lost. An automated circulation contrdl system is essential in order to deliver the library products that Lubbock consumers use most: *borrowing books and reference services." MARKETING STRATEGY STUDY, LUBBOCK CITY -COUNTY LIBRARY, Prepared for the City of Lubbock by Resource. Analysts,. Inc., March.26., 1986. Lihrar,v Focus Group S rrveys�: 1989,.conducted ,in. each.. quatrant. o£.-the C. y,.-by-consultant".Louise.„ umanins; ,revealed 'automation and computers to be an'ess ntial in rPP��ien ii service "expectations and improved ibra services anion tFie public. 2. State indicators71y which the staff and City Council might be able to evaluate the program in order to determine that it has reached the stated goals and objectives noted in No. 1. Examples of some of the indicators,., but not all: 1. Increased libraryltuse, as found in aggregate circulation count. 2. Increased fines revenue, because of systems -ability to easily track deliquent borrower and prevent further book checkout until fine is paid. 3. Increased positive patron relations, for example when patron can renew a book by phone or view library files from home microcomputer. 3. Will this project benefit the community as a whole? If not, please provide a detailed profile of the group.receiving the benefit of the program. Yes. Pin -map studies conducted ih-;:pte1988demonstrated that library use occurs from all quadrants.* While not every person in the community is a "library user", everyone benefits from community resources that make the community.a better place, a more educated place. Too,.a public"library with up-to-date service plays a vital role in the economic development of the 'community. Finally, automation of library use, especially the "remote access" feature, has'great potential for increasing the user base, .as the library "without walls' reaches into schools, offices, and homes. 4. Are other agencies (other than the City of Lubbock) available to handle this project? Are other agencies already handling similar programs? No. There is only one public library -.system established -to serve all the . _ community,from age 2 to 92. $. Is the activity provided by this grant required by state or federal law or as a condition of other ongoing state or federal programs? No. 6. Does the grant require any local match? If so, is the match in the form of cash ot an in -kind contribution? The grant does not specifically call for a particular local match.;:however, the Meadows. Foundatioii.wants`to see.o :demonslratf=: of "local support" for .any f;1.VLA community project that it decides to fund. Project officials indicate:.that 50% loca. funding is an indication of community backing, although -that percentage -is not an "official" figure in.each.case. F 7. Is the grant for capital or operating programs? \` s? This is a capital program. c� A. If capital, will, it result in ongoing City operational costs? If so, explain in detail. Yes. In the consultant's analysis.of`vendor responses from the Request for Information'(RFI), March, 1988, approximately $80,OOO per year in operational costs are anticipated. Over 50%of this increase is the cost of ongoing vendor support.in the form of agreements for maintenance of hardware and software. B. If operating,`is it a one time'grant which will result in any ongoing City expenses if the program is to be continued in the future? 8. Other comments...-. .,,..:....../ r. CITY OF LUBBOCK ,r- L-^FQ"UIIurcta ANO REVENUE PROJECTION ' E�endi tures 1989-90 19 90-91 — 19 91-91 19 92-93 1993-94 Personnel 20,000 20,000 20,000 Supplies 6,000 6,000, 6,000 Maintenance 43,512 43,512 43,512 Other Charges 14,233 14,233 14,233 Capital 485,885 TOTAL $485,885 $83,745 $83,745. $83,745 Sources of Funds 19.$4 90 19 90-91 19 91-92 .. 1 92-93 9 1993-94 Federal , .. , , 119,000 State Local 75,000 .110;000 ,them 182,000 TOTAL $194,000* $292,000 Onhand 19._.._ ' :19 19 Anticipated Revenues From Project .19 - • 19_ CITY OF LUBBOCK MEMO TO: Larry J. Cunningham, City Manager FROM: Rita P. Harmon, Assistant City Manager DATE: November 30, 1989 SUBJECT: Agenda Comments for Dec. 7, 1989 Council Meeting ITEM Consider a Resolution, authorizing the Library Director to make application for a Foundation Grant from the Meadows Foundation, Dallas, Texas, and other grants as necessary, for the Library Automation Project. The resolution authorizes the.Library to apply for funds in the amount.of.$182,250, from the Meadows Foundation, Dallas, Texas.. The.Li:brary.is also authorized to pursue. additional foundation grant.funds, whether private or corporate -in nature. The Libraries Board., through its' Automation Steering"Committee initiated -a local fund- _ raising campaign on September 1, 1989, to raise $60,000.' Together, these funds would match the $243,250 now on hand or pledged. If funds are granted by the -Meadows Foundation, a contract will be brought -to Council. Significant conditions of the Meadows contract would be: (1) funds cannot go to another purpose; (2). funds cannot -be used for lobby/legislative purposes; (8) funds -tan only'benef t Texas citizens within the State border;. (4):.peri'odic...reporting is .required; (5) contract must be signed by the governing body. The specific purpose of funds on -hand, or yet to be -.raised, is to acquire an integrated library automation system to improve library operations & to serve -the public in ways not possible with present manual systems. The Library Automation Project began.in August,.1988.with Council seed money totalling $118,750. An*.added $75,000 was approved in the_FY 90 Capital.Projects-Budget. Council support generated the Friends -.of the`Library's $50,000.pledge as well as the Board campaign recently initiated.. Local requests to organizations, foundations, and benefactors are in progress. Council support by this_Res.olut.ion i.s sought to further demonstrate.local community backing of the. Project to the Meadows Foundation and other foundations. Larry J. Cunningham, City Manager November 30, 1989 page 2 Rita P. Harmon, Assistant City Manager. Public Safety & Services 1 Lubbock City -County Library Proposal to the Meadows Foundation Wilson Historic Block 2922 Swiss Avenue Dallas, Texas 75204 I. NARRATIVE HISTORY/ORGANIZATIONAL PURPOSE The Lubbock City -County Library, whose cultural roots reach back to the beginning of the 20th Century, was founded in 1966 with the merger of the City and County libraries. In the early 1980s, following City and County discus- sions of funding of various governmental functions, an agreement was reached which put the municipal libraries into a funding relationship with the County, but gave autonomy of operation of each to the individual municipalities. The Library for Lubbock, Texas, so formed is a branch of the City of Lubbock, a Home -Rule Municipal Corporation, duly incorporated under Article 11, Section 5, TEXAS CONSTITUTION. By annual contract, the Library provides its services to the City and the County, a combined service population of 231,655 people,. with formula funding specified in the agreement between City and County. The MISSION STATEMENT of the Library's purpose is appended to this proposal. Under the provisions of the Texas Library Systems Act (V.A.C.S. 5446a) the Li- brary serves as a "Major Resource Center" and provides cooperative library services to the citizens of the 29 County West Texas Library System. In addi- tion, the Library functions as headquarters for the Interlibrary Loan Referral, Center. In these capacities, the Lubbock MRC is one of the ten regional sys- tems in the State Library System. A "chronology" of historical events surrounding the Lubbock City -County Li- brary is appended to this proposal. II. DEVELOPMENT OF THE AUTOMATION PROJECT In the mid-1970s and for a few years thereafter, the Lubbock City -County` Library was in the forefront of the Texas metropolitan libraries, responding r quickly to the provision of state funds to convert library files to machine- readable format. By 1982, the Lubbock files were 95% converted and entered into the OCLC Bibliographic Network, which made the Library a fully contributing member to the State Library System purpose of facilitating resource sharing through "interlibrary loan" of materials. While other libraries relied on the state funds exclusively, delaying their conversion of total files, the Lubbock library budgeted local funds so as to convert current acquisitions simultaneously with the "retrospective" conversion provided for by state funds. Thus, in 1989, the Library has approximately 5% of its records left to convert to machine-readable form. Because its records are in the OCLC database as a result of methodical care over the years, the library's final conversion has promise of being a "clean" conversion, subsequent to inventory and weeding projects in progress to remove obsolete and missing files. In August 1988, the Board recommended to the City Council that the library au- tomation objective should be considered as the #1 priority facing the service development of the Library.. The Council approved the recommendation with the designation of $118,750 in unused Revenue Sharing funds as "seed money" for the automation project. The Board pledged to work for added funding from private sources._ Specific rationales for the automation priority facing the Library are found in the Section IV. DESCRIPTION OF PROPOSAL, and other documentation provided in the Appendices. III. STATUS OF THE PROJECT In September 1988, based on this initial commitment at the local level, the Texas State Library's Automation Consultant responded favorably to the Li- brary's request to begin the technical, or "design", side of the development of an integrated library automation system, parallel with the continued quest for total system acquisition funding. The Consultant, Frank Bridge, of the nationally -recognized firm of R. Walton Associates, maintained the stipulation that his services would be guaranteed through the development of the request for proposal (RFP) document, or specifications, used for securing vendor pro- posals. If funding then became problematical, Bridge would terminate his work until the funding became available. This procedure is understandable, -since the relationship of consultants and vendors is one of trust. Consultant cred- ibility is necessary to automation vendors, for whom even responding to an RFP involves considerable investment of time, energy, and money. Between September 1988 and the present, the following objectives have been accomplished: (1) Client profile and growth projections were completed by the Library's Au- tomation Task Force, from which the consultant drafted a request for in- formation (RFI) document, and in March 1989, vendor responses resulted in an accurate "budget" for the project, produced by the consultant. (2) Consultant visits, conducted periodically, have resulted in draft speci- fications for several "modules" of the entire system: Circulation con- trol, Public Access Catalog. Work is in progress on the module for Ac- quisitions. Members of the Automation Task Force, chaired by the Li- brary Assistant Director, include library administrative staff and staff from the City of Lubbock's Information Services (Data Processing) De-''`'''.'''`" partment. (3) Additional private and governmental funding has been secured, with a goal of reaching 50% of system acquisition cost, so as to seek matching funds from foundation sources. In December 1988, the Friends of the Library pledged $50,000 by creation of a three-year certificate of deposit in a local banking institution. In April 1989, the City Management in- structed the Library Director to "budget" $75,000 in the Capital Pro- jects fund, to be added, if approved, to the funds already set aside. City Council approved this budget item in July 1989. 3 In September 1989, the Libraries Board, through its Automation Steering Committee, initiated further local fund-raising efforts simultaneous with a press conference to publicly announce the Friends' pledge. Let- ters and the "Automate for Access" brochure were mailed to targeted in- dividuals to begin this process. In August 1989, the Library mailed a funding request to the Junior League of Lubbock, the results of which will not be known until early 1990. The local campaign will continue through 1989 and on into the new year. IV. DESCRIPTION OF PROPOSAL As other Texas metropolitan libraries look back at years of automated access for their patrons, the Lubbock City -County Library continues to use an asset control system that is only partly "automated", frustrates both library users and librarians, and actually defeats good use. Citizens who have learned to accept speed, accuracy, and reliability in other walks of life cannot find the same quality in their public library information access. Nevertheless, they expect quality service, based on the use of the new technologies; and they have told the library in community market surveys that they want automation. This proposal is for matching funds to allow the purchase of a library automa- tion system, specifically an integrated, on-line, real-time system supporting the following functions*: Circulation Control Resource Sharing Public Access Catalog Bibliographic Utility Interface Acquisitions Management Gateway to External On-line Serials Control Services Cataloging Report Generation Electronic Mail Remote "Dial -Up" Access As a "turn -key" system, the Library's purchase would bring all these services from one responsible vendor who sells the hardware and software for the sys- tem. Simply stated, the project is the "computerization" of library files to im- prove information access. By providing asset control, patron -help, and col- lection -management "tools" in an automated environment, the Library and Patron gain: Increased productivity, accuracy, and timeliness in doing routine tasks. But best of all, improved "access", through new and expanded services not possible or not "cost effective" in manual systems. And, when library use increases dynamically after automation, tax dollars in library. service "stretch" further. PATRON CONVENIENCE is increased. For example, a patron can renew a book by telephone or at any library location. *For definition, explanation of these terms, a Glossary is provided in the Ap- pendices. 4 IMPROVED SERVICE results. For example, the electronic catalog will tell you immediately if a book is on shelf or checked out. REMOTE ACCESS is no longer a "dream". In this concept of the "library without walls" if you have a microcomputer, at home, in the office, or at the school, you can still search library resources, without getting into the car .... even when the doors of the library are closed! In 1965,Consultant Gretchen Schenk's report to the Lubbock Library urged the community: "Choose Ye Excellence While any community can pick and choose its library services, roles, and objectives, very few if any metropolitan li- brary communities can remain un-automated and still call themselves "excel- lent". . The price tag is too high for too meager results. Automation in libraries is really "fundamental" as a basis for the creation of excellent li- brary service. As indicated by the Chairman of the Lubbock Libraries Board to the news media, August 31, 1989: = Lubbock is the largest city in the state without an automated library and its.time we provided our citizens with the service they deserve.* The costs associated with the project, for which matching funds are sought in the amount of $182,250 from the Meadows Foundation, relate to the system pur- chase, as briefly detailed below: Central Computer Hardware $209,700 Workstation Computer Hardware 73,275 Communications Computer Equip. 37,61O Software Licenses 100,250 Installation & Training 35,850 Site Preparation 29,200 Total $485,885 Of the total cost shown, $193,750 are on hand, and the $50,000 Friends of the Library pledge will mature 12-1-91. The local fund campaign in progress has.a target of raising an additional $60,000. Thus, the system purchase budget, by source of income, is: City of Lubbock $193,750 (on hand) Friends of the Library 50,000 (pledged) Local Sources 60,000 Foundation Request 182,250 Total $485,885 *For definition, explanation of these terms, a Glossary is provided in the Ap- pendices. _ 5 V. PAYMENT SCHEDULING Cash flow projections, based upon an approximate 240 day implementation sched- ule from signing of contract to "full -load" response testing, will require a payout of the $182,250 between.May 1991 and September 1991. Based on per- centages supplied by the consultant, the following is requested: 5/91 $62,075 7/91 $97,177 9/91 $22,998 City and local fund-raising monies would be expended prior to May 1991, with the exception of the Friends' pledge, which does not mature until December 1991. VI. GOVERNANCE As a department of the City of Lubbock, the Library is administered by the City Management directly responsible to the elected City Council. The Lubbock Libraries Board, an advisory body appointed by the City Council, serves to providecitizen direction and input to the library service. A roster of the Board and a copy of its By -Laws is attached. - VII. BUDGET The City Fiscal Year is from October 1 through September 30. Attached are copies of the Departmental Budgets for FY 89_(the year ended September 30, 1989) and the current year FY 90 which began October 1, 1989. VIII. AUDIT The official audit for the City of Lubbock for FY 88 is attached. Audit work for FY 89 is currently in progress.