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8/23/2006 City Clerk Room 290,City Hall PUBLIC LIBRARY AGENCY • OF THE CITY OF SAINT PAUL, MINNESOTA Wednesday,August 23, 2006 9:00 a.m. — 12:00 p.m. Council Chambers, Third Floor FCE�VED Saint Paul City Hall AUG 2 3 2006 Mary Rubio, Recording Secretary C/TYCLFRK, (651) 266-7073 ROLL CALL CONSENT AGENDA NOTE: ALL ITEMS LISTED UNDER CONSENT AGENDA WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED BYA COUNCILMEMBER, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. FOR ACTION 1. Approval of Summary Minutes for July 19, 2006. • 2. Resolution L.B. #05-010 - Increasing the Budget for Library Expenditures. FOR DISCUSSION 3. Update on the Proposed 2007 Budget and Maximum Property Tax Levy for the Library Agency. ADJOURNMENT ************************************* Library Board Meeting Information Website For an updated copy of the City Council Meeting agendas or minutes,please visit our website at www.ci.stpauLinn.us/council. Cable The City Council and Public Library Agency (PLA)Meetings are cablecasted live on Channel 18 and repeated on Thursdays at 5:30 p.m., Saturdays at 12:30 p.m., and Sundays at 1:00 p.m. (Subject to change). Also, the City Council and HRA Agendas are cablecasted on Saturdays at 8:00 a.m. and 7:30 p.m., Sundays at 5:30 p.m., Mondays at 8:00 a.m. 1:30 p.m., and 5:30 p.m.; Tuesdays at 8:00 • a.m., and 5:30 p.m.; and Wednesdays at 8:00 a.m. and 1:30 p.m. SUMMARY MINUTES OF THE • SAINT PAUL PUBLIC LIBRARY BOARD OF THE CITY OF SAINT PAUL, MINNESOTA Wednesday, July 19, 2006 2:00 - 3:00 p.m. City Council Chambers, Third Floor Saint Paul City Hall Chair Harris called the Library Board meeting to order at 2:05 p.m. ROLL CALL Present - 4 - Chair Harris, Bostrom, Helgen and Lantry Absent - 3 - Benanav (arrived late), Montgomery(arrived late) and Thune CONSENT AGENDA NOTE: ALL ITEMS LISTED UNDER CONSENT AGENDA WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED BY A COUNCILMEMBER, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. • FOR ACTION 1. Approval of Summary Minutes for June 21, 2006 Commissioner Lantry moved approval. Adopted Yeas—4 Nays—0 FOR DISCUSSION Chair Harris reported Melanie Huggins (Library Director) would not be attending the board meeting, howeverMs. Huggins'Library Services Manager, Sue Ellingwood would be filling in for her. He stated item 4 would be laid over (unformally)for another time because of Ms. Huggins'absence. 2. Information Report: Rondo Community Outreach Library—Alice Neve and Charlene McKenzie. This presentation was conducted by Alice Neve (Supervisor, Rondo Community Outreach Library) and her Assistant Branch Manager, Charlene McKenzie. Ms. Neve distributed new Rondo bookmarks to the commissioners. Ms. Neve provided the commissioners with some fast facts concerning the new Rondo building: • RONDO FAST FACTS The Rondo Community Outreach Library has the word"community" very prominently in the name to reflect the library's focus of outreach to the community and the neighborhood. Rondo's new address is 461 North Dale Street and the public entrance for the public is on Dale Street. • Saint Paul Public Library Agency Summary Minutes—July 19, 2006 Page 2 Name of the building project: Rondo Community Outreach Library/University Dale Apaitinents Free Parking: There are 60 well lit, underground parking spaces for Library users and staff. All apartment parking is on a separate floor above the Library. Handicapped parking is available. Square Footage: Library: 31, 343 square feet Housing: 146,879 square feet Total=205,763 square feet (includes parking, mechanical, etc) Cost: Library portion of the project: $9.3 million Housing portion: $14.2 million Total project: $23.5 million The Architect is BKV Group, Minneapolis and the Contractor is Kraus Anderson and the building won an award for Best New Mixed-Use Development from the Minneapolis Saint Paul Business Journal's Best in Real Estate 2005. SRONDO'S NEW SPACES • SWAMP (School Work and Mentoring Place Homework Center) • Electronic Classroom • Multipurpose Community Room • Storytime Room • Tutoring Stations • Business Resource Center • Gallery and Displays • Copy Center PUBLIC ART AT RONDO $90,000 was committed to public art within the Library. An additional $62,000 was granted by the City's Neighborhood Star Program for streetscape art to include decorative street lamps, granite pavers and hanging baskets. Forecast Public Artworks, a local nonprofit organization dedicated to advancing the field of public art was contracted to manage the public art selection and implementation for the building. • Members of the community public art committee selected several artists to create new pieces at Rondo, such as paper leaf-like kites, wall tiles, and glass panels that serve as both wall art and a security gate. • Saint Paul Public Library Agency Summary Minutes—July 19,2006 Page 3 RONDO OPERATIONS • Public meeting space will be available at Rondo after September 10, 2006 • English Language Learner Classes, Workplace Employability Classes, and Adult Computer Employability Skills Classes will be offered to learners through the Minnesota Literacy Council (MLC) and classes will be provided three days a week • Rondo will be on the same phone system as Central with all numbers beginning with the 266 suffix • Rondo will have 38 phones, both hard wired and wireless • Rondo has three book drop slots accessible from the sidewalk on Dale Street and three slots in the lobby. • A full time security guard was hired for Rondo. • Rondo will be the new location for the Saint Paul Public Library Volunteer • Coordinator office • The Saint Paul Public Library's Bookmobile will be moved by September 5, 2006 and housed at the Rondo Library, It was purchased by the City in 2005. • 3M donated two self checkout machines and theft detection gates • Assistive computer equipment and software is available for persons with vision, mobility and learning challenges Commissioner Helgen inquired if Ms. Neve was promoting cooperative efforts with the Workforce Investment Board or Workforce Centers to help Rondo become more of a career resource center. Ms. Neve replied she had met several times with staff from the Workforce Center,prior to Rondo's opening and will continue to meet with them so hopefully their staff will agree to offer classes in the Rondo building. RONDO COLLECTION The Rondo Library will open with a collection of nearly 60,000 items. Some notable parts of the collection are: Expanded black history and culture collection, largest collections of Somali music in MN, newly established Southeast Asian History nonfiction collection, 1111 expanded media collection of DVDs, CDs, and recorded books offering information, instruction and entertainment in a variety of languages, etc. 4110 Saint Paul Public Library Agency Summary Minutes—July 19, 2006 Page 4 HOUSING AT RONDO Renting at Rondo: The 98 units of housing, includes 6 townhomes which are all rental. 80% of the apartments are affordable housing to people who make 60% of the median income. All rental units are managed by Legacy Management and Development Corporation. The City and the Library do not own or manage any of the housing. PLANNING RONDO The planning process for Rondo began in June 2003 with community focus groups, facilitated by Providence Associates, Library Planners. The major part of each public session was devoted to designing the"perfect" library for the Lexington area. The final document provided by Providence Associates is the planning document which guided the construction of the new building. PARTNERS IN BUILDING RONDO City of Saint Paul, Saint Paul Public Library • Legacy Management and Development Corporation Aurora/St. Anthony Neighborhood Development Corporation Selby Area Community Development Corporation The Friends of the Saint Paul Public Library FUNDING SOURCES • General funding for the library: • The taxpayers of Saint Paul • Saint Paul Public Library Agency bond • Approximately$750,000 in private funds raised by The Friends of the Saint Paul Public Library Ms. Neve thanked the commissioners for this opportunity to share her excitement about the new building and looks forward to the commissioner's tour of Rondo in August. She reminded them to reserve September 9, 2006 on their calendars for Rondo's Grand Opening. She stated the Grand Opening Committee is composed of community members, The Friends of the SPPL and Library staff. A smaller opening is planned for Rondo on August 28, 2006 for the public. Chair Harris thanked Ms. Neve and stated it was an amazing presentation and Rondo Library is going to be a great building and addition to the community. 1111 Commissioner Montgomery stated she visited the Rondo Library recently and was impressed with all the resources in the building and especially with the new business center. She asked Ms. Neve if the contractors could install more lighting on the University section of the building. Ms. Neve replied she would check with the contractors on this matter and get back to her. • Saint Paul Public Library Agency Summary Minutes—July 19, 2006 Page 5 Commissioner Montgomery stated a fellow acquaintance who is hearing impaired brought forward and a lot of information on what should be included for the hearing and visually impaired population. Ms. Neve extended her offer of Rondo tours to the commissioners in case they wished to bring other's from the community to tour Rondo. Chair Harris stated in lieu of next month's library board, a tour of the Rondo Library would be offered to the commissioners. 3. Security at libraries/Rice Street responses—Sue Ellingwood and Peg Doheny. Sue Ellingwood(Library Services Manager) and Peg Doheny(Supervisor, Rice Street Branch Library)provided the commissioners with background information on the kinds of security challenges the Rice Street Branch Library has dealt with and how they are being addressed. Ms. Ellingwood stated Ms. Doheny would explain to the commissioners how she works with the police department and other members of the community to face these challenges. Ms. Ellingwood stated Rice Street deals with several kinds of problems and in order to • categorize them, she researched all of the incident reports that were filed since January through June 2006. She stated whenever incidents occur, library staff is asked to fill out Incident Reports and to describe on the report any unusual thing that occurred, any significant event or rule breaking and to forward the report to the administration office. She divided these incidents into categories and during those six months there were 98 incident reports from all of the agencies. Of those 98 incidents, 23 involve calls to the police and although this sounds like a lot of incidents during that 6 month period, there were over 1.1 million visits to the library. And of those 98 incidents, the agencies that filed the most is the Rice Street Branch Library who filed 19 incidents reports, Central filed 17 incidents, Sun Ray filed 16 incidents and Hayden Heights filed 14 incidents. The remainder of the agencies filed fewer then 10 incidents during the six months and some agencies filed none. In categorizing the incidents, theft is the number one problem involving bikes getting stolen with or without locks, and theft of wallets and small electronic devices. The second category of incidents is belligerent, abusive behavior by adults or teens and very often into looking into these reports they were related to either mental illness or chemical dependency. The fourth big category is vandalism which occurs often when the libraries are closed. The fifth biggest category is fights, usually amongst teens but sometimes adults. The sixth category is threats to staff or customers and the seventh largest category is marked"other" and could involve things such as sudden illness,people falling or customers who were in non-public areas or suspicious behaviors. 1111 Ms. Ellingwood stated security measures make her think of technology and naturally the most recent construction projects have the most high tech security systems, such as Rondo, Central and Rice Street who all have cameras inside and outside the building, theft detections and motion detection. All of the buildings have security access systems so they are monitored at night by Siemens Alarm Systems for breaking and entry. The older branches have a mix of technology and depending on the situation and whether there were recent additions to the buildings, for example, some have cameras in the parking lots, • Saint Paul Public Library Agency Summary Minutes—July 19, 2006 Page 6 motion detectors, or a single camera in a single area where there were problems. The library's plan is to bring all the branches up to the highest level of security technology. In this year's Needs Assessment the Library is asking for 2007 that Rice Street, and Sun Ray be the next branches to get an improvement to their technology and in the near future Arlington Hills and Hayden Heights Branch libraries. Ms. Ellingwood stated security officers are a big part of the library's tool box and the library has only one full time library employee who does nothing but security and works from afternoon through 9 p.m., and will go to where ever there is a problem and is excellent at his job and is well trained. In addition, the library has one full time security guard at the Central Library and a full time security officer at the Rice Street Branch Library. She stated once the Rondo Library opens, the security guard from Rice Street will transfer to Rondo. The library was advised by the police department that when Rondo opens it will need very strong security. Ms. Ellingwood stated one of the most important tools the library has which deals with security is the staff and the commissioners would be surprised to hear how much of the staff's time it takes. The library trains staff that security is absolutely a normal part of their work and are trained to deal with security issues and expected to insure the buildings are safe and welcoming. In each agency there is a work schedule which shows who is working • and who is in charge of that building both for the day and night. That person is in charged and is responsible for knowing what goes on in every corner of the building which obviously involves team work. The library maintains good control of what occurs at the library because we want to be proactive and need to control bad behavior before it becomes a big problem, and also to let people know that they are being observed and their behavior is not going undetected. Everything staff does from the time the library opens and closes is done mindful of security. A great deal of training on security is done and the library refers to an Emergency Action Safety Manual located at every public service desk. It provides staff guidelines and scripts on how to deal with difficult situations. This manual also provides staff with referrals to social agencies to help people with problems that can not be addressed. The library creates its own training and in-depth training has been provided on dealing with the severely mentally ill. Ms. Ellingwood stated the library has worked with the police and other community members in many ways overall the library's years of existence. The library has worked with others in the community such as Listening House, staff from Dorothy Day, staff from Ramsey County Adult Mental Health Crisis Center and staff from the Access Program which is a federally funded and is a 24/7 psychiatric help program. Ms. Ellingwood stated security is a priority because the library is determined to keep the building safe and welcoming. Ms. Ellingwood introduced Peg Doheny, Supervisor of the Rice Street Branch Library, and • stated Ms. Doheny would conduct her presentation on what she has done to maintain security at that agency. Ms. Doheny distributed documents to the commissioners that provided background information on security and safety issues at the Rice Street Branch Library. Ms. Doheny's discussion focused on highlights that occur at the library to help maintain it stay proactive. • Saint Paul Public Library Agency Summary Minutes—July 19, 2006 Page 7 She referred to the incidents reports mentioned earlier by Ms. Ellingwood and stated the Rice Street Branch Library reported the highest number of incidents within the last few years. She stated when she was first assigned to Rice Street, a few years ago,new measures had to be taken, a full time security was hired and he was used for incidents not involving or calling the police, but instead handling these situations on his own. Another measure taken involved the library meeting on a monthly basis with the Central District Team Police and the Rice Street Beat officers. The library was luckily able to contact the Rice Street Beat officers directly if they had any day time issues,but after 4:30 pm the whole situation changed. Then your dealing with either calls for the police, such as 911 calls or non- emergency numbers and the timeline is sometimes quite long so if you have an immediate situation it can be a problem. Ms. Doheny stated when she first arrived at the Rice Street Branch Library things were pretty much out of control, and even though we had those measures many things would occur after school and in the evening. It was mainly related with rowdy behavior from teens and adults and sometimes 5 or 6 groups in an evening that would cause the library trouble, and the library was continuing calling the security guard who is also shared with the entire library system (12 other agencies), in case they also had emergencies. Sometime this security guard would be across town at one of the agencies and it would take him about 35 • minutes to arrive at Rice Street, so as you can see the library was dealing with some tough issues. Ms. Doheny then decided to look at what could be done inside the building to calm things, and become proactive by using the library's rules and regulations and if the patrons chose not to follow the rules they were told to go elsewhere. The library staff also advised patrons to notify them if there were problems occurring while they were at the library. Another thing the library did was put a limit on public phone use by the patrons, and insisted the patrons have a library card for Internet use because the library soon discovered that Internet use unfortunately brought a lot of problem behavior such as using other patrons library cards for extended Internet time. So by following through on these issues many good changes occurred and also the library worked very closely with the team police officers and meets with them often to learn their protocol in terms of who should be called first and their suggestions involving evening calls. Ms. Doheny stated there was a time when the permanent security officer was assigned for a short time at Rice Street to help calm situations because someone beyond library staff was needed for this purpose. And basically having a security officer at Rice Street did help get things under control, however at that point there was no money in the budget for security help and the library had to return to contacting the district police teams to help monitor the library but they were not always available to do so. • Ms. Doheny stated lately, she and the facility manager had a meeting with the team police and the police provided them with several suggestions in case things were to get out of control during the time hours at the library. She stated the library is collaborating with a group home, called the Vintage Place and community partners who are helping reach the young people in the community. • Saint Paul Public Library Agency Summary Minutes—July 19,2006 Page 8 Ms. Doheny stated the library is having problems with vandalisms and windows being broken or shot at. However, after speaking with the counselors at the Vintage Place who know the teens on the street they help put the word on the street that the library should be respected and it helped change and improve things at the library. The other thing which helped was getting involved with the Breakout Grant Program which is part of the police department's effort to help calm situations. Also, two volunteers are helping enhance services over the summer at the library that include the Summer Reading Program and the READS Vista Program at the homework centers, the volunteers teach literacy based activities to the kids. Ms. Doheny completed her presentation and asked the commissioners if they had any questions of her or the library. Commissioner Helgen thanked Ms. Doheny for her presentation involving the security issues at the Rice Street Branch Library. He stated these issues concerned him because the library is still considerably new and an anchor to the community revitalization effort and it should be something to be proud of because it is a great resource. Unfortunately, it was becoming a source of a problem and the police staff had to get involved to help calm the kids, and most recently because of the volume of broken glass windows. He feels Ms. Doheny has done a great job in reaching out to the community and a good partner, and in helping settle the place down. However, he feels it is very critical the library maintain security staff because it becomes hard for the library to function as a library, if adequate security staff can not be provided. He is aware hiring a security person is going to be a challenge with the budget,however he mentioned it was listed as a top priority on the strategic plan. Commissioner Helgen stated it was a wake up call for him to see the level of community change and the impact it was having on the library. Therefore it was good the library was able to find a variety of other strategies to help deal with improving the overall neighborhood. Commissioner Helgen stated he is thankful for the library's success in getting together a group of Afro-American churches, the Vintage Place, and the Parks and Recreation Department to form an initiative to deal with providing extra opportunities, such as using some hip hop culture. He feels this was a useful strategy and the library is a good partner to work with because it continues to go forward. He feels it is important for council to consider the budget implications of how to build and plan the library services, and to utilize this issue as an example, before all the good work that was been done so far ends with people not wanting to come to the library. Which is what was happening and is the last thing we want to happen because the library is a big city resource that became an erective nuisance oppose to a positive part of the community. He feels confident the library will turn around and will play a key role in the overall effort and stated he appreciates the library's • systems response to this problem. Chair Harris asked the commissioners if they had any questions, and stated it was a pretty accurate assessment and a good step forward in trying to maintain the library system. • Saint Paul Public Library Agency Summary Minutes—July 19,2006 Page 9 4. Strategic Plan Focus Areas: Youth and Families and Customer Focused Services—Melanie Huggins. This item is laid over(unformally) for another time because of Ms. Huggins' absence. Shortly before the meeting was adjourned Ms. Ellingwood stated the library would contact the commissioners via email to arrange tours for them of the new Rondo Community Outreach Library. Chair Harris stated they are also in the process of trying to adjust the September board meeting to coordinate with the maximum levy discussion which will occur at the council. ADJOURNMENT Commissioner Lantry moved adjournment. Yeas—6 Nays - 0 • MEETING ADJOURNED AT 2:50 P.M. Pat Harris, Library Board President ATTEST: Minutes Approved by Library Board Commissioner Lee Helgen Library Board Secretary/Treasurer Submitted by: Mary Rubio • LA) 111111 Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet +I epartment/office/council: IIIllp Date initiated: Ll —Libraries ate Green Sheet NO: 3032190 Contact Person&Phone: Department Sent To Person Initial/Date Sue Ellingwood 0 Libraries 266-7072 Assign 1 Libraries I Denartmept Director Must Be on Council Agenda by(Date): Number. For 2 Financial Services Dffice Financial Servi Doc.Type: RESOLUTION W/$Tf2ANSAC7 Routing 3 �Oity Attorney Order 4 !Mayor's Office I Mayor/Assistant E-Document Required: N 5Council City Council Document Contact: 6 1City Clerk I City Clerk Contact Phone: Total#of Signature Pages (Clip All Locations for Signature) Action Requested: Approval of a resolution to increase the library budget to reflect funds acquired from three separate sources: State of Minnesota ($12,397),the Theodore J.Bulinski Trust($15,926) and fund balance from fees and fines($131,900). Recommendations:Approve(A)or Reject(R): Personal Service Contracts Must Answerthe Following Questions: Planning Commission CIB Committee 1.Has this person/finn ever worked under a contract for this department? Yes No Civil Service Commission 2.Has this person/firm ever been a city employee? Yes No 3.Does this person/firm possess a skill not normally possessed by any current city employee? • Yes No Explain all yes answers on separate sheet and attach to green sheet Initiating Problem,Issues,Opportunity(Who,What,When,Where,Wh These monies have been raised to address three areas. The State of Minnesota grant will be used to acquire public computers for the Rondo Library. The Bulinski donation will be used to acquire equipment to enhance service to children. The fund balance will be used to acquire hardware and software to increase efficiencies in acquisitions and circulation. The budget needs to be adjusted to reflect the revenues and expenditure. Advantages If Approved: The Library will be able to expend the funds raised for these activities. These expenditures will support fulfillment of key recommendations of the new strategic plan-to improve the Library's technological infrastructure and strengthen service to children and youth. Disadvantages If Approved: None. Disadvantages If Not Approved: The monies will not be available to improve library operations. Total Amount of Transaction: 160223 Cost/Revenue Budgeted: N Funding Source: State of MN, Bulinski Activity Number: 33400 Financial Information: Trust, fund balance III (Explain) August 18, 2006 10:23 AM Page 1 Agency File# L,,< # O5-00O Green Sheet# 303 a 190 RESOLUTION • SAINT PAUL PUBLIC LIBRARY AGENCY Presented by 1 RESOLUTION INCREASING THE BUDGET FOR LIBRARY EXPENDITURES 2 3 WHEREAS,the Library Agency has raised funds to support activities to implement two key recommendations of its strategic 4 plan—to improve service to children and youth,and to improve the library's technological infrastructure,and 5 6 WHEREAS,these funds will support the acquisition of public computers for the Rondo branch, equipment to enhance service to 7 children,and hardware and software to increase efficiencies in acquisitions and circulation, and 8 9 WHEREAS,the Mayor,pursuant to Section 10.07.1 of the City Charter,does certify that there are funds of$160,223 available 10 for appropriation in excess of those estimated in the 2006 budget;and, 11 12 WHEREASE,the Mayor recommends the following changes to the 2006 budget: 13 14 Current Amended 15 Budget Changes Budget 16 FINANCING 17 LIBRARY AGENCY—Fund 349 18 33400 Library Special Revenue 19 9890 Use of fund balance -0- 147,826 147,826 20 3490 Other State Grants -0- 12,397 12,397 21 All Others 14,797,198 -0- 14,797,198 14,797,198 160,223 14,957,421 SPENDING LIBRARY AGENCY—Fund 349 25 33400 Library Special Revenue 26 0370 Computer Equipment -0- 74,647 74,647 27 0389 Other misc. supplies -0- 69,650 69,650 28 0395 Office Equipment -0- 15,926 15,926 29 All Others 14,797,198 -0- 14,797,198 30 14,797,198 160,223 14,957,421 31 32 BE IT RESOLVED,that the Library Board approves the changes to the 2006 budget. Yeas Nays Absent Requested b Public Library irector: Benanav Bostrom Harris By: Helgen Form Approved by City Attorney: Lantry Montgomery By. Thune Adopted by Agency: Date Approval Recommended By Director of Financial Services: Adoption Certified by Library Agency Secretary: By: By: Approved by Mayor: Date Form Approved by Mayor for Submission to Library By: Board: By: (:-.4) Office of the Mayor Office of Financial Services IIIMatt Smith,Director sw City of Saint Paul 700 City Hall Telephone:(651)266-8800 n v t ' Christopher B. Coleman, Mayor 15 West Kellogg Boulevard Facsimile:(651)266-8541 Alif Saint Paul,Minnesota 55102-1658 August 21,2006 Council President Kathy Lantry,and City Councilmembers 3rd Floor City Hall 15 West Kellogg Boulevard St. Paul,MN 55102 Subject: Material for the August 23rd Library Budget Meeting Dear Council President Lantry and City Councilmembers: The attached material has been prepared for your use as background, and will be used by presenters at this Wednesday's 9:00 a.m.meeting. Please bring this packet of advance material with you to the meeting. • The enclosed information has been prepared by staff and is related to the discussion items listed on the City Council's 2007 Meeting Notice and Agenda for August 23rd,2006. Budget information can be found in the 2007 Proposed Library Agency Budget provided to you, which will also be available in Chambers on Wednesday. I. Memo from Melanie Huggins,pages. 1-3 II. List of hours changes in libraries,pages 4-10 III. List of budget changes,pages 11-12 IV. PowerPoint Presentation If you have questions on these subjects,please contact me.I look forward to seeing you this Wednesday. Cordially, 71 • Matt Smith Director cc: Mayor Coleman Ann Mulholland Budget Analysts Department Directors Margaret Egan • Trudy Moloney G:1Shared\Budget\YR2007\Council\Packets\Council LIB letter 081 806.doc • SAINT400. PAUL Library .�� � � 90 W.Fourth Street IIII Saint Paul,MN 55102 LT Telephone 651-266-7000 IBRARY Fax 651-266-7060 City of Saint Paul Mayor Christopher B.Coleman MEMORANDUM TO: Chair Pat Harris Commissioner Jay Benanav Commissioner Dan Bostrom Commissioner Lee Helgen Commissioner Kathy Lantry Commissioner Deborah Montgomery Commissioner Dave Thune FROM: Melanie Huggins, Library Director DATE: August 23, 2006 • SUBJECT: supplementary information report to 2007 budget presentation Sustainability 1. In 2006, the library promotes environmental sustainability in a variety of ways, including: • Plans for new facilities are submitted to Xcel Energy for review for environmental efficiency of all lighting, pumps, motors, etc. • We investigate options to ensure that the equipment and supplies the library purchases are environmentally friendly. • We regularly review energy systems to ensure that they operate at optimum efficiency. • We recycle paper products and purchase recycled paper. 2. The library's proposed 2007 budget does not contain appropriations that specifically promote environmental sustainability. The library has submitted several projects that promote environmental sustainability to the CIB process. 3. While not proposed for funding in 2007,the library has a plan(October, 2005)to renovate the Materials Management Center(located at the Sun Ray branch.) This project, which would significantly increase energy efficiency, will cost approximately$150,000. In addition, any future building upfits or renovations will include"green"or sustainable features. Status of the 2006 budget Page 1 of 12 • Library General Fund Spending is currently within budgeted levels overall. For January through June the Library had expended 45%of its overall General Fund budget. With the opening of Rondo later this month, expenditures for the 3rd trimester will be higher. Total expenditures will be within the budgeted levels. The effect of the delay in Rondo's opening(budgeted to open in July) will require further analysis to see if there any savings are realized. The Library General Fund is supported by property tax and LGA, it is anticipated these revenues will be as budgeted. Library Special Funds Spending levels within the special funds will be close to budgeted levels and dependent upon actual receipt of grants, donations, fees and fines. Revenues from fees and fines are above budgeted levels. The 2007 budget was increased to more closely reflect historic receipts. Revenue from grants is consistent with the amounts budgeted. Additions and deletions-2006/2007 • 2007 Public Library Agency General Fund 349 Net Spending Increase of$184,638 over 2006 Adopted Spending Changes Reductions: FTE base adjustments: remove 2006 Council additions' -$222,512 -1.7 library materials -$108,000 hours reallocations -$188,130 -3.7 community relations position -$59,677 -1.0 Additions: base adjustment: salaries and fringe benefits $354,878 fully fund Rondo $180,720 merit increases, personnel changes, Central Service $121,885 WiFi costs $38,893 library equipment $30,000 VISTA/supplies homework center $12,000 misc. line items $24,581 $184,638 -6.4 '2006 Budget additions funded with one-time funds: Saturday Programs-$25,000.2 fte Homework Center-$38,000.5 fte Mgmt Asst-$70,750 1.0 fte Restore negative salary-$88,762 The Library reallocated resources within the 2007 Department Request to maintain the programs. Page 2 of 12 • Financing Changes decrease in use of fund balance use -$235,235 decrease other -$1,981 increase in Property Taxes $387,100 increase in LGA $34,754 $184,638 2007 PLA Revenues and Grants Fund 350 Net Spending Increase of$70,392 over 2006 Adopted Spending Changes library materials- Friends (Neighborhood Connections) $100,000 technology replacement-33410 Library Revenues $152,000 library materials-33410 Library Revenues $8,000 technology replacement-33420 MELSA -$102,000 other net grant/donation spending changes -$87,608 -0.8 $70,392 Financing Changes increase revenue activity 33410 Library Revenues $108,000 increase fund balance activity 33410 Library Revenues $52,000 decrease grants revenue/fund balance use -$89,608 $70,392 2007 Library Debt Service Fund 966 Net Spending Increase of$150,711 over 2006 Adopted Spending Changes Additional debt service $150,711 Financing Changes Decrease in fund balance use -$496,701 Increase in property taxes $647,412 $150,711 Lexington building Nothing has been included in the 2007 budget for the continued operation of the former Lexington branch. In planning documents, it was assumed that proceeds from the sale of the former Lexington Branch facility would be deposited in the Library Debt Service Fund#966, and used to reduce property taxes needed to support library debt service payments. Nothing was included in the 2007 budget to reflect the anticipated sale of the building because specific plans and amounts were not known at the time of budget development. Security guard The annual cost of a security guard is $27,300. This cost represents 35 hours of coverage at an hourly rate of$15. A schedule of 35 hours per week enables us to schedule a security guard to • be on duty during busy afternoon and evening hours. Page 3 of 12 • 4) C) a CD ^^W1 W C ^ C a) aci c Co O L o o 0 0 co co cf.)I I d- I I I V- 0 0) 0 0 L. • • L O ° LS -4-j C > E a) L L. O L CO `� � � 00 L. CD 'CD CD CD . . LO LO co L() a) r. 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