REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Review and Discuss Library Budget Adjustments in the Proposed Biennial Capital Improvement Program (CIP) Budget for FY 2024/25 and FY 2025/26
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
Since Fiscal Year (FY) 2018/19, the City of Santa Clara has prepared the City budget on a biennial basis, alternating annually between preparing a biennial Operating Budget and a Capital Improvement Program (CIP) Budget. The most recent Operating Budget, adopted in June 2023, provided budget planning for City operations for FY 2023/24 and FY 2024/25. The City is currently engaged in reviewing the Proposed Biennial CIP Budget for FY 2024/25 and FY 2025/26, which is scheduled for a second study session with Council on June 4, 2024. A public hearing and the adoption of the Proposed CIP Biennial Budget, which incorporates only a limited selection of Operating Budget changes and updates, is scheduled for Council review on June 25, 2024.
DISCUSSION
The Proposed Biennial CIP Budget for FY 2024/25 and FY 2025/26 includes several proposed changes to the Library CIP and Operating Budgets, highlighted here for review by the Board of Library Trustees. The complete proposed budget document is available for review on the City of Santa Clara website <https://www.santaclaraca.gov/>.
CIP Budget
Funding for two CIP projects are proposed in the FY 2024/25 and FY 2025/26 Proposed Biennial CIP Budget:
• Central Park Library - Public Safety Radio Coverage - $120,000
• Northside Branch Library - Automated Materials Handling System (AMHS) - $332,400
The Radio Coverage project would fund the installation of an Emergency Responder Radio Communications System (ERRCS), required by California Fire Code Sections 510.2 and 1103.2 to ensure minimum communication requirements for emergency personnel in the underground parking lot at Central Park Library. This communication system serves as a lifeline during emergencies, such as medical emergencies, fires, or active shooter incidents, enabling prompt coordination and response efforts to foster a safer environment for responders and the public.
The Automated Materials Handling System (AMHS) project would replace the current automated sorter of returned library materials at Northside Branch Library. The existing AMHS has exceeded its life expectancy and is experiencing repeated breakdowns, leading to costly repairs no longer covered by warranty. This project will replace this critical piece of equipment, which sorts upwards of 118,000 items annually, and automates repetitive, labor-intensive tasks, reducing staffing costs and expediting the return of material to shelves, thereby increasing accessibility of resources and improving public service.
Operating Budget
Proposed amendments to the FY 2024/25 Adopted Operating Budget include funding of $91,640 to restore Sunday hours at Central Park Library. This change provides funding for additional as-needed Library staff ($52,140) and funding for utilities, custodial, and security costs ($39,500), which includes 40 hours of training for each new as-needed staff member.
Restored Sunday hours at Central Park Library are proposed for 1:00 PM to 5:00 PM (4 hours), with an additional 30 minutes for staff before and after these hours to open and close the building. The Library would be open 48 Sundays per year, and closed on two Sundays during the holidays in December leading up to New Year’s, Easter Sunday, and Super Bowl Sunday.
This proposed budget anticipates restoration of Sunday hours to be implemented in 2025, and the funding reflects the partial year cost of this Sunday restoration effort.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The fiscal impact to the City of Santa Clara for these proposals includes:
• Central Park Library - Public Safety Radio Coverage - $120,000
• Northside Branch Library - Automated Materials Handling System (AMHS) - $332,400
• Central Park Library - Restoration of Sunday Hours - $91,640
Additional fiscal impacts include the carryover of grant, donation and existing CIP fund amounts, as well as regular funding to offset Department of Public Works project management of applicable capital projects at the Library.
COORDINATION
This report has been coordinated with the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Board agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Review and Discuss Library Budget Adjustments in the Proposed Biennial CIP Budget for FY 2024/25 and FY 2025/26
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian