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Home My WebLink AboutAgenda - 10-03-2005-5nORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 3, 2005 Action Agenda Item No. ~'~ SUBJECT: Allocation Plan for Supplemental Funding Authorized in FY2005-06 Budget DEPARTMENT: Library PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Attachment 1. Positions Description Summary Attachment 2. Funding Plan INFORMATION CONTACT: Brenda Stephens, Director, 245- 2528 PURPOSE: To approve a funding plan for allocating a $50,000 Board approved appropriation. The proposed plan includes the establishment of two permanent, part-time (..5 FTE) Circulation Supervisor positions, one at the Cedar Grove branch and one at the Carrboro Cybrary. BACKGROUND: During the fiscal year 2005-06 budget work sessions, the Board of County Commissioners addressed the needs of the community and acted upon the Library Services Task Force Report of November 2004 by allocating an additional $50,000 to the Orange County Libraries. At that time, the BOCC requested that the library staff and budget staff prepare a plan and bring back recommendations for the additional funding to serve County residents consistent with Task Force Report findings. The attached position description summary (Attachment 1) and funding plan (Attachment 2) represent staffs recommendation for allocating the additional appropriation far fiscal years 2005-06 and 2006-07. This plan includes the hiring of two permanent, part-time (.5 FTE) Circulation Supervisor positions, one at the Cedar Grove branch and one at the Carrboro Cybrary, to enhance programs and activities for patrons at these two locations, as well as the purchase of additional access software, children's books, computer classes, and shelving to upgrade service delivery and respond to patron requests. FINANCIAL IMPACT: For the current fiscal year, the financial impact of these actions ($50,000) is included in the Board-approved Orange County Libraries budget. Attachment 2 of this agenda abstract offers a plan for allocating the funds in the Library's current fiscal year budget. It is important to note that with the approval of the two permanent, part time positions, continuation funding would be necessary to cover the costs in flature years' budgets. The net cost of the positions for the remainder of the current year is $26,000. The amount necessary to cover full year costs of the positions in fiscal year 2006-07 totals $32,700. RECOMMENDATION(S): The Manager recommends that the Board: approve the Funding Plan for fiscal years 2005-06 and 2006-07 (Attachment 2 of this agenda abstract) authorize the creation of two permanent part-time (.5 FTE) Circulation Supervisor positions, one at the Cedar Grove branch and one at the Carrboro Cybrary effective October 4, 2005. ATTACHMENT 1 .3 Circulation Supervisor -Cedar Grove Library &Carrboro Cybrary Request: To establish two permanent, part-time (,5 FTE) Circulation Supervisor positions within the Library Department to offer additional hours at both the Cedar Grove and Carrboro Cybrary libraries. Purpose: To increase library services at the Cedar Grave Library in the Northern Human Services Center and the Carrboro Cybrary in Carrboro, Job Functions: Perform day-to-day operations such as: o Catalogue materials and process them for shelving as needed o Assist with branch paperwork including tabulating and reporting statistics and monthly activities report, o Prepare billing for materials and ensure revenues are received timely. Staff Circulation Desk Work with the Branch Librarian to provide community outreach and marketing of the Library services offered. Work with the Branch Librarian to develop a relationship with patrons that embraces the community diversity. Needs Addressed: • In April 2004, the Cedar Grove Branch Library was opened in the Northern Human Services Center. The Board approved budget provided funding for a permanent 30 hour per week (.75 FTE) librarian, Community usage of this particular site since it opened in 2004 has necessitated that the branch be open for a minimum of 36 hours per week instead of the planned 30 hours per week. On average, 220 patrons visit the branch weekly, Services provided at the site include: assisting students with homework, job searching, computer classes, children's programs, and adult programs. In order to allow for the increased usage, the Library has hired temporary employees to cover the additional hours. • The Cybrary opened in the Century Center in Carrboro in August 2004, As with the Cedar Grove Branch, the Board approved budget provided funding for a permanent 30 hour per week (,75 FTE) librarian. Community usage of this branch has mirrored that of the Cedar Grove Branch and required the hiring of hired temporary employees to cover the additional hours, On average, 420 patrons visit the branch weekly. Services provided at the site include: computer classes, book author discussions, adult book clubs, and material distribution, • Increased hours have been requested by the community for serving the students in the surrounding areas for homework and research assistance, ATTACHMENTI 4 Outcomes: • The library will be able to provide an increase in consistent and convenient library hours as indicated in the survey conducted in 2001 by the Library Services Task Force and further explored during the 2004 reconvened Library Services Task Force. • The library will offer more hours of operation, increased classes for patrons, which will allow the staff to serve at least 2,500 patrons who frequent these locations monthly.. • Eliminate need to use temporary employees to fill a permanent staffing need. Financial Impact: For FY 2005-06: FY 2005-06 FY 2005-06 Sub-Total Budget FY 2005-06 Position Benefits Savings Net Position Costs Cast Costs Sala $21,508'` $10,492* $32,000* $6,000** $26,000 " 2 (..5 FTE) positions starting October 4, 2005 ** Savings in temporary personnel funds Annual Costs: Annual Annual Sub Total Budget 2006-07 Net Position Costs Benefits Cast Savings Position Sala $28,936'` $13,764* $42,700* $10,000** $32,700 *Annual Costs of 2 (.5 FTE) positions ** Savings in temporary personnel funds ATTACHM(E~NT 2 ~./ Orange County Public Library Funding Plan FY 2005-06 Costs (Positions FY 2006-07 Starting Full Year Personnel Services (Salary and Benefits) 10/4/05) Costs Addition of .5 FTE to staff Cedar Grove Branch Libra $16,000 $21,350 Addition of .5 FTE to staff Cybrary located at Carrboro Centu Center $16,000 $21,350 Less: Savin sin Tem ors Personnel $6,000 $10,000 Total Personnel Services $26,000 $32,700 Operating Patron Access Software (designed for libraries to queue, track and monitor Public Internet terminal usa a $3,500 Purchase additional children's books (Initially, this will allow for approximately 360 books at the Central Library in Hillsborough.. On average, 6,000 childrens books are circulated monthly in this location. Increase in ail branches Burin FY06-07 $9,000 $17,300 Total Operating $12,500 $17,300 Capital Outlay LCD Projector (For Computer Classes held at the Cedar Grave location approximately 4 classes per month, avers a attendance of 10 er class. $1,500 Shelving and Storage Materials for CD's (for all library branches $10,000 Total Capital Outlay $11,500 $0 Total BOCC Approved Additional Funding for Orange County Public Library $50,000 Cost After FY 2005-06 $50,000