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01/02/2007 BUDGET TASK FORCE MEETING MINUTES CITY OF CLEARWATER January 2, 2007 Present: R. Nathan Hightower Chair –arrived 6:07 p.m. Herbert W. McLachlan Vice Chair Martin L. Altner Task Force Member Joseph W. Evich Task Force Member Isay M. Gulley Task Force Member Robert L. Longenecker Task Force Member Joyce E. Martin Task Force Member Charles J. Rutz Task Force Member Jesse Sherman Task Force Member James E. Strickland Task Force Member Douglas J. Williams Task Force Member Also Present Tina Wilson Budget Director Margie Simmons Finance Director Brenda Moses Board Reporter The meeting was called to order at 6:02 p.m. at the Main Library. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2. Approval of Minutes Member Williams moved to approve the minutes of the December 26, 2006, meeting, as motion submitted in written summation to each board member. The was duly seconded and carried unanimously. 3. Questions/Discussion regarding December 26, 2006, meeting: It was remarked that staff has provided information regarding procedures for passback charges for worker’s compensation, City properties, automobile liability and physical damage, and general liability insurance. In response to a question, Finance Director Margie Simmons said she will provide information regarding the increases in City property insurance premiums for fiscal 2005/06 and information regarding the city of Largo’s 2005/2006 insurance premium savings for dropping their wind coverage. In response to a question, Budget Director Tina Wilson said maintenance costs are charged back to departments, but capital costs are not. The City does not calculate costs to departments based on depreciation. Lease purchased items by a department are spread out and charged to the department over the term of the lease period. 4. Staff Presentation – Library Director, Barbara Pickell Library Director Barbara Pickell reviewed the library’s mission statement, the history of each branch, services, usage, circulation, and expenses. She said Clearwater’s five library Task Force – Budget 2007-01-02 1 branches exist today as a result of community input and Commission/Council decisions. The system was planned as a Main Library/Community Branch system. Branches evolved with the City’s growing population and the community’s wants/needs. The Main Library was created in 1915, and later expanded in 1939, 1961, and 1978. The new 90,000 square-foot building opened in 2004, is open 64 hours per week, and provides 29% of system usage. Services include youth services, circulation, reference, special collections, and meetings and programs. Ms. Pickell said the Information Desk recently was closed due to reductions in staffing. She said special events are now handled by the Parks & Recreation Department. The Main Library also houses system support services such as acquisitions and technical services, automation system, custodial services and delivery, and administration. Last year more than 386,000 people used the Main Library. Staff answered over 146,000 reference questions. There were more than 169,000 computer users. One hundred and two (102) library programs were held at the Main Library and more than 3,000 people attended the events. There are 43 Main Library staff and 17 centralized services staff. Of over 342,000 items in circulation, 28% was juvenile usage, 72% was adult usage, 33% was for video usage, 10% was audio usage, and 57% of usage was for printed materials. Ms. Pickell said between centralized services and the Main Library budget, that $4.7 million of the $6.6 Million budget is invested in the Main Library building. She said the budget also includes system-wide costs for materials, communications, and Internet service. The North Greenwood branch library was opened in 1950, moved to the Palmetto Street building in 1985, and a new 8,500 square-foot building was completed in 2003. This full service branch is open 41 hours per week, provides 5% of system usage, and houses the African American Collection. Last year, there were 64,000 patrons, staff handled 41,000 reference questions, there were more than 13,000 computer users, there were 22 library programs with 239 attendees, and there are 4 staff at this location. Operating costs for this branch are $276,960. Circulation consists of heavy youth services. Circulation is 27% juvenile and 73% adult usage. More than half of usage is video usage, 6% is audio usage, and 43% is for printed materials. The beach library opened in 1961 at the Memorial Civic Center, and moved to the current Pelican Walk location in 1996. Staff is looking at a possible joint venture with the Beach Recreation Center. This branch is open 40 hours per week, provides 4% of system usage, and is a full service branch with limited programming. It previously housed the Wickman Nautical Collection, which has been moved to the Main Library. Last year, more than 51,000 patrons used the beach branch library. Staff answered more than 17,000 reference questions, there were over 7,000 computer users, there were 2 library programs with 60 attendees, and there are 2 staff members. Operating costs are $205,320. Circulation is 91% adult and only 9% juveniles usage. Video usage is at 46%, audio usage at 5%, and printed materials at 49%. The East Library began as a “twig” at the Clearwater Mall Fire Station in 1971. Construction actually began in 1984. It was the first of two planned community branches on the City’s east side. Although this branch has never been expanded, it is on the Penny 3 list. This full service 15,000 square-foot library is open 64 hours per week and provides 28% of system usage. Last year, it had more than 221,000 patrons. Staff answered more than 71,000 reference questions, there were more than 40,000 computer users, there were 24 library programs with 1,181 attendees, and there are 18 staff members. Operating costs are $675,410. Task Force – Budget 2007-01-02 2 Circulation is 24% juvenile and 76% adult usage. Video usage is approximately 37%, audio usage is 8%, and printed materials usage is at 55%. The Countryside Library was completed in 1988, was the second of two planned community branches on the City’s east side, has never been expanded, and is on the Penny 3 list. This full service 15,000 square-foot library is open 68 hours per week, is the only branch that is open on Sunday, provides 31% of system usage, and is the busiest library in the City. Last year, more than 251,000 patrons used this library. Last year, staff answered more than 151,000 reference questions, there were more than 42,000 computer users, there were 49 library programs with 788 attendees, and there are 22 staff. Operating costs are $758,800. Adult usage is 74% and juvenile usage is 26%. Video usage is 31%, audio is 8%, and printed materials usage is 61%. Ms. Pickell said library services were ranked #1 in the City’s satisfaction survey. Seventy (70%) of the public have reported using the library system. People come to libraries by choice because they offer something of value. The library system circulates 1.2 million items annually, answers over 400,000 reference questions per year, provides the public with more than 25,000 Internet sessions annually, and attracts over 1.6 million visits to its website annually. Ms. Pickell said until 2003/04, the library’s system-wide budget was slightly below inflation. She said in 2003/04 when the larger new Main Library and North Greenwood branch library opened, 12 new positions were added and expenses increased, however a new level of service is being provided now. She said of those 12 new positions, 2.5 positions have been outsourced to the Public Communications Department and Parks & Recreation Department. Ms. Pickell said those departments have more expertise in the area of public communications and special events. One position was eliminated. Ms. Pickell said there have been discussions regarding moving the beach library into the Beach Recreation Center. For $300,000 in grant funds and $100,000 in City funds, the Beach Recreation Center could be expanded and the beach library moved to the Beach Recreation Center. Eliminating leased space for the beach library would result in cost savings. She said the PPLC (Pinellas Public Library Cooperative) consists of 14 public libraries in Pinellas County with 7 automation systems. All those joint shared systems costs taxpayers over $500,000 annually. By developing one library automation system, cities would receive better service and realize increased cost savings. Ms. Pickell said staff also is working on outsourcing cataloging and processing of library materials and custodial services. Plans are to use technology to control personnel costs. She said there have been improvements in collecting library fines and fees. The City receives funding from the County through the PPLC. Last year, the City received $1.5 million, or one-sixth of the library’s budget from the PPLC. The library collected more than $128,000 in fines and fees last year. However, the primary goal of imposing library fines is to ensure safe and timely return of library materials. Last year, the Friends of the Library donated over $46,000 for various library projects. The Clearwater Library Foundation still is collecting funds and working towards their $2.5 million pledge for the Main Library. 5. Task Force Questions/Discussion In response to a question, Ms. Pickell said each branch submits a wish list to her after which she determines how to allocate pledge funds. She reviewed budget versus usage, inflation, etc. Task Force – Budget 2007-01-02 3 Discussion ensued regarding system-wide expenses. It was suggested staff provide information that tracks actual usage versus the budget, rather than tracking usage versus inflation. It was remarked that staff provided the comparisons of the library budget versus inflation at the request of task force members. Ms. Pickell said usage varies seasonally and budgets can change depending upon inflation. It was requested costs versus budgets be provided for as many years as the information is available. Ms. Pickell said costs increased during 1998 – 2004 due to construction of the Main Library and for additional FTEs (Full-time equivalents). In response to a question, Ms. Pickell said if the beach library is moved into the Beach Recreation Center, 1.5 FTEs might be sufficient to staff the beach library. She said recreation center staff probably would not diminish. She felt there is sufficient parking at the Beach Recreation Center for library patrons. In response to a question, she said the City owns the Beach Recreation Center. She anticipates cost savings within a year by moving the beach library to the Beach Recreation Center. She said the Council would have to approve the move. It was remarked that in 1998, prior to building the new North Greenwood Library, the public opposed the idea of combining it with the North Greenwood Recreation Center. In response to a question, Ms. Pickell said staff is working with SPC (St. Petersburg College) due to the number of branches they have in the community on potential library partnerships. The City has union payscales, retirement programs, etc. to consider. She said although a partnership with SPC would provide better public service, there would be no cost savings to the City. It was remarked that a USF (University of South Florida) student’s library card can be used at Clearwater libraries. Clearwater residents cannot use their library cards at USF libraries but can receive materials via interlibrary loans. Clearwater residents can use their library cards at St. Petersburg College libraries. It was remarked that some nonprofit/charitable organizations with libraries, such as the Clearwater Marine Aquarium, may chose not to participate in interlibrary loans due to the specificity of their library materials. Ms. Pickell said the Tampa Bay Library Consortium covers 7 counties in the Tampa Bay area. The Consortium allows libraries to pay a minor membership fee to share library resources. In response to a question, Ms. Pickell said annually, from January through March, a seasonal worker is hired at the beach library due to increased usage at that branch. Temporary library cards are dispensed to tourists with proof of address. Discussion ensued regarding why there are so many branch libraries within a few miles of each other and in close proximity to the Main Library, particularly since the Main Library has been greatly improved. Ms. Pickell said as previously stated, the choice not to close the beach location was decided after public input indicated the community wanted it to remain open. It was remarked that library patrons will not go to the Main Library from the beach due to the inconvenience of accessing it from the beach and due to limited parking at the Main Library. In response to a question, Ms. Pickell said salaries are higher at the beach library due to two senior staff. It was remarked that personnel costs are somewhat higher at the beach and North Greenwood libraries. One person stated that the beach library is heavily used by tourists and another stated taxpayers also use that library. It was suggested more information is needed regarding usage at the beach library. It was noted that costs for materials, transfer costs, internal services, etc. are included in operating costs. It was remarked that the City cannot control personnel costs for senior employees. Whenever positions are eliminated, Task Force – Budget 2007-01-02 4 senior personnel are transferred to other facilities, keeping their salaries. Ms. Pickell said library personnel salaries are lower than the school system. In response to a question, Ms. Pickell said the library has two vehicles for transporting interlibrary materials. That number has not changed for the last 25 years. Discussion ensued with comments that the beach library attracts tourists, that many other cities only have one main library, and that the role of libraries has changed in recent years. In response to a question, Ms. Pickell said there are some volunteers in the library system, however union issues affect the role of the volunteers. Ms. Pickell said one of the roles of a public library is to provide public meeting space, and to help people connect to the types of information they need and want. She said technology is changing the methodology for obtaining that information. She said library computers are nearly always in use. She said the City has directed her to lower the budget, reducing it to the rollback rate. Some staff positions currently are being held open due to attrition. Staff always is looking at ways to reduce the budget, including encouraging sharing of library services. In response to a question regarding a partnership with PPLC, Ms. Pickell said the County appoints PPLC members. The PPLC would be responsible to purchase a library automation system and run it with direction from its members. She said cost savings would be realized by having the PPLC coordinate operation of a shared library system. She said library personnel are aware of what other libraries specialize in, such as Largo’s extensive genealogy department materials. This allows libraries to share materials throughout the County rather than overbuy them. She said St. Petersburg is the only other city in Pinellas County with 5 library branches. In response to a concern that the Information Desk at the Main Library has been closed, Ms. Pickell said patrons will still be served by library staff. It was determined that patrons need more help with computer usage. It was remarked that given public comment regarding community expectations, the City does not want to hire additional personnel with the possibility that they could be fired in the near future. Discussion ensued with comments that one FTE could be transferred back into the library system from the Public Communications Department, as there are approximately 10 employees in that department, and that closing the Countryside library on Sundays could result in some cost savings. In response to a question as to why the North Greenwood Library is open the same number of hours as the beach library but has double the personnel, Ms. Pickell said children go to the North Greenwood library after school, requiring more staff time. Discussion ensued with comments that tourists would not stop coming to Clearwater if the beach library were closed, that the majority of beach library users are residents, and that there are still lots of unknowns with respect to library usage. In response to a question, Ms. Pickell said She said although there has been some discussion at Council meetings, there have been no formal meetings with homeowners associations or the public regarding the possibility of combining the beach library with the Beach Recreation Center. In response to a remark, Ms. Pickell said there would be minor cost savings to the library system if the beach library were closed. Task Force – Budget 2007-01-02 5 . . . It was remarked that virtual libraries already exist. Ms. Pickell said she envisions the Main Library as the City's resource library and that the branch libraries would reflect the needs of those communities. She said the Main library would supplement the community libraries' needs. It was questioned what the savings would be to the City if the North Greenwood Library was consolidated with the North Greenwood Recreation Center and what could be done with the North Greenwood Library building afterward, and if the beach library was consolidated with the Beach Recreation Center. Discussion ensued with comments that North Greenwood as residents were.promised a new library, it should not be taken from them, and that the beach library was never part of redevelopment plans, as was the North Greenwood Library. Ms. Pickell said personnel could be moved from the beach library to the North Greenwood Library whenever necessary. In response to a suggestion regarding the Parks & Recreation Director's input regarding the Countryside Recreation Center, Ms. Pickell said Parks & Recreation Director Kevin Dunbar has indicated that relocating the Countryside Library to the Countryside Recreation Center is not feasible. He feels the Countryside Recreation Center space is being fully utilized. It was suggested that there has been discussion regarding a new Morningside Recreation Center and a new East Library in Penny 3, and perhaps there could be some consolidation with those two locations. Concern was expressed that employees eligible for retirement and still on the payroll continue to be funded through the Pension Fund. Finance Director Margie Simmons said the longer an employee works, the shorter period of time they will receive Pension Plan benefits. Their salary will continue to increase, but if they work past retirement age, there is less expense to the Pension PI'an. 6. Information for Next Meetina It was requested that staff provide the Chair with names and phone numbers of state legislators and their geographic coverage areas in order to invite them to the January 29,2007, meeting. In response to a question regarding if Task Force members had any comments regarding the possibility for discussion at the next Council Work Session regarding Council attending these budget meetings, there were no comments. The next meeting is scheduled for 6:00 p.m. on January 8, 2007 at the Main Library. The Police Department budget will be presented. 7. Adiourn The meeting adjourned at 8:06 p.m. ~~~ tAeL-Chair ~ Budget Task Force Meeting ---' 6 Task Force - Budget 2007-01-02