REPORT TO COUNCIL
SUBJECT
Title
Approve Budget Modification No. 36 to appropriate $7,024 of California Library Services Act Grant Funds for payment toward the replacement of the public PCs in the Library's Technology Center.
Report
GRANT SUMMARY
The City Manager accepted a grant in the amount of $7,024 to partially pay for 49 Dell OptiPlex 9030 All-in-One PCs with solid state drives. The OptiPlex PCs will replace the public PCs in the Library's Technology Center that have reached the end of their useful life. The remainder of the expense will be funded with Information Technology Department replacement funds.
The Division of Library in the Department of Library and Community Services will be responsible for the management of the grant.
Granting Agency
This project was supported by California Library Services Act (CLSA) funds, administered by the Pacific Library Partnership (PLP).
EXISTING POLICY
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
The City Manager may apply for grants of any dollar amount, but shall notify the Council when grants are being pursued. Council approval of a budget modification to appropriate grant monies is required before funds can be expended by staff. Such a budget modification shall include the use to which the grant would be placed; the objectives or goals of the City which will be achieved through use of the grant; the local match required, if any, plus the source of the local match; any increased cost to be locally funded upon termination of the grant; and the ability of the City to administer the grant. For grants under the amount of $5,000 that do not have any external reporting requirements or any local match requirement, Council approval of a budget modification is not required. The City Manager is authorized to accept and administratively appropriate the grant funds.
This grant does not meet all of the criteria to be administratively appropriated by the City Manager; therefore a budget modification is required.
Council Policy 6.2.1 Library - Goals and Policy:
Goal 6.2B: Provide library services to help community residents find and use materials and information they need
Goal 6.2E: Use new technology to optimize the development and delivery of library services
ENVIRONMENTAL REVIEW
This action is exempt from review under the California Environmental Quality Act (CEQA) because it can be seen with certainty that there is no possibility that it will have a significant impact on the environment (CEQA Guideline 15061(b)(3).)
FISCAL IMPACT
Required Local Match
None
Increased Cost To City Upon Grant Termination
None
Budget Modification No. 36 has been prepared to appropriate California Library Services Act grant funds in the amount of $7,024 for partial payment toward 49 Dell OptiPlex 9030 All-in-One PCs with solid state drives. The OptiPlex PCs will replace the 49 public PCs in the Library's Technology Center that have reached the end of their useful life.
The Dell OptiPlex 9030 PCs were selected because of their All-in-One design and because of their solid state drive. The consolidated All-in-One design is ideal for high-traffic, public-use computers, which can suffer from problems resulting from individual manipulation of the separate exposed hardware pieces and components. At the same time the solid state drive in this model ensures the fastest speed possible to boot up, restart, and respond. This functionality is important to the customer service experience at the library, especially when troubleshooting is necessary in such a heavily utilized public environment. In Fiscal Year 2013/14, the Library provided 98,736 computer sessions to the public.
Funds for replacement of the PCs totaling $52,479 are available in the FY 2014/15 Information Technology Department (ITD) equipment replacement budget. However, this amount is not sufficient to cover the total cost of the best option currently available for replacement of the Library's heavily used computers. The Dell OptiPlex 9030 will cost $1,292 per machine. The total cost for 49 units is $63,310, which is $10,831 more than the current budget.
California Library Services Act grant funds support cooperative efforts with neighboring libraries, including the purchase of hardware and software in support of broadband specifically and communications in general. State funding, administered by the 13-member California Library Services Board, is allocated to California Cooperative Library Systems. Sunnyvale is a member of one of the California Cooperative Library Systems - the Pacific Library Partnership - and is therefore eligible to receive these funds. The California State Library received a one-time CLSA budget augmentation in the current fiscal year in the amount of $1 million. From this amount, the Pacific Library Partnership received $152,810 for the libraries in its consortium. PLP then identified an additional $110,000 in its budget this fiscal year to be used for the same purposes, for a total of $262,810 to be distributed to member libraries. PLP distributed 40% of these funds equally among its members and the remaining 60% was apportioned based on population, giving Sunnyvale a total of $7,024. These funds will off-set the additional cost of purchasing the Dell OptiPlex 9030 All-in-One machines The remaining $3,807 will be absorbed in the Information Technology Equipment Replacement Fund.
Budget Modification No. 36
FY 2014/15
|
Current |
Increase/ (Decrease) |
Revised |
General Services Fund - Technology and Communication Services Sub-Fund |
|
|
|
Revenues |
|
|
|
CLSA Grant Funds |
$0 |
$7,024 |
$7,024 |
|
|
|
|
Expenditures |
|
|
|
021600 - Information Processing Hardware Equipment Replacement Account |
$3,174,239 |
$7,024 |
$3,181,263 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Approve Budget Modification No. 36 to appropriate California Library Services Act grant funds, administered by the Pacific Library Partnership, in the amount of $7,024 for the replacement of the public PCs in the Library's Technology Center.
Staff
Prepared by: Liz Hickok, Supervising Librarian
Reviewed by: Lisa G. Rosenblum, Director, Library and Community Services
Reviewed by: Grace K. Leung, Director, Department of Finance
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager