REPORT TO COUNCIL
SUBJECT
Title
Approve Budget Modification No. 27 to Appropriate $22,242.50 of Friends of the Sunnyvale Public Library Grant Funds for Purchase of a Charger Dispensing Kiosk.
Report
GRANT SUMMARY
The City Manager applied for, and on February 13, 2018 the City was awarded, Friends of the Sunnyvale Public Library grant funds in the amount of $22,242.50 to the Department of Library and Community Services for the purchase of a charger dispensing kiosk from Java Connections, LLC dba Laptops Anytime.
The charger dispensing kiosk will expand the electrical outlets available to patrons using the Library, and permit charging of patron devices inside the Library where power cannot be installed. The self-service kiosk will house 12 chargers which may be borrowed with a Library card, used inside the Library, and returned to the kiosk. Each charger can power up to three devices, one by a 110V outlet, and two by USB connections. The kiosk will mitigate the lack of outlets available during busy times, improving patron experience of the Library.
To allow Library patrons to borrow the chargers with a library card, a Sip2 license is required from Innovative Interfaces, the Library’s catalog vendor. The cost of a license is $2,700.
The Division of Library in the Department of Library and Community Services will be responsible for the management of the grant.
Granting Agency
Friends of the Sunnyvale Public Library
EXISTING POLICY
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
The City Manager may accept or reject donations, contributions and sponsorships, both solicited and unsolicited, of money, equipment and in-kind contributions to City Departments or the City in general up to $100,000, so long as they do not require a local match or obligate the City to ongoing expenses not already planned in the City’s Resource Allocation Plan. Donated funds will be expended for the specific purpose as agreed upon with the donor or for general purposes, as onetime supplements to the department’s operating budget. Donations of equipment will be considered based on program outcomes, department goals and needs, maintenance costs and replacement costs. The donor must be informed in writing if the equipment is not to be replaced.
The City Manager may apply for grants of any dollar amount, but shall notify the Council when grants are being pursued pursuant to Council Policy 7.1.1 (Fiscal -Long Range Goals and Financial Policies), B.4. (Grants and Intergovernmental Assistance). The City Manager may accept and appropriate grant funds up to $100,000 that do not require a local match or obligate the City to any ongoing expenses, through an administrative budget modification. Any grants of $100,000 or more, or that require a local match or obligate the City to ongoing expenses, shall require Council approval of a budget modification before funds can be expended by staff. The budget modification shall include the use to which the grant will be placed; the objectives or goals of the City that 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.
This grant does not meet all the criteria to be administratively appropriated by the City Manager; therefore, a budget modification is required.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by affirmative votes of at least four members to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
ENVIRONMENTAL REVIEW
This activity does not require environmental review because it can be seen with certainty that there is no possibility that it may have a significant effect on the environment. CEQA Guidelines Section 15061(b)(3).
FISCAL IMPACT
Funding Source
The cost of the charger dispensing kiosk, including the first year of maintenance is $22,242.50. This amount will be paid by the Friends of the Sunnyvale Public Library grant funding.
The cost of the Sip2 license, including the first year of maintenance is $2,700. This amount will be absorbed in the FY 2019/20 Library operating budget.
Required Local Match
None.
Increased Cost to City Upon Grant Termination
Beginning in the second year of operation, there is an annual $2,092.50 charge for maintenance of the charger dispensing kiosk. This fee includes replacement of batteries, hardware upgrades, and technical support. The Library will reallocate funding from a discontinued checkout kiosk at Columbia Neighborhood Center to pay these annual support charges, resulting in no increased cost to the General Fund.
Beginning in the second year of operation, there is an annual increase of $324 for the Innovative Sip2 license. This amount will be incorporated into the existing annual maintenance contract for Innovative Interfaces, and included in the Department of Information Technology’s budget, beginning in FY 2020/21.
Budget Modification No. 27 has been prepared to appropriate Friends of the Sunnyvale Public Library grant funds in the amount of $22,242.50 for Purchase of a Charger Dispensing Kiosk to a new project, Library Charger Kiosk.
Budget Modification No. 27
FY 2018/19
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Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
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|
|
|
Revenues |
|
|
|
|
Friends of the Sunnyvale Public Library |
$0 |
$22,242.50 |
$22,242.50 |
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|
|
|
Expenditures |
|
|
|
|
New Project - Library Charger Kiosk |
$0 |
$22,242.50 |
$22,242.50 |
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. 27 to appropriate Friends of the Sunnyvale Public Library grant funds in the amount of $22,242.50 to a new project, Library Charger Kiosk.
Staff
Prepared by: Steve Sloan, Superintendent of Libraries
Reviewed by: Cherise Brandell, Interim Director, Library and Community Services
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Java Connections, LLC Quotation for Charger Kiosk
2. Friends of the Sunnyvale Public Library Grant Award