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HomeMy WebLinkAboutOrdinance No. 2823-2015Suggested by: Administration CITY OF KENAI NO. 2823 -2015 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, ACCEPTING AND APPROPRIATING A FEDERAL GRANT FROM THE INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) PASSED THROUGH THE ALASKA STATE LIBRARY FOR CONVERSION COSTS ASSOCIATED WITH THE CITY OF KENAI LIBRARY JOINING THE ALASKA JOINT CATALOG CONSORTIUM. WHEREAS, the Kenai Community Library has received a $5,000 grant from the IMLS passed through the Alaska State Library for conversion costs associated with the library joining the Alaska Joint Catalog Consortium; and, WHEREAS, the remainder of the conversion costs are being funded by a Rasmuson Foundation Grant to the Joint Library Consortium; and, WHEREAS, the Alaska Joint Catalog Consortium includes libraries from (65) communities throughout the state and joining the consortium will provide Kenai Library patrons with a greater selection of resources; and, WHEREAS, joining the consortium will reduce the Library's operating expenses by reducing software licensing and maintenance costs as well as the demand for IT resources to house and maintain the current library catalog system; and, WHEREAS, it is in the best interest of the City of Kenai to accept and appropriate these grant funds which will reduce operating expenses and enhance the services provided to patrons of the Library. Section 1. Form. That this is a non -code ordinance. Section 2. That the City Manager is authorized to accept a grant from the IMLS passed through the Alaska State Library for conversion costs associated with the library joining the Alaska Joint Catalog Consortium and to execute grant agreements and to expend the grant funds to fulfill the purpose and intent of this ordinance. Section 3. That estimated revenues and appropriations be increased as follows: NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA that estimated revenues and appropriations be increased as follows: General Fund Increase Estimated Revenues: Federal Library Grants $5,000 Increase Appropriations: Library - Professional Services $5,000 New Text Underlined; [DELETED TEXT BRACKETED] Ordinance No. 2823 -2015 Page 2 of 2 PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 15th day of April, 2015. / PAT PORTER, MAYOR ATTE Sandr M dig Vi, City Clerk Approved by Finance: Introduced: April 1, 2015 Enacted: April 15, 2015 Effective: April 15, 2015 New Text Underlined; [DELETED TEXT BRACKETED] j "'Villaye with a Past, C# with a Future" r 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 b3ftd II d Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 1992 Elreclyof KENAI, ALASKA MEMO* TO: Terry Eubank CC: Rick Koch FROM: Mary Jo Joiner DATE: 23 March 2015 SUBJECT: Joint Library Catalog Grant The Alaska State Library has awarded the Kenai Community Library a grant of $5,000 to support our costs to transition to the Joint Library Catalog. The remainder of the cost to join has been covered by a grant from the Rasmuson Foundation to the Joint Library Catalog. The Joint Library Catalog is a consortium of libraries (65) throughout the State of Alaska including the collections of the: Alaska State Historical Library Anchorage State Library Anchorage Public Library Anchorage Museum ARLIS (Alaska Resources and Library Information Services) which includes resources from the Fish and Wildlife Service, the National Park Service, the U.S. Geological Survey and other agencies. Juneau Public Library Matsu Borough School District MatSu Consortium Libraries which includes Big Lake, Palmer, Sutton, Talkeetna, Trapper Creek, Wasilla and Willow public libraries. Sealaska Heritage Institute University of Alaska libraries including KPC Valdez Consortium These libraries serve 58% of the population of Alaska. The coverage and collection increase with the addition of the Kenai, Petersburg and Sitka libraries. Membership in the Joint Catalog has benefits to the public and to the library staff as well as simplifying some of our IT management. Our library card holders will be able to view either only the Kenai holdings or the holdings of the entire consortium. They will also be able to directly place holds on material which will then be delivered to our library for pick up. Our maintenance cost for the software will be reduced by approximately half the yearly cost we now pay. We will not need to maintain a server to house all the data locally and all software updates will be handled by the JLC staff. The JLC also offers a 24/7 help line for any performance issues. Some of the in -house system management that is now done by library staff will be covered by the JLC. We expect this new system to be up and running before the end of this fiscal year Alaska State Library FY2O15 Interlibrary Cooperation Grant Agreement ss' Ws'e"'u EO7 ,; Museum..L RVICES SERVICES This grant is supported with Library Services and Technology Act funding provided by the Federal Institute of Museum and Library Services as _ administered by the Alaska State Library. This agreement made and entered into this eleventh day of March 2015 by and between the Alaska State Library, hereafter referred to as the Grantor; and the Kenai Community Library, hereafter referred to as the Grantee. WITNESSETH Whereas, the State of Alaska has appropriated funds for Interlibrary Cooperation grants; and Whereas, the application of the Grantee for a grant Joint Catalog Consortium Grant has been approved. NOW THEREFORE, for and in consideration of the mutual covenants herein contained the parties hereto agree as follows: A. The Grantor will agree to: 1. Furnish funds in the amount of $5,000. 2. Provide, as necessary, advisory services in furtherance of the grant project. B. The Grantee will agree to: 1. Abide by the conditions set forth in the application and approved (with revisions if applicable) by the Grantor. 2. Provide basic library services free of charge. 3. Submit a signed Grant Agreement and a Final Report for the grant. 4. Maintain accurate records for auditing purposes. 5. Return any grant funds unexpended or unencumbered by June 30, 2015, and all funds for which there is no proper accounting. 6. Receive prior approval from the Grantor for any line item change that exceeds 10% of the line item, except that no prior approval is required for: a. Line item changes of less than $100; or b. Line item changes that add funds to library materials. 7. Credit the Institute of Museum and Library Services for providing grant funds for the project in all project - related public events, press releases, printed materials, and Web sites. 8. Submit a signed Children's Internet Protection Act (CIPA) Certification Form, if the grantee is a public library or a public elementary or secondary school library. 9. Agrees to only purchase materials that promote the purpose and activities of the project and that are educational and informational in nature and have a clearly demonstrable and legitimate purpose that is directly related to the LSTA grant project. 10. Assure the Alaska State Library that the grantee complies with all applicable federal laws, regulations, and Office of Management and Budget (OMB) circulars in regard to the use of LSTA funds as detailed in the assurances section of this agreement, including: 3211 Providence Drive Anchorage, Alaska 9950£3A611 UAA/APU Consortium Library 1'907.786.1871.1907.786.6050 UNIVERSITY nfALASKA ANCHORAGE www.consortiumlibrary.org March 28,2014 Patience Frederiksen Alaska State Library 344 West Third Avenue, Suite 125 Anchorage, AK 99501 Dear Patience, As you know one of the strengths of Alaska's libraries is our willingness to cooperate in many ways crossing institutional and geographical boundaries. Our overarching goal is to provide better service to our communities by offering access to more resources. An excellent example of cooperation is the Joint Library Catalog, which combines the resources of the Anchorage Public Library, the Anchorage Museum, ARLIS, the Alaska State Library, the Egan Library at UAS, the Juneau Public Library, the Valdez Consortium Library, the Alzheimer's Resource Library, UAA Career Services Center, the UAA Learning Resources Center, and the UAA libraries located in Anchorage, Mat -Su, Kodiak, Homer, and Soldotna. This summer the Joint Library Catalog will be merging with the Mat -Su Library Network adding the collections from the public libraries in Palmer, Wasilla, Sutton, Trapper Creek, Talkeetna, Willow, and Big Lake plus the school libraries of the Mat -Su Borough School District. As is often the case, successful partnerships produce new partnerships. I am writing this letter in support of the ILC FY 2015 grant proposal to add the Kenai Public Library to the Joint Library Catalog. The shared system will optimize the use of the library collections by providing better access to more resources to all of the communities. This grant project will offer improved services to all of our registered library users in Anchorage, the Mat -Su Valley, Juneau and in Kenai. I fully expect the number of registered library users will increase as more of our residents discover the benefits of the shared system. Partnerships are the key to our success and I appreciate the Alaska State Library's support of cooperative programs. Sincerely, Steve Rollins Dean, UAA /APU Consortium Library Since this was submitted last year, the Joint Catalog received funding to substantially cover the start up costs so that Kenai can merge its records with the Joint Catalog in FY15. As a result of the application submitted and denied last year, the city did not budget for the Joint catalog in FY15. The $5,000 requested represents approximately 10% of our annual materials budget. It would be painful to try to fund this with the existing budget. The Rasmuson Foundation has come forward to fund $28,220 of Kenai s conversion costs. The Joint Catalog is anxious to add Kenai this spring. "It is becoming increasingly common for libraries in a district, state, or because of some other common association, to purchase a library automation system as a consortium. Since each of the records reside in the same database, providing the capability to search across all the library's collections is easily accomplished. This model of searching is more straightforward, avoiding the complex matrix of connections involved in the virtual catalog model. The shared system approach for establishing a union catalog should generally offer higher reliability and faster performance." — Marshall Breeding Statement of need: What problems experienced by your library patrons or staff will be addressed by this grant project? •'r The demand for library materials has increased with the computer age. Along with the demand for sheer volume of material, is the demand for instant gratification. Many of our users simply do not want to wait! Users are accustomed to self- service and many of them do not want to take the extra time to complete an Interlibrary Loan request especially when they have no firm idea of how long it might take for the material to get here or from where. ❖ Often it is simply not possible to renew ILL loans. The ability to see what is available in a broad region and to place a hold instantly yourself would provide a level of service and comfort to library patrons. Staff would not need to mediate and spend time on OCLC searching for material that is available locally. •S As budgets remain static or shrink, we are increasingly under pressure to do more with less. The Joint Online Catalog represents savings to all members of what is essentially a resource sharing cooperative. It is incumbent upon us to get the most out of our physical collections. Goal(s) of the grant project: Describe the objectives of this grant project. To provide users with a level of service that is taken for granted in other states with consortiums, giving access to millions rather than thousands of items with delivery to the local library. To join an Alaskan Consortium of libraries to better serve all library users in the state. Only a universal state library card would do this better. A joint catalog will provide users and staff more immediate access to a wide variety of material. Essentially the catalog will provide more services, more effectively. The objective includes merging the Kenai Community Library ILS holdings with that of the Joint Library Consortium. This involves working closely with SirsiDynix and the governing board of the consortium. To include economies of scale in cataloging for local staff, as well as 'cleaner' cataloging in general for common records. To significantly reduce the costs of commercial e- resources and achieve better terms and conditions of use, thereby maximizing value for money through smart negotiations and joint purchasing agreements. Intended outcomes: Describe how the grant project will result in changes in skills, knowledge, attitude, behavior, or quality of life for the target audience(s). ❖ Where the target audience is users, the users of our materials will now directly include not only our local cardholders, but cardholders in all the libraries that are members of the consortium. Not only will our cardholders have direct access to much more material, but cardholders from other institutions will have access to our materials. ❖ Through a common collection we maybe all able to better meet the demand for popular materials and reduce hold times. This will reduce frustration for our users who sometimes experience long waits. Local users will benefit from staff time that can now be devoted to more in -house activities and programming. ❖ Local community agencies will have greater access to staff who have more time to work with them as their technical services task are more efficiently completed. • Collection development will become more customer driven. 4• Where the target audience is the staff, the rhythm of work in technical services will drastically change. Most ILLS will be placed by users without mediation from a staff member, freeing up that staff for more direct customer service duties. Cataloging of materials will be streamlined as records are matched to other holdings within the consortium allowing for better authority control. Circulation activity will increase to facilitate prompt delivery and items to users in -house and in other libraries. This project gives staff access to deep technical expertise to handle ILS system issues and frees up local staff for more programming and customer - oriented activity. This will include better use of the OWL system for locally generated programs. Staff will also have more time for outreach activities in the community. ❖ The consortium will maintain the database of catalog and patron records. We will have access to better statistical reporting. ❖ For the library, our ongoing maintenance fees will be smaller. A shared system affords the ability to avoid duplications in bibliographic records, which translates to savings in cataloging efforts. Similarly, software prices for add -ons may be lower when licensed as a consortium rather than in an independent arrangement. ❖ Both staff and users will benefit from early advances in technology. Target audience(s) of the grant project: Who will be served by the grant project? ❖ Every cardholder in the system will be served by the project. This will benefit a huge proportion of Alaskan residents with impact far beyond our local holdings and area. Activities and timeline to be undertaken: Describe the activities that need to be performed to complete this grant project. Organize these activities into a timeline or schedule and indicate dates for each activity. ❖ Winter 2015 —Michael Stallings will come to Kenai to meet with staff to discuss implementation and migration of system. He will answer questions regarding the governance structure and outline changes to policies and procedures. ❖ March 2015- The staff of the Joint Catalog will work with SirsiDynix on merging our catalog with that of the whole. Library Director will meet with governing board and continue work of migration and merging with focus on policies regarding circulation periods, etc. Spring 15 — Education and training for staff. Catalog will be up and running. Education, marketing and training for users. June 30, 2015 — Project is completed. Justification of all budget line items: Provide details about each major section of the budget summary, such as personnel, collections /library materials, and other expenditures. Be sure to describe the types and value of cash (local or other funders) and in —kind donations to be made to this grant project. Clarify whether local funding is secured or unsecured. If it is unsecured, please state when you will know whether the local funding will be available for the project. Be specific and complete and check your figures. The local funds for Personnel are based on the amount of time it is estimated that Kenai Community Library staff will work on this project from planning through implementation and completion. Local funds for the project in services include the amount that the City of Kenai has budgeted for FY 2015 for maintenance of the current SirsiDynix ILS in use. The one -time migration cost has been estimated at $30,190 by SirsiDynix with an estimated annual maintenance cost of $4,200. Purchases of single Items of More Than $5,000: Are you planning to use grant funds to buy any single item at more than $5,000 in cost? If yes, please include narrative about the item that you are planning to buy with $5,000 or more in grant funds. Pretty much the entire cost of this project is the cost of migration of Kenai Community Library records @ $30,190 which would come as a single cost. An evaluation plan: ❖ The Joint Catalog uses some software that is superior to what we are using now for reporting. We should easily be able to gather statistics on use of the system by borrowers from our system who place holds as well as numbers of our items requested by cardholders from other libraries in the system. We will keep track of the expenses incurred to deliver items and compare them to prior costs. Keeping in mind that increased delivery costs may indicate success of the project! We will survey our local cardholders to determine whether they have used the new features of the catalog, if they like or dislike access to the larger collection and what they would like to see improved. We will record any spontaneous comments regarding the catalog made by our users, both positive and negative. We will also post a survey on our website to get feedback from our users who may not come in to the library often. Activities this grant supports in Library Services and Technology Act Alaska State Plan 2013 -2107: Activity 1.2: Support improved library service and accessibility to cultural and historical programs for and about Alaska Natives and Alaska Native culture. Activity 1.9: Offer Books -by -Mail or appropriate alternatives to Alaskans living in areas without public libraries. Activity 1.12: Offer training for library staff in new technologies, traditional library skills, and specialized service or topics in various delivery modes. Activity 2.2: Assist libraries to provide content in formats and languages appropriate to their individual communities. Activity 2.9: Collaborate with statewide consortiums and groups to expand access to Alaska's online electronic resources and services. Activity 2.11: Foster development of multi - platform apps so people can access library resources on mobile devices. Objective: Alaskan libraries will seek partners to transform themselves into local idea laboratories and multi -use spaces for their communities. Activites 3.5- 3.9 (These are supported by the freeing up of staff time and re- allocating that time out of technical services and into customer service.) Activity 3.10: Support the Alaska Library Network and other entities as they strengthen Alaska's libraries through effective coordination of cooperative services and programs. Activity 3.11: foster partnerships with community, regional and statewide organizations to meet community needs and improve library services. Activity 3.12: Assist libraries interested in developing alternative governance or financing structures or in developing regional, borough, or statewide library services. Duns Number: Please supply the Duns Number for your agency. As of 2011, this is a legal requirement for grants funded with federal Library Services and Technology Act funds. •A DUNS 002174159 Eligibility of library to receive ILC grant as per criteria outlined in Part III of attached ILC cover memo. Does your library meet these eligibility criteria? Special libraries and school libraries should be sure to address these questions. ❖ Yes. Continuation plan: If this will be an ongoing project, describe how the project will be supported after the grant period is over. This project will be supported by the Library Operating Budget with aline item for system maintenance and improvement. Letters of Support from Cooperating Libraries and Partners: If other libraries or partners will be involved in this project, who are they and how will they be involved? Attach letters of support from these organizations.