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HomeMy WebLinkAbout1982-06-22; City Council; 5273-3; Automated Library Circulation Control System�3 CIT OF CARLSBAD — AGENI)i BILL AB# Su7�1-_ _ .TH_LE: AUTOMATED L IBRARY CIRCULAT--IO" "A ncn1. r uB ^ n CONTROL W"r MTG. _ p2� SYSTEM UPGRADE CITY ATTY_ f DEPT.,__LLB___ \ CITY MGR. RECOMMENDED ACTION: Adopt Resolution No.��-<approving the appropriation of California Library Services Act Direct Access funds for purchase of hardware necessary to upgrade the joint Oceanside -Carlsbad CLSI Circulation System, and authorizing the transfer of funds. ITEM EXPLANATION: The Oceanside and Carlsbad libraries, in 1978, jointly purchased the CL Systems, Inc. circulation system with the main computer located in the Oceanside Public Library. The purchase was financed over a five-year period to end in fiscal year 1982-83. The system needs to be upgraded to enlarge its capacity and to insure its viability, in the future. It wil-1 cost $117,600 to upgrade the system jointly with Oceanside, and Carlsbad's share is $58,800. The total amount will be financed over the next five years. A transfer of funds for the purchase will be made from the unappropriated fund to the Library - CLSA Capital Outlay Account. Both the Carlsbad and Oceanside Library Boards of Trustees, and Oceanside City Council have recommended the expenditure of funds for the upgrade. FISCAL IMPACT: $58,800 from CLSA Direct Access funds,to be paid over a five-year period, with the annual payment being approximately $11,000. Currently the CLSA account holds $90,90). EXH I B,I T: 1. Library Director Memo dated June 11, 1982. 2. Resolution .No. R r3' approving the appropriation of CLSA Direct Access• funds and authorizing the transfer of funds. 19 DATE: June 11, 1982 TO: Frank Aleshire, City Manager FROM: Clifford Lange, Library Director✓ SUBJECT: Library Computer Upgrade RECOMMENDATION: $ Approve the expenditure of $58,800 of California Library Services Act funds to purchase a new computer, Model iB/60 (PDP 11/34 processor and two DD-300 disc drives) cabinetry, two printers and various related , t peripheral equipment to upgrade the library circulation system. DISCUSSION: In 1978, the Carlsbad and Oceanside libraries jointly purchased an § automated library circulation system from CL Systems, Inc. Based upon t the hardware/software configuration selected at the time of purchase, the capacity of the system was large enough to absorb projected increases 1 in volume for approximately five years. A subsequent software improve- ment providing for more complete bibliographic description, along with a substantial increase in circulation, make it necessary to upgrade the system to meet the need for more capacity. The effectiveness of the system and its development and improvement in the future, depend upon this upgrade. The library has experienced a 42% increase in circulation over the past four years. The CLSI system has made it possible to absorb that increase without adding new personnel. In addition, the system has provided better control of the collection and delinquent borrowers, as well as better service to library users. A number of alternatives have been evaluated to determine the best way to address this problem. Both the Carlsbad and Oceanside Boards of Trustees, ' and the Oceanside City Council have approved expenditures to upgrade the present CLSI system. This upgrade appears to be the best solution. 'FISCAL IMPACT: The total cost to upgrade the library circulation system is $117,600. Carlsbad will pay one-half or $58.800. The ongoing maintenance cost to Carlsbad will be $14,058 annually. Funds for maintenance are included in the 1982-83 library budget. 2• ALTERNATIVES: These alternatives were considered: I. Make no changes 2. Add peripheral equipment -- disc drives and replace cabinetry 3. Purchase a new system 4. Abandon present system and create a new system using City of Carlsbad HP Computer The "make no changes" alternative•will result in the system running out of capacity in a year or a year and one-half and a progressive deterioration in system operation during that time period. Adding peripheral equipment would solve the capacity and cabinetry problems at a cost of $68,000, but would not allow the library to take advantage Of future software improvements, e.g. -- on-line catalog. Alternatives number three and number four would involve purchase the expense of converting the exisitng database, and ithewloss �ofethe library's $102,025 investment in the present system. The cost for either f of these alternatives would range from approximately $118,000 to $250,000. { The recommended solution protects the library's initial investment, , pro- vides over four times more capacity than the present system, increases terminal capacity, and the capability to adopt all future software enhancements. All of these factors will allow the library to continue to develop its automated system and to meet the needs of the future in areas such as a public access on-line catalog. CONCURRENCE: The recommended solution has unanimous concurrence by `the Carlsbad and Oceanside Library Board of Trustees and by the Oceanside City Council. 1 2 3 4 5 6 7 8 9' 10j 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1 RESOLUTION NO, 6Q15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE APPROPRIATION OF CLSA DIRECT ACCESS FUNDS AND AUTHORIZING THE TRANSFER OF FUNDS FOR PURCHASE OF HARDWARE NECESSARY TO -UPGRADE THE CLSI CIRCULATION SYSTEM. WHEREAS, the City Council of the City of Carlsbad has determined that it is necessary to upgrade the Oceanside -Carlsbad jointly owned CLSI circulation system; and WHEREAS, funds for this purchase are available in the unappropriated account. ' NOW THEREFORE BE IT RESOLVED by the Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the transfer of funds for purchase of the CLSI upgrade be made from the unappropriated fund to Library - CLSA - Capital Outlay Account is hereby authorized and approved. 3. That Department of Finance Fund Transfer No. %G on file in said department and incorporated by reference herein is approved. PASSED APPROVED AND ADOPTED by the City Council of the City of Carlsbad ad1'ourned at a kegudlar meeting held on 22ndday of June 1982, by the following vote, to wit: AYES: Council Ff bers Casler, Lewis, Kulchin and Chick NOES: Nme ABSENT: gone MARY H. G SLER, Mayor ATTEST: ALETHA L. RAUTENKRANZ, City Clerk (Sea])