HomeMy WebLinkAbout1987-01-27; City Council; 8865; Library Computer Purchase-0 %
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CIT•"�flF CARLSBAD — AGEND'_`81LL
AB# �'� G S I TITLE•
WIG. 1127.1 ts!
DEPT. LIB
RECOMMENDED ACTION:
LIBRARY COMPUTER PURCHASE
DEPT. H
CITY A 11 f, tLL-
CITY MQR. �"
Approve the library's withdrawal from the computer system shared with the Oceanside
Public Library; authorize negotiations for purchase of a computer system and adopt
Resolution No. �Y'� amending the library budget.
ITEM EXPLANATION:
Staff has reevaluated the existing library computer system shared with the Oceanside
Public Library and the proposed upgrade of that system to accommodate the addition
of an on-line catalog. This evaluation has exposed the potential for control
problems in the future operation of the computer; e.g., hours of operation, reports
production, quality of the catalog, and the increased negative impact such lack of
control could have upon the Carlsbad Library and its users' access to information.
Negotiations with the current library computer system vendor, CLSI, show that a
substantial savings can be realized with the purchase of a computer system for the
Carlsbad Library as compared to the cost of an upgrade of the existing shared
system.
The proposed computer system will require the hiring of one full-time person
(Librarian I) and one half-time person (Library Clerk) to operate the system.
FISCAL IMPACT:
Hardware cost for the new computer system will be $157,000. Software will cost
$24,000, for a total cost of $181,000.
The library's 1986-87 budget includes $147,755 to purchase the computer. These
funds have been budgeted and accumulating since 1983 from state grants under the
Public Library Fund. State reimbursements for non-resident use of the library
provided under the California Library Services Act are also included. The Public
Library Fund Grant to the library in 1987-88 is expected to be approximately
$45,000, making available a total of $192,755 for the proposed computer purchase,
which will occ,jr over a two-year period.
Staff cost to operate the computer in FY87-88 will be $36,073, including benefits.
$38,000 is budgeted for the operation of the shared Carlsbad/Oceanside computer.
These funds will be rebudgeted into salary and supply accounts and no additional
funding will be required.
The transition to the new computer system will require filling the requested
positions on May 1, 1987. This will be a non -reoccurring cost of $5,100.
Based upon the CLSI quotations and the timing of the project, a savings of $60,950
will be realized over the next five years. Alternatives to the CLSI system will
also be investigated.
PAGE 2 of AB# Q�'(
EXHIBITS:
1. Memo to Assistant City Manager Frank Mannen from Library Director dated
January 7, 1987.
2. Resolution No. 89 y� amending the library budget.
9
JANUARY 7, 1987
TO: ASSISTANT CITY MANAGER/FRANK MANNEN
FROM: Library Director
LIBRARY AUTOMATION PROJECT
RECOMMENDATIONS:
Approve the library's withdrawal from the computer system shared with the
Oceanside Public Library and authorize purchase of a computer system for
the Carlsbad City Library.
DISCUSSION:
The public libraries of Carlsbad and Oceanside jointly purchased an automated
circulation system in 1978. This system has functioned effectively in checking
out library materials and has saved money and staff for both libraries.
In 1983, both libraries agreed to plan for the addition of an on-line catalog
to the automated system. As this planning has progressed, staff has recognized
that the online catalog will bring a crucial change in the role of the automated
system in the library. The online catalog will make the automated system
the "master" of the library because the catalog is the index to the library
and the access point to the library's collections for most library users.
The recognition of this change in the nature and impact of the automated
system has led staff to reevaluate the existing relationship with the Oceanside
Public Library. Although Carlsbad is an equal partner/owner of the system,
on a practical level, the computer is controlled by the Oceanside Public
Library because it houses and operates it. This has not been an insurmountable
;problem in the past, but it may be a pro'-lem in the future. Both libraries
have managed to agree, often through comp,imise, on various issues such as
hours of operation of the computer, shutdown time, reports production, etc.
However, with the introduction of the online catalog, the issue of who controls
the computer takes on a different level of significance. It is the recognition
of these facts that has led to the recommendation that the Carlsbad library
withdraw from the shared computer system.
FISCAL IMPACT:
Adding an online catalog to the shared system requires an upgrade of the
hardware. The estimated cost (to Carlsbad) of that upgrade is $129,550. The
cost to purchase the appropriate hardware for a Carlsbad -owned and operated
system is estimated to be $157,000. The total one-time cost aifference between
the two systems is $27,450.00. Annual maintenance cost of the Carlsbad system
would be approximately $8,064.00 more than for the shared system.
A Carlsbad -owned system would produce an annual savings in telecommunica-
tions cost of approximately $3,000.00. With a Carlsbad system, it appears
possible to move to an online catalog two years earlier than if the library
remains tied to Oceanside. This would result in an annual savings of $18,000
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in card cataloq maintenance (staff and material Cost) and produce 4 *^fal
savings of $36,000 over the two years.
Carlsbad's share of the annual cost to operate the shared system computer
(personnel, supplies, and overhead) is approximately $35,000. This cost
would continue with a Carlsbad -owned system in the form of personnel and
material costs of approximately $37,073.
There is a significant software cost difference between the two system options.
A Carlsbad -owned system will save $90,720 in software license fees over a
five-year period.
Funds to purchase a computer system for the Carlsbad Library are included
in the library's 1986-87 budget.
ALTER'.,, IVES:
1. Remain with the system shared with the Oceanside Public Library.
2. Revert to a manual operation.
Alternative #1 is rejected because of control problems and future cost increases.
- r
Alternative #2 is rejected because a manual circulation operation would require
a massive increase in personnel cost and poor service to the public.
CONCURRENCE:
t The recommended action has unanimous concurrence by the Library Board at
its December 1986 meeting.
CLIFFORD E. LANGE
CEL:pab
Attachments
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COMPUTER SYSTEM COST COMPARISON
Hardy a Cost
SharE S�tstem
Oceanside/Carlsbad
Original Proposal: $239,000
Additional Processor: 30,000
16 Channel Multiplexor 18,000
$287,000
Less Trade -In 33,500
$253,500
Carlsbad 50%
Share of Cost: $126,750
Installation: 2,800
Total Cost $129,550
Annual Paintenance: $ 12,660
Software Cost
Annual Software License Fee:$ 9,120
(with present terminals)
Five -Year Cost: $ 45,600
With addition of 24
terminals during last three
years of five-year period: $ 69,120
Total $114,720
Annual Telecommunications
Cost for Main Library and
Branch: $ 3,000
Current Annual Cost
(personnel, supplies, and
overhead) to Carlsbad to
operate main frame computer:$ 35,000
CLSI Proposal:
Installation:
Total Cost
Annual Maintenance:
Hardware Cost
Independent System
Carlsbad
$157,000
-0-
$157,000
$ 20,724
Software Cost
No Annual License Fee
One -Time Charge: $24,000
Five -Year Cost: $24,000
With increase in number of
terminals, no increase in
cost.
Annual Telecommunications
Cost for Branch: $ 600.00
Supplies: $ 11000.00
Personnel Cost: $?9,908.00 - Full -Time Lib. I
6,165.00 - Part -Time Clerk
Total 3$ ,073.00
Related costs and potential savings if Carlsbad moves to an Independent System:
It appears possible to move to an
on-line catalog two years sooner
with an independent system than if
Cwe,?remain with Oceanside.
Savings in catalog maintenance: $36,000
January 1987
Hardware
Purchase Cost Increase
Maintenance:
Software License Fee:
Telecommunications:
Personnel/Supplies:
Operating Cost Decrease
FIVE YEAR COST COMPARISON
Oceanside/Carlsbad
$12,9,550
OPERATING COSTS
$ 63,300
114,720
15,000
175,000
$368;020
ADJUSTED COST COMPARISON
Operating Cost Savings: $52,400
Catalog Maintenance Savings with
Carlsbad -Owned System: 36,000
$88,400
Carlsbad -Owned Hardware Cost Increase:-27,450
Net Savings: $60,950
Carlsbad
$157,000
$ 27,450
$103,620
24,000
3,000
185,000
$315,620
$ 52,400
January 1987
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RESOLUTION NO. 8949
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE ADDITION
OF ONE FULL TIME POSITION TO THE LIBRARY BUDGET
AND TRANSFERRING FUNDS.
WHEREAS, the City Council has determined that the Carlsbad City Library
will withdraw from the Joint Oceanside/Carlsbad Library Computer System and,
WHEREAS, the Carlsbad Library will be installing a local computer system
to support an on-line catalog, circulation, and other functions and,
WHEREAS, additional staff will be required to support this system
beginning in May 1987 and,
WHEREAS, additional funds in the amount of $5,100 will be required to fund
salary and benefit costs for this position for the remainder of 1986-87;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad as follows:
1. That the library budget shall be amended by the addition of one
Librarian I position.
2. That the transfer of $5,100 from the City Council's contingency
account is hereby approved, reducing the contingency fund balance to
$723,133.
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PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of
the City of Carlsbad held the 27th day of January 1987, by the
following vote, to wit:
AYES: Council Members Lewis, Kulchin, Pettine and Mamaux
NOES: None
ABSENT: None
oe
LEW , Mayor
f ATTEST:
&Axt4- / Zx-�
ALETHA L. RAUTEN RANZ, City Clerk
(SEAL)
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