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07-25-1988 (City Council) Agenda Packet DATE POSTED 7-22-88 TIME POSTED 6:00 P.M. AGENDA CALLED CITY COUNCIL AND LIBRARY BOARD MEETING CITY OF WYLIE, TEXAS MONDAY, JULY 25, 1988 6:30 P.M. IN THE RITA AND TRUETT SMITH LIBRARY WORK ROOM 800 THOMAS STREET CALL TO ORDER INVOCATION ORDER OF PAGE BUSINESS REFERENCE BUSINESS 1 1 - 9 Discussion of Meadows Grant Funding 2 Discussion of North East Texas Library System Membership and Benefits 3 Discussion of Library Hours 4 10 Discussion of staffing and volunteer support 5 Future Funding for Library Programs 6 Adjourn TO: MAYOR, CITY COUNCIL, AND LIBRARY BOARD FROM: JOHN PITSTICK, CITY MANAGER DATE: JULY 22, 1988 SUBJECT : LIBRARY FUNDING AND PHILOSOPHY Several items will be discussed Monday night at our joint meeting concerning the ongoing funding and philosophy of the Rita and Truett Smith Library. Our most immediate concern is the active participation of NETLS, following through with the Meadows Grant and the actual commitment to an ongoing MLS Library Director for this year and future years . Under our requirements to stay a full member in NETLS (North East Texas Library System) we must spend $59 ,000 in this year budget. Ms. Elizabeth Crabb will be present Monday night to advise City Council and the Library Board on NETLS requirements and benefits. We are also under a Meadows Foundation Grant that funds $8 ,400 in this budget year for an interum Library Director, a Summer Children' s Librarian and some equipment and furniture. We officially received the Meadows Grant on June 21st . Since that time we have hired a Summer Children' s Librarian and have been actively seeking a Library Director. However , no Library Director has been hired and in order to fulfill our expense requirements we may need to hire a short term Director for a month to six weeks in order to allow us time to get the best person on board. There has been some discussion as to our ongoing need for a full time Master of Library Science Library Director . Our current philosophy has been to seek highly qualified professional staff and pursue an MLS Library Director to help promote the Rita and Truett Smith Library and be in charge of a volunteer program. The Meadows Grant calls for a $1 : $1 match for the Library Director for next budget year. Every dollar that is donated before December 1 , 1988 , Meadows will match up to $13 ,910 . to pay for total salary and benefits for the Library Director . Obviously, at the end of the 1988/89 Budget year the City would be responsible for budgeting the Library Directors salary for 1989/90 . We think we can get an excellent Library Director for our Library in the low to mid $20 ,000 range and be competitive with area cities. Staff needs direction from City Council and the Library Board on the direction of the Library since we are at an interum period and will be going through budget sessions in the next month. 441 f; CITY OF WYLIE 2001 HWY 78 N-P.O.BOX 428 WYUE,TEXAS 75098 June 8 , 1988 Mr . Leo D. Papa Program Associate, M. I .S. . The Meadows Foundation Wilson Historic Block 2922 Swiss Avenue Dallas, Texas 75204 RE: CITY OF WYLIE GRANT APPLICATION FOR RITA AND TRUETT SMITH LIBRARY Dear Mr . Papa : Following is an explanation for continued review of our grant application for support of the Rita and Truett Smith Library, a public library operated by the City of Wylie and originally donated by a prominent Wylie couple. Included is a list of budget cuts made as a result of a tax roll back previously mentioned . We have also included a letter from Elizabeth Crabb, Coordinator of the Northeast Texas Library System, explaining our current predicament and needs. As you can see by this letter from NETLS that we have been in frequent consultation with NETLS. I apologize for the time delay but we have been pursuing local contributions to help with the $12 ,000 . necessary to maintain NETLS membership. I am happy to report that we have received approximately $3 ,600 from local citizens ranging in contributions form $5 and $10 . up to $500 individual donations. Therefore, we only need an additional $8,400 that must be encumbered by August 30 , 1988 in order to maintain our NETLS membership. 021 • Currently we have only one Library Aide filling in as acting Director of the Library and have had limited volunteer support. Our major loss as a result of budget cuts included the dismissal of our Library Director , thus leaving a vacancy in professional library staffing . We desperately need professional supervision of our library in order to insure effective administration of our library. We are requesting a total of $8 ,400 . immediately to fund a professional librarian and a children' s librarian for a summer reading program. This initial funding would allow us to have a professional supervisor during this summer and also keep us current with the Northeast Texas Library System. We envision this only as interim staffing through August at which time consideration could be given to full time staffing and possible further support from Meadows . Currently we have no other requests outstanding for our library needs. As far as next years minimum funding we desperately need to employ a professional librarian for the coming year at an estimated salary of $27 ,820 including benefits . We anticipate by the end of next year (October , 1989 ) we would be able to budget necessary funds to employ the Library Director . Sincerely, John Pitstick, City Manager JP: cj 3 CITY OF WYLIE COMPARISON OF FUNDING CUTS 1987/88 BUDGET YEAR INITIAL TAX ROLLBACK PERCENT FUNDING FUNDING CHANGE CITY COUNCIL 71 ,500 .00 68,000.00 - 4 .89% CITY MANAGER 143,000 .00 97,000 .00 - 32 .16% CITY SECRETARY 72 ,000 .00 69,500 .00 - 3 .47% CODE ENFORCEMENT 107 ,000 .00 96,500 .00 - 9 . 81% ENGINEERING 122 ,000 .00 76 ,000 .00 - 37. 70% FINANCE 221 ,000 .00 194 ,000 .00 - 12 .21% PERSONNEL 49 ,000 .00 34, 500.00 - 29 . 59% MUNICIPAL COURT 47 ,000 .00 47,000 .00 -0- POLICE ADMIN . 83 ,000 .00 82 ,000 .00 - 1 .20% POLICE PATROL 463,000 .00 397 ,000 .00 - 14 .25% INVESTIGATION 63 ,000 .00 47 ,000 .00 - 25 .39% COMMUNICATIONS 129 ,000 .00 131 ,000.00 + 1 .55% FIRE DEPARTMENT 63 ,000 .00 59,000 .00 - 5 . 55% EMERGENCY MEDICAL SER. 101 ,000 .00 31 ,500 .00 - 68 . 81% FIRE MARSHAL 13 ,500 .00 13 ,500 .00 -0- LIBRARY 73,000 .00 47,000 .00 - 35 .61% PARKS 131 ,000 .00 30,000.00 - 77 .09% STREETS 419 ,000 .00 325,000 .00 - 22 .43% LANDFILL 22 ,000.00 22,000 .00 -0- GARAGE 27 ,000 .00 26,500 .00 - 1 .85% ANIMAL CONTROL 39 ,000 .00 38,000 .00 - 2 .56% Northeast Mas Library Syria" 1125 Amnia.Garland.Terms.793411. (214)*4-7112 June 3, 1988 Mr. John Pitstick City Manager City of Wylie P.O. Box 428 Wylie, Texas 75098 Dear Mr. Pitstick: I want to congratulate you and the Library Board for the efforts you and are making to insure that the Wylie public library continues to be a community asset. The volunteer project seems to be moving forward and the fund raising plan to replace lost City revenue has made a good start. I or one of my staff consult by telephone with your Acting Librarian, Kay Daniel, two or three times a week. She is a diligent worker but, as you know, she is in dire need of on site professional supervision. I believe you understand the State rule that if a local government does not maintain support of its library at the level of the past three year average, the library will lose membership in the state supported regional library system, in your case that is the Northeast Texas Library System. If membership were lost in NETLS your library would lose the following: The System' s vendor discounts on the purchase of library books: 44. 2% discount on trade books 33% discount on paperbacks 30% discount on childrens books The System's discount and promise to pay for full processing on all books purchased from the vendor: $. 50 per book The System purchases a machine readable tape of all Wylie's vendor purchases so you will be ready to automate your library at any future date An System allocation of $4,000 to $6,000 per year to purchase local library materials. A System owned collection of 2,500 16mm films and non fiction videocassette tapes to be circulated to your library or library patrons. Large print book and 1/2" videocassette materials in checked out to your library in a circuit. An opportunity to receive a System purchased microcomputer and library software. Concentrated advice and consultation from the NETLS professional staff ( 5 professional librarians) As you know, you need to expend on the library $12,000 plus the City Major Resource Center:Nicholson Memorial Library,Garland. Counties in the Northam Toes Library System:Anderson.Bowie.Camp,Can, Cherokee,Collin,Cooke,Dallas,Delta,Ellis,Fannin,Franklin,Grayson,Gregg,Harrison,Henderson,Hopkins,Hunt.Kaufman,Lamar,Marion, Morris,Navarro,Panola,Rains,Red River,Rockwall,Rusk,Smith,Titus,Upshur.Van Zandt,Wood_ allocation of $47,000 before the end of August 1988 in order to be able to report "maintenance of effort" to retain System membership. I do not think this $12,000 is an unjustifiable figure. When it was lost from the City budget, you major loss was in having to dismiss your library director. You are in great need of a professional librarian to direct the library, to plan the budget for next year and to supervise the staff and volunteers. Also, during the summer, you need a children librarian if you Summer Reading Club is to be successful. I would suggest that the $12,000 be used primarily to employ contracted professional and paraprofessional staff. These people could be employed for June through August and could then be considered for permanent status in your next fiscal year - or the summer coverage would give you time to look for permanent staff if the people were interim only. As we discussed, between my contacts, the local school librarians who might want summer work, and the two library schools in Denton ( 30 miles from you) we should have no trouble in locating some librarians who could be helpful even on this short notice. I trust you will consider this recommendation. Having worked with your present staff member, I know she would welcome direction and the Library Board would be very pleased to, again, have a professional on staff. Please let me know how I can be of assistance. Sincerely, i th Crabb, Coordinator Northeast Texas Library System $12,000 NEEDED FOR EETLS MAINTENANCE PROPOSED FUNDING SOURCES: Local Contributions $ 3 ,600 .00 Meadows Foundation $ 8,400 .00 TOTAL $12,000 .00 PROPOSED EXPENDITURES Summer Library Director $ 5 ,887 . 00 $13 .38/Hr . inc. benefits 11 weeks (June, July, Aug . ) Summer Childrens Librarian $ 4 ,210 .00 $9 .57/hr . inc. benefits 11 weeks (June, July, Aug . ) 60 Tray Card File $ 2 ,145.00 TOTAL $12 ,242 .00 MINIMUM NEEDS FOR COMING YEAR *Library Director $27 , 820 . plus benefits *The City of Wylie would be looking for an individual with a varied background that could effectively direct our Library and oversee a city wide volunteer program. s 1 1 THE MEADOWS FOUNDATION GRANT CONTRACT MEETING DATE: June 21, 1988 GRANT NO. : 88060137 AMOUNT: Up to $22,310 GRANTEE: City of Wylie, Texas PURPOSE: Toward Library expenditures required to maintain NE Texas Library System membership and toward compensation of a Library Director TERMS AND CONDITIONS: Payable as follows: $8,400 on July 10, 1988; and up to $13,910 as a $1 :$1 match for private gifts for library support and/or fees received between June 21, 1988, and December 1, 1988, payable December 10, 1988 Note: Please submit documentation of qualifying matching funds to the Foundation office by December 1, 1988. 1 . This grant is for the specific purposes set forth herein, and monies received under this agreement should be expended for no other purpose without the express , written approval of the Meadows Foundation. 2. Grantee specifically agrees that no part of the funds received from this grant will be used to carry on propaganda, influence legislation, influence the outcome of any specific public election, or carry on, directly or indirectly, any voter registration drive. 3. Grantee understands that under the terms of the charter of the Meadows Foundation, grant monies are awarded for the use of grant recipients within the State of Texas for the benefit of the people of Texas. 4. Grantee agrees to immediately notify the Meadows Foundation, in writing, if (i) Grantee's federal tax status is revoked or altered; (ii) Grantee has reasonable grounds to believe that its tax exempt status may be revoked or altered; or, (iii) Grantee has reason to believe that these grant monies cannot be or continue to be expended for the specified purpose(s) . In the event that Grantee loses its tax exempt status before all funds under this grant are dispensed, this grant contract will be considered null and void and all obligations of the Meadows Foundation hereunder will terminate. 5. Grantee certifies that the instant grant will not jeopardize Grantee's status as not a private foundation under Section 509 of the Internal Revenue Code. 6. Grantee will cooperate with the Meadows Foundation in supplying additional information or in complying with any procedures which might be required by any governmental agency in order for the Meadows Foundation to establish the fact that it has observed all requirements of the law with respect to this grant. 7. The Meadows Foundation retains the right to release information regarding this grant to any public media. Permission is hereby given for Grantee to use any wording contained in this contract, the accompanying letter, and the attached information sheet in press releases. Only proposed releases for publication or broadcast containing additional information need be submitted to the Foundation for approval . Grantee agrees to forward to the Meadows Foundation copies of any news releases, published materials, or media articles mentioning this grant which come to Grantee's notice or attention. 8. Grantee agrees to submit periodic reports to the Meadows Foundation on the expenditure of Foundation funds. The first report should be received by November 10, 1988, and interim reports should follow every six months until the grant funds are entirely expended, when a final report is due. Reports should summarize briefly what goals the grant has helped to accomplish and should include relevant financial information. A financial reporting form is enclosed. 9. This grant is conditional upon Grantee's acceptance of the terms and conditions set forth herein and in the accompanying letter of notification of award. The signature on this document of the person(s) authorized to make legal contracts for Grantee will represent Grantee's acceptance of this award and agreement to comply with the stated terms and conditions of this grant. The undersigned officials of the City of Wylie, Texas, have carefully read this ccntract and agree to the terms and conditions stated herein. THE MEADOWS FOUNDATION CITY OF WYLIE XAS By ally . Lancaster Chuck Trimble, kayor Execu ive Vice President r I, By John Pitstick, City Manager LIBRARY DIRECTOR Salary Range 19 ,811 .65 to 29,203.21 t benefits The City of Wylie is accepting applications for the position of Library Director . This is an interim position with the Possibility of a full time directorship with the Rita 6 Truett Smith Library in October . Incumbent in this position holds top level responsibility for administration and management of the Wylie Public Library. The library Director is appointed by and reports to the City Manager . Tasks performed include: 1) assigning , scheduling, and supervising the work of all Library supervising or performing all technical activitynnel such as acquisition, cataloguing , or classifications; proposing , and administering the Library budget; 4) exploring community Library �) reviewing new matrialsedofferin or and purchasing 5) materials; g P 9 needed 6) maintaining records of Library transactions and making monthly and other reports to city management and to the Texas State Library; 7) providing staff support to and receiving recommendations of the Library Board; g) attending Library meetings as required . Incumbent receives general supervision in difficult or unusual cases , but is expected to exercise independent judgment in overseeing day to day Library operations . This position is exempt from the overtime provision of the Fair Labor Standards Act . MINIMUM QUALIFICATIONS : 1 ) EDUCATION-Master of Library Science from an ALA accredited Library school . 2) EXPERIENCE-As an active promoter with excellent public relations skills with a background in volunteer training, skills in development , grantsmanship, and planning for collective 3 LEDGE and pracct,ices; boo ,OF-Professionalhors andbinc principles, methods , library materials . 4) ABILITY TO-Write instructions regarding activities,libraryaret policies and and maintain records plan prepare reports effective working relationships ewithsfellowlemployees,and maintain Boards and the general public . /V