City Council
Report
City Council Meeting: August 24, 2022
Agenda Item: 11.A
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To: Mayor and City Council
From: Erica Cuyugan, City Librarian, Library Services Department Subject: Approval of Library Budget Changes to Expand Hours and Service Recommended Action
Staff recommends that the City Council approve the FY 2022-23 budget and position changes described in the Financial Impact and Budget Action section and Attachment A of this report to provide support for the expansion of library operating hours.
Executive Summary
On June 28, 2022, during the adoption of the FY 2022-23 Exception-Based Budget, City Council allocated resources for the Library to enhance Saturday hours at selected branch libraries and offer additional evening hours. Staff recommends the allocation of $537,924 in one-time capital improvement program projects that were deferred to increase library operating hours, including weekly Saturday service at both the Pico and Montana Avenue branches, and evening hours until 7 pm. The funding grants users expanded access to library space, public internet and computer stations, services, resources, and knowledgeable staff and emphasizes the City Council’s commitment to Equity and Inclusion as a value and key priority. Enhancing branch services and programs helps families, seniors, youth, and low-income households benefit by connecting to the library resources they need to thrive.
Discussion
In 2020, Covid became a catalyst for major budget reductions, extensive cuts to staffing, and the restructuring of the library department. As a result, many of the library’s 2 of 4
branches have remained shuttered or function with minimal staffing, limited in-person service and programs, and reduced operating hours.
Pre-Covid library staffing levels were 112.0 full-time equivalent (FTE) employees, but the restructured department resulted in a reduction of 65.0 FTE (58%) leaving the library to operate and provide services with 47.0 FTE. Subsequent funding enhancements since 2020 have increased staffing to 61.2 FTE, including proposals approved in Fiscal Years 2020-21 and 2021-22 that have allowed incremental increases to hours and service, with three locations (Main Library, Pico Branch and Montana Avenue Branch) open for in-person service and one location (Ocean Park Branch) open through a self-service, automated model.
Using the funding approved through this proposal, the library, which currently operates at 84 hours per week across four locations, will increase its operations to 116 hours per week across all five locations. This results in a 38% increase in hours from current operations. This plan meets key expectations from the community and City Council:
• Main and branch locations will have evening hours
• Two branch locations will be open every Saturday
• All four neighborhood branches will be open
This enhancement marks a milestone in library restoration. For the first time since April 2020, the Library will be able to provide service at every neighborhood branch location (with a combination of self-service and in-person models) and be open every Saturday (at two locations). A focus on neighborhood and branch services will include additional programming for youth and families, alignment and coordination of Main Library services such as Literacy Education for Adults and Families (LEAF) and workforce development services, and an increase in branch staffing support. Most residents and visitors will now be able to walk to the closest neighborhood branch during certain days of the week. The library continues to rebuild services and hours as funding is restored.
Staff is committed to exploring opportunities to increase hours of operation, programs, and services.
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Table 1 - Proposed Hours (116 hours per week, including weekly Saturdays) Main 11:00 AM - 7:00 PM 11:00 AM - 7:00 PM 11:00 AM - 7:00 PM 11:00 AM - 7:00 PM Pico 12:00 PM - 7:00 PM 12:00 PM - 7:00 PM 12:00 PM - 7:00 PM 10:00 AM - 5:00 PM 10:00 AM - 5:00 PM Montana 12:00 PM - 7:00 PM 12:00 PM - 7:00 PM 10:00 AM - 5:00 PM Ocean Park 12:00 PM - 7:00 PM 10:00 AM - 5:00 PM
Fairview 12:00 PM - 7:00 PM 10:00 AM - 5:00 PM
Total Hours 8.0 29.0 22.0 22.0 21.0 14.0
Monday Tuesday Wednesday Thursday Friday Every Saturday The proposed additional staffing resources, outlined in Attachment A, increases staff by
2.0 limited term FTE and 5.3 FTE as needed staff to enable branch activation on Saturdays and evening hours. To balance staff resources, the Main Library would no longer be open on the first Saturday of the month until additional resources are obtained that would adequately cover the operational needs of the 104,000 sq. foot building on a weekend. With this enhancement, the Main Library will benefit from enhanced evening hours and be open an hour earlier than branch locations during the week, Monday through Thursday.
Past Council Actions
Meeting Date Description
06/28/2022
(Attachment B)
Adoption of the Second Year of the FY 2021-23 Biennial Budget, Adoption of the First Year and Approval of the Second Year of the FY 2022-24 Biennial Capital Improvement Program Budget
Financial Impacts and Budget Actions
Staff recommends approval of the budget changes listed below and position changes (net 2.0 limited term FTE and 5.3 as-needed FTE) detailed in Attachment A. This proposal relies on one-time funding from capital improvement program projects that were deferred for FY 2022-23. If approved, ongoing funding would need to be identified and requested in the future. New positions would be limited term for FY 2022-23, or until ongoing funds are identified; however, existing positions (modified via add/delete) would remain ongoing.
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Because the Library relies on other departments to successfully operate its buildings and maintenance, Public Works, Information Services Department, and Department of Transportation have been notified of the proposed changes to operations.
Prepared By: Rachel Foyt, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Position and Classification Changes
B. Written Comment
FY 2022-23 Budget Changes
One-time Budget Appropriation
Fund Department
Limited Term
Net FTEs
As-needed
Net FTEs
FY 2022-23
Amount
General Fund Library 2.0 4.8 $ 502,792
General Fund ISD -- 0.5 35,132
Total 2.0 5.3 $ 537,924