CC - Agendas - City Council - REGULAR - 8/14/2018

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9.B ('I'1`1"� r� /P1 E��S(1OTT Ly,er MEETING DATE/TYPE: DEPARTMENT: Library COUNCIL AGENDA MEMO VOTING MEETING 8-14-18 AGENDA ITEM: Rescind current library fees for non-profit and non-commercial groups. No funding required. Approved By: Michael Lamar, City Manager Item Summary Rescind the current library meeting room fees for non-profit and non-commercial groups. Background A recent evaluation of library meeting room fees showed that the library assistant, who does the bulk of the administration associated with meeting room fees, spends approximately 5 hours per week collecting funds, producing invoices, and interacting with patrons to collect funds for meeting room rentals. This amounts to an annual cost of $5,811 for wages/ERE. The average annual amount collected for meeting room fees in FY 2017 and FY 2018 was $5,292.00. As can be seen, the cost of collecting fees is not offset by fees collected. In addition to the cost of collection, the fee schedule prohibits many small groups without a dues structure, or groups formed on a temporary basis, from using the meeting rooms. Use of the Founders Suite meeting rooms fell from 394 community group uses in FY2016 (the last year no fee was charged) to 276 community group uses in FY 2018—a 30% drop in use. Estimated information was presented to the Library Advisory Board at their regular meeting February 21, 2018. The Library Advisory Board members informally agreed that the fees be discontinued. (Actual FY 2018 information is included in this memo.) To better serve the residents of Prescott, it is recommended that meeting room fees be rescinded for non-profit and non-commercial groups. Packet Pg. 108