CC - Agendas - City Council - REGULAR - 10/23/2012

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It. C. COUNCIL AGENDA MEMO — October 23, 2012 DEPARTMENT: Library AGENDA ITEM: Adoption of Resolution No. 4148-1309 approving a Library Support Agreement with the Yavapai County Free Library District Approved By: Date: Department Head: Roger Saft Finance Director: Mark Woodfill City Manager: Craig McConnell 9'2g -iZ- Summary This Agreement sets forth the responsibilities of the Yavapai County Free Library District and member libraries, in this case the City of Prescott, for membership in the Yavapai Library Network, as well as the formula that the District will use to calculate annual funding allocations. In the current fiscal year (FY 13) Prescott will receive a net distribution of $550,000. The Agreement extends through June 30, 2013 and will automatically renew thereafter unless cancelled by either party. Background The Yavapai County Free Library District (YCFLD) was established as a special district in 1987 by the Board of Supervisors. The Library District levies property tax which provides funding for library operations and library materials to all affiliated public libraries. The District also operates the Yavapai Library Network (YLN), established in 1985 for the purpose of providing cost-effective library automation services to the residents of Yavapai County through economies of scale and resource sharing. The YLN purchases and provides staffing to maintain and operate the integrated library system (ILS) software that makes all transactions possible throughout the Network. Examples of transactions handled by the ILS are checking a book in and out, tracking the status or movement of items, and authenticating users. The ILS further retrieves and stores patron data, fines information, and bibliographic data. The YCFLD funds and supports the Radio Frequency ID tags that are needed for automated materials handling and library security systems, and procures and pays the annual maintenance fees for membership with Overdrive (Audio and E-Book provider), and other software and online service providers. Based on formulas established in the Agreement, the City will receive $582,550 in gross funding from the YCFLD from which $32,550 is to be deducted for the City's share of the Yavapai Library Network FY13 operation and maintenance. The balance of $550,000 is to be distributed as follows: 1