Funding to Increase Library Hours Copyright 2014
City of Dubuque Action Items # 4.
ITEM TITLE: Funding to Increase Library Hours
SUMMARY: City Manager recommending approval of an allocation in the Fiscal year
2016 budget, subject to a future budget amendment.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
❑ Funding to Increase Library Hours-MVM Memo City Manager Memo
❑ E-mail to Michael Willis Supporting Documentation
THE CITY OF Dubuque
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Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Funding to Increase Library Hours
DATE: April 2, 2015
At the April 1, 2015 Carnegie-Stout Public Library Board of Trustees meeting, they
considered the attached March 29, 2015 e-mail I sent to Library Board Chair Michael
Willis.
In that e-mail, I asked that the Library Board approve spending some of the interest
earned on their trust funds to add the 6 hours of library service needed per week to
maintain State accreditation. This would cover $47,000 of the $81,000 to provide the
needed staffing through June 30, 2016.
1 advised that I would recommend to the City Council that the City allocate $34,000 in
next year's budget to cover the balance of the costs. I also advised that through the
Fiscal Year 2017 budget process, I would recommend the City cover the full $81,000 in
costs beginning in Fiscal Year 2017.
Library Director Susan Henricks advises that the Board voted to spend $47,000
identified as interest funds from gift money to go toward staffing the library at 61 hours a
week, to complement the $34,000 pledged in an upcoming budget amendment to be
proposed to the City Council; however, the Board is requesting that the FY2017 budget
include the full restoration of 64 hours.
Proposed hours at 61 hours per week would be Monday - Wednesday 9:00 a.m. — 8:00
p.m.; Thursday 12:00 - 8:00 p.m., Friday and Saturday 9:00 a.m. — 5:00 p.m. and
Sundays, except during summer, at 1:00 p.m. — 5:00 p.m.
With 64 hours, the Library would be able to have a much more consistent schedule of
Monday - Thursday 9:00 a.m. — 8:00 a.m.; Friday and Saturday 9:00 a.m. — 5:00 p.m.
and Sunday 1:00 p.m. — 5:00 p.m.
The Board agreed to implement the new hours as soon as new staff is hired and this
could be 4 - 6 weeks, and as your proposal was to begin April 6, the savings of 4 - 6
weeks would be shared proportionately in the respective contributions.
Implementing 64 hours in Fiscal Year 2017 would cost an estimated $120,000. As
requested by the Library Board, I will commit to recommending the 64 hours through the
Fiscal Year 2017 budget process.
I respectfully recommend Mayor and City Council approval of the allocation of$34,000
in the Fiscal year 2016 budget, subject to a future budget amendment. The source of
funds will be a projected increase in land lease and gaming revenues over previous
projections.
114.14 ..
Mic ael C. Van Milligen'—� s
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Susan Henricks, Library Director
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Page 1 of 2
Mike Van Milligen - Library staffing
From: Mike Van Milligen
To: michaelpaulwillis@gmail.com
Date: 3/29/2015 9:15 AM
Subject: Library staffing
CC: Henricks, Susan; Larson,Jenny
BC: Van Milligen, Mike
Attachments: Copy of Library Investment Earnings History revised_2.xlsx; Library 15.xls
Mike,
I read that the Library Board will again be revisiting the hours of service, but staffing remains a problem. Seems
like there is the makings of a win-win here for the community.I hope you will reconsider using interest earnings
to fund opening the Carnegie-Stout Public Library enough hours to meet the accreditation requirements and to
meet the public need.
To meet accreditation you only need to add 6 hours of service per week.To achieve this effective April 6, 2015
through June 30, 2016 would cost an estimated $81,000. Between the General Fund Trust and the James
Mutschler Trust accrued interest and expected interest through June 30, 2016 the Library Board would have a
minimum of$47,000 available for this expenditure without touching the principle of your trust funds.
If you vote to use these funds and add the additional operational hours and staff time I will make a
recommendation to the City Council to amend the FY 2016 budget to allocate an additional $34,000 to the
Library to cover the remaining expense for these hours.
i°
As I have mentioned in the past, to preserve accreditation I will be recommending fully funding these 6 hours
through the FY 2017 budget process.
Mike
>>> Ken Tekippe 3/4/2015 3:50 PM >>>
attached is a revised recap of Library investment earnings, $61,143 vs $91,775. There was a formula error in the
totals. The Lull fund had interest earnings of$2491 since 2006. I am also attaching a monthly report sent to the
Library that gives the cash balance in each of the trust funds.This was last updated January 2015.
Ken
>>> Mike Willis <michaelpaulwillis@gmail.com> 3/4/2015 8:35 AM >>>
Dear Mike,
I apologize for my delay in responding to your letter of February 11.The library board of trustees met on Thursday,February 26th and one of the items on
the agenda was your proposal for restoring staff to meet state accreditation requirements through interest earned on the library's investment accounts.
Unfortunately,the spreadsheet that listed interest received since FY 2006 on the accounts was not accurate,and the board voted against the proposal
because in some cases the funds simply don't have enough money,and in other instances we would be spending principal,not interest.As Susan may have
told you by now,some of the trust funds were used for the library's renovation in 2008-2009.She may have also mentioned that the Lull Fund is a trust
restricted by the donor for the purchase and maintenance of art.The Board agreed that the proposed west-side library branch funded by the Mutschler trust
would be able to meet the accreditation staffing standards if we schedule hours that are not offered at the main branch.
I appreciate the challenges you face with the city budget and on behalf of the board,I want to thank you for your interest in helping the library re-establish
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Sincerely, (
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Mike Willis (
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