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HomeMy WebLinkAboutMinutes-11-19-91-Special Meeting 4- MINUTES OF THE CITY COUNCIL OF THE CITY OF DOWNEY SPECIAL CALLED MEETING NOVEMBER 19, 1991 The City Council of the City of Downey held a Special Called Meeting at 0107 4:03 p.m., November 19, 1991, in the Library Meeting Room in joint session with 410,1 the Library Advisory Board, Mayor Barbara J. Hayden presiding. , PRESENT: Council Members: Barbara J. Hayden Mayor Diane P. Boggs Mayor Pro Tem Robert G. Cormack (arrived at 4:10 p.m.) Robert S. Brazelton Richard D. Carter Library Advisory Board Members: Arthur Ochoa Chairman Barbara Riley Vice-Chairman (arrived at 4:05 p.m.) Norm Sipple (arrived at 4:05 p.m.) Frances Benson ABSENT: Hattie Jo Miller ALSO PRESENT: Gerald M. Caton, City Manager Judith McDonnell, City Clerk Lee Powell, Assistant City Manager Jim Jarrett, Director of Community Services Victoria Jenkins, City Librarian Vivian Martell, MCLSAB Carol Woods, MCLSAB Mayor Hayden led the Flag Salute. JOINT MEETING REGARDING PRESENTATION OF "PLANS AND RECOMMENDATIONS FOR AUTOMATED SYSTEMS AND SERVICES" REPORT Ms. Jenkins discussed status of the Automated Library System Consortium that was originally formed by the Cities of Downey and Santa Fe Springs in 1979 and later joined by the City of Whittier in 1982. She mentioned the automated library system is nearing the end of its life cycle and there is no room left on the system for expansion. In March, 1991, the City Council approved an agreement with RMG Consultants, Inc. to evaluate this consortium, as well as the advantages and disadvantages of retaining the current vendor. Mr. Patrick McClintock of RMG Consultants, Inc. referenced his company's report on this matter and commented that CSLI, the current vendor for the automated system, is going through major changes. He cited two options available at this time: To upgrade the system with CLSI or replace the CLSI system with one from another vendor. Mr. McClintock compared the various options, noting the current system is at capacity and cannot increase in City Council Minutes - Special Mtg. 11/19/91 -1- , ITA horsepower. Also, performance problems are occurring. Other options for consideration are to stay with the consortium environment with the three cities, add additional cities, or that each city go forward with a stand -alone system. If a decision is made to replace the system, he would recommend each city share in the process and selection of a single vendor, and also that the three cities enter into another consortium agreement defining each city's abilities. Mr. McClintock also outlined the process for selecting a new system if each city were to go with a stand -alone system. The two types of costs associated with the purchase of a new system are the one -time cost for the purchase, and the ongoing cost for maintenance. He estimated a stand -alone system could cost in the range of $164,000-.$358,000, which is based on costs provided by vendors in the industry. A shared system would cost about ,, $500,000- $700,000, with Downey's share amounting to approximately $196,000- $250,000. Mr. McClintock then discussed financial options available, noting a lease-purchase rchase arran ement can also be considered. p g ons ered. Discussion was held regarding the financial responsibility for manning the system. It was noted by-Ms. Jenkins that the City of Downey pays the cost for the current Systems Manager, while the Cities of Whittier and Santa Fe Springs split the cost for a Systems Operator, who is a Downey employee. Ms. Jenkins recommended stain with the consortium staying um because it would provide the best service to the customers, and she would like to further review options to split the cost for the new system over a period of several years. Also, various automation vendors will be providing demonstrations from now until Christmas; she has invited 32 libraries to attend. Mr. McClintock and Ms. Jenkins responded to questions of the City Council and Library Board Members. Ms. Jenkins noted staff will be looking at the features of a system and making a list of requirements for a new system to get the best of what is available on the market. It was moved by Council Member Boggs, seconded by Council Member Carter, and unanimously carried to recommend to the Library that the City stay in the consortium and ask the City Attorney to draft an agreement for the current joint powers authority. F { During discussion of the time element involved, Mr. Caton said the new automated library system should be placed in the budget for next fiscal year. ADJOURNMENT: The meeting was adjourned at 5 :10 p.m. - ' 0.7445-ele--- t Judith E. McDonnell, City Clerk Ba iara J. "-7 • r City Council Minutes - Special Mtg. 11/19/91 -2- P i Y s F'