HomeMy WebLinkAbout102020-07.1
ADMINISTRATIVE STAFF REPORT 7.1
TO: Mayor and Town Council October 20, 2020
SUBJECT: 2020/21 Mid-Year Library Services
BACKGROUND
Like other sectors of the economy, local government operations continue to be
significantly impacted by the COVID -19 pandemic. In adopting the 2020/21 Operating
Budget and Capital Improvement Program, the Town Council considered various
revenue and expenditure scenarios in an attempt to forecast the impact of the pandemic
upon Town government operations. The 2020/21 Budget and CIP were subsequently
adopted anticipating that the Town would experience an approximately $5 million
revenue impact with offsetting reductions in operating expenditures and fund transfers.
As part of the budget process, the Town Council considered how these fiscal impacts
might impact library services and the Town’s ability to fund supplemental library hours.
Since opening the Danville Library in August 1996, the Town has funded 25
supplemental hours per week in addition to the 35 base hours of service provided by the
County Library. The current Town/County Library partnership has been excellent,
further aided by the tremendous support provided by the Friends of the Danville Library
and the Library Foundation. The 60-hour, 7 day per week service has been the maximum
offered in any of the 23 branches operated by the County Library.
For the 2020/21 fiscal year, it has been necessary for the County Library to eliminate
Sunday hours and reduce the maximum service level to 56 hours per week. All branches
were provided with the option of either continuing to fund supplemental hours (in
Danville’s case, 56 hours) or operate at a 35-hour base level of service. This decision was
made more challenging by uncertainty resulting from the pandemic and when library
services might resume beyond “front door” service (i.e. allow for limited building
access).
In consideration of the available options and variables, the Town Council opted for the
base level of service option, with a commitment to re-evaluate that position at the mid-
point of the fiscal year. This resulted in a $101,419 cost which helped to offset the Town’s
overall pandemic related revenue loss. Subsequently, the Friends of the Danville Library
and the Danville Library Foundation committed funds to backfill these hours to allow
the library to continue to operate Monday through Saturday, 56 hours per week. To date
this has consisted of front door service (i.e. materials pick-up and drop-off on a by
2020/21 Library Services 2 October 20, 2020
appointment basis). Despite the modified service delivery approach, the Danville Library
continues to generate circulation numbers that are among the highest in the county.
When the Shelter in Place order was lifted, the County Librarian developed a phased
reopening approach. The Danville Library is currently in Phase 2 reopening, limited core
services, where customers preorder books online, arranging a pick-up date and time and
collecting the order via front door pickup. Although uncertain, the library is projecting
to move into Phase 3, which includes reopening criteria of some social distancing
requirements, limiting building occupancy to 25 percent, access to necessary materials to
administer critical services, access to enough staffing to run said services, at the end of
the year and following the direction of the County Health Order.
DISCUSSION
The Town has taken necessary steps to reduce costs and adjust service delivery in all
operating areas. The pandemic and the resultant health orders continue to evolve and
the Town is working to continue to provide services while ensuring that all safety
protocols are followed. There continue to be numerous variables to address and the
Town continues to adapt as necessary to ensure that service delivery continues within
the current budget parameters.
Options for Mid-Year 2020 /21 Library Services
Moving into the second half of the fiscal year (January 1- June30), the County Library has
provided additional service level options for the Town to consider. Each of the four are
summarized below including the base hours, Town-funded supplemental hours, Town
costs and hours of operation.
Total Hours (weekly)
Service County Town Total Total
Level Funded Funded Hours G.F. Cost
Option 1 35 0 35 0
Option 2 35 9 44 $34,883
Option 3 35 15 50 $66,088
Option 4 35 21 56 $101,419
Schedule
Sun Mon Tues Wed Thu Fri Sat
Option 1 C C 1-8 11-6 11-6 10-5 10-5
Option 2 C C 10-8 10-8 10-8 10-5 10-5
Option 3 C 10-8 10-8 10-6 10-6 10-5 10-5
Option 4 C 10-8 10-8 10-8 10-8 10-6 10-6
2020/21 Library Services 3 October 20, 2020
At present, the standing health order has limited operation of the library and service
delivery to front door service only. With any service delivery model, a key consideration
will be when some level of indoor service will be available. Options 3 and 4 will both
provide for Monday – Saturday service. Option 4 does so with hours extending farther
into the evening. Staff recommends that the Town Council consider either Option 3 or 4
as the basis for providing library services for the balance of 2020/21. Library services
will be re-evaluated with the start of the 2021/22 fiscal year on July 1, 2021, in the hopes
that full-service levels can be restored.
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
The 2020/21 budget can accommodate either Option 3 or Option 4 as described.
RECOMMENDATION
Provide direction to Town Staff regarding inclusion of Supplementary Library hou rs in
the Mid-Year 2020/21 Operating Budget.
Prepared by:
Diane Friedmann
Assistant to the Town Manager
Reviewed by:
Joseph Calabrigo
Town Manager