HomeMy WebLinkAboutN.LIBRARY COMPUTER SERVICE FEES City of Port Arthur, Texas
Mayor and City Council Communication
DATE REFERENCE SUBJECT: Page
NUMBER _ of 2
10/23/02 Authorization to pay service fees to Houston Area Library
Automated Network for Port Arthur Public Library
RECOMMENDATION:
Please approve payment of the attached invoice for $20,365 covering FY 2003 computer
services from the Houston Area Library Automated Network (HAl_AN), budgeted in the FY 2003 Library
General Fund Budget (001-1403-551.54-00 / Professional Services).
BACKGROUND:
The Port Arthur Public Library's affiliation with HALAN and its predecessors spans more than 20
years. This payment reflects a new way of allocating costs based on system load generated by size of
collection and number of circulations. This is a more realistic way of charging for services than the
previous per-terminal fee. Our payment for several years was $30,000 based on 20 terminals at
$1,500 each per year (software and support services only). We now have only seven terminals '
connected to HALAN and these support circulation services, patron registration / overdues, catalog
maintenance and report generation. Most of our Intemet-ready computers are now served through a
Local Area Network, giving us the ability to add workstations with no added connect fees. HAl_AN still
charges an up-front connect fee of $1,500 for every workstation.
HA[AN provides and maintains a comprehensive library software package and the security to
insure integrity of catalog records, patron records, and circulation transactions. To do this locally would
require 1) a staff person with formal computer training and library experience ($45,000 to $60,000 per
year), purchase and maintenance of specialized software (approx. $25,000 plus $5,000 annually), plus
purchase and maintenance of hardware to run the application (approx. $15,000 plus $5,000 annually).
An "Agreement for Computerized Library Services," with a clause providing for extension upon
payment of the annual fee, was authorized by Council Resol~ion 94-128.
BUDGETARY/FISCAL EFFECT:
The FY 2002 Library General Fund Budget (001-1403-551.54-00 / Professional Services) is the
source to pay Invoice # PA/031Annual in the amount of $20, 365.
STAFFING / EMPLOYEE EFFECT:
Automation saves in some aspects of catalog maintenance, improves circulation control and
collection inventory processes, and automates the production of overdue notices. It also provides
better and easier access to information about our collections which improves response to patron
requests.
PREPARED BY DISPOSITION BY COUNCIL PROCESSED
By
CITY
SECRETARY
APPROVED BY []APPROVE []OTHER(DESCRIBE
C,TY MANAGE~,~,~' Date
City of Port Arthur, Texas
Mayor and City Council Communication
DATE REFERENCE SUBJECT: Page
NUMBER 2 of 2
1 0/23/02 Authorization to pay service fees to Houston Area Library *Attachment
Automated Network for Port Arthur Public Ubrary
SUMMARY:
Approval is recommended for payment of Invoice # PA/03/Annual from the Houston Area
Library Automated Network in the amount of $20, 365 for FY2003 computer services to be paid from
the Library General Fund (001-1403-551.54-00 / Professional Services).
RECOMMEND APPROVAL APPROVED FOR AVAILABILITY OF FUNDS
Ray rary Director ~ Reb'~ca Underhill, Finance Director
PREPARED BY DISPOSITION BY COUNCIL PROCESSED
By
CITY
SECRETARY
APPROVED BY [ ] APPROVE [] OTHER (DESCRIBE)
CITY MANAGER Date
Houston Area Library Automated Network
500 McKinney, Houston, Texas 77002
(832) 393-1402 FAX (832) 393-1427
E-mail: cheryl.payne~cityofhouston.net
DATE:
10122/02
INVOICE #:
PA/03/Annual
CUSTOMER:
Ray Cline, Director
Port Arthur Public Library
3601 Cultural Center Drive
Port Arthur, Texas 77640
ITEM Fee
HALAN Annual Connection Fee
Fees for FY2003 - Sept. 1, 2002 to August 31, 2003 ................$20,365.00
TOTAL AMOUNT DUE ........................................................... $20,365.00
Please Mail Payment to:
James Fontana
Financial Services
Houston Public Library
500 McKinney
Houston, Texas 77002