HomeMy WebLinkAboutI. HALAN - LIBRARY COMPUTER SERVICESCity of Port Arthur, Texas .
Mayor and City Council Communication
DATE REFERENCE SUBJECT:- - - - Page
02/17/09 NUMBER Authorization to pay service fees to Houston Area Library 1 of 2
• Automated Network for Port Arthur Public Library
RECOMMENDATION:
Please approve payment of the attached invoice for $37,049 covering FY 2009 computer
services from the Houston Area Library Automated Network (HALAN), budgeted in the FY 2009 Library
.General Fund Budget (001-1403-551.59-00 /Other Contractual Services).
BACKGROl1ND:
The -Port Arthur Public Library's affiliation with HALAN and its predecessors spans more than 30
years. HALAN provides and maintains a comprehensive library software package andthe 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 ($50,000 to.$Z5,000 per
year), 2) purchase and maintenance of specialized software (approx. $35,000 plus $5,000 annually), i
and 3) purchase and maintenance of hardware to run the application (approx. $15,000 plus $5,000
annually). Last year we paid HALAN $36,323. The increase. is based on a combination of added
records in the system (part of the costing formula on which our fees are based) and on a phased-in
upward adjustment of fees across the board. In addition, HALAN also provides administrative support
staff to negotiate with vendors, staff support for all areas of the library's computer needs, financial and
organizational support for grants, and databases providing downloadable audiobooks and collection
development tools.
An "Agreement for Computerized Library Services," with a clause providing for extension
•-upon payment of the annual fee, was authorized by Council Resolution, 06-063.
PREPARED BY DISPOSITION BY COUNCIL " ~ - PROCESSED
By
~ arv
APPROVED BY
CITY MANAGER - - -
' [ ]APPROVE ,. [ ] OTHER (DESCRIBE) SECRETARY
--
~
~ ~ - Date
Authorization to pay service fees. to Houston Area Library ~ '~ 02/12/09 Page 2 of z'
Automated Network for Port Arthur Public Library
BUDGETARY/ FISCAL EFFECT: -
- The FY 2009 Library General Fund Budget (001-1403-551.59-00 /Other Contractual Services). is
the source to pay Invoice # PA/09/Annual in the amount of $37,049.00.
STAFFING /EMPLOYEE EFFECT•
Automatioh saves. in some aspects of catalog maintenance, improves circulation: control and
cgllection 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.
SUMMARY:
Approval is. requested for payment of HALAN Invoice PA/09/Annual in the amount of $37,049.00.
Funds are available in the FY09 Budget (001-1403-551..59-00: Library -.Other Contractual Services).
RECOMMEND APPROVAL: CERTIFIED FOR AVAILABILITY OF FUNDS:
lr
se Martinez ~ Rebecca Underhill
ibrary Director - Assistant City Manager/Administration
_.
hawna Tubbs `
Purchasing Manager .