HomeMy WebLinkAboutH. HALAN - LIBRARY COMPUTER SERVICESCity of Port Arthur, Texas
Mayor and City Council Communication
DATE
10!13!09 REFERENCE
NUMBER SUBJECT:
Authorization to pay service fees to Houston Area Library Paga
1 of 2
Automated Network for Port Arthur Public Library
RECOMMENDATION:
Please approve payment of the attached invoice for $37,790 covering FY 2010 computer
services from the Houston Area library Automated Network (HALAN), budgeted in the FY 2010 Library
General Fund Budget (001-1403-551.59-00 !Other Contractual Services).
BACKGROUND:
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 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 ($50,000 to $75,000 per
year), 2) purchase and maintenance of specialized software (approx. $35,000 plus $5,000 annually),
and 3) purchase and maintenance of hardware to run the application (approx. $15,000 plus $5,000
annually). Last year we paid HALAN $37,049. 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
'i upon payment of the annual fee, was authorized by Council Resolution, 06-063.
PREPARED BY DISPOSITION BY COUNCIL PROCESSED
By
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SECRETARY
APPROVED BY ~ ~ AppROyE [ ] OTHER (DESCRIBE)
CITY MANAGER Date
Authorization to pay service fees to Houston Area Library 10/13/09 Page 2 of 2
Automated Network for Port Arthur Public Library
BUDGETARY/ FISCAL EFFECT:
The FY 2010 Library General Fund Budget (001-1403-551.59-00 /Other Contractual Services) is
the source to pay Invoice # PA/10/Annual in the amount of $37,790.00.
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.
SUMMARY:
Approval is requested for payment of HALAN Invoice PA/10/Annual in the amount of $37,790.00.
Funds are available in the FY10 Budget (001-1403-551.59-00: Library -Other Contractual Services).
RECOMMEND APPROVAL:
J se Ma mez ~_
brary Director
CERTIFIED FOR AVAILABILITY OF FUNDS:
~~~,
Deborah Echols
Director of Finance
a ~ o.1-G~, _ ~ ~~~
Shawna Tubbs
Purchasing Manager
Houston Area Library Automated Network
500 McKinney Suite 300; Houston, Texas 77002-5000
(832)393-1405 Fax: (832)393-1427
E-mail: judith.hiott@cityofhouston.net
DATE:
INVOICE #:
10/12!2009
PAI10/Annual
CUSTOMER: Jose Martinez Director
Port Arthur Public Library
4615 Ninth Avenue
Port Arthur, TX 77642
ITEM
HALAN Annuai Connection Fee for FY 2010
September 1, 2009 -August 31, 2010
TOTAL
COST
$37,790.00
TOTAL AMOUNT DUE ...................................................................... $37,790.00
Please Mail Payment to: Houston Area Library Automated Network
c/o Alfredo Amaya
500 McKinney
Houston, Texas 77002